Vacant Jobs Pays and Benefit Packages

Vacant Job Pays and Benefit Packages begin in the configuration section of the application. Once staffing updates are configured, a regular update to the vacancies will happen. When a user starts budgeting within an adopted scenario, they will be able to choose how to populate the staffing data in the scenario; by starting with a copy of the data that exists in the Current section of the application, or by starting from scratch (without anything filled in).

If you start from scratch, then the admin will need to upload data about the Vacant Job Pays and Benefit Package Benefits for position planning to work correctly.

If you start from a copy of the status quo, we will take the Current tables for benefits and salaries, and copy it into the Future section of the application for Vacant Job Pays and Benefits Packages as a starting place.

From that point forward, the Budget table for Vacant Job Pays and Benefit Packages are DIVORCED from the Current tables for Vacant Job Pays and Benefit Packages, and while the Current tables will continue to receive nightly updates, the Future Planning tables will only be updated by the users with permission to adjust Pays and Benefits within a budget scenario. The administrator responsible for updating those will be able to upload changes to those values in bulk, and those changes will be part of a proposal, which must be approved for the changes to be applied. This means any and all changes to Vacant Job Pays or Benefit Packages will be a part of the list of approved proposals.

How to Add/Update Benefit Packages & Vacant Job Pays in Future Planning

Where you’ll do this: Future → Budget Planning (inside a Pays & Benefits budget proposal).

Before you start

1. Confirm you are in the correct Scenario (fiscal year).

2. Confirm you are editing the correct Pays & Benefits proposal (Draft).

3. If you use Excel, set identifier columns (like codes) to Text so leading zeros are not removed (example: 00123 becoming 123).

Notes

• You’ll need to do these uploads inside a Pays & Benefits proposal so changes can be reviewed/approved through the proposal workflow.

• If your proposal is Submitted or Approved, upload buttons may be hidden and the proposal becomes read-only. If that happens, you’ll need to work in a Draft proposal (or have your submitted proposal Rejected so it returns to Draft state).

• Benefit Packages must be configured first. In Future Planning, Benefits can only be associated with a Benefit Package after benefit packages have been set up in configuration. If you don’t see the package you need, it may not exist yet in Configuration → Pay → Benefit Packages.

Starting a Pays & Benefits proposal

You can start a Pays & Benefits proposal from either:

• the Budget Proposals index page, or

• a Scenario-level page (like Vacant Job Pays or Benefit Packages).

Option 1 — Start a proposal from the Budget Proposals page

1. Navigate to: Future → Budget Planning → Budget Proposals.

2. Choose the Scenario you want to work in (and a Budget, if your district uses single-budget planning).

3. On the Budget Proposals page, click Create Proposal.

4. Select Pays & Benefits as the proposal type.

5. Enter proposal details (commonly: Title and Justification).

6. Click Create.

7. You’ll be taken into the new proposal. Use the proposal tabs to open:

   • Vacant Job Pays for vacancy pay uploads, and/or

   • Benefi Packages for package uploads.

Tip: If you already have a Pays & Benefits proposal in progress, you can open it from the index list instead of creating a new one.

Option 2 — Start a proposal from a scenario-level page (Vacant Job Pays or Benefit Packages)

Use this path if you’re already reviewing scenario-level data and decide you want to make proposal-based changes.

From the scenario-level Vacant Job Pays page

1. Navigate to: Future → Pays & Benefits → Vacant Job Pays (scenario-level).

2. Review your scenario-level table.

3. Click Upload Pays button.

4. Select proposal to add changes to or create New Proposal.

5. Enter proposal details (Title/Justification), if applicable, then Continue.

6. Upload Vacant Job Pay details (more details below).

From the scenario-level Benefit Packages page

1. Navigate to: Future → Pays & Benefits → Benefit Packages (scenario-level).

2. Review your scenario-level table.

3. Click Upload Benefits button.

4. Select proposal to add changes to or create New Proposal.

5. Enter proposal details (Title/Justification), if applicable, then Continue.

6. Upload Benefit details (more details below).

Note: The exact button label may vary by district setup and permissions (for example “Create Proposal” vs “New Proposal”). If you don’t see it, you may not have permission to create proposals.

Add or Update Vacant Job Pays (CSV upload)

Vacant Job Pays represent pay assumptions for a job when no employee is assigned, so you can plan costs for vacancies.

Step-by-step: Upload Vacant Job Pays

1. Open your Pays & Benefits proposal (Draft).

2. Go to the Vacant Job Pays tab.

3. Click Upload Vacant Job Pays.

4. Download the CSV template.

   • The template is designed to be pre-populated with existing data so you can edit and re-upload.

5. Update the CSV:

   • To add a new vacant job pay: leave Vacant Job Pay Code blank (a code will be created automatically).

   • To update an existing vacant job pay: include the existing Vacant Job Pay Code so the system knows which record to update.

6. Fill in required columns carefully (common fields include):

   • Job Code (required)

   • Fiscal Year (required)

   • Segment Code (required)

   • Pay Type (required)

   • Pay Basis (required)

   • FTE Basis (required)

   • Amount (required)

   • Primary (optional, true/false)

     • Only one vacant job pay per job should be marked primary.

7. Save as CSV and upload it.

8. Review the upload results and return to the Vacant Job Pays tab to confirm your changes.

Common “gotchas” for Vacant Job Pays

• Leading zeros removed by Excel: format code columns as Text before saving.

• Primary conflicts: ensure only one pay per job is marked true.

Add or Update Benefit Packages (CSV upload)

Benefits Packages let you manage benefits as a structured set of benefit lines grouped under a package.

Important: Packages must exist before you can attach benefits
In Future Planning workflows, benefits can only be associated to a benefit package if the package has already been configured. If a package is missing, coordinate with your district’s configuration administrator to add/update the package in the configuration area first.

Step-by-step: Upload Benefit Packages (in a proposal)

1. Open your Pays & Benefits proposal (Draft).

2. Go to the Benefit Packages tab.

3. Click Upload Benefit Packages.

4. Download the provided CSV template (if available).

5. Update the CSV to add or update:

   • Package-level info (package name/code)

   • Benefit-level rows within each package (benefit type/code, pay basis, and any segment fields your district uses)

6. Save as CSV and upload it.

7. Return to the Benefit Packages tab and verify the updates.

Verifying and finding what you uploaded (using Filters)

On the Benefits Packages tab, use Filters to confirm changes—especially in large datasets. Filters may include:

• Package Name, Package Code

• Benefit Type, Benefit Code

• Segment Code

• Pay Basis

Troubleshooting

“I don’t see the upload button”

• The proposal may be Submitted or Approved (read-only).

• You may not have the required permissions for Pays & Benefits planning.

“My codes changed / leading zeros disappeared”

• In Excel: set code columns (job codes, package codes, benefit codes, segment codes) to Text before editing/saving.

“I uploaded but don’t see my results”

• Confirm you’re in the correct scenario and proposal.

• Use Filters on Benefits Packages to narrow results.

• Re-check whether the upload results screen reported ignored/invalid rows.