1. Payroll Position Number Update
Introduction
Thank you for joining today’s webinar – Payroll Position Number Update
Today will be discussing ways to update the payroll position number in HRMS
Gordon Millspaugh
HRMS Consultant

2. Agenda 1. Why is this important. 2. 8 Series Web Reports 3
Agenda 1. Why is this important? Series Web Reports 3. Payroll Position Number Update (Reconciliation Tool) 4. Update Position Numbers on Individual 5. Mass sync
We will discuss why it is important to update the payroll position numbers.
We will take a look at the 8 Series web reports which allows you to look at your HRMS data and verify its accuracy. This helps with data cleanup.
We will look at the different methods to update the payroll position number in HRMS. First, using the Payroll Position Number Update (or Reconciliation Tool). Second, we will look at updating position numbers on individual assignments
And, finally we will look at the mass sync process which allows you to do a mass update of position budget codes

3. Why is this important? 1. Connects HRMS Data to Payroll data for reporting and archive information. 2. Reports depending on this connection – Teacher Turnover, SS200, SS300 and BT 3. Query Builder – Assignment Budget View (Reporting Group).
In HRMS, we place employees into positions which are represented by six alpha-numeric characters or numeric only digits depending on your LEA. And, employees are added to your payroll system using ISIS or Sartox located on your local AS/400 or even on the new ISIS system on their server. These systems are not connected so we add the HRMS position number to the payroll assignment record as a way of connecting the two systems.
This allows you to run reports based on the connection between HRMS and Payroll. The Teacher Turnover Report, SS-200, SS-300, BT and McRel web reports depend on this connection. The Teacher Turnover report uses the budget code of the individual’s position who left the school system to determine if the person was a teacher or not. So in order for the report to be accurate the object code which is a part budget code must be in the system. For example, object code 121 would identify a teacher.
The SS-200, SS-300 and Beginner Teacher (BT) and also the McRel web reports also uses the budget code information. You have to know the budget code for the employee’s position in order to determine which McRel report the person should be listed on. The budget code will determine if they should be on the Teachers, Administrators, or Principals report.
Also, when using Query Builder and the Assignment Budget View (Reporting Group) it is important that there is a connection between HRMS position number and the Payroll assignment record.

4. 8 Series Web Reports
Next up are the 8 Series Web Reports – These web reports are mainly used for clean-up. You can run them at anytime to look at the data in your system.

5. You can access the Web Reports via the HRMS Home Page

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

7. The Web Reports page displays with a list of reports created by the HRMS team. Today we will be talking about the 8 series reports. When you bring up the Web Reports page the reports are automatically sorted by the Report Name.

8. Click on the arrows twice to re-sort in descending order
Click on the arrows twice to re-sort in descending order. Now the 8 series web reports are listed at the top of the table.

9. Web Report
The first report we’ll take a look at is Web Report
Click the report name Active HRMS Employees Not in Payroll
This report shows active HRMS Employees who do not have active Payroll Assignment records. Basically, the report will show staff with an active employment status in HRMS that are not in Payroll.

10. Web Report
Verify information on this 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 will have an active payroll assignment. These will include new hires not yet entered in payroll. Also, this report may list employees that are on Leave of absence, or individuals who volunteer for extracurricular activities.
Another possibility may be that the employee’s SSN was entered incorrectly on the HR side or Payroll side. The system is using the SSN to match records in HR and Payroll.
For those that are not in an active payroll assignment, please verify the validity of the data and separate the employee in HRMS so they will no longer display on this report.

11. Web Report
The next is Web Report – Payroll Employees Not in HRMS
Click report – Payroll Employees Not in HRMS
This includes employees with active payroll assignment records in Payroll but are not in HRMS

12. Web Report
When running these web reports just use the web as the output method. Click Submit.
If you want to put in Excel then once the report displays, you can do select all by doing Ctrl A, then Ctrl C to copy, open Excel and Ctrl V to paste into Excel.

13. 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.
If the employee should be in HRMS, then add them to the system.

14. Web Report
The next is Web Report – HRMS Employees with No Position Assignments
Click report - HRMS Employees with No Position Assignments

15. Web Report
Click Submit

16. Web Report
This report lists the Active Employees that are not in an Assignment yet. These are employees with an active employment status code without an assignment in HRMS. (This will list any staff that you may have missed.) Add all assignments for Active staff not in a position.

17. Web Report
The main report used for updating payroll position numbers is Web Report – Active Payroll Assignments with Missing/Invalid HRMS Position Numbers
Click report - Active Payroll Assignments with Missing/Invalid HRMS Position Numbers

18. Web Report
Click Submit

19. Web Report
This report shows the individuals that have an assignment in HRMS and they are in an active pay status in payroll. Employees show up on this report if 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.
SSN, Payroll Emp ID, Payroll Full Name, Payroll Job Title, Payroll HRMS Po#, Fund, Purpose, PRC, Object, Site, Local Use, Seq
Once you find employees on this list there are two ways to update the position numbers. Some LEAs only allow Payroll to update this information. Others have personnel staff who update this information. We will look at how to update the position numbers in HRMS.

20. Payroll Position Update Reconciliation Tool
First option is by using the Payroll Position Update or Reconciliation Tool

21. You can access the Payroll Position Update from the HRMS Home Page
Under Employees
Click Employee Page

22. Select Employee Page
Once on the Employee Page
Click Views

23. Under Views, Select Payroll Position # Update
Click Payroll Position # Update

24. The HRMS Payroll Position # Reconciliation Form appears.
An agent runs to refresh your data daily at 5:00am. But you can refresh the report data by clicking Reload Report Data. However, make sure no one is in HRMS updating position payroll numbers before reloading report data.
When the form first appears it is blank (the information below does not display until you click Get Results)
You enter the search criteria for who you want to find. If you are doing this in mass then it is recommended you do it by site. Select Site and Click Get Results. But after you’ve kept up your system then you probably would only need to look up specific employees. It’s your option. You can search anyway you prefer.
Once you’ve entered your search criteria click Get Results.
You will quickly receive a result count but it may take longer for the information to display.
The white portion is the HRMS information and the teal portion is the Payroll information
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 – Obsolete feature – It was used for the initial release of the tool when LEAs were still entering base and supplemental budget codes in HRMS
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 X at the top right of the form to close the window and return to the Employee Page

25. 1. Enter Selection Criteria 2. Click on “Get Results” 3
1. Enter Selection Criteria 2. Click on “Get Results” 3. Results Display 4. Use inner scroll bar to scroll through data. 5. White is HRMS data. Teal is Payroll. 6. This is the only place you can remove the HRMS Position Number from the Payroll Assignment record in HRMS.
Here’s a review of how to use the form.

26. 1. Copy Pos # will copy HRMS Position Number to Pay Pos # New Column
1. Copy Pos # will copy HRMS Position Number to Pay Pos # New Column. (If person only in 1 position) 2. Save Employee will copy position number from Pay Pos # New to Pay Pos # Current (In payroll). 3. You can type the position number in the Pay Pos # New column if you want, then click on “Save” to move to the Pay Pos # Current column. 4. “Delete” removed the HRMS Position number from the Pay Pos # Current column.
More instructions on using the form.

27. Payroll Position Number Update on Edit Assignment Form
The other option for updating the payroll position number is by updating it on the edit assignment form.

28. Select Employee Page
You can access the assignment from the HRMS Home Page, Under Employees – Click Employee Page
Once on the Employee Page, enter the employee’s SSN or Last name to locate their record.

29. Edit Assignment This brings up the Employee Demographics Page
Below the Basic Information for the employee you will see the Current Assignments for the employee
Click edit to open the assignment record.

30. Scroll to the bottom, enter position number, Update Payroll
On the bottom of the assignment record you will see the Budget Code Information.
You will also see the same label as Web Report – Payroll Budget Codes with Missing/Invalid HRMS Position #s
For this employee, these position numbers are displayed but they are not valid. They may not be valid if the person is no longer in the position with that assigned budget code.
To update just enter the payroll position number and click update Payroll. You must do this one line at a time. Once you update the information it will display under Payroll Budget Codes.

31. Sync button, Position BCs, Pay Table, Grade, Step, synced
You can use the Sync Budget Code to Positions to keep the salary table information up to date with your budget code information.
Click Sync Budget Code to Positions
It does not affect supplement budget codes
This can be used for example when you’re entering a new employee into HRMS but you’re not sure of the base pay table, grade and step. Just enter something into those required fields and use the Sync Budget Code to Positions button. This is dependent on whether Payroll has already entered the employee in their system. This is just a quick way to add or update the information from the payroll assignment record.

32. Mass Sync of Budget Codes to Position
There is an option to run a mass sync of budget codes to positions. This is more efficient than going to each employee’s position to sync budget codes.
You would want to do this because maybe several employees have earned master’s degrees which would affect their salary information.
Also each budget year there are changes to salary tables and employees move up a step so you would not want to try to update each employee’s record.

33. Mass Updates
You can access the Mass Update via the Employee Page straight from the Employee Demographics Page or from the HRMS Home Page under Employees

34. Mass Updates
Click Mass Updates

35. Mass Updates
Click Rebuild Position Budget Codes (v5.0)

36. Position Budget Code Update
This brings up the Position Budget Code Update form
Reminder
Make sure you have HRMS position numbers entered into your payroll assignments before starting this process. HRMS Base and Supplement position budget codes will be rebuilt from payroll assignments by matching on SSN and position number, so this process will not work correctly if you have not entered your HRMS Position numbers into payroll assignments.

37. Position Budget Code Update
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. However, you can select All. Also, this process does not add position numbers to payroll assignment records. It only makes sure that the data in Payroll and HRMS are synced for those who already have position numbers in their payroll assignment records.

38. Position Budget Code Update
You can further refine your search by category and just choose ALL.

39. Position Budget Code Update
You can further refine by Site.
Then click Rebuild.

40. Position Budget Code Update
Rebuild icon now indicates Searching.

41. Position Budget Code Update
You’ll get an alert with the number of position to update. This does not mean all of these are out of sync. It just means it is the number of payroll assignment records with a position number that the system checks to make sure they are in sync. Are you sure you wish to rebuild them?
Click OK
You will get a status indicator with a percent complete until 100% complete.
Some school systems run this once a month just to keep their budget code data in sync.
It is a really useful tool to make sure your budget code data in Payroll and HRMS are in sync.
This allows for accurate reporting of data for your employees.

42. Questions/Comments
If you need additional help you can access the HRMS Communication Site via the HRMS Home Page under Help. You can search for payroll position number update or for the web report – Active Payroll Assignments with Missing/Invalid HRMS position numbers.
You can also contact the Help Desk at (919)