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1. Update PMIS district options.

   
   District Administration > Options > Position Management

   This page is used to create and maintain Position Management options including the types of calculations that should be used in Position Management and the specified default values to be used for certain types of Position Management transactions. These options are not typically changed throughout the school year.

   

   ❏ Verify that the following fields are completed and accurate:

   • Current Year
   • Next Year
   • Minimum Foundation Year - Type the four-digit current or next school year in the YYYY format to allow the system to select the corresponding tables to calculate the state minimum salary amount. If this year matches the current year value, the current Personnel state minimum table is used. If this year matches the next year value, the next year Personnel state minimum table is used.

2. Update the current and next year first pay date codes.

   
   Use the following pages to establish the current and next year first pay dates and codes.

   District Administration > Tables > PMIS > First Pay Date > Current Year

   This tab is used to create and maintain a list of codes associated with current year pay dates to be used for Position Management. The codes are used:

   • To establish an association between a table ID and a starting pay date.
   • To establish a start date for a new teacher so that a new teacher can be paid over 13 months.
   • To determine the first pay date of the new school year when calculating the amounts already paid to an employee.
   • To calculate the amount to be paid to an employee during the change-in-compensation processing.
   • To update the payroll data with the data in the forecast records, and to move the forecast data into the current position records.

   In this example, the first pay date codes begin with J, A, or S to represent the first pay date month (July, August, or September). The subsequent two characters represent the calendar code. Codes can be a maximum of three characters and any letters should be uppercase.

   

   Complete the Current Year and Next Year tabs. The Current Year tab represents the first pay dates for the current school year, and the Next Year tab represents the first pay dates for the next school year.

   District Administration > Tables > PMIS > First Pay Date > Next Year

   

3. Update the forecast conversion data.

   
   

   Prior to completing this step, the calendars and pay dates must exist in the next year payroll files.

   District Administration > Tables > PMIS > Forecast Conversion

   This page is used to create forecast data for the next year's records. This table maintains the data conversion information by the First Pay Date Code for the Calendar Code, Begin Date, End Date, Payoff Date, Max Days, Number Of Days Off and Actual Payments. These fields should be updated with the dates to be used for the next school year. From this data, the appropriate calendar data is located and the following calculation is performed: The Local Begin Date is subtracted from the Local End Date, and then the Number of Days Off is subtracted resulting in the number of Actual Days. This data is moved to the next year's records at the time the budget is created for the next year.

   

   For each pay date code, complete the fields on the page. The next year begin and end dates must match the new calendars in the next year payroll files, and the payoff dates must exist in the pay dates table for each first pay date code.

   This process updates the table and replaces the mass updating process that is done in the next year payroll.

   The Days Off field is used to reduce the days worked without tying back to unavailable days on a calendar. For example, a district police officer may work every day (or have the potential to work every day) but may have a certain number of days off per year that can be taken at any time.