District HR Options - HRS2000

Payroll > Tables > District HR Options

This page is used to select and set options for management of the LEA's payroll and employee functions and records. The selected options are used for all payroll frequencies (e.g., current and next year unless specifically designated).

Set district HR options:

Field	Description
TRS District ID	Type the four-digit LEA identification number.
Federal ID Number (EIN)	The federal ID number from the District Finance Options page in Finance is displayed.
Payroll Clearing Fund/Year	This field is automatically populated with the payroll clearing fund/year selected on the Finance > Tables > District Finance Options > Clearing Fund Maintenance tab. If not, click to select the fund/fiscal year (e.g., 163/9) for the current year to be used as the clearing fund/fiscal year when interfacing to Finance.
TWC District ID	Type the nine-digit identification number assigned by the Texas Workforce Commission.
Use Direct Deposit (Y, N, or E)	Click to select whether to use direct deposit, not use direct deposit, or use electronic funds transfer.
TRS Cost Education Index	Type the value assigned to the district by TEA. This value is used for adjusting the state minimum salary for costs beyond the district control. This value can be found on the Summary of Finances (SOF) report issued by TEA. For more information, visit TEA's Foundation School Program web page. Note: Per the State of Texas Education Code, Section 42.102, effective September 01, 2019, the TRS Processing Extract will no longer use the cost of education adjustment (index) (CEI) value when calculating TRS 373 Statutory Minimum Contributions. As a result: The Adjusted State Minimum salary is not calculated and state contributions are due on all eligible compensation paid above the statutory minimum salary schedule. The CEI value no longer exists in TRS 373 Above State Base calculations that are used in TRS Processing, NY Payroll to Budget, and PMIS Simulations. The TRS Cost Education Index field remains on the Payroll > Tables > District HR Options page for any 2018 processing needs. Future software updates will remove the CEI, reformat the TRS 373 report to remove the Adjusted State Minimum column, rename TRS Non-OASDI (Reporting Entity Payment for Non-OASDI Members) to Public Education Employer Contribution and any other changes that are required to coincide with TRS changes.
Distributions Built By Amt or %	Click to select whether you want to create/edit employee salary distributions by amount and allow the percentages to be automatically calculated, or only enter the percentages and allow amounts to be automatically calculated.
Apply Leave Used or Earned First	Click to select the sequence used to post employee leave transmittals and leave applied using the payroll control record. Posting leave used first to apply leave earned after applying leave used can result in docking an employee's pay during the current payroll period even if the employee has earned leave during the current payroll period. (The user needs to check the local leave policy.) Posting leave earned first causes the leave earned for the pay period to be added to the leave balance before the leave used for the pay period is deducted from the balance. It allows employees to use all available leave posted through the payroll calculations control record with docking occurring when the amount of leave used exceeds the total amount possible.
Leave Code for State Sick	Click to select the two-digit code used to charge an employee's absence to state sick leave. State sick leave is leave earned and accumulated prior to 1997. Leave transmittals for this leave type may affect service record days employed.
Leave Code for State Personal	Click to select the two-digit code used to charge an employee's absence to state personal leave. State personal leave is leave earned and accumulated by the employee since 1997. Leave transmittals for this leave type may affect service record days employed.
Update Actual Hours From Payroll Processing	Select to use actual hour data from the pay transmittals during the Payroll > Payroll Processing > Run Payroll process to update/insert records in the Actual Hours table that is used for TRS processing. This ﬁeld is selected by default. If selected, the Payroll > Payroll Processing > Run Payroll > Pre-Post Reports > HRS2700 - Actual Hours Worked report uses data from the transmittals. If not selected, you must either use the Payroll > Utilities > Import Actual Hours Worked page to import the actual hours from a ﬁle or manually enter the data on the Payroll > Maintenance > Actual Hours Worked page.
Calculate Accrual Salaries	Select to have the system calculate accrued salaries. If the field is not selected, salaries are not accrued.
Check Amount - Alpha	Select to spell the check amount on all payroll checks. If the field is not selected, the system uses a numerical value for the check amount on all payroll checks.
Summarize Benefits Interface	Select to display benefits in a summary format. If not selected, the benefits are displayed in a detail format. If selected, the benefit accounts are collapsed to a zero subobject and the last three digits of the code (e.g., 199-11-6119-01-001-311423 benefit accounts are collapsed to 199-11-6119-00-001-311000).
Supplemental Tax Rate	Type the percent to apply for supplemental income.
Standard Hours per Workday	Type the standard number of hours the LEA requires that hourly employees work.
Max Gross Amt for District	Type the amount of the largest gross employee paycheck for the district. A failure message is issued when a paycheck over this amount is attempted to be processed. If the check amount is correct, reset this field by entering a larger value and recalculate to continue processing payroll. If the check amount is incorrect, correct the check amount and recalculate to continue processing payroll.
Auto Assign Employee Number	Select to have the system assign new employee numbers automatically. If the field is not selected, the user must enter the new employee numbers manually.
Next Available Employee Number	The number displayed is the last number used plus 1. Click Next Available Employee Number. The system displays the next available employee number. If the Auto Assign Employee Number field is not selected, the Employee Number field is active. Select the field to highlight it and type a new next number for manual employee number assignment. Note: If the employee number has reached the maximum number (e.g., 999999), the system goes back to 000001 and begins to search for the next available number that was not previously used (e.g., 000995). If all available numbers were previously used, the system displays the message: “All available employee numbers are used.” Users must take the actions necessary to clear old or inactive employee numbers from this file ID.
School Year for PEIMS Codes	Type the school year for the PEIMS edit tables in the YYYY format. Note: If the School Year for PEIMS Codes field does not contain a valid value or if left blank, values are not displayed in the PEIMS drop-down fields (e.g., Sex, Ethnicity, etc.) on the Personnel > Maintenance > Staff Demo > Demographic Information page.
Use Emp Nbr or SSN in EFT File	Click to select whether the employee number or the social security number should be included in the EFT file. By default, the field is set to E - Employee Nbr.
Set Demo Alpha Fields to Uppercase	Select to set the employee’s Legal and Former Name (First, Middle, Last, and Maiden) and Address fields to uppercase when a new employee demographic record is created or an existing record is updated on the Personnel > Maintenance > Staff Demo > Demographic Information tab.

❏ Under Automatically Compute, select whether to automatically compute the Pay Rate, Daily Rate, Dock Rate, Accrual Rate, or Overtime Rate. This function relates to the pay fields at the bottom of the Job Info page and affects the current year and next year calculations. These fields are not referenced by the system when performing automatic salary calculations through Mass Update in Utilities.

Note: If Use PMIS is selected on the District Administration > Options > PMIS District Options page, all of the check boxes under Automatically Compute are cleared and disabled.

❏ Under W-2 Print Options, select the amounts to be included on the employee W-2 (Box 14). These options also apply to W-2 forms that are printed from ASCENDER EmployeePortal.

Amount Type	Description/Calculation (from the Calendar YTD page)
TRS	TRS Salary Reduction
HLTH	Health Insurance
CAF	Cafeteria 125
NTA	N-TRS N-Tax Bus Allow + N-TRS N-Tax N-Pay Allow
TXA	Non-TRS Reimbr Base + Non-TRS Bus Allow + Non-TRS Reimbr Excess + N-TRS N-Pay Bus Allow - Taxed Fringe Benefits
TFB	Tax Fringe Benefit (Taxed Fringe Benefits + Tax Emplr Ins Contr)

❏ Under Default Overtime Object Code, click to select the object codes for Professional, Para-Professional/Hourly, or Other overtime fund account options. These objects override object codes in the employee distribution record when overtime hours transmittals are submitted.

❏ Under TEA Health Ins Contribution:

Amount	Type the amount of the TEA state health insurance contribution (e.g., 75.00). Note: For an employee to be eligible for the TEA health insurance contribution, the employee must have a Y in the Health Insurance Code field on the Pay Info tab in Maintenance, must be eligible for TRS (TRS Status Code must be set to 1 in the TRS Eligible field on the Pay Info tab), and have a Deduction Code with the abbreviated code of AC. Also, the AC deduction must have a remaining payment greater than zero. The AC abbreviation is located on the Payroll > Tables > Tax/Deductions > Deduction Code tab.
Obj	Click to select the object code of the account number for the amount to be expensed in the Finance system.
Sobj	Click to select the subobject code of the account number for the amount to be expensed in the Finance system. Note: If the district does not use one of the pay frequencies, access to these fields is not allowed. If the user does not have security access to a pay frequency, access to these fields is not allowed.

❏ Under First Pay Date of School Year:

Payroll 4, Payroll 5, and Payroll 6

Type 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 date entered here should be representative of a payroll that will actually be processed, whether 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.

❏ Under TRS Extract Options:

Note: The ER20 always extracts the actual hours for retired employees.

Use Pay Dates for TRS Month or Actual Date	This field applies to the RP20 and ER20 extracts. Select A - Actual Hours Table Date to use the actual date from the Maintenance > Actual Hours Worked page to determine the accumulated actual hours worked for pay type 3 employees. And, determine the days worked for pay type 4 jobs (i.e., substitutes). The actual date, month and year, must be the same as the TRS reporting month and year. The RP20 and ER20 extracts include all actual hours worked table entries regardless if the associated pay date is processed or unprocessed. The TRS month associated with the pay date is ignored. Select P - Pay Dates for TRS Month to use the pay date from the pay dates table to determine the accumulated actual hours for a pay type 3 job. And, determine the days worked for pay type 4 jobs (i.e., substitutes). The associated pay date must be a processed pay date that has the same month and year as the TRS reporting month and year. The actual date is ignored.
Pay Type 1 - Report Actual or Scheduled Hours	This field applies to the RP20 extract. Select A - Actual Hours to report actual hours worked for a pay type 1 job. Review the Use Pay Dates for TRS Month or Actual Date field selection to determine how the records are selected from the actual hours worked table. Select S - Scheduled Hours to report scheduled hours worked for a pay type 1 job. If S - Scheduled Hours is selected, then the hours are reported based on the assigned calendar. The TRS workday calendar is used for employees who do not have an assigned calendar.
Pay Type 2 - Report Actual or Scheduled Hours	This field applies to the RP20 extract. Select A - Actual Hours to report actual hours worked for a pay type 2 job. Review the Use Pay Dates for TRS Month or Actual Date field selection to determine how the records are selected from the actual hours worked table. Select S - Scheduled Hours to report scheduled hours worked for a pay type 2 job. If S - Scheduled Hours is selected, then the hours are reported based on the assigned calendar. The TRS workday calendar is used for employees who do not have an assigned calendar.
Pay Type 3 - Report Actual or Scheduled Hours	This field applies to the RP20 extract. Select A - Actual Hours to report actual hours worked for a pay type 3 job. Review the Use Pay Dates for TRS Month or Actual Date field selection to determine how the records are selected from the actual hours worked table. Select S - Scheduled Hours to report scheduled hours worked for a pay type 3 job. If S - Scheduled Hours is selected, then the hours are reported based on the assigned calendar. The TRS workday calendar is used for employees who do not have an assigned calendar.

❏ Click Save.

Other functions and features:

Retrieve	The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.
Print	Click to print the report. Review the report.

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District HR Options - HRS2000

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District HR Options - HRS2000

Set district HR options:

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