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Periodic Processing - Effective Date Changes

Use the options on the Effective Date Changes menu to add or change an employee's records for posting to your database on a future date. For example, if an employee's deduction for health care coverage changes next month or a new pay rate goes into effect in a few weeks, you can enter the change now, and then post the record at the appropriate time. Change records may also be submitted by employees through Employee Access Center (EAC).

Menu Path

From the Human Resources menu, select Periodic Routines. From the Periodic Processing menu, select Effective Date Changes.

Effective Date Changes Menu

The Effective Date Changes menus include:

Pay Rates

Benefits

Deductions

Dependents

Status

Beneficiary

Demographics

Continuing Education

Tax Info

Post
The Post menu is not an edit screen like the other menus. Use it to process posting the records from selected record types. Two fields are crucial for posting effective date records: Effective Date and Post? To be posted, a record's Effective Date must match or precede the posting date. Also, the record's Post? field must be selected.

When you add or change a record with these options, the system stores the record in a batch file with other records of the same type. Once a record is posted, it can no longer be accessed through its corresponding Effective Date Changes option.

Employee Access Center

Most of the options in the Effective Date Changes menu are used in conjunction with the Employee Access Center (EAC). This web-based product enables employees to submit changes for their records.

Open Enrollment Checkbox

Some pages for Employee Access Center-related options include an Open Enrollment checkbox. If the box is selected, then the record is referred to as an open enrollment record, meaning it either originated in or can be retrieved through the Employee Access Center. If the box is not selected, the record is referred to as a non-enrollment record, meaning it cannot be accessed by an employee.

Review the Employee Access Center Administration page for details to configure what data employees can display and what changes they can submit.

Add an Effective Date Change Record

  1. Select the record type.

  2. Select Add New. Some pages open editing on the same page, and some display a detail page.

  3. Fill out the fields.

    Be sure to consider the Post? checkbox:

    • Select the box to enable the change to be posted on the Effective Date. You must run the Post option on or after the effective date for the record to post.

    • Leave the box blank to prevent the change from posting when you run the Post option. You can edit the record later to select the Post? option.

  4. Select Accept.

Change an Effective Date Change Record

  1. Select the record type.
  2. In the Search Criteria section, enter criteria identifying the records to list and then click Find. To run an advanced search, use the Advanced button.
  3. Select the record you want to change, and then click Accept to display it on either the current page (most options) or a detail page.

  4. Change the record's data as needed.

  5. Select Accept.

Delete an Effective Date Change Record

  1. Select the record type.
  2. In the Search Criteria section, enter criteria identifying the records to list and then click Find. To run an advanced search, use the Advanced button.

  3. Select the record you want to delete.

  4. Select Delete.

  5. In the confirmation dialog, select Yes.

Generate a Report of Effective Date Change Records

  1. Select the record type.
  2. In the Search Criteria section, enter criteria identifying the records to list and then click Find. To run an advanced search, use the Advanced button. If you want to list all records, clear filters and then select Search.

  3. From the toolbar, select Print.

  4. In the Print Effective Changes page, select one of the following radio buttons to define the report's sort order. Name refers to the last name of the employee.

    • 1 - Effective Date/Name

    • 2 - Department/Name

    • 3 - Effective Date/Department/Name

    • 4 - Name

  5. Select Accept.

  6. In the Print dialog, specify how you want to generate the report and then click OK.

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