First Payroll of the School Year Checklist and Training August 2015

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1 First Payroll of the School Year Checklist and Training August 2015 The check list from the system is implemented below and is excellent. If you will go step by step and run the reports suggested, you should have everything you need for archival purposes. Caution: Do not begin this process until the EOY Payroll Accruals Checklist and (it would be preferable) the Finance Fiscal Year Checklist have been completed. We recommend using Utilities>Export Human Resources by Payroll for current year and next year frequencies before beginning the process. If this is done, backups can be made during the process at your discretion. If backups are made when prompted, we recommend adding Step # to the end of the file name so if you need to import from a particular step, you are able to easily locate which file to use. 1. The following steps should already be completed. Do not continue if they are not complete. All payroll processing for the current school year should be complete. Print HRS3350 (Combined YTD Deduction Register by Employee) for last regular payroll in August. Print HRS2400 (Bank Accounting Listing) to verify historical employee bank information is correct. HRS4150 (TRS On-Behalf Payment Journal) should be completed and interfaced. If TRS On-Behalf has not been posted for then the HRS4150 report can be run and interfaced to Finance but only after the HRS 4000 Statutory Minimum 373 report has been interfaced to Finance for each month of the fiscal year. It is recommended the TRS On-Behalf report is run monthly with a single revenue account and expenditure account code 199-XX-6144-XX-XXX-X-XX-X-XX Print HRS3050 (School YTD Report) and save for the auditors. Service records should be extracted/processed, and the Service Record Maintenance tab should be updated accordingly. The EOY Payroll Accruals process should be completed through the Interface to Finance tab ONLY. Termination dates and reasons should be updated on the Employment Information tab for all employees that are no longer with the district. Budget should have been moved to Finance. Best practice is Finance EOY process is completed before proceeding with the following steps. If Finance has not done the EOY process please contact Lorine or John for workaround steps. Page 1 of 6

2 Steps 2 through Step 6 are only for those districts that are using NY Payroll. 2. In Human Resources select Change to verify that you are in the Next Year frequency. 3. Prepare NYR payroll for the move to CYR. Using the User Created Reports, verify all employee data is correct prior to the move to the current year. Employees to be moved must have a Pay Status of Active. Print HRS6150 (Employee Payroll Listing) and verify status. If budget salary and benefit calculations are complete then inactivate those employees that do not need to be moved, such as: employees whose contract days begin in July and/or August (11- and 12-month contracts) or filler employees used for vacancies. STOP! We recommend districts use Job Codes and select the applicable EEOC code for each Job Code in the Job Code table. Do not delete old Job Codes from the Job Code Table. Discontinue updating or accessing current year payroll records during this process. 4. * From the Next Year menu, select Copy NYR Tables to CYR and all tables except the TR Calendar (e.g., TRS Calendar). We will notify our clients when the TR calendar should be updated for * From the Next Year menu, select Copy NYR Staff to CYR and copy active staff to the current year. Any selected employee records that currently exist in the Current Year (e.g., pay distribution, job records, bank deposits, and pay records) are deleted and replaced with the Next Year employee records during this copy process. Under parameters use the Payoff Dates to group employees. Determine whether or not deductions are to be copied to the current year. 6. Select Change and sign into the Current Year frequency. Page 2 of 6

3 Step 7 is extremely important and should only be done after all payrolls have been run for the current school year. You must enter the first paydate of the school year in the District HR Options. This date should be your actual first pay date. DO NOT run any payrolls or supplemental payrolls for the new year prior to this date. We cannot over express how important this date is and that it should not be changed once the year has begun. 7. From the HR> Tables menu, select District HR Options. Update the First Pay Date of School Year field for each pay frequency with the date used for the first pay date of the new school year. Update the School Year for PEIMS Codes field to 2016 (If first payroll is in August wait to update this field until September). Verify the Payroll Clearing Fund/Year field is correct. Please note if Finance Fiscal Year End has not been completed this field will not be correct. 8. From the HR>Tables menu, select Pay Dates. The check list recommends entering all new school year pay dates. A word of caution, if for some reason you change the pay date, you will have to add it in Tables. Entering the pay date one at a time before beginning the payroll process is also acceptable. 9. We would recommend not using the Monthly Payroll Accrual System but if you choose to do so please contact us. 10. From the HR>Tables menu, select Salaries. If during the Finance EOY process the TRS Fund to Grant Table was not updated then complete the Fund to Grant tab. 11. From the HR>Tables menu, select Tax/Deductions>Unemployment tab and verify the Unemployment fields are correct for Calendar Year From the HR>Tables menu, select Tax/Deductions>TRS Rates tab and verify School Year 2016 rates. 13. From the HR>Tables menu, select Tax/Deductions>Worker s Comp tab and verify the Workers Comp rates for the new school year. 14. If necessary, update the Substitute tab in HR>Tables>Salaries table. Page 3 of 6

4 15. Print HRS6000 (Account Code Comparison Report) to verify that all employee master distribution records have matching accounts in Finance. If verifying the Distribution File, the From Date and To Date can be left blank. We recommend selecting Pay Status: Active. 16. Print HRS6150 (Employee Payroll Listing) to verify employees' pay status. 17. Optional: Use Utilities> Pre-Edit Payroll Data to verify that all payroll errors have been corrected. 18. Use HR>Utilities>Mass Update>Leave tab to update employee master leave record balances. Remember you will need to add Leave to your employees for the school year. There are three methods in which to accomplish this goal: 1. Manual entering data 2. Mass zero leave values and 3. Automatic increment during payroll process. Number 3 is not recommended but can be accomplished automatically during the payroll process. You select the box to increment and the increment amount. A word of caution, depending on how your district gives leave, if your district gives the five days upfront, you would only do this the first payroll of the year, but if your district prorates the leave days, then you might give leave each payroll. Again this is not the recommended way. Next run a Leave Status Report HRS7350 before beginning the zero leave process. The process to mass zero leave is done through Utilities>Mass Update>Leave tab. Bullet Zero Leave Values for Employees. This type of leave adjustment is performed primarily at the end of the school year to prepare the leave balances for employees for the next year. Place a check in the Leave Used field for each leave type to change the leave used during the previous year to zero, or leave blank not to affect the leave used value. This allows you to calculate leave used for the coming year only. Do not check Leave Earned or End Balance fields unless you need to zero these fields. Click Execute and the system displays the Zero Leave Values for Employees list for review. These amounts are what remain after the last payroll of the current year. Verify the amounts to the HRS7350 previously run. Next click process to implement the changes. This process will zero the Leave Used and move the Ending Balance to the Beginning Balance. The Leave Earned will remain the same and could need adjusting. Example: a new employee that only earned 2.5 days due to start of employment would remain 2.5 and would need to be changed to the correct amount for the new year. Run another HRS7350 to verify the changes. Page 4 of 6

5 Caution: Before the first payroll of the school year is processed, you must Post to Master created from the EOY Payroll Accrual process. If you do not use this process for accruals, then bypass steps From the Payroll Processing menu, select EOY Payroll Accruals and then click the Post to Master tab. Note: The Post to Master tab automatically creates a School YTD Maintenance screen for the new school year and updates this screen with accrued pay, accrued benefits and days earned for all employees that are included in this record. 20. If using the Monthly Payroll Accrual System, verify the Accrual Expense table and update Fund/FY to reflect the FY for the new school year (i.e., 199/6, 211/6, etc). 21. If using the Monthly Payroll Accrual System, print HRS3050 (School Year to Date Report) and verify the accrual data has posted correctly. 22. If using the Monthly Payroll Accrual System, print HRS3550 (School YTD Accrual Payroll Account Distr) and verify the accrual amount balances with HRS3050 (School Year to Date Report). You will also need to update the experience for employees. This again will be the district s decision. You can accomplish this task by a mass update or by entering the information manually. 23. Print HRS1100 (Employee Verification Report) to select those employees whose Years Experience fields need to be updated on the Employment Info screen from the Staff Job/Pay Data menu. 24. Use the Employee tab in the Mass Update menu to increment the Total Professional and District Professional Experience using the parameter for Pay Type set to 1. With the Pay Type parameter set to 2 and 3 increment the Non Professional Experience and District Experience fields. It is important that this process be completed prior to the fall submission of PEIMS. 25. Print HRS1100 (Employee Verification Report) to verify all selected employees' years' experience have been appropriately changed on the Employment Info screen. Page 5 of 6

6 26. Using User Created Reports, verify that all pay type 1 and 2 employees have Payoff Dates and that the Payoff Dates match the Pay Dates in the Pay Dates table. 27. Verify the fiscal year is updated for July and August pay employees using the Salary Verification report HRS The Employee Salary Information report (HRS1650) can be used for employees to verify their payroll data. 29. Calculate a sample payroll to identify any errors that need to be corrected prior to the first payroll actually being processed. It is critical that you check all pre-post reports carefully before you process the actual September payroll. One thing to remember are the deductions. You just need to verify reports and verify any changes. This also pertains to direct deposit. One other report to check is the pre-post Account Distribution. If you are paying employees out of a Federal Fund, then you should have a Grant code entered on the distribution screen. This field populates for you, based on the information entered in your Fund to Grant table. Please be sure all 2XX funds, with the exception of funds 240 and 242 have a grant code entered on the Fund to Grant table. You can verify that the grant code for your employees is correct by checking to see if Federal Grant and Care was deducted during the Payroll Calculation Process. Just check those reports and note any differences and the new payroll should go great. IMPORTANT: Verify selection of deduction codes on the Run Payroll window before processing the first payroll. STOP! Discontinue updating or accessing Finance when you choose to do the following step. At this point or anytime before you begin the NYR Payroll process for school year the Reversal for Non-Accrual tab can be used. Page 6 of 6