Changing a Payroll Number

The following restrictions govern payroll number changes

• Positive to positive payroll number changes are allowed.
• Exception to positive payroll number changes are allowed.
• Exception to exception payroll number changes are allowed if the payroll is tied to the Payroll Posting Summary window.
• If the payroll is tied to a Payroll Posting Summary window, there is no restriction on the payroll numbers that may be changed.

Complete the following steps to change a payroll number on a positive payroll:

1. Contact the Portico Payroll Coordinator to test the new payroll transmission file. The creation of a non-ACH payroll test file must be arranged with File Exchange (XROADS), the sponsor company, and the Portico Payroll Coordinator.
2. Access the Payroll Posting Summary window for the payroll you wish to change to. For example, if a sponsor company is changing payroll 301 to 701. Access the Payroll Posting Summary window for payroll number 701.
3. In the Transfer Payrolls group box, click the Select Payrolls down arrow and select the old payroll number.
4. If the frequency is changing, click the Adjust down arrow and select the appropriate option to adjust the deduction and/or distribution funds for the payroll based on the new frequency.

The system changes the payroll number on the existing Member Payroll Maintenance dialog box for the member to the new payroll number. When a payroll record is changed from one member to another, the deductions and distributions established for the member on the Member Payroll Maintenance dialog box also change.

The Payroll Posting Summary window will not allow payroll number changes if the changing payroll is scheduled to post in the same cycle as the payroll number change.

If moving members from a 500 payroll (semi-monthly) to a 700 payroll (monthly), the system will move every member’s payroll information on the Payroll Information dialog box on payroll 500 to payroll 700, as long as the member(s) currently does not have a Payroll Information dialog box under payroll number 700. Things to consider:

• Do not set up payroll posting for the payroll that will be deleted (500). Only set up posting on the new payroll (700).
• We recommend the payroll number change be completed prior to the first combined live posting of the two payroll numbers and that you set up the payroll number change when the Option field in the Post Options group box on the Payroll Posting Summary window is Trial Post.
• You may convert two payrolls in one back-office cycle by entering both payroll numbers in the Select Payrolls fields in the Transfer Payrolls group box on the Payroll Posting Summary window.
• In the case of a payroll frequency change, you may want the system to adjust the frequency of the line item distributions or the deduction amount itself.
• When performing a payroll number change, we recommend that the Type field in the Post Options group box on the Payroll Posting Summary window is Exception to coincide with trial posting.

The day after the payroll number change occurs you should verify that there are no members left on the old payroll’s Payroll Group Details window. If there are members on the Payroll Group Details window, the payroll number change did not take place as scheduled or the member(s) already had a Payroll Information dialog box set up on the new payroll. If a member has both a 500 payroll and a 700 payroll, your credit union must determine how you want to combine the two Payroll Information dialog boxes into one and manually update the Payroll Information dialog box on the 700 payroll. You will need to reset the original values on the Payroll Posting Summary window after the payroll number change. We recommend screen printing the Payroll Posting Summary window prior to making any changes for a special posting.