The Payment History Extract (PY) file is a special ad hoc reporting file that doesn't exist until it's created per your specifications. You determine which payment records are included in the file by specifying the group of SSN's, the date type and range, and the file source. The most frequent use of the PY extract process is to create a file of payments that issued in the current business month. The typical selections for this type of file are:
SSN OPTION: ALL SSN'S
DATE TYPE AND RANGE: CYCLES FROM ___ TO ___ (enter range of current month cycles)
FILE SOURCE: CURRENT BUSINESS MONTH
OUTPUT FILE: PY
A current business month file can be created almost any time of the month. However, there are a few days each month when this file can't be built. Here's how it works. The source file for the CURRENT BUSINESS MONTH selection is not populated until the first payroll cycle of the month, usually on or near the 2nd working day of the month. As the month progresses, the source file is updated after every payroll cycle. The source file is emptied after 6:00 PM on the day after the last payroll cycle of the month and the records are moved to the file source for the CURRENT & PRIOR 36 BUSINESS MONTH selection. So, if you attempt to create a PY file after the source file has been emptied or before it's populated, the PY file will be empty. Refer to the PY Update schedule published in the CIRS Data Element Dictionary.
If you need to identify payments that issued in the current business month after the source file has been emptied, we recommend waiting until the first working day of the new calendar month and then using the Payment History (PH) - Prior Business Month file. Your report request will need to contain a screening statement for the specific cycle dates needed, as well as a screening statement for your campus. For example:
TABLE FILE PH
PRINT PH:WNAME PH:GROSSPAY PH:WARRANT PH:ISSUEDTE
IF PH:CYCLEDT EQ 2005/12/23
IF PH:CAMPX EQ X
For complete instructions on creating a PY file, refer to your CIRS User Manual.
Last Updated: January 3, 2006