Create New Year Positions

Menu path

Human Resources > Periodic Routines > Position Control > Create New Year Positions

A new option, Create New Year Positions, will make a copy of all your positions for the new fiscal year. If you are using Position Control, you should run this option before creating any position change requests for the new fiscal year or creating any future pay rates assigned to positions. During the creation of the new year positions, the salary fields Actual Salary, Projected Salary, and Budgeted Salary will be set to 0. If you use a cross-walk for changing your account numbers or budget units, or account codes, the new year positions will reflect the updated account numbers, budget units or account codes. For each calendar cycle or group of positions with the same start date, you will need to define the cycle and associate it with each calendar.

On the Create New Year Positions page, the Calendar Cycle option in the action bar will allow you to set the Effective Date for the Calendar Cycle (9 months, 10 months, 11 months, 12 months).)

Create New Year Positions:

1. Set up the new year ledgers in Fund Accounting.

   • ( Fund Accounting-> Periodic Routines--> Year End → Create New Year Ledgers.

2. Set up the calendar cycles.

   • (Human Resources > Reference Tables > Payroll > Calendars Cycles.)

   • Examples: 10-month (Sept-June), 11-month (Aug-June), and 12-month (July - June)

3. Set calendars for the new fiscal year (for example, 25-26 year) and attach the applicable Calendar Cycle to the Calendar.

   • Human Resources > Reference Tables > Payroll > Calendars.

4. Create Future Job Classes with effective dates (example: 07/01/2025, 08/01/2025, and 09/01/2025)

   • Human Resources > Reference tables > Future Changes > Job Classes.

5. Create New Year Positions

   • Go to Human Resources > Periodic Routines > Position Control > Create New Year Positions > Action > Calendar Cycles and set up Calendar Cycles with effective dates:

     • 10-month effective date (example:09/01/2025)

     • 11-month effective date (example:08/01/2025)

     • 12-month effective date ( example:07/01/2025

     • The calendar cycle's effective dates must be on or after the Fiscal Start date. If not, you should get an error stating Calendar Cycle Effective Dates must be greater than or equal to the Fiscal Start Date, and the new year positions are not created. The label on the field should be updated to Future Position and Pay Rate Effective Date.

     • Select Accept.

6. To check the New Year Positions, navigate to Position Control and use the As of Dates and the job class with the calendar cycle

   • Menu Path:  Human Resources > Entry & Processing > Position Control

     • Use the As of Date as 07/01/2025 and the job class with a 12-month calendar cycle.

       • Position(s) listed with the effective date 07/01/2025 with the new ledger codes, if you use 06/30/25 as the As of Date date you will see the old ledger codes.

     • Use the As of Date as 08/01/2025 and the job class with the calendar cycle set to 11 months.

       • Position(s) listed with the effective date 08/01/2025 with the new ledger codes. If you use 07/30/25 as the As of Date, you will see the old ledger codes.

     • Use the As of Date as 09/01/2025 and the job class with the calendar cycle set to 10 months.

       • Position(s) listed with the effective date 09/01/2025 with the new ledger codes. If you use 08/30/25 as the As of Date, you will see the old ledger codes.