The following checklist provides a range of tasks that need to be completed by the campus for the new Fiscal Year.
Recommended Audits
Real-time audit query to capture employees with a blank Employee Classification (EMPL_CLASS) that need to be fixed before proceeding with LCD processing.
Real-time audit query to capture employees with a blank Pay Group (PAYGROUP) that need to be fixed before proceeding with LCD processing.
Pay Tape Configuration
Numerous modules within CHRS use the same configuration (i.e. Balance ID, Pay Run ID, Pay Calendar, Pay Tape Period). To avoid duplicate efforts, be sure to coordinate with the relevant team members at your campus before proceeding with the setup.
The Balance ID value FY is used strictly for LCD processing to aligns with how adjustments and year-to-date totals are verified in the LCD process (so CFS and CHRS are synchronized).
Coordinate with the appropriate area at your campus to review and confirm that this task has been completed for the new fiscal year.
Job Aid - Create Balance IDs
Each campus must create a Pay Run ID for ACD, POS, STU, MST.
Coordinate with the appropriate area at your campus to review and confirm that this task has been completed for the new fiscal year.
Job Aid - Create Pay Run ID
Pay Calendars are used in Payroll Input Process (PIP) and Labor Cost Distribution (LCD). Campuses typically have pay calendars for each of the four pay groups for each period.
Coordinate with the appropriate area at your campus to review and confirm that this task has been completed for the new fiscal year.
Job Aid - Create Pay Calendars
Calendar needs to be created for all 12 months (Academic, MST, POS, STU) using the standardized naming convention.
Coordinate with the appropriate area at your campus to review and confirm that this task has been completed for the new fiscal year.
Job Aid: CSU Pay Tape Period
Department Budget Table
Departments and the department tree are manually maintained in both CHRS and CFS. While the tables do not need to match exactly, any Dept ID used as a ChartField for payroll distribution must exist in the Financials Chart of Accounts.
Department Navigation: Menu > Set Up HCM > Foundation Tables > Organization > Department
Tree Manager Navigation: Tree Manager > Tree Manager
The Department Budget Table (DBT) applies to a single fiscal year, so active entries must be recreated for each new fiscal year. The Copy Prior FY Budget process can be used to carry forward the entire DBT setup from one fiscal year to the next.
Job Aid: Copy Prior FY Budget
The Department Budget Table supports budgeting at various levels (department, position pool, job code, position, or appointment) with caps to control spending. However, actuals and encumbrances are always tracked at the lowest level, regardless of how budgeting is defined. After running the Copy Prior FY Budget process, review the table configuration to identify any necessary updates or changes.
Combo Code
Ensure that all ChartField values (Account, Project, Fund, Class Field, etc.) are accurate and aligned before creating or updating combo codes. These values should be maintained in CFS, as CHRS receives updates via Integration Broker. Review the ChartField values for consistency between CFS and CHRS, make any necessary updates in CFS, and then confirm the changes are reflected in CHRS.
Job Aid: Review ChartField Values
For CHRS, the Account Codes are important for both LCD and TimeAdmin. TimeAdmin is a delivered functionality that uses the ACCT_CD when processing, whereas LCD uses the FDM_HASH. Duplicate account codes impact TimeAdmin ability to process successfully. Confirm that the Account Codes for your campus are not duplicated and utilize the Combo Code Delete process to remove any found duplicates in CHRS.
Combo Code Rollover is no longer an annual task in CHRS, as there is no need to create a new effective-dated row when all other values remain the same. Instead, campuses should review whether new combo codes are needed or if existing ones should be retired.
Even if your campus recently ran the Combo Code Sync in CHRS, it is recommended to run it again manually to ensure VALID_COMBO_TBL and ACCT_CD_TBL are aligned and free of duplicates. Duplicate records can prevent Time Administration from running successfully. The Combo Code Sync can be run as often as needed to maintain data integrity.
Job Aid: Run Combo Code Sync
Earning Codes & Deductions
Coordinate with the appropriate campus area to confirm whether a new earnings code is needed. As the Earnings Code determines the Pay Type based on the SCO Pay Type from the pay tape (CSU_PI_PAY_TYPE). Unmapped transactions will appear on the Paycheck Creation Errors page.
Standard Values: Data Dictionary-Earnings Code
Job Aid: New Earnings Code LCD Checklist
Coordinate with the appropriate campus area to confirm whether a new deduction code has been or will be established for Open Enrollment, or if there is a need for a campus-specific value.
Because adding or updating a deduction code impacts all campuses in CHRS, campuses cannot make these changes directly. To request an update or new deduction code, a ServiceNow ticket must be submitted.
Standard Values: Data Dictionary
Job Aid: Request New LCD Deduction Code
End of Article
You are done. Great job!