HUMAN RESOURCE MANAGEMENT SYSTEM - LEA License & Salary Info Center

HUMAN RESOURCE MANAGEMENT SYSTEM

Getting Started with the Payroll Interface

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Confidentiality/Security Warning

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without discrimination because of race, religion, national or ethnic origin, color, age, military service, disability, or gender, except where

exemption is appropriate and allowed by law.

Inquiries or complaints regarding discrimination issues should be directed to:

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6301 Mail Service Center :: Raleigh, NC 27699-6301 Telephone 919-807-3200 :: FAX 919-807-4065 Visit us on the Web: www.ncpublicschools.org

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Table of Contents Table of Contents ............................................................................................ 3

SCOPE ............................................................................................................ 4

HOW DO I? ..................................................................................................... 4

LOG IN............................................................................................................ 5

POSITION MANAGEMENT ............................................................................... 6 Create Position .......................................................................................................................6 Edit Position ...........................................................................................................................9

ADD/EDIT HRMS ASSIGNMENT ................................................................... 13 Add Assignment ...................................................................................................................13 Edit Assignment ...................................................................................................................15

NEW HIRE WITHOUT VACANCY PERMIT PROCESS ...................................... 19

NEW HIRE USING VACANCY PERMIT PROCESS (Internal Candidate) ............ 24

NEW HIRE USING VACANCY PERMIT PROCESS (External Candidate) ........... 30

STAFF ACTION CONSOLE ............................................................................. 36

POSITION UPDATE BUDGET CODE MASS UPDATE ...................................... 38

REMOVE OLD HRMS ADDITIONAL PAY BUDGET CODES ............................. 40

POSITION UPDATE TOOL.............................................................................. 41

WEB REPORTS ............................................................................................. 43 Web Report 800001 .............................................................................................................43 Web Report 800002 .............................................................................................................44 Web Report 800003 .............................................................................................................45 Web Report 800004 .............................................................................................................46 Web Report 800005 .............................................................................................................47 Web Report 800006 .............................................................................................................48

SS300 REPORT DOCUMENTATION ............................................................... 49 Running the SS-300 Report in HRMS Reporting Tool: ..................................................49 SS-300 Error Messages and Tips ......................................................................................52 PAYROLL_ASSIGNMENT_BUDGET_CODES Table in HRMS .......................................59 SS-300 Formulas for Calculating Percent Employed and Supplement Amounts ................................................................................................................................63

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SCOPE The goal of the Payroll Integration initiative is to provide a seamless interface between HRMS and Payroll, whereby common data elements are stored in one place (primarily Payroll) and both systems have the ability to read and access data. Once this interface is fully implemented, HR Staff Actions will be sent to Payroll through an automated interface, where Payroll staff can review and (optionally) accept changes to assignment records.

HOW DO I? 5.0 Payroll Interface user manual contains step-by-step instructions for performing selected tasks with Human Resource Management System. It is designed for quick reference and can be copied for ease of use. The most common tasks are covered.

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LOG IN

1. Type in current User Name Remember this begins with your Unit Number and is not case sensitive Example: 090teaster 2. Type in current Password Remember this is case sensitive 3. Click “Login”

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POSITION MANAGEMENT The Position Management Console is where you perform all functions of position control with the exception of employee assignments.

Create Position 1. From the LEA Home Page click Positions 2. Click Create Position

Complete all the appropriate fields on the New Position screen. Required fields are defined by an * asterisk.

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Enter Position Reporting Information SS-200 - The state-required Public School System Full Time Personnel Report. SS-300 – The state required Local Salary Supplement Report SS510 – The state required Bureau of the Census Supplementary Data Report EE05 – Elementary and Secondary Staff Information Payment Method - Salaried, Hourly, Flat Dollar Base Pay Table - select from drop-down list box of valid grades based on the grade salary schedule selected. Grade - In HRMS all positions must be assigned to a salary schedule. Standard Hours – If the payment method is hourly, you are required to update the standard number of hours per week that a person in this position would normally work. Hours Funded - This value should be the total assignment hours for employees assigned to this position. Percent Funded - current total assignment percentage for position

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3. Choose one of the following options cancel, save and close or save and edit. Close does not save any data entered and returns you to the LEA Homepage. Save and Close saves the data entered and closes the record so you can edit at a later time. Save and Edit saves the data entered and opens the edit position screen to allow you to add Position Budget Codes on the edit position screen.

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Edit Position Use Edit Position if you plan to change any of the existing position information.

1. From the LEA Home page click Positions 2. Click Position Management.

3. Enter Site Number. 4. Click on Search Site button.

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5. Select the position you want to work with. 6. Click Edit position. Complete all the appropriate fields on the edit

position screen. Required fields are defined by * asterisk.

Allow Update field keeps the data on the assignment and position in sync when set to yes. The Exempt Status is defaulted in from the position, and is based on the position title entered on the LEA Configurations page.

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Enter Position Reporting Information SS-200 - The state-required Public School System Full Time Personnel Report. SS-300 – The state required Local Salary Supplement Report SS510 – The state required Bureau of the Census Supplementary Data Report EE05 – Elementary and Secondary Staff Information Salary/Payment Information Payment Method – Salaried, Hourly, Flat Dollar Base Pay Table – select from drop-down list box of valid grades based on the grade salary schedule selected. Standard Hours – Required if Hourly (this value must be greater than 0). Hours Funded - (this value must be greater than 0). Percent Funded - Required if Salaried (this value must be greater than 0).

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Budget Code Information Authorized users will be allowed to create new position budget codes. This information is linked to your payroll chart of accounts. NOTE: Maintaining budget codes in HRMS is optional. New Position Budget Code The current view displays a summary of the data entered on the Budget code card. New Position Budget Code link – gives the option to add a new budget code. This will populate the card below. The Edit link will allow you to make changes to the position budget code you select. The Delete link will allow you to delete the position budget code you are working with. After completing all the required fields on the card, select save or cancel. The Save button will save all data entered. The Cancel button will close the card without saving any changes.

HRMS Assignment Information When you click on a row in this section it will populate the employment assignment details screen for that person.

7. Choose one of the following options close, save and close or save and edit. Close closes window and does not save any data entered. Save and Close saves the data entered and closes record to allow you to edit at a later time. Save and Edit saves the data entered and opens the edit position screen to allow you to add Position Budget Codes on the edit position screen.

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ADD/EDIT HRMS ASSIGNMENT Add Assignment

1. From the Employee Demographics Page go to the toolbar at the top of the page, next go to Assignment.

2. Click Add. This will populate the add assignment screen.

3. Enter Position Number. 4. Verify the status of the position number entered. 5. Click the Submit button. Once the position number is submitted

the Add assignment screen populates. 6. Complete all the appropriate fields on the add assignment screen.

Required fields are defined by * asterisk.

The Position Information section on this page is display only. You may edit the position assignment on the edit assignment link.

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Show/Hide will expand the assignments window.

The Position Assignment History section displays all positions. Clicking on a row in this section will populate the employment assignment details screen for that employee.

7. Choose one of the following options cancel, save and close, and save and edit. Cancel removes all data entered. Save and Close saves the data entered and closes record to allow you to edit at a later time. Save and Edit saves the data entered and opens the edit assignment screen and allows you to edit the Position Budget Code request.

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Edit Assignment 1. From the Employee Demographics Page go to the Current

Assignments section. 2. Click the Edit Link this will populate the edit assignment screen.

The Position Link will display the view assignment page.

3. Click Show/Hide located next to Assignment history. The screen will show current, future, and archived assignments for this position.

4. Select the assignment you want to edit. Complete all the appropriate fields on the edit assignment screen. Required fields are defined by * asterisk.

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Position Budget Codes Available displays all the budget codes associated with this assignment. The first list shows all the budget codes that have been allocated to this assignment ad the amounts funded.

Use link populates the use position budget code a card to request a new Payroll assignment record (if Base or Supplement), some of the values are defaulted in from the position.

5. Complete all the appropriate fields on the Use Position Budget Code card. Save will save data entered on the card to the position and Cancel will remove data entered on the card and close card.

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Payroll Budget Codes New Request allows you to request a new payroll budget code be that is not already associated with the assignment. This will populate the card below. After completing all the appropriate fields on the card, click the Save button. The Cancel button will remove all data entered on the current card.

Pending Budget Code Requests This section will display any HRMS budget request that has been submitted but has not been marked as complete. Clicking on the a row in this section will display the Staff Action Detail screen.

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Additional Budget Codes (from HRMS) New Displays a summary of information about the position and separate it by type such as current, future and archived assignments. Click the Additional Pay Budget Code from HRMS New link. After completing all the appropriate fields on the card, click the Save button to save the new data entered. The Cancel button will close the card without changing the original additional budget code data. You may click in the Budget code column it will display the View Employee Assignment Details screen Selecting the Edit link will populate the edit additional pay budget code card to allow you to make changes to the current additional pay budget codes. The Delete link will remove the additional pay budget code you selected.

6. Choose one of the following options close, save and close, save and edit and update position. Close closes the form and returns you to the employee demographic page. Any data entered will not be saved. Save and Close saves all data entered and closes record to allow you to edit at a later time. Save and Edit saves the data entered and opens the edit assignment screen and allows you to edit the Position Budget Code request. Update Position will refresh/update all payment information entered for this position.

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NEW HIRE WITHOUT VACANCY PERMIT PROCESS

1. From the LEA Home Page click Employees 2. Click Employee Page

3. Click Staffing 4. Click New Hire without Vacancy Permit and the New Hire

Employee screen will populate.

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5. Enter SSN 6. Select Employment Type and click submit. The Employee

Demographics page will populate. Complete all the appropriate fields on the Hire New Employee screen. Required fields are defined by * asterisk.

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7. Click Save Changes. Go Back will take you back to the Employee Page.

Add Assignment

8. Click Assignment on the toolbar 9. Click Add

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10. Enter Position Number

11. Verify the Status of the position number entered. 12. Click Submit. Once position number is submitted the Add

Assignment screen populates.

13. The Position Information section on this page is display only. The Position link will display the view position screen. NOTE: You may edit the position assignment on the edit assignment link.

14. The Assignment for this position section displays the history for this position. Click Show/Hide this will expand the assignments section and display all assignments (current, future, and archived) for the position selected.

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15. Select the assignment you would like to assign. Complete all the appropriate fields on the Add Assignment screen. Required fields are defined by * asterisk.


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NEW HIRE USING VACANCY PERMIT PROCESS (Internal Candidate)


3. Click Staffing 4. Click New Hire Nominees

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5. Type in the SSN or position number in the search field. 6. Select Browse All button to the right. Browse All allows you to see

a listing of all Nominees that have accepted the offers. 7. Go to Demographics category. 8. Click on toggle arrows to sort. (search for nominees not processed) 9. Click on the row that identifies the new hire to be processed. Rows

shaded green under the assignments column may indicate an internal hire. Clicking the Close Window button will return you to the employee page.

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10. Click the Submit button. You will receive message: Processing

The vacancy permit has been finalized. You will be redirected to the employee demographic page. The Close button will return you to the employee page.

11. Complete all the appropriate fields on the Employee Demographics screen. Required fields are defined by * asterisk.

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12. Click Save Changes this will save all changes made while working with this employee. The Employee Demographics Page repopulates after you click save changes. Go Back will take you back to the employee page. Add Assignment

13. From the Employee Demographics Page go to the toolbar at the top of the page, next go to Assignment.

14. Click Add. This will populate the add assignment screen.

15. Enter Position Number. 16. Verify the status of the position number entered. 17. Click the Submit button. Once the position number is submitted

the Add assignment screen populates. 18. Complete all the appropriate fields on the add assignment screen.

Required fields are defined by * asterisk.

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The Position Assignment History section displays all positions. Clicking on a row in this section it will populate the employment assignment details screen for that employee.

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19. Choose one of the following options cancel, save and close, and save and edit. Cancel removes all data entered. Save and Close saves the data entered and closes record to allow you to edit at a later time. Save and Edit saves the data entered and opens the edit assignment screen and allows you to create Payroll Budget Code requests.

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NEW HIRE USING VACANCY PERMIT PROCESS (External Candidate)


13. Click Staffing 14. Click New Hire Nominees

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15. If you have the SSN or position number type in the Search Field if not go to step 6.

16. Select Browse All button to the right. Browse All allows you to see a listing of all Nominees that have accepted offers.

17. Go to Demographics category. 18. Click on the toggle arrows to sort. (search for nominees not

processed) 19. Click on the row that identifies the new hire to be processed and

the new hire form will populate. Rows with a green block under demographic column only or all columns with no green blocks may indicate an external hire. Clicking the Close Window button will return you to the employee page.

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20. Click the Submit Button. The Cancel Button will return you to

the employee page.

Add Assignment 21. From the Employee Demographics Page go to the toolbar at the

top of the page, next go to Assignment. 22. Click Add. This will populate the add assignment screen.

23. Enter Position Number. 24. Verify the status of the position number entered. 25. Click the Submit button. Once the position number is submitted the Add assignment screen populates. 26. Complete all the appropriate fields on the add assignment screen. Required fields are defined by * asterisk.

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The Position Assignment History section displays all positions. Clicking on a row in this section it will populate the employment assignment details screen for that employee.

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STAFF ACTION CONSOLE The Staff Action Console will allow users to view all payroll requests entered for Adds/Changes/Deletes to Payroll Information. Only staff action history will be available through the Staff Action Console. You must have the Finance Officer security role to access.


3. Click Staff Action Console

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Use the drop down arrow to select a status search. The search will display all Payroll requests with a Submitted status.

You may click on any column heading to sort results of that column. You will click the “Complete” button once you are notified by payroll that the Staff Action request has been completed. You will be prompted to make sure you want to “Complete” this request. Click OK and the request will be “Completed" and the screen will refresh. You may select any row located below the toolbar by clicking on it and the Staff Actions Details screen shown below will populate.

The Print button will allow you to print the screen to your local printer and Close will close the staff action request detail screen.

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POSITION UPDATE BUDGET CODE MASS UPDATE This mass update allows LEAs to delete their old position budget codes. This is run at each LEAs discretion. Make sure you have HRMS Position Numbers entered in Payroll before starting this process. HRMS Base & Supplement Position Budget Codes will be rebuilt from Payroll assignments by matching the employee SSN & HRMS Position Number. THIS PROCESS WILL NOT WORK PROPERLY IF YOU HAVE NOT ENTERED YOUR HRMS POSITION NUMBERS IN PAYROLL.


3. Click Mass Updates

4. Click Rebuild Position Budget Codes the position budget code mass update screen will populate.

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Budget Code Types allow you to select Base Budget Codes, Supplement Budget codes, or Additional Pay budget code type to be removed. Include Positions with No Current Assignments Specify whether you wish to remove/refresh budget codes for ALL HRMS positions, Category will allow you to select a position type (Licensed, Classified, Bus Driver, Substitute or All) to update. Site displays a list of schools and will allow you to update by site. Rebuild replaces the budge codes that were removed. Base and Supplement budget codes will be brought over from payroll. Additional Pay budget code will be brought over from HRMS. The Close button will close the window and no changes will be made.

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REMOVE OLD HRMS ADDITIONAL PAY BUDGET CODES The purpose of this mass update is to remove Additional Pay budge codes that may be obsolete or inaccurate.

1. Run Web Report 800002 and print. 2. Click Remove button. A pop up window will come up informing

you of how many current and future additional pay budget codes will be deleted. You will be asked if you wish to continue click OK to delete the records or Cancel does not delete any records and will return back to the Remove Old HRMS Additional Pay Budget Codes screen.

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POSITION UPDATE TOOL The Payroll HRMS Position # Reconciliation Tool allows HRMS users to edit and update the HRMS Position Number into the Payroll assignment file. Getting the HRMS Position Number into Payroll is the first step in the Payroll interface project, and will ultimately allow your LEA to pull down budget codes from Payroll into HRMS. In order to be included on this form, employees must have at least one active assignment in Payroll and one assignment in HRMS (with or without a budget code). NOTE: Prior to updating HRMS Position Numbers always check with your Payroll Department to make sure they are not updating an open payroll.

1. From the LEA Homepage click Employees 2. Click Employee Page

3. Click Views 4. Click Payroll Position # Update

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Save Employee – This is a mass save button that allows you to save all proposed New Payroll position number(s) for an employee into the matching payroll assignment record. Once the update has occurred, the new position number(s) will appear in the Pay Pos # Current Column. Copy Pos # – This is a mass copy button that allows you to auto

populate the Propose 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.

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WEB REPORTS HRMS Web Reports is a web-based reporting tool which is capable of producing simple, reports in a timely manner. The 800000 series of reports will assist with the clean up process so the HRMS data associated with payroll can be reported more accurately. Web Report 800001 Displays all employees who have an active Payroll Assignment but has not been set up in HRMS.

1. From the LEA Home Page click Reporting 2. Click Web Reports.

3. Go to the number column and click the up arrow twice to sort the reports in descending order.

4. Select Web Report 800001.

5. Click Submit

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Web Report 800002 Displays all HRMS employees that have Additional Pay budget codes assigned to them. This report will assist with correcting Additional Pay Budget codes that may be included on your SS300 report.




5. Click Submit

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Web Report 800003 Displays HRMS positions that have multiple employees assigned. This report will list all positions that need to be split up to conform to the new rule that only one employee can be assigned to each HRMS position.




5. Click Submit

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Web Report 800004 Displays active employees in HRMS that have no current or future assignments, substitutes are excluded.




5. Click Submit

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Web Report 800005 Displays employees who have an active Payroll assignment but has a missing or invalid HRMS position number.




5. Click Submit

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Web Report 800006 Displays active HRMS employees who have no active Payroll Assignments




5. Click Submit

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SS300 REPORT DOCUMENTATION This document provides guidance for running the SS-300 Report using the HRMS Reporting Tool. The new Payroll version of this report reads supplement budget codes from the Payroll Assignment file. Additional Pay budget codes will continue to be read from HRMS as they have been in the past.

Running the SS-300 Report in HRMS Reporting Tool:

Steps Notes

Clean up your HRMS data and enter HRMS Position #s in Payroll:

1. Ensure positions and assignments are up-to-date in HRMS.

2. Make sure that all of your HRMS positions have only one person assigned to them.

3. Ensure HRMS position #s are entered in active Payroll Assignments.

• Refer to KB Article #10158 on the HRMSCOMM web site for complete instructions on cleaning up your data in preparation for running the SS-300 report.

• Refer to KB Article 10161 for instructions on Web Report 800005 - Active Payroll Assignments with Missing / Invalid HRMS Position Numbers.

• If you don’t want a Payroll Supplement to be included on SS-300 reports, don’t enter the HRMS Position number on that Payroll Assignment Budget Code.

4. Ensure SS-300 Reporting Classification is set properly for HRMS positions (viewable on View Position form in HRMS, editable on Edit Position form).

• All positions should have their SS-300 classification marked; if a position does not need to be included on the report, it should be marked with a ‘Do Not Report’ SS-300 classification.

• Positions marked with an SS-300 classification of ‘Other’ will be included on the SS-300 reports and counted in the ‘Other’ category.

5. Make sure you understand which Payroll Supplements will be reported on SS-300.

• Appendix A provides details on how active Payroll Base and Supplemental Budget Codes are selected for the HRMS PAYROLL_BUDGET_ CODE_ASSIGNMENTS table. It also details how fields are mapped in this table for both the Sartox and ISIS

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Steps Notes

Payroll systems.

• For each position with a valid SS-300 Reporting Classification, the SS-300 Report program reads the PAYROLL_BUDGET_CODE_ASSIGNMENTS table and selects assignments that match on SSN and HRMS Position Number with the following object codes: 181, 187, or 192.

• Payroll Supplements must meet the following conditions to be included on the SS-300 detail and summary reports:

o Pay Method = Salaried or Hourly o Frequency = Monthly, Semi-

Monthly, or Annually o Percent Employed > 0 o Gross Pay > 0 o Months Employed > 0

6. Enter Additional Pay Budget Codes in HRMS for Supplements that won’t be picked up from Payroll.

• The program includes all HRMS Additional Pay budget codes for each position selected for the SS-300 report that have their Supplement Indicator set to ‘Yes’. If you don’t want to include an HRMS assignment budget code on the SS-300 report, set its Supplement indicator to ‘No’.

• Only enter Additional Pay Budget Code in HRMS if: o Supplement doesn’t exist in Payroll

or isn’t active when the SS-300 is run (or if the Supplement is handled as a “quick pay” and no assignment record exists in payroll), or

o Payroll Supplement isn’t valid (e.g., Pay Method = Other; Frequency not M, S, or A)

• Web Report 800002 (Employees with

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Steps Notes

Additional Pay Budget Codes in HRMS) can be used to find all employees who need their Additional Pay budget codes corrected.

• If Position Assignment has a valid Supplement in Payroll and a valid Additional Pay Budget Code in HRMS, both will be included on the SS-300 reports (but will appear as a Warning on SS-300 Error Report).

Run Reports:

7. Run SS-300 Error-Payroll report.

8. Review and correct errors as needed.

9. Run SS-300 Detail-Payroll report.

10. Review and make changes as needed.

11. Repeat Steps 7-10 if needed.

12. Run SS-300 Summary-Payroll report.

• The # Positions Totals on the detail and the summary reports reflect the number of positions flagged for inclusion on the SS-300 report. The # Supplements column reflects the number of positions included in the first total (# Positions) that are receiving an annual supplement. (Neither of these totals reflects an FTE count.)

• Appendix B lists formulas used to calculate Supplement Amounts for Payroll Supplements and HRMS Additional Pay Budget Codes.

• Appendix C lists all possible error and warning messages on the SS-300 Error Report, along with tips for fixing the errors.

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SS-300 Error Messages and Tips

Error / Warning Message Explanation and Tips

Position Not Assigned to SS-300 Reporting Class

This position contains a blank in the SS-300 Reporting Class, indicating that it has not yet been assigned an SS-300 Reporting Class. • Fix: Log on to the HRMS Edit Position

form and select the correct SS-300 Reporting Class for this position.

HRMS Position has invalid SS-300 Reporting Class

This position contains an SS-300 Reporting Class that is not a valid value. • Fix: Log on to the HRMS Edit Position

form and select a valid SS-300 Reporting Class for this position.

Cannot calculate supplement because HRMS Additional Pay record has neither flat dollar amount nor Salary Schedule

The program has selected an Additional Pay assignment budget code from HRMS for this position where the Supplement Indicator = Yes, but the budget code has neither a flat dollar amount entered nor a valid Salary Schedule, making it impossible for the program to calculate a supplement amount for this budget code. • Fix: Log on to the HRMS Modify

Assignment form, and select the Additional Pay budget code that is invalid. Enter either a valid flat dollar amount or a valid Salary Schedule/Grade/Step for this budget code.

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Warning – Position flagged for SS-300 but assignment has no Additional Pay records in HRMS and no Supplements in Payroll

This position was assigned a valid SS-300 reporting class, but does not have any matching active payroll assignment records for this person/position with a supplement object code (181, 187 or 192—excluding Purpose 54XX and 69XX), nor any HRMS Additional Pay budget codes. • This is not an error but rather a

warning, so the program will continue to include the position. This position will count it in the Total Position Count for the appropriate reporting class, but no supplement amounts for the position can be calculated.

Warning – Position has Supplement in Payroll and Additional Pay record in HRMS

This position has been selected for processing but the program found valid payroll assignments and valid Additional Pay records in HRMS. This warning message is issued to alert the LEAs that they should check to ensure that budget codes (and supplements) are not duplicated between their Payroll and HRMS systems, which could result in doubling of supplement amounts computed. • This is not an error but rather a

warning, so the program will continue to include the position. Check to ensure that the supplement(s) recorded in payroll are not duplicated in HRMS Additional Pay records.

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Cannot process assignment because Payment Method not S or H

This position has an active matching supplement budget code in payroll but the Payment Method on that assignment is not ‘S’ (Salaried) or ‘H’ (Hourly). Only assignments with one of those two payment methods can be processed. • Fix: Change the Payment Method on

the payroll assignment to either ‘S’ or ‘H’. If those are not applicable pay methods for this assignment, you may opt to store the supplement in HRMS as an Additional Pay Budget Code instead.

Cannot calculate supplement because Salaried Employee’s Percent Employed missing from payroll assignment record

This position has an active matching supplement budget code in payroll with a payment method of ‘S’ (Salaried), but the Percent Employed on that assignment is either missing or invalid. • Fix: Log onto your payroll system and

enter a valid Percent Employed on this payroll assignment record.

Cannot calculate supplement because Employee’s Hours Employed missing from the HRMS assignment record

This position has an active matching supplement budget code in payroll with a payment method of ‘H’ (Hourly), but the Hours Employed on the HRMS assignment is either missing or invalid. The program needs a valid Hours Employed on the HRMS assignment budget code in order to compute Percent Employed for this assignment, since it cannot extract Hours Employed from payroll files. • Fix: Log on to the HRMS Modify

Assignment form and enter the Hours Employed for the assignment.

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Supplement cannot be calculated because Salaried Employee’s Percent Employed Missing from Additional Pay record

This position has a matching Additional Pay budget code in HRMS with a payment method of ‘S’ (Salaried), but the Percent Employed on the Additional Pay budget code is missing or invalid. The program needs a valid Percent Employed on the Additional Pay budget code in order to compute the correct supplement amount (unless the supplement amount has been entered as a flat dollar amount). • Fix: Log on to the HRMS Modify

Assignment form and correct the Percent Employed on this Additional Pay budget code.

Supplement cannot be calculated because Hours Employed missing from HRMS Additional Pay record

This position has a matching Additional Pay budget code in HRMS with a payment method of ‘H’ (Hourly), but the Hours Employed on the Additional Pay budget code is missing or invalid. The program needs a valid Hours Employed on the budget code in order to compute the Percent Employed and the supplement amount. • Fix: Log on to the HRMS Modify

Assignment form and enter the Hours Employed on this Additional Pay budget code.

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Cannot calculate supplement because Months Employed Missing or Invalid

This position has an active matching supplement budget code in payroll, but the Months Employed is missing or invalid. The program needs a valid Months Employed in order to compute supplement amount for this assignment. • Fix for Sartox LEAs: Months Employed

is taken directly from the Months Employed in the payroll assignment record. Log on to your payroll system and correct the Months Employed on this payroll assignment record.

• Fix for ISIS LEAs: Months Employed is taken from the Term field in the HRMS Position record. Log on to the HRMS Edit Position form and enter a valid Term for this position.

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Cannot calculate supplement because Pay Amount Missing for Payroll Assignment

This position has an active matching supplement budget code in payroll, but the salary amount is missing or invalid. The program needs a valid salary amount in order to compute supplement amount for this assignment. • Fix for Sartox LEAs: For Salaried

employees, if the Step on the payroll assignment is blank, the salary amount is taken from the Beginning Gross field. For Hourly employees, if the Step on the payroll assignment is blank, the salary amount is taken from the Hourly Rate field. If the Step is not blank, the program uses the Job Code, Grade & Step to look up the salary amount in your pay tables. Log on to your payroll system to look up this payroll assignment and correct the Salary Schedule/Grade/Step (if the salary amount is stored in a salary schedule); or enter the Beginning Gross (for a Salaried employee) or the Hourly Rate (for an Hourly employee) if the salary amount is not stored in a salary schedule.

• Fix for ISIS LEAs: Months Employed is taken from the Term field in the HRMS Position record. Log on to the HRMS Edit Position form and enter a valid Term for this position.

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Supplement cannot be calculated for budget codes with this pay frequency

This position has an active matching supplement budget code in payroll, or a matching Additional Pay budget code in HRMS, but the pay frequency is a value other than M, S or A (Monthly, Semi-Monthly, or Annual). The program cannot calculate the supplement amount for assignments with any other pay frequencies. • Fix: If this supplement is stored in

payroll, you can alter the payroll supplement assignment to reflect a pay frequency of M, S or A. If this is an HRMS Additional Pay budget code, then either alter the assignment budget code to reflect a pay frequency of M, S or A, or remove the Salary Schedule/Grade/Step and enter the supplement using a flat dollar amount instead..

Cannot calculate supplement because Salary Schedule/Grade/Step and Flat Dollar Amount both entered on Additional Pay budget code.

This position has a matching Additional Pay budget code in HRMS, but that record contains both a valid Salary Schedule/Grade/Step combination and a Flat Dollar Amount. The program cannot calculate the supplement amount because it does not know whether the intention was for the supplement to be entered as a Salary Schedule/Grade/Step, or as a Flat Dollar Amount. • Fix: Log on to the HRMS Modify

Assignment form and remove either the Salary Schedule/Grade/Step or the Flat Dollar Amount, so that only one or the other is included.

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Cannot calculate supplement because Term invalid on HRMS Position Record

This position has a matching Additional Pay budget code in HRMS, but the Term on this position in HRMS is invalid. • Fix: Log on to the HRMS Edit Position

form and enter a valid Term for this position.

Cannot calculate Supplement because Salary Schedule/Grade/Step on HRMS Additional Pay record not found in Pay Table

This position has a matching HRMS Additional Pay budget code, but the Salary Schedule/Grade/Step combination for this budget code is invalid. • Fix: Log on to the HRMS Modify

Assignment form and enter a valid Salary Schedule/Grade/Step combination for this budget code.

Cannot calculate Supplement because Supplement Amount in Pay Table is 0 or invalid

This position has a matching HRMS Additional Pay budget code, but the salary amount is zero. This message usually occurs when you have a zero amount in the pay table for the Salary Schedule/Grade/Step designated on this Additional Pay budget code. • Fix: Check the pay table for the Salary

Schedule, Grade & Step designated and enter a valid salary amount.

PAYROLL_ASSIGNMENT_BUDGET_CODES Table in HRMS Selection Criteria and Data Mapping The HRMSLEA PAYROLL_BUDGET_CODE_ASSIGNMENTS table includes Payroll Assignment Budget Code data where:

• Employee Status is Active in Payroll Master File (includes Retired status for Sartox).

• Payroll Assignment record is Active and has an Object Code in the following list*:

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o Base: 111-118, 121-124, 128, 131-135, 141-149, 151-153, 171, 173-178, 195 or 198

o Supplemental: 181, 187, 192 (excluding Purpose 54xx and 69xx for Object 192).

*Valid Object Codes are listed in the HRMSSHR.OBJECT_CODES table. Excluded Object Code/ Purpose Code combinations are in the HRMSSHR.EXCLUDED_PURPOSE_CODES table.

Data Mapping for PAYROLL_BUDGET_CODE_ASSIGNMENTS table:

Field Name Sartox Source1 ISIS Source2

BAV_SSN_TXT PAYMF.SSN PRMST.ASSN

BAV_POS_NUM_CD PAYAF.HRPSCD

PRASS.APOS

BAV_BUDGET_CD PAYAF.AACCT PRASS.ABGC

BAV_SEQUENCE PAYAF.ASEQ PRASS.ANUM

BAV_SALARY_SCHEDULE

Use Positions 41-46 of PAYSYS.DATA where:

Pos. 1 of PAYSYS.KEY = ‘J’ Pos. 2-4 = LEA # Pos. 5-10 = PAYAF.AJOBCD

PRASS.AID

BAV_GRADE PAYAF.AGRADE

PRASS.AGRD

BAV_STEP PAYAF.ASTEP PRASS.ASTP

BAV_FREQUENCY PAYAF.AFREQ PRPAYL.PLFRQ based on PRASS.AID, AGRD, ASTP

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BAV_START_DATE PAYAF.ASTCEN, ASSTYR, ASTMON, ASTDAY (Set to NULL if 0s)

PRASS.ABDT (Set to NULL if all 9s)

BAV_END_DATE PAYAF.AENDCN, AENDYR, AENMON, AENDAY (Set to NULL if 0s)

PRASS.AEDT (Set to NULL if all 9s)

BAV_PCT_EMPLOYED PAYAF.APREMP PRASS.APCE

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BAV_GROSS_PAY If PAYAF.AGRADE <> blank, use Positions 2-9 of PAYSYS.DATA where:

Pos. 1 of PAYSYS.KEY = ‘$’

Pos. 2-7 of KEY = Salary Schedule

Pos. 8-13 of KEY = AGRADE

Pos. 14-17 of KEY = ASTEP

If

PAYAF.AGRADE = blank, If Salaried

(ARTYPE = 'S'), use PAYAF.BGNGRS

If Hourly (ARTYPE = 'H'), use PAYAF.AHRATE

PRPAYL.PLAMT based on PRASS.AID, AGRD, ASTP

BAV_JOB_TITLE PAYAF.AJOBTI PRASS.ATJOB

BAV_PAY_METHOD PAYAF.ARTYPE PRPAYL.PLTYP based on PRASS.AID, AGRD, ASTP

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BAV_MONTHS_EMPLOYED

PAYAF.AMOEMP

HRMSLEA.POS_TERM_NUM based on BAV_POS_NUM_CD (Set to 99 if not in domain table)

1 Sartox: PAYMF = Payroll Master File, PAYAF = Payroll Assignment File, PAYSYS = Payroll System File 2 ISIS: PRMST = Payroll Master File, PRASS = Payroll Assignment File, PRPAYL = Payroll Pay Table with Steps as records SS-300 Formulas for Calculating Percent Employed and Supplement Amounts Formulas used for Supplement records read from Payroll Assignment file:

• If BAV_PAY_METHOD = ‘S’ (Salaried) and BAV_FREQUENCY = ‘M’ (Monthly) o Annual Supplement = BAV_GROSS_PAY x (BAV_PCT_EMPLOYED

/100) x BAV_MONTHS_EMPLOYED

• If BAV_PAY_METHOD = ‘S’ (Salaried) and BAV_FREQUENCY = ‘S’ (Semi-Monthly) o Annual Supplement = BAV_GROSS_PAY x (BAV_PCT_EMPLOYED

/100) x BAV_MONTHS_EMPLOYED x 2 • If BAV_PAY_METHOD = ‘S’ (Salaried) and BAV_FREQUENCY = ‘A’ (Annual)

o Annual Supplement = BAV_GROSS_PAY x (BAV_PCT_EMPLOYED /100)

• If BAV_PAY_METHOD = ‘H’ (Hourly)

o Annual Supplement = BAV_GROSS_PAY x EAS_HOURS_NUM x (BAV_MONTHS_EMPLOYED x 4.3333)

Note: 4.3333 = # weeks/month

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Note: See Appendix A for details on computation of BAV_GROSS_PAY, BAV_PAY_METHOD, BAV_FREQUENCY, BAV_PCT_EMPLOYED, BAV_MONTHS_EMPLOYED. Formulas for Additional Pay records read from HRMS Assignment Budget Code file:

Calculating Annual Supplement using Salary Schedule/ Grade/ Step: • If (POS_PAYMTHD_CD = ‘S’ (Salaried) and GRS_FREQUENCY_CD = ‘M’

(Monthly) • Annual Supplement = GRS_SALARY_AMT x (ABC_EMPLD_PCT / 100) x

POS_TERM_NUM

• If (POS_PAYMTHD_CD = ‘S’ (Salaried) and GRS_FREQUENCY_CD = ‘S’ (Semi-Monthly)

• Annual Supplement = GRS_SALARY_AMT x (ABC_EMPLD_PCT / 100) x POS_TERM_NUM x 2

• If (POS_PAYMTHD_CD = ‘S’ (Salaried) and GRS_FREQUENCY_CD = ‘A’ (Annual)

• Annual Supplement = GRS_SALARY_AMT x (ABC_EMPLD_PCT / 100)

• If (POS_PAYMTHD_CD = ‘H’ (Hourly) • Annual Supplement = GRS_SALARY_AMT x ABC_HOURS_NUM x

(POS_TERM_NUM x 4.3333) Calculating Annual Supplement using Flat Dollar Amount: • Annual Supplement = ABC_FIXED_AMT

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Fields on Total Lines - SS-300 Detail and Summary Reports:

Field Description

# Positions Number of Positions selected for processing (with a valid SS-300 category) within that SS-300 reporting classification, regardless of whether local supplements are paid on that position. This is not an FTE count, but rather a count of the number of positions.

# Supplements # Supplements - Number of positions included in first total (# Positions) that are receiving an annual supplement (have at least one valid matching supplement budget code in the payroll assignment file or at least one valid matching HRMS Additional Pay budget code).

Minimum Supplement

Smallest amount of individual annual supplement (for a given employee/position #) within that reporting category.

Maximum Supplement

Largest amount of individual annual supplement (for a given employee/position #) within that reporting category.

Total Supplement for the SS-300 Classification

Total sum of all annual supplements for all employees/positions within this SS-300 category.

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HUMAN RESOURCE MANAGEMENT SYSTEM - LEA License & Salary Info Center