MB School Fiscal Year end Start-Up

The following outline some areas that are recommended to be reviewed in each payroll module, if applicable. Not all of the procedures might be applicable to the payroll ID you are working in. If not applicable to the payroll ID you are in, move on to the next recommended procedure in the checklist.

Refer to detailed payroll documentation in the payroll manual for further information and functionality.

The fiscal year-end procedures are to be done AFTER the last payroll is run and updated for the fiscal year and BEFORE the first payroll in the new fiscal year.

Payroll FISCAL Year End Procedures - MB

Payroll System Maintenance > Payroll Profile Maintenance > OPS Master Profile

Ensure the field BAS Fiscal Year reflects the new fiscal year. Do this prior to the first pay in September for each payroll.

Payroll System Maintenance > Payroll Database Maintenance > Payroll Calendar

To clear and reload storage bank entitlements, verify information in field Storage Bank Clear. For example, Teachers are given 20 days Sick Leave in September. The Storage Bank cycle code will be in field Bank Cycles to ensure the auto loading of the bank during the September run that teachers will then draw throughout the year. This step does not apply to entitlements earned each pay period (example Support Sick Leave)
Verify number of working days in field Working Days used for days worked for teacher pension purposes and for pay of actual days in the period for payrolls where applicable.

Generate Payroll > Miscellaneous Payroll Procedures > Payroll Housecleaning

To delete your old cheque, earning statement and bank EFT files. This will free up disk space, making your backups shorter and your payroll processing faster. Includes options to delete Payroll Stream files, Pension files, CSB files, ROE files and Miscellaneous files. What it removed will be found in your log file from your payroll update.

Payroll Employee Reporting > Employee Deduction Report

Check for outstanding arrears by running the Employee Deduction Report for your arrears deduction. If there are any balances you want to clear, you need to do a YTD Adjustment

Payroll System Maintenance > Payroll File Maintenance > Earning Statement Archive

The EARNING STATEMENT ARCHIVE PROCESS allows for Earning Statement files, for a chosen year, to be removed while retaining the employee’s last PDF statement for that given year.

Two payroll Earnings Statements files exist per employee per pay period, one text file and one PDF file. This generates a large number of files per year. This feature is design to significantly reduce the number of files maintained on the system while retaining the employee’s PDF statement containing the year to date totals. The PDF version is the only one used by the Employee Self-service.

This process can be run for just text files, just PDF files or both files for a given year. An option to archive the selected Earning Statement files before removal is also available. It should be noted however the archive feature does not recover the disk space used up by the old Earning Statement files.

The archiving portion of this process requires the logical SRB$OPSARC: be defined with a location separated from the SRB$OPSEARN location.

The report lists the employees and the number of text and PDF files removed as well as the number of PDF files kept for the selected year.

Salary Grid Rate Changes

As per collective agreements, to adjust the grids in the database and update Employee Function Lines the below processes must be run.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid Adjustments

When new salary grid rates have been negotiated Salary Grid Adjustments can be used to create new salary grid points from existing ones based on percentage or fixed amount increases. This process can be run on selected salary grids in Preliminary mode for testing and then Final mode once you have obtained the desired result wish to implement. This process has the option to increment by a percent or flat amount depending on your increment amount, this is dictated by the collective agreements at your board.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid/Payroll Update

Salary Grid/Payroll Update module updates the employee function lines by taking the value in the salary grid database, and replacing the current values of rate and/or hours on the function line. Over ride salary grids are bypassed in this process. The above processes work well for multiple salary grids or salary grid levels and large groups of employees.
Note: The other option would be to manually update the salary grid databases in Salary Grid changes. Then run the Salary Grid/Payroll Update process to update the employee function lines by either salary grid or employee number.

Salary Grid Increment Procedures

To increment employees salaries as per their experience one of the below processes must be run according to collective agreement requirements.

Payroll Maintenance > Salary Grid Maintenance > Grid Increment By Date

The Salary Grid Increment By Date program provides a salary grid increment process based on the employee’s Increment date, as defined on the master Pay screen. This process will update the function line salary grids by stepping up one grid level. A salary grid is incremented by adding one to a user-defined position within the salary grid used to represent the years of service and this is the position incremented.

The employee is selected for increment when the employee’s Increment date falls within the selected range of dates.

Optionally you can define the Increment date to be advanced (reset) for the next increment. You can have the Increment date advanced by adding years, months or even days to the current Increment date to define the next Increment date.

Employees cannot be incremented to a salary grid that does not exist within the payroll salary grid database.

Employees that do not have an Increment date will be omitted from both processing and reporting. You must add the initial increment date as required to each employee in Employee Record Changes.

Function lines that contain an override salary grid will be omitted from processing. The override salary grids are defined on page 3 field Override Salary Grids of the User Specific Parameters Profile.

To update the rate and/or hours on the function line based on the new salary grid value you must run the Salary Grid/Payroll Update once this process is completed.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid/Payroll Update

The Salary Grid/Payroll Update module updates the employee function lines by taking the value in the salary grid database, and replacing the current values of rate and/or hours on the function line. Function lines that contain an override salary grid (page 3 field Override Salary Grids on User Specific Parameter Profile) are bypassed by this process. A summary of employees that had function lines bypassed based on an override salary grid is also generated.

All Lump Sum function lines are omitted from this process.

Payroll Maintenance > Salary Grid Maintenance > Grid Increment By Storage Bank

To increment employees based on a storage bank balance you will use this procedure. The Storage bank is defined in the database with the number of hours/days required to increment. When you run this process you can run it in report mode first to see which employees have the appropriate balance needed to increment. The report provided from this process will list the employee, the current grid and the new grid. Verify the results, then re-process. Once this process is run you must run the Salary Grid Payroll Update to update the employee’s Function Lines.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid/Payroll Update

All Lump Sum function lines are omitted from this process.

Vacation Pay - Auto Increment Process (SUPP & CASU) - Years of Service Increment (based on date field in Employee Master)

This type of increment is used when the contract stipulates vacation pay is based on years of service.

Example: Years 1 – 5 4% Vacation

Years 5+ – 10 6% Vacation

Years 10+ – 15 8% Vacation

Years 15+ 10% Vacation

Storage Bank Maintenance > Employee Bank Table Increment

Vacation Pay - Auto-Increment Process

Run the Employee Bank Table Increment, depending on the definitions on the Storage Bank table set up, the program will first look at the employee’s Original Hire , Current or Vacation date on the Employee master. You will run this process either prior to each payroll run or several times a year as per collective agreements.

This process can be run in report mode first to get a list the employees who are eligible for a vacation percent increase.
If you choose the PROCESS option, the program will automatically move the reported employees to the next Storage Bank table, thus they will earn the higher level of vacation in the current pay period.

Update Annual Salary/Age Used In Calculation of Employee Benefit Deductions

Payroll Demographics > As of Age/Salary Maintenance

This module provides a fixed salary and age as at a certain point of the year for a specific deduction that requires these two factors to be fixed as of a certain point in time. At the present time, this is used for group life insurance and may be applicable to other deductions in the future. See payroll documentation for detailed instructions for use.

When a new employee is hired and they will have employee benefits deducted:

Mandatory deductions will default, insert the applicable deductions codes and deductions code tables to the Deduction Screen of the Employee Record for Life Insurance and other group benefits.
For Support payroll employees who are hourly / timesheet employees if the FTE for the benefits is defined under field Benefit on the Pay Screen of the Employee Record. The default of blank equals an FTE of 1.0, if the employee is less than full time for benefit purposes enter the benefit FTE here.
Run As of Age/Salary Update for the Selected employee(s) only to calculate the employee’s age and/or salary so that it can be fixed as of a particular point in time. See payroll documentation for description of prompt fields.
- ENTER RELATED DEDUCTION CODE ## enter the deduction code for LIFE
- LIST OF STORAGE BANKS TO INCLUDE IN SALARY
- use FIND key to select the appropriate accrual or pay storage banks to be added to the as of salary ie. vacation pay banks, etc. if applicable
- PROCESS EMPLOYEES ALL/SELECT/BY CYCLE
- <S> Select employee by number
- The updated employee age and annual salary amounts will display.
Run Pay Estimate Inquiry to check the results when processed through the payroll stream.
As of Age/Salary Change allows access to change, either the As Of Age, or the As of Salary, for any employee. As of Age/Salary Inquiry allows access to the information for as of age and as of salary for a specific employee.

When there has been a pay rate change for several employees, after the new pay rates have been entered and updated on the employee record master function lines:

As of Age/Salary Report provides a listing of all the employees presenting the calculated as of age and calculated as of salary. This report is to be used for verifying that the figures as shown on the file are correct and may be used as the basis of adjustments when required.
As of Age/Salary Update can be run for ALL/SELECT/BY CYCLE employees to calculate the employee’s age and/or salary so that it can be fixed as of a particular point in time. Caution – as all selected employees will be automatically updated it is recommended that you select test employees first and verify the desired outcome before processing the entire group of employees. Run Pay Estimate Inquiry to check the results when processed through the payroll stream. (see payroll documentation for description of prompt fields)
As of Age/Salary Report can be re-run to be used for verifying that the figures as shown on the file are correct and may be used as the basis of adjustments when required.
Run Pay Estimate Inquiry to check the results when processed through the payroll stream.
As of Age/Salary Change allows access to change, either the As Of Age, or the As of Salary, for any employee. As of Age/Salary Inquiry allows access to the information for as of age and as of salary for a specific employee.

Pension School Year Set Up

Pension > Manitoba Pension Reporting > Manitoba TRAF Pension Profile

Edit your Pension Profile with the new school year information

Payroll System Maintenance > Payroll Database Maintenance > Payroll Calendar Edit

Edit your payroll calendars and add the number of working days for each pay period

Database Maintenance

Payroll System Maintenance > Payroll Database Maintenance > Deduction Code

Enter deduction rate changes, if applicable. Also check the include/exclude lists to make sure all the pay codes are identified correctly. Upon exiting you will be prompted to do a global change. You will say “Y” Yes to this prompt. You MUST run the Global Deduction Changes to apply the change.

Payroll Demographics > Global Deduction Changes

Must be run to apply the changes made in the database to specific deduction codes and apply the changes to the Employee’s Master Deduction screen. Run in ‘R’eport mode first to verify results. Must be re- run in final ‘P’rocess mode to apply the changes to the employee records.

Payroll System Maintenance > Payroll Database Maintenance > Deduction Rate Table

ie. Dental, Health, Vision where amounts stored on tables. Select the deduction code to be changed, the Lookup icon will produce a list of deduction codes that use Tables. Select each Table Enter Rate Table changes to the employee and/or employer share as required. Upon exiting you will be prompted to do a deduction table update. You will say “Y” Yes to this prompt. MUST be followed by Deduction Table Update process.

Payroll Demographics > Deduction Table Update

This process will take the changes made in the database to specific deduction rate tables and apply the changes to the Table field on Employee’s Master Deduction screen. Run in Report mode first to verify results, and then in Process.

Payroll Maintenance > GL Distribution > Payroll Interface Cost Split

The Payroll Interface Cost Split provides a means of splitting a payroll interface file by percentage, before interfacing the journal entries into the finance system. This option would be used for payrolls that cross over a fiscal year end and you can a percentage of the payroll costed to each fiscal year.

This process offers two options:

A straight percentage split where the values from the existing interface file are split into two new files.
The second option allows you to select specific employees to be split. The option to selectively split the interface costs allows you to identify a group of employees to be split while all other employee’s costs will remain un-split and costed under the ###%%%%PRIN01.YPP file.

Procedure
1. Run the Payroll Update (If using the SRB finance system, be sure to say NO to the auto-interface prompt)
2. Run the Payroll Interface Cost Split putting the percent to be interfaced into the next year
3. Run the Journal Entry Interface process from finance twice: Once for the current year using file PRIN01 and a second time for the next accounting year using PRIN02
Manual Prompts Below:
ENTER PERIOD # [YYYYPP]
Enter a valid pay period number. The pay period entered identifies the interface file ###%%%%PRIN01.YPP to be split, where ### is the Finance interface code and %%%% is payroll ID code both taken from the Payroll master profile. This interface file is created by running the Payroll Update phase of the payroll.
ENTER PERCENTAGE TO CHARGE TO NEXT PERIOD [E.G. .25]
Enter the percentage of the interface file which is to be charged to the next accounting year. These charges will be contained in an interface file by the name of ###%%%%PRINØ2.YPP where the YPP will be the same pay period number as the period entered in the previous prompt.
The ###%%%%PRINØ1 file would be interfaced into the current accounting year. The ###%%%%PRINØ2 file would be interfaced into the next accounting year.
SPLIT INTERFACE BASED ON EMPLOYEE SELECTION [Y/N] <N>
Enter <CR> or 'N' to split all GL entries within the current interface file.
Enter 'Y' to select a group of employee to have their GL entries split while all non selected employees will not be split.
WHEN SELECTION BY EMPLOYEE SELECTED:
SELECT EMPLOYEE'S BY CODE [CC] <EM>
EMPLOYEE NUMBER EM PAY CODE PC
LOCATION CODE LC COST CENTER CS
SALARY GRID GR OCCUPATION CODE OC
PAY CYCLE CODE CY EMPLOYEE TYPE ET
PAY TYPE PT SHIFT CODE SC
Enter a 2 character code to define the field to use for employee selection. Selection is based on the master function line.
Enter 'EM' or <CR> to select employees based on employee number.
WHEN EMPLOYEE SELECTION IS BY EMPLOYEE NUMBER:
REPORT ALL OR SELECT EMPLOYEES [A/S] <A>
Enter 'A' or <CR> to select all employees.
Enter 'S' to select specific employees.
When employee selection is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered will determine if an employee is selected based on the values from the master function line. Enter <REMOVE> or <PF1>D to clear the selected codes.
WHEN SELECTION BY EMPLOYEE SELECTED:
GENERATE INTERFACE BY – GL OR EMPLOYEE [G/E] <G>
Enter 'G' to have the interface entries summarized by GL account code. There is one Journal Entry created for each GL per file with only the total of all entries against the code being processed. The report will also be generated in GL summary format.
Enter 'E' to have the interface include complete detailed transactions for all payroll entries. No compression of entries is done. The journal entries will have the employee name on them. The report will be generated by employee with a summary per employee cost.
Report Content
The report lists each account code or employee with the details spread on three lines for commitment, expense and hours.
The following columns are reported:
NEXT PERIOD
IDENTIFIES THE AMOUNT OF EACH OF THE ITEMS TO BE CHARGED TO THE NEXT ACCOUNTING PERIOD AND CONTAINED IN THE ###%%%%PRINØ2 FILE.
CURRENT PERIOD This is the amount to be charged to the current year and is contained in the ###%%%%PRINØ1 file.
COMPUTED TOTAL This is the sum of the next period and current period distributions.
ORIGINAL AMOUNT This is the original amount contained in the original ###%%%%PRINØ1 file read by the program. Not applicable on employee selection.
DIFFERENCE This is any difference that exists between the computed total and the original amount and should always be zero. Not applicable on employee selection.
ANY NON-ZERO FIGURES IN THE DIFFERENCE SUBMIT A SUPPORT CASE THROUGH THE CASE PORTAL.

Payroll FISCAL Year End Procedures - MB

Salary Grid Rate Changes

Salary Grid Increment Procedures

Vacation Pay - Auto Increment Process (SUPP & CASU) - Years of Service Increment (based on date field in Employee Master)

Update Annual Salary/Age Used In Calculation of Employee Benefit Deductions

Pension School Year Set Up

Database Maintenance

Payroll Cost Split Menu