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just be kind of going over some new contracts information for the upcoming year I do have a PowerPoint I'll be going off of it a little bit but mostly I was trying to be going actually in my instance to kind of show you different things so the first thing that we're probably want to do is making sure that your job calendars are set up before the upcoming year for the new fiscal year again because what the new contracts your conversations need these for calculating the days euro djf workdays EMIs so what you want to make sure is if you want to go to the core and go to job calendars and that will this is where you would either if you have to create new ones for the upcoming year or just add your days so once you create your new year you want to create one new one for the upcoming year or take the one that you have from prior and just add to it so you can add your new days coming up for the new coming fiscal year by just opening modifying entering the new start date and end date which I have done already for my upcoming fiscal year and then what it does and then you can go ahead and put your workdays in and then do a mass update and then if you need to mass update some holidays in there you can also use that for this and sense for to do this so maybe September 7th is Labor Day so you can go ahead and you can change that day and you can change that to a holiday and then that would change should change mass update come on oh sorry I had longest in there try that hand and now you use the wrong date sorry about that so if you want to just do the 9 7 maybe your school has two days off that'd be nice you could do the 8 but if you just need it to one date to just be the 97 so again once you get to one whole calendar created for the next year you can use that to copy but again you might have to use create or update other calendars too so you don't have to modify so many if you have a multiple kinds of calendars for different groups pay groups but once you do have one created then you can use your copy feature and then go ahead and use that one one that you had updated to crop for the day's upcoming for the fiscal year and then you can select all your other calendars that you want to copy to using the start and end date and that way it does it for you and takes a little less time out so the ones are used to classic it's pretty much the same idea and then once you do if you need to change excuse me one here has changed if you need to change a date on a calendar and that's for everybody so like everybody probably has would have off Labor Day probably at the same time during Christmas so you can go ahead and change all those calendars at once instead of doing each individually so you can just put in a date that you need to mass to a holiday or if you need to do a clammy or make up date so just a reminder that the mass change is there and that is the first one here on the change also with the 615 release which I believe was coming out today they have the job calendar they updated because I know a lot we're asking to if they can run job counter report for like default you want to see a default calendar and they have added that now and also the page break on the new job calendar so now the new job calendars will have page breaks if you want them I ran a report here is my job calendar that shows my default calendar so now they are you are able to run your blank calendars so that is that would be that was updated on the 6:15 when that comes out so that I just wanted to let you guys know on that one and then also I have a report that shows the page break I can get it to work here there we go bring that over here and now you can do page breaks and then what it will do is show one calendar and then it shows your workdays and then the grand total for this calendar so just I think that would be helpful I know that we're asking for those okay if you need to change a pay group for a new contract coming up for the differ for employees and maybe they're changing different pay groups you can do that by going under the core instance the position so they can do that at this time so if they need to change that that's where they would need to do that so the first thing what we go on under is the report under processing new contracts and what the features here is you have your new contract maintenance so this would be if you if you want to individually bring in if you need to copy one employee and do a new contract for them you can do it that way and also you can do the math copy which will go through each one or new imports but eventually once you bring in your new imports and your mass copy they'll eventually also under here so the first thing I was going to do I was just going to go ahead and do like one simple employee and I was bringing in one employee here and then what you would do is select that employees compensation and then you want to make sure you have the new contract so here's my compensation for my new employee and what you would need to do then is from here you can change the job calendar if need be you also can put a description in for what is this upcoming year so if you wanted to say it's the 20 20 20 20 20 20 21 new contracts you can do that that way you can keep track when you're on their compensation screen you can see what comes if they have multiple conversations you can see which ones or what yours these are for you can also change your label to be if you use the label to know what contracts these are also the compensation start date this would be this first day for the employees that they start so this will be their first day with their double use on their work calendars and then a compensation date would be the last day of work and you have to also remember if you have anybody that stretched paid like teachers over the summer months they would make sure that they include that full year because if you it's like the end of June you press stop date the contract will stop paying and then they won't get paid so you've got to remember that these employees are stretched paid over those five six weeks over the summer months you need to remember to put the last compensation stop date and it's not the last pay date the actual pay date of their lessons you just want to make sure that that compensation stop date is inclusive of the beginning and ending date of their very last pay so that's what you want to remember and then you want to go ahead now if you use the override unit and calculation you would go ahead and click that at this time or you can leave it on ket and they will automatically update when we calculate now if they have retirement hours you can go ahead and put those in at this time and then if you have if it's a different supplemental but most of them would be non because it's just their regular contract and then the contract days works and contract work days these will be updated according to what your job calendar is so whatever your work days is and what your compensation start and stop date is it does the calculation for you when when we do the calculation now these came over from the contract when we from prior so if it changes it will update now your retirement hours or your regular hours of what the employee works per day and then you have your compensation amounts below and these will all be added updated every time the employee is paid and then again you have your option if you use the override paper calculation you can do that at this time too okay and then we'll go ahead and enter what the new employees contract will be for the upcoming fiscal year and then the pays and contract again this would be on your first semi monthly or bi-weekly and then if the employee of stretched paid which this employee is a teacher so this would be a stretch paid employee and then your historian for your calendar start date again this is just left as is so we won't touch that in the counter stuff date isn't a nerd into the employee it's no longer being paid on this job now in this night and we have a tag because I think everybody's okay Claire bennigan our intern umpires okay I'm it says I need clarification on this start and stop date so the contractors pay the first day of September through the last day of all this but the first work days on the new contract is a fifteen how will that work and what to the start and stop dates okay so what you would need to do if the first of the new contract starts on 8:15 then your old contract needs to stop on 814 as long as that 814 is inclusive in that last pay because you said the last page the first days in September well let's say they pay semi-monthly and the last pay is 831 that's the fact that the actual pay date that's the actual pay day of the last okay for a pay period of 8:15 to 831 but that okay pay period actually is days earned toward the new contract but the new contract is not paid until the first pay of September so 91 is when the new contract should start the work the first workday is 8:15 but the first payday is 915 okay okay Mary what is the old contract yellow is the enemy of the old kind the end of the old contract the last pay is 831 and the pay period for 831 is 8:15 to 8:30 or 831 so you're saying that their new contract starts on 8:15 but the old one is still processing that what you're saying you're saying yes 8:15 right their work days start on the new contract 8:15 but their old contract is still being paid until 8:30 or a31 okay so in that instance Mary what it sounds like to me because in reality most times districts will use like daily day before the new their new contracts are but in this instance it sounds like we can't so what I'm thinking the district is going to have to do excuse me is create new job calendars for the new calendar year so basically they're going to be creating the job calendars for 8 for 2021 and the start date of 8:15 8:30 1 now so you're saying they have to create a calendar every year actually gonna get paid on the old contract but they don't wonder they don't do the way that they're set up because there's no they don't want to marry this is where they've always done purge ahead and they've done purge ahead where it calculated the earning and the days on the new contract but only paid off the old or they adjusted it with additions in a an IKE how to adjust the certain stop dates so that's where I didn't know if the calendar stop date on the compensation record would tell the old conversation this is when to stop and the calendar start and stop dates on the new compensation would tell the new compensation when just look at the calendars that's where I'm very confused with of the compensation start and stop dates and this is very typical this is not something unique to us and he had somebody the same thing is very typical because of the payroll lag we're probably gonna have to double check it with mark but I know at one time we had talked about it and because we're using the period beginning and ending dates of the old contract to pay that off basically I'd say and there's a new contract starts on 8:15 that's a it's a problem because in reality the way I understand it and the way the system is going to be working if you use 8:15 8:30 and you have those days on your calendar for your old contract and your new contract it's going to pay the new contract and the other problem we're gonna run into is if then put 8:15 to 8:30 as work days on the August calendar it's gonna add those days to the old contract so I think that's gonna be a very big problem and I mean like I said the only remedy I know of is if they could they have they'd have to create new job calendars for every year but lemme talk to mark about that and we'll see we do have a chat to this piece called on making the pay period the actual days work in the period instead of fall states that run up to a date I can't quite this is Marshall Beca David because it's yeah yes Marshall go ahead Laurie what we have told our districts is to build their calendars can you hear me yes yes I can hear you okay so what we told we have told our districts because we didn't know what else to do about this is to build their cut their calendars except for the calendar that affects the last pay in their contract so like that August and the month of August we're telling them to just don't build it I'm know what else to do I'm we're not going to create new calendars for sure and but that was the resolution that we had and we told them just to leave their nuke their new contracts and maintenance I was hoping to get different information here and then just activate them as the other contracts are finished paying out so I'm hoping that there's a different resolution they weren't excited about that but I don't know what else to do yeah yeah yeah then you would have to do additions on the first day of your new contract to get those yeah earnings and workdays would calculate it you know you did and I tested the calendar stop date and it doesn't work okay okay so that's the only thing that I knew to do that was clean and easy and even if you leave them in new contract and maintenance because I tested this when you add those calendars in it puts the day's automatically into the contract work days you don't have to do anything else except just verify right but the problem yeah and the problem being if you did it if you did the calendar before you did that last pan the old contract it's gonna put those days in your contract work days because it's looking at that calendar now there's eye views on the calendar well maybe they have 184 days listed on there is day's work if you added 8:15 through 8:30 for the new contract it's gonna actually take those days and put those that say through Sundays it's gonna add that to 184 that's not that's not right because that would mess up the advance so that's definitely a problem I mean I understand what you're saying if you just leave the new contracts in new contract don't create well you have to have the calendar out there because obviously you got to pay on the old but don't put them work days in get into blank after that but like Mary said yeah you'd leave a blank but that's like Mary said in order to pay the new contract you'd have to pay that I'm the prime the next payroll and use conditions in order to pay for accurately Laurie in a class way it sounds mayor you're saying that yeah in classic we had the purchase so we could pay off the old contract the last pay of August and purge the new contracts and the work days and accrued would calculate on the new contract new only it would not affect any days or anything on the old contract the new contract would have the earnings but it would not pay on it and so that was a question that Carrie had asked at the FYE closed and wasn't sure that her question was understood correctly if doing the purge ahead would work the same way in redesign as what it does in classic that it would only pay on the ad but any on the wall okay it as far as I know right now it will laugh but we may have to tell mark that needs to be I mean we've talked the programmers about this and more laws they were like well they're just gonna have to use the day before the you know new quadric stars as the stop day and then the new contractor day would be the next day but it's not doing what classic did like you said like it actually pulled in say that there were nine days on the new contract it pulled in the work days and but it put it all in a crude wages it was basically earnings but to put it all accrued right and the redesign I do not believe it is doing that so I mean we need to address that problem because we're gonna have a lot of new contracts I know there are a lot of districts or a two-week leg so and with with your scenario that you just gave us that's that's a that's gonna be a problem because if you're wanting well I'm trying to think about well and it's not necessarily a two-week like it's the way that their contracts are set up and the way that they're pays are and the fact that with districts starting their employees earlier in earlier the teachers are working most of a full pay before they're actually getting paid on their new contract but their contract pay terms are set by negotiation agreements usually right and then the problem is it's not okay when the old contract i'm 8:14 again work but the problem we're having there is we're not including and of the workdays for the new contract that would actually have to be on the next pay which you're saying that excuse me that would have to be on on the 831 pay as far as like the new contract you're saying really in reality the old contract and the new contract should both be looked at I'm the 831 pay is that what you're telling me Mary as far as paying off the old and accruing days on the new yes yeah yeah okay but no pay no exact exactly yeah let me let us talk to the programmers I'll talk to mark about it and we'll see if he has some sort of a solution on that and then I will send out a message to everybody and let you know what was determined is that okay yes okay all right keep going sorry oh no that's okay I know we have a lot of questions on those dates so those are good questions the other thing we're going to just to make sure that if you wanted to update your salary schedule because we don't have that option like we didn't classic too so you can if you need to update this every year because you just keep track of what's scheduled they're on you can do that right here also and update that again and then if this is a reportable TM is you want to make sure that is checked also so once that is done you can go ahead and you can calculate and then it updates your paper period in your unit amount and also gives you a work your work days according to your compensation start and stop date so go ahead and save that and again if you need it to start over you can go ahead and plus the clear and then you can re-enter and calculate that so then once it's in there you can go ahead and select it and you have the option to activate it and that's kind of like classic but purging so we're going to go ahead and activate the new contract over into compensations so go ahead and activate that we do have a new option here is the lock-in / pay so what that is is when you're activating you can actually select that box now the override paper period calculation for all the employees now if you use that so you don't have to worry about doing a I think Oh some ass change procedure we had to do before and new contracts before you purge them this was added I can I don't know if this was a 614 or a difference coming I think it's I think it was a 614 so now you have the option to either click that overripe a probe your calculation in the new compensation right away when you're activating and whoever selected those are all be and it will lock in that pay or you can unselect it and then it will use just the calculation of what the system calculated for you so mine I didn't have that lock in for pay so I'm just going to leave it as is and then if I go to conversations you can see my new one new contract starts so then my new contract for a new employee is here and my description came over and also the label and then my paper period override was not checked okay so that is an example how you can do one person or at a time okay so okay so the next thing is the mask copy okay the other thing I wanted to mention I guess I'd go back here to competition was on the historical context I didn't know if you knew was the goods out here it will show down here is what was Prior and it was what their prior compensation was so you can look down here and this will show what was before the purge or activate what the contract was so this was from a contract from last year so that is something that they can look at if they need to see okay when to bring that alright onto the mask copy and the mask copy this is where the in multiple employees and update their contracts instead of doing one per person again you have the option to bring in just your active employees are inactive or both you also have question if you have if you want to include your archives employees and then the include compensation active start date this is I was going to go over this a little bit if you leave it empty then it will bring in all employees that you have so I selected my one so now it brought in all my employees for my the black to paid group but if I put in a compensation stop date I want to put an 8 1 of 2019 and it really disel ected quite a few of them and only brought in anybody with a 8 one and the four stop our start date on the compensation if you want to use the stop date on bringing in employees um you want to make sure if I go ahead and I'll leave that blank again and three there we go go ahead and get my black back over there and so if I want to enter an anything of bringing anything with 8:15 or anything with a stop date of 80 15 so it does bring in everybody that has equal to or after of 8:15 on the stop date so if you're wanting to use the stop date to bring in contracts you just have to remember the date that you entered will bring in anything of on that date or after or equal to I don't have that menu spot date centered but that's just wanted to give you a little scenario of what that this compensation active date will do if you're using it as a stop date instead of using it as a start date so that they would be anything ABS as of equal to or after and then the start day would be bringing conversations of the date you entered plus or before okay so then your contract start date would be the date usually it's the first date for which the job is paid on and then the contract stop date may be the day of the last pay the last day that they work again you want to make sure if you're stretched paid to make sure you include the employees that through the summer months or you can leave them blank and then though it will just calculate the day of the old what the old stop date was so if they have stop dates in here it would just use that day and it would put in that next very very next day so 8:15 it should be 2 8 8 16 for the next start date of your conversation so I'm just going to go ahead and build the new contract and we had 89 and then that brought them over into the new contract and add like I said it would bring in it started the new compensation start date with what the next day was after the stop date on the old conversation was so now my contract start date is 816 and then from here you can go ahead and if update each of your contracts for what they would need to be enter their calendars updates the information just like we did normally when we did the one employee would have to do on each of these and then make sure you would enter your compensation stop date for the upcoming in 2021 so then once you have updated all your information in there then you would want to go ahead and select your employees to purge but if you were if you have multiple papers in here and you didn't want to push them all at one time again you can go by your calendar type or you can find the pay group and do a selection by that and then activate those okay okay commissions be used to update the pay group with a conversation in date are you asking about the update the group yes you're asking about okay so you want to be able to change the compensation compensation end date so you want to be able to change using the staff day okay you should be able to have to bring that in more I'm going to find that conversation stop date okay yeah Hey I believe you can I will have to look into that I have to look it is real you should be able to I think actually I think we have a mass change process out there I'm looking right now but I'm pretty sure that we do the think it's mass change at that stop date on new contracts and I'll look and let you know Chloe words out yeah well it might not be on here many may have it out on that wiki page or we all Maslow documents me I'm looking right now I'm trying to you right there calendar stop date yeah conversation where did you see that I think there are you you weren't a new contract you were I'm sorry you were in compensation new compensation I bother you Yeah right there right now so yeah so in the mass load or Matt and a mass change there is a procedure and then you can enter in so we enter in the compensation stop date see me if I can get it to work now get me in there did you arrange what if I put the date range in wrong okay we will have to look to make sure maybe I'm not using the right one for the compensation date range but it should be but yeah we'll have to let you know on that one I'll write that down for you who brought that up yeah okay so okay I will look into that okay you're welcome okay all right so once you have that then you can activate all those that are ready to be perched over once that is done okay the next one we'll go over is import new contracts multiply most districts are using this as they're creating their spreadsheets and then importing them in instead of doing them individually through the new contract maintenance and I do have a new contract I want to bring that up we do have an option here under the new contracts under processing there is a new contract compensation report option that you can go ahead and create your new contracts straight from the compensations and then you would all you would have to do is update the column headers and either of the redesigned or the classic will work and I do have an example here this is our can get it come down here oh I think it's right there in the way all right now okay oh there we go get that out of the way there we go well using the compensation report you can actually bring in your individually or your employees for whatever pay group that you want to and this was an example so if I go to my my reports and report manager I already had downloaded that file and now it's in here is new concert compensations and when I open that up I would it will list exactly what I had on that spreadsheet and when you generate the report you have your report you can bring in employees with a conversation starter stop dates or you can go by the pay group so if I would do my paid Group two and generate the report and then it brought in all my employees for my pay group - so from here then what you would need to do is take the headers and make sure that they match what they say on your contract so your headers would just need to match these read these fields here for the headers here so the employee ID wouldn't need to make sure that those headers match because when they when we created as of right now the headers don't match what they should be but you can use this information here to change these headers to be what they need to be and then from here you can go ahead and update your employees information and then we can use that file to import and again I may peruse the classic headers those also work in redesign so you can either use the redesign headers or you can reuse the classic so it's up to you what is easier for you to to use okay I do have one that I was going to import in and that is new contract okay I'll go back to reports so once you have your information all correct or entered I do have one spreadsheet here that I just have one employee instead of multiple but all I have in here here's the correct headers for what I would need for it to pull into when I do my import and I updated the employee and you're their new contract start date their end date what their compensation description and new description would be also we need your pay unit unit amount hours and day you retire hours and then of course your contract amount and contract application and then your pays on contract for equal pays so then I will use this contract spreadsheet here for this one employee and do import and then go ahead and I will choose that file and riyo while you're doing this in classic we were told on the import actually whenever we were working with new contract to only put in contract amount and not the obligation and let the system calculate the obligation do on your spreadsheet you had both the contract amount and the obligation are we to enter in both on the redesign I I believe yes that I did not know that the you left that blank Laurie are you do you know for sure if that is that's different than classic now I I thought we had to have both I am I'm I'm thinking you have to have both pretty sure in Rebecca but we can verify Mary mm-hmm this is Marsha in the Bekaa and you do not have to have the obligation it does automatically populate okay we will automate that been in our documentation so that way you guys know you're welcome okay so then I have my spreadsheet for my or my employee I just brought him over into me who I had here Galloway so now I brought him over and there's my Sean now so now Sean should be all ready to go to to go over in to activate then so then if I select him and again they'll ask you this question every time you activate new contracts if you want to lock in that paper period or if you want to leave it as the calculation of the actual system calculated so now I have my new employee brought over as you can see then I have my new contract for Sean okay so again you can do it by just processing new contracts a couple employees here and there or you can do some mass change to bring in mass copy procedure to bring in your employees or again if you use your spreadsheets again you have that option and new contracts to make sure you can use this but remember that you would have to change your headers on on some of those column header fields okay the required fields just to remember you have to have your employee Jon memmer contract type those are those three that are needed or that are required okay one other thing what we can do also if you didn't update like your description or your mass change or your label we do have where you can update and compensation once it's perched over if you want to change or add your labels at that time you can do that also I'm using the mass change procedure and like if I want to add 20 20 and I want to be able to do the mass change on that and you can actually add your labels at this time for that if you want to do it by the mass change and you would just select employees that you want to add and then select your description if you type in a few words or letters they will bring that up for you now if you do a mass change and you're trying to use like 20 20 21 is your new value for your description it's going to calculate and it's going to do a minus 1 I was playing around with this before and I notice that that does not work so you would have to actually use the 20 21 or just 21 because if you try to do a 20 - 21 it actually thinks that is calculating figure and it will do a subtraction so you can go ahead and just entered in submit so then those three now have on the description of 20 21 so again mass chain can be used for changing those descriptions if if that wasn't done prior for your districts or for your contracts that are non contract you can either go under and you want to update your non contracts for the upcoming year if those have changed maybe hours for your teachers aides for your subs that can be done either under home or under reports and it's the SS DT and non contracts mess load so then from here you can pull in all your non contracts so you don't end eventually have to go in and change all the employees under their compensation we actually have this calculated for you where you can do it in a spreadsheet and then what you would need to do is just update find the employees that you want to change because it brings in all your non contracts so you probably will have to sift through which ones that you're wanting to pull in which pay groups or what you can do probably by calendar or the start start date but once you find out once you figure out which ones that you're going to update then you can go ahead and update that information for these employees and you can change the unit amount so then once you do that then you can save this spreadsheet and then what you want to do is go to utilities in mass load and then you want to go ahead and find that file that you say that non-contract come spreadsheet and then the importa Bowl entities would be the non contract compensation so then you can build that spreadsheet in and then it will update all the prior fields of the unit amount for that and for those employees so if they got a pay raise then this would be the easier way to do it than trying to do it individually f r all your your subs if there were bus stops or teacher subs so just reminder that that is an option out there for your your conten on contracts to be updated okay another thing that I just wanted to kind of go over is the reminder of the compensation journal which is located under each employee now these were that you can use to either if you have to modify the accrued wages they can use the compensation journal the accrued wages is a calculated field so that it would figure out the amount earned - the amount paid is your accrued wage is so if you have to update your accrued weight you can use the amount earned field if you need to take away or add to and that will update your amount earned in your mount wages accrued wages so it take from or add to and then it would just your crude wages I know we had some tickets on that one prior I just wanted to throw that out there that if they do need to adjust your crude wages for something on they have to use the amount earned field and then that will adjust these two fields and again you can use this if you need to adjust the pace paid for employee or even the days worked this reminder that compensation journal is out there for that also the other thing is the adjustment journal if you have an employee that maybe was that earnings for last fiscal year and they're showing up on this fiscal year's contract or on that serious astreus advance you can use the journal to remove those figures from the STRs advance fiscal report so what you want to do is the employee suck to the employees select the employee that you have I'll just pick one employee here and then you would let the you would select the employees for 50 code still think in here there we go select the 450 and then you're going to want to do the type of total gross and then your transaction date would be the date that your have your posting period open and then from here if it was 120 dollars you paid for something at the end of last fiscal year been expecting but it would been on last fiscal years I'm not this coming year then you can actually do this and then you can just go ahead and remove these figures and actually do just the fiscal year-to-date and what that does then remove that from the stores advance report so if you have employees like this this is what you can do and then they would fall off the report and you can make those Corrections with stirs then for the up come from the prior year okay is there any questions on this I really had a lot of questions on the start-stop base and we will definitely get back to you on those because I know a lot of districts have different scenarios so we will look into that with their programmers and definitely we'll get back to you on those and if you definitely want to shoot us or open tickets or shoot us emails with the scenarios that you have and can work on those and see what is the best option for your districts and we will and then talk with Mark and the programmers on that and we had a question from Dave if we were migrating a district in July with data and classic New Hampshire pull and redesign yes they should be able to create those on this ship whole into new contracts in redesign is there any other questions on that and again if there's questions that we did not answer please open some send us emails or anything and we will definitely help you with those and Andrea I did make a cult heart and we look to Mary's question regarding those old contract contract dates and and where he's been indignant to it deeper so we will let everybody know what we find out it's okay great great thank you Laurie I appreciate that thank you Laurie no problem is there any other questions or something that wasn't gone over that you have a question on that we can definitely help you with if not please again please let us know open tickets if you have questions anymore later today and I guess that will be it for today and thank you for joining us today Friday slick fiscal and enjoy your weekend thank you