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personnel:utilities:massupdate:employee
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Employee - HRS3400
Personnel > Utilities > Mass Update > Employee
This utility is used to update employee data for a number of employees at a single time. Employee data may be updated by a variety of criteria including pay type, pay grade, primary campus, and pay frequency. The Employee tab allows users to reset, increment, or modify employee data. The data that may be altered includes the number of annual payments, number of days employed, contract begin date, and number of years of local experience. Once employee data is altered using this page, changes are reflected in the individual employee records.
Mass update employee data:
❏ Under Parameters, select the appropriate parameters for the employees whose employee data is to be changed.
TIP: Prior to processing a mass update, capture a screenshot of the used parameters for future reference.
| Field | Description |
|---|---|
| Pay Status | Select whether active, inactive, or both groups are to be included in the process. |
| Pay Type | Click  to select the one-digit pay type to be included in the process. The system is set to All. |
| Job Code | Click to select the four-digit job code to be included in the process. The system is set to All. |
| Accrual Code | Click to select the one-character accrual code to be included in the process. The system is set to All. |
| Pay Grade | Type the three-digit pay grade to be included in the process. |
| Prior Yr Emp Date | Type a date in the MMDDYYYY format for the previous school year reemployment date. The system will select all employees who were hired on or before that date. If there is no reemployment date from the previous school year, the system will use the employee's original employment date. |
| Primary Campus | Click to select the three-digit primary campus to be included in the process. The system is set to All. |
| Pay Campus | Click to select the three-digit pay campus to be included in the process. The system is set to All. |
| Contract Begin Date | Click to select the exact contract begin date to be included in the process. |
| Contract End Date | Click to select the exact contract end date to be included in the process. |
| Contract Months | Type the contract months to be included in the process. |
| Payoff Date | Click  to select the payoff date to be included in the process. |
| Payroll Freq | Click to select the one-digit payroll frequency to be included in the process. The system is set to the current logged-on payroll frequency. A specific payroll frequency must be selected; otherwise, no data displays. |
| Salary Concept | Click to select the salary concept to be used in the process. The system is set to All. However, when calculating salaries, a specific salary concept must be selected (e.g., A - Use annual salary table, D - Use hourly/daily rate table, or M - Use mid-point table). If All is selected, the system will not perform salary calculations. |
| Extract ID | Click to select a three-character, locally assigned code (e.g., En1 = English 1, AL2 = Algebra 2, HI4 = History 4) for grouping employees. The code is used to tag employee records for a batch process (e.g., copy or extract). Each employee must have the Extract ID set in the Employment Info tab before they can be selected using this function. |
| Employee Nbr | If you want to update data for only one employee, type the employee number, if known. If the employee number is not known or multiple employees are needed, click  to select employees. |
❏ Under Reset, select the employee data to reset:
| Extract ID | Select to tag employee records for a batch process (e.g., copy or extract), or leave blank to not use the Extract ID function. To the right of Extract ID, type a three-character, locally assigned code (e.g., En1 = English 1, AL2 = Algebra 2, HI4 = History 4) for grouping employees. Each employee must have the extract ID set in the Employment Info page before he can be selected using this function. |
|---|---|
| Unemployment Eligibility (ICESA Report) | Select to reset all Unemployment Eligibility Quarters in the Employment Info maintenance tab, or leave blank to not reset by unemployment eligibility. If the field is selected, click to the right of Unemployment Eligibility and select the employee's unemployment eligibility. The system is set to Yes. |
| Take Retiree Surcharge | Select to reset the TRS retiree surcharge field. If the field is selected, click to the right of Take Retiree Surcharge, and then select Yes or No. When this option is selected, the system is set to Yes. |
| NY Take Ret Surchg | Select to reset the TRS next year retiree surcharge field. If the field is selected, click to the right of NY Take Ret Surchg and select Yes or No. When this option is selected, the system is set to Yes. |
| Employment Type | Select to reset the employee's employment type, or leave blank to not reset the employment type. If the field is selected, click in the field to the right of Employment Type and select one of the following codes: F - Half-Time or more M - Temporary P - Less than Half-Time S - Substitute |
| Retiree Employment Type | Select to reset the retired employee's retiree employment type, or leave blank to not reset the retiree employment type. If the field is selected, click in the field to the right of Retiree Employment Type and select one of the following codes: C - Combination of Substitute and Half-Time or less F - Full-Time H - Half-Time or less S - Substitute |
❏ Under Increment, select the employee data to increment:
WARNING: Data should only be incremented one time.
| Total (Prof) Experience | Select to increment total professional experience by one, or leave blank to not increment total professional experience by one. If you select this field and leave the If Employment Date < field blank, all employees who met the original selection parameters are incremented by one. If you select this field, and the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is equal to or less than the date entered in the If Employment Date < field, the employee data is updated. If the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is greater than the date entered in the If Employment Date < field, the employee data is not updated. |
|---|---|
| District (Prof) Experience | Select to increment district professional experience by one, or leave blank to not increment district professional experience by one. If you select this field and leave the If Employment Date < field blank, all employees who met the original selection parameters are incremented by one. If you select this field, and the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is equal to or less than the date entered in the If Employment Date < field, and then the employee data is updated. If the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is greater than the date entered in the If Employment Date < field, the employee data is not updated. |
| Total (Non-Prof) Experience | Select to increment total nonprofessional experience by one, or leave blank not to increment total nonprofessional experience by one. If you select this field and leave the If Employment Date < field blank, all employees who met the original selection parameters are incremented by one. If you select this field, and the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is equal to or less than the date entered in the If Employment Date < field, the employee data is updated. If the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is greater than the date entered in the If Employment Date < field, the employee data is not updated. |
| District (Non-Prof) Experience | Select to increment district non-professional experience by one, or leave blank to not increment district non-professional by one. If you select this field and leave the If Employment Date < field blank, all employees who met the original selection parameters are incremented by one. If you select this field, and the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is equal to or less than the date entered in the If Employment Date < field, the employee data is updated. If the Original Emp Date or Latest Re-employ Date field on the Employee Info tab is greater than the date entered in the If Employment Date < field, the employee data is not updated. |
❏ Under Modify, select the employee data to modify:
| Area Code | Type the three-digit area code that you wish to modify in the From column. In the To column, type the new area, or leave blank to clear the previous area code. |
|---|---|
| Zip Code | Type the five-digit zip code that you wish to modify in the From column. In the To column, type the new zip code, or leave blank to clear the previous zip code. |
❏ Click Execute to execute the process. A preview report is displayed. Review the report.
❏ Click Process to proceed.
A message is displayed indicating that the process was successfully completed.
❏ Click Cancel to return to the Mass Update page.
Other functions and features:
| Reset | Click to reset all previously selected parameter options to the default. |
|---|
personnel/utilities/massupdate/employee.1621622875.txt.gz · Last modified: 2021/05/21 13:47 (external edit)