general:humanresources:checklists:firstpayrolloftheschoolyearchecklist:step7

Update District HR options

Payroll > Tables > District HR Options

Verify that the following fields are updated. These fields may already be updated.

The Payroll Clearing Fund/Year field should be set to 163/X or 863/X.
The School Year for PEIMS Codes field should be set to 2025.

CAUTION: No payrolls should be processed prior to the First Pay Date of the School Year.

❏ Under First Pay Date of School Year:

Update the first pay date of the new school year for each payroll frequency. The date(s) must match the first payroll date(s) indicated on the pay dates table.
In the Payroll 4, 5, 6 fields, enter the first pay date for each of the three pay frequency fields in the MM-DD-YYYY format. Once the pay date is entered, it should not be changed until the next school year. The entered date should represent a payroll that will actually be processed, supplemental or regular. If a date is entered and no payroll is actually posted using that date, the system will have difficulty identifying when the new school year began. This could affect how data is handled in the new school year.

Additional first pay date notes

Fiscal Year versus School Year

If your fiscal year is July through June and the 10-month employees are paid from September through August, this date should be September.
If your fiscal year is July through June and all employees (including 10-month employees) are paid from August through July, those employees should all have TRS Year selected on the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab.
- If the First Pay Date of School Year field has an August date, a new school YTD is created and updated with all pay and accrual amounts. The TRS YTD is updated in the old school year. For example, if the first pay date of the school year is August 25, 2024, pay and accruals are updated in the 2025 school YTD and the 2024 TRS YTD is updated. Note: If the First Pay Date of School Year field is set to a date prior to September, be sure to verify that your TRS rates correspond to the appropriate TRS reporting month.
- If the First Pay Date of School Year field is updated with a September date, the school YTD and TRS YTD are updated in the current school year and if accruing, a new school YTD is created and updated with those amounts. For example, if the first pay date of the school year is September 25, 2024, pay and TRS amounts are updated in the 2025 school YTD and the 2025 TRS YTD. If the employee accrues, a 2025 school YTD is also created.
If your fiscal year is September through August and the 10-month employees are paid from September through August, this date should be September.
If end-of-year payroll accruals are performed for August days worked and the first paycheck is in September, the first pay date should be September.
All non-standard employees (those employees who receive their first check in July or August) should have TRS Year selected on the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab.

This pay date is used to determine:

The school year to be used for the school YTD records for regular and non-standard employees. If the employee is a non-standard employee (TRS Year is selected), and the contract begin date is greater than this date, then the payroll calculation stores the accrual amounts in the next year school YTD record.
The school year that should be used for the TRS rates and employee TRS deposit record.
The pay history records that should be used for accruals.
The leave transmittals that should be accumulated to determine if the leave duration has been met for the school year.

Notes:

If the LEA does not use one of the pay frequencies, access to that field is not allowed. If a user does not have security access to a pay frequency, access to that field is not allowed.

When the first pay date of the school year is changed, if any message displayed includes information about contacting your regional consultant, there are processed pay dates where amounts need to be moved from one school year to another. If these amounts are not moved, it can adversely affect school YTD historical amounts, TRS historical amounts, and reporting, workers’ compensation historical amounts and reporting, and payroll accrual calculations.

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