1. TxEIS Next-Year Payroll for 2014-2015
Region 18 ESC
Information Systems

2. Overview
The purpose of this guide is to assist you in performing all the steps necessary to create your next-year (NYR) payroll without interfering with current-year (CYR) processing.
This process includes:
Updating Tables
Updating Employee Information
Calculating Salaries
Performing Edits
Interfacing Payroll to Budget

3. Benefits of Next-Year Payroll
Get a head start on updating data for the school year.
Mass updating of deductions, extra duty, job codes, and salary data can be processed for multiple employees at a single time.
Numerous personnel, payroll and user created reports available for verifying data.
The system allows you to run a pre-edit to test payroll calculations on your Next-Year payroll data to determine whether your data will hold up to actual payroll calculations.
It is a tool for budget preparation by calculating annual salaries and benefits, as well as interfacing those amounts to Budget.
Necessary to calculate End of Year Accruals and interface to Finance General Ledger.

4. Important Reminders
Care must be exercised when updating the following screens that are SHARED between CYR and NYR:
Tables
District HR Options
Credentials
Tax/Deductions
Bank Codes
Maintenance
Staff Demo (ALL tabs)
Staff Job/Pay Data > Employment Info tab
Throughout this process you will be working in both CYR and NYR. Be sure you are in the correct year.
We recommend you create all backups when prompted.

5. Step 1: Payroll Frequency
In Finance, go to Tables > District Information > Payroll Frequencies page to verify that the NYR frequency to be used is selected.
NOTE: You must have access to the NYR Payroll Frequency on your Security Administration User Profile to access this frequency in Human Resources.
Select D-Biweekly, E-Semimontly, and/or F- Monthly
Click Save.

6. Before proceeding, go to Human Resources and verify you are in Year: C and in the CYR Frequency (i.e. 4, 5, or 6).

7. Step 2: Reversal for Non-Accrual
Go to Payroll Processing > EOY Payroll Accruals > Reversal for Non-Accrual page to verify 2013 accruals have been reversed in CYR.
Skip this step and go to Step 3, if this tab is disabled OR if there is no Pay Run row in this tab.
If there is a Pay Run row, you will need to reverse your August Accruals from 2013 before starting NYR Payroll.

8. Step 3: Clear NYR Tables
Go to Next Year > Copy CYR Tables to NYR > Clear Next Year Tables page to clear NYR tables from last year.
Click the double-arrow to move all the tables to the right.
Click Execute.
NOTE: At this time, leave the Clear EOY Accrual Data Only and Clear NY Payroll Budget Only un-selected.

9. Step 3: Comparison

10. Step 4: Copy CYR Tables
Go to Next Year > Copy CYR Tables to NYR > Copy Current Year Tables page to copy CYR tables to NYR tables.
Click Select All Tables.
Click Execute.

11. Step 4: Copy CYR Tables
After you click Execute a preview window will display for each table. You must click Process for the changes to take affect.
NOTE: Regardless of the payroll frequency you are signed into, this step copies all tables for all payroll frequencies to NYR EXCEPT for the School Calendar table. To copy the School Calendar from each frequency, you must sign into each frequency and repeat this step. Keep in mind, the dates in each calendar are not copied, just the calendar code and description.

12. Step 4: Comparison

13. Change to Year: N and NYR Frequency (i.e. D, E, or F).

14. Step 5: Credential Tables
Update the following Credential tables as needed:
Major / Minor
College Code
Certification Type
Specialty Area
Teaching Specialization
REMEMBER: These are SHARED tables between CYR and NYR.
The Major/Minor tab is used to maintain codes for college degrees as well as a description of the codes. The information on this table can then be used to populate the Credentials tab on the Staff Demo page. Maintaining this information will assist in identifying those staff members that may have the college degree or hours to teach or serve in an area that is critical to the district. This data can then be extracted using HRS Employee Education Report.
The College Code tab is used to maintain codes for colleges and universities as well as the name of the institution and the state in which the institution is located.
The Certification Type tab is used to maintain codes for certificates held by the employees as well as a description of the codes. The information on this table can then be used to populate the employee certification data on the Credentials tab on the Staff Demo page. Maintaining this information will assist in identifying those staff members that may have teaching credentials that are temporary and must be renewed.
The Specialty Area tab allows you to maintain the specialty required within the district for a specific position. The page also allows you to record a description of the specialty area code.
The Teaching Specialization tab is used to maintain the area of teaching expertise by employees within the district. The page also allows you to record a description of the teaching area of expertise.
NOTE: If your district is not using the Credential tables and would like to, we can populate the data for your district.

15. Step 5: Major / Minor Table
To add a row, click +Add.
In the Major/Minor Code field, type a two-character code representing a college degree.
In the Major/Minor Description field, type an explanation of the two-character college code. The description can be a maximum of 30 characters.
Click Save.

16. Step 5: College Code Table
To add a row, click +Add.
In the College Code field, type the code that represents the college or university. The code is limited to six characters.
In the College State field, click to select the state, or type the two-character state abbreviation.
In the College Name field, type the name of the college represented by the college code. The description can be a maximum of 30 characters.
Click Save.

17. Step 5: Certification Type Table
To add a row, click +Add.
In the Certificate Type Code field, type a one-character code representing a certificate held by the employee.
In the Certificate Type Description field, type the description of the certificate. The description can be a maximum of 20 characters.
Click Save.

18. Step 5: Specialty Area Table
To add a row, click +Add.
In the Area of Specialization Code field, type a code representing the area of specialization. The field can be a maximum of two characters.
In the Area of Specialization Description field, type the description of the specialty. The field can be a maximum of 20 characters.
Click Save.

19. Step 5: Teaching Specialization Table
To add a row, click +Add.
In the Teaching Spec Code field, type a three-character code representing the teaching area of specialization.
In the Teaching Description field, type a description of the specialization. The description can be a maximum of 20 characters.
Click Save.

20. Step 6: Salaries Tables
Update the following Salaries tables as needed:
Local Annual
Hourly/Daily
Extra Duty
State Min
Substitute
Midpoint
Workers’ Comp
Local Annual: Used to build annual salary tables for employees, such as teaching staff, whose pay is based on an annual amount with step increase for years of service. You can choose to update the table BY PERCENT, BY DOLLAR AMOUNT and default the increase for each of the chosen PAY GRADE or PAY STEP.
Hourly/Daily: User defined and works similar to the Local Annual table. You can choose to update the table BY PERCENT, BY DOLLAR AMOUNT, or straight from the STATE MINIMUM schedule and default the increase for each of the chosen PAY GRADE or PAY STEP.
Extra Duty: The Extra Duty table is a user-defined table and is used to establish the pay rates for part-time functions required at each campus or district. You can choose to update the table BY PERCENT or BY DOLLAR AMOUNT and default the increase for each of the chosen PAY ACTIVITY or WHOLLY SEP codes.
State Min: This is used to calculate the monthly state minimum salary for eligible district employees. This schedule is updated to match the State Minimum Salary Schedule posted on TEA website. Although there is the ability to update BY PERCENT or BY DOLLAR AMOUNT it may be easier to simply enter in the amounts each year in the NEW columns to ensure compliance.
Substitute: If your district uses the Leave Accounting application, you will need to complete this table. You can choose to update the table BY PERCENT or BY DOLLAR AMOUNT and default the increase for each of the chosen SUB TYPES or TIMES OF DAY.
NOTE: View current federal minimum wage by clicking on the following link: .
Midpoint: This tab is used to manage the pay rates for hourly, non-contract employees, and contract employees not covered under the Annual or Hourly/Daily salary tables.
The Midpoint method provides the district with the flexibility of determining different percentage increases for each pay grade and pay type. You can choose to update the table BY PERCENT or BY DOLLAR AMOUNT and default the increase for each of the chosen PAY GRADE and/or PAY TYPE with values for MINIMUM, MIDPOINT and MAXIMUM.
Workers’ Comp: This tab is used for salary calculations and Budget. You can choose to update the table BY PERCENT or BY DOLLAR AMOUNT and default the increase for each of the chosen WORKERS COMP codes.
NOTE: Check with you workers’ comp provider to verify any rate changes.

21. Step 6: Local Annual Table
To update existing local annual salary data:
Under Records, enter one of the following criteria:
In the Pay Grade field, click to select a pay grade from the drop-down list. By default, the field is set to All, and all pay grades are displayed.
In the Pay Step field, click to select a pay step from the drop-down list. By default, the field is set to All, and all pay steps are displayed.
Click Retrieve.
Under Modify, select either of the following criteria to modify local annual salaries:
By Percent
By Dollar Amt
Under Salary, in the Amount field, type the percentage or dollar amount each row will increase by.
Click Default to apply the amount entered in the Amount field to the New Amount field in each row.
NOTE: Only those rows that have no value (e.g., 0.00) in the % Increase or $ Increase columns are affected when applying the default values.
To set up local annual salary data:
To add a row, click +Add.
In the Pay Grade field, type the three-character code for the pay grade.
In the Pay Step field, type the two-character code for the salary level within the indicated pay grade.
In the Max Days Employed field, type the maximum number of days worked at the indicated pay grade and pay step. The field can be a maximum of three characters.
In the Local Sched field, type the locally assigned, single-character code that is used to indicate the separate pay schedules for professional and support staff with the same pay grade, pay step, and maximum number of days employed.
In the Annual Amt field, type the annual salary amount for this pay grade and step. The maximum annual amount is 9,999,
Click Save.

22. Step 6: Hourly/Daily Table
To set up hourly/daily rates:
To add a row, click +Add.
In the Pay Grade field, type the three-character code for the pay grade.
In the Pay Step field, type the two-character code for the salary level within the indicated pay grade.
In the Hrs Per Day field, type the number of hours per day an employee would work in a day. Leave blank AND the Rate Type FIELD DEFAULTS TO Daily. Hours per day is required if performing hourly calculations.
In the Rate Type field:
If the Hrs Per Day field is left blank, the rate type is set to the daily rate.
If the Hrs Per Day field contains hours, the rate type changes to the hourly rate.
In the Local Sched field, type locally assigned, single-character code that is used to indicate the separate pay schedules for professional and support staff with the same pay grade, pay step, and maximum number of days employed.
In the Pay Type field, click to select the one-digit code that best describes how the employee’s pay is calculated by the system.
Pay type 1 employees are generally those employees that are under contract such as superintendents, principals, teachers, etc. (exempt employees under FLSA) whose pay rate remains constant during the course of their contract.
Pay type 2 employees are generally paraprofessional, auxiliary, or clerical (nonexempt employees under FLSA) whose pay rate usually remains constant during the course of the year but are eligible for overtime.
Pay type 3 employees are hourly employees (nonexempt under FLSA) who are paid only when hours are earned, so their pay rate fluctuates every pay date.
Pay type 4 employees are substitutes that are paid at either an hourly or daily rate of pay and only when they work.
In the Est Ovtm Hrs field, type the estimated annual number of overtime hours allowed for this pay grade and step. This field is also used for NYR interface to budget calculations.
In the Amount field, type the hourly/daily salary amount for this pay grade and step. The field can be a maximum of six digits.
Click Save.

23. Step 6: Extra Duty Table To update existing extra duty rate data:
Under Records, enter one of the following criteria:
In the Pay Acty field, click to select a pay activity from the drop-down list. By default, the field is set to All, and all pay activities are displayed.
In the Wholly Sep field, click to select from the drop-down list. By default, the field is set to All, and all accounts (wholly separate and not wholly separate) are displayed.
Click Retrieve.
Under Modify, select either of the following criteria to modify extra duty pay rates:
By Percent
By Dollar Amt
Under Salary, in the Amount field, type the percentage or dollar amount each row will increase by.
Click Default to apply the amount entered in the Amount field to the New Amount field in each row.
NOTE: Only those rows that have no value (e.g., 0.00) in the % Increase or $ Increase columns are affected when applying the default values.
To set up extra duty rate data:
To add a row, click +Add.
In the Code field, type the two-character extra duty code.
In the Description field, type the name that best describes the code. The field can be a maximum of 16 characters.
In the Account Code field, an edit mask allows you to type the full 20-digit account number, mask the organization code, or mask the whole account number. If the organization code is masked, then when extra duty is assigned to the employee, the organization code from the employee record would complete the code. If the entire code is masked, then when extra duty is assigned to the employee, a complete account code must be entered on the distribution record for the employee.
NOTE: When the user is logged on to the current payroll files, the account code validation occurs against the Finance chart of accounts.
In the Activity field, click to select a PEIMS activity code and corresponding description.
In the Wholly Sep field, click to select whether the extra duty salary is subject to the Above State Minimum Salary Calculations of the TRS 373 report.
In the Exp 373 field, click to select whether the amount is to be distributed for Above State Base.
In the Acct Type field, click to select from the list of account types that best identify the type of salary. The Acct Type field is a required field and must be populated to save entries in the table.
In the W/C Cd field, click to select the workers' compensation code.
In the Amount field, type the salary amount authorized for this extra duty assignment.
Click Save.
NOTE: If the user has changed the workers' compensation code and the extra duty code has been applied to employees through the Pay Info tab and the account type for the extra duty code is S, a message box is displayed that asks if the user would like to update the employees' master pay distribution records. If the user chooses not to update the employees' records, only the table record is changed.

24. Step 6: State Min Table To update existing state minimum salary data:
Under Records, in the State Step field, click to select a state step from the drop-down list. By default, the field is set to All, and all state steps are displayed.
Click Retrieve.
Under Modify, select either of the following criteria to modify state minimum amounts:
By Percent
By Dollar Amt
Under Salary, in the Amount field, type the percentage or dollar amount each row will increase by.
Click Default to apply the amount entered in the Amount field to the New Amount field in each row.
NOTE: Only those rows that have no value (e.g., 0.00) in the % Increase or $ Increase columns are affected when applying the default values.
NOTE: Step codes and associated pay rates are provided by TEA. These must be manually entered when the system is being set up. The highest step for Teacher/Librarian/Counselor/Nurse is 20.
To set up state minimum data:
To add a row, click +Add.
In the State Step field, type the two-character code for the salary level within the indicated pay grade.
In the TEA Base field, type the daily pay rate for this step from the TEA provided table.
In the A field, type the daily pay rate for this step from the TEA provided table.
In the B field, type the daily pay rate for this step from the TEA provided table.
In the C field, type the daily pay rate for this step from the TEA provided table.
In the D field, type the daily pay rate for this step from the TEA provided table.
In the E 226+ field, type the daily pay rate for this step from the TEA provided table.
Click Save.

25. Step 6: Substitute Table
To set up substitute data:
To add a row, click +Add.
In the Sub Type field, click to select a substitute code and description. This field is used to distinguish pay differentials for substitutes employed by the district based on certification, degree, etc. The substitute type description is displayed in the Sub Description field.
In the Time field, type the single-character code for the time code (e.g., A = 7:30-3:30, B = 12:00-3:30). This is a required field.
In the Time Description field, type the name for the time code.
In the Sub Units field, type the number of hours per day that position is authorized to work. This is a required field.
In the New Amount field, type the pay rate allowed for this position.
Click Save.

26. Step 6: Midpoint Table To update existing midpoint data:
Under Records, enter one of the following criteria:
In the Pay Grade field, click to select a pay grade from the drop-down list. By default, the field is set to All, and all pay grades are displayed.
In the Pay Type field, click to select a pay step from the drop-down list. By default, the field is set to All, and all pay types are displayed.
Click Retrieve.
Under Modify, select either of the following criteria to modify midpoint amounts:
By Percent
By Dollar Amt
Under Salary :
In the Minimum field, type the percentage or dollar amount the minimum pay rate will increase for each row.
In the Maximum field, type the percentage or dollar amount the highest pay rate will increase for each row.
In the Midpoint field, type the percentage or dollar amount the midpoint pay rate will increase for each row.
Click Default to apply the amount entered in the Amount field to the New Min, New Max, and New Mid fields in each row.
NOTE: Only those rows that have no value (e.g., 0.00) in the % Increase or $ Increase columns are affected when applying the default values.
To set up midpoint data:
To add a row, click +Add.
In the Pay Grade field, type the locally assigned, three-character code for the pay grade.
In the Pay Type field, click to select a pay type code.
In the Minimum field, type the lowest pay rate for this pay grade/pay type.
In the Maximum field, type the highest pay rate for this pay grade/pay type.
The system automatically calculates the Midpoint field.
In the Hours field, type the number of hours authorized for this pay grade.
When pay types 1, 2, and 4 are calculated as daily rates, the Hours field is left blank.
When pay type 3 is calculated as an hourly pay rate, the Hours field requires a value.
NOTE: If there is data in the Hours field, the Hrs/Day field on the Job Info tab will also be populated. The Hrs/Day field can be modified on the Job Info tab, if necessary.
How midpoint is calculated:
The system calculates the Base Annual amount as follows:
Hrs/Day x # of Days Empld = Annual Hours x Mid Point = Base Annual
Example:
7.5 Hrs/Day x 175 # of Days Empld = Annual Hours x $35.00 Mid Point = $45, Base Annual
If the Pay Rate is less than Minimum or is between Minimum/Mid Point or Mid Point/Maximum amounts, then the Pay Rate will remain the same unless the Maximum/Mid Point pay increase field is used on the Calculate/Data Preview window. If the increase by percent is utilized, the Pay Rate will update by the increased amount only.
If the Pay Rate is (below the Mid Point rate of 31.00), and if the Mid Point is increased by 1% (31.00 x .01 = 0.31), the Pay Rate will update and increase to ( ). Likewise, if you enter a negative percent (-1%), the program will decrease the Pay Rate by 0.31 and set the Pay Rate back to
If the Pay Rate, Contract Total, and Contract Balance fields equal 0.00, the system will update to the Minimum amount.
Click Save.

27. Step 6: Workers’ Comp Table
To update existing workers' compensation data:
Under Records, in the W/C Code field, click to select a specific workers' compensation code. By default, the field is set to All, and all workers' compensation codes are displayed.
Click Retrieve.
Under Modify, select either of the following criteria to modify workers' compensation premiums:
By Percent
By Dollar Amt
Under Salary, in the Amount field, type the percentage or dollar amount each row will increase by.
Click Default to apply the amount entered in the Amount field to the New Net Rate field in each row.
NOTE: Only those rows that have no value (e.g., 0.00) in the % Increase or $ Increase columns are affected when applying the default values.
To set up workers' compensation data for next year:
To add a row, click Add.
In the Code field, click to select a workers' compensation code.
In the Description field, type the locally assigned description for each code.
The system populates the Net Rate field with the rate assigned by the district's insurance carrier for each code from the Workers' Compensation CYR table.
In the % Increase field, either type the increase value or click Default to add the value.
In the New Net Rate field, type the new amount for the workers' compensation code.
To update the Net Rate fields, click Calculate New Net Rate.
Click Save.

28. Step 7: TRS Rates
Go to Tables > Tax/Deductions page to update the TRS rates for the new school year. This information is used when calculations are performed during the payroll extract to Budget, so it MUST be updated. Input 2014 TRS Rates until you receive rate changes for the 2015 year.
Type the new School Year 2015 over 2014.
Click Retrieve.
Populate the fields with the TRS rates for the new year using the 2014 TRS Rates.
Click Save.

29. Step 8: Deduction Code Table
Go to Tables > Tax/Deductions > Deduction Cd page to update the Deduction Codes as needed.
To set up deduction codes:
To add a row, click +Add.
In the Deduction Code field, type a three-digit, locally assigned deduction code number (e.g., ).
In the Long Description field, type the long name for the deduction code.
In the Abbrev Cd field, click to select an abbreviation code. Refer to the Help screen in TxEIS for a list of abbreviation codes and their description.
In the Short Description field, type a short description for the deduction.
Select Deduct Chk to print a deduction check. If the field is selected, a vendor name/sort key and vendor number must be entered. A deduction code cannot have both the Deduct Chk and the Wire fields selected.
Select Wire to create a transfer check. Actual checks are not printed; however, the transactions are interfaced with Finance. If the field is selected, then a vendor name/sort key and vendor number must be entered. Deduction codes with the Wire field selected will appear in Utilities, Transfer Transaction Processing. A deduction code cannot have both the Deduct Chk and the Wire fields selected.
In the Vendor Name/Sort Key field, click to select a vendor name. The system populates the Vendor Nbr field.
In the Vendor Nbr field, click to select a vendor number. The system populates the Vendor Name field.
In the Extract Ded Cd field, type an extract deduction code number that is up to six characters long (e.g., 1, 12, 123, 1234, 12345, ).
Select W2 Health Care to indicate if the deduction code should be included in the employer-provided health care calculation.
A message displays asking if you would like to add the newly added deduction code(s) to the Organization Code table in Finance.
Click Yes to add the deduction code(s) to the Organization Code table in Finance.
Click No to not add the deduction code(s) to the Organization Code table in Finance.
Click Save.

30. Step 9: Job/Contract Tables
Update the following Job/Contract tables as needed:
Job Codes Table
Extract ID Table
Job Codes Table
The Job Codes tab is a district-defined table used to identify each of the jobs within the district. Each employee of the district must have a job code, including substitute employees.
To set up job codes:
To add a row, click +Add.
In the Job Code field, type a job code to identify the job. The field can be a maximum of four characters (e.g., 0001 = Superintendent, 1003 = 10 month - 3rd Grade Teacher).
In the Job Description field, type a description for the job code. The field can be a maximum of 20 characters.
In the EEOC Code field, click to select an equal employment opportunity code.
01 - Official, admin, mgr
02 - Principals
03 - Asst prin (Teach)
04 - Asst prin (Non Teach)
05 - Elem classrm teach
06 - Scnd classrm teach
07 - Other classrm teach
08 - Guidance
09 - Psychological
10 - Librarian, AV staff
11 - Consultants & superv
12 - Other pro staff
13 - Teacher aides
14 - Technicians
15 - Clinical/Sec staff
16 - Service workers
17 - Skilled crafts
18 - Laborers
In the Account Code field, input an account code.
NOTE: When the user is logged on to the current payroll files, the account code validation occurs against the Finance chart of accounts. If the user is logged on to the next year payroll files, the account code validation occurs against the Budget tables.
In the Salary Concept field, click to select the salary table to use. There are three separate salary concepts that are used to compute the employee's salary.
Select the Increase Pay Step field to allow a job to be incremented through the mass update utility. By default, the Increase Pay Step field is selected.
In the FSP Salary Class Code field, click to select the salary class to use. There are five separate FSP salary class codes: A - Administrator, C - Counselor, L - Librarian, N - Registered nurse, and T - Class teacher. This field is used for the FSP Staff Salary Report (HRS4450), which is a listing of all employees with a job title recognized in the Foundation School Program.
In the Accrual Code field, type the one-alpha character accrual code (e.g., A-Z) to which the job code is assigned, or click to select an accrual code from the Accru Codes list.
In the Workers' Comp Code field, click to select a specific workers' compensation code.
Click Save.
Extract ID Table
The Extract IDs are used to mass update employees with similar begin and end dates, payoff dates, etc. They may also be used with User Created Reports.
To set up extract ID codes:
In the Extract ID field, type a code to identify the extract ID. The field can be a maximum of three digits.
In the Extract ID Description field, type a description for the extract ID. The field can be a maximum of 20 characters.

31. Step 10: Bank Codes
Go to Tables > Bank Codes page to update Bank Codes as needed.
To set up bank codes:
To add a row, click +Add.
In the Bank Code field, type the bank code the district has assigned to the bank. If information has already been entered for this code, it is displayed when the code is entered. The field can be a maximum of three characters.
In the Bank Name field, type the bank name. The name is printed on the summary check that is issued to the bank and on the bank account listing which provides information about the distribution of the check.
In the Route Number field, type the nine-digit route number to use for Electronic Funds Transfer.
In the Street Nbr field, type the street address number, if used.
In the Street Name field, type the street name.
In the City field, type the name of the city where the bank is located.
In the State field, click to select the two-character code for the state where the bank is located.
In the Zip field, type the five-digit zip code for the banks location.
In the Zip 4 field, type the four-digit zip code, if used.
In the Contact Person field, type the person at the bank responsible for processing direct deposit transactions.
Click Save.

32. Step 11: Workday Calendars
Update the following Workday Calendars as needed:
School Calendar
The calendars created in the School Calendar tab will automatically calculate the number of days employees will work.
When creating School Calendars, days that are selected as holidays are deducted from the workdays, and in-service days are displayed separate from work days.
The number of workdays and the in-service days represent the total number of days employed.
When creating school calendars for the first time, create the longest calendar (260 workdays) first, and then copy that calendar to create and modify additional calendars on the Copy School Calendar tab.
You MUST build the TR Calendar on this tab with a Begin Date the first workday in September 2014 and the End Date the last workday in August 2015, regardless of your fiscal year. Be sure to select ALL holidays according to your district’s approved calendar.
Accrual Calendar
The Accrual Calendar tab is used to enter the number of days to be used in accruing salaries for each pay period for the year.
Each employee whose salary is being accrued is assigned a one-character accrual code (e.g., A-Z).
You must update the Accrual Calendar tab before running the first payroll of the year.
During the payroll process, it is recommended that you check your accrual calendar to make sure that the pay date you are using in the Run Payroll tab corresponds with a pay date listed in the accrual calendar you are using. If the user selects a pay date where the accrual code pay date is different, errors will occur when processing the payroll.

33. Step 11: School Calendar To set up the school calendar: Click +Add.
In the Calendar Code field, type the two-character, locally assigned code (e.g., 01) for the calendar.
In the Calendar Description field, type the description for the calendar (e.g., Administration, Bus Drivers). The field can be a maximum of 20 characters.
Click on the Spyglass to the left of the row.
The Start Year field will then be displayed. In the Start Year field, type the starting calendar year in the YYYY format.
In the Start Month field, type the starting calendar month in the MM format (e.g., 07 for July).
Click Set Calendar. The calendar will display.
In the first month of the calendar, select the begin date on the calendar. Then, under Legend, select the begin date. The day on the calendar changes to that color.
Select holidays, in-service days, and workday exceptions for the appropriate months in the school year.
In the last month of the calendar, select the end date, which represents the last working day for that calendar.
Under Workdays By Month, the system displays a current total of workdays for each month. The first month of the legend corresponds with the first month of the school calendar.
Under Day Count, the system displays a current total of each type of day (e.g., Holiday) added to the calendar.
Click Save.

34. Step 11: Accrual Calendar
To set up an accrual calendar:
Click +Add.
In the Accrual Code column, type the one-character accrual code (e.g., A-Z, 0-9).
Under the Pay Date and Days Worked columns, to add a row, click +Add.
In the Pay Date field, type the first pay date to associate with this accrual code in the MMDDYYYY format. The date used should also exist in the Pay Date table.
In the Days Worked field, type the number of days scheduled to be worked for this pay date (e.g., 20.5, 21).
Click Save.

35. Step 12: Automate TRAQS
Go to Tables > District HR Options page to update the NYR Automate TRAQS field as needed.
The Automate TRAQS field is used to automatically update the MD20 - Demographic and MD30 - Address when a new employee is added and to update the MD25 - Demographic Adjustments and MD31 - Supplemental Address when changes are made to existing employee records.
You must update both the Report Month and Report Year fields to the month and year in which transactions are to be captured. These fields are used to determine the month and year to attribute the changes to existing employee information for the MD25 and MD31 records. These two fields are not used when creating an MD20 or MD30 record for an employee new to the district. For employees new to the district, the month and year entered in the TRS Eligible Date field on the Maintenance > Staff Job/Pay Data > Pay Info page when creating the MD20 or MD30 record.
Failure to update these fields results in changes being associated with an incorrect month or year.

36. Change to Year: C and CYR Frequency (i.e. 4, 5, or 6).

37. Step 13: Create a Backup
Go to Utilities > Export Pay Tables page to create a backup of CYR payroll.

38. Step 14: Delete Employees in NYR
Go to Next Year > Copy CYR Staff to NYR page to delete existing employee records from NYR payroll, before the NYR file is created.
To delete existing employees from NYR payroll:
Under Pay Status select Both.
Click Delete.
When prompted, create a backup. This will create a backup of NYR Payroll ONLY.

39. Step 15: Copy Employees from CYR to NYR
Go to Next Year > Copy CYR Staff to NYR page to copy employee records from CYR to NYR payroll.
To copy current year staff to the next year:
Under Pay Status, select whether you want to copy Active, Inactive, or Both employees from CYR.
Under Pay Type, select which pay type to copy to NYR. You may select E Exclude Substitutes if you do not want to copy substitutes to NYR.
Under Frequency, select the payroll frequency to copy to NYR. If you have multiple pay frequencies, you will have to do this step for each pay frequency.
NOTE: You may use other Parameters in the top section of this screen to limit the employees you want to copy to NYR.
Under Options:
Select Include Employees with Termination Date to copy employees with a termination date in the Employment Info tab to NYR. Leave blank to exclude employees with a termination date from being copied to NYR.
Select Inactivate Records when Creating NY Tables to populate the Pay Status field on the Pay Info tab as Inactive in next year employee records. Leave blank if next year employees are to have Active placed in the Pay Status field.
NOTE: Employees in next year must be active to extract distribution information to Budget. If you choose to inactivate employees during this step, you can activate them later using the mass update utility.
In the Next Year's Funding Code field, type the fiscal year to be used when updating the distribution account code fiscal year in the next year employee master distribution records. Leave blank if the distribution account code fiscal year in the next year employee master distribution record is to remain the same as the current fiscal year. You do not have to change the employees’ funding code at this step because you can do it later using the mass update utility.
NOTE: The employees’ distribution accounts in next year payroll validate against accounts in Budget. If the Budget checklist has not been completed yet, then the funding code should not be updated at this point in time.
In the Number of Remaining Deductions field, type the number to be used to update the remaining payments in the next year employee master deduction record. It is recommended that you type 99, and then edit the exceptions in the next year tables.
Select Preview Changes to view the staff data records being copied to NYR. You must click Process at the top of each preview window for the changes to take effect. Leave the field blank to not view the staff data records that are being copied.
Click Execute.
When prompted, create a backup.

40. Step 15: Copy Employees from CYR to NYR
After you click Execute a preview window will display. You must click Process for the changes to take affect.
You now have employees in NYR payroll.

41. Change to Year: N and NYR Frequency (i.e. D, E, or F).

42. Step 16: Verify NYR Data
Once you are signed into NYR payroll, print the following reports to review employee information and make necessary changes:
HRS Roster of Personnel Report
HRS1100 – Employee Verification Report
HRS6000 – Account Code Comparison
HRS6400 – Salary Verification Report
Reports > HR Reports > Personnel Reports > HRS1000 Roster of Personnel
This report can be used to verify employees that met the parameters selected in Copy CYR Staff to NYR. If there are employees that do not display on the report that should, then sign into the current year pay frequency, and verify the employee's information to determine what data caused the employee to not meet the parameters you selected to move employees from current year to next year. 
Reports > HR Reports > Personnel Reports > HRS1100 Employee Verification Report
This report can be used as a record of employee data prior to any updating and for comparison after updating records.
Reports > HR Reports > Payroll Information Reports > HRS6000 Account Code Comparison
This report can be used to identify the accounts in the employee’s master distribution record that do not exist in Budget. Remember, the master distribution record validates against Budget.
Reports > HR Reports > Payroll Information Reports > HRS6400 Salary Verification Report
This report can be used as a record of employee data prior to updating and for comparison after updating records.

43. Step 17: Mass Update Deductions
OPTIONAL: Use the Mass Update Deduction Tab to quickly update employee deductions for the new school year. 
Human Resources > Utilities > Mass Update > Deductions Tab
You may use the parameters in the top section of the screen to select the employees you want to update. The changes you make will only affect the employees that match the criteria you enter under Parameters.
Under Method, select the radio button for the process needed. The fields to the right will adjust accordingly.
Complete the fields on the right side of the window.
Click Execute.

44. Step 17: Mass Update Deductions
The system will display a preview report of the changes about to be made. You must click Process at the top of the report for the changes to take effect.

45. Step 18: Mass Update Employee Information
OPTIONAL: Use the Mass Update Employee Tab to quickly update employee data for the new school year.  We advise making two sets of runs (See A and B below).
Human Resources > Utilities > Mass Update > Employee Tab
Use the parameters in the top section of the screen to select the employees you want to update. The changes you make will only affect the employees that match the criteria you enter under Parameters.
The first run is to update fields under the Reset and Modify sections.
Complete the applicable fields under Reset and Modify.
Click Execute.
This will be the majority of our updates will take place. The updates that we recommend are:
• Contract begin date AND Contract end date,
• Number days employed, • # months in contract,
• Contract days
• Pay off date,
• Number of annual payments AND remaining payments,
• Number of worker’s comp annual payments AND remaining payments.
B. The second run is to update only employees that have earned one year of experience for pay purposes. 
In the Prior Year Employment Date field, enter a date in January (i.e., 01-XX-XXXX) that represents the maximum number of days required for the employee to have earned a pay step advance. This run would NOT include any employees hired after that date because they should not receive a step advance for pay purposes. The Prior Year Employment Date field uses the date in the Latest Re-Employment Date field under Maintenance > Staff Job/Pay Data >Employment Info Tab.  If this date is blank or contains zeros, then it uses the date in the Original Employment Date field. If no date exists in either field, then the employee is not updated.
Under Increment, complete the Pay Step and State Step fields.
Caution:  Do not update any experience fields at this time. Experience should not be updated until after the service records have been extracted and saved. Once the service records are complete, you can update records in either the next year or the current year. However, it is important not to forget this step as it must be completed prior to reporting on PEIMS in October.

46. Step 19: Mass Update Extra Duty
OPTIONAL: Use the Mass Update Extra Duty Tab to change employee extra duty assignments that display under Maintenance > Staff Job/Pay Data > Pay Info Tab and the Distribution Tab.
Human Resources > Utilities > Mass Update > Extra Duty Tab

47. Step 20: Mass Update Job Codes
OPTIONAL: Use the Mass Update Job Code Tab to change employee job assignments that display under
Maintenance > Staff Job/Pay Data > Job Info Tab.
Human Resources>Utilities>Mass Update>Job Code Tab

48. Step 21: Perform Salary Calculations
Perform Salary Calculations to update salaries if the salary tables are set up.
Human Resources > Utilities > Mass Update > Salary Calculations Tab
At minimum you must select the Payroll Frequency and Salary Concept before clicking Execute. You may update the state minimum field for schools that do not have a local salary schedule built in TxEIS.

49. Step 22: Add New Employees and Update Existing Employees
Add new employees or update existing employees under Maintenance > Staff Demo.
Human Resources>Maintenance>Staff Demo
All tabs under Staff Demo are SHARED

50. Step 23: Update Employee Information
Add or update employee information on the following tabs:
Employment Info
Pay Info
Job Info
Distributions
Deductions

51. Step 23: Update Employee Information
Employment Info tab
Human Resources > Staff Job/Pay Data > Employment Info Tab
This tab is SHARED between Current Year and Next Year. Be careful with the timing of updating fields related to service records.
*If service records have not been created, then do not update data such as Percent Day Employed, Years Experience, and Grades.
Update the NY Take Retiree Surcharge field on the Employment Info Tab to ensure the retiree surcharge is calculated when NY payroll is interfaced to Budget.
Enter Estimated Annual Salary amounts for hourly employees.

52. Step 23: Update Employee Information
Pay Info
Human Resources > Maintenance > Staff Job/Pay Data > Pay Info Tab

53. Step 23: Update Employee Information
Job Info
Human Resources > Maintenance > Staff Job/Pay Data > Job Info Tab
The following fields must be completed:
Primary Campus, % Assigned (if employee has multiple jobs, ensure that the percent assigned adds up to the correct percentage total), and # of Days Empld.
If using salary tables and calculations are to be performed, the following fields must be updated:
Pay Grade, Sched, Max Days, State Step, TRS Year, TRS Member Position, Begin Date, End Date, WC Code, and Accrual Codes (for monthly accruals).
*You must update the Begin Date and End Date for TRS Days on the RP-10.
*If using Accruals, be sure the Accrual Rate matches the Daily Rate.
The TRS Year Box should be checked for nonstandard contracts when the employee receives the first check in July or August.
Verify TRS Member Position (01 = Professional; 02 = Teacher or Librarian; 03 = Support Staff; 04 = Bus Driver; 05 = Full-time Nurse or Counselor; 06 = Peace Officer)
Source:
State Step only displays on those with a Member Position of 01, 02, and 05.

54. Step 23: Update Employee Information
Distributions tab
Human Resources > Maintenance > Staff Job/Pay Data > Distributions
The Distribution Tab is NOT shared between current year and next year.
If the account code does not exist in Budget, then you will not be able to select it in the drop-down list.
Be sure there is a TRS Grant Code for amounts paid out of federal funds (Tables > Salaries > Fund to Grant tab).
Be sure to complete the Expense 373 field as appropriate for each account. This field allows the district to select which accounts to use when expensing the TRS above state base amount.
NOTE: You will need to coordinate with the Budget department on when to change the fiscal year in the next year payroll. That update is discussed later in the book.

55. Step 23: Update Employee Information
Deductions tab
Human Resources > Maintenance > Staff Job/Pay Data > Deductions

56. Step 24: Run Reports for Verification
Human Resources > Reports > HR Reports > Personnel Reports
HRS1000 Roster of Employees– This report provides a list of employees by pay campus. This is a good report to give to principals and directors to verify employees assigned to their campus or department without sharing pay information.
HRS1250 Employee Data Listing – This report provides detailed information with regard to demographics, salary, TRS/Calendar/School YTD, leave, deductions, and account distribution codes.

57. Step 24: Run Reports for Verification
Human Resources>Reports>HR Reports>Payroll Information Reports
HRS6050 Contract Balance Variance – This report will print exceptions for contracted (Pay Type 1) and non-contract (Pay Type 2) personnel when the contract balance does not equal the Pay Rate times the # of Remaining Payments.
HRS6150 Employee Payroll Listing – This report provides detailed information with regard to pay status, campus codes, pay type, marital status, number of exemptions, months/days in contract, annual contract amount, monthly/daily rate of pay, and the first distribution line from the master distribution record.
HRS6400 Salary Verification – This report can be used to verify that next year salary calculations have been run correctly before copying next year to current year.

58. Step 25: Print Addendums or use HRS 1650
Human Resources > Utilities > Payroll Simulation > Addendum
Use the Addendum or HRS 1650 to verify job information, business allowances, and extra duty, etc.
May be printed to give to employees to review data and sign
Enter the appropriate Parameters to pull specific employees or leave as is to pull all active employees. You have to option to include emergency contact information and distribution codes on the Addendum.
Click Execute.
Addendums will display and may be printed. Keep in mind that if service records have not been done that the years of experience may not reflect the employees’ most current experience.

59. Step 26: Prepare for Interface to Budget
Before interfacing next year payroll to Budget, ask yourself the following questions:
Are all employees in the system?
Are all employees active that are to be extracted to Budget?
Are all Staff Job/Pay Data tabs updated and complete for new and existing employees?
Does the next fiscal year in distributions match the Budget fiscal year?
Are all deductions updated?

60. Step 27: Run the Pre-Edit Payroll Data Utility
Human Resources>Utilities>Pre-Edit Payroll Data Run the Pre-Edit Payroll Data utility to do a ‘test payroll’. The Pre-Edit should be run prior to creating the budget extract or before coping next year to current year. This utility creates a report that displays errors on each employee. If changes are made to employee records, then the Pre-Edit calculations should be run again.
Select the August 2014 Pay Date.
Enter other Parameters as applicable, if any.
Click Execute.
An Error Listing will display. Make corrections to employees as necessary. NOTE: If you do not use the salary tables, you may get errors like ‘pay step is equal to spaces.’ If you are not going to use the salary tables, you may disregard those errors.

61. Step 28: Run Budget Calculations
Extract next year payroll account codes on employees to transfer the information to Budget. This process can be repeated as often as necessary
Use the arrows to move employees to the right side of the window.
Enter as much or as little of the account code as needed for the TRS On Behalf Expenditure Account.
Under Hourly emp deductions remaining, enter a default remaining deduction value to be used. This value is used in the extract process if the employee's primary job is a pay type 3 and the number of remaining deductions for a deduction code is equal to 99. If the employee's primary job is a pay type 1 or 2 and the number of remaining deductions for a deduction code is equal to 99, then the number of annual payments for the job is used.
In the Enter the Starting Accounting Period for the Finance Fiscal Year field, enter the month the district uses as the first fiscal accounting period. This value is used to determine the number of payments the system should use when calculating the employer TRS contribution for new employees for budget purposes. Annual payments are based on the primary job.
Click Run. You should get a message that says, ‘Extract calculations were completed successfully.’

62. Step 29: Review Next Year Payroll Budget Reports
Human Resources > Next Year > Interface NY Payroll to NY Budget > Extract Reports Tab
Verify Extract Reports for accuracy and validity of employees, accounts, and amounts.
Pay special attention to the employee count to verify that the correct number of employees extracted.
Verify employees by campus total.

63. Step 30: Make Corrections and Rerun Calculations
Make corrections as necessary, but keep in mind, if any changes are made to employee salary information, employees are added, employees are inactivated, or termination dates are entered, then you should perform another extract (Refer to Step 29) before interfacing to Budget.

64. Step 31: Interface Next Year Payroll to Budget
Human Resources > Next Year > Interface NY Payroll to NY Budget > Interface to Budget
If all information is correct, then interface the payroll extract to Budget. This process can be repeated as often as necessary
Select the Budget Level to be updated.
Check the Round account totals to the nearest dollar box if you want to round the account amounts to the nearest dollar.
Check the Use Budget Crosswalk tables box if you have built crosswalks in Budget.
Click Interface. The system will prompt you to create a backup. Be sure you know where your backups are going, and be sure not to overwrite previous backups.
NOTE: When the Requested column is selected for update, the payroll figures populating that column only display on an inquiry or report. Remember, the Requested column does not display any 61XX accounts on the maintenance screens in Budget.
Additional NOTES:
- Updates to Budget will replace the existing amounts for those account distribution codes that match the accounts in Budget.
- If an account distribution code no longer exists in payroll when interfaced to Budget (after previous interfaces), then the account code is not changed or removed in Budget. You must manually modify the budget for those account codes.
- If you have manually modified amounts in Budget after the initial interface from payroll, and then interface the payroll extract again, then you would need to make the manual modifications again because the extract interface will override your manual changes.

65. Step 32: Clear Temporary Tables
If changes to employees are to be made after calculations have been run, it may be necessary to clear the temporary calculation tables. The system will generate an error similar to the one below when these tables need to be cleared:

66. Step 32: Clear Temporary Tables
To clear the tables: Sign back into Current Year
Go to HR > Next Year > Copy CYR Tables to NYR > Clear Next Year Tables Tab
Select Clear EOY Accrual Data Only and Clear NY Payroll Budget Only
Once these two tables are cleared, changes can be made to employee information in Next Year payroll files.

67. Step 33: Move 12 Month Employees from Next Year Payroll
After June payroll, you can move 12 month employees from Next Year Payroll to Current Year to prepare for the July payroll (Use Extract IDs.)
Funding year should remain a 4 until September 1
Change fund year in Current Year Payroll
Utilities > Mass Update > Employee tab
Verify funding year on the Distributions Tab in Current Year for the 12 month employees. We mass updated distributions to a funding year 5 in a previous step, however the funding year should remain a 4 until September 1 so you will likely have to change funding years in the distributions of these employees. You can do that through Utilities > Mass Update > Employee tab in Current Year Payroll.

68. Step 34: Move 11 Month Employees from Next Year Payroll
After July payroll, you can move 11 month employees from Next Year Payroll to Current Year to prepare for the August payroll (Use Extract IDs.)
Funding year should remain a 4 until September 1
Change fund year in Current Year Payroll
Utilities > Mass Update > Employee tab
Verify funding year on the Distributions Tab in Current Year for the 11 month employees. We mass updated distributions to a funding year 5 in a previous step, however the funding year should remain a 4 until September 1 so you will likely have to change funding years in the distributions of these employees. You can do that through Utilities > Mass Update > Employee tab in Current Year Payroll

69. Information Systems Department
QUESTIONS
Information Systems Department
Christina Aranda – Information Systems Business Consultant
Phone:
Melinda Arguello – Information Systems Business Consultant
Phone: