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Processing Prenotes

If you want to run a separate prenote for your direct deposits before you run your actual direct deposit tape file:

  1. Human Resources→ Payroll→ Create Bank Prenote

  2. Enter in the Date that the entries are to be posted as well as the date the file is created.
  3. Click  to create the *.tpe file. Make sure you copy or write down the file name that pops up on your screen as you will need it when you go to retrieve the file to upload to your bank. The file should go to your H:/rpt directory. 
  4. To retrieve the file go to eForms & Tools→ View Files
  5. In the File mask enter in the file name or *.tpe and hit Enter. 



  6. Click on 'Save to PC'


Anyone marked as a prenote when the direct deposit tape file is created will be included in that file as a prenote and a physical check will be printed for them. Once the Create Bank Prenote or prenote is included in the direct deposit tape file it will automatically update the Transaction code on the Bank Tab on the employees direct deposit deduction.

Perform Employee Information Maintenance

  1. Review Deduction changes
  2. Review Pay Rate Updates (employees in override, on leave, etc)
  3. Employee Status (pending, new employees etc.)

Pay Run Processing

Main Menu→ Human Resources→ Entry & Processing→ Payroll→ Pay Run Processing

  1. Add a new pay run by clicking on the + in the upper left corner of the action bar


  2. Pay Run Setup - Step 1 

    1. Enter in Pay Run #. (3 character alphanumeric)

      It is recommended to number your first pay run in eFP using 001 and incrementing by 1 for each new payroll.

    2. Enter in a description. Recommendation is to use payroll date example 20180105R (The R stands for regular if it is special pay you coulduse an S at the end.)



  3. Click Next

  4. Pay Run Setup - Step 2 


    1. Define pay groups that you are paying during this pay run. These will load pay details fromthe Pay Rate Record into Edit Employee Time. The start and stop dates don't necessarily have to match - each pay group can have their own dates. The Default hours and Default Days overrides what they actually work per their calendar. The Default hours if not entered on the pay run setup for that pay group it will pull the hours from their pay rate or state required screen. Pay Groups are one alpha or numeric character.

      If you have Use Calendar for Retirement Days chcked in the State Window of the HR profile. If it is checked Default days will not even be an option as shown in screenshot above.
    2. Hit Enter after the pay group information is entered and this will take you to the Default Start Date and Default End Date fields. These dates are rrequired and used for timesheet manual entry

  5. Click Next

  6. Pay Run Setup - Step 3 (Deduction Frequency)



    1. Pay Cycle - does not apply to Ohio at this time and can be ignored. 
    2. Select Deduction Frequencies for pay run

      Check mark the deductions you want taken out of this pay run.

    3. Encumber benefits - UNCHECK Decreae Encumbrances Remaining. Ohio currently does not encumber for the entire year. 
    4. Special pay frequencies for pay run - can be ignored at this time
  7. Click Next

  8. Pay Run Setup - Step 4 (Vendor Payment)



    1. Enter in the vendor payment due date, period and year for each displayed Frequency. 

      Vendor frequencies come from the Deduction Reference Table on the Vendor Tab 'Payment Frequency' They are coded per district and each district will need to keep a listing of what those frequencies mean as they are not stored in eFP.

  9. Click Next

  10. Pay Run Setup - Additional Cycles
    1. Normally never use but you can click on Edit to create or edit a pay cycle

  11. Click Finish 
    1. This will bring you back to the main screen. Click Find to see the current pay run you just set up.

  12. Make sure the pay you are using is highlighted and click on 'Clear Balances' box to start making your way thru the checklist. 



  13. Clear Balances/Update Balances
    1. Check mark all that apply and Click Next
      1. Clear Balances - it is not required to do this as a part of your pay run processing. You want to make sure you have completed or monthly/quarterly reports, submissions before clearing. It can be done via a menu option or you can go back later and run the clear from here. 

        1. Main Menu→ HR→ Periodic Routines→ Clear Monthly Totals
      2. Accrue Leave - You can only accrue leave via this option. Again it doesn't have to be done during this pay run processing. You can come back to any pay run and check the Accrue Leave box to accrue your leave. 


        1. You can accrue for all employees that get leave, pay group, employee number or department. If you leave all fields blank all will be accrued. 
        2. Hit Enter and the bottom section 'Monthly Accrue Leave' will be opened up. If you choose ALL, anyleave that is setup as a monthly leave onthe Leave Codes Reference Table will accrue.
  14. Load Employee Time

    1. Load Option - Select Employee Time Loading Options- Standard Time Load and click on Load. This option loads the regular contract amount for the pay groups listed from the pay rates. 
    2. A box displays giving a log file that any errors will be entered in. Click Ok
    3. It will work through loading your employees and when it is complete it will tell you in red beside the load option how many Timecards were written. 


  15. Click on Next

    There are three ways to add additional employee time.

    1. Edit Employee Time - can hand enter in employees or additional time to the pay run

    2. Import Batch Timecards - upload time via a spreadsheet (maybe subs, time sheet people, etc)

    3. Attendance Load - can import, hand enter, change, delete etc employee attendance records. In addition you can use this page to created timecards for substitute teachers. Any timecards created through this option can NOT be changed in Edit employee time.

    Please see corresponding documents for information on Import Batch Timecards and Attendance Load

  16. Click Edit to make corrections and deletions to automatically loaded timecard records, or to add new time card records.

  17. Click Next
  18. Employee Time Reports
  19. Check mark all reports that you want to run. 
    1. Payroll Edit Report is used as a verification tool
      1. Verify data and examine error messages
      2. Make any needed corrections
      3. Report can be run mutliple times
    2. Time Activity Listing lists al activity manually entered on timecards
    3. Substitute Report will list SYSTEM-GENERATED timecards for absences/substitutes
    4. Print Employee Time produces a copy of each timecard entered for this pay run.
    5. Print Substitute Mailer Report
  20. Click Next
  21. Pre-Calculation
    1. Displays a summary of your pay run setup options. Review deductions and special pays. 
  22. Hit Enter and it will open up the Report Criteria section
    1. Select Report Sorting (Check Location, Department, Employee Name).
    2. Select Exception Report Sort Order (Employee Number, Employee Message)
    3. Check Run for Selected Employees box, if applicable.
    4. Check Run for Selected Pay Groups, if applicable.
    5. Check Print Deduction Register (in addition to the standard deduction summary).
  23. Click Next
    1. Calculates gross, deduction, and net amounts for each employee. Produces 7 reports for each pay cycle as follows:
      1. precal-a1.rpt; payroll parameters
      2. precal-b1.rpt; pre calculation journal, selected employees
      3. precal-c1.rpt; precalculation exceptions
      4. precal-d1.rpt; pre calculation journal, all employees
      5. precal-e1.rpt; pre calculation journal deduction summary
      6. precal-f1.rpt; pre calculation journal deduction register (if selected) 
      7. precal-g1.rpt; pre calculation LWOP summary
  24. Review reports and make any necessary changes and re-run pre-calculation.

    Exception Warnings and Errors should be reviewed prior to pay calculation. Do not run payroll calculations until pre-calculations have given the desired results. Save your final pre-calculation reports for future reference.

  25. Either click Next from Pre-Calc screen or Lock Human Resources from Pay Run Processing screen.
  26. Click Next

    1. Users currently logged in will be displayed in the User Acitivyt List and will need to logout. You can press Clear (tab at the top left) which will kick them out. It goes give you a warning first a letting you know someone is in the system. 
  27. Lock complete message appears, click Ok. If you lock HR it will automatically create a payroll backup. Click ok
  28. Pay Run Calculation - displays summary of your pay run

    1. Select Exception Report Sort Order (Employee Number, Employee Message)
  29. Click Next
    1. Calculates gross, deduction, and net amounts for each employee. Produces 2 reports as follows:
      1. paycala1.rpt; payroll calculations parameter list
      2. paycalc1.rpt; payroll calculations exceptions list
  30. Open Reports
  31. Click Ok after all reports have been opened.

    Save the reports for future reference

  32. Unlock Human Resources
  33. Click Next
  34. A box appears letting you know the Unlock is complete
  35. Click Ok
  36. Direct Deposit

    1. Check Create Direct Deposit File box
    2. Check Generate Direct Deposit Report box. This can be skipped and run after the direct deposit vouchers are printed to include voucher numbers on the report.
    3. Enter Date Entries are to be Posted - should be changed to your payroll date
    4. Enter File Creation Date - will default to current date
  37. Click Next
  38. A box will display if you choose to Generate Direct Deposite Report now, click Ok
  39. A box will display with the name of your Direct Deposit File. Recommended to copy that name or write it down so you can find it again under the 'View files' area, click Ok
  40. The Attention message with the number of direct deposit records created appears. Click OK.
  41. Click Next to print your physical pay checks
  42. Enter in required information and mark which options you want. Cashable checks and Vouchers should be printed separately.
    1. Cashable Checks

      1. Enter Beginning Check Number.
      2. Enter Check Date.
      3. Select Sort Order.
      4. Select Checks 
      5. Click Print to Print Checks
    2. Vouchers Only
      1. Select Vouchers.
      2. Enter Voucher Date.
      3. Select Sort Order.
      4. Enter Beginning Voucher Number.
      5. Select to send emails Now or Later. If you choose later you would then go to Human Resources→ Entry & Processing→ Payroll→ Send Paycheck Vouchers when you are ready to send them
      6. Click Print 
  43. Click Next
  44. Payroll Activities

    1. Make sure Fund Accounting Interface is checked
    2. Payroll Encumbrance should be UNCHECKED
  45. Click Next
  46. Check Register - choose your sort option
  47. Cilck Next
  48. Click Ok
  49. Open the Report and click Ok
  50. Payroll Journal - choose your sort option
  51. Click Next
  52. Click Ok
  53. Open the report and click Ok
  54. Deduction Register
  55. Click Next
    1. Deduction Report
      1. Deduction Register; dedreg.rpt - Employee detail for each deduction
      2. Deduction Summary; sumded.rpt - A line summary for each deduction
    2. Vendor Deduction Report
      1. Vendor Deduction Register; regvend.rpt - Employee detail by vendor
  56. Fund Accounting Interface - Click on Interface
  57. Click on OK in the confirmation box
    1. Creates the payroll accounting distribution detail files as the basis for the organization and benefit charge detail reports.
    2. Creates and automated payroll batch in Fund Accounting using PmmddyyP for the control number.
    3. Creates an accounts payable batch in Fund Accounting using PAY***P for the control number (where *** is the pay run number).
  58. Click on continue
  59. Click on Next
  60. Distribution Reports - check mark Ogranization and Benefits. Project is not used at this time

    1. The following distribution reports can be printed multiple times for any pay run and can include data from manual or void checks associated with the pay run.
      1. orgnchg1.rpt; gross wage distribution detailed per employee by fund, organization, and account
      2. orgnchg2.rpt; gross wage distribution summarized by fund, organization, and account
      3. orgnchg3.rpt; gross wage distribution by fund
      4. Benefit Charge Summary
        1. benchg.rpt; benefits distributions by budget unit and account
        2. benchgfund.rpt; benefit distribution totals by fund
        3. benchgdept.rpt; benefit distributions by benefit code and budget unit
  61. Click Next
  62. A box will appear asking if you want to include manual and void checks, Click Yes.
  63. Payroll Encumbrance - SKIP We do NOT LOAD
  64. Click Finish
  65. You are now returned to the Pay Run Processing Screen and your payroll is complete on the Humarn Resources side. 

Fund Accounting - Posting Payroll file

You now need to post the payroll file into Fund Accounting

  1. Main Menu→ Fund Accounting→ Periodic Routines→ Automated Payroll Interface
  2. To view (and possibly edit although not recommended as the change will only appear on the FAM side and not HR) what will post highlight the pay run and click Ok

    1. D = Deductions
    2. F = Finge Benefits
    3. O = payroll charges
  3. To address any errors before posting the file highlight the pay run and click on the , Click ok and open the report.
  4. Fix any errors before proceeding
  5. Post the fle to FAM. Highlight the pay run and click on Post


Fund Accounting - Creating Vendor checks for deductions

You now need to create your deduction checks. 

  1. Main Menu→ Fund Accounting→ Entry & Processing→ Payable Entry→ Batch Accounts Payable
  2. If you need to make changes you can highlight the pay run needed and click ok
  3. Make sure the Period is the one you want to post this too. If not use the 'Set Period' in the action bar
  4. When everything is correct, you can then highlight the batch you want and click on 'Release/Post' in the action bar



  5. Confirmation box will appear stating the batch, transaction date, period and year. Click Yes to continue
  6. Click Ok
  7. Once it is posted you will go to Vendor Checks.  Main Menu→ Fund Accounting→ Entry & Processing→ Vendor Checks→ Vendor Check
  8. Enter in the Control Number from the Accounts Payable PAY001P 

    If this is the second (or third) pay of the month and you have deductions that only get a vendor check once per month (so the payables are sitting in Accounts Payable waiting to be paid), you will need to enter both (or all three) control numbers. Use the | between each one. i.e. you would enter the following the control number field PAY001P|PAY002P|PAY003P

  9. Hit enter to take you to the payment type
  10. Choose payment type of Checks Only (if you have any)
  11. Hit enter to take to the due date
  12. Enter in the Due Date (It will be the date you entered in the vendor frequency setup in the pay run processing)
  13. Click Next
  14. Cash Requirements in Check Format Report will run, click Ok
  15. Review the report and if all looks good continue, Click Next
  16. Enter in the check information, beginning check number, check date and make sure Create Attachments is CHECKED. This will create the PDF of the check and attach it to itself in the system. 
  17. Click Next
  18. A box will appear letting you know who how many checks will be written and what check numbers, Click Yes to continue
  19. Make sure Printer is marked in the destination, click ok
  20. MAKE SURE YOUR CHECKS PRINTED CORRECTLY. If they did then click Yes, proceed. If Not, click No reprint. If you say Yes and they did not print correctly you will have to call your ITC for instructions to correct it.
  21. Click Finish
  22. Three reports will run Check Register 1 & 2 and Fund Total Report 
  23. Click Ok. 
  24. Your checks have now been processed but we need to go through and process the EFTs
  25. Main Menu→ Fund Accounting→ Entry & Processing→ Vendor Checks→ Vendor Check
  26. Enter in the Control Number as before
  27. Hit enter to take you to the payment type
  28. Choose payment type of EFT Only (if you have any)
  29. Hit enter to take to the due date
  30. Enter in the Due Date (It will be the date you entered in the vendor frequency setup in the pay run processing)
  31. Click Next
  32. Cash Requirements in Check Format Report will run, click Ok
  33. Review the report and if all looks good continue, Click Next
  34. Enter in the Beginning Voucher Number
  35. Enter Check Date
  36. Make sure Create Attachments is checked
  37. Send EFT email to vendors Now or Later. If you choose later you will go to Main Menu→ Fund Accounting→ Entry & Processing→ Vendor Checks→ Send EFT Email Notifications
  38. Click Next
  39. A box will appear letting you know who how many vouchers will be written and what voucher numbers, Click Yes to continue
  40. Make sure Printer is marked in the destination, click ok
  41. Enter in the EFT information
  42. Click Next
  43. It will display a box that has the name of the file. Copy or write down the name so you can retrieve it from your 'View Files' later to upload to the bank if needed.
  44. A Report will run, open it and say Ok
  45. MAKE SURE YOUR CHECKS PRINTED CORRECTLY. If they did then click Yes, proceed. If Not, click No reprint. If you say Yes and they did not print correctly you will have to call your ITC for instructions to correct it.
  46. Click Finish
  47. Three reports will run Check Register 1 & 2 and Fund Total Report 
  48. Click Ok. 
  49. Your EFTs have now been processed
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