Employee Record Rebuild

This process is intended to reconstruct the totals that are stored in the employee's master file for earnings and deductions. This program is useful if you forget to clear the year-to-date totals at the proper point in time, such as at year-end before running a first payroll of the new year. If this happens, totals can be reconstructed after the first year's run has taken place using this program. Note that if you run your first period of a year without clearing the year-to-date deduction balances then deductions that had already reached the maximum will not have been taken.

This program is also useful in recovering from several system and program-related problems. To check and see if there is a problem, you can use the companion program: Employee Rebuild Differences Report.

To use this, rebuild program, payroll calendars must be established, and the current pay period set properly in the master profile.

The program clears the earnings information from the master file then reconstructs it using the period range for the year-to-date figures. During the reconstruction process, if it determines that there are earnings codes left from previous years that are not used during the current year, they are removed from the earnings record. This is a housekeeping operation so that you do not exceed the number of pay codes allowed in a master record. This is limited to 29 pay codes per employee.

The deduction records will be zeroed and rebuilt according to the instructions given the program by the option selected. Deduction codes that are not used will not be removed from the master record. Deductions that have a Clear type (Zero Balances field on the Deduction Code screen), defined as 'S' for selective deductions or 'N' for no-clear, are ignored in the YTD deductions rebuild process. To rebuild selected types of deductions you must specify a pay period range for each deduction.

NOTE: This job will be run only in batch.

Rebuild Earnings / Deductions / or Both

Enter 'B' to rebuild both the employees' earnings and deductions for the range of pay periods selected.
Enter 'E' to only rebuild the earnings based on the pay periods selected.
Enter 'D' to only rebuild the deductions based on the pay periods selected.

If 'E' or 'B' is chosen, the following prompt will display:

If 'D' OR 'B' was chosen, the following prompt will display:

YTD Deductions / Selective Deductions / or Both

Enter 'Y' to rebuild year-to-date specified deductions.
Enter 'S' to rebuild selective specified deductions.
Enter 'B' to both above.

If Rebuild Year-To-Date Earnings and/or Deductions was chosen, the following prompts will display:

Starting Pay Period for YTD Earnings

This prompt will end with either earnings and/or deductions, depending on which you want to rebuild. Enter the starting pay period that marks the beginning of the payroll year. The default pay period for the beginning of the payroll year will display.

Ending Pay Period for YTD Deductions

This prompt will end with either earnings and/or deductions, depending on which you want to rebuild. <CR> to use the default ending pay period presented (ending pay period is taken from the current pay period, from the Payroll Master Profile).

Enter the ending pay period to be used in the rebuild if the ending pay period presented in the default is not the correct one for the rebuild.

If 'S' or 'B' was chosen, the prompt YTD Deductions / Selective Deductions / or Both will display:

Selective Deduction Code

Deduction codes are normally rebuilt based on the payroll year. If you have any specific deductions that are to be rebuilt in a pay period range that differs from the pay period, you should enter these deduction codes in response to this prompt. In order to enter a code at this prompt, it must be a valid deduction code defined as a type 'S' or 'N' on the Zero Balances field on the Deduction Code inquiry screen.

Starting Pay Period For Selective Deduction Code

Enter the zero and rebuild starting pay period for the selective deduction.

Ending Pay Period For Selective Deduction Code

Enter the zero and rebuild ending pay period for the selective deduction.

Accept This Selective Deduction

Enter 'Y' to accept the selective deduction code and its associated pay period processing range.
Enter 'N' to reject the selective deduction code.

Report All or Selected Employees

Generate Report

Enter 'Y' to generate a detailed report listing the original employee's earnings and deductions totals from the Employee Master File against the totals from the year-to-date history.
Enter 'N' if you do not want to generate a report.