ON School Fiscal Year End Start-Up

The following pages outline some areas that it is recommended to be reviewed in each payroll module, if applicable. Not all 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.

Click the Search icon to locate the applicable payroll menu. Refer to detailed payroll documentation on atrievePayroll Knowledge Centre by clicking the ‘?’ icon for further information and functionality.

Payroll Fiscal Year End Procedures

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.

Fiscal Year End

Check your OPS Master Profile field BAS Fiscal Year in each payroll ID.

Ensure the field BAS Fiscal Year reflects the new fiscal year. This is used for GL validation.

Use the Payroll Housecleaning program (optional)

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 Interface Cost Split, if required

Commonly used with biweekly payroll for payrolls that cross over a fiscal year end, and you want a percentage of the payroll costed to each fiscal year. Menu provides a means of splitting a payroll interface file by percentage, before interfacing journal entries into the Finance system.

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

Part I - AtrievePayroll

1. Run the Payroll Update (If using the AtrieveFinance system, be sure to say ‘NO’ to the auto-interface prompt)****

2. Run the Payroll Interface Cost Split menu putting the percent to be interfaced into the next financial year

Part II - AtrieveFinance

1. Run the Journal Entry Interface process from the AtrieveFinance menu twice to manually post the two GL files.

a) Once for the current year using file PRIN01

b) and a second time for the next accounting year using PRIN02

PAYROLL 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]

Enter <CR> or 'N' to split all GL entries within the current interface file.

Enter 'Y' to select a group of employees 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]

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 2character 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]

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]

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 column is cause to contact atrieve.

AtrieveFINANCE

Manually interface the file in AtrieveFinance.

The INTERFACE PROCESSING MENU provides the facility to import external files so that you can load data to files of the Budgetary Accounting System. The file formats must first be entered through the INTERFACE PROFILE MENU.

Journal Entry Interface Format, manual details:

2 = JOURNAL ENTRY INTERFACE PROCESSING PROMPTS

BATCH AND PRINT QUEUE SCREEN

SELECT FORMAT #

Choose the format which was defined in the Interface Profile Menu.

ENTER ACCOUNTING PERIOD [YYYYPP]

Enter the accounting period to receive the transactions from this interface batch. The accounting period specified is used to create the batch header and to log all the transactions processed for this interface run.

Use Filename As Batch Default? [y/n]

Enter 'Y' to have the first 3 characters of the file name be the default for the batch type code.

Enter 'N' or <ENTER> to enter the batch type code to use as the default for this interface.

If you entered 'N' above, the following prompt will appear:

Enter Batch Code Default

Enter the 3-digit batch type code to be used as the default for this interface. This eliminates the step of changing the batch type code on each interface file.

ENTER SOURCE LOCATION

Enter the location where the interface files can be found. The default presented is the location which is assigned to the logical SRB$BASINT which is in your BAS logicals.com file. You can change the location to any VMS directory as needed. In many cases the interface files are located in the payroll accounts (the majority of interface files come from payroll).

The location would look like the following:

DUA1: (SUBTEACH] or it could be a logical such as:

SUBTEACH: when the logical has been set up, one for each of the various accounts where you want to pull interface information from.

ENTER INTERFACE FILE SPEC

The default is always *.* which produces a list of all files in the specified location. Wild cards are useful in specifying a select group of files from a directory. Valid file specifications include:

PRIN * All files where the file name is PRIN and any extension.

PRIN*.205 All files beginning with PRIN and ending with the extension 205.

PRIN*.* All files beginning with PRIN and ending with any extension.

PRIN All files containing PRIN anywhere within the file name.

SUBS * All files containing the payroll ID SUBS.

NOTE: Files created by the payroll interface have the following naming convention:

O P S		S U B S		P R I N Ø 1	.	5 1 8
First 3 digits are the Batch type code taken from payroll		Next 4 digits are the payroll ID for this payroll		Payroll file name		Payroll period

Once the file spec has been entered, a window containing the files that match your selection specification will appear. In a column to the right of the file name is the default batch code, which is normally set to the first 3 characters of the file name.

FILE NAME		BATCH CODE
OPSTEACPRINØ1.2Ø3		OPS
OPSSUBSPRINØ1.2Ø4		OPS
OPSEXCLPRINØ1.2Ø5		OPS
OPSEXCLPRINØ1.2Ø6		OPS

Use the arrows to move through the list of file names. To select a file to be interfaced, press <SELECT>. To de-select press <SELECT> a second time.

Directly below the window containing the file names is a window containing a list of available hot keys.

Enter 'S' to select all the files matching the specified file specification.

Enter 'R' to reset all highlighted file names to de-select.

Enter 'F' to change the file specification.

Enter 'D' to view only the highlighted items. This is useful right before accepting the selected files to be interfaced to review all the files selected.

Enter 'Q' to exit processing and return to the previous menu.

Enter 'A' or <ENTER> to accept the selected files for interfacing. Once the selected files have been accepted, file and batch types will be checked by the system. If invalid files are found, you will be asked if you wish to continue. If so, only those files which passed the error checking will be interfaced while the invalid files will be listed at the end of the interface report and also in the log file.

The batch type default of any file can be changed by entering 'C'. A window will show the highlighted file and current batch code. Enter the new batch code as prompted and the batch code will be updated.

Interface files are INVALID if:

The record segment size defined in the profile does not match the record size of the interface file.

The interface file is empty.

The batch code selected is invalid.

You do not have sufficient privilege to access the interface.

PRELIMINARY/FINAL RUN [P/F]

The default is a preliminary run. The preliminary run does all the checking of transactions against the GL, produces the same report as the final run, but does no file updates and does not create a batch header. The final run, in addition to producing a report and identifying errors, loads the transactions to the journal entry file, updates the GL file and sets up the batch header in the batch file. In addition, when the run completes, the interface file used is deleted so you cannot accidentally re-run an interface loading the transactions more than once. You can keep a backup of your completed interface files. To do so fill in field '04' in the interface profile (Backup Location). The file is deleted from the interface directory and copied to the backup directory as the process completes.

Press <ENTER> To Begin Processing

School Year Start /End Procedures

SCHOOL START UP

The school year start up procedures are to be done AFTER the last payroll is run and updated for the prior school year and BEFORE the first payroll in the new school year.

DATABASE MAINTENANCE

Set your Payroll Calendar Databases

Payroll Calendar Changes verify direct deposit dates and period start/end dates, accounting period, etc. are accurate, edit as required. Calendar Copy or Calendar Edit may also be used
Set bank clear/roll and reload Storage Bank entitlements, and Bank Cycles where applicable.
Verify number of Working Days used for days worked for teacher pension purposes, and for pay of actual days in the period for payrolls where applicable.

Deduction Code Database Changes
Enter deduction rate changes, if applicable. Don’t 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.

Edit the Pension deduction(s) in Deduction Code Database Changes
On the OMERS and OTPP deduction codes, verify the rates and salary ranges in the EXTRA VALUES or STEP VALUES lines, if required.

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.

Deduction Table Changes
ie. Dental, Health, Vision where amounts stored on tables
Select the deduction code to be changed, the Lookup icon (FIND key) 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.

Deduction Rate Table Update
Process will take the changes made in the database to specific deduction codes and apply the changes to the Table field on the Employee’s Master Deduction screen. Run in Report mode first to verify results, and then MUST be run in Process to apply the changes to the employee records.

Occupation Code Changes
Enter new values for occupation code allowances, if applicable

Shift Code Changes
Enter new rates for shift premiums, if applicable

Storage Bank Table Control
Update pay bank amounts i.e. Negotiated % or flat amount increases, allowance amounts paid by a pay bank. Edit each Bank Table code as required.

EMPLOYEE MAINTENANCE

Employee Additions or Employee Changes
Add new employees in each payroll ID, complete each screen fully
Edit existing employees per payroll with current assignments & information
Check and verify

Location
Add or change Memos
Earnings statement field
Direct deposit banking changes
TD1 changes & additional income tax
CPP/EI Exempt and effective date
CPP Exemption across payrolls
Web Time Entry field, if applicable
Changes to function lines: salary grid, cycle code, pay type, percent employed, rate, base hours, occ code, employee type, shift code, start/end dates
Changes to Cost Centre, GL account or GL % distribution
Deductions & Deduction Rate Tables, EE/ER splits
Storage bank & Storage Bank Tables, override dates, suspended banks
Message printed on earnings statement(s)
Any other additions or changes to employee information ie. address, phone

Verify & edit Lump Sum function lines.
Employee Record Change as necessary.

Employee Status Adjustment or Global Employee Status Adjustment
Change employee status to Active, On-Leave, On Leave with Benefits, or Terminated as necessary in each payroll ID.

SALARY GRID RATE CHANGES

(Run prior to September payroll processing for TEAC, CASU & SUPP for any increases in pay the below processes must be run)

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.

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. Override 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

*** Salary Grid increments can be given using Salary Grid Increment by Date or Salary Grid Increment by Storage Bank – choose the appropriate procedures for your site from the options that follow.

Run prior to September payroll processing for TEAC & SUPP for any increases in steps that correlate to experience, the below processes must be run depending on which option you use as a district.

SALARY 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 list of OVERRIDE SALARY GRIDs are defined on Override Salary Grid field 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.

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 (as defined 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.

*** Salary Grid increments can be given by Date or by Storage Bank – choose the appropriate procedures for your site.

SALARY GRID INCREMENT BY STORAGE BANK
To increment employees based on a storage bank balance you will use this procedure. The increment storage bank is defined in the storage bank table 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.

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 as defined 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.

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

Vacation Pay - Auto-Increment Process (SUPP & CASU)

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

AS OF AGE/SALARY CHANGES

(Note: If your district was given specific As of Age/Salary instructions previously – please follow your custom procedure sheets)

AS OF AGE/SALARY MENU 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 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:

1) 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.

2) For Support payroll employees who are hourly / timesheet employees if the FTE for the benefits is defined under the Benefit field 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.

3) 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.

4) Run Pay Estimate Inquiry to check the results when processed through the payroll stream.

5) 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:

1) 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.

2) 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)

3) 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.

4) Run Pay Estimate Inquiry to check the results when processed through the payroll stream.

Review and edit Lump Sum functions lines, if required.
Run Payroll Master Report open in Excel to get listing.
Employee Record Changes or Global Function Line Processing.

Review and edit employees paid via Override Salary grids on function lines, if required.
Run Payroll Master Report open in Excel to get listing.
Employee Record Changes or Global Function Line Changes.

STORAGE BANK VERIFICATION

Check and verify Storage Banks

Employee Changes - Ensure employee has correct storage banks & tables on Banks screen. Modify tables (or delete storage banks) or Add Storage Banks. Suspend ‘*’ or unsuspend storage banks as needed. Enter override dates, if required.

Storage Bank Adjustments - Manually add or adjust storage bank hours/days or money, if required.

Storage Bank Report - Reports employees bank, table and available balance. Open in Excel columns are in the correct order format for use with Storage Bank Adjustment Interface process.
Option to report Suspended banks or Negative balances only.

Storage Bank Adjustment Interface - Provides a means of importing storage bank hours and/or earnings values from Excel spreadsheet, if required.

‘A’djustment adds to existing storage bank balance.

‘L’oad results in new storage bank balance is equal to the amounts from import file.

Do you have storage banks that you would like incremented or cleared external from the payroll stream, prior to the beginning of a period such as September?

**Please send in a Support request and we can discuss if either of these optional processes are right for your district and assist you with utilizing these new payroll features effectively.

External Storage Bank Clearing – optional, only if required.

Process allows storage bank balances to be cleared external from the payroll stream. Bank clear may trigger a rollover and all the new rules of bank rollovers will apply - prorated limits, negative balances etc.

External Increment Load/Recalculation – optional, if required.

Process was created to allow storage bank increments (‘I’ type banks) to be run external from the payroll stream so you can preload the storage bank value prior to the beginning of a period such as in September. This process can also correct / adjust increments that were setup wrong.

Profile Maintenance

Working Days (or Hours) for all or majority of the employees in a specific payroll are defined in field WORKING DAYS on the Payroll Calendar database. These days are used in teacher pension reporting; and for paying actual days (hours) worked if using ‘C’ontract pay type.

School districts where more than one set of school year calendars exist:

School districts that have multiple school calendars, the Alternate Teaching Days are to be used as an override to the default Days In School Year as well as the Working Days per payroll calendar for a unique group of employees. The Employee Type code must be defined on the employee’s master function line. This alternate teaching days definition allows for multiple teaching days to be defined within the payroll and used in all process where the teaching days apply.

Define any number of Alternate Working Days with a range of selection criteria, per payroll calendar. Option to define a different number of Working Days for different Employee Type codes or Occupations codes. Selection is available based on the most likely function line items. Wild carding on the selection is also available.

The Alternate Working Days will override the main calendar Working Days value where applicable. Where applicable, this Alternate Days option is to be used in conjunction with the Annual Hours / Days field on the Employee Type Code data base.

Edit the Employee Type Code database
Only If using the Alternate Days for an employee group, you must complete field Annual Hours or Days on the Employee Type Code Database, if applicable.

Applicable Employee Type code must be defined on the employee’s master function line. Maintain the correct Employee Type code per employee in Employee Record Changes on the Function line screen field EMPLOYEE TYPE. The correct employee type is important applying the correct days/hours from the alternate calendars, as well as for reporting the correct board number to OTPP.

Processes & Updates

Execute the Employee Contract Reset – if applicable. Used only for payrolls with ‘C’ontract Pay Type function lines.

Atrieve Menu> Payroll Maintenance > Payroll Year End > Employee Contract Reset

Contract Paid Employees the term of the Contract is the usually the school year ie. September to August pay periods, or the date range of the temporary contract. An Annual Contract amount and Maximum Units are defined for the school year or contract period, and distributed over the course of the contract periods.

After finalizing the August payroll, but before processing the first pay of the new school year in September, it is recommended that the Employee Contract Reset process be run. This process clears out the Contract to Date amount on the master function line, Units to Date, adjusted contract and unit values paid from the previous contract period. The process then resets the number of pays remaining in the contract, and recalculates the Annual Contract amount for the new school year contract. This process can also be used on individual employees if required. A backup of your payroll files must be done before doing the reset, as this is an irreversible process.

Example #1: Current Function Line Details screen (3rd page) BEFORE running employee contract reset process.

Example #2: Function line Details screen AFTER Employee Contract reset process has been run.

Below is the payroll manual documentation:

EMPLOYEE CONTRACT RESET

The EMPLOYEE CONTRACT RESET process clears out the contract to date contract amount, units, adjusted contract and units values, resets the number of pays remaining in the contract, and recalculates the Annual Contract amount. This process includes a report only option that allows you to review the results of a run before updating the employees.

A Contract History transaction record type 'R' is generated by this process which indicates the pay period the reset was done as well as the newly generated master contract information. All other history transaction records are marked as inactive to indicate the start of a new contract year.

It is recommended that a payroll upload and backup of your payroll be done before running this process.

CONTINUE OR EXIT [C/E]

Enter 'E' to exit from this option if a backup of the payroll has not been done.

Enter 'C' to continue with the Contract Reset Process.

SELECT EMPLOYEES BY EMPLOYEE NUMBER OR PAY CYCLE CODE [E/C]

Enter 'E' or <CR> to select employees for contract reset based employee numbers.

Enter 'C' to select employee for contract reset based on one or more specific pay cycle codes.

WHEN EMPLOYEE SELECTION BY PAY CYCLE CODE WAS REQUESTED:

ENTER PAY CYCLES CODES FOR EMPLOYEE SELECTION [#]

Enter valid pay cycles, one at a time to indicate the contract function line to be reset. At least one pay cycle code must be entered. Enter <CR> to continue.

WHEN EMPLOYEE SELECTION BY EMPLOYEE NUMBER WAS SELECTED:

REPORT EMPLOYEES TERMINATED/ON LEAVE/BOTH [T/L/B/N]

LOAD DEFAULT PAYMENTS REMAINING OR OVERRIDE [D/O/S]

Enter 'D' or <CR> to have the Contract Payments Remaining set to equal the number of payments in the contract. The default should usually be used when resetting contract at the end or beginning of the annual contract period.

Enter 'O' to override the Payments Remaining with a specific number periods.

Enter ‘S’ for a special use of this Contract Reset. The Special option will reset both the Payments Remaining and the Payments in Contract with the Periods in Contract value. This Special feature is to be used to reset the contract settings to remove the 12 month payments to use pure 10 month payments.

IF 'O'VERRIDE WAS SELECTED:

ENTER OVERRIDE NUMBER OF PAYMENTS REMAINING [###]

Enter the number of payments remaining that should be used by this Contract Reset run. The payments remaining per employee can not exceed the number of payments in the contract. The process limits the payments remaining accordingly.

PAYMENTS REMAINING ENTERED WILL STOP CONTRACT - ACCEPT

This prompt only appears when the override to payments remaining is zero. Enter 'N' or <CR> to reenter the override number of payments remaining.

Enter 'Y' to accept that all employee's selected will have the payments remaining set to zero and thus stop the contract payments.

PRODUCE REPORT ONLY OR UPDATE CONTRACTS [R/U] <R>

Enter 'R' or <CR> to only produce a report. The report only option allows you to review the results of this process before actually making any changes to the employee's master and history contract information.

Enter 'U' to update the employee's contract master information and set the employee's contract history to inactive.

The Contract Reset report lists the following information per contract function line. The contract information is listed twice per contract line. The first set of values are the contract master values before the reset process and the second line indicates the newly generated contract master information:

Pay cycle code

Pay code

Salary Grid

Percentage Employed (if applicable)

Number of periods in contract

Number of payments in contract

Number of Pays remaining in contract

Current Salary as of transaction

Maximum Units for contract

Annual Contract Amount

Contract To Date contract paid before clearing

Contract To Date units received before clearing

Contract To Date adjustments made before clearing

Contract To Date units before clearing

Total number of employees processed

Total number of contract lines processed

Other reports that can be useful for managing teacher contract information are summarized below and details can also be found in the payroll documentation on the SRB website:

EMPLOYEE MASTER CONTRACT REPORT

The EMPLOYEE MASTER CONTRACT REPORT lists all master contract information for the employees selected. Details per contract line is included. A master contract listing that reports on the amount of the final contract adjustment for active employees may also be generated. The final contract adjustment amount would be used in balancing the payroll in the final contract period.

EMPLOYEE CONTRACT HISTORY REPORT

The EMPLOYEE CONTRACT HISTORY REPORT lists active or inactive contract history transactions for a selected range of pay periods. This report gives you a complete listing of all transactions that have occurred against an employee's contract. The master contract values listed on this report areas of when the transaction took place.

TEST AND VERIFY

Pay estimates to test and verify results.
Payroll Master Report
Complete screen as required & click Excel icon. When opened in Excel the report contains multiple fields of employee record data which is helpful for verifying your data.

Compare & verify function line FTEs from AtrievePayroll to AtrieveHR assignment FTEs

If district has Staffing Notification Full, from AtrieveHR
- run Assignment/Function Line Comparison Report

Districts using Staffing Notification Lite you will do a manual comparison using these two reports:
- Run Payroll Master Report per payroll, open in Excel, to get AtrievePayroll FTEs.
- Run Assignment ASOF Report to get AtrieveHR FTEs per payroll ID, open in Excel.

Note, if HR position is hours based the hours per week will be reported and could be compared to base hours on the payroll function lines. Add formulas.

Payroll Processing & Analysis

Run payroll stream processing & verify results
Review resulting reports in Pay Report Output Review
Run Detail GL Distribution Reports check for Invalid GL accounts, run in Full to verify GL costing is accurate
Gross Pay Comparison Report can be re-run from menu various selection criteria, open in Excel
Payroll Register Extract open in Excel and analyse results
Correct data as required and re-run payroll stream