Mid Year Position Rollover

Modified on Thu, Sep 7, 2023 at 1:49 PM

The District can utilize the mid year position rollover to migrate ALL staff members from a salary guide to a new salary guide. Typically, this feature is utilized when a collective bargaining agreement is settled mid-year. The system will archive all mid year position rollovers to maintain the historical integrity and document the migration from the old guide to the new guide.

To process a mid year position rollover, navigate to the Personnel >>> Positions >>> Mid Year Rollover tab.

After you have started to process a mid year position rollover, the rollover will be displayed on the tab. All of the mid year position rollovers that the district processed will be archived here and the district will be able to review the information for any mid year position rollover from this tab.

Before you can commence the mid year position rollover, the district must create the new salary guide in the current year. The following article will assist you in Adding a new Salary Guide.

After the new salary guide is added, click on the Add button to create a new mid year position rollover record. Then, select the "old" guide for the From Salary Guide and select the "new" guide for the To Salary Guide and click on the Create button to generate the mid year position rollover record.

STEP 1: Complete the mid year position rollover parameters.

OPTIONS:

If you ONLY want to migrate active staff, click on the checkbox for Active Staff Only. The district may have staff on leave who are currently marked as inactive but have a position tracking record linked to the "old" salary guide. If the district wants staff embers who are inactive but have a position tracking record linked to the "old" guide, ensure this box is unchecked.
Set the Close Tracking Records on date. The district MUST exercise extreme caution in selecting the date. we STRONGLY RECOMMEND that the date be the last date of the core payroll cycle in which the staff members will be paid the "old" contractual salary.
Set the Start New Tracking Records on date. The district MUST exercise extreme caution in selecting the date. we STRONGLY RECOMMEND that the date be the first day of the core payroll cycle in which the staff members will be paid the "new" contractual salary. Typically, this is the day after the Close Tracking Records date.

After all of the options are set, click on the Save Options button.

STEP 2: Enter the Internal Step Change

The District must enter the Internal Step Change for each and every row on the "old" salary guide (Red box). Each and every row of the "old" salary guide MUST have a value in the Internal Step Change column.

The Internal Step Change will map the migration from the old guide to the new guide utilizing the internal step ID for each respective guide. NOTE that this column MAY BE different from the Steps column. This is because the Steps column is the "description" for the row and the Internal Step ID is the identifier for the row in the salary guide table. The Internal Step ID for the old guide is highlighted in the purple box below and is highlighted in yellow for the new guide.

After the values are entered in the Internal Step Change column and the Save Changes button is pressed, the To Internal Step column will populate. This column will illustrate the the Internal Step ID on the New guide that the respective staff member will move to when the mid year rollover is processed.

STEP 3: Reviewing the staff members Additional Contractual Earnings (ACE) rollover parameters.

ALL ACE RECORDS MUST BE ASSIGNED TO A CONTRACTUAL POSITION TRACKING RECORD BEFOERE PROCEEDING WITH THE MID YEAR ROLLOVER.

To review and verify, navigate to the Personnel >>> Setup >>> ACE screen and in the Usage column, click on the hyperlink highlighted below.

There MUST be a position listed for each and every individual assigned to the ACE.

If there is no position assigned to the ACE, click on the individuals last name to be brought to the Salary tab. Scroll to the lower section of the tab and then click on the Edit button to assign the position.

Reviewing the "Can Rollover" setting for the ACE

Each individuals Additional Contractual Earnings (ACE) must be reviewed prior to previewing / processing the mid year position rollover. The default rollover setting for all Additional Contractual Earnings can be reviewed on the Personnel >>> Setup >>> ACE tab. If the Default Can Rollover box is checked for an ACE, the Can Rollover checkbox will be automatically "active" when creating the Additional Contractual Earning for an employee. If this is checked off, all employees who have the respective ACE will be set to roll over for the mid year position rollover by default.

If an individual staff member has an ACE and the ACE has the Default Can Rollover box checked off AND the staff members ACE SHOULD NOT roll over in the mid year position rollover, you MUST modify the staff members ACE record to ensure the ACE will NOT rollover as part of the mid year position rollover. To perform this procedure, navigate to the staff members Salary tab and click on the Edit button.

Uncheck the noted box and click on the Save button. This procedure should be performed for each and every staff members who has an ACE that should NOT be included in the mid year position rollover.

STEP 4: Preview the Mid Year Rollover

To preview the data for all of the staff members who will be included in the mid year position rollover, click on the Preview Rollover button. The information will be populated on the tab. Ensure you review all of the data in the New Position Tracking Record section.

Additional supplemental information for the mid year position rollover can be accessed by clicking on the Excel icon. We recommend that the excel output file be reviewed for the mid year position roller BEFORE the rollover is processed.

STEP 5: Processing the Mid Year Rollover

To process the mid year position rollover, you can click on the Rollover Position Tracking Records button on the Preview tab for the mid year position rollover record.

To digitally authorize and sign the mid year position rollover for the respective salary guide, click on the OK button on the confirmation. Your name, the date and time of the confirmation will be recorded on the mid year position rollover record.

The status of the mid year position rollover will be changed to "rolled over"

ROLLING BACK a Processed Rollover

The District will have the option to rollback the rollover UNTILL a payroll is processed that utilizes ANY of the new position tracking records. Too rollback, click on the Audit button to access the listing of records that were processed and click on the Rollback button.

POST ROLLOVER PROCEDURES when processing payroll

The effected staff members salary balances will need to be recalculated for the first payroll with the new positions. Please submit a help ticket titled "Recalculate salary balances due to processing a mid year position rollover" and the help desk will assist in performing this task.

The District MUST navigate to the new salary guide and click on the "Magic Wand" to update the hourly rates and daily rates for all staff on the new guide.