Business 2021/11/28 03:26 i Next Year Payroll Process Next Year Payroll Process
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Business
2021/11/28 03:26 i Next Year Payroll Process
Next Year Payroll Process
Business
2021/11/28 03:26 ii Next Year Payroll Process
Business
2021/11/28 03:26 iii Next Year Payroll Process
Table of ContentsNext Year Payroll Process i ....................................................................................................................
Prerequisites 1 ................................................................................................................................. Before You Begin 6 .......................................................................................................................... Next Year Payroll Process 7 ...........................................................................................................
Verify August EOY payroll accruals 7 ............................................................................................ Clear next year tables 10 ............................................................................................................. Copy current year tables 12 ......................................................................................................... Copy current year staff to next year 12 ........................................................................................ Verify staff data 14 ....................................................................................................................... Update school calendar 15 ........................................................................................................... Update staff credentials 17 .......................................................................................................... Update next year salary tables 17 ................................................................................................ Update TRS rates table 18 ............................................................................................................ Update deduction code table 19 ................................................................................................... Update job code table 20 ............................................................................................................. Review TRS requirements 20 ........................................................................................................ Update staff data 21 ..................................................................................................................... Update staff demographic data 28 ............................................................................................... Update employment info data 30 ................................................................................................. Perform salary calculations 32 ..................................................................................................... Verify salary calculations 35 ......................................................................................................... Verify data using addendum sheets 36 ........................................................................................ Perform "test payroll" 36 .............................................................................................................. Extract payroll account codes 37 ................................................................................................. Verify Extract Reports tab 38 ....................................................................................................... (If necessary) Perform another extract and interface to Budget 40 ............................................. Interface to Budget 40 .................................................................................................................. Perform staff benefits update 41 ..................................................................................................
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2021/11/28 03:26 iv Next Year Payroll Process
Business
2021/11/28 03:26 1 Next Year Payroll Process
Created: 03/09/2018Reviewed: 05/14/2021Revised: 05/14/2021
The purpose of this document is to guide users through the necessary steps to create next year'spayroll. This process includes updating tables and employee information, calculating salaries,performing edits, and interfacing payroll to Budget. This process occurs in the next year and doesnot interfere with the current year processing.
IMPORTANT: Each LEA will have unique situations. Some of the images and examples provided inthis document are for informational purposes only and may not completely represent your LEA'sprocess.
This guide assumes you are familiar with the basic features of the ASCENDER Business system andhave reviewed the ASCENDER Business Overview guide.
Prerequisites
Prerequisites:
Gather Beneficial Data:
This section is strictly for informational purposes.
Before performing the next year payroll process, review the following tables and gather the data thatwill be beneficial while you are updating this information for the new school year.
Proposed/Approved Next Year Salary Schedule
Personnel > Tables > Salaries
Once a salary table is assigned to an employee on the Staff Job/Pay Data > Job Info tab, the table canbe updated and salary calculations can be run for all affected employees eliminating the need toupdate the information for each individual employee.
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Proposed/Approved Next Year Workday Calendars
Personnel > Tables > Workday Calendars > School Calendar
After receiving the upcoming approved school year calendars, you can create a calendar(s) to assistwith documenting employee workdays and holidays.
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Reference State Minimum Salary Schedule
Review the TEA Minimum Salary Schedules for changes effective with the new school year.
Accrual Calendar Information
Payroll > Tables > Accrual Calendars > Accrual Calendar
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❏ Creating and assigning an accrual calendar to employees allows you to maintain the accrualcalculations throughout the school year. You can obtain workdays by month information from theworkday calendars.
❏ Be sure to keep the same accrual codes for each accrual calendar. This method allows forconsistency and eliminates the need to update the information for each individual employee.
❏ Accounting for the August EOY accrued days in the accrual calendar and using the EOY PayrollAccruals process assists in properly accounting for accruals across the fiscal years.
❏ Accrual calendars will not be created in the Next Year Payroll process; however, the table is used toapply an accrual code to an employee on the Job Info tab. It may be necessary to add a new code tothe table in the Next Year Payroll process. The accrual calendars are updated in the current year payfrequency prior to running a payroll for the new school year.
Update Next Year Staffing Changes
When payroll opens for the next year, be sure to keep up with the following staffing updates:
Resignations and new hires: Update the employee status as resignations and new hires areapproved to allow the appropriate budget amounts to be created and interfaced.Campus level changes: Update the job table and employment information as jobs move fromone campus to another.Distribution changes: Update employee distributions based on budget changes.
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Update extra duty/stipend pay: Update the extra duty table to reflect changes andpayments. Also, update the balance on the Payroll > Maintenance > Staff Job/Pay Data > PayInfo tab. The next year payroll budget calculations use the s-type extra duty remaining amount;therefore, it is important to verify that these amounts have been updated.Update substitute pay: If substitute pay rates change, update the Personnel > Tables >Salaries > Substitute tab, which is associated with entering employee substitute leavetransmittals.
Extract Third Party Vendor (benefits) Information
Payroll > Utilities > Employee Benefits Interface > Extract
Perform an extract to create the files containing deductions and demographic data to be sent to thethird-party vendor.
Only deduction codes that have an Extract Ded Cd (extract deduction code) on the Payroll > Tables> Tax/Deduction > Deduction Code are extracted.
After the new premiums are updated by the third-party vendor and the file is returned, you canimport the updated file making the changes to the next year deductions in one step.
Payroll > Utilities > Employee Benefits Interface > Import Annual File
This utility imports the next year employee benefit choices via a file created by your third-partyvendor. Importing data decreases the amount of time it takes to enter individual employee datachanges.
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Manage Employee Change Requests
❏ Create a form for next year employee change requests. This form assists with data entry andprovides documentation.
❏ Set a deadline for employee change requests prior to the end of the current school year to allowtime for clarification if needed.
❏ Update employee direct deposit information. Use caution when updating this information in thenext year frequency as the system will prompt you to update this information in the current yearfrequency.
❏ If you have not already done so, set up the EmployeePortal application. EmployeePortal allowsemployees to submit demographic changes and payroll (W-4 and direct deposit) changes. LEA-definedoptions determine what changes can be made by the employee and the necessary approvals.
Before You Begin
Before you begin:
Things to remember prior to starting the next year payroll process.
❏ 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.
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❏ Verify that you are logged on to the current pay frequency.
❏ Remember: Next year calculations and distributions are validated to the new budget (N). Makesure that the fiscal year on the distribution pages match what is in the new budget (N). If it changesduring 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 Cautionwhen updating these pages in the next year:
Personnel or Payroll > Tables > District HR OptionsPersonnel > Tables > CredentialPayroll > Tables > Tax/DeductionsPayroll > Tables > Bank CodesPersonnel > Maintenance > Staff Demo (all tabs)Personnel > Maintenance > Employment Info
Next Year Payroll Process
Verify August EOY payroll accruals.1.
Verify August EOY payroll accruals
This step applies to LEAs that included non-accrued employees in the EOY payroll accrualprocess.
❏ If ASCENDER is used for the EOY payroll accruals, verify that the accrual reversal process wascompleted in September 2020. This process should have been interfaced to Finance in August2020.
Log on to Finance file ID 0.
Finance > Inquiry > General Ledger Inquiry > General Ledger Inquiry
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Type 199.11.6119 or 199.00.2161 in the Fund, Function, and Object Code fields.Leave all other fields masked (Xs).Click Retrieve.Verify that “Payroll Accrual” (or an LEA-defined description) with a positive expenditureamount was posted (typically in August 2020).
Log on to Finance file ID C.
Finance > Inquiry > General Ledger Inquiry > General Ledger Inquiry
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Type 199.11.6119 or 199.00.2161 in the Fund, Function, and Object Code fields.Leave all other fields masked (Xs).Click Retrieve.Verify that “August Payroll Accru” (or an LEA-defined description) with a negativeexpenditure amount was posted (typically in September 2020).
❏ If ASCENDER is not used for the EOY payroll accruals (days worked in August), there is not acomputer journal entry. Verify that the manual JV entries were posted for EOY payroll accruals.
❏ If a reversal entry is not displayed, use the Payroll > Payroll Processing > EOY PayrollAccruals page to complete the process.
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Clear next year tables.2.
Clear next year tables
Payroll > Next Year > Copy CYR Tables to NYR > Clear Next Year Tables
Log on to the current pay frequency.
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If the next year payroll process was used last year and those records were not cleared, use thefollowing steps to clear the records.
❏ Do not select the Clear EOY Accrual Data Only and Clear NY Payroll Budget Onlyfields. The EOY accrual data and next year payroll budget data is cleared whether or not thesefields are selected.
❏ Move all of the tables from the left side to the right side of the page.
❏ Click Execute. All existing employees are deleted from the next year payroll files and a cleanwork file exists allowing you to begin building next year data.
Note: This process clears all tables in all pay frequencies; therefore, it is only necessary toperform this process in one pay frequency even if the LEA has multiple pay frequencies.
This process can be verified by logging on to the next year pay frequency and running thePersonnel > Reports > Personnel Reports > HRS1000 - Roster of Personnel Report for activeand inactive employees. The report results should be blank.
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Copy current year tables.3.
Copy current year tables
Payroll > Next Year > Copy CYR Tables to NYR > Copy Current Year Tables
Log on to the current pay frequency.
❏ Click Select All Tables to select all current year tables to be copied to the next year. It isrecommended that all tables are copied so that you have immediate access to any selectedtable.
This process copies tables for all next year pay frequencies except the school calendartable, regardless of the frequency to which you are logged on.To copy the school calendar, log on to each pay frequency to do so. The school calendaris not copied, only the calendar code and the calendar description are copied.
❏ Click Execute. A separate preview report is displayed for each selected table.
❏ Click Process on each report page to copy the table. Or, click Cancel not to copy the table. Amessage is displayed indicating that the tables were successfully copied. Click OK.
Copy current year staff to next year.4.
Copy current year staff to next year
Payroll > Next Year > Copy CYR Staff to NYR
Log on to the current pay frequency.
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Copy the employees from the current year payroll to the next year payroll. If you have multiplepay frequencies, complete this task in all pay frequencies.
Reminder: Be aware of where the budget is in terms of the fiscal year.
What happens?
A complete copy of the current employee record is moved to the next year. Employees can beinactivated or activated when copying to the next year and those with termination dates canalso be included in the copy process. When copying, you can change the fiscal year indistribution as well as the remaining deductions in the employee master record. If you updatethe number of remaining deductions, all deductions on the employee Deduction tab areupdated to the designated default value. Be careful of deductions that should not be activatedfor the next year and those that the number of remaining deductions should be different fromthe default value and perform any necessary cleanup. The Payroll > Utilities > Mass Updatetabs can be used to modify remaining payments for deduction codes.
If this process is performed multiple times for employees without deleting their NYR records, thesystem either updates or inserts distribution records from CYR to NYR and cleanup may benecessary.
Employees in the next year must be active to extract distribution information to Budget. If youdo not activate employees when copying to next year, you can activate them when you performa mass update.
❏ Under Pay Status, select Active to copy only active employees.
❏ In the Pay Type field, select E Exclude Substitute.
❏ Under Options:
It is recommended to select Include Employees with Termination Date to copy activeemployees with a termination date on the Personnel > Maintenance > Employment Info
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tab.Do not select Inactivate Records when Creating NY Tables.In the Next Year's Funding Code field, type the fiscal year to be used when updatingthe distribution account code fiscal year in the next year employee master distributionrecords.Leave blank if the distribution account code fiscal year in the next year employee masterdistribution record is to remain the same as the current fiscal year until the next yearbudget is in place. Then, use the Mass Update utility to update to the correct fiscal year.It is recommended that the Number of Remaining Deductions is left blank to copydeductions with the number of remaining deductions as they exist in the current payfrequency.
❏ Click Execute. You are prompted to create a backup. If the process is successful, a previewreport is displayed. Review the employee list to verify that the correct data was copied to thenext 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 thatthe process was successfully completed. In addition, a list of the database record tables thatwere copied is displayed. Click OK.
❏ Click Cancel to return to the Copy CYR Staff to NYR page without making the changes.
Prior to continuing this process, log on to the next year pay frequency.
Verify staff data.5.
Verify staff data
Run the following reports to assist in verifying data.
Payroll or Personnel > Reports > Personnel Reports > HRS1250 - Employee Data Listing -This report can be used to verify deduction information. Run the report with only theInclude Reports parameter set to Deductions. A user created report can be created toonly include deduction information. It can be sorted by deduction code and remainingpayments.Personnel > Reports > Personnel Reports > HRS1000 - Roster of Personnel - If anemployee was not copied over to the next year, run the Copy CYR Staff to NYR utilityagain for only the single employee.Payroll or Personnel > Reports > Personnel Reports > HRS1100 - Employee VerificationReport - This report provides detailed employee data such as employment dates, salary,address, and other information for reference or to verify recent input and processing.Payroll > Reports > Payroll Information Reports > HRS6000 - Account Code Comparison -This report is used to verify the distribution codes from the master distribution pageagainst the account codes in Budget. If there are account codes displayed on this report,these codes should be set up in Budget or changed. The desired outcome of this report isa report heading with no account codes listed.Payroll > Reports > Payroll Information Reports > HRS6550 - Employee Extra Duty Report
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- The report lists all employees with extra duty codes on the Pay Info tab. The report canbe sorted by name, campus, or extra duty code. The Include Distribution AccountCodes parameter includes S-type distributions for the selected employees.
Update school calendar.6.
Update school calendar
Personnel > Tables > Workday Calendars > School Calendar
Only complete this step if it is applicable to your LEA. All LEA's must create a TR calendar.
Note: Do not create accrual calendars at this time. The accrual calendars should becreated in the current year pay frequency.
Create school calendars to accommodate the varied number of days employees work at theLEA. The calendar is used on the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab tocalculate the Number of Days Employed field if the beginning and ending contract dates areentered.
❏ Create calendars with the same calendar code as the current year to avoid having to updatethe calendar code on the individual employee's job info record.
❏ Select the calendar to be updated.
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Start Year Type the starting calendar year in the YYYY format.Start Month Type the starting calendar month in the MM format (e.g., 07 for July).
❏ Click Set Calendar to display the calendar. The calendar is rearranged to begin with theentered starting month.
It is recommended that you build the calendar with the greatest number of daysworked first, and then use the Copy School Calendar tab to build other calendarsby making modifications to the original.
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IMPORTANT:
For TRS purposes, a TR calendar with a calendar code of TR must be createdfor all available workdays beginning 09/01. (TIP: If 9/01 falls on a weekendday, select the first working day of the month.) The TR calendar is used topopulate the number of days worked on the RP report for employees who arenot assigned to a school calendarFor TRS purposes, all TRS retirees' contract days must begin on the first dayof the month and end on the last day of the month.
Update staff credentials.7.
Update staff credentials
Personnel > Tables > Credential
Update the following tabs to reflect any employee credential changes. This information is usedto maintain teacher credentials.
This task is usually done by the personnel department and does not affect salary calculations.
The following credential tabs are shared between the current year and next year records;therefore, changes to the current year records are effective in the next year records, and viceversa.
Personnel > Tables > Credential > Major/MinorPersonnel > Tables > Credential > College CodePersonnel > Tables > Credential > Certification TypePersonnel > Tables > Credential > Specialty AreaPersonnel > Tables > Credential > Teaching Specialization
Update next year salary table.8.
Update next year salary tables
Personnel > Tables > Salaries NYR
Update the following next year salary tables to reflect any changes to the salary schedules(anticipated or known). These tables are not shared between the current year and next yearrecords.
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Personnel > Tables > Salaries NYR > Local AnnualPersonnel > Tables > Salaries NYR > Hourly/DailyPersonnel > Tables > Salaries NYR > Extra DutyPersonnel > Tables > Salaries NYR > State MinPersonnel > Tables > Salaries NYR > SubstitutePersonnel > Tables > Salaries NYR > MidpointPayroll > Tables > Tax/Deductions > Workers' Comp
Review the TEA Minimum Salary Schedules and update information as needed or import salarydata.
Update TRS rates table.9.
Update TRS rates table
Payroll > Tables > Tax/Deductions > TRS Rates
Update the TRS rates.
CAUTION: Be sure to retrieve the 2022 school year data prior to updating this tab.
IMPORTANT: Be sure to visit the TRS website:https://www.trs.texas.gov/Pages/re_contribution_rates.aspx to obtain the updatedrates for the next school year, and then return to this table to update the newrates.
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❏ To create a new TRS rates record, type the new year (2022) and click Retrieve. A message isdisplayed indicating that the new record is populated based on the prior year (2021) TRS ratesrecord, click Save to retain the record.
❏ Complete the applicable fields. This information is used when performing calculations andextracts to Budget.
Update deduction code table.10.
Update deduction code table
Payroll > Tables > Tax/Deductions > Deduction Code
❏ Update the deduction codes. The Deduction Code tab is shared between the current year andnext year records; therefore, changes to the current year records are effective in the next yearrecords, and vice versa.
Update job code table.11.
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Update job code table
Personnel > Tables > Job/Contract NYR > Job Codes
Update the job codes.
❏ Select the appropriate Salary Concept for each job.
❏ (Optional) Update the distribution Account Code fields.
The job codes table is not shared between the current year and next year records.
Reminder: In the FTE Hrs field, type the appropriate full-time hours for each job code.Effective September 2017, the scheduled weekly hours are used by TRS reporting.
TRS Information12.
Review TRS requirements
TRS Reporting Requirements
ALL employees are reported.Retired employees are only reported on the ER record.A contract Begin and End Date is required for ALL employees.
Required Information ASCENDER Business PageThe FTE Hours (full-time equivalent) is required for theED record if 30 hours or more.
Personnel > Tables > Job/ContractNYR > Job Codes
The Days Worked or scheduled is required for the RPrecord. This data is retrieved from either the schoolcalendar or TR calendar.
Personnel > Tables > WorkdayCalendars
The Employment Type is required for the ED record. Personnel > Maintenance >Employment Info
The TRS Status (TRS membership eligibility flag) isrequired for the ED record.
Payroll > Maintenance > Staff Job/PayData > Pay Info
A TRS Member Pos (position) Code is required for allemployees (including substitutes).
The Wkly Hrs. Sched (hours scheduled) is required forthe RP record.
Payroll > Maintenance > Staff Job/PayData > Job Info
The Retiree Employment Type is required for the ERrecord.
Personnel > Maintenance >Employment Info
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Update staff data.13.
Update staff data
Payroll or Personnel > Utilities > Mass Update
Use the Mass Update utility to update employee data in preparation for the new school year.This utility allows you to quickly and easily mass change data resulting in minimal manualchanges to individual employee records with less possibility of manual entry errors.
CAUTION: To avoid entering data in an incorrect pay frequency, be mindful of thepay frequency to which you are logged on as you may be changing back and forthbetween the current year and next year pay frequencies for several months.
Payroll > Utilities > Mass Update > Deductions
This utility is used to update deductions for a number of employees at a single time.Deduction data may be updated by a variety of criteria including pay type, pay grade,primary campus, and pay frequency. The Deductions tab allows users to add, change, anddelete deduction codes as well as alter the number of remaining payments and the existingdollar amounts associated with the deductions. Mass deduction updates are very useful atthe beginning of the year when many employees are being added to insurance programs.Once deductions are added using this tab, they are reflected in the individual deductionrecords.
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❏ Under Parameters, select the employees whose deduction data is to be changed.TIP: Prior to processing a mass update, capture a screenshot of the used parameters for futurereference.
❏ Under Method, select the type of deduction change to be implemented.
❏ Click Execute. A preview report is displayed. Review the report.
❏ Click Process to accept the changes and continue. Or, click Cancel to return to the MassUpdate page.
Payroll > Utilities > Mass Update > Leave
This tab is disabled as leave is only updated in the current year.
Payroll > 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, ormodify employee data. The data that may be altered includes the number of annualpayments, number of days employed, contract begin date, and number of years of localexperience. Once employee data is altered using this page, changes are reflected in theindividual employee records.
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❏ Under Parameters, select the employees whose employee data is to be changed.
TIP: Prior to processing a mass update, capture a screenshot of the usedparameters for future reference.
Note: Never use the Reset, Increment, and Modify options at the same time.
Example of Reset:
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Example of Increment:
Example of Modify:
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❏ The first run is to update the contract dates, but not increment any pay steps. Complete onlythe fields under Modify.
Under Modify, complete the applicable fields.The Area Code and Zip Code is updated in both the current year and next year.In the Prior Year Employment Date field, type today's date in the MMDDYYYY formatand select the pay frequency. This changes the contract dates for all employees,regardless of the date they came to work for the LEA.
Note: The Prior Year Employment Date field uses the date in the Latest Re-EmployDate field on the Personnel > Maintenance > Employment Info. If this date is blank orcontains zeros, it uses the date in the Original Emp. Date field. If no date exists in eitherfield, the employee is not updated.
❏ The second run is for pay purposes to update all employees with one year of earnedexperience.
In the Prior Year Employment Date field, enter a date in January (i.e., 01-XX-XXXX)that represents the maximum number of days required for the employee to have earneda pay step advance (e.g., 90 days).This run does not include any employees hired after that date because they should notreceive a step advance for pay purposes but consult your LEA's policy.Under Increment, complete only the Pay Step and State Step fields.
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CAUTION: Do not update any Experience fields at this time. Experience shouldnot be updated until after the service records have been extracted and saved.Once the service records are complete, you can update records in either thecurrent year or the next year. It is important not to forget this step as it must becompleted prior to PEIMS reporting in October.
❏ Click Execute. A preview report is displayed. Review the report.
❏ Click Process. A message is displayed indicating that the process was successfullycompleted. Or, click Cancel to return to the Mass Update page.
❏ Use the Extra Duty tab to change employee extra duty assignments that display on the PayInfo tab.
❏ Run the Personnel > Reports > Payroll Information Reports > HRS6550 - Employee ExtraDuty Report by code before performing the extra duty mass updates. Once you update yourchanges, run the HRS6550 report in the NYR frequency to verify that the changes are correct.
Payroll > Utilities > Mass Update > Extra Duty
This utility is used to update extra duty assignments for a number of employees at a singletime. Extra duty data may be updated by a variety of criteria including pay type, pay grade,primary campus, and pay frequency. The Extra Duty tab allows users to add, change, anddelete extra duty codes as well as alter the existing dollar amounts associated with the extra
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duty assignments. Once extra duty assignments are changed or deleted using this page,modifications are reflected in the individual extra duty records.
❏ Under Parameters, select the employees and records to be copied to the current year.TIP: Prior to processing a mass update, capture a screenshot of the used parameters for futurereference.
❏ Under Method, select the extra duty changes to be implemented.
❏ Click Populate Extra Duty Code Description to update the Amount field when a differentextra duty code is selected.
❏ Click Execute. A preview report is displayed. Review the report.
❏ Click Process to accept the changes and continue. Or, click Cancel to return to the MassUpdate page.
Payroll > Utilities > Mass Update > Job Code
This utility is used to update job code data for a number of employees at a single time. Jobcode data may be updated by a variety of criteria including pay type, pay grade, primarycampus, and pay frequency. The Job Code tab allows users to modify job code data. Once jobcode data is altered using this page, changes are reflected in the individual records
Use the Job Code tab to change employee job assignments that display on the Job Info tab. Thischange modifies the Job Info and Distribution tabs.
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Note: If accruals are associated with job codes, make changes with caution and verify.
❏ Under Parameters, select the employees whose job code data is to be changed.TIP: Prior to processing a mass update, capture a screenshot of the used parameters for futurereference.
❏ Under Change Job Code to Another Code:
If Job Code Click to select the job code to be changed.Change To Click to select the new job code.
❏ Click Execute. A preview report is displayed. Review the report.
❏ Click Process to accept the changes and continue. Or, click Cancel to return to the MassUpdate page.
Update staff demographic data.14.
Update staff demographic data
Personnel > Maintenance > Staff Demo > Demographic
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❏ Add new employees or update existing employees. The Staff Demo information is sharedbetween the current year and next year records; therefore, changes to the current year recordsare effective in the next year records and vice versa.
Remember: All employees must have a TX Unique ID number. The TX Unique ID number canbe extracted on the Personnel > Utilities > Texas Unique Staff ID Interface > Staff ID Exporttab.
❏ Save the file and forward it to your District PEIMS Coordinator to be processed.
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Update employment info data.15.
Update employment info data
Personnel
Add or update employee information on the following tabs:
Personnel > Maintenance > Employment Info - This tab is shared between the currentyear and next year records; therefore, changes to the current year records are effective inthe next year records and vice versa.
❏ Select the NY Take Retiree Surcharge field to include the retiree surcharge when theExtract Payroll to Budget process is performed.
Note: If service records have not been created, do not update data such as thePercent Day Employed, Years Experience and Grade(s) Taught fields forexisting employees.
Payroll
Pay Info - This tab is not shared between the current year and next year records.
❏ Make the necessary changes to the extra duty supplements and verify the changesusing the Payroll > Reports > Payroll Information Reports > HRS6400 - Salary VerificationReport.
❏ Updates to the extra duty table do not automatically update the extra duty data on thePay Info tab.
• Click Yes to update both the current year and next year records.• Click No to update only the next year records.
This also occurs when changes are made in the current year records and next yearrecords exist.
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Job Info - This tab is not shared between the current year and next year records.
❏ For new employees, a generic job is displayed on the Job Info tab and this job can bemodified as needed. The following fields must be completed prior to saving:
Primary Campus% Assigned# of Days EmpldTRS Member PositionBegin DateEnd Date
Notes:
The following data should be entered before performing automatic salary calculations:Pay GradeStepSched (if applicable)Max DaysState StepState Min DaysTRS Year - This field should be selected if the employee has a nonstandardcontract.Accrual CodesW/C CodeState Minimum Salary % Assigned - Verify this field for employees whose # ofDays Employed field does not match the State Min Days field on the Job Info tabfor the primary job and adjust accordingly.Distribution information
Distributions - This tab is not shared between the current year and next year records.
❏ If a contract amount is not entered on the Job Info tab, no amount or percentage isrequired before saving the record. If the account code does not exist in Budget, it cannotbe selected from the account code drop-down list.
❏ A distribution code must exist for each job to be updated with salary calculations. Whencalculations are performed, amounts are updated based on the existing distributionpercentages.
❏ Verify Expense 373 designations for applicable employees who are subject to Stat Mincalculations.
Deductions - This tab is not shared between the current year and next year records.
Exception: When changes to an existing employee's deduction information is saved, amessage is displayed asking if the current year records should be updated.
If the Remain Pymts field is set to 99, it will not decrement each time a payroll isprocessed.
Be sure to add an Emplr Contrib (Employer Contribution) amount for vacancies/newemployees to avoid an understated budget.
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Update the garnishment amounts as there may be changes to the salary amounts for theupcoming year and the garnishment amounts are based on salary percentages.
Click Yes to update both the current year and next year records.Click No to update only the next year records.
This also occurs when changes are made in the current year records and next yearrecords exist.
• Click Yes to update both the current year and next year records.• Click No to update only the next year records.
This also occurs when changes are made in the current year records and next yearrecords exist.
Perform salary calculations.16.
Perform salary calculations
Payroll > Utilities > Mass Update > Salary Calculation
Perform salary calculations if you are using salary tables. This tab is used to automaticallycalculate salaries for active employees (pay status 1) that are linked to the salary tables. Youcan quickly calculate salaries and automatically update important fields in the employee record.
TIP: Salary calculations should not be done multiple times for an employee usingthe midpoint table.
A report provides a listing of errors prior to completing the process. Clear all errors and performthe calculations as often as necessary. All errors should be cleared before continuing. If
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employee errors are encountered, the listed employees are not updated. If the employee hasmultiple jobs and one of those jobs does not have all or part of the salary table informationselected on the Job Info tab, errors are displayed and updates are not processed. Whencalculations are performed on one concept and the employee has multiple concepts, errors aredisplayed if any of the other concepts are incomplete and updates are not processed.
The system automatically uses the new contract amount and distributes it among theemployees' master distribution records based on the existing percentage. The new amountdisplays regardless of the option selected in the Distributions Built by Amt % field on thePayroll or Personnel > Tables > District HR Options. Manual modifications may be necessary toemployees' salary distribution codes, amounts, and/or percentages after performing salarycalculations.
❏ The following fields must be completed on the Job Info tab for pay type 1, 2, and 3employees:
Pay GradeStepMax Days - If the Max Days field is not populated, salary calculations will only process ifthe field is not linked to the Annual Salary Concept. If the field is linked to the AnnualSalary Concept, this field must be populated to run salary calculations.Begin DateEnd DateThe OVTM Rate field and the # of Days Employed field are calculated when the OVTMflag and Calendar Code fields are populated on the Job Info tab.If the State Step field is populated on the Job Info tab, the amount from the stateminimum salary table is entered in the State Min Salary field.
CAUTION: The State Min Salary field is calculated by multiplying either theState Min Days or the # of Days Employed by the appropriate daily rate fromthe state minimum salary table for all pay types that have state min. The %Assigned field in the State Info section on the Job Info tab is also considered inthis calculation. The State Min Salary field should be checked closely andmanually updated, if necessary, after performing salary calculations.
If an employee has an extra duty account type G on the Pay Info tab, it is added to theTotal field for the contract on the primary job.If an employee has a business allowance account type T or B amount with remainingpayments and/or an extra duty account type S amount with remaining payments anddistribution codes totaling 100% exist in the master distribution record for the accounttype, the appropriate distribution records are updated.If the # of Annual Payments and Contract Total fields are greater than zero, the PayRate field is calculated by dividing the Contract Total by the # of Annual Payments.If the # of Annual Payments and/or Contract Total is not populated, the Pay Rate isnot calculated.If the # of Days Empld and Contract Total fields are greater than zero, the Daily Rateof Pay field is calculated by dividing the Contract Total by the # of Days Employed. Ifthe # of Days Employed and/or Contract Total is not populated, the Daily Rate ofPay is not calculated.
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Other fields that are updated on the Job Info tab are:Accrual Rate - If the accrual code exists and the # of Days Empld and ContractTotal fields are greater than zero, the Accrual Rate field is calculated by dividingthe Contract Total by the # of Days Employed. The amount is rounded to threedecimal places.Contract Total and Balance
Pay type 3 employee salaries are calculated based on the hourly/daily ormidpoint salary table information. If the local annual table is used, errors aredisplayed when performing mass salary calculations.When using the hourly/daily salary schedule, calculations are based on theHrs Per Day field x the Amount field from the salary table x the # of DaysEmployed field from the Job Info tab. The resulting amount populates theEstimated Annual Salary field on the Employment Info tab.When using the midpoint salary schedule, calculations are based on theMidpoint field x the Amount field from the salary table x the # of DaysEmployed field from the Job Info tab. The resulting amount populates theEstimated Annual Salary field on the Employment Info tab.If the # of Days Employed field is not populated, the Estimated AnnualSalary field is not calculated.
If not performing mass salary calculations for hourly employees, manually update theamount in the Estimated Annual Salary field on the Employment Info tab or updatethe Contract Total on the Job Info tab and distribution information. This salaryinformation is extracted to Budget and used for PEIMS reporting.On the Job Info tab, there is a Calculate button, salary calculations can be done for anindividual rather than doing salary calculations in Mass Update for groups of employees.The Calculate button on the Job Info tab will render the same results as doing the MassUpdate salary calculations.The Automatically Compute fields on the District HR Options page assist in manuallyupdating employees. By using this feature, the pay rate, daily rate, dock rate, accrualrate, and overtime rate can all be automatically calculated when the annual contract anddays employed are entered on the Job Info tab.
Midpoint Calculation Examples
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Verify salary calculations.17.
Verify salary calculations
Select and run the applicable reports to verify the salary calculations:
Personnel > Reports > Personnel Reports > HRS1000 - Roster of Personnel - This reportprovides a list of employees by pay campus. This is a good report to give to principals anddirectors to verify employees assigned to their campus or department without sharingpay information.Payroll or Personnel > Reports > HR Reports > Personnel Reports > HRS1250 - EmployeeData Listing - This report provides detailed information about demographics, salary,TRS/Calendar/School YTD, leave, deductions, and account distribution codes.Payroll > Reports > Payroll Information Reports > HRS6050 - Contract Balance VarianceReport - This report will print exceptions for contracted (pay type 1) and non-contract(pay type 2) employees when the contract balance does not equal the Pay Rate timesthe # of Remaining Payments.Payroll > Reports > Payroll Information Reports > HRS6150 - Employee Payroll Listing -This report provides detailed information about pay status, campus code, pay type,marital status, number exemptions, months/days in contract, annual contract amount,monthly/daily rate of pay, and the first distribution line from the master distributionrecord.Payroll > Reports > Payroll Information Reports > HRS6400 - Salary Verification Report -This report can be used to verify that next year salary calculations have been correctlyrun before copying next year to current year.Payroll > Reports > Payroll Information Reports > HRS6000 - Account Code Comparison -
https://help.ascendertx.com/business/doku.php/personnel/reports/personnelreports/employeedatalisting
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The report is an error listing. For current year, the report identifies account codes in thepayroll process and verifies that these account codes exist in Finance. If a code entered inthe payroll process is not located in the chart of accounts, the account number, socialsecurity number, and name of the employee are printed on the report. For next year, thereport identifies account codes on the Budget Data page of the Budget application.Personnel > Reports > Payroll Information Reports > HRS6550 - Employee Extra DutyReport - The report lists all employees with extra duty codes on the Pay Info tab. Userscan sort the listing by name, campus, or extra duty code. The Include DistributionAccount Codes parameter allows the user to include S-type distributions for thoseemployees selected.Payroll or Personnel > Reports > Payroll Information Reports > HRS6650 - CYR/NRY SalaryComparison - This report provides a salary comparison for employees with pay type 1 andpay type 2 jobs. The report indicates employee information and job information for boththe current year and next year to allow an easy comparison of salaries between the data.Payroll or Personnel > Reports > User Created Reports > HR Report - Run user createdreports as defined by the user.
Use Addendum sheets to verify data.18.
Verify data using addendum sheets
Use the Addendum created when using the Payroll Simulation utility to verify data as it lists alljobs separately, as well as business allowances, extra duty, etc.
Only active employees (pay status 1) are considered in this process. The Addendum sheets canbe used to explain pay to employees and as a contract support document for applicableemployees to sign & date.
Personnel > Reports > Payroll Information Reports > Employee Salary Information
If this report is generated from next year payroll files, leave information is excluded.If this report is generated from current year payroll files, leave information is included.
Payroll > Utilities > Payroll Simulation > Addendum
Perform a "test payroll".19.
Perform "test payroll"
Payroll > Utilities > Pre-Edit Payroll Data
Run this utility to perform what could be called a “test payroll” for employees that meet theselected parameters.
It is a partial run of calculations and it does not use transmittals or leave files. This utility can berun in either the current year or next year.
An unprocessed pay date is required to be entered. If there are no unprocessed pay dates in thePay Dates table, enter a pay date for the next month. For example, August payroll has been
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processed and pay dates for the new school year have not been entered yet.
Note: This utility should be run prior to creating your budget extract or before copying thenext year to the current year. This utility creates a report that displays errors on eachemployee. The report is sorted by employee number order and provides error messagesthat are easy to understand so that corrections can be made prior to extracting for budget.Remember, if changes are made to the employee records, calculations need to be runagain.
Extract payroll account codes.20.
Extract payroll account codes
Payroll > Next Year > Interface NY Payroll to NY Budget > Extract Payroll Account Codes
Before interfacing the payroll to the budget, verify the following:
Are all new employees in the system?Are all employees active that are to be extracted to budget?Are all Staff/Job Pay data tabs updated and complete for new and existing employees?Does the next fiscal year in distributions match the budget fiscal year?Are all deductions updated?Are all extra duty stipends updated?Since the next year payroll budget calculations use the s-type extra duty remainingamounts, verify that these amounts have been updated.
Run this utility to extract payroll account codes for specific active (pay status 1) employees whoare in the next year payroll. The resulting extract is used to transfer this information to thebudget. This process can be repeated as often as necessary.
❏ If applicable, select Exclude TRS On-Behalf Calculations.
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❏ If you interface the on-behalf expenditures (6144) into Budget, manually input the revenuefor the on-behalf account codes (5831).
Note: If a pay type 3 employee has an amount in the Estimated Annual Salary field onthe Employee Info tab, an amount in the Contract Total field on the Job Info tab, andsalary account codes on the Distribution tab, the amount in the Estimated Annual Salaryfield and the salary account codes from the Distribution tab are extracted to Budget.
Verify the Extract Reports tab.21.
Verify Extract Reports tab
Payroll > Next Year > Interface NY Payroll to NY Budget > Extract Reports
Use the reports to verify the accuracy and validity of the employees, accounts, and amounts.
Pay special attention to the employee count to verify that the correct number of employees areextracted and match the count on the Next Year Payroll Employee Distribution Report.
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(If necessary) Perform another extract and interface to Budget.22.
(If necessary) Perform another extract and interface to Budget
If changes are made to employee salary information, employees are added, employees areinactivated, or termination dates are entered, perform another extract and interface those newchanges to Budget.
Note: Updates to the budget will replace the existing amounts for those accountdistribution codes that match the accounts in Budget. If an account distribution code nolonger exists in payroll when interfaced to Budget (after previous interfaces), the accountcode is not changed or removed in Budget. You must manually modify the budget for thoseaccount codes. This also applies to those amounts in the budget that have been manuallymodified after the initial interface from payroll. If the budget account is not locked and thechange needs to be retained for budget purposes, all manual modifications need to bemade again.
Interface to Budget.23.
Interface to Budget
Payroll > Next Year > Interface NY Payroll to NY Budget > Interface to Budget
If all of the information is correct:
❏ Under Next Year Payroll, select one of the following columns to be updated in Budget:
Next Yr RecommendNext Yr Approved
❏ Click Interface. This process can be repeated as often as necessary until the Board approvesthe budget. For each run, the Next Year Budget amount is replaced. If the budget lock flag isset on an account, the budget amount is not replaced.
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If distributions or employees are changed after the first calculations are interfaced, youmay be required to log back on to the current pay frequency and use the Payroll > NextYear > Copy CYR Tables to NYR > Clear Next Year Tables tab with the Clear NY PayrollBudget Only option selected to recalculate and interface the new changes back to thenext year frequency.
Contact your regional ESC consultant if you need additional assistance.
Perform staff benefits update.24.
Perform staff benefits update
Payroll > Utilities > Employee Benefits Interface > Import Annual File
Perform the employee benefits update and import process.
❏ Under Year Selection, select one of the following:
Current YearNext Year
Active EmployeesOnly
Select to base the selected pay frequency for the records on thehighest pay frequency in which the employee is active.
Deduction ImportPath
Click Browse, and then select the folder to which a copy of thedeductions is to be imported. Click OK to select the folder or Cancel toclose the dialog box without processing.
❏ Click Execute to start the import process.
In the application dialog box, verify the path of the import, and click Yes to continue theimport or No to return to the import dialog box.In the archive password dialog box, type a password for this imported file. Click OK.The files are imported, and a message is displayed indicating the import processcompleted successfully. Click OK.
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If any errors are encountered during the import process, an error report is displayed. If thereare no errors, the error report is not displayed.
If no errors are encountered during the import process, or you clicked Continue from the errorreport, the import report is displayed.
Review the report.
❏ Click Continue to proceed.
❏ If you click Process, a message is displayed indicating that the data was imported. Click OK.
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