Fiscal Year Rollover

The Create New Year Positions process rolls positions from the current fiscal year into the next fiscal year. This creates new records with effective dates for the new year.

Prerequisites

Before running the fiscal year rollover:

• Position Control must be enabled on the Human Resources Profile page. In the Position Control field, one of the following must be selected:

  • Y - Use Position Control

  • T - Tracking Mode

• New year expenditure ledgers must exist in Fund Accounting.

• Crosswalk tables must be configured if account codes change between fiscal years. This typically applies to Texas districts and districts in states that required an organization chart restructuring to meet school-level expenditure reporting requirements under the Every Student Succeeds Act (ESSA).

• Calendar cycles must be configured if you use calendar-cycle-based effective dates.

• The budget profile year must be set for the new fiscal year.

• The 10554 security resource must be assigned to the user.

Best practices

• Run the rollover in a test environment first and validate the output.

• Review the error report generated by the rollover. Common errors include invalid crosswalk mappings and missing ledger accounts.

• You can run the rollover more than once; the system skips positions already in the new year.

• After rollover, verify a sample of positions in the new year to confirm distributions and effective dates are correct.

Run the Create New Year Positions process

1. From the Human Resources menu, select Periodic Routines. From the Position Control menu, select Create New Year Positions.

2. Select Yes.

3. Select a Destination for the New Year Positions report:

   • Select File to create the report in .rpt format. The default file name is posn_new_yr.rpt. You can change the default file name.

   • Select PDF to download the report in .pdf format. The default file name is posn_new_yr_<#####>.pdf.

     • Select OK twice.

       • Download the .rpt file from the View Files page.

       • Save the .pdf file.
         For more information about the Print option, refer to Print Reports.

4. If errors are encountered, select OK and download the Error log from the View Files page.

Review the error log

The Create New Year Positions Error log lists any positions that could not be rolled to the new year. Common errors include:

• Distribution accounts not on the new year's organization chart or account list.

• Crosswalk table entries missing for changed accounts.

• Calendar cycle effective dates not configured.

Verify rolled positions

After the rollover:

1. On the Position Control page, search for positions in the new fiscal year.

2. Verify that position details, FTE values, and distributions are correct.

3. Run the Status Summary and Status Detail reports for the new fiscal year.

Crosswalk table requirements

If account codes change between fiscal years, the Budget Preparation crosswalk tables map old account codes to new ones. Two crosswalk tables are used:

• Organization Crosswalk - Maps old organization codes to new organization codes.

• Account Crosswalk - Maps old account codes to new account codes.

The system checks for crosswalk table records before the rollover. If crosswalk records exist, the system uses them to translate account codes. If no crosswalk records exist, the system carries the same account codes forward to the new year.