september 2019 payroll preparation wespac data processing ... · september 2019 payroll preparation...

September 2019 Payroll Preparation

WESPaC Data Processing Procedures

Fiscal Coordination July 2019

WESPaC Doc/HR/16-17 SEPT PAYROLL NCESD 8/29/2019 Page 12.i

Table of Contents - Checklist

Step

√

Completion Date

Description

Page

1-9 Complete Before Step 18

1. __________ Add Employee Profile Data for Newly Hired Employees 12.1

2. __________ Create 19-20 EMS September Payroll Plan(s) 12.2

3. __________ Update Calendar Data 12.7

4. __________ Mass update Assigned, Pay Start and Stop Dates 12.10

5. __________ Review Positions to Verify Accuracy 12.14

6. __________ Review and Update Employee Assignments 12.17

7. __________ Add New Assignments 12.21

8. __________ Delete imported Assignments not being used. 12.24

9. __________ Run Plan Audits and Reports to Verify Assignments 12.28

10-13 August Payroll Items

10. __________ Verify Contract Balances 12.29

11. __________ Paying the Final Contract Payment 12.31

12. __________ Process Exception Items for Terminating Employees 12.35

13. __________ Complete Fiscal Year End Encumbrance Process 12.36

14-27 September Payroll Items

14. __________ Complete Payroll Payables (optional) 12.38

15. __________ Print/Save Employee Profile Report (optional) 12.54

16. __________ Purge Contracts Fully Paid on or Before 08/31/18 12.56

17. __________ Export Assignments from EMS into Payroll 12.60

18. __________ Verify Employee Payroll Contract and Pay Records 12.68

19. __________ Mass Change New Contracts with Docking Pay Codes 12.69

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Table of Contents - Checklist

Step

√

Completion Date

Description

Page

20. __________ Mass Update Hourly Wage Rate 12.72

21. __________ Update Rate Tables for the New Fiscal Year 12.74

22. __________ Roll Time Off Year End 12.76

23. __________ Update Time Off Accrual Dates for the New Fiscal Year 12.78

24. __________ Update Time Off Calendars 12.79

25. __________ Complete Insurance Tracking Changes (optional) 12.80

26. __________ Complete Flex Year End Processing (optional) 12.81

27. __________ September Payroll Processing 12.86

October Payroll Item

28. __________ Close the Payroll Fiscal Year 12.87

WESPaC Doc/HR/15-16 SEPT PAYROLL NCESD 8/29/2019 Page 12.1

Steps 1 – 9 Any time Prior to Steptember Step 1 – Add Employee Profile Data for Newly Hired Employees New employees who will be included in September payroll must have a profile before assignments can be added into Employee Management. You may begin this entry as soon as it is known. Menu: Web HR, Employee, Employee Profile

Click the Add button.

Complete the SSN, and name fields. Check for matches on SSN and name.

If the employee exists in the database verify where the Name Type is used. o If the employee is in the database as a student, do not select the name to

add to use this record for the employee. Click the Add Entered Name to Employees (this option will not display until you have checked either the SSN or Name Match option).

o If the employee is in the database as any other Name Type besides a student, select the Name.

Complete all known data screens except Contract and corresponding Contract Pay Records. This will be added in Employee Management and imported into the profile (payroll).

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Step 2 – Create an EM 2019-20 Plan and Import Budget Assignments The recommended business process is to create a new EM September Payroll plan and import assignments from your Salary Negotiations 2019-20 F195 Budget Plan.

Add a new EM 2019-20 September Payroll plan. Menu: Web HR, Employee Administration, Employee Management, Plan Management

Click the Add button to create a new plan.

Enter a Description and Detailed Description.

Enter Plan year 2019-20.

Check to Exclude this plan from Employee Access if you district does not display assignment information in Employee Access.

Check to Track changes made in this plan.

Check to Export CEDARS data from this plan.

Click Save.


Import Assignment Data into your new EM plan. Menu: Web HR, Employee Administration, Plan Management

IMPORTANT: Highlight your new 2019-20 September Payroll plan.

Click the Import Assigns from Sal Neg Plans button.

Available Plans for Import-

o Select your 2019-20 F195 Budget Plan

Import Options– o Uncheck “If Position Already Exists Do not Create a new One” o Uncheck “If Assignment Already Exists Do Not Create a New One” o Check “Process Blank Job Types” o Check “Clear Pay Frequency Override Field” if you wish to reset all contracts

back to 12 monthly payments. Otherwise, uncheck the box. Note: This is dependent on a district’s pay frequency setup. For districts who use pay frequency override, this will reset assignments that began midyear, but will require maintenance on each extra-curricular contract that is intended for payments less than 12.

o Uncheck “Roll Fast Track Open Positions” o Uncheck “Overwrite ALL Position Control Group values on destination plan” (not

currently set up in any NCISC districts). o Uncheck “Import Position Control Group Users” o Uncheck “Include Assignment Notes”


o “Exclude Assignment if the Termination Date is prior to” - use default 01/01/1900 o Click Select Job Types link. On the Job Types Selection screen, click “Select All

Records,” if they are not to be used as criteria for your import. Then click the Save button.

Employee Selection Parameters – o Use default Assignment Start/End Date Range and default Paid Start/End Date

Range if they are not to be used as criteria for you import. o Click the Selection Parameters link.

Note: You will Add or Edit a “September Payroll Import” template. The selection parameters should be set to import all assignments/positions except Administrator and Unfilled.

On the Employee Selection Parameters screen, Add or Edit the September Payroll Import template.


Enter a description.

Inactive Profiles should be Included (radio button).

Select Codes as needed. Avoid selecting employee type only. This would import only those employee assignments who match the employee type, but it will import all positions. Your selection parameters should exclude administrative positions/assignments imported during July payroll and unfilled position/assignments which are not used in payroll.

When all Employee Selection Parameters are complete, click Save and Select.

Click Report.

Click OK to continue with the report.

Run Report to screen. Review and Print as needed.


Close Report.

Click Import button.

Click OK to the following message:

Click Yes to the web message and complete the import process.


Step 3 – Update Calendar Data (if not completed during budget) Most calendars are updated and cycled during the budget process. Make sure all calendar data is accurate for the new payroll year. Notes about Calendars:

Calendars are an extremely important element for calculating salaries and benefits.

Calendars can affect salary dollars unless the assignment “Do Not Use Calendar to find Calc FTE” option is checked. This option should not be used on any base assignment.

Calendars can be cloned.

Calendars can be printed in a monthly or annual view.

Calendar date ranges, total days, and total hours on a position must reflect the value of 1FTE.

Calendar date ranges, total days, and total hours on an assignment should reflect the employee’s actual work schedule and total hours.

Update Calendars as needed. Refer to the 2019-20 Personnel Budget, Preparing Calendars for the New Year, Step 3, for detailed information on calendars. Caution: Please complete the following steps only if you do not have the necessary calendars created for 2019-20 fiscal year. This step is normally completed in the F195 Personnel budget prep.

Cycle calendars not completed in the budget process. Menu: Web HR, Employee Administration, Employee Management, Plan Processes

Click on Plan Calendars Cycle

Add selected calendar(s).

Click Preview to complete the calendar cycle process.

WESPaC Doc/HR/18-19 SEPT PAYROLL NCESD 8/29/2019 . 8

Add New Calendars as Needed Menu: Web HR, Employee Administration, Employee Management, Setup, Codes, Calendar Codes

Aside from the Plan Calendar Cycle process, which rolls calendars from the current year for use in the new year, districts may need to add additional calendars to accommodate new work schedules. Note: A Calendar can also be cloned from an existing calendar and edited to reduce setup steps.

Click the Filter Options button.

From the dropdown menu, select the 2019-20 Processing Year.

Click the Apply Filter button.

Click Add.


Choose “Standard Calendar”.

Click Save.


Step 4 – Mass Update Pay Start and Stop Dates Utilities are available to mass change position and assignment data. An example would be to mass change the pay start and pay stop dates from the last year to the new fiscal year. This may not have been updated during the budget process. Change the Contract Payroll Start and End Dates Menu: Web HR, Employee Administration, Employee Management, Setup, Utilities

IMPORTANT: Select the 19-20 September Payroll Plan at the top of the screen.

Select Position-Assignments Mass Change

Add/Edit a template for the process of updating pay start and end dates.

If all assignments in this plan are for contracts and they all pay 09/01/2019 to 08/31/2020, select all positions and assignments. Otherwise, use appropriate selections to accommodate:

o Exclude assignments paid over ten months (09/01 through 06/30). o Exclude assignments paid over a small number of payments (i.e. coaching contracts) o Exclude non-contract timesheet assignments with blank pay start/stop dates. o Include contract assignments which started midyear, whose current pay start date

doesn’t match others in the position. Reminder: Pay Frequency Override may also need to be updated.


Click Continue when the Position/Assignment selection criteria are completed.

Note: When adding a new template the Position/Assignment Information to Change and the Payroll Information to Change screens are blank. If an existing template is edited or cloned, the screens may need to be updated to ensure only the correct fields are being updated.

In this pay date range change process, no assignment information on the first screen will be changed. Make sure all fields are blank. Click Continue.


Select Mass change option A=All (if applicable).

Select the Edit option.

Enter a New Pay Frequency = M (if applicable)

Enter New Paid Start Date = 09/01/2019

Enter New Paid End Date = 08/31/2020

Click Save when complete.

Once all selection and change options are complete, click the Save and Process button.

Note: If you are not ready to run the process, you can click the Save button. The template will then be stored for use in the future.


Select to Preview Data to Process. Review both Views: “Positions To Be Changed” and “Assignments To Be Changed.”

Check the Only display fields included in the mass change checkbox.

Review the positions and the assignments that will be changed.

If a displayed position or assignment should not be changed, highlight it and click the Remove Record button.

Click the Back button when done reviewing.

Click “Run the Update” to complete the process, or click the Back button to close out of this process without completing the update.

Click OK to the following message or click Cancel to prevent the update process.

Click Display Report to view a PDF of what was changed by the utility.


Step 5 – Review Positions to Verify Accuracy Positions are updated during the budget process to reflect known data at the time of budget. Review positions to verify correct position terms and defaulting payroll information.

Menu: Web HR, Employee Administration, Employee Management, Position Control

Change Views to “Position Control” to view all positions.

Highlight a Position. Then, click the View Pos Ctrl or Edit Pos Ctrl button.

Note: When you edit position data and click Save, the following update option screen is displayed. Make sure you select “Do NOT update any information on the Assignments.” You can also check the additional Option “Remember my Update Assignment selections for THIS edit session.” If this box is checked, you will not see this option until you close this session.


Position Control – Position Details Tab Calendar days and hours reflect a 1 FTE.

Salary method should be most commonly used option as it defaults on an assignment (salary amount, hourly pay amount, or matrix).

If Salary Amount or Hourly Pay Amount is the method, the salary/hourly amount can be blank, unless the position has a most commonly used amount.

If Matrix is the method, the most commonly used matrix can be selected.


Position Control – Payroll Information Tab

Pay Code and Pay Freq can be most commonly used codes for this type of position so that it defaults on an assignment.

Paid Start and Paid End dates can be most commonly used dates for this type of position so that it defaults on an assignment (first day of the first payment month and last day of the last payment month).

Account Distribution can be most commonly used account number(s) totaling 100% so that it defaults on an assignment.

Position Control – Breakdown Tab (all fields optional)

Assignment Breakdown can be most commonly used breakdown for this type of position so that it defaults on an assignment.


Step 6 – Review and Update Employee Assignments Assignment information reflects data known at the time of budget. Edit and review assignments as needed to ensure all data is accurate for payroll. There are seven parts to every assignment – Assignment Details, Salary Information, Payroll Information, Additional Pay Codes, Breakdown, Add-ons, and Ded/Ben Information (In EM only used for Benefit FTE field). In EM you can view/edit assignment data two different ways:

1) From the Position Control screen. You can access assignments for the selected position.


Expand a position and expand the Staff Assignments section to view assignments attached to the position.

2) From the Assignment screen.

Menu: Web HR, Employee Administration, Employee Management, Assignments

Use the buttons on the right side of the screen to add/view/edit/delete/clone assignmetns, or expand an assignement to view the assignment information.


Assignment – Assignment Details Tab

Assign date is on or before employee’s work start date.

Assignment – Salary Information Tab

Calendar, work start and end dates, days and hours reflect employee’s work schedule.

If base assignment, FTE is correct (employee’s hrs/day in relation to the calendars default hrs/day).

If base assignment, Calc FTE is correct (employee’s total hours in relation to the Position’s 1 FTE total hours). Calc FTE is what is reported to OSPI as FTE.

If using hourly or contract matrix, Place Tracker should accurately reflect employee’s spot on the matrix.

Per Diem Contract and Calculated Contract amounts are correct for payroll.


Assignment – Payroll Information Tab

Pay Code is correct for new year contract or non-contract type payment.

Pay start and end dates are correct (may be blank for timesheet assignments).

Account Distribution account numbers and percentages are correct.

If less than twelve months of payments, appropriate pay frequency or pay frequency override is used. Use of this is determined by your district’s EM configuration setup.

Calculated per pay period amount is correct for actual monthly payment.

Assignment – Additional Pay Codes Tab (Optional)

Users may set the frequency code for each additional pay code as well as the factor for hourly and daily pay codes. Entered amounts default to a factor of 1, but can have any amount entered.


Assignment – Breakdown Tab

SPI assignment breakdown data is correct

Account codes and percentage totals match Payroll Information tab account codes and percentages.

Assignment – Add-ons Tab

If the assignment has add-on salary information, verify that data is accurate. Assignment – Ded/Ben Information

Verify Benefit FTE is correct for base assignments and zero for non-base assignments.


Step 7 – Add New Assignments Assignments may need to be added for new employees or existing employees whose assignments were not budgeted for against their individual profile. In EM you can add new assignments three different ways:

1) From the Position Control screen, you can add a single staff assignment or mass add multiple staff assignments.


Select the Position Control view.

Expand the Position Control you want to add an Assignment to.

Click on the Add Staff Assignment link or the Mass Add Staff Assignment link to add new Assignments to this Position Control.

2) From the Assignment screen, you can ADD a staff assignment.


Click the Add Staff Assign button.


Identify the Position, Assignment, and any additional information your district uses. Click the Select button.

Select the employee and complete the Assignment Details, Salary Information, Payroll Information, Breakdown, Add-ons, and Ded/Ben Information tabs as needed.

3) From the Assignment screen, you can CLONE an assignment.


Highlight the name of the assignment you want to clone from. Click the Clone Staff Assign button.

Highlight the person you want to clone the assignment to. Click Select.

Review the six tabs in Assignment Maintenance and make corrections as needed.


You will receive the following message if you make any changes. Click Yes to continue.

You will also receive the following message if you make any changes. Select Yes to the update options message. Then click OK.

Note: The cloning feature will clone Assignments within one plan. The feature does not clone Assignments from one plan to another plan.


Step 8 – Delete Assignments Your imported data may contain budgeted assignments for employees who are terminating, or for continuing employees who will no longer work a specific assignment. Delete all assignments that will not be paid in the new year. Menu: Web HR, Employee Administration, Employee Management, Assignments

Highlight the employee’s assignment and click the Delete Staff Assign button.


Step 9 – Run Audits and Reports to Verify Assignments After all assignments have been updated, run reports to validate data. Run the Assignment Audit process. Menu: Web HR, Employee Management, Plan Processes, Assignment Audit

If you want to run a full Audit of both Positions and Assignments, highlight the Skyward Default. This is the recommended method.

Click the Process button.

If no exceptions exist, the Processing Messages will display that No records were found to process. Having no records to process means there were no issues with the assignments or positions that need to be fixed. Click the Back option to continue to the next step.

If exceptions are found, click the Preview Data to Process button.

Review exception list carefully to determine that the Assignment Audit is doing the correct fix. Excel the file data if needed for further review. You may highlight an exception and select the Edit button to access and manually edit and correct the record. Click back when done reviewing.

You may select to Run the Update to fix exceptions. If not, click the Back option.


Click OK to the message to continue.

Remaining exceptions are displayed in the Audit Status screen after the process has completed. Repeat this process until the Number of exceptions remaining are zero.

Run the Update Account Dist Mass Utility

This utility provides a report that compares data between Assignment payroll account codes and Assignment breakdown account codes. You can run this report to only show your Assignments that have discrepancies. If payroll does not match breakdown, the utility can be run to override the payroll data with the assignment breakdown data, but cannot be run to override assignment breakdown data with payroll data. It is recommended to NOT complete the utility, but to use the report to identify any Assignments that need further review, and then to manually change the information in the Assignment. Menu: Web HR, Employee Administration, Employee Management, Setup, Utilities, Update Account Dist Mass Utility

Add or Edit an existing template.

Select the 2019-20 September payroll plan.

Choose the radio button: Display Assignments Being Changed Only.

Click the Save and Process button.

If exceptions are not found, then there are no discrepancies between the payroll account codes and the breakdown account codes on your assignments. Click the Back button to continue to the next step.


If exceptions are found, click the Preview Data to Process button.

This utility produces the following two reports:

Exception Report – Displays assignments where the utility found errors, but cannot modify data due to incomplete information. Verification Report – Displays assignments where the utility found differences and can modify the payroll data to match the assignment breakdown data.

Select to Print both the Exceptions and the Verification Report.

Select the Back option to return to the utility process.

If the utility found changes/errors/exceptions to make, do NOT select to Run the Update. Instead, Back out of the processing screen.

Note: Assignments with exceptions should be edited and reviewed on an individual basis to determine the appropriate correction. Once all corrections have been made, rerun the utility to verify there are no mismatching payroll information or breakdown tabs in the assignments within the current plan.


Run EM Reports as needed Menu: Web HR, Employee Administration, Employee Management, Reports

There are various reports available in Employee Management Reports.

Hover over any of the reports to identify what information the report provides.

Employee Data Mining You are able to run Employee Data Mining reports on the web or in RDS. You are able to customize and create reports that contain specific information you would like to see based on the working plan selected. Web Menu Path: Web/HR/Employee Administration/Reports/Employee Data Mining RDS Menu Path: HR, Employee Management, Data Mining


Steps 10 – 13 August Payroll Items

Step 10 – Verify Contract Balances

In the August payroll, most of your payroll contract payments end (with the exception of July-June contracts). You should identify potential differences with contract pay record amounts and the contract balance. The reason for a difference in the final month of payroll is due to the monthly pay amount imported from Employee Management. The WESPaC system pays the same amount on the pay record each month as long as it is not greater than the contract balance due. Because of rounding from the original EM calculation, your final payment may not match your contract balance. Run the “1-Employee Contract Balances” report.

Menu: PaC HR, Profile, Quick Pick Report

This is a crystal report which has been loaded into your district’s database.

The Crystal Report Viewer screen will take a few minutes to display a prompt to run the report.

Enter the August period end date in the format “yyyy-mm-dd.” Click OK.


Print/Review Report data. o Differences are listed in the last column comparing the contract balance

amount to the pay record amount. o If a large difference displays, check for CTD Dock amounts caused from

unpaid leave taken against contract.

Note: Negative differences will not be paid, but will display as a calculate warning. You may choose to correct the pay record amount or not. Positive differences will not be paid unless the pay record amount is adjusted. You may choose to:

1. Use Contract Auto-Calc to automatically change pay record amounts to the amount needed to pay out contract. See step 11, option 1.

2. Manually edit pay record to change amount to equal contract balance (suitable only for small number of records that need correcting). See step 11, option 2.

3. District business practice may be that the district does not correct rounding differences.


Step 11 – Paying the Final Contract Payment There are two methods to pay off contract balances due at the end of the year.

1. Use Auto-Calc Mass Select option to update the contract pay record amounts. Then, mass select contracts as normal.

2. Adjust pay record amounts individually for final contract payout.

Method 1 – Auto-Calc Mass Select Option The Auto-Calc Mass Select option, available in the payroll Select process, provides an option to automatically update the selected pay record amounts to correctly pay off the exact remaining balance on the contract. As a result, each time you purge and reselect contract pay records the amount is correct for a payoff and you can proceed with your payroll processing as normal. 1a. Set Contract Pay Codes to accept Auto Calculate.

Pay Code must be set to Yes in the Auto-Calc box in order for the Pay Code to be included in this option. When a Pay Code is set to Auto-Calc=Yes, you cannot edit the pay record amount, unless you first check the override box. Menu: Web HR, Payroll, Payroll, Setup, Codes, Pay Codes

Identify contract Pay Codes where Auto-Calc = No. Highlight the Pay Code and click the Edit button.

Change the Auto-Calc flag to “Yes” and click the Save button.


1b. Set Current Payroll Selection Parameters Menu: PaC HR, Payroll, Current Payroll, Select

Enter a Period End Date: 8/31/2019

Edit the current payroll selection parameters to only include contract pay codes: o Select Code Type: Pay, then click Edit. o Select all contract pay codes, (the Auto-Calc will only be run for pay

records ending in August). o Click OK.

Click OK.

1c. Click the Import button and choose Auto-Calc Mass Select.


Choose Manually enter number of checks remaining radio button. Enter 1 in the field.

Contract End Dates should be first and last day of the contract ending month.

Update Profile Pay Record with new amount should be left unchecked the first time you run this report.

Check to Show all transactions on import report.

Print report of all pay records containing differences.

Close the report option and select “No” to continue the import process.

Review report carefully:

Unexplained differences, other than rounding should be researched before this option is rerun with “Update Profile Pay Record with new amount” checked.

Employees with exceptions will not process because the contract pay record “Auto Calc” has been overridden. If you have a number of occurrences you may wish to edit those pay records and uncheck the Override Auto-Calc box, otherwise, those pay records will need to be manually adjusted as needed.

When you are ready to update pay records with the reported “Auto-Calc Amount” rerun this import option and check the box to “Update Profile Pay Record with new amount.” Close the report and select “Yes” to continue the import process. This process imports the selected pay records into the payroll select and updates the employee’s profile pay record to the “Auto-Calc Amount” listed on the report. You may then purge this payroll selection and select yes to reset payroll parameters.

After the pay records have been automatically updated with the contract balance amount, payroll selections can be processed as normal.


Method 2 – Manually Adjust Pay Record Pay records may be manually updated to the contract balance amount as needed. 2a. Edit individual Pay Records as needed.

Menu: Web HR, Employee, Employee Profile, Pay Records Tab


Step 12 – Process Exception Items for Terminating Employees

In the August payroll, you may have some terminating employees who are receiving their final payroll check. Add terminating employee data as needed for final payroll: Menu: Web HR, Employee, Employee Profile

Enter Time Off Sale for cash outs (Sick, Vacation, and/or Personal leave)

Enter VEBA Deduction for cash outs going into VEBA III.

Enter Deduction/Benefit end dates appropriate to what should process in final payroll.

End Insurance Tracking master and plans with appropriate end processing date.

Enter a retirement eligibility end date in their retirement member profile if this is their final payroll being reported to Department of Retirement.

Refer to the WESPaC Terminating Employee Worksheet handout.


Step 13 – Complete Fiscal Year End Encumbrance Process

After the August Payroll process is updated, districts that encumber payroll must complete the final fiscal year end encumbrance to liquidate open payroll purchase orders: The Web Payroll Encumbrance is a one step process that Liquidates\Closes prior month Encumbrance POs. The process also opens new current payroll POs. The last Payroll Encumbrance of the year is run in July, when there is one remaining month in the fiscal year. After the July process is run, you still have open Encumbrance POs. To Liquidate\Close these open POs, you will update the processing information and choose the option to “Liquidate and close all POs” Complete the last Payroll Encumbrance process for the current fiscal year

Menu: Web HR, Payroll, Create Encumbrances, Process

Edit your existing Standard payroll encumbrance process.

Edit the Process Info and update posting/due dates to 08/31/2019.

Click the Save and Back button. Click Back.

Click “Liquidate and close All PO’s Regardless of Batch Number.”

Posting Date: 8/31/2018. Click Run.


Note: Confirm in the completion email or complete print queue that the purchase orders built and open purchase orders equal zero. The figures below show an example of encumbrances in August:


Steps 14 - 27 September Payroll Items

Step 14 – Complete Payroll Payables (Optional) The Payroll Payables option allows a district to expense a payroll in a current month, without actually writing the checks until a later month. A common practice for this is final timesheets that should be expended to August 20XX to be included in year end, but are actually being paid in September 20XX. The Payroll Payables process components are as follows:

1. A worksheet is used to enter all of the non-contract payments that are to be expended to one month, but paid in another. This worksheet should be exclusive to the Payroll Payable items.

2. The worksheet is selected into the Payroll Payables Expense Run process. This process

updates all of the worksheet expenditure salaries amounts and applied benefits to the posting month designated in the expense run.

3. The Payroll Payables reversal is run to complete reversing entries from the expense run

in step 2.

4. Payroll Payables are run through the payroll process (updated without creating an ACH) AFTER AUGUST PAYROLL and BEFORE SEPTEMBER PAYROLL. As soon as this payables payroll is completed, it updates the same expenditure salaries and applied benefits to the payroll posting month. (expenditures become a wash).

5. September payroll can then be run like a standard payroll process.

The result of this process posts the appropriate expenditures and payroll liability to the desired month and clears the liability in the month the payroll is paid.


Create a Payroll Payables Worksheet. Enter all employee non-contract payments that will be paid in September of this next fiscal year, but expended in August of this current fiscal year. Menu: HR, Payroll, Current Payroll, Payroll Worksheets

Click Add.

Complete Payroll Worksheet Master options. Click OK.

Highlight the Payroll Payables Worksheet and click Entry.

Click Selection Parameters.

Select all non-contract pay codes that may be part of payroll payables.

Click OK to complete the Selection Parameters screen.

Click the Build option.

Complete all payroll payable entries as needed.


Process the Payroll Payables Expense Run Menu: HR, Payroll, Payroll Payables

Select Payables Expense Run.

Click Select.

Enter the Period End Date (Last day of posting month): 8/31/Current Year.

Click Check Date.


Check Date (Date payables will be paid out to employees): 9/30/Current Year –if 9/30 falls on a weekend, the check date is the last weekday of the month.

Check Number: use a lower number than your actual checks (i.e. 1).

Payroll Posting Date: 8/31/Current Year

Retirement Posting Date (when retirement is actually reported): 9/30/Current Year

Click OK.

If this is not the first time this low check number has been use, you must select Yes to continue to use this number.

Click OK to complete the Payroll Payable selection parameters screen.

Click Import and select Worksheets.


Highlight the Payroll Payables Worksheet.

Click Select.

Close the Payables Expense Select screen.

Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Pre-Verify

Run desired pre-verify reports (refer to your payroll checklist).

Click Close when complete.


Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Calculate

Click Calculate

Click OK.

Click OK to confirm payable expense check data and posting dates.

Click Yes to continue with the duplicate check number.

Review Exceptions.

Click Close when complete. Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Post Verify

Run desired post-verify reports (refer to your payroll checklist).



Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Check Register

Click OK.

Click Run.

Print and save desired reports (refer to your payroll checklist). Note: You may wish to save these reports in your 18-19 year end folder.

Click OK to complete.

Click Close.


Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Update

Click Run.

Click OK to complete Payroll Payable expense process.

Process the Payroll Payables Reversal. The Payroll Payables reversal option should be run BEFORE to the September payroll run in which the Payroll Payables are actually paid. Menu: HR, Payroll, Payroll Payables

Click Payable Reversal.

Click Process.

Select the Payroll Payables run.

Click Select.


Check Date: 9/30/Current Year


Retirement Posting Date: 9/30/Current Year

Budgetary Posting Date: 9/30/Current Year

Click OK.

Click OK to confirm processing is complete. Menu: HR, Payroll, Payroll Payables, Payables Reversal, Post Verify

Run desired post verify reports. (Refer to your payroll checklist.)



Menu: HR, Payroll, Payroll Payables, Payables Reversal, Check Register

Click OK.

Click Run.



Click Close.


Menu: HR, Payroll, Payroll Payables, Payables Reversal, Update

Click Run.

Click OK to complete payable expense process.

Run Payroll Payables through Payroll. Note: Do not enter time off entries for September until after paying out September payroll payables Note: The Payroll Payable worksheet previously created is NOT selected, when importing your normal worksheets. Instead payroll payables are imported by selecting payroll payables under the import option (directions described below). Menu: HR, Payroll, Current Payroll, Select

Period End Date: 8/31/Current Year

Click on the check Date button

Check date: last weekday of September

Check Number: next consecutive check number to be printed



Retirement Posting Date: 9/30/Current Year Click the drop down on the Override Posting Date field: change to Yes

o Override Posting Date: 09/30/Current Year

Click Import and select Payroll Payables.

Click Yes to continue.


Menu: HR, Payroll, Current Payroll, Pre-Verify

Run desired pre-verify reports (refer to your payroll checklist).


Menu: HR, Payroll, Current Payroll, Calculate

Click Calculate

Click OK.

Click OK to confirm payable expense check data and posting dates.

Review Exceptions. Click Close when complete.


Menu: HR, Payroll, Current Payroll, Post Verify

Run desired post verify reports. (Refer to your payroll checklist.)


Menu: HR, Payroll, Current Payroll, Check Register

Click OK.

Click Run.




Click Close.

Menu: HR, Payroll, Current Payroll, Print Checks

Print checks and direct deposits

Menu: HR, Payroll, Current Payroll, Update

Click Run.

Click OK to complete payable expense process.


DO NOT CREATE ACH –the data for direct deposits from payroll payables will be combined with September payroll after it has been run. Once September payroll has been run and updated you will get the following pop up. This means that direct deposits created from the paryroll payables run and the direct deposits from the September payroll run will be processed in the same ACH file (this is the goal as the banks only allow us to process one ACH per month).

Note: After September payroll has been run, employees will have two checks or two direct deposit slips if they were part of both the payroll payables run and the regular September payroll run.


Step 15 – Print/Save Employee Profile Report (optional)

Before fully paid contract data is purged, some districts choose to retain a printed and/or saved copy of their employee profile data. If your district saves these, choose your 2018-19 Payroll Year End folder to store this report. Run the Employee Profile Report Menu: HR, Payroll, Reporting, Master Files folder, Employee Profile Report

Enter selection parameters to include only employees with contracts that will be purged.


Choose profile data to report -OR- load a previously saved selection by clicking on.

Click Print.

Review/Verify report information on screen prior to saving and/or printing.

Report Sample:


Step 16 – Purge Contracts and Pay Codes Fully Paid on or Before 08/31/2019

Remove paid contracts and their corresponding pay records before importing new year

contracts from EM. This is the recommended procedure for clearing out paid data from the

prior year before adding new data for the new year’s contracts and pay records. You will

purge the contract and Pay Codes in this step.

Caution: This utility can delete any contract, whether it is fully paid or not. Use date range and

filters to carefully select only those contracts you intend to purge. Make sure July-June contracts

are excluded from this process.

Run Employee Contracts to verify zero balances and print/save report.

Menu: PaC HR, Payroll, Reporting, Master Files folder, Employee Contracts

Note: Previous filters carry over from the last view. Make sure filters are either cleared or set to reflect desired selection parameters.

Enter Paid End Date Range: blank to: 08/31/2019. The screen display will change to list contracts whose paid start and end dates fall within this range. Note: You can choose to review and purge every contract listed from this date selection, or you can use the Filter option to select only the employee types whose paid contracts run up through August.

Review the listed contracts either on screen or Excel the file to verify the correct contracts are listed and the contract balances are zero (or cents if your district chose not to process contract payouts).


Click the Report option if you wish to save a report file of the contracts you will be purging.

Click OK to populate the Selection Parameters screen with PaC filter values.

Select Breakdown of Contract Information radio button.

Make sure the PaC Selection Parameters pulled in.

Click Run.

Display, Print and/or Save Contract Report. Close.

Purge Contracts

Click the Purge button.

Note: The date range and filter data from the previous screen does not default here.


Use the same date ranges/selection parameters you used for your browse/report.

Enter 8/31/Current Year to the maximum Paid End Date range

Click on Selection Parameters and select default parameters or update the parameters to match the previous browse screen. Excluding Administrators or Contracts paid 07/01-06/30.

Click the Run button.

The screen displays all contracts and pay records meeting the date ranges and selection parameters.

To remove a contract/pay code from this process, highlight the contract then click Remove.

To purge the displayed contracts and corresponding pay records, click Run.

Click Yes to the following message:


Click OK

The Employee Contracts screen displays with the date ranges and filters previously entered. If you reset the Employee Contract browse screen, the only contracts on file should be the administrator contracts as shown below.


Step 17 – Export Assignments from EM into Payroll Note: Before proceeding with this step, verify that steps 1 through 9 are complete.

All new employees receiving contracts have employee profiles.

All positions are verified.

All assignments for new and existing employees are verified.

An EM Plan Assignment Audit has been run and contains no errors.

EM Reports have been run and verified. Since you purged contracts and pay records in step 16, this import will be to create new Pay Records. There are three steps in this process:

1. Assignment Export: This creates an Assignment Export Report. Review the report carefully to verify all necessary assignments are included in the export.

2. View Assignments Exported: The screen displays a list of exported assignments. The report option on this screen compares the export EM assignment to payroll. Run and review all export assignments on this report. New assignments should display as “NA in Payroll.” Updated assignments will compare to the existing payroll record (pay record monthly payment x pay freq). Save this report.

3. Assignment Import to Payroll: Use selection parameters if all exported assignments cannot be imported using the same import options. Choose import options appropriate for the type of assignments being imported. Review Assignment Import report to verify assignments to be imported. Recommendation: save this report in your EM import file. Close report and answer Yes to complete the import process or No if the report is incorrect. The completed process imports the data into the employee’s profile pay record and contract record (for contract pay code). It also adds the import date to the assignment payroll screen.


Assignment Export Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, Assignment Export

Complete the Assignment Export Process Note: It is very important that you import only base contract assignments first, as the first import will be assigned as the primary pay code. Follow the steps on page 64 for the specific instructions on how to do the first import of base assignments. Once base assignments have been imported into payroll, do another export and/or import for remaining non-base codes. The following steps are general guidelines on how to export and import.

Select Process only assignments without an export date. This is blank on newly added or imported EM or SN assignments.

The Default Selection Parameters can be used to export all assignments. If you want to exclude selected assignments, add a Selection Parameters template. For example: You may choose to export all pay codes excluding extra-curricular sports contracts that do not begin paying in the fall.

Click the Report option to display a list of exceptions and assignments being exported.


Click to View the report and print as needed.

Carefully review exceptions that display at the beginning of the report.

Review report to ensure any assignments you intended to exclude are not on the report.

Close the report.

If you are ready to export the assignments on the report, click the Run option. Click the Back option to close the process without completing the export.

View Assignments Exported Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, View Assignments Exported

A list of the exported assignments displays.

Select the Report option.

Select Print.

Select View Report.


This report displays your exported assignments as compared to the data in payroll.

Verify that all contract assignments compare to “NA in Payroll” when doing the first export of an assignment.

Print as needed.

Select the Back option on the View Exported Assignments screen. Assignment Import to Payroll Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, Assignment Import to Payroll

Review Assignment Export/Payroll Import Ded/Ben Pay Levels

Click the button to Set pay levels for ded/bens to be attached to new pay record.

Make sure all contract and non-contract pay codes that are imported from EM have the proper ded/ben level set. This controls the deductions and benefits that are applied to new pay records during the import process. This screen should be routinely reviewed as new pay records are added throughout the year will default as blank (all ded/bens will be applied).


First Time New Contracts Import Process Note: Prior to September, completed Contract/Pay Records are purged from the profile area. The assignments first imported to payroll will automatically be set to the Primary Pay Record. Therefore, you should import only base assignments first.

Use the displayed options below to import only new base contract assignments.

Selection parameters will default from the last import process. This initial import should normally be set to import only base contract assignments.

Click Report.

Click Report.

Carefully review exceptions that display at the beginning of the report.

Print/save as needed. Close the report.

To run the import process, click Run. To not complete the import process, click Back.


Updated Contract Import Process You may determine after you have imported an assignment that the data was incorrect and needs to be updated and imported again. Note: When you edit an existing assignment that has already been imported, select Yes to clear the export/import dates.

Use the displayed options below to import existing pay code assignments.

Selection Parameters will default from the last import process. Use the Selection Parameters to narrow down what assignments you would like to import if you have more assignments with blank import dates than you want to import at this time.

Click Report. View Report.



Import Rate Type Timesheet Pay Records

Use the displayed options below to import only non-contract Rate Type pay code assignments.

Selection Parameters will default from the last import process. This import should normally be set to include only Rate Type Yes timesheet pay records.



Rate Type pay codes –If the assignment salary calculation is based on an hourly rate or hourly matrix, the hourly rate will import into the payroll pay record. If it is based on a salary amount or salary matrix, the imported pay record amount will be blank. An amount can be entered on the imported profile pay record or worksheet entry. The factor is normally set to zero.


Non-Contract/Non-Rate, Stipend Pay Records Import Process

Use the displayed options below to import only Non-Contract/Non-Rate Type, Stipend pay code assignments.

Selection parameters will default from the last import process. This import should normally be set to include only Contract No, Rate Type No pay records, if exported assignments include a mix of contract and non-contract assignments.



Non Rate Type Pay Codes – The imported amount will be the assignment salary amount divided by the number of pays (12 for Pay Freq=M or a designated pay frequency code). The factor is automatically set to 1.


Step 18 – Verify Employee Payroll Contract and Pay Records After assignments are imported, you can verify individual employee pay records and contract data in the employee profile or you can run the employee contracts report (same report run in the beginning of step 16, using Paid End date Rage to 08/31/2019). To review individual employees: Menu: Web HR, Employee, Employee Profile, Contracts Tab

Review and verify imported contract information. Check Contract Total Amount, Pay Start/Stop Dates and Work Start/Stop Dates.

Menu: Web HR, Employee, Employee Profile, Pay Records Tab

Add additional pay records for non-contract data as needed.

Update additional non-contract pay records on file as needed.

Review and verify imported pay record information. Check Monthly Amount, Account Distributions, Paid Start/Stop Dates, and applied Deductions and Benefits.


Step 19 – Mass Change New Contracts with LWOP Docking Pay Code Time Off Unpaid Leave transactions allow for the selection of an employee contract. When the contract is selected, the value of the leave hours is automatically calculated and a docking pay record referencing the same distribution accounts and ded/bens is automatically generated. This option requires the contract to have an associated docking pay record. Contract assignments from EM do not import with an associated docking pay record. These can be manually selected on an employee’s contract, or there is a utility option to mass add the docking pay record to selected contracts.

Menu: PaC HR, Payroll, Reporting

Select Employee Contracts. Click Run.

Enter Paid Start Date Range 09/01/2019 to 12/31/9999.

Enter Paid End Date Range blank to 12/31/9999. Note: You must process this separately for contract pay codes that reference workers’ compensation codes 613 and 614.


Review the display. At this point it includes all contracts to both 613 and 614 workers’ compensation codes and non-base contracts.

Click the Filters button.

Select only base contract pay codes that reference workers’ compensation code 613. You do not need to select Administrator/July-June base contract codes if the docking pay record was added during the July payroll process.

Click OK.

Click the Options button.

Select Mass Change Associated Dock Pay Codes.


Select Yes to load selections from Contract Browse Filter screen.

Click Add to select your available dock pay codes that reference the same WC code as the contracts.

Include Blank Dock Pay Codes.

Select Run.

Note- Help text:

Select Yes to continue.

Review Dock Pay Exceptions and choose to continue or cancel this option as needed.

Repeat this process for base contract pay codes referencing WC code 614. Assign

docking pay code LWOP4.


Step 20 – Mass Update Hourly Wage Rate The Hourly Wage field, on the WA - General tab in Employee Profile is used in the unemployment reportable wage back out calculation of used leave taken. This should reflect the hourly rate value of the employee’s base contract(s).

Caution: This step should only be completed after assignments have been updated and exported to payroll, otherwise it will calculate the rate based on the last assignment that was imported/exported (which is most likely last year’s salary amount).

This can be updated manually in the Employee’s Profile WA – General tab, or it can be mass updated through a utility. Mass Update Hourly Wage Menu: Web HR, Employee, Setup, Utilities, Mass Calculate Hourly Wage

Select Contract pay records.

Select Blend Rates.

Checkbox to “Round Hourly Wage to nearest penny” is based on district’s business practice.

Use selection parameters to include all September-August employee types.

Click Run.


Select only the base assignment pay codes for the employees who meet your selection parameters. Click Save.

Review displayed employees pay codes.

To exclude a record from processing, highlight the record, and click Remove.

Click Run to continue with the process.

Review data to verify New Hourly Rate.

If you have verified the new hourly rates, click the Process option to complete the process, otherwise click the Abort Process option to stop this process.

If exceptions were not found and the report data is accurate, select OK to Begin the Mass Process.

Review the Report.


Step 21 – Update Rate Tables for the New Fiscal Year Add new Workers’ Compensation Rates effective 09/01/2019. Rates are provided per district from the Workers’ Compensation Trust Cooperative. Menu: Web HR, Payroll, Payroll, Setup, Codes

Select Workers’ Compensation Rate Table.

Click Add.

Workers’ Compensation Cooperative 2019-20 Employer Rates: 613 Accident = Individual Rate Per District Pension = 0.0561 614 Accident = Individual Rate Per District Pension = 0.0561 615 Accident = 0 Pension = 0

Add rates applicable for WC code 613.

Effective date: 09/01/Current Year

Supplemental Pension: 0.0561

Employer Supplemental Pension Rate: District Specific

Repeat process for WC Codes 614 and 615.

Add rates applicable for WC code 614.

Add 0% rates for WC code 615.

Back out of Rate List when complete.


Add new Unemployment Compensation Rate if your rate changes effective 09/01/19. Rates are provided per district from the Unemployment Compensation Cooperative. Menu: RDS, HR, Payroll, Utilities

Select Payroll Tables. Click Run.

Select Unemployment Compensation Wage. Click Run.

Click the Add button.

Enter Tax Year 2019 and check the Active flag (uncheck the active flag for any other 2018 records).

Enter State = WA00.

Enter Maximum Wage = $49,800.00.

Enter Rate = (provided by cooperative, individual for each district).

Click OK.


Step 22 – Roll Time Off Year End The Time Off Year End Roll is normally run on the fiscal year for all or most employees. Your district may run this process separately for Administrators in the July payroll process. If so, make sure to exclude those employee types during this process. Guidelines for Roll Process: 1. You should enter time off leave transactions dated on or before 08/31/19 before you process

this year end roll. Do not enter any transactions dated on or after 09/01/19 until you have completed the roll process.

2. If your district uses Employee Access Time Off Requests make sure all requests for 18-19 year are either approved or denied. You can verify this by running the report “Unapproved Time Off Requests.”

Menu: Web HR, Time Off, Time Off-Reports

Run the Time Off Year End Roll Caution: No other users should access Employee Profile Time Off when this process is run. Menu: Web HR, Time Off, Year End Processing, Time Off Year End Purge

Click the Add option to create a new August Year End Roll or edit and existing template to update.

Enter a Template Description.

Enter Roll Over Through Date = 08/31/2019.

Enter Anniversary Date range 01/01/1900 – 08/31/2019.

Select to “Keep time off detail, summary record is not built.”

Check to Include inactive time off codes.

Enter or choose selection parameters that exclude administrators if they were rolled in July. If rolling time off for all employees now, choose the default Selection Parameters.

Click Save and Process.


Click the “Preview Data to Process” button.

Note: Preview data will only display if the year-end process will write off any balances. If no balances are adjusted, no report will be provided.

Carefully review data as needed.

Click Report to view/save/print information.

Click the Back option when finished to return to the process options screen.

If you are ready to complete the process, click the “Run the Update” button. Or, click the “Back” button to close out of the process without purging the data.

After you display and close the report, make sure to save the report for your records.

3. Don’t forget to do the September Time Off Accrual (if your district does this). However, don’t do the September Time Off Accrual until you have completed the roll process.


Step 23 – Update Time Off Accrual Dates for the New Fiscal Year Accrual Dates can be reused from one year to the next. This process is used to reset the accrual dates status from Updated back to Open and can be done any time after the August Time Off Accruals are run and before the September Accruals are run for the new fiscal year. Update Accrual Dates Menu: Web HR, Time Off, Accrual, Setup, Codes, Accrual Dates

Highlight an Accrual Date. Click Edit.

Enter the new year accrual date. Click Save.

Repeat this process for all past accrual dates. Note: A change to an accrual date automatically changes the Status from Updated to Open. You still must run the accrual process to apply the hours to the employees’ profiles (see Time Off section in HR Manual for more information).


Step 24 – Update Time Off Calendars Time Off Calendars are used in several areas. They allow you to clone a date range of Time Off transactions. If employees can request time off in Employee Access, the available dates to enter are based on their Time Off calendar. The following process will replace all employee Time Off calendars with the calendar on the highest paid EM assignment in the plan you specify. Update the Employee’s Time Off Calendar Menu: Web Product Setup, Employee Access, Configuration, Time Off Date Range Entry Setup

Click Run.

Select Mass Assign Profile Calendars.

Select the new September Payroll Plan. Click Run.

Click on “My Print Queue” to view the status of the process. Back out of Print Queue.

Click Save.


Step 25 – Complete Insurance Tracking Changes (optional) If your district uses Insurance Tracking, the following are updates that must be completed for September payroll:

1. If your Insurance Tracking Plan Year runs on the fiscal year you need to roll the plan year and make all necessary updates for new plan data and open enrollment changes.

2. If your plan year does not run on the fiscal year, you still need to add insurance setup for

new employees and update employee’s benefit FTE that affect the Insurance Tracking calculations.

3. If any of your Insurance Tracking Groups pool insurance benefit calculations in

September, you have pool maintenance and calculations to complete. Refer to the Insurance Tracking New Plan Year procedures for detailed instructions.


Step 26 – Complete Flex Year End Processing (optional) If your district has dependent care and/or medical reimbursements setup as Flex Plans, and the plans end on the Fiscal Year, you must roll the flex year using either the Roll Flex Year or Clone and Purge Utility in September (The Clone and Purge is the recommended option). Otherwise, wait to run this process until your district’s Flex Plan year has ended. Complete Flex Year Clone and Purge Menu: PaC HR, Payroll, Reporting

Select Flex Processing, Click Run.

Change the year to 2019

Verify the current Flex Setup is- Current Plan Year: 2019 and Next Plan Year: 2020.

Click Roll and select Clone and Purge.

Click Yes to continue.


Edit Employees who elect an annual amount that is different than the previous flex plan year.

Highlight the employee. Click Edit.

Enter their new elected annual amount.

Click on the yellow Info button (next to the employee’s name) to manually update the employee’s monthly deduction amount, or you can click OK and then use the “Calc Deduction” button on the prior screen (more instructions on this below).

Highlight the employee and click the “Calc Ded” button.


The calculated amount displays based on the elected amount, the pay frequency and the number of months between the Flex configuration start and end months. If this is correct, click the “Update Emp Ded” button.

The current and new amounts display. Click Update to complete the process.

Close the window to return to the PaC Flex Processing screen.

Note: Because the deduction code is set to Flex, there is a link between the deduction code and the flex plan setup. The flex plan accumulates and tracks the plan year deductions and will not allow deductions to process that accumulate to more than the annual elected amount. Add Employees who are electing Flex Deductions and did not participate in the prior plan year.

Click Add on the Flex Processing screen.

Enter/select an employee.

Click OK.

Select the Flex Deduction Code.

Enter the annual Elected Amount.

Click OK.


--OR--

Highlight the employee record on the Flex Processing Browse screen and click the “Calc Ded” option.

Select the Frequency, then click the Calc option.

Verify the calculated amount, and then click the “Create Emp Ded” option.

Click the Add option to complete the new deduction record.

Click Yes to add the deduction to Pay Records.

Check the approprate Pay Records this deduction should be applied to.

Click Save.

Close the window to return to the Flex Processing Browse screen.


Delete Flex Plan setup for Employees who are no longer electing deductions.

Select a flex plan record. Click Delete.

Click Yes to delete the record.

You must also return to the employees profile and delete the corresponding deduction.


Step 27 – September Payroll Processing Additional Payroll Checklist items

Review and complete all other input items as part of your monthly payroll checklist.

Make sure all new employees are now set to active.

Make sure all terminated employees are now set to inactive. Also change their employee type to the terminated type code if that is part of your district’s practice.

Make sure to process your annual award time off. Run the Accrual if it is not already in your monthly payroll checklist.

Payroll Reports

Prior to running saved reports as part of your payroll process, you may choose to setup all of your payroll folders for the new fiscal year and update your wizard to automatically store to the September folder.

Payroll Encumbrance

You must reset all of your Pay Frequencies for the remaining payments left after September payroll. If you use the encumbrance process for the remaining two payments for Administrators, you will need to set that up as well.

Employee Management Payroll Plan(s)

At the end of September payroll, you have a minimum of two plans, 2019-20 Administrators/July and 2019-20 September Payroll. Some districts choose to create a new 2019-20 Working Payroll plan and make no further changes to the initial plans. This provides access to a snapshot of assignment data at the start of the year.

If your district chooses to create one or more working plans, you should do this as soon as the EM assignment data is finalized for September payroll and before any further changes are made that will be imported for October payroll.

1. Add a new plan. 2. Import the September payroll plan and July Administrator plan with wide open

selection parameters. 3. Check the Export CEDARS flag on your working plans. Uncheck the Export

CEDARS flag on any previous plans. 4. Use the utility Mass Change Position and Assignments with wide open selections

to put an export/import date on all assignments (use the date you created the new plan).


October Payroll Items

Step 28 – Close the Payroll Fiscal Year Closing the fiscal year in HR is done only after all transactions, including the payroll and payables reversals are complete. It must be done before an October dated calculate can be processed, but after September payroll is completed. Close the Payroll Fiscal Year Menu: PaC HR, Payroll, Year End

Select Close Fiscal Year. Click Run.

Select Yes to close fiscal year.

Check to Capture Fiscal Year Benefits/TSA Deductions.

Enter Record Date 08/31/2019.

Click OK.

Click Yes to close the fiscal year.

Click OK to confirm Fiscal Year Closed.

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