Main Page → Budget Preparation → Documentation → Updates → Update Jobs


Contents

 
  • 1 What this process does
  • 2 Best Practices
  • 3 Requirements
  • 4 Update Payroll Jobs



What this process does


  • This process is optional
  • Updates the Payroll Job Masters to match the Budget Job Masters
  • The fields that are updated are: Active (flag), Block Rate Account Images (flag), Contract Days, Contract Months, Contract Status, Description, End Date, Extra Service Amount, FTE Amount, Gross Identification, Grade, Hours Per Day, Include for Budgeting (flag), Job Accounts (flag), Job Deduction Accounts (flag), Leave Allowed (flag), Life Insurance Salary, Location ID (when at job level), Misc Over Time Amount, Misc Salary Amount, Misc Unit Amount, Number of Pays, Pay Group, Position ID, Remarks, Retirement Salary, Start Date, Step, Step Alpha, Supplement 01-05, Last Modified By, Date, Time and Process
  • Normally, the only Job Masters in the Budget Preparation module are for full-time staff, or regular part-time staff whose wages were used to establish appropriations and/or be selected into the Contract Writer file
  • This process is normally used in connection with updating Rates, Gross Rates, Position Accounts and Matrices (Salary Scales).
  • This update can be done for all jobs at once, or for groups of jobs at different times, by ranging


Best Practices


  • All known job changes for the upcoming Fiscal Year should have been made in the Budget Job Masters; any changes made directly in the Payroll Job Masters will be replaced with the information in the Budget Job Masters when this process is run.
  • This would include, but not be limited to: Increasing steps, changing Grade and/or Step Alpha, changing Misc Salary and Misc Unit Rates, changing Job Accounts (if not using Position Accounts), inactivating jobs for employees not returning, inactivating jobs when employees are changing positions, then adding new jobs for those employees, etc.
  • A complete Budget Payroll should be processed and verified to ensure the wages and accounting are correct for all employees.
  • All payrolls for the current Fiscal Year must be complete prior to updating.


Requirements


  • Requirement #1 – The Fiscal Budget Master which contains the final verified payroll figures must be set as Approved; NOTE: This is not necessarily the same Budget ID that was, or will be, used to update Financial Management with the Appropriations. When it is not the same Budget ID, it is imperative that the Budget ID not be updated to Financial Management.
  • Requirement #2 – The budget job master cannot have a Vacancy position type (must be Regular position type).


Update Payroll Jobs


  • Finance → Budget Preparation → Update tab → Payroll → Jobs
  • Populate fields outlined below on the first screen; then engage the Save button.


FIELDSOpt.Rec.Req.Description
Fiscal Year——♦Enter or select the new Fiscal Year from the Browse
Budget Identification——♦Select the APPROVED budget on which this update should be based
Opt. = Optional  Rec. = Recommended  Req. = Required


  • The Update Jobs (UPDJOBS) Range Screen will appear


  • Populate range fields and/or select options as outlined below:


FIELDSOpt.Rec.Req.Description
Sort By——♦Enter or select the new Fiscal Year from the Browse
Update Leave Allowed—♦—Flag (set to true) to update the Leave Allowed flag
Do Not Update Inactive Jobs—♦—Flag (set to true) if jobs that are currently inactive in the Budget Prep Job Master should be marked as inactive in Payroll
Skip Life Insurance Salary—♦—For most organizations, the Life Insurance Salary is updated at the appropriate time within the Payroll module; therefore, normally this flag should be checked/true
Skip Retirement Salary—♦—For most organizations, the Retirement Salary should be updated at this time; therefore, normally this flag should be off/false
Opt. = Optional  Rec. = Recommended  Req. = Required


  • Other ranging options are available; range as needed to narrow the jobs selected. NOTE: Range on Identification = Range on Personnel Identification; Range on Identification Number = Range on Job Number.
  • True/False select options should also be set as needed to ensure the correct jobs are updated; BUDJMST = Budget Job Master, PAYJMST = Payroll Job Master.
  • To include new job numbers that don’t exist in Payroll, flag Select when PAYJMST Active False, in addition to Select when PAYJMST Active True.
  • Once the range screen is populated as needed, click the Select button.
  • A report will appear with all of the jobs in the selected range; the information on these jobs in the Budget Job Master will overwrite/replace the information in the Payroll Job Master.
  • It is essential for all payroll processing to be completed for the current Fiscal Year prior to updating the jobs for the upcoming new Fiscal Year.
  • If the jobs appearing on the report should not all be updated, or the payroll processing has not been completed for the current Fiscal Year, select the Cancel button on the report and on the Run Report Chain Window to abort the process.
  • If the jobs on the report should be updated, after canceling out of the report, select the Set Flags/Update button to finalize the update to the Payroll Job Masters.
  • NOTE: There is not any undo process to reverse the update