TxEISNext-Year Payroll for2014-2015 Region 18 ESC Information Systems
Overview The purpose of this guide is to assist you in performing all the steps necessary to create your next-year (NYR) payroll without interfering with current-year (CYR) processing. This process includes: • Updating Tables • Updating Employee Information • Calculating Salaries • Performing Edits • Interfacing Payroll to Budget
Benefits of Next-Year Payroll • Get a head start on updating data for the 2014-2015 school year. • Mass updating of deductions, extra duty, job codes, and salary data can be processed for multiple employees at a single time. • Numerous personnel, payroll and user created reports available for verifying data. • The system allows you to run a pre-edit to test payroll calculations on your Next-Year payroll data to determine whether your data will hold up to actual payroll calculations. • It is a tool for budget preparation by calculating annual salaries and benefits, as well as interfacing those amounts to Budget. • Necessary to calculate End of Year Accruals and interface to Finance General Ledger.
Important Reminders • Care must be exercised when updating the following screens that are SHARED between CYR and NYR: Tables District HR Options Credentials Tax/Deductions Bank Codes Maintenance Staff Demo (ALL tabs) Staff Job/Pay Data > Employment Info tab • Throughout this process you will be working in both CYR and NYR. Be sure you are in the correct year. • We recommend you create all backups when prompted.
Step 1: Payroll Frequency In Finance, go to Tables > District Information > Payroll Frequencies page to verify that the NYR frequency to be used is selected. NOTE: You must have access to the NYR Payroll Frequency on your Security Administration User Profile to access this frequency in Human Resources.
Before proceeding, go to Human Resources and verify you are in Year: C and in the CYR Frequency (i.e. 4, 5, or 6).
Step 2: Reversal for Non-Accrual Go to Payroll Processing > EOY Payroll Accruals > Reversal for Non-Accrual page to verify 2013 accruals have been reversed in CYR.
Step 3: Clear NYR Tables Go to Next Year > Copy CYR Tables to NYR > Clear Next Year Tables page to clear NYR tables from last year.
Step 4: Copy CYR Tables Go to Next Year > Copy CYR Tables to NYR > Copy Current Year Tables page to copy CYR tables to NYR tables.
Step 4: Copy CYR Tables After you click Execute a preview window will display for each table. You must click Process for the changes to take affect.
Step 5: Credential Tables Update the following Credential tables as needed: • Major / Minor • College Code • Certification Type • Specialty Area • Teaching Specialization REMEMBER: These are SHARED tables between CYR and NYR.
Step 6: Salaries Tables Update the following Salaries tables as needed: • Local Annual • Hourly/Daily • Extra Duty • State Min • Substitute • Midpoint • Workers’ Comp
Step 7: TRS Rates Go to Tables > Tax/Deductions page to update the TRS rates for the new school year. This information is used when calculations are performed during the payroll extract to Budget, so it MUST be updated. Input 2014 TRS Rates until you receive rate changes for the 2015 year.
Step 8: Deduction Code Table Go to Tables > Tax/Deductions > Deduction Cd page to update the Deduction Codes as needed.
Step 9: Job/Contract Tables Update the following Job/Contract tables as needed: • Job Codes Table • Extract ID Table
Step 10: Bank Codes Go to Tables > Bank Codes page to update Bank Codes as needed.
Step 11: Workday Calendars Update the following Workday Calendars as needed: • School Calendar • The calendars created in the School Calendar tab will automatically calculate the number of days employees will work. • When creating School Calendars, days that are selected as holidays are deducted from the workdays, and in-service days are displayed separate from work days. • The number of workdays and the in-service days represent the total number of days employed. • When creating school calendars for the first time, create the longest calendar (260 workdays) first, and then copy that calendar to create and modify additional calendars on the Copy School Calendar tab. • You MUST build the TR Calendar on this tab with a Begin Date the first workday in September 2014 and the End Date the last workday in August 2015, regardless of your fiscal year. Be sure to select ALL holidays according to your district’s 2014-2015 approved calendar. • Accrual Calendar • The Accrual Calendar tab is used to enter the number of days to be used in accruing salaries for each pay period for the year. • Each employee whose salary is being accrued is assigned a one-character accrual code (e.g., A-Z). • You must update the Accrual Calendar tab before running the first payroll of the year. • During the payroll process, it is recommended that you check your accrual calendar to make sure that the pay date you are using in the Run Payroll tab corresponds with a pay date listed in the accrual calendar you are using. If the user selects a pay date where the accrual code pay date is different, errors will occur when processing the payroll.
Step 12: Automate TRAQS Go to Tables > District HR Options page to update the NYR Automate TRAQS field as needed.
Step 13: Create a Backup Go to Utilities > Export Pay Tables page to create a backup of CYR payroll.
Step 14: Delete Employees in NYR Go to Next Year > Copy CYR Staff to NYR page to delete existing employee records from NYR payroll, before the NYR file is created.
Step 15: Copy Employees from CYR to NYR Go to Next Year > Copy CYR Staff to NYR page to copy employee records from CYR to NYR payroll.
Step 15: Copy Employees from CYR to NYR After you click Execute a preview window will display. You must click Process for the changes to take affect.
Step 16: Verify NYR Data Once you are signed into NYR payroll, print the following reports to review employee information and make necessary changes: • HRS1000 - Roster of Personnel Report • HRS1100 – Employee Verification Report • HRS6000 – Account Code Comparison • HRS6400 – Salary Verification Report
Step 17: Mass Update Deductions • OPTIONAL: Use the Mass Update Deduction Tab to quickly update employee deductions for the new school year. Human Resources > Utilities > Mass Update > Deductions Tab
Step 17: Mass Update Deductions • The system will display a preview report of the changes about to be made. You must click Process at the top of the report for the changes to take effect.
Step 18: Mass Update Employee Information • OPTIONAL: Use the Mass Update Employee Tab to quickly update employee data for the new school year. We advise making two sets of runs (See A and B below). • Human Resources > Utilities > Mass Update > Employee Tab
Step 19: Mass Update Extra Duty • OPTIONAL: Use the Mass Update Extra Duty Tab to change employee extra duty assignments that display under Maintenance > Staff Job/Pay Data > Pay Info Tab and the DistributionTab. • Human Resources > Utilities > Mass Update > Extra Duty Tab
Step 20: Mass Update Job Codes • OPTIONAL: Use the Mass Update Job Code Tab to change employee job assignments that display under Maintenance > Staff Job/Pay Data > Job Info Tab. • Human Resources>Utilities>Mass Update>Job Code Tab
Step 21: Perform Salary Calculations • Perform Salary Calculations to update salaries if the salary tables are set up. • Human Resources > Utilities > Mass Update > Salary Calculations Tab At minimum you must select the Payroll Frequency and Salary Concept before clicking Execute. You may update the state minimum field for schools that do not have a local salary schedule built in TxEIS.
Step 22: Add New Employees and Update Existing Employees • Add new employees or update existing employees under Maintenance > Staff Demo. Human Resources>Maintenance>Staff Demo
Step 23: Update Employee Information • Add or update employee information on the following tabs: • Employment Info • Pay Info • Job Info • Distributions • Deductions