PowerSchool ERP Payroll and Human Resources
PowerSchool ERP Payroll and Human Resources
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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 health care coverage deduction changes next month or a new pay rate takes 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).

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 menu includes:

Pay Rates

For versions 23.10 and later, use the Future Pay Rates option instead.

Benefits

Deductions

Dependents

Status

Beneficiary

Demographics

Continuing Education

Tax Info

Post

  • The Pay Rates option in the Effective Date Changes menu applied to versions 22.4 and earlier. For versions 23.10 and later, use Future Pay Rates to enter and post changes to employee pay rates. Refer to Future Pay Rates for procedures and field descriptions.

  • 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 using these options, the system stores it 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 with Employee Access Center (EAC). EAC is a web-based product that enables employees to submit changes to their own records. When an employee submits a change in EAC, the system creates a corresponding record in the relevant Effective Date Changes batch file. An administrator then reviews, adjusts if necessary, and posts the record to make the change permanent in Employee Information.

The following record types support EAC-submitted changes:

  • Deductions

  • Demographics

  • Tax Info

  • Benefits

  • Beneficiary

  • Continuing Education

How EAC updates flow to Employee Information

Understanding the sequence below helps you manage EAC-submitted records and ensures changes are posted accurately.

  1. Employee submits a change in EAC: The employee selects the relevant option in EAC and submits a change, such as updating direct deposit information or updating a tax withholding form.

  2. The system creates a batch record in Effective Date Changes: The submitted change displays as a new record in the corresponding Effective Date Changes option. The Entered by field on the record displays EAC to identify it as employee-submitted.

  3. The administrator reviews the record: Open the corresponding Effective Date Changes option, then search for records with the Entered by field set to EAC. Verify the information is accurate. You can edit the record if corrections are needed.

  4. The administrator confirms the record is ready to post: Verify that the Effective Date is correct and that the Post? checkbox is selected. If the Post? checkbox is not selected, the record will not post when you run the Post option.

  5. The administrator runs the Post option: From the Effective Date Changes menu, select Post. The system posts all records whose Effective Date matches or precedes the posting date, and the Post? checkbox is selected.

  6. The change is applied to Employee Information: After posting, it appears in the employee's record. The record is no longer accessible through its corresponding Effective Date Changes option.

Some EAC options allow employees to upload supporting files, such as a voided check for direct deposit changes or a completed tax withholding form. Review uploaded attachments before posting the record. After posting, the attachment moves to the relevant Employee Information page. For details, refer to the Deductions and Tax Info sections on this page.

Open Enrollment checkbox

Some Effective Date Changes pages for EAC-related options include an Open Enrollment checkbox. When the checkbox is selected, the record is an open enrollment record, meaning it either originated in EAC or can be retrieved through EAC. When the checkbox is cleared, the record is a non-enrollment record that employees cannot access in EAC.

The Open Enrollment checkbox is available on the following record types: Benefits, Beneficiary, and Deductions.

For details about configuring which data employees can display and which changes they can submit, review the Employee Access Center Administration page.

Add an Effective Date Change Record

  1. Select the record type.

  2. Select Add New. Some pages open in edit mode on the same page, and others display a detail page.

  3. Fill out the fields.

    1. Be sure to consider the Post? checkbox:

      • Select the box to post the change 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 select Find. To run an advanced search, use the Advanced button.

  3. Select the record you want to change, then select Accept to display it on the current page (most options) or on 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 select 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 select 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 employee's last name.

    • 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 select OK.