1. Update Payroll Position Numbers
Presenter: Tonya Easterwood
Introduction
Thank you for joining today’s presentation entitled ______________________.

2. Go-To-Webinar Overview of Go-To-Webinar
Before we get started, I want to review a few housekeeping items and let you know how you can participate in today’s Web event.
We’re looking at an example of the Go-To-Webinar Attendee Interface which is made up of two parts. The Viewer Window is where attendees see the presenter’s screen. The Viewer Window can be resized by clicking and dragging the lower right corner. The Control Panel is where attendees can interact with organizers.
Move mouse over the Grab Tab
You should see something that looks like this on your own computer desktop in the upper right corner.
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Clicking the arrows on the Grab Tab opens and closes the Control Panel.
Click 2
The Audio pane provides audio information. (If the organizer has given attendees a choice) There are two options. You can join audio through your computer; select Use Mic & Speakers.
Click 3
Click Audio Setup to select your computer speaker or headset devices.
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During (at the end, etc.) the presentation, you have the ability to send questions to our Webinar staff through the Questions pane. Simply type in your question and click send. (Optional) At the end of the presentation we will do a Q&A session to answer as many questions as we have time for.
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During the presentation we may ask you to answer a question by raising your hand. This option is located on the Grab Tab.
Click 9 and 10
If you prefer to keep your control panel open during the presentation, click View in the top menu and un-check Auto-Hide the Control Panel.

3. Web Reports Staff Actions Security Roles Mass Updates
Position Budget Codes
Assignment Budget Codes
Finance Officer
Resignation
Separation
Leave of Absence
Workflow Management Form
800006
800001
800004
800005
000019
000020
000022
Web Reports
Staff Actions
Mass Updates
Security Roles
Once you have completed the session you will have enough knowledge to

4. HRMS System Overview

5. LEA HRMS Modules Applicant Reporting Communication HRMS Definition
The Human Resource Management System (HRMS) is a web-based software solution specifically designed to meet the human resources (HR) needs of all public school systems in North Carolina. It provides many, but not all, HR information management needs. HRMS is composed of four modules LEA, Applicant, Report Generation and the Communication Site.
Today we will be using the LEA and Reporting Modules.
HRMS Modules
HRMS consists of four modules: LEA, Applicant, Report Generation, and the HRMS Communications Site.
The LEA Module is an ever-growing suite of web-based human resources features that reduces paperwork.
The Applicant Module is an online job application system where teachers and support staff can find current vacancies and submit a single application for submission to specific school systems or for statewide distribution.
The Report Generation Module is a flexible set of management report tools and a variety of ancillary data extraction and manipulation features.
The HRMS Communications Site is a central repository for HRMS information.

6. Getting Started

7. Best Practices for Updating Positions
1st payroll and state reporting
Special Reports for the Board
Allotments
Job Cuts
When to update HRMS payroll position numbers
After 1st payroll has been run but before state reporting
Do prior to any special reports for the Board
When reviewing allotments and view possible job cuts

8. Left Panel is Module Navigation
Clicking the HRMS Logo will return you to your LEA home page
Key contacts information is entered on the LEA configuration page located under the setup module. Your system administrator is responsible for maintaining this information.
Administrator Message
Announcement –
News -

9. To access Web Reports click Reporting on the LEA home page and select Web Reports. This will populate a list of web reports currently available.

10. The Web Reports page display the generic reports created by HRMS team
The Web Reports page display the generic reports created by HRMS team. Today well be working with the series reports. To easier access this reports.

11. click on the toggle arrows twice to resort in descending order. I was

12. Web Report
CLICK submit

13. Web Report
Make sure there are no active Payroll Records. Do not Separate anyone with an active Payroll assignment. (There may be cases where employees appear on the report, but still have an active payroll assignment. These will include new hires not yet entered in payroll, individuals on Leave of absence, and volunteer extra curricular activity individuals
For those that are not in an active payroll assignment:
Regardless if an employee is in a position or not you only need to do a separation staff action. “
How to do a separation staff action.
“Staff Action”
“Separation”
Use effective date of 12/31/1901 if unknown
Employment Status = “Inactive”
Post on Board = “No”
Submit
The Assignment will be archived overnight and the Position set to Vacant.
Repeat until you have all persons you feel necessary off the report

14. Web Report

15. Web Report

16. Web Report
Note that you will need to pay attention to the “Object Code” column. This report lists all employees with Active Payroll Assignments that are not in HRMS. There may be employees in particular positions with “Object Codes” that you do not want to put into HRMS. Also, if you see someone on this report and also see them in HRMS, check the SSN. The SSN in payroll and HRMS are probably not matching. There may be individuals that show on this report correctly. These include those waiting to be paid off on the next check, those needing to be paid off for accumulated unused annual leave or longevity.
Please note this report may indicate an individual that is still showing in payroll that needs to be made inactive on their system. You will need to work with your payroll department to correct that issue.
How to remove employees from the web report:
Add employees along with Demographic information
Home Page
Employees
Employee Page
Staffing
New Hire Without Vacancy Permit
Enter SSN
Indicate Type of Employment
Submit
Complete Employee Demographics
If a Licensed Employee, perform Staff Action for Status and Benefits
Search for Employee
Employee Demographics appears
Staff Actions
Status and Benefits
Update all Fields and Submit
Add all their Assignments
Pull up the Employee Demographic screen
“Assignment”
“Add Assignment”
Enter the Position Number (must be vacant) that they are now in
You may need to go to HRMS Home Page, Positions, Position Management, Show Site List, Select Site, then pick from the list of “Vacant” positions. Note that you can “Edit” the position here to update with a better Description, title, etc…
Click on Submit
Enter all the appropriate information
If there is no Grade and Step,
Choose
Select Grade and Step
Validate
Rerun report until there are only lines of data that you do not want to see in HRMS.

17. Web Report

18. Web Report

19. Web Report
This report lists the Active Employees that are not in an Assignment yet. (This will list any staff that you may have missed.)
Add all assignments for Active staff not in a position.
You will use the same workflow process from the report

20. Web Report

21. Web Report

22. Web Report
The individuals that have an assignment in HRMS and they are in an active pay status in payroll. They either have a missing HRMS position number or if there is an invalid HRMS position number. This can be if they were transferred and the position has not been updated on the payroll side.
This will be address later in the seminar.

23. Staff Actions

24. Staff Actions

32. Separation

36. Section one is the critical part of updating status and benefits.
The teacher turnover report which pulls from here. You must have the date tenure is granted.
If unknown use the 12/31/01.
2. The BT status for tracking employees involved in the beginning teacher program.
3. The employment status is needed for many of the reports generated in HRMS. The new 05 code for permanent part-time employees eligible for full time benefits (75% /30 hours or more and employed for 6 months or more). These employees are not eligible to work towards tenure.
Special note: If you do not have the option to change the employment status code it could be because they are currently on leave. You may edit this through their leave of absence or through the update substitute profile on the employee demographics page.

41. Now that you have successfully run the report ask principals to review the list to make sure that the listing is correct and make necessary adjustments.

48. You only have to do the Base and supplement budget codes as additional pay budget codes typically address coaches and are done through the complete pay process in many school systems.

53. You can add and correct using this tool
You can add and correct using this tool. Updating on the edit assignment you can only add missing HRMS position numbers only.
This is the only place you can delete this information from payroll.
Payroll HRMS Position # Reconciliation Tool Help
The Payroll HRMS Position # Reconciliation Tool allows HRMS users to edit and update the HRMS Position Number into the Payroll assignment file. Getting the HRMS Position Number into Payroll is the first step in the Payroll interface project, and will ultimately allow your LEA to pull down budget codes from Payroll into HRMS. In order to be included on this form, employees must have at least one active assignment in Payroll and one assignment in HRMS (with or without a budget code).
NOTE: Prior to updating HRMS Position Numbers always check with your Payroll Department to make sure they are not updating an open payroll.
Search Options
You may use one or more of the search options listed below to select employees. Use search options that will allow you to systematically work through all employees.  For example, you could work through one Site at a time or use the 'Range of Names' feature to work through employees by Last Name.
NOTE: If no search options are entered the query will include all employees that have at least one Position number in HRMS and at least one active Payroll assignment record.
Employee w/ no Pay Pos # – Will include only employees that have at least one Position number in HRMS and at least one active Payroll assignment without an HRMS Position number.
Employee w/ Multiple HRMS Pos #’s - Will include only employees with multiple Position #’s in HRMS (multiple current or future assignments).
SSN – Allows you to select an employee by full SSN or last few digits of SSN.
Category – Allows you to select by Category of Employee (Licensed, Classified, Substitute and Bus).
Site – Allows you to select employees at a particular Site.
Position Description – Allows you to select by Position Description from the drop down list.
Last Name Like – Allows you to select all employees whose Last Name begins with the characters entered.
Range of Names – Allow you to select by the first letter of Last Names that begin with that letter.
Reload Report Data – This allows you to refresh data for this form manually at any time. An automatic agent will run to refresh your data daily at 5:00 a.m. Please make sure that no other HRMS users are updating Payroll Position numbers before proceeding with this refresh feature.
Cancel – This button will close the report window.
Reset – This button clears all data entered in the search options.
Get Results – Displays the number of rows that will be returned. If your results exceed 1000 rows, you will receive a warning window before the report populates requesting you to select OK or Cancel. If you select OK to run the report anyway, all rows will populate. This can take a while or cause Internet Explorer to lock up. When you select Cancel you will be able to enter new search criteria.
Search Results
When the Budget Codes between HRMS and Payroll match for an employee, the HRMS and Payroll information display on the same line. When the Budget code(s) do not match between HRMS and Payroll, the HRMS and Payroll information display on separate lines. If you are uncertain as to why an employee is or isn't included in the search results, review the employee's archived assignments. (Enter employee's SSN or Last Name, select 'Include Archived Assignments', and leave 'HRMS Assignment End Date' blank.)

54. Field Descriptions
Pay SSN – Employee Social Security Number in Payroll
Pay Name – Employee Name in Payroll
SRC – Identifies whether the employee assignment is Current (C), Future (F), or Archived (A). Note that when you hover over this field, the Start and End Date of the assignment shows.
HRMS Position Desc – HRMS Position Description
HRMS Pos # – HRMS Position number
H Site – HRMS Site Code
HRMS Budget Code – Budget Code in HRMS
Pay Job Title – Payroll Employee Job Title
Pay Pos # Current – Current six-digit HRMS Position number in Payroll
Pay Pos # New – The new six-digit HRMS position number to upload into Payroll. Note that this field will be pre-populated when the Budget Codes match between HRMS and Payroll, but will be left blank when the Budget Codes do not match. Note also that the only valid Position number(s) that can be entered into the “Pay Pos # New” field are HRMS Position numbers that are shown on the form for this employee.
Pay Budget Code – Current budget code in Payroll Sartox users only: If two budget codes are displayed, the 1st line budget code is the current year budget code. 2nd line budget code is the previous year budget code.
P Site – Payroll Site Code
P SEQ – Order of Payroll assignment record
Update Tool Options
Save Employee – This is a mass save button that allows you to save all proposed New Payroll position number(s) for an employee into the matching payroll assignment record. Once the update has occurred, the new position number(s) will appear in the Pay Pos # Current Column.
Copy Pos # – This is a mass copy button that allows you to auto populate the Proposed New Payroll position Number field for all payroll assignments for that employee. This feature can be used only for employees who have only one position number in HRMS.
Save – The save button allows you to save the New Payroll Position # entered into Payroll for each individual Payroll assignment.
Delete – The delete button removes the current HRMS position # (as shown on the form) from the payroll assignment record. Once a HRMS position number is deleted from the payroll assignment, it is also removed from the Pay Pos number current column on the form.
NOTE: Once you have updated a few of your HRMS positions go into your payroll system or have someone in your payroll department verify the HRMS Position # is updating properly.
Click the RED X to close the window and return to the employee page

59. This Finance Officer security role allows access to:
Workflow management console
Reporting Tool Query Builder

60. HRMS Web Reports

62. Thanks for your attention and your participation
Thanks for your attention and your participation. Please don’t forget to complete your survey.
This concludes our training webinar. Are there any additional questions. Thank you so much for joining us. HRMS hopes you have a great day.

63. THANK YOU FOR
YOUR ATTENTION AND PARTICIPATION