The annual HR Rollover process ensures all necessary payroll, staffing, and applicant tracking data is accurately transitioned into the new fiscal year. This checklist provides a step-by-step guide to completing each task in the correct order to avoid data inconsistencies and ensure a smooth start to the new year.
Steps 1-9 should only be rolled once. Once rolled, maintain them in the new year with their respective maintenance programs.
1. Navigate to Setup > Settings > Fiscal Years tab.
2. Add the new year.
1. Navigate to Setup > Government Codes > Separation Reason tab.
2. Update the separation reasons that should trigger an employee Rollover and specify how many weeks back the system should check for employees with those reasons via Roll Weeks.
1. Navigate to Setup > District Codes > Payroll Groups tab.
2. Add any new payroll groups that might be used in new year payroll runs.
Blackout dates are used to restrict leave requests during the designated period. Please be sure to discuss and plan your blackout dates with the applicable district staff before entering them here.
1. Navigate to Payroll > Maintenance by Fiscal Year.
2. Select the new year from the Fiscal Year pull-down.
3. From the Main Tables tab, click the red arrow to open Blackout Dates.
4. Add blackout dates for the new year.
1. Check if holiday descriptions include specific dates (e.g., "Christmas Day December 25").
a. If yes: Only roll one holiday, then go to Payroll > Maintenance by Fiscal Year to manually add the remaining holidays for the new year. This prevents prior years from being affected by renamed holidays.
b. If no (generic descriptions like "Christmas Day"): You can roll all holidays at once, as no renaming is necessary and prior years will remain unchanged.
1. After rolling holidays and calendars, navigate to Payroll > Maintenance by Fiscal Year.
2. Select the new year from the Fiscal Year pull-down.
3. From the Main Tables tab, click the red arrow to open Holidays.
4. Add the holidays both paid and unpaid.
Important: Changing the name of a holiday will update that name in ALL working years so please refrain from changing Holiday Title once it is created.
Focus recommends using names like Independence Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Eve, Christmas Day, New Years Eve, New Years Day, Martin Luther King Jr. Day, Presidents Day, Good Friday, Memorial Day, or any other consistent holiday that can easily roll forward from year to year that only requires a date change. This enables the district to roll these without having to worry about changing the names of holidays across working years.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Holidays.
When using the rollover program, the titles of the holidays should not be updated. Focus recommends rolling all holidays.
3. Click Increment Years to automatically change the Beg Date and End Date to the next year.
4. Clear all Filters before rolling.
5. Select all applicable holidays; click Select All or Unselect All to make your selections.
6. Click Roll to 20XX/20XX.
In order to proceed to the next step, at least one date must be rolled.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Calendars.
3. Update the Start Date for all applicable calendars.
4. Update the days of the week, if necessary.
5. Set the Holidays for each calendar.
6. Set the Blackout Dates for each calendar.
7. Clear all Filters before rolling.
8. Select all applicable calendars; click Select All or Unselect All to make your selections.
9. Click Roll to 20XX/20XX.
1. After rolling holidays and calendars, navigate to Payroll > Maintenance by Fiscal Year.
2. Select the new year from the Fiscal Year pull-down.
3. Click the red arrow to open Holidays.
4. Update the holidays. Updates to existing holidays will cascade and update the calendars.
Note: If a new holiday is added, this will need to be selected on the appropriate calendar.
5. Click the red arrow to open Calendars.
6. Validate the calculated End Date. Click the Explain button for reviewing the dates. Make any updates necessary to finalize calendars before moving to the next roll step.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Pay Types.
3. Ensure that the Last Work Day is correct.
4. Update necessary items.
5. Clear Filters before rolling.
6. Select all applicable pay types; click Select All or Unselect All to make your selections.
After rolling, changes moving forward should be made via Payroll > Maintenance by Fiscal Year > Main Tables tab > Pay Types tab.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Run Templates.
3. Clear Filters before rolling.
4. Select all applicable templates; click Select All or Unselect All to make your selections.
5. Click Roll to 20XX/20XX.
After rolling, navigate to Payroll > Run Payroll > Templates to update or create new Payroll Run Templates.
Do not import/add new hires before rolling the slots/steps. Do not re-roll slots/steps after importing/adding new hires.
1. Before rolling, navigate to Payroll > Maintenance by Fiscal Year.
2. Click the red arrow to open Slots/Steps and find the supplements.
3. Update the Rolls column and the Partial Year column appropriately.
4. Navigate to the Payroll > Rollover.
5. Click the red arrow to open Slots/Steps.
6. Clear any Filters before rolling.
7. Select all applicable slots/steps; click Select All or Unselect All to make your selections.
8. Click Roll to 20XX/20XX.
After rolling for the final time, changes should be made via Payroll > Maintenance by Fiscal Year > Main Tables tab > Slots/Steps.
Re-rolling at a later date will delete all records from the new year and re-roll prior year records negating any changes made after the roll.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Positions.
3. Select or unselect the Comments that should or should not be rolled.
4. View the Report to examine the staff holding the jobs associated with the position.
5. Clear Filters before rolling.
6. Select all applicable positions; click Select All or Unselect All to make your selections.
7. Click Roll to 20XX/20XX.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Pay Schedules.
Pay Schedules automatically roll when the red arrow is selected and Pay Scheduled are opened.
Pay Schedules only roll once, so updates must be made in the new year.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Staff Positions.
3. Unselect Staff Positions that shouldn’t be rolled.
4. Clear Filters before rolling.
5. Click Roll to 20XX/20XX.
All Staff Positions will roll, so expect this step to take some time. Do not refresh or close the screen while this runs.
If Positions are re-rolled (via Payroll > Rollover > Postions), it is recommended that Staff Positions be re-rolled.
The Staff Position roll will automatically include any Employee Action Forms in the new year for Add a Position and Change a Position.
Re-rolling at a later date will delete all records from the new year and re-roll prior year records negating any changes made after the roll.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Job Wages.
3. Click Search for Job Wage rollover issues.
4. Correct any issues in the current year before rolling.
5. Unselect Job Wages that shouldn’t be rolled.
6. Clear Filters before rolling.
7. Click Roll to 20XX/20XX.
If Staff Positions are re-rolled, re-roll Job Wages.
1. Before rolling Supplements, navigate to Payroll > Maintenance by Fiscal Year.
2. Verify that the Fiscal Year is the current year (not the year we are rolling into).
3. From the Main Tables tab, click the red arrow to open Slots/Steps.
4. Select Yes from the Rolls pull-down for employee job supplements that should be rolled to the new year.
5. Ensure the Partial Year column is set correctly, as it determines whether ended employee job supplements should roll over to the new year.
Re-rolling at a later date will delete all records from the new year and re-roll prior year records negating any changes made after the roll.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Supplements.
3. Verify the Start and End dates.
4. Click red arrow to review the Report and examine the staff with the supplement assigned.
5. Select all applicable supplements; click Select All or Unselect All to make your selections.
6. Clear all Filters before rolling.
7. Click Roll to 20XX/20XX.
If Job Wages are re-rolled, re-roll Supplements.
It is recommended to roll the contract only after all other items are finalized and no longer being re-rolled. The system does not retain next year contract status settings, so re-rolling will require all statuses to be reset.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Contract.
3. Update the Next Year Contract Status pull-down.
4. Clear all Filters before rolling.
5. Click Roll to 20XX/20XX.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Increment Experience.
3. Experience can be increased, as needed.
a. To review the Pay Types that are linked to Experience Types navigate to Setup > District Codes > Experience Types.
4. Clear all Filters before rolling.
5. Select all applicable records; click Select All or Unselect All to make your selections.
6. Click Roll to 20XX/20XX.
The current experience will be increased by 1. Only employees that have worked ½ a year + one day will be eligible for the increase. Those incremented will be identified with a green checkbox.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Employee Leave.
Employee Leave can be rolled after Holidays, Calendars, and Pay Types have been rolled.
3. Select the Pay Types that should be included in the hours/day calculation from the Selected Pay types pull-down.
4. Set the Bucket Max Carried Forward, as necessary.
5. Click Display Report to review the evaluation report before proceeding with the roll.
6. Make adjustments, as needed.
7. Click Rollover.
1. Navigate to the Payroll > Rollover.
2. Click the red arrow to open Job Posting Templates.
Job Posting Templates can be rolled after Positions.
3. Select all applicable templates; click Select All or Unselect All to make your selections.
4. Clear all Filters before rolling.
5. Click Roll to 20XX/20XX.
If positions are re-rolled, the Job Posting Templates may also need to be re-rolled. This is because newly added Positions might require Templates, and Templates linked to Positions that were removed may no longer be necessary.
1. Navigate to the Setup > Applicant Tracking.
You must have the profile permission to view Applicant Tracking as an option in Rollover programs.
2. Select the Postings that need to be rolled.
3. Click the button to Rollover Job Postings.
You are done. Great job!