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Let’s Talk About Those Payroll USAS Integration Options – With Special Focus on Employer Distributions and Employer Retirement Share

OEDSA 2024

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Submission Options

Employer Distributions Submission
Employer Retirement Share Submission
Leave Projection Submission
Payment Void/Unvoid Submission
Payroll Submission

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Submission Options

Leave Projection Submission:

Allows the ‘cost’ of an absence to be charged to leave accounts.

Reports>Leave Projection Report
USAS Integration>Leave Projection Submission

Reports>Leave Projection Report
USAS Integration>Leave Projection Submission

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Submission Options

Payment Void/Unvoid Submssion:

Created when a payroll payment is voided and/or unvoided.

USAS Integration>Payment Void/Unvoid Submission

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Submission Options

Payroll Submission:

Contains dollar amounts and payroll accounts used during the payroll process and is created when the payroll is posted.

USAS Integration>Payroll Submission

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Submission Options

What do I do with a payroll submission file for a payroll that has been posted/unposted/posted again?

If the payroll submission file is posted to USAS and then the payroll is unposted/reposted, the USAS Posting Status will state Post to USAS again. If the payroll submission file was already posted as a Payroll Disbursement to USAS and there were no changes to the amounts or pay account codes, then it is not necessary to void the USAS disbursement and repost it to USAS again. To prevent the payroll submission file from remaining in the Pending status, it is suggested to submit the payroll submission file to USAS then reject the ‘unneeded' file. The district should make note as to why the resubmission was rejected for future reference.

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Submission Options

Employer Distributions Submission:

Distributes board paid deductions to the appropriate board accounts.

Reports>Employer Distributions
USAS Integration>Employer Distributions Submission

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Employer Distributions Submission

Run Employer Distributions Report first!
Run as many times as necessary until the figures balance and account are accurate.

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Employer Distributions Submission

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PAY DATES

CAN BE USED AS AN

OVERRIDE OPTION

CAN BE CHANGED IF DESIRED

TEXT OR CSV

CORRESPONDES TO

THE PAYROLL ITEM

CONFIGURATION>

PAYMENT CYCLE

PAYROLL ITEM CODE OR

ACCOUNT CODE

CONTROLS HOW THE REPORT LOOKS

ALLOWS SPECIFIC PAYROLL

ITEMS TO BE SELECTED

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Employer Distributions Submission

Does the Employer Distributions Report total match the Payroll Item Detail Report(s)?

If the report total does match, move forward in reviewing the report for accuracy.
If the report totals does not match, then what?

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Employer Distributions Submission

Use the Find option (CTRL F) in the Payroll Item Detail Report(s) and search for the amount you are off.
Use the Find option (CTRL F) in the Pay Report(s) and search for the amount you are off.
Use the Employer Distribution Pay Account Report and search for the amount you are off.

Report is located in the Public Shared USPS Reports Library

Use the ‘Use Only Employer Distribution Accounts’ checkbox.

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Employer Distributions Submission

How does the Employer Distributions Report/Submission file arrive at the accounts listed on the report/submission file?

Salary accounts from payroll history.
How was the Employer Distribution checkbox marked on the Pay Account when the payroll was processed? Compare the Employer Distribution checkbox to how the ‘Use Only Employer Distribution Accounts’ checkbox is marked/unmarked.

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Employer Distributions Submission

3. Substitute the salary account object code based on the Payroll Item Configuration>Certified Object/Classified Object/Other Object.

Certificated object codes: 110, 111, 112, 113, 114, 119, 120, 121, 122, 123, 124, 125, 126, 127, 129, 130, 131, and 139
Non-Certificated object codes: 140, 141, 142, 143, 144, 149, 150, 151, 152,

153, 154, 155, 156, 157, 159, 160, 161, 169, 170, 171, 172, 179, and 190

Other object codes: 17X, 19X, 2XX.

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Employer Distributions Submission

4. Go to System>Configuration>Account Mapping to know what account dimensions to carry forward

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Note: This refers to those SCCs under 9000. If a SCC is 9000 or greater, the SCC is automatically carried forward.

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Employer Distributions Submission

5. Go to Utilities>Account Mapping, is the account mapped to another account?

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Employer Distributions Submission

Account Mapping Notes:

The left side is the original account with the Object Code already substituted.
Once an account matches a line in the mapping, it can not be charged again.

Hint: Place the more detailed accounts with the lower numbers.

Use wildcards to avoid the need to update the mapping year after year. (Especially useful for grant accounts.)

* = Multiple Digits
% = Single Digit
Space = Same as * wildcard and same value will be carried forward

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Employer Distributions Submission

How does the Employer Distributions Report/Submission file arrive at the amounts listed on the report/submission file?

Salary accounts from payroll history.
How was the Employer Distribution checkbox marked on the Pay Account when the payroll was processed? Compare the Employer Distribution checkbox to how the ‘Use Only Employer Distribution Accounts’ checkbox is marked/unmarked.

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Employer Distributions Submission

3. Substitute the salary account object code based on the Payroll Item Configuration>Certified Object/Classified Object/Other Object.

Certificated object codes: 110, 111, 112, 113, 114, 119, 120, 121, 122, 123, 124, 125, 126, 127, 129, 130, 131, and 139
Non-Certificated object codes: 140, 141, 142, 143, 144, 149, 150, 151, 152,

153, 154, 155, 156, 157, 159, 160, 161, 169, 170, 171, 172, 179, and 190

Other object codes: 17X, 19X, 2XX.

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Employer Distributions Submission

4. Go to System>Configuration>Account Mapping to know what account dimensions to carry forward

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Note: This refers to those SCCs under 9000. If a SCC is 9000 or greater, the SCC is automatically carried forward.

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Employer Distributions Submission

5. Go to Utilities>Account Mapping, is the account mapped to another account?

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Employer Distributions Submission

6. Calculate a % to Total.

7. Apply the calculated percentage to the amount withheld.

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Employer Distributions Submission

Let’s Talk Through Some Examples

Scenario #1: Employer Distribution Report ‘Use Only Employer Distribution Account’ Checkbox is Marked and Only One Pay Account Has Been Charged:

006 3120 141 0000 000000 300 00 000

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Employer Distributions Submission

1. Salary Account =

006 3120 141 0000 000000 300 00 000

2. Pay Account>Employer Distribution checkbox was marked and the ‘Use Only Employer Distribution Accounts’ checkbox is marked.

3. System>Payroll Item Configuration>Substitute Object Code =

006 3120 223 0000 000000 300 00 000

4. System>Configuration>Account Mapping =

006 3120 223 0000 000000 000 00 000

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Employer Distributions Submission

5. Utilities>Account Mapping =

006 3120 223 0000 000000 000 00 000

Employer Distribution Report

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Employer Distributions Submission

Scenario #2: Employer Distribution Report ‘Use Only Employer Distribution Account’ Checkbox is Marked and Multiple Pay Account Have Been Charged, but Not All Marked for Employer Distribution:

001 1132 111 0000 060000 300 00 000 Y $2,675.12
001 2213 113 0000 000000 000 00 000 N $160.50
001 4670 113 0000 000000 300 00 000 N $53.50

Gross $2,889.12

Amount Withheld $40.63

�

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Employer Distributions Submission

Salary Account =

001 1132 111 0000 060000 300 00 000

001 2213 113 0000 000000 000 00 000

001 4670 113 0000 000000 300 00 000

Pay Account>Employer Distribution checkbox was marked on the first Pay Account and the ‘Use Only Employer Distribution Accounts’ checkbox is marked.

001 1132 111 0000 060000 300 00 000

3. System>Payroll Item Configuration>Substitute Object Code =

001 1132 249 0000 060000 300 00 000

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Employer Distributions Submission

4. System>Configuration>Account Mapping =

001 1132 249 0000 000000 000 00

5. Utilities>Account Mapping =

001 1132 249 00000 000000 000 00 000 $40.63

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Employer Distributions Submission

Scenario #3: Employer Distribution Report ‘Use Only Employer Distribution Account’ Checkbox is Marked and Multiple Pay Account Have Been Charged, and All Marked for Employer Distribution:

001 1132 111 0000 060000 300 00 000 Y $2,675.12
001 2213 113 0000 000000 000 00 000 Y $160.50
001 4670 113 0000 000000 300 00 000 Y $53.50

Gross $2,889.12

Amount Withheld $40.63

�

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Employer Distributions Submission

Salary Account =

001 1132 111 0000 060000 300 00 000

001 2213 113 0000 000000 000 00 000

001 4670 113 0000 000000 300 00 000

Pay Account>Employer Distribution checkbox was marked on the all Pay Accounts and the ‘Use Only Employer Distribution Accounts’ checkbox is marked.

001 1132 111 0000 060000 300 00 000

001 2213 113 0000 000000 000 00 000

001 4670 113 0000 000000 300 00 000

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Employer Distributions Submission

3. System>Payroll Item Configuration>Substitute Object Code =

001 1132 249 0000 060000 300 00 000

001 2213 249 0000 000000 000 00 000

001 4670 249 0000 000000 300 00 000

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Employer Distributions Submission

4. System>Configuration>Account Mapping =

001 1132 249 0000 000000 000 00 000

001 2213 249 0000 000000 000 00 000

001 4670 249 0000 000000 000 00 000

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Employer Distributions Submission

5. Utilities>Account Mapping = No mapping.

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001 1132 249 0000 000000 000 00 000

001 2213 249 0000 000000 000 00 000

001 4670 249 0000 000000 000 00 000

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Employer Distributions Submission

6. Calculate a % to Total.

$2,675.12/$2,889.12 = 92.59290%
$160.50/$2,889.12 = 5.555324%
$53.50/$2,889.12 = 1.851774%

Apply the calculated percentage to the amount withheld.

$40.63 x 92.59290% = $37.62
$40.63 x 5.555324% = $2.26
$40.63 x 1.851774% = $0.75

�

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Gross $2,889.12

Amount Withheld $40.63

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Employer Distributions Submission

001 1132 249 0000 000000 000 00 000 $37.62

001 2213 249 0000 000000 000 00 000 $2.26

001 4670 249 0000 000000 000 00 000 $0.75

�

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Employer Distributions Submission

Scenario #4: Employer Distribution Report ‘Use Only Employer Distribution Account’ Checkbox is Not Marked and Multiple Pay Account Have Been Charged, but Not All Marked for Employer Distribution:

001 1132 111 0000 060000 300 00 000 Y $2,675.12
001 2213 113 0000 000000 000 00 000 N $160.50
001 4670 113 0000 000000 300 00 000 N $53.50

Gross $2,889.12

Amount Withheld $40.63

�

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Employer Distributions Submission

Salary Account =

001 1132 111 0000 060000 300 00 000

001 2213 113 0000 000000 000 00 000

001 4670 113 0000 000000 300 00 000

Pay Account>Employer Distribution checkbox was not marked on all Pay Accounts and the ‘Use Only Employer Distribution Accounts’ checkbox is not marked.

001 1132 111 0000 060000 300 00 000

001 2213 113 0000 000000 000 00 000

001 4670 113 0000 000000 300 00 000

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Employer Distributions Submission

3. System>Payroll Item Configuration>Substitute Object Code =

001 1132 249 0000 060000 300 00 000

001 2213 249 0000 000000 000 00 000

001 4670 249 0000 000000 300 00 000

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Employer Distributions Submission

4. System>Configuration>Account Mapping =

001 1132 249 0000 000000 000 00 000

001 2213 249 0000 000000 000 00 000

001 4670 249 0000 000000 000 00 000

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Employer Distributions Submission

5. Utilities>Account Mapping = No mapping

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001 1132 249 0000 000000 000 00 000

001 2213 249 0000 000000 000 00 000

001 4670 249 0000 000000 000 00 000

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Employer Distributions Submission

6. Calculate a % to Total.

$2,675.12/$2,889.12 = 92.59290%
$160.50/$2,889.12 = 5.555324%
$53.50/$2,889.12 = 1.851774%

Apply the calculated percentage to the amount withheld.

$40.63 x 92.59290% = $37.62
$40.63 x 5.555324% = $2.26
$40.63 x 1.851774% = $0.75

�

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Gross $2,889.12

Amount Withheld $40.63

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Employer Distributions Submission

001 1132 249 0000 000000 000 00 000 $37.62

001 2213 249 0000 000000 000 00 000 $2.26

001 4670 249 0000 000000 000 00 000 $0.75

�

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Employer Distributions Submission

Once the Report is verified, go to USAS Integration>Employer Distribution Submission. Enter the SAME options entered when running the report option, click Show Submission Preview.

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Does the total match the

report total?

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Employer Distributions Submission

Items to Remember:

USASFB-682: Currently USAS doesn’t have a way to tell USPS if the account status has been deleted. If an account was ever Active, the account exists on the payroll side. This can cause errors when the file gets to the USAS side when posting pending transactions.

Use USAS Integration>Expenditure Accounts

Payroll Item Refunds (outside of a payroll) that are voided and reissued, the amounts are not currently being included.

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Employer Distributions Submission

If you do have errors on accounts and need to add new accounts on the USAS side, remember you’ll need to go to USAS Integration>Account Synchronization and click on the Synchronize Accounts with USAS. Wait until you see the message ‘Account synchronization completed.

We do have an informational message that alerts you that you are submitting the file with the same criteria again. Be conscious of these warnings!

USPSRFB-1031: Issue to add error messages to the report.

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Submission Options

Employer Retirement Share Submission:

Used to distribute board’s retirement share to the board accounts.

Reports>Employer Retirement Share Report
USAS Integration>Employer Retirement Share Submission

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Employer Retirement Share Submission

Run Employer Retirement Share Report first!
Run as many times as necessary until the accounts are accurate.

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Employer Retirement Share Submission

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Can be changed if desired.

Enter the first pay date in the month.

Enter the last pay date in the month.

Enter the amount received by STRS.

Enter the amount received by SERS.

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Employer Retirement Share Submission

How does the Employer Retirement Share Report/Submission arrive at the accounts listed on the reports/submission file?

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Employer Retirement Share Submission

1. If the System>Employer Retirement Share Configuration>Use Only Employer Distribution Accounts checkbox is marked, then the system will look at all accounts charged during the payroll that had the ‘Employer Distribution’ checkbox marked.

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Employer Retirement Share Submission

2. Substitute the salary account object code based on the Payroll Item Configuration>Certified Object/Classified Object/Other Object.

Certificated object codes: 110, 111, 112, 113, 114, 119, 120, 121, 122, 123, 124, 125, 126, 127, 129, 130, 131, and 139
Non-Certificated object codes: 140, 141, 142, 143, 144, 149, 150, 151, 152,

153, 154, 155, 156, 157, 159, 160, 161, 169, 170, 171, 172, 179, and 190

Other object codes: 17X, 19X, 2XX.
.

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Employer Retirement Share Submission

3. Go to System>Configuration>Account Mapping to know what account dimensions to carry forward

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Note: This refers to those SCCs under 9000. If a SCC is 9000 or greater, the SCC is automatically carried forward.

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Employer Retirement Share Submission

4. Go to Utilities>Account Mapping, is the account mapped to another account?

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Employer Retirement Share Submission

1. If the System>Employer Retirement Share Configuration>Use Only Employer Distribution Accounts checkbox is not marked, then the system will look at all accounts charged during the payroll.

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OR

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Employer Retirement Share Submission

2. Substitute the salary account object code based on the Payroll Item Configuration>Certified Object/Classified Object/Other Object.

Certificated object codes: 110, 111, 112, 113, 114, 119, 120, 121, 122, 123, 124, 125, 126, 127, 129, 130, 131, and 139
Non-Certificated object codes: 140, 141, 142, 143, 144, 149, 150, 151, 152,

153, 154, 155, 156, 157, 159, 160, 161, 169, 170, 171, 172, 179, and 190

Other object codes: 17X, 19X, 2XX.

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Employer Retirement Share Submission

3. Go to System>Configuration>Account Mapping to know what account dimensions to carry forward

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Note: This refers to those SCCs under 9000. If a SCC is 9000 or greater, the SCC is automatically carried forward.

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Employer Retirement Share Submission

4. Go to Utilities>Account Mapping, is the account mapped to another account?

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Employer Retirement Share Submission

Items to Remember:

If the Object Code used when paying an employee cannot be matched, the system will look at the employees 'live' Payroll Accounts and find the first Active account.

For example, an employee paid using account 001-1100-115-0000-000000-000- 00-000. Because 115 doesn’t fall into the Certified, Classified, or Other object code ranges, the system will use the first Active Pay Account for the employee. In this case it is 467-1930-113-9120-000000-000-00-000 is the first Active Pay Account, so the 467 account will be in in the charging process.

�

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Employer Retirement Share Submission

When the payroll was processed, if an employee's Pay Account ‘Employer Distribution’ checkbox was not checked and the Employer Retirement Share option in System>Configuration>Employer Retirement Share Configuration ‘Use Only Employer Distribution Accounts' checkbox is checked, the system will use the employee’s first Active Pay Account that was charged and that has the ‘Employer Distribution’ checkbox checked.

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Employer Retirement Share Submission

How does the Employer Retirement Share Report/Submission file arrive at the amounts listed on the report/submission file?

1. System will distribute the board’s retirement share to all Non-general fund (Non-001) accounts at 14.00%.

2. Any remaining amounts are pro-rated to the General fund (001) to each account based on the Payroll Items paid within the date range entered.

�

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Employer Distributions Submission

Pro-Rated Calculation:

Original Amount – Non General Fund Total = Pro Rated Total
STRS/SERS Amount Paying – Non General Fund Total = Calculated Pro Rated Total
Calculated Pro Rated Total/Pro Rated Total = Calculated Percentage to Charge
Original Amount X Calculated Percent to Charge = Pro Rated Amount

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Employer Retirement Share Submission

Once the Report is verified, go to USAS Integration>Employer Retirement Share Submission. click Show Submission Preview.

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1.

2.

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Resources

USAS Posting Status:

Sent → Submitted to USAS
Pending → Submission has been received by USAS and is pending
Failed → Submission to USAS has failed
Rejected → Submission has been rejected by USAS
Posted → Submission has been successfully posted to USAS

The 'USAS Posting Status' will indicate 'Sent' when the payroll has been submitted successfully to USAS.

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Resources

SSDT Documentation:

Shared Reports Library: Employer Distribution Pay Account Report Definition
SSDT Newsletter: September 2023
YouTube: Employer Distribution and Employer Retirement Share

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Questions?