Payroll > Next Year > Copy CYR Staff to NYR
This page is used to select current year employees who are to be copied to the corresponding next year. Any selected employee records that currently exist in the next year tables (e.g., pay distribution, job records, deductions, bank deposits, and pay records) are deleted and replaced with the current year tables during the copy process.
Example: If an employee is copied from the current year to the next year, a job code is changed in the current year, and the employee is recopied, the original job records that were previously copied are deleted before the new records are copied.
This scenario can also be applied to bank records, extra duties, distributions, and deduction codes.
With this feature, users can also delete single or multiple employees from the corresponding next year. Employee names are copied to next year records, but their records are deleted, and the employees are listed as inactive.
❏ Under Parameters, select which employees and records are to be copied to the current year.
❏ Under Options, perform the following:
Field | Description |
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Include Employees with Termination Date | Select to copy employees with a termination date in the Employment Info tab to next year records. Leave blank to exclude employees with a termination date from the next year records. |
Inactivate Records when Creating NY Tables | Select to populate the Pay Status field on the Pay Info tab as Inactive in next year employee records. Leave blank if next year employees are to have Active placed in the Pay Status field. |
Next Year's Funding Code |
Type the fiscal year to be used when updating the distribution account code fiscal year in the next year employee master distribution records. Leave blank if the distribution account code fiscal year in the next year employee master distribution record is to remain the same as the current fiscal year. |
Number of Remaining Deductions | Type the number to be used to update the remaining payments in the next year employee master deduction record. It is recommended that you type 99, and then edit the exceptions in the next year tables. |
Preview changes | Select to view the staff data records being copied to the next year tables. Leave the field blank to not view the staff data records that are being copied. |
❏ Click Execute. If the process is successful, a preview report is displayed. Review the employee list to verify that the correct data was copied to the next year records. Also, review the total employee count at the end of the report.
❏ Click Process to accept the changes and continue. A message is displayed indicating that the process was completed successfully. In addition, a list of the database record tables that were copied is displayed. Click OK.
❏ Click Cancel to return to the Copy CYR Staff to NYR page without making the changes.
After copying the employees to the next year, select either single or multiple employees to be deleted from the next year staff using the same parameters as explained above.
❏ Click Delete to delete selected employees from the next year staff records. A message displays indicating the number of records being deleted and asks if you want to continue.
Note: If any data exists in the EOY Accrual Data table, a message box is displayed and asks if the user wishes to delete the data and continue the process.
❏ Click Yes to continue deleting the next year staff records or No to stop the process and return to the Copy Current Year to Next Year page.
If you click Yes, a data preview window is displayed.
❏ Click Process to accept the changes and continue. When all records have been deleted, a message displays that lists the database record tables that were deleted. Click OK.
❏ Click Cancel to return to the Copy CYR Staff to NYR page without making the changes.
Reset | Click to undo all the parameter selections and return to the default settings. |
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Cancel | Click to close the page without copying the current year employees to the next year tables. |
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