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general:humanresources:checklists:firstpayrolloftheschoolyearchecklist

general:humanresources:checklists:firstpayrolloftheschoolyearchecklist:addressleave

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T19:26:01+00:00

VCV In the current year payroll frequency, generate the Payroll > Reports > Leave Information Reports > HRS7350 - Leave Status Report for active employees and exclude substitutes. Print and/or save this report and review it for accuracy. [HRS7350 - Leave Status Report] VCV Use the Payroll > Utilities > Mass Update > Leave tab to update employee master leave record balances. This is a three-step process.

Generate the Contract Balance Variance Report

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T19:28:32+00:00

Generate the Contract Balance Variance Report Payroll > Reports > Payroll Information Reports > HRS6050 - Contract Balance Variance Report Complete the applicable report parameters and generate the report. Print and/or save this report. This report should have been reviewed during the Finance EOY Process but be sure to verify the information is accurate at this time.

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Anonymous (anonymous@undisclosed.example.com) — 2020-08-11T21:08:05+00:00

Complete the applicable report parameters and click Run Preview. The School YTD Accrual Payroll Account Distribution report is displayed.

(If available) Import annual benefits file

Anonymous (anonymous@undisclosed.example.com) — 2024-06-27T19:47:28+00:00

(If available) Import annual benefits file Payroll > Utilities > Employee Benefits Interface > Import Annual File If available, import your LEA's file of employee deduction records file created by your third-party administrator. [Import Annual File]

Verify finance options

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T15:25:32+00:00

Verify finance options Finance > Tables > District Finance Options Verify that the School Year field contains the new school year. Note: If the new school year is not displayed, stop and complete the Finance End-of-Year Process first. Do not update the School Year field until the Finance End-of-Year (EOY) process is complete.

Verify payroll frequency

Anonymous (anonymous@undisclosed.example.com) — 2025-07-03T18:47:25+00:00

Verify payroll frequency Each time you prepare to move a group of employees (July contracts, August contracts, and September contracts), be sure to start with this step to ensure you are starting in the correct frequency. In Payroll, verify that you are in the next year frequency that is associated with your current year frequency. If not:

Prepare NYR payroll for move to CYR

Anonymous (anonymous@undisclosed.example.com) — 2023-06-08T18:42:27+00:00

Prepare NYR payroll for move to CYR Use the User Created Reports (or another preferred payroll report) to verify that all employee data is correct prior to moving the next year payroll to the current year. Employees being moved must have an active

Copy NYR tables to CYR

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T19:07:33+00:00

Copy NYR tables to CYR Log on to the next year payroll frequency. Payroll > Next Year > Copy NYR Tables to CYR Copy all necessary tables. CAUTION: If you copied any tables prior to this step, be sure to exclude those tables at this time to avoid overwriting any necessary data such as previously made manual changes.

Copy active staff to the CYR

Anonymous (anonymous@undisclosed.example.com) — 2024-06-27T19:32:09+00:00

Copy active staff to the CYR Log on to the next year payroll frequency. Payroll > Next Year > Copy NYR Staff to CYR CAUTION: If the 11- and 12-month employees were reactivated to interface to Budget, they must be set to inactive at this time. You can select specific employees to copy using the following parameters:

Copy deductions

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T18:32:38+00:00

Copy deductions Log on to the next year payroll frequency. Payroll > Next Year > Copy NYR Staff to CYR If changes were made to employee deductions or you did not move deductions for 11- and 12-month employees, you can copy those deductions at this time. All insurance selections and rate changes can be made in the current year by using the

Change to the current year frequency

Anonymous (anonymous@undisclosed.example.com) — 2024-06-11T18:31:45+00:00

Change to the current year frequency In Payroll, change to the current year frequency that is associated with your next year frequency (i.e., F = 6). [Change Payroll Frequency] * Click Change. * Select Current Year. * Select a pay frequency. * Click Apply. The following steps should be performed in the current year frequency unless otherwise noted.

Update District HR options

Anonymous (anonymous@undisclosed.example.com) — 2025-07-28T15:28:40+00:00

Update District HR options Payroll > Tables > District HR Options Verify that the following fields are updated. These fields may already be updated. * The Payroll Clearing Fund/Year field should be set to 163/X or 863/X. If your LEA has a separate payroll clearing fund, use 163/X or 863/X in the

Enter school year pay dates

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T19:13:45+00:00

Enter school year pay dates Payroll > Tables > Pay Dates Enter pay dates for the new school year and click Save. These dates must equal the pay dates in your accrual calendar(s) except for the August accrual calculation run date (August 31). [Pay Dates Page]

(If applicable) Complete the accrual calendar

Anonymous (anonymous@undisclosed.example.com) — 2025-07-03T20:33:43+00:00

(If applicable) Complete the accrual calendar Log on to the current year pay frequency. Payroll > Tables > Accrual Calendars > Accrual Calendar August year-end LEAs - If your LEA accrues monthly, complete this step if it is not already completed. VCV Enter the new pay dates and accrual days for all applicable accrual codes. The total number of days should equal the number of days employed for that group of employees.

Complete fund to grant information

Anonymous (anonymous@undisclosed.example.com) — 2025-07-28T14:12:01+00:00

Complete fund to grant information Log on to the current year payroll frequency. Personnel > Tables > Salaries > Fund to Grant IMPORTANT: All applicable federal grants must have a fund to grant code listed in the TRS Grant Cd field on this tab. If not, TRS federal grant care and TRS federal grant deposit amounts

Complete unemployment rates

Anonymous (anonymous@undisclosed.example.com) — 2021-02-03T14:27:48+00:00

Complete unemployment rates Payroll > Tables > Tax/Deductions > Unemployment VCV In the Calendar Year field, type 2020 and click Retrieve to verify the LEA's preferences. Remember that the 2020 rates are valid until December 2020. VCV Complete the unemployment rates for the next calendar year if they are available at this time. Otherwise, in January, reference the

Verify/update Workers' Compensation rates

Anonymous (anonymous@undisclosed.example.com) — 2024-06-27T19:40:10+00:00

Verify/update Workers' Compensation rates Payroll > Tables > Tax/Deductions > Workers’ Compensation Verify that the workers' compensation rates are accurate for the new school year. If not, update the rates. [Workers' Compensation Tab] For example, if the Workers' Compensation letter provides a rate of .001792, move the decimal two places to the right and enter that number in the

(If applicable) Update substitute information

Anonymous (anonymous@undisclosed.example.com) — 2024-06-11T19:07:30+00:00

(If applicable) Update substitute information Update the substitute information on the Personnel > Tables > Salaries > Substitute tab. [Salaries Substitute Tab]

Generate the Account Code Comparison report

Anonymous (anonymous@undisclosed.example.com) — 2025-07-23T18:39:15+00:00

Generate the Account Code Comparison report Payroll > Reports > Payroll Information Reports > HRS6000 - Account Code Comparison Complete the applicable report parameters and generate the report. Print and/or save this report and review it for accuracy. [HRS6000 - Account Code Comparison Report Parameters] [Account Code Comparison Report] * Review the report and correct all of the errors. * Verify that all employee master distribution records have matching accounts in Finance.

Generate the Employee Payroll Listing report

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T19:22:43+00:00

Generate the Employee Payroll Listing report Payroll > Reports > Payroll Information Reports > HRS6150 - Employee Payroll Listing OR Payroll > Reports > User Created Report The report provides a single-spaced list of employees that includes the tax information, contract information, pay rates, and primary job account code. Print the report by employee name for the entire district or group the report by campus. Include all employees, those with an active status or inactive status. When primary …

Correct necessary payroll errors

Anonymous (anonymous@undisclosed.example.com) — 2025-07-14T13:27:09+00:00

Correct necessary payroll errors Payroll > Utilities > Pre-Edit Payroll Data If applicable, correct necessary payroll errors for employees with August contracts. [Pre-Edit Payroll Data Page] VCV Under Pay Status, select Active. VCV In the Pay Type field, select E Exclude Substitute. VCV In the Pay Date field, select the first available pay date (LEA's first pay date).

Address leave

Anonymous (anonymous@undisclosed.example.com) — 2023-06-05T20:08:58+00:00

Address leave Payroll > Utilities > Mass Update > Leave Update the employee master leave record balances. VCV In the current year payroll frequency, generate the Payroll > Reports > Leave Information Reports > HRS7350 - Leave Status Report for active employees and exclude substitutes. Print and/or save this report and review it for accuracy. [HRS7350 - Leave Status Report] VCV Use the Payroll > Utilities > Mass Update > Leave

Post to master file

Anonymous (anonymous@undisclosed.example.com) — 2025-06-13T17:05:05+00:00

Post to master file Payroll > Payroll Processing > EOY Payroll Accruals > Post to Master Skip this step if you are a June year-end LEA or if your LEA does not use this process for accruals. CAUTION: Before the first payroll of the school year is processed, you must post the master file that was created during the

(If applicable) Verify the accrual expense table

Anonymous (anonymous@undisclosed.example.com) — 2025-06-13T16:55:50+00:00

(If applicable) Verify the accrual expense table Payroll > Tables > Accrual Expense If your LEA accrues, verify the accrual expense table and update the fund/fiscal year to reflect the fiscal year for the new school year (e.g., 199/X and 211/X). Be sure to include all funds with payroll expenses. Also, add new fund codes if necessary.

Generate the School YTD report

Anonymous (anonymous@undisclosed.example.com) — 2025-07-28T14:08:53+00:00

Generate the School YTD report Payroll > Reports > Year To Date Reports > HRS3050 - School Year to Date Report Complete the applicable report parameters and generate the report. Print and/or save this report and review it for accuracy. VCV Verify that the accrual data is correctly posted for the 2026 school year. VCV Use the Accrual Information Reports that were printed during the August Accrual Process to verify information

Generate the School YTD Accrual Payroll Account Distribution Report

Anonymous (anonymous@undisclosed.example.com) — 2023-06-05T20:15:13+00:00

Generate the School YTD Accrual Payroll Account Distribution Report Payroll > Reports > Year To Date Reports > HRS3550 - School YTD Accrual Payroll Account Distr Complete the applicable report parameters and generate the report. Print and/or save this report and review it for accuracy. [HRS3550 - School YTD Accrual Payroll Account Distribution Report Parameters] Verify the accrual amounts balance with the amounts on the HRS3050 - School Year to Date Report.

Generate the Employee Verification report

Anonymous (anonymous@undisclosed.example.com) — 2025-06-27T19:30:30+00:00

Generate the Employee Verification report Personnel > Reports > Personnel Reports > HRS1100 - Employee Verification Report OR Payroll > Reports > Personnel Reports > HRS1100 - Employee Verification Report Run the report with the Pay Status Active (A), Inactive (I), or blank for ALL parameter set to A - Print active employees only and the Pay Type 1-4, Exclude Subs (E), or blank for ALL parameter set to

(If necessary) Mass update employee experience

Anonymous (anonymous@undisclosed.example.com) — 2025-08-01T13:19:34+00:00

(If necessary) Mass update employee experience Personnel > Utilities > Mass Update > Employee If your LEA has not already done so, increment the years of total professional and non-professional experience, and the years of district professional and non-professional experience. Additionally, you can use this page to increment the prior years of teaching experience for those individuals in a teaching role. The

Verify payoff dates

Anonymous (anonymous@undisclosed.example.com) — 2025-07-03T20:50:54+00:00

Verify payoff dates Payroll > Reports > User Created Reports Verify that all pay type 1 and 2 employees have payoff dates that match the pay dates in the pay dates table. (June, July, and August as referenced in Step 9 of the ASCENDER - First Payroll of the School Year (September Start LEAs). [User Created Report]

Generate the Employee Salary Information report

Anonymous (anonymous@undisclosed.example.com) — 2023-06-05T20:15:41+00:00

Generate the Employee Salary Information report Payroll > Reports > Payroll Information Reports > HRS1650 - Employee Salary Information Complete the applicable report parameters and generate the report. Print and/or save this report and review it for accuracy. [HRS1650 - Employee Salary Information Report Parameters] Print the report for employee verification. If needed, print an Addendum from the

Calculate a sample payroll

Anonymous (anonymous@undisclosed.example.com) — 2025-06-13T17:24:23+00:00

Calculate a sample payroll Payroll > Payroll Processing > Run Payroll Calculate a sample payroll to identify any errors that need to be corrected prior to processing the first payroll. IMPORTANT: * If applicable, increment leave types. * Verify the selection of deduction codes on the

Reverse accruals

Anonymous (anonymous@undisclosed.example.com) — 2021-02-03T15:47:38+00:00

Reverse accruals Payroll > Payroll Processing > EOY Payroll Accruals > Reversal for Non-Accrual This process is used to reverse accruals for all employees who do not accrue monthly and were processed by EOY Payroll Accruals. VCV Select a data row to create the reversal transactions to be posted to Finance. [Reversal for Non Accrual Tab] VCV Click

general:humanresources:checklists:firstpayrolloftheschoolyearchecklist:step29

Anonymous (anonymous@undisclosed.example.com) — 2021-03-25T14:44:36+00:00

Payroll > Payroll Processing > TRS Processing > Extract VCV In the below fields, type 09-2XXX to capture the days for those employees that worked in August but were not paid until September. TRS MonthThis field defaults to the current TRS reporting month. Click [Account Period Selection Scroll Arrows] to select the TRS reporting month. This is a required field.

general:humanresources:checklists:firstpayrolloftheschoolyearchecklist:step30

Anonymous (anonymous@undisclosed.example.com) — 2021-01-05T21:33:21+00:00

Copy the TR calendar from next year payroll to the current year, or delete and create the TR calendar in the current year payroll to reflect the new fiscal year of September through August. Use one of the following steps to complete this step: In the next year pay frequency:

Verify/update next year TRS rates

Anonymous (anonymous@undisclosed.example.com) — 2025-09-03T16:31:23+00:00

Verify/update next year TRS rates Log on to the CYR payroll frequency. Payroll > Tables > Tax/Deductions > TRS Rates Update the TRS rates. CAUTION: Be sure to retrieve the 2026 school year data prior to updating this tab. IMPORTANT: Be sure to visit the TRS website: to obtain the updated rates for the next school year, and then return to this table to update the new rates.

Verify/update Unemployment rates

Anonymous (anonymous@undisclosed.example.com) — 2025-07-14T13:22:27+00:00

Verify/update Unemployment rates Log on to the current year pay frequency. Payroll > Tables > Tax/Deductions > Unemployment Verify that you are in the correct calendar year. If not, in the Calendar Year field, type 2026 and click Retrieve. [Unemployment tab] Note: Unemployment rates are based on the calendar year and not the fiscal year.

Business general:humanresources:checklists:firstpayrolloftheschoolyearchecklist