end of fiscal year employee position control rollover

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1 End of Fiscal Year Employee Position Control Rollover Procedures

End of Fiscal Year Employee Position Control Rollover Procedures

In conjunction with using Position Control for Budget Development

Notes for Position Control not utilizing Budget Development

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Position Control is separate Module available in WinCap called EE Cost Projections. This module must be activated in order to use the features. Contact the CCA Payroll/HR Support department to initiate the process of activating this module.



Setup Options

Once the module has been activated, a few options must be turned on in the WinCap setup file. These should already have been setup when first starting to use Position Control. To change from non-budgeting to Budgeting, request that the appropriate options be configured as shown below.

EE Cost Proj tab

EE Cost Projections has two levels of usage:

1) Position Control – Employee and or FTE provides a system to control how many FTE’s are available for employment. This control can cast a wide net to control how many total teaching FTE’s are available, or the net can be smaller to control teachers within a certain location or even a certain subject by location. This module offers better auditing controls as the treasurer may allow so many FTE’s so that HR may only fill those openings, with the system preventing that addition of more employees for a Position that has met its control limit.

2) The Position Control module is also very helpful for the development of next year’s budget. Instead of imitating an EOY Employee Position Rollover in the Test Projection region as was commonly practiced, the position control records may be rolled and incremented using the current incumbents’ data as the source of information.

Position Control CutOver Date

This date will be entered by WinCap support staff so the system can determine which year Position Control may start being used. Entering a date into this field will ‘turn on’ Position Control.

Use Position Control for Budgeting (only needed if PosCon used for Budget Development)

This option is fiscal year driven and must be selected to utilize Position Control for use in the budget development process. Selecting this setting will allow access to additional fields on the Budget\Revenue\Budget Development tab.



Budget/Revenue\Budget Development Tab (only needed if PosCon used for Budget Development)

Update Budget Development with Position Control Records (only needed if PosCon used for Budget Development)

This option defines how the Budget Development worksheet will be updated when changes have been made to the position control records. Choosing ‘Manual’ will provide an option ‘Update All Position Control Records’ to appear in the Budget Development Worksheet options button when in view mode.



Choose the ‘Update All Position Control Records’ option each time the Budget Development Worksheet needs to be updated. Changes to any Position Control records will not automatically update the worksheet when this option is chosen.

Choosing ‘Auto’ will instruct the system to update the Budget Development Worksheet automatically every time a Position Control record is changed. Using this option also removes the manual listing from the options button menu.

Show Budget Position Control Records as (only needed if PosCon used for Budget Development)

This setting defines how the data will appear in the Budget Development Worksheet. The ‘Detail’ option will show each Position Control record and each Position Control API record that is on a separate frequency on separate lines. The Budget Development Notes field from the Position Control record will appear in the description area to reference the Last Year Incumbent who held that position.

The ‘Summary’ option will display the budgeted items as a total. Detail records will be hidden and combined totals for Qty, Extended Cost and FTE will be displayed for all position control records of similar type. If API’s are on a separate frequency, they will also be consolidated in a summary format. The Unit Cost column is also hidden when the Summary option is chosen.



On the far right side of the Budget Development Worksheet, a column will appear called the Pos Ctrl Key. Even though some records on the Worksheet may be modified directly in the grid, any records that contain a Pos Ctrl Key may not be modified in the grid. To modify a record that has a Pos Ctrl Key, go to the Position Control record, modify the data, then the Budget Development Worksheet will be updated depending on the Update method chosen in the setup file.

Only ‘Activated’ position control records appear in the Budget Development Worksheet. If you would like to remove a record from the worksheet, move the Roll Status of the position control record back to ‘Incremented’. After the Worksheet is updated, the record will be removed.

Additional Miscellaneous Budget Detail can still be added to the budget code as needed. These records will not show the Pos Ctrl Key and can be edited, reassigned, or removed as needed. Re-sequencing is allowed through the blue options button if the display order is incorrect.

The FTE field will be available for all payroll budget codes. Additional Pay Items that are on a separate frequency will not populate an FTE.



Note: Budgeting is allowed for the Federal Fund using the Position Control records. Only Perpetual Projects and Continuing Projects with a Start Date in the current fiscal year can be budgeted in the worksheet.

Rollover and Incrementing of Position Control Records

The position control rollover process is very similar to the employee rollover process. The Position Control records will be rolled into the new year. When the control records are brought forward, they can ‘inherit’ the salary and value of the current incumbent that is in that record at the time. The incumbent’s name will also roll over as a reference to this record. Once the position control records are rolled into the new year, they can be incremented using any or all of the following routines: Increment Salaries, Mass Update Employee Positions, Mass Update Employee Additional Pay Items, and Increment Additional Pay Items.

NOTE: Additional steps have been included for clients using Position Control for Budget Development. Those steps may be skipped for clients who are not using the Budget Development features.

1) Initialize the new fiscal year 2) Rollover the Funds\Renew Services or Sub-Funds (Budget Development only) 3) Rollover/Initialize Employee Tables 4) Update/Add Tables (example: salary tables for new year rates) 5) Review settings on the Position Code – Position Control tab for fields to update from

incumbent 6) Rollover Position Control Records 7) Update Position Control Records with new rates 8) Change Position Control Budget Codes (if needed, Budget Development only) 9) Review Position Control Budget Report and validate records (Budget Development only) 10) Mass Update Control Records Description fields 11) Activate Position Control Records

1) Initialize the new fiscal year File\Administration\Initialize a New Fiscal Year

Contact the Accounting department to have them initialize the New Fiscal Year. Since certain accounting functions must be completed before initializing a new year, this option is found in the G/L Maintenance menu.

2) Rollover the Funds / Renew Services or Sub-Funds (Budget Development only)



Manage\General Ledger\Fund Profile\(modify)blue options button

All of the payroll related funds should be rolled over so that budget reports may be run for the new year’s projected values. If any Services or Sub-Funds will be renewed, initiate that process as well. Communicate with your accounting department as to the Funds and Services you will need maintained for this rollover.

3) Rollover/Initialize Employee Tables Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Rollover/Initialize Tables

Even though you won’t be rolling over employee level data at this time, some of the Employee Tables will need to be rolled so that accurate data for tables like the Position, API, Salary Schedules, etc. may be updated for the new year.

NOTE: Since this process is being performed in the Live data region, this Employee Table rollover will not be necessary again when performing the End of Year Employee Position Rollover.

4) Update/Add Tables (example: salary tables for new year rates) Manage\Employee Maintenance/HR\ PositionTables\Salary Schedules, Position Code, Additional Pay Items, Longevity Schedules

After the Employee Tables have been rolled they may be updated in the new year.

5) Review settings on the Position Code – Position Control tab for fields to update from incumbent

Manage\Employee Maintenance/HR\Position Tables\Position Code

This is a good opportunity to update the Position Control settings for each position. If additional fields should be updated from the incumbent or used to control on, now is the time to set those up for the new year.

6) Rollover Position Control Records



Manage\Position Control/ Cost Projections\Position Control Annual Data Rollover\Rollover Position Control Records

Once all of the tables have been updated as necessary, Roll the Position Control Records into the new year. Once they have been rolled, changes to individual records may be performed. This option only rolls the Position Control Records that are stored on the Position Code table. None of this data will flow down to the employees in the new year yet.

7) Update Position Control Records with new rates Using the 4 routines listed below, Mass update and Increment the Position Control records and the Position Control API’s.

All of the routines will be found at the path:

Manage\Position Control/Cost Projections\...

• Mass Update Position Control Records • Mass Update Position Control Additional Pay Items • Position Control Data Annual Rollover (20XX-XX to 20XX-XX)\Increment Position

Control Salaries • Position Control Data Annual Rollover (20XX-XX to 20XX-XX)\Increment Position

Control Additional Pay Items

8) Change Position Control Budget Codes (if needed) Manage\Position Control/Projections\Position Control Data Annual Rollover (20XX-XX to 20XX-XX)\Mass Update Position Control Budget Codes

Changes to all salary and budget data must be completed before activating the Position Control Records, otherwise each change must be made individually. Use this option to update the budget code data.

NOTE: Since budget code data may be stored on the PosCon records, these may be updated even if they will not supply the Budget Development Worksheet.

9) Review Position Control Budget Report and validate Review all of the Position Control Records and verify all of the data. If changes still need to be made, repeat steps 7 and 8 as necessary until the data is correct.



10) Mass Update Control Record Description Fields Manage\Position Control/Cost Projections\Mass Update Position Control Records

Use this mass update routine to populate some of the data from the Last Incumbent into the Budget Development Notes field, which will be useful for comparing details from one year to the next.

From the Options Button, use the ‘Replace Values in a Column’ option as shown here.

Choose ‘Budget Development Notes’ for the Column field and use the formula builder for the ‘Replace With’ field.

Select the ‘PosCode’ field and hit the Apply button to add it to the ‘Formula/Expression’ field. Key in a plus sign (+), then select the field ‘Ctrl ID’, another plus sign, and finally ‘Last Year Incumbent’. When done, it should look like the field highlighted in blue below.



Select OK to populate the ‘Replace With’ field on the previous dialog box.

Select OK to process the changes. After the number of records changed is shown, select the Exit button to view the results on the Mass Update Grid.

NOTE: The grid will not appear to be updated until you select the Exit button.



11) Activate Position Control Records Manage\Employee Maintenance/HR\PositionTables\Position Code\Position Control Tab\blue options button

Once all mass changes have been completed, Activate the Position Control records so that the Budget Development worksheet may be populated with the new year’s data. If not using Position Control, this step can wait until closer to the EOY Employee Position Rollover routine is processed.

Employee Fiscal Year Rollover Activities Read all instructions before beginning this process. This document refers to the Current Fiscal Year the New Fiscal Year. Before starting this process, the user should verify with the system manager that they have all security access needed to complete all employee fiscal year rollover activities. In addition, the user should communicate with all appropriate business partners for any assistance required with the rollover process. The following are the topics related to the employee fiscal year rollover process. It is recommended that all steps be fully completed in the order as shown. A number is associated with each activity to easily locate the process within this document. Rollover Activities Contained in this Document: 1) Review of Additional Pay Items PRIOR to Employee Rollover – (may have already been completed if using Budgeting for Position Control) 2) Initialize New Fiscal Year - (may have already been completed if using Budgeting for Position Control) 3) Rollover Funds (may have already been completed if using Budgeting for Position Control) 4) Rollover/Initialize Tables 5) Review/Update Salary Schedules - (may have already been completed if using Budgeting for Position Control) 6) Review/Update Longevity Schedules - (may have already been completed if using Budgeting for Position Control) 7) Setup Payroll Calendars 8) Setup Payroll Frequencies 9) Review/Update Additional Pay Items 10) Review/Update Position Codes 11) Rollover Employee Positions (Accounting MUST have rolled over budget accounts to the new year prior to the Position Rollover action in order for the Re-Roll routine to work properly) 12) Rollover Term Contract Encumbrances Outstanding 13) Increment Salaries



14) Increment Additional Pay Items 15) Re-Roll Payroll Budget Records (always before Approving or Activating employee positions – perform only if necessary) 16) Mass Update Budget Codes (always before Approving or Activating employee positions – perform only if necessary) 17) Mass Activate Positions with No Salary / Encumbrance 18) Mass Activate Positions with Salary / Encumbrance 19) Activate Positions Individually 20) Payroll Deductions 21) Re-Roll Employee Payroll Deductions (if necessary-read carefully) 22) Activate Encumbrances 23) Closeout Hourly/Daily Encumbrances (This must be performed from the current fiscal year menu.) 24) Additional Information to Assist in Rollover Activities 25) Using Filters for Rollover Activities 26) Related Items 1) Review of Additional Pay Items - PRIOR to Rollover Current Year Manage\Employee Maintenance/HR\Position Tables\Additional Pay Item Codes Before rolling the payroll tables to the next fiscal year, the Additional Pay Item (API) table records used for Salary Additional Pay should be reviewed and updated as necessary. The Employee Additional Pay Items Report is a valuable tool to use with this procedure. (see item #24) APIs should be evaluated for Rollover options when they are first created. However, this does not always happen. The options mentioned in this section may be modified PRIOR to the rollover to ensure they function accurately.



There are 4 options available to direct how employee APIs will rollover. Please refer to the API Payroll Usage tab documentation for complete details for each option.

a. Roll employee additional pay items to next year (*this first checkbox must be selected in order to select any of the next following options)

b. Rollover into Base Salary and Delete Pay Item c. Rollover to another Pay Item d. Combine at Rollover

If the option Rollover into Base Salary and Delete Pay Item is selected, the value of the additional pay item will be included in any percentage or dollar incrementing procedures for salaries in the new year. 2) Initialize New Fiscal Year Current Year File\Administration\Initialize New Fiscal Year Generally, the option to ‘Initialize New Fiscal Year’ will have probably already taken place as a result of budget development activities that occurred earlier in the fiscal year. If the new fiscal year has already been initialized, or if the user does not have security access, the menu selection will not be available (it will appear in gray). If the menu selection has the dark print, then it is active and the user may select it. WinCap will default to the new fiscal year. Verify this is correct and select the Save icon.

http://www.cap-comp.com/Robofiles2/WebHelp/Employee_Maintenance-HR/Table_POS_API_PayrollUsage.htm#Add_lPayItemsUsageTab

http://www.cap-comp.com/Robofiles2/WebHelp/Employee_Maintenance-HR/Table_POS_API_PayrollUsage.htm#Add_lPayItemsUsageTab



When completed, change the system default fiscal year to the new fiscal year. File\Administration\Change Default Fiscal Year 3.) Rollover Funds New Fiscal Year Once the Initialization has been confirmed, your Accounting department should be contacted to rollover all necessary Funds that will be used in payroll. IMPORTANT: Accounting MUST roll over ALL funds that will be used in payroll

PRIOR to the Position Rollover in order for • budget codes to populate on employees’ records. Failure to roll the

accounting Funds first will result in manual entry of employee budget data for the new fiscal year

• the Re-Roll Payroll Budget Records routine to work properly. See the special note regarding the F Fund perpetual and continuing projects in the Re-Roll Payroll Budget Records section.

!

Please note that this step is highly important! It is recommended you do not proceed any

further with the rollover until all Funds used for payroll have been rolled

http://www.wincap.com/robofiles2/WebHelp/Time_Sensitive_Procedural_Instructions/PR_&_HR_Procedural_Instructions/Employee_Fiscal_Year_Rollover_Activities_-_Yearly_updating.htm#Re_Roll_Payroll_Budget_Records



IMPORTANT NOTE: It is imperative to make sure that all Funds have been rolled into the new fiscal year before rolling employee positions which comes later in this documentation. Should employee positions be rolled prior to rolling funds, those employees’ positions will not have budget codes. Further, if positions are then changed to Activated status, there will be no way to mass update or re-roll the budget codes for these positions. At this point every employee position will now need to have their budget codes manually entered in the new fiscal year.

4) Rollover/Initialize Tables New Fiscal Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\InitializeTables The Rollover/Initialize Tables Procedure copies the tables from the current fiscal year to the new fiscal year. Once this process is started, any changes made in the previous fiscal year will not be automatically updated in the new year. You will have to update the table in the new year manually. NOTE: The only exception to this rule is applied to the Deduction Item Tables. Please see the re-roll option for employee deduction under Step 21.



The purpose of a separate rollover of tables is to allow the user to begin entering positions for newly hired employees who will begin working in the new fiscal year. New employees may be entered in the new year before the current year positions have actually been rolled over. The first step is to Rollover/Initialize Tables. If this process has already been done, it will appear gray in the menu list. The other options become available once the initialization has taken place. After selecting to Rollover/Initialize Tables, a message appears ‘Are you sure’? Select Yes or No. If No is chosen, WinCap will revert to the main screen. If Yes is chosen, the system will roll payroll tables into the new year. Payroll calendar and payroll frequency codes will roll, but the actual tables must be created each year. When the process is completed, a message will appear ‘The payroll rollover has been initiated.’ Select OK to this message. At this time the Position Code table, Additional Pay Item table, Salary and Longevity Schedule tables have been rolled into the new fiscal year. They now can be updated with the new values. 5) Review Salary Schedules Tables New Fiscal Year Manage\Employee Maintenance /HR\ PositionTables\Salary Schedule Maintenance Review the Salary Schedules to ensure that all necessary values are entered. If the new year’s salaries have already been input in the Salary Schedule tables in the current fiscal year (or earlier), these values will carry forward and should then just need to be verified. If the Salary Schedules have not been input in advance, then they need to be updated now. Please refer to the Salary Schedules documentation for complete details for populating these tables.

Please note: The ‘Rollover/Initialize tables’ option must have been performed in order to make modifications to tables in the new fiscal year. 6) Review/Update Longevity Schedules Tables New Fiscal Year Manage\Employee Maintenance /HR\Tables\Longevity Schedule Maintenance NOTE: If you do not utilize the longevity schedules then this step can be skipped. Review the Longevity Schedules to ensure that all necessary values are entered. If the new year’s amounts have already been input in the current (or earlier) fiscal year Longevity Schedule tables, these values will carry forward and should then just need to be verified. If the new fiscal year amounts have not been input in advance, then they need to be updated now. Please refer to the Longevity Schedules documentation for complete details for populating these tables.

Please note: The ‘Rollover/Initialize tables’ option must have been performed in order to make modifications to tables in the new fiscal year.

7) Setup Payroll Calendars New Fiscal Year Manage\Employee Maintenance/HR\PositionTables\Calendar Maintenance

http://www.wincap.com/robofiles2/WebHelp/Employee_Maintenance-HR/Table_POS_SalarySchedule.htm#SalarySchedules

http://www.wincap.com/robofiles2/WebHelp/Employee_Maintenance-HR/Table_HR_LongevitySchedules.htm



Prior to setting up calendars in the new fiscal year, the payroll calendar report can be run from the current year. Calendar codes will roll with the employee positions and, because of this, the same table codes should be maintained from year to year. Reports\Employee Maintenance/HR Please refer to the Work Calendars documentation for complete details regarding table setup. 8) Setup Payroll Frequencies New Fiscal Year Manage\Payroll\Tables\Pay Frequency Maintenance Prior year pay frequency codes will roll with employee positions and, because of this, the exact codes from the current year should be used. To verify that the same codes are being utilized as in the prior year, the Pay Frequency Table Report can be run. Reports\Payroll\Tables\Pay Frequency Codes. Please refer to the Payroll Frequencies documentation for complete details regarding table setup. Note: It is also possible to set up a Pay Frequency without a calendar code. Pay Frequencies without a calendar code are only to be used for additional salary items where prorating of days worked will not need to be calculated. When a Pay Frequency is added with no calendar code, it is not necessary to specify a first period start or end date, just the first period check date. Specific rules apply for frequencies without a calendar code:

• Start and end dates for each period will not be validated. They can be left blank, changed to any date, be out of sequence and/or contain gaps in the dates.

• These dates will not be used for anything (rollover, reports etc.) • ERS days cannot be calculated for any wages paid • ‘Use Days in First Period’ will be ignored when calculating the payments

9) Review/Update Additional Pay Items New Fiscal Year Manage\Employee Maintenance/HR\PositionTables\Additional Pay Item Maintenance Even though the Additional Pay Item tables were reviewed PRIOR to table rollover, which was only to ensure the proper APIs rolled over at the employee level. Now that the API tables have been rolled into the new Fiscal Year, the amounts/percents and other details should be reviewed and modified to conform to the requirements that are outlined for the new fiscal year. These values can be updated directly through the Additional Pay Item tables or through the Mass Update Additional Pay Items routine

http://www.wincap.com/robofiles2/WebHelp/Employee_Maintenance-HR/Table_POS_WorkCalendars.htm

http://www.wincap.com/robofiles2/WebHelp/Payroll_Processing/Table_PR_PayFrequencies.htm#PayFrequencies



Manage\Employee Maintenance/HR\ Mass Update Additional Pay Items

Please refer to the Additional Pay Items tables documentation for details on table setup, or the Mass Update Routines documentation for detailed instructions for Mass Updating data.

10) Review/Update Position Codes New Fiscal Year Manage\Employee Maintenance/HR\Position Tables\Position Code Maintenance Some Position Codes may not be linked to Salary Schedules. In these instances you are able to define a default pay rate in the Position Code table. These amounts can be updated directly through the Position Code table or through the Mass Update Position Code grid. Manage\Employee Maintenance/HR\PositionTables\Mass Update Position Codes In order to filter on just those position codes with a dollar amount, use the following Where Clause:

Please refer to the Position Code Tables documentation for details on table setup, or the Mass Update Routines documentation for detailed instructions for Mass Updating data. 11) Rollover Employee Positions New Fiscal Year

Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Rollover Employee Positions

http://www.wincap.com/robofiles2/WebHelp/Employee_Maintenance-HR/Table_Pos_API_Intro.htm#AdditionalPayItems

http://www.wincap.com/robofiles2/WebHelp/Employee_Maintenance-HR/Routine_WC_MassUpdateRoutines.htm#MassUpdateRoutines

http://www.wincap.com/robofiles2/WebHelp/Employee_Maintenance-HR/Table_POS_PosCode_HR_Intro.htm





The rollover of employee positions rolls employees’ current position(s) into the new year. The position will roll over using the same grade and step or base salary that they were using in the current year. The position in the new year will be set to the ‘Not Incremented’ status. Once the position has been rolled forward it cannot be rolled again and will not appear in the list of potential positions when using the Rollover Employee Positions routine once it has been rolled already. The Rollover Employee Positions routine allows for flexibility in selecting specific positions to be rolled. Even though custom selection criteria may be entered, a preset button is available to set criteria according to most standard rolling options. These presets will allow all positions without end dates and positions with end dates that are linked to an active Leave of Absence to be rolled. Employees with Inactive positions may also be selected to roll on an individual basis if a position is needed in the next fiscal year for carryover payments. A Where Clause builder is also available for additional filtering. Prior to executing the Position Rollover Prior to rolling employee position records, users may wish to review current year data. End dates can be entered for any payroll positions that should not be rolled over, even though positions with end dates may be still be rolled over selectively. Also review the data applicable to Leaves of Absences in order to roll employee positions that have an end date but have an LOA associated with the position. Using the Employee Position Report matching the same criteria and sort options, as you will be performing the rollover will assist in this process as well.

When the dialogue box appears, selecting the button labeled ‘All Active and LOA’ will select all employee positions without an end date and all positions that are tied to an active employee



leave of absence. After selecting ‘All Active and LOA’ and any additional filtering, select the Update button.

Review the list and select the desired employees by left clicking in the empty box in the far left column labeled ‘Sel’. The Select All button may be chosen to select all employees, then review and deselect any undesirable employees. Employees with an active LOA will be highlighted in blue and a check mark will appear under the column header LOA. When the OK button is selected, a report will list all positions that have been rolled over. This is the only time this list will be available to print, it cannot be recreated. IMPORTANT: This process should be run as often as necessary, but at least once more prior to finalizing the employee rollover. This will ensure that any additional positions that have been added to the current fiscal year after the Employee Position Rollover process was first run will be rolled and not erroneously left out. There are many options available for rolling over employee positions. Following the same rules as above (‘All Active and LOA’), selections may be based on Position Code, Rate Type, Frequency, Calendar, Salary Schedule, any of the three user defined tables, or a where clause may be utilized. In the following example, any activated positions in the current fiscal year with end dates will be selected. Using the Update button, the user can selectively choose employees to roll over.



Simply changing the Position status to Activated will allow Activated positions with an end date the opportunity to be rolled. To only include positions that have an end date of 06/30/20??, select the ‘Positions Active On’ check box and enter ‘06/30/20??’ (fill in the correct fiscal year date) in the date field. To be active on a specified date, the position must have a start date that is less than or equal to the specified date and the position end date that is greater than or equal to the date entered. If all the positions have been previously rolled, another dialogue box appears. Remember that the ‘Rollover of Employee Positions’ can be performed as many times as necessary so that groups of positions may be rolled separately. The system keeps track of positions that have been previously rolled to ensure no duplicate records are created. Also, the system will not roll any position that has already been entered in the new fiscal year. Once all positions have been rolled over to the next fiscal year, the following message will appear.

12) Rollover Term Contract Encumbrances Outstanding New Fiscal Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Rollover Term Contract



Term Contract positions are the only positions that are allowed to have an end date greater than the fiscal year end date. An example of this would be a Federal Grant that may run from 9/1 through 8/31. When running this carryover routine, any outstanding encumbrance for a Term Contract position will be rolled to the next fiscal year and the encumbrance in the prior year will be liquidated. This will allow the district to continue making payments to the employee in the new year for this position until the encumbrance is depleted. Positions that do not have an end date in the new fiscal and/or do not have an encumbrance outstanding should be rolled over through the standard rollover procedures above. NOTE:

1) Make sure that all payments have been paid in the prior year before performing this routine.

2) Make sure these positions are not rolled in the rollover routine in Step #10.



When the Update button is selected for employee selection, the following message will appear.

The Term Contract Position rolled to the new fiscal year will show the balance of the encumbrance left over from the current fiscal year.



Current fiscal year Term Contract encumbrance is reduced to close out the encumbrance.

13) Increment Salaries by Step or Percentage New Fiscal Year

Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Increment Salaries



Incrementing salaries in WinCap is defined as resetting an employee’s salary with the new rates for the new fiscal year. To do this, you may increment employees up a step on the salary grid or give them a percentage increase directly. With either method, you are able to perform this in a mass update grid. NOTE: It is important that you have followed the previous steps and updated your Salary Schedules before incrementing. Increment Salaries by Step Verify that you are in the new fiscal year. Select the radio button at the top of the form for ‘Increment Step’. When Increment Step is chosen, every employee selected based on the criteria will be moved up a step based on their salary schedule.

In order to increment salaries, the position needs to have been rolled over in the previous stages of the rollover process. The criteria selection is based on many things, such as current year’s effective date, position, frequency, calendar, bargaining unit, salary schedule (which may or may not include grade and/or step), and possibly other types of user defined fields set up



within your system. The user can also narrow down the criteria by building a where clause. When ready to begin the incrementing steps routine, select the Update button. NOTE: When checking the box marked ‘Include previously incremented salaries’, the system will include employee records that have already been moved up a step. Normally, this process would not be used unless performing multiple year retroactive increases or trying to correct previously incremented salaries. After the Update button is selected, the following grid will appear. The system will default with all employees checked. Modifications can be made to the selection. Only those employees that are selected will be updated. Select OK.

Once completed, another screen will appear showing the employees that the system has updated. This listing should be printed.



Increment Employees by a Percentage and/or Dollar Amount To increase salaries by a percentage, select the radio button at the top of the form for ‘Percentage Increase’ then enter the appropriate percentage if necessary. (If there is no percentage increase, set the percentage field at zero. Even though the salary will not be increased, WinCap will reset the position to the ‘Incremented’ status to let you know that this salary has been reviewed and set for the new year.) Select the Update button to produce the mass update grid.

Employees who meet the criteria specified appear in the grid.



A selection grid appears that displays the Old Base and the New Base, which has the percentage increase included in it. If an additional increase needs to be calculated for the New Base, the Options button can be used to do this calculation using the Mass Replace options. Refer to the documentation for Mass Updating instructions. 14) Increment Additional Pay Items New Fiscal Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Additional Pay Items

Increment API by Percentage and/or Amount Use this option to increase any Additional Pay Items that continue to rollover each year but need a percentage or dollar increase adjustment in the new year. Select the radio button at the top of the form for ‘Percentage Increase’ and enter in the percentage to update the API amount by.




Enter in additional selection criteria and select Update.

A selection grid appears that displays the Old Base and the New Base, which has the percentage increase included in it. If an additional increase needs to be calculated for the New Base, the Options button can be used to do this calculation using the Mass Replace options. Refer to the documentation for Mass Updating instructions. Increment Longevity YOS - As noted earlier, if you do not use Longevity Schedule Tables, you can ignore this step and move on to Step 15




The process for incrementing Additional Pay Items that have been set up on a Longevity Schedule will be very similar to the Incrementing of positions. Select the radio button at the top of the form for ‘Increment Longevity YOS’s in order to move the employees up to the next year of service. Select the Update button to produce the mass update grid.

A selection grid appears that displays the Old Amount and the New Amount, which has the percentage increase included in it. If an additional increase needs to be calculated for the New Base, the Options button can be used to do this calculation using the Mass Replace options.



15) Re-Roll Payroll Budget Records New Fiscal Year IMPORTANT: This is an “only if necessary” step. Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Re-roll Payroll Budget Records

The Re-Roll Payroll Budget Records routine will bring forward budget codes that have been added to an employee’s record in the prior year after the initial rollover of the position has been performed. NOTE: This routine will only work for salaried positions that have NOT been activated. New budget codes for Non-salaried positions may roll even if the position has been activated. NOTE: For Special Project funds, the accounting department must assign and cutover any SubFunds that qualify to renew or continue, prior to the final run of the Re-Roll Payroll Budget routine. By doing this, accounting subfund maintenance identifies those renewing codes in the new year so that the payroll budget codes may roll and convert to the new budget codes automatically. The option ‘Roll to renewal project budget accounts if available’ must be used in order to automatically convert last year’s budget code to the new year’s budget code. For example, a continuing code F-2110-151-20XX (current fiscal year) would roll using the new format which might be F-2110-151-20XX (new fiscal year). If this option is not selected, the old code will be rolled (F-2110-151-20XX-current fiscal year) and will appear invalid in red because that particular code will not exist. When selecting the ‘renewal’ option, all normal budget codes re-roll as they would normally. Select OK to proceed.



16) Mass Update Budget Codes New Fiscal Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Mass Update Budget Codes

NOTE: This procedure is used only for positions that have not yet been activated. Therefore, it should be run prior to activating employees. To change a budget code: Select the criteria for the code and select OK. The sample below illustrates a budget code being changed from function 1010 to 1040. Select the Update button to produce the mass update grid.



A selection grid appears that displays the Budget Display (old value) and the New Code (new value). If additional modifications need to be made, choose the Options button and use the Mass Update options. Refer to the documentation for Mass Updating instructions. To add a new budget code for employees that do not have an existing budget code: Using the same Mass Update Budget Codes dialog, select the ‘Add blank lines for employees without budget codes.’ check box located at the bottom of the dialog box.

To enter new codes, either enter the New Fund and New Code directly on the Mass Update grid or use the Mass Update selections in the Options Button.




To delete a budget code: This mass update grid can also be used to delete budget codes that are no longer used. Select the criteria for the code and select OK. In the example below, the budget code 1620-164-21-000 is the budget code to be deleted. Select the Update button to produce the mass update grid.

A selection grid appears that displays the Budget Display (old value) and the NewCode (new value). To delete the budget code, check the box in the column Delete. If additional modifications need to be made, choose the Options button and use the Mass Update options. The Mass Replace options may be used to more quickly make changes to the budget codes. A formula is shown here to demonstrate some general usage for a couple of functions available when building formulas, or expressions. This formula will simulate changing a portion of a budget code, such as an F fund code that reflects the current fiscal year in the code itself. The idea is to replace the 3rd and 4th characters from the left in the budget codes from whatever they are now to a 13 (for the year



2013). ‘A’ fund codes have been left in this example to illustrate how important filtering is when pulling up your list of budget codes. The formula is: LEFT(newcode,2)+”13”+SUBSTR(newcode,5,9) LEFT and SUBSTR are functions recognized by the program and are used here to take portions of the existing budget code, combine them with the ’13’ we desire to add, and create a new value with those combined elements.

• Add LEFT to use the left 2 characters of the ‘newcode’ field. ‘newcode’ is actually the column heading for the budget codes column and can be selected using the ‘Column’ field on this dialog box. If you type it in yourself it MUST be spelled identically, but is not case sensitive.

• Add a ‘+’ sign to combine it with something else (concatenate) when using text instead of real numbers.

• Add the number we would like to add – “13”. Use quotes because this isn’t really a number, but text that represents a number.

• Add another ‘+’ to add the rest of the budget code. • Add SUBSTR, which acts similarly to the LEFT function, but locates characters starting at

a specific point in the field (read the field from left to right when counting the location or position of the character), not just starting all the way from the left. The function is applied to the correct field, ‘newcode’, and then the starting point is identified, in this case 5 for the fifth character from the left. With this function you also need to tell it how many characters to grab. We want the remaining characters in the code as we move to the right. Since the max number of remaining characters starting with number 5 position is 9, use that number. If a code happens to be of a smaller length it will just leave blanks at the end. If the max length was underestimated and the code is longer, any characters over 9 from that #5 starting point will be cutoff. In effect the formula will take the following code (with spaces added for identification of each component): T1 12 2110160EW to T1 13 2110160EW Since each of these years starts with a 1 you could just replace the one character that changes using the following formula. Notice how the values that change to accommodate this. LEFT(newcode,3)+”2”+SUBSTR(newcode,5,9) T11 1 2110160EW to T11 2 2110160EW When viewing the before and after images below, please notice that the A fund codes were changed as well. The actual codes are shown just below the dialog boxes. As mentioned before, use filters as necessary to limit which codes you are modifying. Contact the PR/HR Support Department for assistance with formatting or developing formulas for different scenarios. Before changing the code.



After changing the code.

17) Mass Activate Positions with No Salary / Encumbrance New Fiscal Year Please note that Step 17 is no longer used and should be ignored. If you have questions regarding this, please contact WinCap Support. Otherwise please proceed to Step 18.

18) Mass Activate Positions with Salary / Encumbrance New Fiscal Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Mass Activate Positions with Salaries/Encumbrance



IMPORTANT: WinCap now makes you activate at least one employee from each pay frequency individually before you are allowed to mass activate salaried employees. Make sure that the pay dates, number of pays, and weighting are accurate on the pay schedule tab of Employee Maintenance. Once activated, changing an employee’s frequency becomes an individual and manual process.

If the Mass Activate routine is attempted prior to activating at least one employee for a given Pay Frequency, the following errors will display when selecting the update button.

The first dialog box appears entitled ‘Activate Positions’. No warnings are displayed on this form as they are to Mass Update with No Salary/Encumbrance. IMPORTANT NOTE: One thing to be mindful of is employees whose position status will continue to be on Leave of Absence at the beginning of the New Fiscal Year. Those positions should be excluded from this routine to prevent them from being changed from the “Leave of Absence” status to an “Activated” status. You can use a Where clause such as Position.ROLLSTATUS#”L” which will filter out any LOA positions.

Enter in the selection criteria as needed. Once the Update button is selected, the following dialog box appears that allows selections for the group to be processed.

When a selection is made, positions will automatically be activated. The activation process automatically displays each Employee Maintenance form for all employees selected.



NOTE: During the activation process, each employee’s record will be brought up and modified automatically on the screen. This process, once started, cannot be canceled. It is also important that no one is actively modifying employee information until this process is completed. Any errors with the rollover will be displayed during this process.

If an error is received during this process, the user may stop, address the employee record directly, and then rerun the routine again. They may also choose the Continue button which will skip over this employee and continue the activation process stopping at any other employees that may have problems. Finally, the user has the option to check on the ‘Continue with update and don’t display this message if another error occurs’ and then choose Continue. No matter which option is chosen, at the end of the process you will receive a report of all errors encountered. These errors will need to be reviewed, since the positions did not get activated. 19) Activate Positions Individually New Fiscal Year Manage\Employee Maintenance/HR\Employee Information\Positions tab To activate a salaried employee one at a time, go to the Employee Maintenance form and select the position tab. To make this process flow more quickly, it may be of value to set up a function key to ‘Save and Modify Next’. To set up a function key go to the Function Key Setup form (File\ Administration\Setup Function Keys). Select the function key to use and click OK.



Go to the Employee Information screen (Manage\Employee Maintenance/HR\Employee Information). Set a filter to select only those employees to be activated. Employee’s positions will appear in an aqua color; aqua signifies the position has not been activated.

Click on the Modify button and then click the Options button. Choose the option ‘Activate Position’. The system will update the position and any additional pay items to the Activated status. Activating positions individually can be used if you need to review and verify the information for each employee.



When an employee is activated, the status feature next to the position code will disappear as will the aqua background color. Depending on your security, the drop down box may also be used to activate the position in lieu of the options button. After activating, use the function key (set above). This function key will save the current record, automatically go to the next record, and place this record in modify mode. 20) Payroll Deduction Tables READ CAREFULLY Manage\Payroll\Tables\Deduction Items Maintenance When the rolling over and initializing of the tables occurred in Rollover/Initialize Tables section, the Payroll Deduction Item tables rolled forward as well. As long as changes have not been made to the Current Fiscal Year Payroll Deduction Item table, WinCap will keep the Current Fiscal Year and the New Fiscal Year tables synchronized. This means that if the tables are changed in Current Fiscal Year, it WILL update the table in the New Fiscal Year. If the Payroll Deduction Item table has already been altered in the New Fiscal Year, then changes made to the table in the Current Fiscal Year will not carry forward. It is important for the user to understand this and plan accordingly as they are reviewed. Here is a listing of Deduction Groups that these rules apply to. GARNISH TSA BENEFIT FLEX BOND MISC DIRDEP Mandatory Deduction Items tables (Federal, State and FICA) cannot be modified so they are not affected by this feature, and Retirement deductions are also not impacted by this feature.

http://www.wincap.com/robofiles2/WebHelp/Time_Sensitive_Procedural_Instructions/PR_&_HR_Procedural_Instructions/Employee_Fiscal_Year_Rollover_Activities_-_Yearly_updating.htm#Rollover_Initialize_Tables



Within these affected Groups listed above, only the specific fields below will follow these rules. All other fields on the table will impact both years regardless of which year the change is made in.

21) Re-Roll Employee Payroll Deductions New Fiscal Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Re-roll Payroll Deductions IMPORTANT: When performing this routine, ALL employee maintenance forms must be closed. Even a form that is in View mode will cause the error listed below. If possible, run this routine when most or all users are logged off of the system. If this error does occur, work with your System Manager to locate the user causing the problem and have them logout accordingly. The table that your System Manager will search in is ‘Deductns’.



After the initial roll of the payroll tables, changes made to the employee’s deductions in the current fiscal year will not impact the employee’s deductions in the new fiscal year unless the ‘Re-Roll Payroll Deductions’ routine is performed. As a result of a Re-Roll of Payroll Deductions, if changes are made in the current fiscal year, they WILL update the deductions in the new fiscal year, regardless of whether or not the employee’s deductions had been manually adjusted in the new fiscal year already.

IMPORTANT: This is important to understand, as your manual changes to employee deductions in the new fiscal year should occur AFTER your final Re-Roll of Payroll Deductions. Any NEW employee deductions added to the current fiscal year will be added to the new fiscal year as a result of the Re-roll. WinCap will recognize that this deduction does not exist for the employee in the new year, and it will roll forward. Any NEW deductions added to an employee in the new fiscal year will NOT be impacted by the Re-roll. WinCap will recognize that there is no corresponding deduction in the current fiscal year to bring forward thus the deduction will stay intact. So, it is ok to add NEW deductions in the new fiscal year without fear of them being overwritten. Once you have done the Re-roll of deductions, you may make changes to employee deductions in the new fiscal year. Making changes to an employee’s deduction in the new fiscal year will not impact employee deductions in the current fiscal year in any way. IMPORTANT: Deductions with specific date ranges do not automatically update with the current Fiscal Year information. You will need to review these and change the date ranges to reflect the current year. These can be done in the Deduction Item maintenance area (if maintained there), on the individual employee deduction screen, or in the Mass Update Employee Deductions routine. To initiate the Re-roll of Payroll Deductions Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Re-Roll Payroll Deductions Once the Re-Roll Payroll Deductions option is chosen, the following message will appear. Read carefully before proceeding.



When the process has been completed, a message appears ‘The Re-Roll of Deductions has been Completed’. Select OK to this message. NOTE: Employee deductions can be re-rolled up until the time that the first payroll period in the new year is posted.

22) Activate Encumbrances New Fiscal Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Activate Encumbrances) BEFORE Activating Encumbrances, review and update ALL % of Wage benefits. These may include ERS, TRS, Worker’s Comp, etc. Add the new rates for the new fiscal year into the appropriate Benefit Plan tables. IMPORTANT: When performing this routine, ALL employee maintenance forms must be closed. Even a form that is in View mode will cause the error listed below. If possible, run this routine when most or all users are logged off of the system. If this error does occur, work with your System Manager to locate the user causing the problem and have them logout accordingly. The table that your System Manager will search in is ‘Employee’.

Activating Encumbrances is the routine which starts the new payroll year by posting the payroll encumbrances to accounting.



IMPORTANT: In order to activate encumbrances, the Accounting department must have rolled and cutover ALL FUNDS USED FOR PAYROLL. Before your first payroll can be processed, you must make sure that you have executed these steps. When posted, a lump sum encumbrance will appear in each budget code for all employees encumbered there. Once payroll has become live with the accounting records, all subsequent changes to an employee’s encumbrance will post to the budget immediately and on an individual basis. 23) Closeout Hourly/Daily Encumbrances Current Year Manage\Employee Maintenance/HR\Administration\Employee Data Annual Rollover\Closeout Hourly/Daily Encumbrances

NOTE: Closing hourly/daily encumbrances must be processed in the CURRENT fiscal year. Be sure to choose the Closeout option from the CURRENT Fiscal Year Administration menu.

Since WinCap allows for the estimating and encumbering of hourly and daily employee payments, you may reach year-end with encumbrances that were overestimated. If this should occur, you can mass liquidate these values using this routine. The user will be prompted to answer the message: “This process will unencumber the encumbrance outstanding for Hourly/Daily positions in current fiscal year dates (“20XX-XX). Do you want to continue?” Answer “Yes” or “No”. 24) Additional Information to Assist in Rollover Activities WinCap has several reports that help manage the Payroll Rollover, Incrementing, and Activation Process. Employee Position Report Reports\Employee/HR\Employee Reports by Position\Employee Position Report



The Employee Position Report is an important report that can be run in both the current year and next year. It is recommended to choose any sort option except ‘by employee’ to review your data. This will provide the most useful information.

To identify/confirm the employee positions that will or will not roll forward to the new fiscal year: Run using the current Fiscal Year To create a list of all positions that will not rollover, enter in the Where Clause: !EMPTY (Position.ENDDATE) This will check for all positions that have an end date. Once position data has been rolled over to the new year, you may want to verify which positions are ‘Not Incremented’ or ‘Not Activated’. Run using the new Fiscal Year On the Position criteria tab, select the pull down option for position status of ‘Not Incremented’ and ‘All but Activated’, running the report separately for each setting.



Other fields can be entered in the Where Clause builder to further limit the employees listed. Of course, these will vary from district to district based on how the tables and employee positions are setup. Additional Pay Items Rollover Generally, employee Additional Pay Items (API) will be rolled over if the position with which it is associated is rolled forward to the new Fiscal Year. (See Step #1 for verification of the roll status of additional pay items). However, if the API was setup using a separate frequency and contains an end date, this particular API will not roll forward, even if the position does. To create a listing of all APIs that will not roll forward, even though the position will roll forward, run the Employee Additional Pay Items Report from the current Fiscal Year (Reports\Employee/HR\Employee Reports by Position\Employee Additional Pay Items Report) with the following Where Clause: !EMPTY(PosPyItm.ENDDATE) AND EMPTY(Position.ENDDATE)



25) Using Filters for Rollover Activities To make it easier to activate employees within a specific area (ex. position, primary location, etc) select the Filter icon on the Form Toolbar to produce the screen below.



Please review the WinCap Basics documentation located on the CCA website for complete instructions for creating and using Filters. 26) Related Items Mass Update Employee Additional Pay Items Manage\Employee/HR\Mass Update Employee Additional Pay Items A feature is available to easily update or view the Employee Additional Pay Items, utilizing a mass update grid format. This feature updates the value on the employee level and not at the table level. It is generally used to mass update Employee Additional Pay Item amounts during the annual position rollover/incrementing process, when the amounts are unique for each individual and are not linked to a table value.

Please refer to the Mass Update Routines for Tables and Data documentation that is located on the CCA website for detailed instructions on Mass Update Routines. Process Pending Courses and Degrees See separate documents titled Quick Start Guide to Automated Course Credit Payments and Quick Start Guide to Automated Course Credit Grade Change Process.

http://www.cap-comp.com/robofiles2/docs/UserTrainingMaterials/Basics.doc

http://www.cap-comp.com/robofiles2/docs/UserTrainingMaterials/Basics.doc


end of fiscal year employee position control rollover

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