User Roles: Position Editor, System Administrator
Last Updated: Jan 04, 2024 1:40 pm
The Payroll HRMS Position # Reconciliation Tool allows HRMS users to update the HRMS Position Number in the Payroll Assignment file. This allows your LEA to pull budget codes from Payroll into HRMS. Please see Knowledge Base article Who has priority in putting the HRMS position number on the payroll assignment records with LINQ/ISIS 6? for more information if your LEA uses LINQ/ISIS 6.
HRMS provides two options for updating the Payroll HRMS Position #:
- Using the Payroll HRMS Position # Reconciliation Tool – This method is recommended if you have a large volume of records to update.
- Using the Edit Assignment form – This method is useful if you have only a few Payroll records to update.
Web Report 800005 – Active Payroll Assignments with Missing/Invalid HRMS Position Numbers will help determine which Payroll records need to be updated.
Important! Prior to updating HRMS Position Numbers always check with your Payroll Department to make sure they are not updating an open payroll.
To access the tool, go to: HRMS Home > Employees > Employee Page > Views > Payroll Position # Update. The Reconciliation Tool will open in a new window.
Example - After performing a search
Search Options
If no search options are entered, the query will include all employees that have at least one Current or Future HRMS Assignment and at least one active Payroll Assignment record.
If you have a limited number of Payroll records to update, you may want to search by SSN. You can search by last 4 (or 5) of SSN or full SSN.
If you have a lot of records to update, use search options that will allow you to systematically work through all employees. For example, you could work through one Site at a time or use the 'Range of Names' feature to work through employees by Last Name.
Search Options
- Employee w/ no Pay Pos # – Returns only employees with at least one Position # in HRMS and at least one active Payroll assignment without an HRMS Position #.
- Employee w/ Multiple HRMS Pos #’s - Returns only employees with multiple current or future assignments.
- SSN – Allows you to select an employee by full SSN or last few digits of SSN.
- Category – Returns employees with Licensed, Classified, Substitute, or Bus Driver assignments.
- Site
- Position Description
- Last Name Like – Returns employees whose Last Name begins with the characters entered.
- Range of Names – Allows you to select by the first letter of Last Names that begin with that letter.
Actions
- Reload Report Data – This allows you to refresh data for this form manually at any time. An automatic agent will run to refresh your data daily at 5:00 a.m. Note: Please make sure that no other HRMS users are updating Payroll Position numbers before proceeding with this refresh feature.
- Cancel – Closes the report window.
- Reset – Clears all data entered in the search options.
- Get Results – Displays the number of rows that will be returned. If your results exceed 1000 rows, you will receive a warning window before the report populates requesting you to select OK or Cancel. If you select OK to run the report anyway, all rows will populate. This can take a while or cause the browser to lock up. When you select Cancel you will be able to enter new search criteria.
Search Results
The following data fields are included in the search results grid. Data from Payroll will be highlighted:
- Pay SSN – Employee SSN in Payroll
- Pay Name – Employee Name in Payroll
- SRC – Identifies whether the employee assignment is Current (C) or Future (F). When you hover over this field, the Start and End Date of the assignment shows.
- HRMS Position Desc
- HRMS Pos #
- H Site – HRMS Site Code
- HRMS Budget Code – Displays any Additional Pay Budget Codes in HRMS
- Pay Job Title – Payroll Employee Job Title
- Pay Pos # Current – Current HRMS Position # in Payroll
- Pay Pos # New – The new 6-digit HRMS Position # to update in Payroll. (Only Position #s for the specific employee may be saved in Payroll.)
- Pay Budget Code – Current Payroll Budget Code
- P Site – Payroll Site Code
- P SEQ – Order of Payroll assignment record
Update Tool Options
- Save Employee – Can be used after entering the HRMS position number in multiple lines on an employee.
- Copy Pos # – Auto-populates the HRMS Position # into the Pay Pos # New field for all Payroll Budget Codes for the employee. This feature can be used only for employees with one assignment in HRMS.
- Save – Saves the value in the Pay Pos # New column for the individual Budget Code.
- Delete – Removes the current HRMS Position # from the Payroll Budget Code record.