Prerequisites for a New Year in Personnel

Before creating the new scenario in a new fiscal year, there are a few tasks that need to be completed to ensure a smoother start to your new fiscal year in Personnel Budgeting. If these tasks are not completed before copying a scenario into the next fiscal year, Martus may return errors rather than successfully copying the scenario.

1. Ensure you have a Planner Budget 

Positions in a personnel scenario are mapped to budget worksheets in a Planner Budget based on the dimensions defined in the position setup. If there is no budget with budget worksheets set as your Planner default for the new fiscal year, Martus will give an error when trying to copy the Scenario into the new year.

• To create a new Planner Budget, see New Budget Cycle. 
• Ensure that the Budget is set as the Planner default (Planner > Planner Setup).

2. Update Employees

Verify your employees are still correct. You may need to update for name changes, employees who have left, new employees, coverage changes, etc. You can update Employees right in Martus, or you can make mass changes to employees using the Pay Data File.

• Updating Employees in Martus
  • Go to Personnel Budgeting > Employees
  • Click ‘Edit’ to the left of the employee's name
  • Click the ‘Inactive’ box and 'Save' if you need to make an employee inactive.
  • Any other updates for an employee can be made here and then Save.
  • For NEW employees, choose "Add New Employee" and enter the information, then Save.
• Updating Employees via Export and Import
  • Go to the Scenarios tab
  • Export the Pay Data File
  • Remove all tabs except the Employee tab
  • Update as needed and Save
  • Import back into Martus
  • For more information on the Pay Data File click here.

3. Update Pay Types

Pay types often need to be updated before moving to a new fiscal year.

Pay Types to be reviewed:

• Pay types with "Start Dates" must be edited to contain a date in the next fiscal year. For example, an end of year bonus in December needs to be set to the next fiscal year.
• Pay types with "Default Amounts" must be reviewed to update with new default amounts as appropriate. Existing scenarios will not be affected by these changes. Example: Health insurance rates
  

Steps:

1. Go to Personnel Budgeting > Pay Types
2. Click Edit next to any Pay type that needs to be updated
   
3. Edit the default amount or date as needed
   
4. Click Save
   

4. Update the Scenario Configuration

Within each fiscal year, the Personnel > Scenarios > Config tab may need to be updated. The best way to ensure that the appropriate values are filled in is to review the current year's settings.

Steps:

1. Go to Personnel > Scenarios

2. Click on Config

3. Select the current fiscal year and click Load
   

4. Make note of all fields that are filled in (Note: The fields filled in below may be different in your system.)
   

5. Select the next fiscal year and click Load

6. Fill in all fields that were previously filled in making sure the dates reflect the next fiscal year if pay types with weekly or bi-weekly frequencies are used in your setup (the "Frequency" set on Pay Types can be found on the Pay Types setup screen)

7. Note: If you have Pay Types for Medicare and Social Security taxes DO NOT fill in the FICA amount or account on the Config tab.

Use the link below to navigate through the learning path.

Introduction << New Year in Personnel - Learning Path >> Create Next Year's Personnel Scenario