Ending a Position

Throughout the fiscal year, a position record created in Escape may need to be ended. This document describes the procedures for ending a position, and then applies those procedures to three specific scenarios.

General Procedures for Ending a Position

Below are the steps to end a position record in Escape. This process is easy as long as the steps are done in the following order:

  1. If a position's last open day is 6/30 of the current year and tracking records have been rolled forward to the next year, delete any tracking records created by the roll forward process.
  2. Enter a change record for the position to set the authorized FTE to zero effective the first day the Position is closed.
  3. Change the end date of the position to be the last open day. The user will be prompted to verify the position is being ended with active accounts.
  4. End the position accounts the same day as the end date of the position.
  5. Press F3 to Save the Position.

Scenario #1

A position is ending 6/30/00. Position Accounts and Position Tracking have been rolled forward to 2000/01.

Here are the steps to end the position:

  1. Locate the position and open it.
  2. Go to Position Tracking and delete any tracking records starting 7/1/00.
  3. Go to the Changes screen, add a record effective 7/1/00 to change the authorized FTE to zero.
  4. Go to the Position screen, set the end date to 6/30/00. The user will be prompted to verify the position is being ended with active accounts.
  5. Go to the Accounts screen, delete accounts beginning 7/1/00.
  6. Press F3 to Save the Position.

Scenario #2

A position should have ended 6/30/00, but tracking records have been paid through 7/31/00 and the payment needs to be cancelled.

Here are the steps to end the position:

  1. Locate the position and open it.
  2. Go to Position Tracking, Cancel the tracking records beginning 7/1/00 by putting a C in the Short Term field. (If the employee has been reassigned, the new assignment will need to be added to the appropriate position after this position is saved).
  3. Go to the Changes screen, add a record effective 7/1/00 to change the authorized FTE to zero. There will be a warning message the tracking record overlaps a 7/31/00 change. The user should answer yes to continue.
  4. Go to the Position screen, set the end date to 8/31/00. The software will complain about accounts existing, but it will allow the user to end the position. The position must remain effective through August because payroll will need to process adjustments in the August payroll.
  5. Go to the Accounts screen, and end the 2000/01 accounts effective 8/31/00. These accounts must remain effective through August to process the cancel. We do NOT recommend leaving active accounts on a position that has been ended.
  6. Press F3 to Save the Position.

Note: The canceling pay cycle (August in this case) should be calculated, locked in, and labor run to verify that there are no error messages about the ended position.

Scenario #3

A position should have ended 6/30/00, but tracking records have been paid through 7/31/00 and are not going to be cancelled.

Here are the steps to end the position:

  1. Locate the position and open it.
  2. Go to Position Tracking, locate the tracking records beginning 7/1/00 and end them on 7/31/00. If the employees in these tracking records have been reassigned, their new assignments will have to be added to the appropriate position after this position is saved. (There may be additional pay issues to be resolved regarding these employees).
  3. Go to the Changes screen, add a record effective 8/1/00 to change the authorized fte to zero.
  4. Go to the Position screen, set the end date to 8/31/00. The software will complain about accounts existing, but it will allow the user to end the position. Although the position should end on 6/30/00, it must be ended on 8/31/00 because people have been paid. The position should remain effective through August because payroll may need to process adjustments in the August payroll.
  5. Go to the Accounts screen, end the 2000/01 accounts effective 8/31/00. These accounts must remain effective through August because the payroll will be attempting to process adjustments on the August payroll. We do NOT recommend leaving active accounts on a position that has been ended.
  6. Press F3 to Save the Position.