TxEIS
Next-Year Payroll for
2014-2015
Region 18 ESC
Information Systems
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:
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Updating Tables
Updating Employee Information
Calculating Salaries
Performing Edits
Interfacing Payroll to Budget
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Benefits of Next-Year Payroll
• Get a head start on updating data for the 2014-2015 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.
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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.
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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.
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Before proceeding, go to Human Resources and verify you are in
Year: C and in the CYR Frequency (i.e. 4, 5, or 6).
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Step 2: Reversal for NonAccrual
Go to Payroll Processing > EOY Payroll Accruals > Reversal for
Non-Accrual page to verify 2013 accruals have been reversed in
CYR.
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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.
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Step 3: Comparison
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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.
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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.
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Step 4: Comparison
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Change to Year: N and NYR Frequency (i.e. D, E, or F).
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Step 5: Credential Tables
Update the following Credential tables as needed:
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Major / Minor
College Code
Certification Type
Specialty Area
Teaching Specialization
REMEMBER: These are SHARED tables between CYR and NYR.
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Step 5: Major / Minor Table
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Step 5: College Code Table
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Step 5: Certification Type Table
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Step 5: Specialty Area Table
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Step 5: Teaching Specialization
Table
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Step 6: Salaries Tables
Update the following Salaries tables as needed:
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Local Annual
Hourly/Daily
Extra Duty
State Min
Substitute
Midpoint
Workers’ Comp
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Step 6: Local Annual Table
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Step 6: Hourly/Daily Table
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Step 6: Extra Duty Table
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Step 6: State Min Table
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Step 6: Substitute Table
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Step 6: Midpoint Table
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Step 6: Workers’ Comp Table
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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.
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Step 8: Deduction Code Table
Go to Tables > Tax/Deductions > Deduction Cd page to update
the Deduction Codes as needed.
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Step 9: Job/Contract Tables
Update the following Job/Contract tables as needed:
• Job Codes Table
• Extract ID Table
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Step 10: Bank Codes
Go to Tables > Bank Codes page to update Bank Codes as
needed.
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Step 11: Workday Calendars
Update the following Workday Calendars as needed:
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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 inservice 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 2014-2015 approved calendar.
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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.
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Step 11: School Calendar
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Step 11: Accrual Calendar
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Step 12: Automate TRAQS
Go to Tables > District HR Options page to update the NYR
Automate TRAQS field as needed.
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Change to Year: C and CYR Frequency (i.e. 4, 5, or 6).
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Step 13: Create a Backup
Go to Utilities > Export Pay Tables page to create a backup of
CYR payroll.
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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.
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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.
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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.
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Change to Year: N and NYR Frequency (i.e. D, E, or F).
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Step 16: Verify NYR Data
Once you are signed into NYR payroll, print the following reports
to review employee information and make necessary changes:
• HRS1000 - Roster of Personnel Report
• HRS1100 – Employee Verification Report
• HRS6000 – Account Code Comparison
• HRS6400 – Salary Verification Report
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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
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Step 17: Mass Update Deductions
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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.
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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
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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
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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
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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.
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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
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Step 23: Update Employee
Information
• Add or update employee information on the following tabs:
A.
B.
C.
D.
E.
Employment Info
Pay Info
Job Info
Distributions
Deductions
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Step 23: Update Employee
Information
A. Employment Info tab
Human Resources > Staff Job/Pay Data > Employment Info Tab
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Step 23: Update Employee
Information
B. Pay Info
Human Resources > Maintenance > Staff Job/Pay Data > Pay Info Tab
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Step 23: Update Employee
Information
C. Job Info
Human Resources > Maintenance > Staff Job/Pay Data > Job Info Tab
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Step 23: Update Employee
Information
D. Distributions tab
Human Resources > Maintenance > Staff Job/Pay Data > Distributions
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Step 23: Update Employee
Information
E. Deductions tab
Human Resources > Maintenance > Staff Job/Pay Data > Deductions
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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.
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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.
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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
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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?
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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.
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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
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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.
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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.
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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
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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:
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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.
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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
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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
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QUESTIONS
Information Systems Department
 Christina Aranda – Information Systems Business Consultant
Phone: 432-567-3282
Email: caranda@esc18.net
 Melinda Arguello – Information Systems Business Consultant
Phone: 432-567-3283
Email: margeullo@esc18.net
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