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CIRS User Manual Campus Information Retrieval System Human Resources, Information Support and Analysis |
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Data Element Dictionary | Tutorials | Systemwide HR | Support |
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CIRS User Manual Campus Information Retrieval System Human Resources, Information Support and Analysis |
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Data Element Dictionary | Tutorials | Systemwide HR | Support |
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The Payment History Extract Process allows you to build files containing payment transactions from the past 36 business months or from the current business month. Due to the volume of data, never extract data from the online payment file for the entire employee population. If all data is needed, the capability exists to limit the amount of information extracted to only the current business month. If that is not sufficient, contact the CIRS Hotline. If warranted, HR-ISA will either provide the report for you or make a modification to allow you to extract a larger amount of data.
To choose this type of extract, select option 2 from the Extract Data menu and press the enter key.
|-------------------- Extract Data -------------------|
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| SELECT: 2 1. EH - EMPLOYMENT HISTORY EXTRACT FILE |
| 2. PY - EMPLOYMENT HISTORY EXTRACT FILE |
| 3. EMPLOYMENT VERIFICATION REPORT |
|-----------------------------------------------------|
The Payment History Extract Process screen has two sections, the action bar and the selections menu.
The action bar provides options to check the status of your extract and/or to initiate a download process. For a discussion of those options, refer to the topics: Status Messages and Download Compendium Reports.
The selections menu has four sections: SSN option, date type and range, file source and output file. Each section must be completed for the extract process and will be discussed below. The settings from the last extract are saved from session to session until changed.
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Status Download PAYMENT HISTORY EXTRACT PROCESS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT SSN OPTION: _ 1. ALL SSN'S 2. SSN'S IN LIBRARY MEMBER: PAYMENT 3. SSN'S IN HOLD FILE: PERMSML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT DATE TYPE: _ 1. CYCLES FROM FROM ______ TO ______ YYMMDD AND 2. PAY PERIODS FROM ____ TO ____ YYMM ENTER DATE RANGE: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT FILE SOURCE _ 1. CURRENT BUSINESS MONTH 2. CURRENT & PRIOR 36 BUSINESS MONTHS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT OUTPUT FILE _ 1. PY 2. SCO PRODUCTION (NON-CENTURY COMPLIANT) 3. PC EDIT 4 DECENT. FORMAT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PRESS ENTER TO SUBMIT OR F3 TO EXIT |
In order to extract payment information, you must supply CIRS with a list of social security numbers (SSN’s). You can choose one of three options to supply SSN’s for the extract process: the all SSN’s file, your library member named PAYMENT or your permanent hold file PERMSML.
To specify the SSN option, type your selection at the prompt and proceed to selecting the date type and range. Do not press the enter key until all selections are made. For example:
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT SSN OPTION: 1. ALL SSN'S 2. SSN'S IN LIBRARY MEMBER: PAYMENT 3. SSN'S IN HOLD FILE: PERMSML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
This option will supply a list of SSN's for the extract process that includes all faculty, staff, student and A54 positions at your campus. Due to the volume of data, this option can only be selected with a current business month file source to select daily payroll cycles. If that range of pay data is not sufficient, contact the HR-ISA Hotline.
This option select SSN's entered in your library member named PAYMENT. This method is used if you need payment history for a small group (usually 20 or less) of specific employees and their SSN’s are known.
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EDIT PD.CSUCFOC.userid(PAYMENT) Columns 00001 00072 Command ===> Scroll ===> PAGE ****** ****************** Top of Data *********************** 000001 123-45-6789 ****** ***************** Bottom of Data ********************* |
The SSN's must be entered one per line.
The SSN's do not need to be in numeric order and can be listed with or without hyphens.
The SSN’s can be entered into your library member named Payment before initiating the extract process, or can be entered after confirming the extract selections. For information on available edit commands, refer to the topic: Edit Report Requests.
This option selects the SSN’s in your hold file named PERMSML. Before this option can be selected, you must first supply SSN’s to your PERMSML file either by creating a hold file, or by using the upload function. For more information, refer to Employment History Extract, SSN Option.
After selecting the SSN option you must specify whether to extract payments based on cycle dates or pay period(s). The payroll cycle dates must be entered as YYMMDD (year, month, day) and the pay periods must be entered as YYMM (year, month) without spaces, hyphens, etc. Century is automatically added to the date(s) specified.
To specify the date type and range, type its number at the prompt and enter the dates, then proceed to selecting the file source. Do not press the enter key until all selections are made.
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT DATE TYPE: 1. CYCLES FROM FROM 030705 TO 030705 YYMMDD AND 2. PAY PERIODS FROM ____ TO ____ YYMM ENTER DATE RANGE: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
A payroll cycle date, in most instances, is the same as the payment issue date. The only time they differ is for payments issued on master payroll cutoff. On that day, the cycle date is the next business day and the issue date will be the beginning of the next pay period. For example, May 21, 2003 is a master payroll cutoff. The cycle date is May 22, 2003 and the issue date June 1, 2003. Note: If cycles are selected, pay period dates will be ignored.
A pay period is the month and year for which a payment issued. The issue date of a payment may or may not fall within the same calendar month as the pay period. Note: If pay periods are selected, cycle dates will be ignored.
After selecting the SSN option and the date type and range, you must select the file from which to extract payment data. There are two files to choose from: the current business month or current and prior 36 business months.
To specify file source, type your selection at the prompt and proceed to selecting the output format. Do not press the enter key until all selections are made.
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT FILE SOURCE 1. CURRENT BUSINESS MONTH 2. CURRENT & PRIOR 36 BUSINESS MONTHS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
This file contains only current business month payments (i.e., all payments issued during the current business month). Caution: This file is deleted on the evening prior to the last working day of each month. If you select this file after that time and before the first cycle of the next business month, you will not receive any data.
This file consists of the last payroll cycle to the prior 36 months of payments. Due to the volume of data this file can not be used with the ALL SSN option. If that is not sufficient, contact the CIRS Hotline.
After you have specified the SSN option, the date type and range, and the file source, you must select the file output format. You can choose from either the PY, SCO Production, PC Edit, or the Decentralized Format.
To specify file source, type your selection at the prompt and proceed to selecting the output format. Do not press the enter key until all selections are made.
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SELECT OUTPUT FILE 1. PY 2. SCO PRODUCTION (NON-CENTURY COMPLIANT) 3. PC EDIT 4 DECENT. FORMAT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
Selecting this file format will create a CIRS Payment History Extract (PY) database. Data in this file format is used for ad hoc reporting. Refer to the CIRS Data Element Dictionary for a description of the file. Your PY file is available for 60 days, or until it is overwritten.
Selecting this format will result in a payment history file which includes the same fields as the business month payment history tape (Descent. Format), but which contains packed fields. Data in this file format can only be downloaded. It cannot be used to generate ad hoc reports in CIRS. The file created is: PD.CSUCFOC.RPTUSER.SCOPROD.userid. Refer to the CIRS Data Element Dictionary for a description of the file. This file is only available for 5 days.
Selecting this format will result in a file that has selected fields from the online payment history file in a tab delimited text format. Data in this file format can only be downloaded. It cannot be used to generate ad hoc reports in CIRS. The PC Edit file includes a header record with an abbreviated column title for each field in the PC Edit file. This allows the user to download the PC Edit file and open the tab delimited text file with a spreadsheet program such as EXCEL or LOTUS. The header record provides an easy way for the user to find a payment field without knowing the exact record layout of the PC Edit file. The file created is: PD.CSUCFOC.RPTUSER.PCEDIT.userid. Refer to the CIRS Data Element Dictionary for a description of the file. This file is only available for 5 days.
Selecting this format will result in a file that mirrors the SCO Data Management business month payment history tape. Data in this file format can only be downloaded. It cannot be used to generate ad hoc reports in CIRS. Campuses which receive periodic magnetic tapes from the SCO can use this format to create files for downloading to campus systems. The file created is: PD.CSUCFOC.RPTUSER.DECENTAP.userid. Refer to the CIRS Data Element Dictionary for a description of the file. This file is only available for 5 days.
After all selections are made and the enter key is pressed, you will receive a confirmation screen. Verify your selections. If any changes are needed, press the F3 key to return to the Payment History Extract Process menu. Otherwise, press the enter key to submit your extract job.
Note: Each time a Payment History Extract is submitted, the output from the prior extract is erased. Do not submit another extract with the same file format until the first one has completed and you have finished using the output.
If you selected ALL SSN’S or SSN’S IN PERMSML as the SSN option, a submission message will display either at the bottom of the screen or on a blank screen. For example:
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JOB CTPuserid (JOB12345) SUBMITTED *** |
If you selected SSN’S IN LIBRARY MEMBER(PAYMENT) as the SSN option, the list of SSN’s you supplied will display. Confirm the SSN’s entered and if necessary, edit the list. Press the F3 key to exit and save. After pressing the F3 key, the submission message will display.
After noting the job number, clear the message by pressing the enter key. The job number will be used to check status and system notification messages. For more information, refer to the topic, Verifying a Successful Extract.