Page 81 - HCSD SOPandIC Manual

In Personnel
Import attendance information (automatically generating employee attendance records within Personnel
from your AESOP system). Implement position control codes (transfer of employee budget spread data
from Payroll via alpha/numeric position control code for each employee record within Personnel).
Automatically update position control budget spread information (based on payroll budget spread changes
– transfer of updated budget spread data from Payroll updates Position Control Code budget spread data
in Personnel). Generate projected salary data, by expense account, for budget preparation (transfer of
employee salary data and Position Control Code budget spread information from Personnel to an
Accounting’s Budget Projection Module).

Payroll budget spread information can also be imported into Accounting from third- party applications
such as ADP. Those not utilizing system integration will obtain the payroll budget spread database file
from their individual payroll provider instead. If utilizing an outside provider, districts should ensure that
the expense account structure for the employee’s budget spread in the third-party application is consistent
with the expense account structure established within Accounting.

Import Budget Preparation Data into a Budget Projection Module (Personnel to Accounting)
Accounting may include a budget projection module designed specifically to assist school districts with
next year’s budget preparation. This module includes a function allowing for the import of data (either
from Personnel or a third-party application such as Microsoft Excel). This Projected Salary Data File
(with the use of unique position codes, the system will automatically project, based on your district’s
settled contract information, the total amount needed for each salary expense account).

Additional Benefit:
Import the Projected Salary Data into the Accounting’s Budget Projection Module (all employee names
and salaries that comprise the projected total will be detailed for each expense account).

Bidding to Budget Transfer
(Third-Party Bidding Software to Accounting)
Many districts utilize outside bidding companies (such as Educational Data) to assist with the process of
procuring needed supplies for the upcoming year. These bidding companies deal with the individual
vendors and award the bids based on district criteria. The data received from the third-party bidding
application then needs to be entered into the district’s accounting software application to generate the
purchase order encumbrances. Entering these purchase orders can be time consuming and labor intensive.
To expedite this process, the Accounting system should be able to provide a “Bidding to Budget
Transfer” function.

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