CHRS Knowledge Base

Create Balance IDs

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Overview

This job aid shows campuses how to create Balance IDs.

Background

  • CMS creates the CSUID Balance IDs.
  • Campuses are responsible for creating their own Balance IDs.
  • You must create the Balance IDs before the calendar year payroll calendars are created.
  • 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).
  • The Balance ID value CY is used throughout the Benefits and in TL for the additional configurations. For Benefits, the Balance ID must be setup before you can start the Open Enrollment process.

Numerous modules within CHRS rely on this functionality and require proper setup. To avoid duplicate efforts, be sure to coordinate with the relevant team members at your campus before proceeding with the setup.

Search for Balance IDs

You must create balance IDs for all three calendar types:

  • Calendar Year (CY)
  • Fiscal Year (FY)

Step 1: Open the Navbar button

Navbar button

Step 2: Navigate to Menu > Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Balance ID Table.

Step 3: Enter your SetID (campus) and search for balance IDs.

Balance ID Search.

Create Balance IDs for Calendar Year

Step 1: Click the CY row.

Balance ID Search Results

Step 2: Enter the year that you want to create and then click Create.

CY creation

The calendar year is created for both tabs.

Step 3: Click Return to Search.

Return to Search

Create Balance IDs for Fiscal Year

Step 1: Click the FY row.

Balance ID Search Results

Step 2: Click the button to scroll to the end.

Go to end button

Step 3: Click the Plus button at the end of the list to add a period.

Plus button

Step 4: For each new row, add the Period Name and Abbreviation.

Period Name and Abbreviation fields

Step 5: Continue to add 11 more periods to complete the year.

Step 6: Click Balance ID Table 2.

Balance ID Table 2 tab

Step 7: Click the button to go to the end of the list.

Go to end button

Step 8: Click the Plus button to add a new row.

Plus button

Step 9: Enter the Period Name and Abbreviation.

Period Name and Abbeviation fields

Step 10: Add all four quarters for the year.

Four quarters for the fiscal year

Step 11: Click Save.

Save button

End of article

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