Things to Remember Prior to Beginning NYR Payroll
❏ Ensure open communication exists between the payroll office and business office.
- Verify that the Budget process is complete and the budget is open.
- Set potential deadlines for various presentations.
❏ Verify that you are logged on to the current pay frequency.
❏ Remember: Next year calculations and distributions are validated to the new budget (N). Make sure that the fiscal year on the distribution pages matches what is in the new budget (N). If it changes during the process, perform a mass update.
Current and Next Year Shared Pages
The following pages are shared between the current year and next year. Use Caution when updating these pages in the next year:
- Personnel or Payroll > Tables > District HR Options
- Personnel > Tables > Credential
- Payroll > Tables > Tax/Deductions
- Payroll > Tables > Bank Codes
- Personnel > Maintenance > Staff Demo (all tabs)
- Personnel > Maintenance > Employment Info
Reminders
- New employees must have a Unique ID. Create a Personnel record and copy it to NY Payroll to ensure that they are included in the Unique ID Extract.
- Do not update years of service or leave until Service Records have been created. This usually occurs between the June and July payrolls and is covered in the Service Record guide.
- Medicare On-Behalf is usually posted to the TRS website in late summer. In most cases, a reminder is sent by your ESC so you can book actuals to Finance for the year and create a budget for next year.
- Remember to update NY Payroll in Budget periodically to ensure that changes are updated. This allows Budget to remain as current as possible.
Extract IDs
Extract IDs can be used to group similar employees to allow for easier and more accurate mass updates. For example, most 187-day teachers/aides have the same contract Begin and End Dates, same Calendar Code, and the same Payoff Date, which may allow them to be grouped together by extract ID making it easier to select that group of employees when performing Mass Updates.
To use extract IDs:
Personnel > Tables > Job/Contract > Extract ID
❏ Add or modify extract IDs.
These extract IDs must meet your LEA's criteria so it is important for the Payroll and Personnel departments to communicate about the setup and use of extract IDs.
Personnel > Maintenance > Employment Info
❏ After extract IDs are established, assign or modify the extract IDs for each individual employee record.
Payroll > Utilities > Mass Update
❏ After extract IDs are assigned as needed, select the applicable Extract ID and run the necessary mass update for a specified group of employees. Extract IDs can also assist in sorting and filtering report data.
Personnel > Reports > User Created Reports
If your LEA uses extract IDs to group employees for mass updates, generate a user-created report to verify that extract IDs are correctly assigned to employees.
If extract IDs are missing or need to be changed, you can manually update individual employee records using the Personnel > Maintenance > Employment Info page.