District Master Setup (HR)

PATH: Human Resources > Administration > District Master

The District Master tab stores district-level business administration information for use with the Human Resources application. Some information on this tab is automatically provided by Campus.

This article includes the following topics:

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Screen Examples and Field Descriptions

PATH: Human Resources > Administration > District Master

District Master Screen Example

Payroll Processing Rules

Field

Description

Change District Human Resources Address

This button allows you to change the address for the district's Human Resources department. Address changes on this tab are not reflected in other areas of Campus. If an address is not already defined in Campus, you are prompted to define an address on this tab.

Current District Human Resources Address

The current address for the district's Human Resources department.

State District Number

State-assigned district number.

This is a required field that is pre-populated by Infinite Campus. This field cannot be edited.

State Identification Number

The District's state identification number.

Federal Identification Number

The Federal Tax Identification Number assigned to the District. This field is required.

Location

A unique identifier for user-defined location information. This field is required. Locations that display in this field are set up in the HR Codes Setup tool.

Sub-Location

A unique identifier for user-defined location information.

Auto Personnel Numbering

This field determines whether employee numbers are automatically assigned when new employees are added. If you turn this feature on, the Starting Number field is enabled. The Starting Number is the first number you want to assign an employee record upon implementing the Human Resources application. The Last Number Used field indicates the final number assigned during the Human Resources application implementation. Numbers cannot be reused.

Do not use this feature if you want to identify employees using a combination of alphanumeric and numeric identifiers.

Require GL Account Distributions

This checkbox displays for Campus Human Resource users that do NOT use the Campus Finance or Campus Payroll modules.

This checkbox determines whether the GL Account Distribution field on the Work Assignments screen should be required for the base Work Assignment and for additional pay distributions. When this checkbox is marked, the GL Account Distribution and Percent fields on the Work Assignment screen are required for the Work Assignment and for additional pay distributions.

Payroll Work Location

This checkbox only displays for Campus Payroll module users.

As part of the implementation process, Payroll Work Locations are defined in Campus Payroll and need to be associated to the District Master in Campus HR. This field allows you to specify the District-Level Work Location required for Payroll processing. The work location is associated with every employee position record in the Campus Payroll module and is automatically provided on the employee's time ticket for processing.

Allow SSN Search

When this checkbox is marked, users with Social Security Number tool rights can find an employee by entering the employee's Social Security Number in the Search field on the Personnel Master. Search results only return an employee if their SSN matches exactly.

Minimum Days for Service Credit

Oklahoma Only

This field indicates the minimum number of days required for any employee to work a complete school year.

Enable Position ControlPosition Control allows you to track information related to budgeted, open, and filled FTEs based on positions. See the article Enable or Disable Position Control for more information.
Employees with Missing Required FieldsEnabling Position Control makes some fields required on the Work Assignment screen. There may be employees who do not have these newly required fields filled in. The Employees with Missing Required Fields report provides a CSV report of these employees and the fields that need to be filled in. See the article Enable or Disable Position Control for more information.
Enable Payroll Encumbrances This area allows users to turn Payroll Encumbrances on and off and update additional configuration for processing.

Add Retirement Organization

Retirement codes are initially set up in the HR Codes tool. The Add Retirement Organization button allows you to associate retirement organizations with a retirement number. This information is required in some states for reporting purposes.

Until the Retirement Organizations are defined in HR Codes, these fields do not display.


Change the Current District Human Resources Address

PATH: Human Resources > Administration > District Master

The district address is automatically provided by Campus. You can change the Human Resources department's address if it is different than the address provided. Address changes on this tab are not reflected in other areas of Campus.

To change the current district Human Resources address, complete the following steps.

  1. Click the Change District Human Resources button.
    Result
    The Change Address dialog appears.
  2. Enter the updated address and click the Change Address button.
    Result
    The updated address immediately displays on the District Master tab.

Turn Auto Personnel Numbering On or Off

PATH: Human Resources > Administration > District Master

The Auto Personnel Numbering field determines whether employee numbers are automatically assigned when new employees are added. If you turn this feature on, the Starting Number field is enabled. The Starting Number is the first number you want to assign an employee record upon implementing the Human Resources application. Numbers cannot be reused. The Last Number Used field indicates the final number assigned during the Human Resources application implementation.

Do not use this feature if you want to identify employees using a combination of alphanumeric and numeric identifiers.

To turn Auto Personnel Numbering...

Select...

On

Yes and type the number in the Starting Number field.

Off

No

Auto Personnel Numbering

 


Require GL Account Distributions

PATH: Human Resources > Administration > District Master

To require General Ledger account distributions on all work assignments and additional pay distributions, mark the Require GL Account Distributions checkbox on the District Master tab. When this checkbox is marked, the GL Account Distribution and Percent fields on the Work Assignment screen are required for the Work Assignment and for additional pay distributions.

This checkbox displays for Campus Human Resource users that do NOT use the Campus Finance or Campus Payroll modules.

Require GL Account Distributions

 


Associate Retirement Organizations with Employer Retirement Numbers

Campus allows you to associate Retirement Organizations (set up in HR Codes) with Employer Retirement Numbers for reporting purposes. 

Until the Retirement Organizations are defined in HR Codes, these fields do not display.

Retirement plan codes are required in some states for reporting purposes. 

Tip

With the appropriate tool rights, you can remove retirement organizations from the District Master tab at any time by clicking the delete button next to the line.

To associate a retirement organization with an Employer Retirement Number, complete the following steps.

  1. Click the Add Retirement Organization button.
    Result
    Campus adds an empty Organization line. You may add as many Retirement Organization records as you have defined in HR Codes.
  2. Select the retirement organization you want to add from the Organization dropdown list. (required)
  3. Enter the Employer Retirement Number. (required)
  4. Click the Save button.

Retirement Organizations and Employer Retirement Numbers

Allow SSN Search

When this checkbox is marked, users with Social Security Number tool rights can find an employee by entering the employee's Social Security Number in the Search field on the Personnel Master. Search results only return an employee if their SSN matches exactly.

Example Allow SSN Search Checkbox

Example SSN Rights Needed to Search Using an SSN

Enable or Disable Payroll Encumbrances

This feature is only available for districts that use the Payroll module.

Employee pay and employer paid benefits can be encumbered. When Payroll Encumbrances are enabled, Campus automatically pulls in all mandatory deductions from Campus Payroll using the benefit/deduction codes which have a code type of “Government Legislated- Taxes" AND have an employer-paid contribution. You may also add additional benefit/deduction codes that have a district-contribution.

Salary encumbrances are created  when work assignments are updated or when PR Encumbrance Processing is used to create encumbrances en masse. Benefit/deduction encumbrances are created when the next pay run is processed or when PR Encumbrance Processing is used. As data is changed/corrected in the employee's work assignment, Campus processes encumbrance updates accordingly.

As each pay run is processed and the G/L interface is used, encumbrances are liquidated for each pay period.

Before You Begin

Prior to enabling Payroll encumbrances, the pay period dates for all used pay types must be defined for the entire fiscal year. If pay period dates are not defined, a warning message will display indicating which pay types do not have the full fiscal year of pay periods defined.

Any pay periods which are used to pay staff over the summer, but need to be allocated to the fiscal year which ends June 30th must be set up as an end of year period in Campus Payroll.  You must know how many of these pay periods there are as part of the encumbrance setup process. You must define the number of Fiscal Year End Processing Periods so the system can accurately calculate the encumbrance based on how many pay periods are remaining.


To...Select...
enable Payroll encumbrances

Yes in the Enable Payroll Encumbrances field. The following window displays.

OptionDescription
Generate Report

Click Generate Report to identify records that may need attention in order for the system to calculate encumbrance amounts. The report checks active Work Assignment records and identifies employee records that will not generate encumbrances. The report runs in the Batch Queue and is available in the Process Alerts.

Employees may be included in the report for one of the following reasons.

  • Employee has a current/future Wage Detail record and an hourly salary frequency missing one of the following combinations: Annual Hours, Hours per Day and Days per Year, or Hours per Day and Days per Week.
  • Employee has a current/future wage record and a daily salary frequency missing one of the following combinations:
    • Days per Year
    •  Annual Hours and Hours per Day
  • Employee is assigned a Pay Type that does not have a full fiscal year worth of pay periods defined.
Yes, enable Payroll EncumbrancesClick this option to enable Payroll Encumbrances without creating the Payroll Encumbrance Data Check report.
CancelClick this option to close the window and disable Payroll Encumbrances.

Use the information in the following field descriptions to set up the remaining fields.

disable Payroll encumbrancesNo in the Enable Payroll Encumbrances field then save your changes. When you disable Payroll encumbrances, upon saving, Campus automatically removes all encumbrances. If needed, you may turn Payroll encumbrances back on at a later time.


Example Payroll Encumbrances Setup
FieldDescription
# Fiscal YE Payout PeriodsThe number of Pay Periods you use to pay staff over the summer but need to be allocated to the fiscal year which ends June 30th.
Payroll Live Date

This date is used when your district is implementing Campus Payroll. Entering a Payroll Live Date creates a cut-off date for encumbrances and prevents encumbrances for pay periods prior to that date.

Payroll Encumbrance Data Check

Click Generate Report to identify records that may need attention in order for the system to calculate encumbrance amounts. The report checks active Work Assignment records and identifies employee records that will not generate encumbrances. The report runs in the Batch Queue and is available in the Process Alerts.

Employees may be included in the report for one of the following reasons.

  • Employee has a current/future Wage Detail record and an hourly salary frequency missing one of the following combinations: Annual Hours, Hours per Day and Days per Year, or Hours per Day and Days per Week.
  • Employee has a current/future wage record and a daily salary frequency missing one of the following combinations:
    • Days per Year
    •  Annual Hours and Hours per Day
  • Employee is assigned a Pay Type that does not have a full fiscal year worth of pay periods defined.
Deduction CodeThe Deduction Code you want to encumber. A code can only be selected once. Mandatory deductions with employer-paid contributions display automatically and can be deleted and added later.
Type

Select how the encumbrance for the employer paid portion of the deduction should be calculated.

Options include a set Amount or Percent for all employees. The Amount and Percent options calculate the encumbrance for the benefit using the employee's full salary.

If the district's amount is based on the employee’s enrollment amount in the specific benefit, select EE Enrollment.

ValueIf the calculation is Amount or Percent, enter the value in this field.
Assignment Prorate

For each deduction, you select which work assignment’s expense accounts will record the encumbrance: their Primary work assignment only or split across All work assignments.

Mandatory tax deductions with an employer portion have "All" selected by default.

See Also

See the PR Encumbrance Processing article for more information.


Add User-Defined Fields to the District Master Tab

Campus allows you to add user-defined fields to customize the application to your exact requirements.

For step-by-step instructions on adding user-defined fields, see the User Fields Setup (HR) article.

 

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