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  • INICAL - Initialize Payroll Run

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INICAL Errors and Warnings

The following alphabetical list describes messages that may appear on the INICAL.TXT report after the program runs. Many of the messages are dependent on the options selected in the program. The messages referencing future data are warnings and should be researched but can be ignored.

Unordered List (ul)


List Item (li)
Calendar mm/yyyy type xxx not found for xxx-xx-xxxx
Access JOBSCN and insure the job points to the correct calendar (or associated pay group linked to the calendar). If this is correct, access USPSDAT/CALMNT to insure that a calendar is setup for this calendar type and date.


List Item (li)
Calendar type xxx has no calendars on file for date range
You will need to access USPSDAT/CALMNT to add calendars for the date range included in INICAL.


List Item (li)
Contract amount paid exceeds contract amount.
This job was not included in the payroll initialization since the contract amount paid field exceeds the contract amount field on JOBSCN.
Check the contract amount paid and contract amount on JOBSCN.


List Item (li)
Days worked in contract exceed work days in contract.
Indicates this job was not included in the payroll because the days worked in contract will exceed the work days in JOBSCN.
Verify the days worked and the work days fields in JOBSCN for this Employee ID and job number.


List Item (li)
Deferred posts + current will cause leave to go negative.
If nothing is done, the leave balance will be negative. To correct the negative balance, the employee should be deleted out of the current payroll and the ADTSCN entries modified accordingly. The job may then be re-added to the current payroll either using INICAL or UPDCAL_CUR.


List Item (li)
Future data not included, contract start date out of range.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the contract start date in JOBSCN was outside the range of the payroll dates.
Verify the contract start date in JOBSCN and the effective date entered in UPDCAL_FUT for this Employee ID and job number.


List Item (li)
Future data not included, contract stop date out of range.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the contract stop date in JOBSCN was outside the range of the payroll dates.
Verify the contract stop date in JOBSCN and the effective date entered in UPDCAL_FUT for this Employee ID and job number.


List Item (li)
Future data not included, days worked = work days.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the days worked and the work days fields were equal in JOBSCN indicating work days are complete.
Verify the days worked and the work days fields in JOBSCN and the transactions entered in UPDCAL_FUT for this Employee ID and job number.


List Item (li)
Future data not included, employee is setup as direct deposit.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the option in INICAL to process only non direct deposit jobs was selected and the transaction in UPDCAL_FUT was for a direct deposit job.
Verify the transaction entered in UPDCAL_FUT for this Employee ID and job in relation to the direct deposit status found in BIOSCN and the direct deposit option selected in INICAL.


List Item (li)
Future data not included, employee not setup as direct deposit.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the option in INICAL to process only direct deposit jobs was selected and the transaction in UPDCAL_FUT was for a non direct deposit job.
Verify the transaction entered in UPDCAL_FUT for this Employee ID and job in relation to the direct deposit status found in BIOSCN and the direct deposit option selected in INICAL.


List Item (li)
Future data not included, job terminated or deceased.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the job status in JOBSCN was set to terminated (9) or deceased (8).
Verify the job status field in JOBSCN and the transactions entered in UPDCAL_FUT for this Employee ID and job number.


List Item (li)
Future data not included, mismatch on pay code.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the pay code selected (for districts set up for multiple simultaneous payrolls) does not match the pay code for the transaction in UPDCAL_FUT.
Verify the pay code selected and the transactions entered in UPDCAL_FUT for this Employee ID and job number. For complete details on the pay code, refer to the chapter titled Multiple Simultaneous Payrolls in the USPS User Guide.


List Item (li)
Future data not included, mismatch on pay group.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the pay group associated with the job in UPDCAL_FUT was not selected in INICAL.
Verify the pay groups selected in INICAL and the transactions entered in UPDCAL_FUT for this Employee ID and job number.


List Item (li)
Future data not included, mismatch on pay plan.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the pay plan associated with the job in UPDCAL_FUT was not selected in INICAL.
Verify the pay plan selected in INICAL and the transactions entered in UPDCAL_FUT for this Employee ID and job number.


List Item (li)
Future data not included, pays paid = number of pays.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the pays paid and number of pays fields were equal in JOBSCN indicating that all pays have been fulfilled.
Verify the pays paid and number of pays fields in JOBSCN and the transactions entered in UPDCAL_FUT for this Employee ID and job number.


List Item (li)

Future data not included, employee is concealed



List Item (li)
Future rec #xxx not included, effective date out of range.
Indicates there are records in UPDCAL_FUT that were not included in the payroll because the effective date is prior to the payroll period beginning date.
Verify the effective date for the Employee ID, job and rec (record) number in UPDCAL_FUT. The record number will increment by one if there are multiple transactions. You may need to correct the effective date or delete the transaction depending on the situation.


List Item (li)
Gross pay would have exceeded contract amount.
This job was not included in the payroll initialization since payment of the gross amount would have caused the contract amount to be exceeded.
Check the contract amount, remaining obligation, and the days worked in the period for which the wages are being paid.


List Item (li)
Last pay in contract with additional work days detected.
Indicates that this is the last pay on the contract for the job, but there were additional work days found on the calendar that would cause the days worked to exceed the work days on the contract. This may be an indication that the additional days are to be applied to a new contract.
If additional days are to be applied to new contract the district should purge the new contract before continuing, or adjust the period begin/ending dates in INICAL. If the new contract should be purged, the job should be deleted from the current payroll first. The new contract for the job may then be purged. The job may then be re-added into the payroll using either INICAL or USPSCN/UPDCAL_CUR. This will allow the days worked under the new contract to be properly credited while the old contract is paid off.
If it is determined that the payroll period begin/end dates should be adjusted, it will be necessary to re-run INICAL using either the START or ADDITIONS option. If using the ADDITIONS option the district will need to be sure to answer Yes to the "Re-initialize duplicate jobs" prompt.


List Item (li)
No calendar type was found for employee xxx-xx-xxxx.
This employee's job does not have a calendar type or associated pay group tied to a calendar assigned in JOBSCN.
Check the calendar type field and/or the pay group field found on JOBSCN. It may be necessary to add a new calendar type in USPSDAT/CALTYPED and USPSDAT/CALMNT for this job.


List Item (li)
No calendar types were found on file.
You will need to access the USPSDAT/CALTYPED and USPSDAT/CALMNT programs to add calendar types and calendars.


List Item (li)
No employee record found on file for job.
There is no corresponding BIOSCN set up for this job.
Access USPSCN and add a BIOSCN record for this employee.


List Item (li)
No pay account on file.
For proper account charging to occur, pay accounts totaling 100% must be on file in PAYSCN.
Check PAYSCN records for this Employee ID and job.


List Item (li)
Pay accounts for this job do not total 100%.
Pay accounts for each job must total 100 percent. If a fixed rate is used in PAYSCN, there must be at least one percentage rate record on file for the job that totals 100 percent.
Check the pay accounts in PAYSCN for this Employee ID and job number.


List Item (li)
Total carry over dock is greater than remaining contract.
This job was not included in the payroll initialization since the total dock next pay amount is greater than the remaining contract amount on JOBSCN.
Check the dock next pay amount and contract amount on JOBSCN.


List Item (li)
FATAL: SERS previous month not closed.
Prevents INICAL from being run. Will have to run RETIRE/SERSREG and create a tape file, closing SERS for the month previous to the pay date entered on INICAL before INICAL can be processed.


List Item (li)
FATAL: QTR previous period not closed.
Prevents INICAL from being run. Will have to run QRTRPT and close the quarter previous to the pay date entered on INICAL before INICAL can be processed.


List Item (li)
FATAL: ODJFS previous period not closed.
Prevents INICAL from being run. Will have to run ODJFRPT and create a tape file for the period previous to the pay date entered on INICAL before INICAL can be processed.


List Item (li)
WARNING: SERS current month closed.
SERSREG has already been run, and a tape file created for the month of the pay date entered on INICAL. The payroll can be processed, but proceed with caution.


List Item (li)
WARNING: QTR current period closed.
QRTRPT has already been run, and a tape file created for the quarter of the pay date entered on INICAL. The payroll can be processed, but proceed with caution.


List Item (li)
WARNING: ODJFS current period closed.
ODJFSRPT has already been run, and a tape file created for the period of the pay date entered on INICAL. The payroll can be processed, but proceed with caution.


List Item (li)
WARNING: SERS future month closed.
SERSREG has already been run, and a tape file created for a month more recent than the pay date that was entered on INICAL. The payroll can be processed, but proceed with caution.


List Item (li)
WARNING: QTR future period closed.
QRTRPT has already been run, and a tape file created for a quarter more recent than the pay date that was entered on INICAL. The payroll can be processed, but proceed with caution.


List Item (li)
WARNING: ODJFS future period closed.
ODJFSRPT has already been run, and a tape file created for a period more recent than the pay date that was entered on INICAL. The payroll can be processed, but proceed with caution.


List Item (li)
FATAL: STRS Advance (STRSAD) has not been completed.
Prevents INICAL from being run. STRSAD will need to be completed before INICAL can be processed.