Update status information for multiple employees

Tip: This feature is available with Powerpay Plus.

Use the Mass Status Change feature to update employee status information and produce ROE forms (if necessary) for multiple employees. At the end of this process, you can review the proposed changes, modify individual employees and exclude individual employees from being updated. You can also save update details in a reusable template.

Prerequisites

The mass status change/ROE template is created.

Tasks

Update status information for multiple employees

  1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.
  2. Open the Mass Status Change / ROE page.Closed From the Payroll menu, select Mass Edit Tools > Mass Status Change / ROE.

  3. In the Update Method section, select Status Change and choose the applicable options. The following options are available:

    • Resulting Status - The status the employees should have after completing the status change. Three options are available: Active, On Leave, Terminated. The ‘Active’ option is available for Regular and Extra runs only (not ROE Runs).
    • ROE Form – The ROE form options include: Produce, and Do not produce. Amended ROEs cannot be produced using a mass status change. For ROE runs, the only valid option ‘Produce’ is selected by default.
    • Current Pay – Should the current pay be processed? The options include: Process, Do not process. For Regular and Extra runs, the ‘Process’ option is selected by default. For ROE runs, the only valid option ‘Do not process’ is selected by default.

    Note: When an invalid set of status change options is selected, an error message displays.

    Note: If the selected status change options require the employees be reactivated, a message displays.

    After an action is selected, the Update Method section displays the fields relevant for the action.

  4. Complete the fields in the Update Method section. Required fields display with a red asterisk.

  5. Select filter criteria to specify which employees should be updated. The following filter criteria are available:

    • First Day Worked Range – select employees within a first day worked date range. Employees whose first day worked date is on, or following the start date and on or before the end date are included. If only a start date is selected, all employees with a start date on or after the selected date display in the Employee List. If only an end date is selected, all employees with a first day worked date on or prior to the selected date display in the Employee List.

    • Last Day Worked Range – select employees within a last day worked range. Employees whose last day worked is on, or following the start date and on or before the end date are included. If only a start date is selected, all employees with a last day worked date on or after the selected date display in the Employee List. If only an end date is selected, all employees with a last day worked date on or prior to the selected date display in the Employee List.

    • Province of Employment – Select the province of employment for the employees to update. Only employees in the selected province are included.

    • Status – Select the status of the employees to update.

    • Distributions (ID X, ID Y, ID Z and ID Dept) – select the distributions to include. Only the distributions set up for your payroll display. Only employees with the distributions are included.

  6. Click Preview.

    The Employee List displays all the employees within the open pay period that meet the filter criteria. It includes:

    • Select check boxes

    • Employee Number

    • Employee Name

    • Status

    • Last Day Worked

    • Re-Hire Date
    • Last Day for Which Paid (Box 11)
    • Final Pay Period Ending Date (Box 12)

    • Reason for Issuing the ROE (Box 16)

      Note: If the ‘Reason for Issuing this ROE (Box 16)’ field is manually updated in the Employee List section to ‘K00 – Other’ or ‘K15 – Other / Canadian Forces – Queen’s Regulations / Orders’ and the Comments field in the Update Method section is blank, the employees are not updated in the Mass Status Change and an error message displays.

    The columns are included in the table when the corresponding fields are populated in the Update Method section.

    For the Reverse Status action, the Employee List includes the additional columns:

    • Status – the current employee status to be reversed.

    • Action to be reversed – the status change action to be reversed.

    The list is sorted by Employee Number by default. To change the sort, click on a column name.

    Click on an employee name link to review a read-only version of the Profile for the selected employee.

    The number of employees that meet the filter criteria and the number of employees selected for update display below the Employee List.

  7. Review the values. Edit any values as required.

    • The values can be edited. If you edit a value, a manual update icon appears beside the edited value and appears at the top of the list.

    • All employee specific error or warning messages display within the row. Click Show Messages to review the messages. Error messages display with a red error icon and warning messages display with a warning icon . Click Hide Messages to collapse the messages.

    • If the values are incorrect due to inappropriate selection criteria, click Reset. Powerpay displays the following message:

      Resetting deletes the Employee List and resets the page selections to the defaults. Please save as template or data will be lost. Click OK to continue, or Cancel to remain on the current filter criteria and employee list.

      Click OK to reset the selection criteria.

  8. For each record that will be updated, Powerpay displays a check mark next to the employee name. If any of the employees that meet the selection criteria and display in the Employee List should NOT be updated, clear the check box.

  9. Click Apply.

    Powerpay indicates the number of updates.

    If the number is correct, click OK to continue.

    If the updates are successful, Powerpay displays a Data Saved message that indicates the number of successful employee updates.

    Powerpay displays a list of employees who met the selection criteria but were not updated because they were deselected in the Employee List.

    When the update is being applied, if any of the employee status values do NOT match the value in the database, the employee status is not updated, Powerpay displays a message like the following with a list of the employees not updated:

    The following employee(s) status did not update because their status changed during the mass status change process Please review.

    Employee Number Employee Name Current Status

    Old Status
    10100 Duke, Daisy Terminated Active
    10150 Jones, James On Leave Active

    If any of the employees no longer match the filter criteria when the update is applied, Powerpay displays a message like the following with a list of the employees not updated:

    The following employee(s) Status did not update because they no longer belong to the same filter criteria. Please review.

    Employee Number Employee Name Status
    10100 Duke, Daisy Terminated
    10150 Jones, James On Leave