The PEBT Global HRIS Export Process generates the PEBT HRIS extract file for one or more payrolls. This extract file, cccc_SD##HRIS_YYYYMMDDHHMM.TXT, is generated at the location defined by the logical SRB$Export: where cccc is Test or Prod depending on selection in the PEBT Profile, ## is your school district number as defined under the Human Resources Master profile, YYYYMMDD is the current date and HHMM is the current hours and minutes. 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.
The HRIS extraction file requires an effective date per employee for the combined fields, B.A.G., Employee Group, Employment Basis and Work Status. Any time one of these fields change for an employee the effective date must be refreshed. The Annual Salary 1 and Annual Salary 2 fields each have a separate effective date per employee as well. 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 changes has taken place then the report will list two lines to document the change.
This HRIS Export process also creates an edit version of the export data. You can then adjust any value through the PEBT Global HRIS Export Change and recreate the export file 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. Rejection reason may include, use of the Dummy SIN, invalid or empty Employee Group or Employment Basis codes.
Employees with an Employee Group code of 'N/A' will be omitted from this process without creating a rejection entry.
The Job Title per employee is taken from the Position description for the first active Human Resources Assignment. When this information is not available the Job Title is loaded with the Occupation code description from the employee's master function line.
Create New or Report Existing PEBT HRIS Records
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Enter 'C' to create a new export file.
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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 PEBT Global HRIS Export Change process.
When 'C'reate a new export was selected:
Export Current or Selective Payrolls
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Enter 'C' to generate an export file containing only the current payroll information.
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Enter 'S' to enter one or more payroll ID codes. The payrolls selected must have the PEBT Profile defined and active.
Enter Default School District Number
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Enter your school district number to be used in the export file name and header. By default the school district number from the Human Resources Master Profile is displayed.
When specific B.A.G. overrides per pay cycle are defined for the payroll these are displayed for verification.
Effective Date Salary 1 (LIFE) Changes
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Enter the effective date to be used for any Annual Salary 1 changes. Annual Salary 1 related to the annual salary used for the calculation of Life insurance.
effective Date Salary 2 (LTD) Changes
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Enter the effective date to be used for any Annual Salary 2 changes. Annual Salary 2 related to the annual salary used for the calculation of LTD.
Effective Date Group & Status Changes
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Enter the effective date to be used for any B.A.G., Employee Group, Employment Basis and Work Status changes.
Sort Report by Employee Number or Name Within Payroll
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Enter 'E' to generate the report in employee number sequence per payroll.
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Enter 'N' to generate the report in employee name sequence per payroll.
When PEBT Profile Field Locations for BUS. ADDR1/Exclude is Active and When 'C'REATE New Was Selected:
Additional Locations to be Excluded from BUS. ADDR1
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Enter one or up to 25 location codes to be excluded from the loading the location codes under the business address line. Refer to the PEBT Profile for full details.
The report lists the following:
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The report header includes the PEBT cycle number used.
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Employee number and name
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Payroll Id code
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B.A.G., Benefit Administration Group (usually your district number)
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Employee Group Code
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Employment Basis Code
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Work Status code
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Effective date for previous four fields.
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Number of hours per week
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Annual Salary 1 and effective date
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Annual Salary 2 and effective date
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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.
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Total number of employees reported
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The rejection report lists the following:
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Employee number and name
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Payroll Id code
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Rejection reason
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Total number of rejected employees.