The OTIP Export Process generates the OTIP HRIS extract files for one or more payrolls for the Members only format extracts. This section details for the Members only version. The Members only extract file, PROD_B#####HRIS_YYYYMMDD.TXT is a fixed field format extract where the B##### is the Employer Group Id. The extract files are created at the location defined by the SRB$EXPORT logical and can be downloaded via the File Download process.
The TEST or PROD indicator is dependent on a field in the OTIP Profile. You will be warned when this extraction process is set to create a TEST extract file. The exact directory location and full name of the HRIS extract file is included on the report header. These export files are available for downloading under Payroll Download File Process on the main menu.
The OTIP extraction files process contains 4 unique effective dates with related fields. The effective date categories are, Employment change, Status change, FTE change and Salary change. The effective date of these categories are refreshed for an employee when a change is made to any of the fields related to an effective date. The fields per effective date are as follows:
Employment Change effective date fields:
Client ID
Employer Group Id
Class or Plan code
Payroll ID
Province of Residence
Salary Change effective date fields:
Annual Salary
Work Status Change effective date fields:
Work Status code
FTE Change effective date fields:
Actual FTE
Anytime one of these fields changes for an employee the applicable effective date must be refreshed. This export process manages a file that holds these values and effective dates per employee. When you run this export and one of these values have changed for an employee, the applicable field is updated, and a new effective date is defined. The report for this process will list one line per employee, except when an effective date change has taken place, then the report will list two lines to document the change. Note: to facilitate reasonable reporting, when some fields such as the Client ID change, the change will be flagged but the actual change field will not be reported.
The OTIP Extract includes the employee’s Internal Address and phone number information. This is defined and loaded based on the employee’s HR Assignment Location code and Assignment Location Code data base details.
This OTIP Export process also creates an edit version of the exported data. You can then adjust any value through the OTIP Export Changes and recreate the export files through this option using the Report Existing option.
This process validates employee entries. All rejected entries will be listed on a separate error/rejection listing along with the reason for the rejection. Rejected employees are not included on the export file.
Employees with the HRIS Class code of 'N/A' will be omitted from this process without creating a rejection entry. Terminated employees are to be reported for 16 months based on the July school year. Employees terminated over the 16 months will be omitted from this process.
Create New Or Report Existing OTIP Records
Enter ‘C’ to create a new export file.
Enter ‘R’ to report on the existing export data. A re-report of data to create a new export file would be required if changes are made through the OTIP Export Change process.
When 'C'reate a new export was selected:
Export Current Or Selective Payrolls
Enter 'C' or <CR> to generate an export file containing only the current payroll information.
Enter 'S' to enter one or more payroll ID codes. The payrolls selected must have the OTIP Profile defined and active.
Employment Change Effective Date
Enter the effective date to be used for any employment changes.
Work Status Change Effective Date
Enter the effective date to be used for any work status changes.
When 'M'embers Only Extract Was Selected:
FTE Change Effective Date
Enter the effective date to be used for any FTE changes.
Salary Change Effective Date
Enter the effective date to be used for any Actual Salary changes.
Sort Report By Employee Number Or Name Within Payroll
Enter 'E' to generate the report in employee number sequence per payroll.
Enter 'N' to generate the report in employee name sequence per payroll.
The report lists the following:
The report header includes the full export file name, including the HRIS cycle number used.
Employee number and name
Payroll ID code
Class and Plan Code
Job Code – Employee’s HR Position code
Employment effect date
Work Status
Work Status effective date
Actual Salary
Benefit Status
Salary effective date
Actual FTE
Benefit FTE
FTE effective date
Two lines per employee will print when an effective date change is made. The first line contains the original data that has changes and the second line contains the new field values. Unchanged values will not display on the first line.
Total number of employees reported
The rejection report lists the following:
Employee number and name
Payroll Id code
Rejection reason
Total number of rejected employees.