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TO: Personnel and Payroll Managers
Human Capital Management (HCM) District Users
Los Angeles County Schools and Community College Districts
FROM: Laura Gutierrez, HR Systems Coordinator
Scott Welker, Asst. Director, School Financial Services
District Personnel Information Services
Division of School Financial Services (SFS)
SUBJECT: Human Capital Management (HCM) Fiscal Year-End Updates
We are issuing this notification to communicate important fiscal year-end considerations and action items to school district users of the Human Capital Management (HCM) system. These tasks pertain primarily to payroll, position control, and benefits administration staff. The following is a list of fiscal year-end tasks that must be considered and/or addressed by each HCM district. All workbook updates are due to LACOE by Tuesday, June 4, 2024. Workbooks can now be accessed via PowerBI. Should you need assistance with accessing or updating workbooks, please contact HCMHelpDesk@lacoe.edu.
Update Local Holiday Schedule (HOLI)
Occasionally, districts observe local holidays and other unique school closure dates. SFS shall provide workbooks to districts for updates. Workbooks can now be accessed via PowerBI.
Update Schedule Pattern for Workday (SCHP)
Districts should review and confirm staffs’ workday schedule patterns remain unchanged. This is a central table so please notify SFS if any changes or additions are needed.
Maintain Work Cycles (WKCY)
Workbooks can now be accessed via PowerBI. Please ensure your Work Cycle timelines do not end this fiscal year.
Pay Class Updates (PYCL)
Exception paid employees who are paid during the summer months (i.e. 10- or 11-month employees) will not automatically be paid. Any pay issued during months not part of the work calendar will require time entry. Please ensure employees are in the correct pay class. Please contact HCMHelpDesk@lacoe.edu if you have any questions.
Update Workers’ Compensation Rate
Each district has a unique Workers' Compensation rate that may be updated annually. SFS will provide a confirmation form. Districts must provide SFS with updated forms even if no change is needed. Updated forms are required to be submitted to SFS by Tuesday, June 4, 2024.
Position Control Rollover Process
The Position Control Rollover Job will run on May 3, 2024 during the nightly cycle. The positions for fiscal year 2024-2025 will be available Monday, May 6, 2024.
Districts should close any positions not needed for the new fiscal year, create any newly needed positions, and confirm that the Labor Distribution Profiles (LDPR) and account string numbers are still accurate. Additionally, districts should review and update the a. Infer Object by Labor Distribution Classification (IOCLD) table and the b. Labor Distribution Classification Code (LDCL) on the Department Specific Data (DEPTD) to confirm its accuracy for the new fiscal year. Contact the HCMHelpDesk@lacoe.edu if updates to the IOCLD table are needed.
FTEs should be increased or decreased as needed. Some positions are tied to dollars, days or hours limits. SFS shall provide the Position Authorization Maintenance (PAMT) UPDOC template with the existing positions. Districts should update the authorized budget amount and units in the UPDOC template provided. The template, with instructions, will be posted to your CRC folder the week of April 8, 2024. Template updates are due to SFS by Friday, June 7, 2024.
LACOE will update the following on behalf of HCM districts:
· School Employer Fund Unemployment Rate
· Earnings limits for retirement reporting
· Contribution rates for CalSTRS and CalPERS reporting
· Pay cycle and pay issuance dates (e.g. “check date”)
· Union Contribution rates
If you have any questions or would like more information on the above contact HCMHelpDesk@lacoe.edu.
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