edsembli Support

PVP Calendar Change Process Overview

GOAL: To provide a wholistic overview of the PVP Calendar Change for the End of June, and a list of considerations when completing the necessary steps to facilitate this setup change. 

Steps to Resolve Overview:

Important Note: The last pay in June will be worth more if you pay out Salary. This Pay Period will have an Equivalent Pay Count = 5 (this pay + 4 pays remaining), rather than the typical 1. 

1. Delete the 4 Summer Pay Periods for Applicable Groups
   1. Via Scripts provided
2. Set Last Pay of the Year = YES for new final PP
   1. Pay period right before the 4 deleted
3. Update Equivalent Pay Count = 5 on Final Pay Run
   1. Pay period right before the 4 deleted
4. Update Salary Percentage to pay out remaining Salary
   1. This needs to be individually calculated down to the remaining salary to verify the updated Percentage Salary required
5. Run Entitlement > Authorization for all applicable groups
6. Schedule Pay & Run final “true-up” Pay Run
   1. Last Pay in June

Important Note: AFTER the last pay of June is run, there are two main changes to the required groups before the New Pay Period Calendars are created; 

1. Update Employee Group Maintenance to have Working Days = 260
   1. Ensure you End Date the current records, and Create a New Record that day after containing the change
      1. End Date = Last Day of Last Pay Period
2. Update Basic Group Data to reflect the increase in Number of Pay Periods per Year
   1. Groups that are paid out, will have more pays than normal in the following year
   2. IMPORTANT: Number of Pay Periods is to be changed back, the following calendar year
      1. This will affect the S1 Annualization Factor in Tax Calculation
3. Enter in New July to June Pay Calendar for following year
4. Run Entitlement > Authorization > Run the first Pay in July

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Detailed Process Overview [PHASE 1, FINAL PAY]:

Process the below scripts in Refreshed Staging > Verify > Test > Re-run in PROD > Verify to complete the following.

1. Delete the 4 Summer Pay Periods
2. Update Equivalent Pay Count from 1 to 5

select * from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER in ('202421', '202422', '202423', '202424')

**16 rows selected**

delete from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER in ('202421', '202422', '202423', '202424')

**16 rows deleted**

select * from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER in ('202421', '202422', '202423', '202424')

**0 rows selected**

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select EQUIVALENT_PAY_COUNT, * from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER = '202420'

**4 Records, All have Equivalent Pay Count = 1.00000**

update EC_PAY_PERIOD_CALENDAR

set EQUIVALENT_PAY_COUNT = '5.00000'

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER = '202420'

**4 Records updated**

select EQUIVALENT_PAY_COUNT, * from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER = '202420'

**4 Records, All have Equivalent Pay Count = 5.00000**

Important Note: On Premise boards will need to run the scripts manually, whereas Hosted/Cloud users can submit a ticket to have this facilitated for them. 

PAYROLL > GROUP DATA > PAY PERIOD CALENDAR > EMP_GROUP

**Note the 202421 through 202424 Pay Periods are now gone + Equivalent Pay Count = 5**

Update Last Pay of the Year = YES > Save

**Pay Number 202420 = Last Pay of the Year**

IMPORTANT NOTE: This must be completed for the Last Pay in June for ALL applicable groups. 

PAYROLL > GROUP DATA > PAY PERIOD CALENDAR > EMP_GROUP

**Note that % of Annual Salary/Allowance will need to be updated**

Update % of Annual Salary/Allowance to the appropriate value. 

IMPORTANT NOTE: The value used is simply to illustrate the rough change that is to be entered. 

Boards must carefully consider all remaining Salary to derive the value for each Employee group, as results may vary. 

PAYROLL > PAY PROCESS > ENTITLEMENT

**Process Entitlement for all applicable groups**

PROCESS > COMPLETED

**Verify the Entitlements Records**

PAYROLL > PAY PROCESS > GROUP AUTHORIZATION

**Process Group Authorization for all applicable groups**

PAYROLL > PAY PROCESS > SCHEDULE GROUPS

**Applicable Groups scheduled**

PAYROLL > PAY PROCESS > PAY RUN

**Pay Run Submitted**

PROCESS > COMPLETED > PAY REGISTER

**REGULAR Earnings including the additional 4 Pay Runs & all additional Salary**

Verify all Pay Records > Confirm Pay Run > Run Cheques & EFT > Complete Accounting BAS File. 

Detailed Process Overview [PHASE 2, NEW YEAR SETUP]:

BOARD CONTROL > GENERAL TABLES > EMPLOYEE GROUP MAINTENANCE > EMP_GROUP

**End Date current record with End Date = Last Day of Last Pay Period > SAVE**

Create New > Start Date = Previous End Date + 1 > Input Number of Working Days = 260

**New Record Saved + Number of Working Days = 260**

PAYROLL > GROUP DATA > BASIC GROUP DATA > EMP_GROUP

**End Date current Record with Same End Date as Employee Group Maintenance > SAVE**

Create New Record with Start Date = Previous End Date + 1 > Update Number of Payments per Year

**Number of Payments Per Year now increased to include the # of additional payments on top of Last Pay in June**

NOTE: This is the regular Number of pays + the number of "extra" pays you're paying out on that last pay in June.  

• Example - Semi Monthly: If you're paying 24 regularly every year but paying out 4 extra pays in June, then # of PPs this year would be 28
  1. (23 + 5 pay count on the last pay of June, aka 24 regular pays + 4 extra)

Additional Considerations for Basic Group Data:

1. # of payments per year (due to paying rest of salary on last pay of June)
2. Calendar Code (PVPs used to be 194 - 210 days per year in ON, but they are changing to 260 so the GE Calendar would need to change unless no other Group uses that same calendar -- if they can use the same calendar then they would just stop assigning days to it in the GE Calendar screen)
3. If pay frequency is changing: Pay Type needs to change to whatever it needs to be
4. ROE Reporting Method: likely changing to Actual Period Earnings (Daily Average Earnings was only for teachers/PVPs who are working a squished employment year of 10 months even though they are employed by the ministry over 12 months -- PVPs are now employed and paid over 12 months so their ROEs don't have to be calculated this special way anymore)
5. Two more things to consider: 
   1. Do you need to change the Entitlement Daily Rate to "No" or "Yes"?  Setting this to Yes means that the daily rate for Entitlement reconciliations will be locked into using 260 days, but if there's a leap year then it's stuck at 260 and if someone terminated after Feb. 29 then HRP wouldn't reconcile considering that extra leap day.
   2. Do you need to change the Entitlement Work Days to "No" or "Yes"?  Setting this to Yes means that the # of Work Days used for the "Entitlement" field on each Salary line in the Entitlement reconciliations will be locked into using 260 days, but if there's a leap year then it's stuck at 260 and if someone terminated after Feb. 29 then HRP wouldn't reconcile considering that extra leap day.

Once completed, users can setup the new year Pay Period Calendar

PAYROLL > GROUP DATA > PAY PERIOD CALENDAR > EMP_GROUP

**Create 202501 through 202524 (for Semi Monthly) Pay Periods**

PAYROLL > PAY PROCESS > ENTITLEMENT > SUBMIT > GROUP AUTHORIZATION > SUBMIT

**Sync up changes for all impacted groups with new Calendars**

PAYROLL > PAY PROCESS > SCHEDULE GROUPS > PAY RUN

**202501 Pay Run Submitted**

SCRIPTS:

select * from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER in ('202421', '202422', '202423', '202424')

delete from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER in ('202421', '202422', '202423', '202424')

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select EQUIVALENT_PAY_COUNT, * from EC_PAY_PERIOD_CALENDAR

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER = '202420'

update EC_PAY_PERIOD_CALENDAR

set EQUIVALENT_PAY_COUNT = '5.00000'

where EMP_GROUP_CODE in ('xxxx', 'yyyy', 'zzzz', 'xxyz')

and PAY_NUMBER = '202420'