NEW CONTRACTS PREPARING NEW CONTRACTS New contracts Job

NEW CONTRACTS PREPARING NEW CONTRACTS

New contracts Job Calendars For appropriate new contract calculations to occur, job calendars for the upcoming contract year need to be created before the new contract program is utilized to create new contracts CORE/Job Calendars Use Copy Mass Change days Used in conjunction with the attendance programs will determine retirement service days, ODJFS work weeks and EMIS attendance/absence days Run Job Calendar Report under Reports to verify all days are entered correctly Enhancements have been made to the Job calendar today Option to run Default calendars now If the ‘Pay Group’ for an employee needs changed before creating new contracts, go to Core/Positions and update the ‘Pay Group’ here.

Copy New Contract Copy New contract by One employee Can’t create Non contracts Click on Copy Select employee Compensation to copy Select New Contract

Copy New Contracts Update fields Can change Job Calendar if needed Description if needed updated Label if wanting to show what FY contract this is (Example 2020 -2021) Compensation Stop Date (remember stretch pay employees over summer months for example teachers, need to have a contract stop date right up to the new contract start date of the following school year in order to continue to be paid over the summer months. Retirement Hours if needed Hours in Day if need updated Contract Amount Contract Obligation Pays In Contract If needs updated

Copy New Contracts Check Can ‘Stretch pay’ check ‘Override Unit Amount calculation? ’ ‘Override Pay Period calculation? ’ at this time if used Then they will have to manually update the ‘Pay Period’ field to be what they want it to be Can update Salary Schedule fields if used by district to keep track of steps for employees: Salary Schedule column Salary Schedule ID Salary Schedule step Check ‘Reportable to EMIS’ if reportable

Copy New Contracts Once data is all entered, click on ‘Calculate’ If need to start over, click on ‘Clear’ to clear data just entered to start over To Activate the new contract, check the employee and click on ‘Activate’

Copy New Contracts New option has been added when Activating contracts today ‘Lock In Pay Period? ’ Meaning it is checking the ‘Override Pay Period Calculation? If the box is checked, it will check all employee's ‘Override Pay Period Calculation? ' on their Compensation record Meaning, Locks in the override pay period calculation that was entered in New Contracts If the box is unchecked, it will NOT check the employee's ‘Override Pay per Period Calculation? ' box on their Compensation record. But if the box is already checked on the compensation record on the New Contract record, it will not uncheck the box during the Activation of New Contracts It defaults to being checked or Yes, in the pay period.

Activate New Contracts any time. The Old contracts will pay off to the Compensation Stop Date needs to be within the Beg. And Ending days of their Last pay date The New Contracts will start when the Compensation Start Date is inclusive of the Beginning and Ending payroll dates. For Example: New Contracts start on 8/1/20, the old compensation record should have a 7/31/2020 compensation stop date. The old record should be paid on for any days with the reporting period and the new compensation record should get paid on if any days fall within the pay period range. Pay Type of LPE/LPA will show for the employee of anything left of the old Compensations.

Contract Start and Stop Date Scenario - Pay Group/Job Calendar A (184 Certified Teachers) Old Contract Dates are 08/19/2019 – 09/06/2020 New contract dates are 8/20/20 - 9/3/2021 Correct Dates – Stop Date on Old Compensation should be 08/19/2020. Last pay would fall on the Pay Date of 09/04/2020 Inclusive of Beg. date 08/16/2020 Ending date of 08/31/2020

Contract Start and Stop Date Scenario - Pay Group/Job Calendar B (204 Guidance) Old contract dates are 08/02/2019 – 08/20/2020 New contract dates 7/31/20 - 8/20/21 Correct Dates – Stop Date of Old Comp should be 07/30/2020 Last Pay would fall on the Pay Date of 08/05/2020 Inclusive of Beg. Date 07/16/2020 Ending date of 07/31/2020 New Contract Start date would be 07/31/2020 would then be included on the Pay date of 08/05/2020 Inclusive of Beg 07/16/2020 – Ending 07/31/2020 New Contract Start Date 07/31/2020

Contract Start and Stop Date Scenario - Pay Group/Job Calendar II (188 Certified Dept Head) Old Contract Stop date – 09/05/2020 Correct Dates – Stop Date on Old Comp should be 08/16/2020 Last pay would fall on the Pay Date of 09/05/2020 Inclusive of the Beg. date 08/16/2020 Ending date of 08/31/2020 New contract Start Date should be 08/17/2020

Activate New Contracts *Just a Note* Bug USPSR-4865 There is a bug when Activating New contracts if more than 50 employees on the grid Scroll to the very bottom of the grid first, than Select all employees and click on Activate This will get them around this bug

Copy New Contracts

Copy New Contracts Core/Compensations Looking at the Compensation once activated, under Historical Context Contract Change/Extension Type Contract Change/Extension Source Displays compensation that was replaced by a contract extension or contract change

Mass Copy Compensations This option is used to mass build new contracts into New Contract based upon pay groups and job status. New Contract records will be created using the existing compensation information. The following fields will be cleared or set to zero when the new contract record is built: Amount Paid Amount Docked Amount Earned Accrued Wages Contract Days Worked Retro Next Pay **Unit Amount and Work Days are not cleared if there is a calendar setup with work days for the new school year**

Mass Copy Compensations Can pull in Jobs with status’s of: Active Inactive Active and Inactive Have the option to ‘Include archived employees’? The ‘Include compensations active as of’ field can be used to include compensations with a start date that is either empty, or before or equal the date entered AND a stop date that is either empty, or after or equal the date entered. If Meets both these criteria’s, the compensations will be displayed in the grid.

Mass Copy Compensations Contract Start Date usually the first day for which the job is paid on Contract Stop Date and Start date Used to calculate the Work days using the Job calendar selected Used to calculate the Unit amount The total number of compensations added will be displayed in the processing window and a list of the employees selected upon program completion

Mass Copy Compensations

Mass Copy Compensations New Contracts Maintenance Click on ‘Build New Contracts’ Now they are under ‘New Contract Maintenance’

New Contracts Maintenance Update fields and select employees to be purged Can Filter by Start Dates or Pay Groups Go to More and select Pay Groups and/or Compensation Start Date

Mass Copy Compensations New Contracts Maintenance To ‘Activate’ (purge) the New Contracts, you can either select each employee individually or check the box under ‘Copy’ to select all employee’s

Import New Contracts Have the option to build contracts using a spreadsheet or create one using New Contract Compensation. rpd-json file from compensations: https: //wiki. ssdt-ohio. org/display/uspsrdoc/New+Contracts#New. Contracts. Creating. New. Contract. Compensationsfrom. Compensations New Contract Compensation. rpd-json In order for the Import option to properly build new contract records, the data columns must contain a heading in Row One. Have the option to use Redesign column headers or Classic column headers. Either will work. https: //wiki. ssdt-ohio. org/display/uspsrdoc/New+Contracts#New. Contracts. Redesignto. Classic. Fieldsand. Descriptions

New Contract Compensation. rpd-json

Import New Contract Required fields: employee. Id or EMPLOYEE_ID job. No or JOB_NO contract. Type new. Compensation. label - is only required if the employee has more then one Compensation for a Position. Update fields or CONTRACT_TYPE

Import New contracts Once all fields are updated, go to Import New Contracts Chose the file and enter a Start date (optional) This date will be used if a contract start date is not provided in the import file. This field can be left blank to pull in all New contracts. Click on Import The New contracts will show under New Contract Maintenance Make any necessary changes if needed Use New Contract Report under Reports to view contracts sitting in Maintenance to verify all is correct. To Activate contracts, check the box under Copy, this will check all contracts on the grid or check each contract separately. Click on ‘Activate’

New Contract csv

Mass Change Label or Description field To update the Label or Description field, select contracts…. can use Compensation Start date for example =08/16/2020 Click on Mass Change Select Label or Description in the Property Script Definition Enter in New Value Label or Description of “ 2021” or “ 21” Click on Execution Mode Verify Number of compensations to be modified Click on ‘Submit Mass Change’

Non-Contract Go to Reports/Report Manger and click Generate SSDT Non-Contract Compensation Mass Load Extract Make any necessary updates –label, Date range, Unit Amount And save the file in. CSV format Go to Utilities/Mass Load Click the Choose File button and find your. CSV file Under Importable Entities choose Non. Contract. Compensation Click Load The new Non contract will override the existing contract listed in the employee compensation

Compensation Journal If need to adjust Accrued Wages, use the Compensation Journal located under the employee Compensation Use the Amount Earned to adjust accrued wages The accrued wages is a calculated field – Amount Earned minus paid. Adjust Pays Paid Adjust Days Worked

Adjustment Journal Can be used to adjust or remove Earnings on the ‘Advance Fiscal Year To Date report’ Maybe these earnings are last years and don’t want to report on Fy 20 STRS advance, use Select Employee Select 450 Payroll Item Select Gross Date Amount Select ’FYTD’ option