The extract works in the following order:
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Who is set up in HR?
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What is their status - are they on leave, active, terminated
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If they are terminated, is the termination date within the reporting year? If yes, terminated within the reporting year, then they will be extracted, if no, they were terminated prior to the reporting year, then they will not be extracted.
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If they are active, what is their HR Category?
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If they are Casual or TTOC, then it will look for their union in the user defined field(s) on the third page of the demographics, which is why it is key that these field(s) also be set up and the unions filled in for all casuals and TTOCs.
Payroll ID Determination
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Do they have an assignment within the reporting year – the most current only will be reported.
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Once it establishes the assignment, it then goes to the position code to determine which function line in payroll it needs to use to pull the hourly rate of pay. To do this, it looks to the salary grid range on the second page of the position code. It will then go to payroll and find a matching grid on the function line, and then report the hourly rate of pay. **Most important for support staff, not teachers or other admin, they don’t have an hourly rate of pay.
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According to their assignment, in which payroll will the extract find the information? For example, if the majority of Principals are paid on the admin payroll, but ONE happens to be paid on the teacher payroll, it is key that their assignment is pointed to the teacher payroll as the default will be the admin, but it will not find them there.
Hire Information Records
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If an employee has been terminated, they need to be terminated through the proper process so that their hire record is correct. If they come back to work, then a new hire record is required.
Unassigned Employees
Employee Category – set as UNAS when employee is unassigned. If possible, when an employee is no longer assigned (terminated perhaps) if TEAC could be set to default to TTOC and SUPP could be set to default to CASU, that would be great, then the system assumes that if they are no longer assigned, they now belong to a category that will be included in the extract. Quite often, categories are set up with UNAS as they are unassigned. Generally, the category of UNAS as set to not extract. The issue with that, though, is if the category of UNAS is set to not extract, then the extract will not consider them at all. Seems okay, but if this person was a teacher from September through March, and are now unassigned as they are terminated, the extract will not report them - that is a large amount of monies that will not be reported to the ministry, which is bad as this is what is driving the funding for the Districts.