1. Interfacing Aesop & MUNIS Spring 2015 KASBO
Brittany Combs
Montgomery County BOE

2. The Crow and the Pitcher
A crow perishing with thirst saw a pitcher, and hoping to find water, flew to it with delight. When he reached it, he discovered to his grief that it contained so little water that he could not possibly get at it. He tried everything he could think of to reach the water, but all his efforts were in vain. At last he collected as many stones as he could carry and dropped them one by one with his beak into the pitcher, until he brought the water within his reach and thus saved his life.
Necessity is the mother of invention.

3. Aesop/MUNIS Interface
Setting up new pay types
Forms Definition setup
Aesop pay codes/accounting codes setup
Importing accrual balances into Aesop
Aesop Report Writer

4. MUNIS Setup

5. Accrual Import: Sick Pay Master
Short Desc=Sick, which must match Aesop
Units are in days
Factor/Comp factor=0

6. Sick Pay Master Cont.

7. Sick Pay Master Cont.
For sick, personal, emergency, and NC days, the impact must read subtract only

8. New Pay Types Sick (713) Personal (714) Emergency (715)
Non-Contract (716)
Jury Duty (717)
Military (718)

9. Sub Import: Classified Pay Type
Notice the Units are in hours
Factor/Comp factor=1.000

10. Classified Cont.

11. Classified Cont.
No impact to any accruals

12. Certified Pay Type Notice the units are in days
Factor/Comp factor= 1.000

13. Forms Definition – Accrual Import

14. Forms Definition- Sub Import

15. Payroll Setup Payroll Payroll setup Payroll control settings
Time Entry-Rollup time & attendance pays
(This is checked so that it will combine absence records)

16. Aesop Setup

17. Employee Main Screen Ex.
Identifier= Munis Employee Number
Accounting code= Munis Job pay code
External ID= Job Class

18. Substitute Main Screen Ex.
Identifier=Munis Employee Number
External ID= Munis Employee Job Class
Munis Pay Type

19. Pay Codes in Aesop

20. Accounting Codes

21. Absence Reason Example
External ID =
Short Desc of day in MUNIS
External ID 2 = MUNIS Pay Type

22. Employee Absence Reason Balance

23. Upload Accrual Balances Into Aesop
Identifier=Munis Emp #
Absence Reason External ID ex. SICK, NON-CONTRA
Balance=get this from Munis accrual balance
As of date-use 1 day before the payroll begins, ex. for beginning of year use 06/30/??, Instead of 07/01/??

24. Search For All Active Accruals

25. Upload Accrual Balances
Export all active accruals to Excel
check Employee Number, Type Desc, and available

26. Upload Accrual Balances
You will need to sort by Type Desc and change to the Aesop Absence External ID (ex. For Sick-change desc to SICK instead of SICK ACCRUAL)

27. Importing File Into Aesop

28. Manual Adjustments After the fact changes (only super-users allowed )
Donated/sick bank days
Rollover for the year
Vacation days updated each month

29. Creating Aesop Reports

30. Aesop Report Writer

31. Aesop Settings
Aesop customer service assisted in setting up specifications (½ day or full day)

32. Aesop Settings 15
This is so that half day am/half day pm will not get lumped together- so that a full day will be deducted

33. Accrual Import

34. How to run the MUNIS Employee Accrual Extract
Login to Aesop Navigator
Report Writer
Find your accrual extract file, run with new filters
Enter the fixed payroll dates
CSV

35. How to Run the MUNIS Employee Accrual Extract
Copy date column, and paste it to another column
Highlight both date columns, and make format mm/dd/yyyy
Make all job class codes XXXX custom format
Makes all pay codes XXX custom format
Scroll down to see that each blank is filled in

36. How to Run the MUNIS Employee Accrual Extract
Print
Delete Employee Name Column, delete headers, delete absence description column
Save as a CSV file
You are now ready to import the file into Munis Payroll

37. Aesop settings
The Aesop team will help to set up your rounding for Class/Cert staff hours/days

38. How to Run the Substitute Time Export
Go to Aesop under Report Writer
Find Substitute Time Export file
Run With New Filters - enter the correct fixed payroll dates

39. How to Run the Substitute Time Export
Highlight both date columns and change the format of them to mm/dd/yyyy
Delete substitute name and accounting code description columns
Sort data by 300/350 pay types

40. How to Run the Substitute Time Export
Make sure the pay types are correct for the job class they are subbing for
Make a column at the very end that says “S”; copy and paste this all the way down.
Make sure the Org and Object are text fields, in format XXXXXXX XXXX ex
You are now ready to import the file into Munis

41. Certified Ex.
The days are rounded to either half days or whole days

42. Classified Ex.
The Aesop team helped me to set up the classified 350 pay type so that it would round to the nearest quarter

43. Importing CSV file into MUNIS
You will need to GENERATE the payroll before you can import any files
Go to Time Entry in Munis
Import

44. Importing CSV file into Munis
Verify
Click move
This will bring up the generate screen, click execute, continue with payroll process
Print the time entry proof and detail summary
You will then go to Earnings & Deductions and go through the rest of the payroll process as normal

45. Thank you! Questions? Brittany Combs Aesop Integration MUNIS Support
ext. 231
Aesop Integration
Live Chat- Greg Weldon
MUNIS Support