ITC USPS-R

Overview

Beginner

Training

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Wednesday, March 9, 2022

Thursday, March 10, 2022

Friday, March 11, 2022

Day 1

USPS-R

Home, CORE, Employee Dashboard

Overview

Wednesday, March 9, 2022

Home Page

The Home option holds 'Predefined' (Report Manager style) reports that have been created by SSDT or by the user and saved as favorite reports:

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Home Page

Favorites

Have the option to only show certain reports

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To do this, go to Reports/Report Manager and click next to report, under Favorites

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Home Page

Favorites

Home Page

Show All Reports

If wanting to see all reports, plus all reports created, click on

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Home Page

Dates

Date Shortcuts

Enter in a Start and Stop date as 00/00/0000 or Date Shortcuts can be used:

Date short cuts that have been implemented in the redesign:

• YeaR (Calendar)
• Y - Jan 1 of current calendar year
• R - Dec 31 of current calendar year
• FiscaL
• F - July 1 of current fiscal year
• L - June 30 of current fiscal year
• MontH (based on current system date)
• M - first of current month
• H - last day of current month
• WeeK
• W - Sunday
• K - Saturday
• PerioD (Posting Period)
• P - first day of current posting period
• D - last day of current posting period
• QUarter
• Q - first day of quarter
• U - last day of quarter
• T - today
• + tomorrow
• - yesterday
• Posting Period start date and today
• p
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Home Page Reports

Account History Report

• Shows Object, Historical employee Account

Account History Report v2.0

• Shows Object, Historical Pay Account

Adjustment Journal Mass Load Extract

• Shows all adjustment Journal entries

Attendance Journal Report

• Shows Attendance and absence for employees

Audit Trail and Auditable Events

• Prefer the districts to use Reports/Audit Report instead

Birthday Report

Check STRS Advance Report

• Shows employees STRS Advance Payments

Compensation Journal Adjustments Mass Load Extract

• Can you for mass loading adjustments for employee’s into compensation Journal

Employee Hired Report

Employee Termination Report

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Home Page

Save and Recall Option

The option, allows users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on X to delete the report. The Default reports cannot be deleted.

Download Report Option

The "Report Generation" dialog now has a "link" icon which is enabled for any saved report parameters. Clicking the link shows a dialog containing a direct hyperlink to execute the report. The link may be bookmarked, sent via email, placed on a web page, etc.

Enter in name and Save

Once report has been saved, click on Show Report link to create the Report Direct link.

The Report Direct Link can be used to copy the web address to execute the report directly or to create a bookmark, etc. You can check or not check on the include parameters .

Home Page

Home Page

Account History Report

Account History Report v2

Adjustment Journal Mass Load Extract

Attendance Journal Report

Audit Trail

Auditable Events

Birthday Report

Check STRS Advance Report

Compensation Journal Adjustments Mass Load Extract

Employee Hired Report

Employee Terminated Report

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Home Page

Reports

Employee Wage Report

Future Pay Amount Report

INFOhio Patron Extract

• Includes Active and Inactive Employees

New Contract Payroll Accounts

• Payroll Accounts in New contract

New Contract Summary Report

• what shows in New contract

Non Contract Compensation Mass Load Extract

• can use to update employee’s non contracts for the new FY

Outstanding Checks Report

• Use date range to limit checks that are returned
• Looks at Transaction Date of the Payroll
• if no date entered, all checks with a status of Paid will be returned

Payroll Account Report

• List employees Payroll accounts

Payroll Item Detail Report

Payroll Item History Report

• Can run by payroll Date to see what was deducted during that payroll for employee

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Home Page

Reports

USPS Role Listing

• Shows Roles, Description and what it Grants

User Listing AOS Extract

• Extract for auditor of the state

User Listing Report

• Shows the employee’s roles

Wage Reports

• List employee’s Contract Amount, Amount Paid, Accrued Wages,Pay Per period,Pays In contract,Pays Paid by position

USPS-R Menu

Menu options may look different for each user as they will only see the options available to them based upon their user account’s Role/Permissions

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Core

Core-Contains the central pieces of USPS-R. Adding and modifying Employee and Employer data

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MASS CHANGE

• There is a Mass Change option that is available for most of the Core option selections.  This option is available for set up under System/Modules/Mass Change Service.  Click on the button next to Mass Change Service to make the mass change module active.  
• The user has update access to the Mass Change Service Module if they hold the GROUP_MANAGER role and have the ADMIN_MASSCHANGE permission.  Please refer to the Mass Change chapter of the USPS-R manual.
• https://wiki.ssdt-ohio.org/display/uspsrdoc/Mass+Change

Administrator’s and Group Manager

New Value needs to be in Quotes””

org.ssdt_ohio.model.util.DateConverter.convertDate('MM/DD/YYYY')

Audit Report option

Audit Report option has been added to many of the Core options:

• ACH Source
• Adjustments
• Attendance
• Compensation
• Employee
• Job Calendar
• Leaves
• Pay Distributions
• Payee
• Payroll Accounts
• Payroll Item
• Payroll Item Configuration
• Position

After creating/updating a field and saving, while in view, a new Audit Report button has been added to show the new fields/updates:

Audit Report option

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Audit Report option

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ACH DESTINATION�

Similar to ROUTSCN in classic

• The ACH Destination screen is used to add Banking Institution routing numbers. 

Click to add a new ACH Destination record:

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• Click the button.

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• *Note-Mass Change feature is available for this option.

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ACH SOURCE

Similar to DIRMNT in classic

• Used to create informational records for the school districts who choose to submit an ACH file for direct deposits or HSA’s

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• These records are used to create a tape which will be sent to a local bank or directly to a Federal Reserve Bank The bank will use the information as a means of verifying which employee's account is to be credited. It is critical that the bank for each district be contacted to obtain the necessary information for processing direct deposit or HSA depositing.

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• Terminology changes-
• Classic                           Redesign
• ACH Transfer Type       Transfer Type
• ID                                 ACH Transfer Code
• ID Designator               Organization ID Designator
• ID Number                     Organization ID Number
• Name                             Organization Name

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See the ACH Source chapter in the USPS-R manual:

https://wiki.ssdt-ohio.org/display/uspsrdoc/ACH+Source

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�ACH SOURCE (continued)

• The ACH Source option is used to enter all banking institution information in order for the direct deposit transmission process to be completed. The creation of an ACH Source record is secured by the USPS_MANAGER_ACHSOURCE permission. By default this is given to the GROUP_MANAGER role.
• To create an ACH Source Record click Populate the data accordingly.

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• Click the button.

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ACH SOURCE (continued)

• To view an ACH Source record click
• To modify an ACH Source record click
• To delete an ACH Source record click

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ADJUSTMENTS

The Adjustments option allows you to Create View Modify or Delete employee’s Adjustment records.

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ADJUSTMENTS (continued)

• To create an Adjustment record find the employee you need to do an adjustment journal entry for by typing in a couple of characters from the employee’s name or the employee ID. Click on the employee name.

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ADJUSTMENTS (continued)

• If the adjustment is for a Payroll Item you will click on the drop down arrow in the payroll Item field and select the Payroll Item you will be adjusting.

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ADJUSTMENTS (continued)

• You will then click on the Type option and choose which field you will be making the adjustment to:

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Examples-Total Gross, Taxable Gross, Amount Withheld, etc.

• You will then enter in a Transaction Date, the amount you are adjusting and a description of what the adjustment is for.
• The Transaction Date has to be within an open posting period or an error will occur

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ADJUSTMENTS (continued)

Select a 'To Date Options'

• Month To Date - Selecting this option will INCLUDE the adjustment journal in the month to date calculations
• Quarter To Date - Selecting this option will INCLUDE the adjustment journal in the quarter to date calculations
• Year To Date - Selecting this option will INCLUDE the adjustment journal in the year to date calculations
• Fiscal Year To Date - Selecting this option will INCLUDE the adjustment journal in the fiscal year to date calculations

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Adjustments using To Date Options

Examples

SERS and STRS Retirement Days and Hours for reporting

• If needing to update days or Hours for a payroll, use Month To Date
• If days need updating for FTD at STRS Advance time

Adjusting W2 amounts for employee

• Use Year To Date

Adjusting Payroll Items *TD fields

• Total Gross
• Amount Withheld
• Applicable Gross
• Board’s amount of payroll item
• Additional Withholding Amount
• Board’s Pickup Amount of payroll Item

Most of the time you will always select All *TD

District voids checks crossing ‘years’ - fiscal or calendar-don’t want to update gross/applicable gross for current year

• select only month and/or quarter

ADJUSTMENTS (continued)

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• Click on and the adjustment should be added to the system.

ADJUSTMENTS (continued)

• If an adjustment needs to be made to SERS or STRS hours, days, ODJFS gross, ODJFS weeks, EMIS Attendance or Attendance Absence you will leave the Payroll Items field blank and then choose the appropriate Type:

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You will then enter in a Transaction Date, the amount you are adjusting and a description of what the adjustment is for.

Click on and the adjustment should be added to the system

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ATTENDANCE

Similar to ATDSCN in classic

• Attendance is used to track and update employee attendance and absence data. There are two options available Create or Mass Add

*Note- Accruals and Adjustments days will now be tracked in a Journal Log and not in the Attendance option like classic.

� Terminology changes-

Classic                Redesign� ID                         Employee #

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ATTENDANCE/CREATE

• The Create Option allows for one single Absence or Attendance record to be added:
• Click

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• Add the appropriate data-Employee#, Compensation, Activity Date, Length, Trans Type, Unit, Category, Sub Category (optional), Appt. Type (optional) and Substitute for (optional)

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ATTENDANCE CREATE (continued)

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• To add additional days for same employee click and change the Activity Date.
• To add a new employee record click
• When all data is added Click the button.

*Note- The posting Mode option is available to Post to Current, Future or None. The posting Mode allows for changes to made to records before posting to Current/Future.

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ATTENDANCE/MASS ADD

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• The Attendance Mass Add  option is used to add consecutive days of attendance or absences in a single transaction. 

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ATTENDANCE/MASS ADD (continued)

• You will select your employee, the Compensation, enter in the Length, Choose the Transaction Type, Unit, Category, Enter in a Sub Category (optional), Select Appt. Type (optional), If weekend dates are to be included check the Include Weekends Box, (Saturday and Sunday dates will be included on the calendar)
• Enter the Start Date and End Date and then click

OR

• Click on the dates you wish to add for this employee on the calendar and then click

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ATTENDANCE/MASS ADD (continued)

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*Note-The posting Mode option is available to Post to Current, Future or None. The posting Mode allows for changes to made to records before posting to Current/Future.

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ATTENDANCE (continued)

An employee attendance record can be viewed

modified or deleted

Attendance (continued)

Mass Change

BANK ACCOUNT

*Note- This is the district bank account information.

• To create a Bank Account record click the button.
• Enter in the Bank # you want associated with this account
• Enter in the Bank Account Description
• If applicable enter in a Start Date
• If applicable enter in a Stop Date

BANK ACCOUNT (continued)

Bank accounts are defined and listed under the Core/Bank Account. The user has the ability to add start and stop dates for each bank account.  Any bank account that is listed and active may be selected from a drop down when Processing Payments (Checks/Direct Deposits).

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Bank Account (cont’d)

COMPENSATION

Similar to half of JOBSCN in classic

Terminology Changes on Compensations in comparison to JOBSCN

Classic                            Redesign

Job Status Contracted/Non Contracted

Job Type                        Supplemental Tax Option

Daily Rate/ Hourly Rate      Unit Amount

Calendar Type Job Calendar

Cont Start Compensation Start Date

Cont Stop Compensation Stop Date

*Description and Label and Code are new fields that have been added

Compensation

Archive

Archiving an employees compensation, will hide this compensation from other component options:

• New Contract
• Attendance
• EMIS Entry
• Current/Future
• Payroll Processing/Pay Report

Cannot delete a compensation, just archive it

COMPENSATION (continued)

• A compensation defines how a position is going to be paid
• Compensations record can be created for each Position.
• Once a Compensation has been created, Payroll Accounts can then be added
• Contract Compensations are for employee’s that have a specific amount that is to be paid to that person during a payroll period
• Non-Contracts would be considered as substitutes or part time employees and anyone who didn’t have a contracted amount. Employee’s that would work an unknown amount of days or hours during a payroll period and an unknown total amount.

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COMPENSATION (continued)

• To add a compensation record click
• Find employee by typing in a few character of first or last name and then click on employee.
• Choose the position you are adding the Compensation record for from the drop down box
• Choose the Compensation type (Contracted/Non Contracted) from the drop down option
• Click

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Compensation (continued)

Code

A new field called Code has been added to compensations. A patch was written to default the compensation code value. The patch will default the code on existing compensations to the start date of the compensation in MMYYYY format followed by a dash and a random character. For example, 032021-A. If the Contract has no Start Date entered, the Code will show only a Letter. For example, A

The code is modifiable. If you change it, it will only allow alphanumeric characters and dashes. The code is also unique per employee/position. If a position has multiple compensations, those compensations CANNOT have the same code. The Code field is a required field.

• When creating a New Contract for employee's, an unique Code will be given to the New Contract after Activating in Compensations. The Code will resemble
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• When creating a Contract or Non Contract Compensation manually the Code must be entered manually. The Code can be any combination of letters and numbers and can include hyphens. The code has to be unique for a given position, ie: position 1 can not have 2 compensations with code set to "FY21", but position 1 can have a compensation with code set to "FY21" and position 2 can also have a compensation with code set to "FY21"

COMPENSATION (continued)

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• Type in a Code (required)
• Choose a Job Calendar from the drop down option
• Type in a Description (optional) (Ex- 20-21 Teacher)
• Type in a Label (opiontal) (used for description on Pay Stubs)
• *Choose from the calendar or type in a Compensation Start Date
• *Choose from the calendar or type in a Compensation Stop Date
• Choose the Pay Plan from the Drop Down option
• Choose a Pay Unit from the drop down option
• Enter in Retirement Hours
• If a supplemental position choose Supplemental Tax Option leave set to None if this does not apply.
• Enter in Hours Per day
• Check if this is employee’s Primary Compensation

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*-Important for calculation of work days for contracted position associated with a calendar with work days

COMPENSATION (continued)

• Enter in a Contract Amount
• Enter in a Contract Obligation
• Enter in a Contract Type (optional)
• Enter in Pays in Contract
• Click the check box if this is a Stretch Pay Compensation
• Enter in Calendar Start and Calendar Stop Dates
• Click
• Unit Amount, Pay Per Period , and Contact Work Days will automatically populate if Stretch Paid and associated with a calendar with work days.

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COMPENSATION (continued)

Compensation-Adjustments

Ability to manually adjust compensation Amounts and Days Worked

Click on Create and enter in the data to be updated. This will add or subtract to your figures:

Amount Paid

Amount Earned (Accrued Wages is a calculated field - Earned minus Paid. The Accrued Wage field can be modified by changing the earned amount)

Amount Docked

Days Worked (Contract Only)

Transaction Date is stamped as the system date and cannot be change

Description

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Compensation Adjustments

Compensation-Adjustments

Compensation(continued)

Audit Report Option after Saving -

Shows what was just entered

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Compensation-(continued)

Compensation-(continued)

After the new Compensation has been created and Saved, when editing the compensation, a new button has been added,

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If changing the contract, the Calculate button will calculate values for Unit Amount and Pay Per Period when clicked. It will also calculate contract work days, if no value is entered in contract work days and the compensation has Start/Stop dates entered. If clicking on just,

no calculation will take place.

DATE CODES

Similar to Date Codes in USPSWEB

• Date Codes are district used defined fields
• Date Codes can be used to create a new Date Code under the Employee option Date field
• Can also be viewed, created, or Edited under the ADMIN/Custom Field Definition option
• Date Codes:

Terminology changes-

Classic                 Redesign

Date Code           Property Name

Description          Display Name

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DATE CODES (continued)

• To create a Date Code click on
• Enter in Display Name-What name you want to appear on the Screen
• Group Is already defined as employeeDateCF
• Enter in Property Name- The Property Name is used in the Advance Queries and Detail Report options. The Property Name has to be combined with the First word in lower case and the addition words with the first letter of each word Capitalized
• Click

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Date Codes

Employee Screen

EMIS Entry Screen

Similar to EMIS Entry in USPSWEB

• Display’s EMIS information entered in the Employee or Position screens
• Includes view or modify access to the EMIS Employer Entry, EMIS Position Entry screens.
• EMIS Contracted Service (CC) records are available or can be created
• EMIS Contractor (CJ) records can be created. To allow the EMIS Contractor (CJ) option to be visible you need to go to System/Modules and click on the next to the EMIS Contractor Module. Hit refresh and then you will be able to see the EMIS Contractor (CJ) option in EMIS Entry.

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EMIS ENTRY SCREEN (continued)

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EMIS ENTRY SCREEN (continued)

• Districts can create or choose roles for employee’s by going to the SYSTEM/ROLE option.
• To create a role specifically for EMIS entry or contractor entry click
• Add an ID for the role-EX. EMIS Coordinator and enter in a description if desired
• Select any of the EMIS privileges you wish to grant

to this user by double clicking on the Available or single clicking the item and clicking on the to move it to Granted

EMIS ENTRY SCREEN (continued)

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• All of the options below would be similar to the OECN_USPS_EMIS access in classic

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When all items have been granted click

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EMIS ENTRY SCREEN (continued)

• Go to System/User
• Click the button next to the employee you want to grant the EMIS privilege
• Double click the EMIS Coordinator role that you created to move it to the box on the right
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EMIS EMPLOYEE ENTRY

• Click EMIS Employee Entry tab

EMIS POSITION ENTRY

• Click EMIS Position Entry tab

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EMIS CONTRACTED SERVICE (CC)

• To create EMIS Contracted Service records, click the EMIS Contracted Service tab and click

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• Enter the necessary data and click

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EMIS CONTRACTED SERVICE (CC) (continued)

• To create a CC file for EMIS reporting click
• This will create a file that should be saved to your desktop or a folder of your choosing and then can be uploaded to the EMIS data collector or emailed to the EMIS coordinator for loading.

EMIS CONTRACTOR (CJ)

• To create EMIS Contractor records, click the EMIS Contractor tab and click

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• Enter the necessary data and click

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EMIS CONTRACTOR (CJ) continued

• To create a CJ file for EMIS reporting click
• This will create a file that should be saved to your desktop or a folder of your choosing and then can be uploaded to the EMIS data collector or emailed to the EMIS coordinator for loading.

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TEMPLATES

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• The Templates option is available in several of the Core option choices and can be found when the option is selected. (Employee, Payroll Item, and Position)
• Templates can be created by populating the desired fields and then saved by clicking on the Save as Template tab. These templates can then be later used by clicking on the Choose Template Option and selecting the template that you want to use.

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EMPLOYEE

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This is equivalent to BIOSCN and DEMSCN in the USPS Classic

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• To add a new employee to payroll you will want to click the

button.

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• You can view , modify , and archive employees in the employee option. Cannot delete an employee

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• These are the section names found under Employee:

Identification Race

Name Standard Payroll

Legal name Standard Personnel

Address State Reporting

Contact Pay Totals

General

Dates (If created Employee Date CF)

Evaluation

Experience

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EMPLOYEE-BIOSCN DIFFERENCES

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Terminology change-

• Classic                        Redesign
• Employee ID              Number
• State Assigned ID  (certified)   Credential ID (certified)
• Zip                                Postal Code
• Email                           Primary Email
• State Assigned ID (classified) Non-Certificate Employee ID

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EMPLOYEE-NEW FIELDS

• New Fields in Employee on redesign

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General

• ODJFS Reportable
• Spouse First Name

Contact

• Other Email Address
• Primary Email Address
• Secondary Email Address

State Reporting

Staff Demographic

• Non-Certificate Employee ID
• Leave blank, when SIF Data Collection is processed

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EMPLOYEE TEMPLATE

• Template records can be created and then used to add new employees.
• To create an Employee template record click
• To create a template record populate the desired fields, click
• Type in a name that you want this template to be called Ex. Married-Ohio-EMIS Reportable

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EMPLOYEE TEMPLATE�(continued)

ADDING AN �EMPLOYEE RECORD

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• Click
• If you want to use a Template choose Template from

drop down options

• Populate Number field- If automatic number assignment is in use by your district leave this field blank.
• Enter in SSN
• If employee has teacher license, enter in Credential ID
• Enter Last Name, First Name Middle Name and Suffix (if applicable)
• Enter Street 1, Street 2, City, State (if using saved template State may already be populated), Postal Code add foreign address information if applicable.
• Enter phone information and Primary Email Address and any other email information desired.

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ADDING EMPLOYEE RECORD�(continued)

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• Choose Marital status from drop down option
• If employee is Eligible for Retirement check
• If employee receives Email Direct Deposit notice check
• Choose Gender from drop down
• If Employee is ODJFS Reportable check
• If OSDI is applicable enter code in OSDI Code box used for Soap service/EMIS
• If employee is Part Time check
• If Employee is Reportable to EMIS check
• Enter Spouse First Name (optional)
• Choose from calendar or type in Birth Date
• Choose from calendar or type in Hire Date
• Choose from calendar or type in ODJFS Hire Date
• Years of Experience can be entered in desired fields
• Choose the appropriate Race and check
• Choose appropriate Hispanic Latino Option from drop down
• Enter a Check Distribution used for sorting payroll checks
• Choose ECE Qualification from drop down
• Choose Degree Type from drop down
• Choose Primary Race from drop down
• Enter Semester Hours (if applicable)
• Leave Non-Certificate Employee ID blank, will update when SIF Data collection is ran
• Click

EMPLOYEE RECORD

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EMPLOYEE RECORD�(continued)

EMPLOYEE RECORD �(continued)

EMPLOYEE RECORD �(continued)

Pay Totals shows the totals for employee’s pays

Employee

Archive

Archiving an employee will hide the employee from ALL Core Options, unless the ‘Include Archive’ is selected in that Core option.

EMPLOYEE PERSONNEL

• This screen only has view and modify access.

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• To be able to view or edit these records, an employee would need the PERSONNEL_USER role

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• Contains personal information about the employee:
• Employee Name
• Address
• Dates
• Employee Date CF (If created)
• Evaluation
• General
• Staff Demographic
• Legal Name
• Race
• State Reporting
• Standard Payroll
• Standard Personnel

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EMPLOYEE PERSONNEL RECORD

EMPLOYEE PERSONNEL RECORD (continued)

JOB CALENDAR/CREATE

Similar to CALMNT Add option in classic

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• Job Calendars that has days already tied to pay records, cannot be deleted
• In Job Calendar there are three options Create, Mass Change or Copy

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• To create a new Job Calendar click
• Enter in the Type (name) of the Job Calendar
• Enter in a Description
• Choose a Start Date from the calendar in the Start Date box or type in a date in this field
• Choose a Stop Date from the calendar in the Stop Date box or type in a date in this field
• In the Type box choose from the drop down what type of days you want to add to the calendar
• If you want weekend days included click the next to Include Weekends
• Click and then click

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JOB CALENDAR/�MASS CHANGE

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Similar to CALMNT Mass Change Option in classic

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• To Mass Change a calendar click on the tab
• Choose the date you want to change from the calendar or type in the date
• Choose from the drop down in the Update to box which type of day you want to change this to.
• Double click on the Available calendars or click on calendar name and click on the to move them to the Selected Calendars box.

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• When all calendars have been chosen click

JOB CALENDAR/COPY

Similar to CALMNT Copy option in classic

• To Copy a Job Calendar to other Job Calendars click
• Choose from the drop down option what Calendar you want to copy from
• Choose from the calendar or type in a date in the Start Date box
• Choose from the calendar or type in a date in the Stop Date box
• Select from the Available Calendars box which calendars you wish to copy to by double clicking the calendar or clicking on the calendar and then clicking the to move the calendars over to the Selected Calendars box
• Click

LEAVES

This is equivalent to BENSCN in the USPS Classic

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• Existing Leave records can be viewed modified or deleted

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Terminology change-

• Classic                           Redesign-                                       
• Accum/month              Accum Per Month
• Benefit unit                  Leave Unit
• Maximum                      Max Leave Amount                                      
• Advance Used              Advanced Units Used                                     
• Advance Max                Max Advance Leave                                       
• Accum/Serv                 Service Hours Accumulator   

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LEAVES (continued)

• New Fields in Leaves on Redesign
• Type
• Reset Value
• Unapplied Usage
• Unreported Accumulation
• Unreported Usage
• Accumulate Based on Hours box
• Eligible Leave Type for Employee

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CREATING NEW �LEAVES RECORD

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• To create a new Leaves record click
• Enter a few characters of employees first or last name and then click on the employee
• Click

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Leaves

Balance Detail Option

To see the History for the employee, click on the row you want to see (highlight it)

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LEAVE/ACCUMULATIONS

• You can view modify or delete an employee’s accumulations record.

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LEAVES/ACCUMULATIONS�(continued)

• Accumulations can be created for an employee by clicking on the button.

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LEAVE/ACCUMULATIONS�(continued)

• Select Employee, Position and Leave to add by clicking on the   arrows
• Leave Unit should automatically populate
• Can enter a 'Description' or leave blank
• Enter a 'Length' for the Accrual
• Enter a 'Transaction Date' for the posting date
• sick/personal/vacation on pay stubs. In addition to used and balance
• Click on  to save desired changes to the Employees Accumulation, click on Cancel to not post changes and return to the Accumulations grid.

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ORGANIZATION

This is equivalent of the USPCON screen in classic. Maintains district data

ORGANIZATION

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What is the current Advance Amount? This is a Non-modifiable field

If the Advance Mode option is checked, the district is in advance

The Amount Paid Back will be updated every payroll, adding each payroll STRSAD amount. This is a non-modifiable field.

Submitted to Strs: (Date and Time stamp of when submitted) Will be on release 6.61.0

• If had to take a district out of Advance for corrections, the date and time stamp will stay the same as the very first submission but won’t hinder resending the file to STRS again

PAY DISTRIBUTIONS

Formerly DEDSCN - Direct Deposit

• This is equivalent to the direct deposit deductions in classic
• Pay Distributions are created for each employee
• Determines how each employee should be paid, Direct Deposit or Check
• Pay Distributions
• Terminology change-
• Classic                                    Redesign�​Acct #                                      Account Number
• Deposit Type                         Direct Deposit Type
• Deposit Amount                   Rate

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PAY DISTRIBUTIONS�(continued)

• New Fields in Payroll Distributions on Redesign
• Priority
• Code 1
• Code 2
• Date
• Money 1
• Money 2
• Text
• ACH Source
• ACH Destination

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PAY DISTRIBUTIONS (continued)

• To add a pay distribution record for a new employee click
• Find the employee you want to create a record for by entering a few characters of the first or last name and then click on the employee name.
• Click

PAY DISTRIBUTIONS �(continued)

• You will then click on
• Choose the Type (DIRDEP or CHECK) and click

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PAY DISTRIBUTIONS �(continued)

• Code can refer to the old direct deposit 700 codes or can be alphanumeric if desired. (required)
• The abbreviation-Checking/Savings etc.
• Account Number-Employees bank account number (required)
• Fixed or Percent-Is a percent of a fixed amount to be withheld for this account
• Rate- What is the percentage or fixed amount rate (required)
• Start Date-Date pay distribution is to start (optional)
• Stop date-Date pay distribution is to stop (optional)
• Priority-If more than one record where in priority this distribution should be paid.

PAY DISTRIBUTIONS �(continued)

• Direct Deposit Type- (required)

Automated Deposit (Demand Credit Records)

Prenotification of Demand Authorization

Automated Deposit (Savings Account Credit records)

Prenotification of Savings Credit Authorization

• ACH Destination-Choose from the drop down the bank that the pay distribution is being deposited into (required)
• ACH Source-Payroll/ACH Transfer-Choose from drop down
• Standard CF-These fields can be used for any information that the district wants to track for this employee in reference to the pay distribution.
• When all fields have been populated click

PAY DISTRIBUTIONS (continued)

PAY DISTRIBUTIONS �(continued)

• You can view modify or delete pay distribution records

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PAY GROUP

This is equivalent to USPSDAT/PGRPED in the USPS Classic

• Allows to divide employees into Logical groups in order to apply mass changes to employee information, process payroll and generate reports
• Allows you to add, modify, or delete Pay Groups Codes and Descriptions.
• Terminology change-
• Classic                                 Redesign
• Pay Group                             Code
• Pay Group Description   Description

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PAY GROUP (continued)

To create a new pay group click

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• If this pay group is to be associated with a job calendar select the calendar from the drop down or leave blank
• Code- Enter in the Code of this pay group
• Description- Enter in the description of this pay group
• Click to create the pay group or if you do not want to add this pay group
• Have the option to ‘Archived’ the Pay Group from view on Grid

PAY GROUP (continued)

• Pay group will allow you to view and modify pay groups.

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• The delete option can be only used on a pay group that has no associated calendars or history tied to it.

PAYEE

The PAYEE screen is an equivalent of a portion of the DEDNAM record.

• The PAYEE screen is used to add a name and address for a payroll item along with a number which can be related to more than one payroll item. (Works like the vendor number did in DEDNAM) You can assign one PAYEE record to multiple payroll item configuration records
• To add a PAYEE record click on the button.

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PAYEE (continued)

PAYEE (continued)

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• Number-This can be used to assign multiple payroll items to the one PAYEE record for check printing (similar to vendor number in classic)
• Name-The name of the PAYEE
• Second Name- Second name of the PAYEE
• Check ‘Electronic Payment’ if appropriate
• Street 1- Street address for PAYEE
• Street 2-PO Box, Apt number etc.
• State- State where the PAYEE resides
• Postal Code-Zip Code of the PAYEE
• Foreign Address (If foreign address check box)
• Providence-name of Providence if applicable
• Country-Country the PAYEE is located in.

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PAYEE (continued)

• Phone-Extension- Phone Extension number of PAYEE
• Fax-International Code-
• Fax-Number-Fax number if PAYEE
• Fax-Extension Fax extension number of PAYEE
• Unlisted- If the phone number for the PAYEE is unlisted check the box
• The PAYEE screen will allow you to view modify or delete PAYEE records.
• Check ‘Archived’ to hide/archive Payee from Grid view

PAYROLL ACCOUNTS

• Payroll Expenditure Accounts are created in USAS and are available as drop down options under the pay account screen.
• To create an account click
• Enter in a few characters of employee first or last name or ID and select employee
• Choose the position adding the account for from the drop down option
• Click
• Click
• Choose expenditure account from drop down option

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PAYROLL ACCOUNTS (continued)

• Choose account status from drop down option
• Choose Rate type from drop down option
• Enter in Charge amount or Percent
• Enter a Maximum if this is a maximum to charge account
• The ‘Remaining Max’ will reduce by the charge amount until reaches zero
• Choose or enter in a Start Date
• Choose or enter in a Stop Date (if applicable)
• If this is an Employer Distribution account check
• If this is a Leave Projection account click
• If this account is to be charged in a particular order enter the order in the Sort Order field
• Click

PAYROLL ITEM

Payroll Items are equivalent to DEDSCN in the USPS Classic

• You can add, modify, or delete Payroll Items for an employee.
• Cannot delete a payroll item if it has been reference through the system.
• Includes Tax Payroll Items, association dues, health insurance premiums, retirement Payroll Items, etc.
• Terminology change-

Classic                                  Redesign-

ID                                           Number

Name                                      Last/First Name

Job                                         Position Number

Type                                       Deduction Type

Fixed or Percent                   Rate Type

Tax percentage/Amount /Percent Rate

Retire deduct FYTD Rehired Retiree Withholding

Retiree gross FYTD Rehired Retiree Employer Amount

Retiree board FYTD Rehired Retiree Gross

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PAYROLL ITEM�(continued)

• New Fields in Payroll Item on Redesign
• Employer Withholding Max
• 001 Federal record -COVID-19 fields
• Self Amount
• Others Amount
• Emergency Family Amount
• Deduct Max Type
• Annual
• Specific Date
• Fiscal
• Retire Rehired Reporting - STRS
• Effective Retirement Date
• Employment Compliance With ORC
• Employment Under ORC
• Ohio Retirement System
• Type of Benefit

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PAYROLL ITEM (continued)

• To create a new payroll item click
• Employee –Enter in portion of first or last name and then click on employee.
• Select the Payroll Item from the drop down option.
• If payroll item is to be setup by position choose the position from the drop down option.

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Click

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*Note-Template records can be created for any Payroll Item and used when adding new records for an employee.

Payroll Item Configuration

Payroll Items Configuration are equivalent to a portion of DEDNAM in USPS Classic

• The Payroll Item Configuration program allows you to add, change, delete, or view Payroll Items company Information.
• Addresses for the Payroll Item Configuration are not stored here, they are created in the CORE/PAYEE option. The districts will want to create a payee first. This will contain the payee address information. Then go into the Payroll Item Configuration and create a payroll Item and then from here can select that Payee with the address information.
• The Pay Item Configuration is now associated with this Payee

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PAYROLL ITEM CONFIGURATION�(continued)

• Click
• Choose Type from drop down
• Click
• Populate necessary fields accordingly.
• Click

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POSITION

• Positions/Pay Accounts�

Similar to JOBSCN/ POSSCN/PAYSCN in classic

Terminology change-

Classic                            Redesign

Job                                 Position Number

Position/Title                Position Description

Type of Appt.                 Appointment Type

Assign Area                  Assignment Area

Building/Dept.              Building Code

Building/Dept               Department Code

Work Days                     Contract Work Days

Sick                                 Eligible for Sick

Personal                         Eligible for Personal

Vacation                         Eligible for Vacation

EMIS Appt Type            State Reporting Appointment Type

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POSITION (continued)

Classic Redesign

Qualified Paraprofessional Paraprofessional

New Field

Paraprofessional Hire Date

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POSITION (continued)

Shows the Payroll Accounts associated with the employee:

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Terminology changes on Payroll Accounts in comparison to PAYSCN:

Classic Redesign

Amount to Charge      Charge Amount or Percent

Account Status Status

Percent or Fixed            Rate Type

Brd dist acct.                 Employer Distribution

Maximum to Charge      Maximum

FND, Func,Obj, SCC, Subj, OPU,IL, Job Expenditure Account

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• Click
• Employee-Enter portion of first or last name and then click on employee name.
• Click

Add Compensation

in Position

Have the option to add compensation under Position:

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Click on +Add Compensation

Select Contract or Non Contract and Save

Enter in Data and Save

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POSITION (continued)

Position Archived

Archiving an Employee Position, will hide this position from other component options:

• New Contract
• Attendance
• EMIS Entry
• Current/Future
• Payroll Processing/Pay Report
• Tax Estimator
• Benefit Obligation Reports
• EMIS Position Report
• Wage Obligation Reports

A Position cannot be deleted

POSITION (continued)

• Similar to the second screen of JOBSCN in classic.
• Positions summarizes the non-contract info
• Can create Templates for different Positions

POSITION (Personnel)

• The Position (Personnel) option is for employee’s with PERSONNEL_USER role only. If an employee only has this role, then they would only see the Position (Personnel) option in their menu and not the Position option

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POSITION (Personnel)(continued)

POSITION (Personnel) (continued)

POSTING PERIOD

• Open , closed , current
• Can re-open if corrections need to be made
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• Current Month will be highlighted in Green

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*Note-Data imported in from classic currently cannot be re-opened

• Transaction dates will be required to be in an open posting period
• Open means that you can still process a payroll and run reports for the posting period.
• There can only be one Current posting period open.
• Current period effects the calculations such as MTD, FYTD
• Before new payroll month can be ran, must mark posting period as the current posting period
• Current posting period would be the period in which you are currently running payroll. The posting periods are setup on a monthly basis.

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POSTING PERIOD (continued)

• To create a posting period click
• For Calendar Month enter in month choose from drop down option
• Enter the calendar year as a four digit number Ex. 2021
• If this is to be your current posting period check the box next to Current
• Click the button.

POSTING PERIOD (continued)

Posting Period (cont’d)

**NOTE** Before running the first pay in July for the new Fiscal Year, a few processes need to be completed before moving on:

• Complete STRS Advance reports and submission
• Wage Obligation Reports
• Benefit Obligation Reports

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Employee Dashboard

This is similar to the BRWSCN-Employee Data Summary screen in the USPS Classic

This option lets you search for employees:

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Employee Dashboard

This is similar to the BRWSCN-Employee Data Summary screen in the USPS Classic

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This option lets you search for employees:

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It will list:

• Edit Employee
• Positions (JOBSCN/POSSCN in classic)
• Compensations (part of JOBSCN in classic)
• Leaves (BENSCN in classic)
• Pay Distributions (DEDSCN/700’s DD in classic)
• Payments (Similar to BRWSN check view)
• Attendance (ATDSCN in classic)
• Payroll Items (DEDSCN in classic)
• Payroll Accounts (PAYSCN)
• List *TD Gross from Payrolls, *TD Federal Applicable Gross, *TD Net from Payrolls
• List Personal, Sick and Vacation Leave balances

Note- Have the option to add a photo of employee’s

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Employee Dashboard

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Day 2�Payroll Process

Overview��

Thursday, March 10, 2022

Post Attendance/Absence Information

This can be posted several different ways:

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• Manually
• Mass Load
• Absence/Attendance Import

Post Attendance/Absence - Manually

• Core>Attendance.

(ATDSCN in Classic)

• Click Create.

Can also use Mass Add.

• Instead of Create, click Mass Add.

Post Attendance/Absence -

Mass Load

• Utilities>Mass Load.
• Create a load file based on required and optional attendance and/or absence information.

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https://wiki.ssdt-ohio.org/display/uspsrdoc/Mass+Load

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• Save the file as a CSV file.
• Go to Utilities>Mass Load.
• USPS Load File - Browse to locate CSV file.
• Importable Entities- Absence for absences or Attendance for attendances.

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• Load

Post Attendance/Absence -

Attendance/Absence Import

• Utilities>Attendance/Absence Import.
• Create a load file based on required and optional attendance and/or absence and/or payment information.

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https://wiki.ssdt-ohio.org/pages/viewpage.action?pageId=37126797

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• Save the file as a CSV file.
• Go to Utilities>Attendance/Absence Import.
• Attendance Import File - Browse to locate CSV file.
• Location Code - Used to determine the position job to post the transaction to if the position is not supplied.
• Post to Payroll Processing Options - Future/Current/None.
• Combine Attendance Entries- same day entries.
• Allow Negative Leave Balances - Check or uncheck.
• Payroll Account to Charge - Defined pay account for the position or sub for SSN.

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• Click Import.

Attendance/Absence Report

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• Run the SSDT Attendance Journal Report to verify entries.

Home>SSDT Attendance Journal Report.

• Go to Query Options tab.
• Start Date - pay period beginning date.
• End Date - pay period ending date.
• Job Status - leave blank.
• Appointment Type - leave blank.
• Type - Once Attendance, once Absence.
• Generate Report.

Payroll

Payroll Menu is used to process payrolls and to view previously posted payrolls.

PAYROLL PROCESSING

(Similar to UPDCAL_CUR and UPDCAL_FUT in Classic)

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• Two options in the Payroll Payments:

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• Current
• Current is used to add payroll information for employees not included in the regular payroll (during initialization) or to modify or delete payroll information for employees already included in the current payroll.
• Future
• Future allows a user to enter payroll exceptions before starting a payroll.  Exceptions can be entered day ahead of time.
• Future works in the same manner as Current. The only difference is that an effective date field appears in Future. This field allows the user to direct a Future record into a specific payroll. The effective date must be inclusive of payroll period begin and end dates in which the payment needs to be made.

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PAYROLL PROCESSING

• Future Pay Amount Report - Can be used to verify future data entered in Payroll>Payroll Payments - Future balances.

Home>SSDT Future Pay Amount Report

• Go to Query Options to enter a date range and/or pay groups (if applicable).

(FUTPAY in Classic)

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PAYROLL PROCESSING

The Payroll Process - Payroll>Payroll Processing

• The options for a payroll are:
• In Progress > Details
• Posted
• To start a new payroll, click on Initialize New Payroll.

(INICAL and CALCPAY in Classic)

• The ability to add additional pay groups to the pay is available under the Add Date Range Selection option.

(Additions Option in Classic)

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PAYROLL PROCESSING

• To open an ‘In Progress’ payroll, go to Payroll>Payroll Processing>Detail.

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• Shows Payroll Detail such as pay groups included in payroll and dates associated with each pay group.

(Similar to CURPAY.INI in Classic)

• From here you can:
• Modify Payroll
• Add Pay Group
• Post Payroll
• Delete Payroll
• Delete Payroll and Exceptions
• View Reports - Pay, Error, Pay Amount Summary, Pay Item Detail, Pay Item Summary, Budget Dist, Pay Account Dist

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Note-A payroll can be unposted if no Outstanding Payables have been paid for the payroll.

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PAYROLL PROCESSING

• Pay Report - Pay amounts, payroll items, and pay accounts included in payroll.

(PAYRPT in Classic)

• Error Report - Any errors that have occurred on initialization.

(PAYERR in Classic)

• Pay Amount Summary Report - Condensed Pay Report used for balancing.

(PAYSUM in Classic)

PAYROLL PROCESSING

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• Pay Item Detail Report - Current payroll items being withheld - by employee and item

(DEDDET in Classic)

• Pay Item Summary Report - Current payroll items (by item) being withheld from the payroll

(DEDTOT in Classic)

• Budget Dist Report - Pay accounts (by account) being charged

(BUDPRO in Classic)

• Pay Acct Dist Report - Pay accounts (by account and employee) being charged

(BUDDET in Classic)

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PAYROLL PROCESSING

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• Modify Payroll - If changes to the payroll are needed.
• Make the necessary changes
• Click Modify Payroll.
• Click the check box next to the pay group(s) affected.
• Click Update Payroll.

PAYROLL PROCESSING

• Post Payroll - Updates all compensations, pay account, and payroll items.

(CHKUPD in Classic)

• Click Post Payroll.
• Two new budget reports are created:
• Payroll Account Distribution Report (BUDDIS in Classic)
• Budget Distribution Report

(BUDDET in Classic)

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PAYROLL PROCESSING

• Process Payments - Creates printing file.

(CHKPRT in Classic)

• Click Process Payments.

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PAYROLL PROCESSING

• Processing - Either Checks or Direct Deposits.
• Output Format - XML or PDF.
• Bank Account - Select from the drop down.
• Sort By - Choose from the drop down.
• Starting Check Number - Enter if needed.
• File Name - Will automatically populate or can be changed if desired. (Make sure that .xml or .pdf extension is in file name.)
• Click Process Payments.
• Transfer XML file to your printing software or print the PDF file.

PAYROLL PROCESSING

• Create and Send Email Notices -

Email Notices.

• Date and time to send email notices - Choose a date and time to send email notices.
• Verify all employee’s that should received email notices are moved to the Selected side.
• Direct Deposit Form - If using a custom form choose the appropriate form name from drop down option.
• Click Schedule Sending of Selected Email Notices.

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Payroll Processing

• Create the ACH submission report for verification and submission file to send to bank.

Reports>ACH Submission>ACH Submission tab

(PAYDIR in Classic)

• Create ACH Report.
• Pay Date - Should populate.
• ACH Source - Should populate.
• Include Employee SSN - Select option that matches bank specifications.
• Sort By - Employee Name or Employee Number.
• Report Format - PDF.
• Check the checkbox next to the pay you are processing.
• Generate Report.
• Generate Submission File.
• Check the checkbox next to the Convert Pre-Notes on ACH Submission File Generation?
• Generate Submission File
• Transmit the ACH file to the bank.

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Payroll Processing

• Create the HSA submission report for verification and submission file to send to bank.

Reports>ACH Submission>HSA Submission tab

(PAYDIR in Classic)

• Create ACH Report.
• HSA ACH Source - Should populate or select from drop down.
• Include Employee SSN - Select option that matches bank specifications.
• Sort By - Employee Name or Employee Number.
• Report Format - PDF.
• Check the checkbox next to the pay you are processing.
• Generate HSA Report.
• Generate Submission File.
• Transmit the ACH HSA file to the bank.

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Payroll Processing

• Post the payroll to USAS-

USAS Integration>Payroll Submission

(Autopost/Payroll in Classic)

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• Click Post to USAS.
• Verify payroll total and account details are accurate.
• Click Submit to USAS.
• Posting Status will change to Sent.

Processing

Processing offers options processed outside the regular payroll steps.

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Process Outstanding Payables

• Process Payables - By default all outstanding payables are listed in the payables grid.

Processing>Process Outstanding Payables

(PAYDED in Classic)

• Payables by Payee option allows you to select Unpaid Payables from prior Payroll Cycles.  The payroll items will be grouped together by the payee that each is associated with and will list the total employee and employer amount that is owed to the payee. This option displays Payee Name, Payee Number, Employee Amount, Employer Amount. Count and Electronic Payment.
• Payables by Item Type option displays a total amount owed for each payroll item configuration. This option displays Payee Name, Configuration Code, Configuration Name, Configuration Type, Employee Amount, Employer Amount, Count and Electronic Payment.
• Payables by Item Detail option displays in detail the employees and the amounts that were withheld for each payroll item. This option displays Payee Name, Configuration Code, Employee Number, Last Name, First Name, Position Number (if applicable), Employee Amount, Employer Amount, Count and Electronic Payment.
• Payables by Item Full Detail option displays in detail the employees and the amounts that they owe for a given payroll item plus pay date. This option displays Payee Name, Configuration Code, Employee Number, Last Name, First Name, Position Number (if applicable) Pay Date, Payroll Description, Employee Amount, Employer Amount and Electronic Payment.
• Payables Adjustments can be used to correct an employee Payables amount. It will modify the check by adding a negative (to short the check or a positive to increase the check amount)

PROCESSING OUTSTANDING �PAYABLES

• Create Payables Reports - Payables Detail and Payables Summary Reports.

(DEDRPT and DEDSUM in Classic)

• Click Payables Reports.
• Check the ‘Page Break On Payroll Item Code’ checkbox.
• Payment Cycle - move all that apply to the Selected side.
• Payroll Item Configurations - can be left blank if processing payables by payment cycle. Or move any payroll items that apply to the Selected side.
• Click Full Report and Summary Report.

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PROCESSING OUTSTANDING �PAYABLES

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• Create payables.
• Move all Payroll Cycles that apply to the Selected side.
• Click the ‘select all’ checkbox.
• Once all payables are moved the to right side, click Post.
• Issued Date - check date.
• Bank Account - should default.
• Output - XML
• Starting Check Number - should default.
• Click Post.
• Upload XML file to your printing software.
• Payables Payment Report is produced.

(PAYDED in Classic)

BENEFIT UPDATE AND PROJECTION

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• Post benefit accruals (when appropriate).

Processing>Benefit Update and Projection

(BENACC in Classic)

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• Accrual
• Reset Personal Leave
• Convert Personal Leave to Pay
• Convert Personal Leave to Sick Leave
• Part Time Sick Leave Accrual

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BENEFIT UPDATE AND PROJECTION -

Accrual

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• Accrual - Used to accrue employee’s sick personal, or vacation.
• Generate Accrual Projection Report for verification.
• Report Title - Defaults to Benefit Accrual Report. Can be changed if desired.
• Accrual or Projection - Accrual Projection first.
• Benefit Accrual Options - All Leave Types, Personal Leave, Sick Leave, Sick and Vacation Leave, Vacation Leave
• Specific Accrual Date - Transaction Date on accumulation record.
• Include ineligible Positions - check the checkbox if it applies.
• Sort Options - Employee Number or Employee Name
• Select Pay Groups - Move all to selected that apply if benefits are accrued by pay group.
• Select Employees - Move all to selected that apply if accruing benefits for individual employee(s).
• Generate Report.
• Change the Accrual or Projection option to Accrual Report and Generate Report.

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BENEFIT UPDATE AND PROJECTION -

Reset Personal Leave

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• Reset Personal Leave - Used to reset employee’s personal leave.
• Generate Personal Leave Reset Projection Report for verification.
• Reset or Projection - Personal Leave Reset Projection Report first.
• Specific Accrual Date - Transaction Date on accumulation record.
• Include ineligible Positions - check the checkbox if it applies.
• Sort Options - Employee Number or Employee Name
• Select Pay Groups - Move all to selected that apply if benefits are accrued by pay group.
• Change the Reset or Projection option to Personal Leave Reset Report and Generate Report.

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Payroll Item Refund

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• Payroll Item Refund - Offers the ability to refund a payroll item back to an employee outside of the payroll process - either physical check or as an ACH payment.

Processing>Payroll Item Refund

(REFSCN- if processed during a payroll - in Classic)

• Add the Error Adjustment to the Payroll Item.
• Go to the Payroll Item
• Edit
• Under Error Adjustments, click +
• Amount - Amount refunding as a negative.
• Description - Describing what the refund is for.
• Date - Leave blank.
• Save
• Go to Processing>Payroll Item Refund.
• Check the checkbox next to the payroll item(s) wanting to refund.
• Select Refund Selected Payroll Items.
• Choose Check Payment or ACH Electronic Payment.
• Check Option:
• Bank Account - Should default.
• Starting Check Number - Should default.
• Issued Date - Will default to current system date. Change if desired.
• Output Format - XML for check payments.
• Pay Plan - Should default.
• File Name - Should default.
• Process Refunds.
• Upload XML file to printing software.

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Payroll Item Refund

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• ACH Electronic Payment Option:
• Issued Date - Will default to current system date. Change if desired.
• ACH Source - Should default.
• Pay Plan - Should default.
• File Name - Should default.
• Process Refunds.
• Upload submission file to bank.

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Note - Once the payment is processed you can go to the employee’s dashboard>Payments>Refund Payments>select the refund payment>Detail Report.

Employer Distribution Report

• Employer Distributions - Used to charge board paid benefits to benefit accounts.

(BRDDIS>Projection in Classic)

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• Create a report for verification first. Reports>Employer Distributions

(BRDDIS>Projection in Classic)

• Report Title - Can be changed if desired.
• Report Format - PDF, Excel, CSV.
• Start Date - Starting pay date.
• End Date - Ending pay date.
• Payment Cycle
• Sort Option - Payroll Item Code.
• Subtotal Option - Payroll Item Code.
• Use Only Employer Distribution Accounts
• Summarize Individual amount detail?
• Move all payroll item codes to the Selected Payroll Items side.

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Employer Distribution Submission

• Create the submission file.

USAS Integration>Employer Distributions Submission

(BRDDIS>Actual in Classic)

• Start Date - Starting pay date.
• End Date - Ending pay date.
• Payment Cycle
• Use Only Employer Distribution Accounts
• Move all payroll item codes to the Selected Payroll Items side.
• Click on Show Submission Preview - verify total.
• Submit to USAS

(AUTOPOST>BRDDIS in Classic)

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Employer Retirement Share Report

• Employer Retirement Share - Used to charge board share of retirement to board retirement accounts.

(BRDRET in Classic)

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• Create a report for verification first. Reports>Employer Retirement Share

(BRDRET>Validate in Classic)

• Report Title - Can be changed if desired.
• Begin Date - Starting pay date.
• End Date - Ending pay date.
• STRS Amount to Distribute - Enter amount billed by STRS.
• SERS Amount to Distribute - Enter amount billed by SERS.
• Generate Report

Note - System>Configuration>Employer Retirement Share Configuration>Use Only Employer Distribution Accounts checkbox can be used as an override.

Employer Retirement Share Submission

• Create the submission file.

USAS Integration>Employer Retirement Share Submission

(BRDRET>Actual in Classic)

• Begin Date - Starting pay date.
• End Date - Ending pay date.
• STRS Amount to Distribute - Enter amount billed by STRS.
• SERS Amount to Distribute - Enter amount billed by SERS.
• Click on Show Submission Preview - verify total.
• Submit Employer Share of Retirement to USAS

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Leave Projection Report

• Leave Projection - Used to charge leave taken to leave accounts.

(LEVPRO in Classic)

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• Create a report for verification first.

Reports>Leave Projection Report

(LEVPRO>Projection in Classic)

• Report Title - Can be changed if desired.
• Start Date - Starting absence date.
• End Date - Ending absence date.
• Include Absences already posted to USAS? - When a submission file is created that includes the leave is considered ‘posted.’
• Move all leave types to the Selected Leave Types side.
• Include Messages on Detail Reports - Yes or No.
• Generate Messages Only Report for verification.

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Leave Projection Submission

• Generate Account Summary Report.
• Generate Account Detail Report.
• Generate Employee Detail Report.

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• Create a submission file.

USAS Integration>Leave Projection Submission

(LEVPRO>Actual in Classic)

• Start Date - Starting absence date.
• End Date - Ending absence date.
• Include Absences already posted to USAS? - When a submission file is created that includes the leave is considered ‘posted.’
• Move all leave types to the Selected Leave Types side.
• Show Submission Preview - Verify total.
• Submit to USAS.

(AUTOPOST/Leave in Classic)

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PAYROLL SUBMISSION

• Submit the Payroll Submission file (created when the payroll was posted) to USAS.

USAS Integration>Payroll Submission

(AUTOPOST/Payroll in Classic)

• Locate payroll you wish to post to USAS.
• Click Post to USAS.
• Verify payroll total and account information.
• Click Submit to USAS.

USAS Integration

Controls if and how the software is connected to the USAS-R system.

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SETTING UP USAS �INTEGRATION MODULE

This module will need to be installed.

• System>Modules>USPS Integration Module.
• Click on the + sign next to USAS Integration Module.
• Click in the ‘Click here to refresh page’ link to refresh your screen.

ACCOUNT SYNCHRONIZATION

*NOTE-There is a nightly process setup to synchronize accounts. If a new account is added the day of payroll, then the account synchronization process will need to be run before the payroll is processed.

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Expenditure Accounts

• Easy way to look at expenditure accounts and if they are or are not synced with USAS.
• USAS Integration>Expenditure Accounts
• The grid can be used to filter for a specific account.
• The column ‘Synced With USAS’ can be helpful to locate whether accounts have been synced or not - true or false.

SECURITY CONFIGURATION

• Generates an application ID and Key for USPS-R which is entered into USAS-R system (same thing must be done in USAS-R to enter in this option)
• Must also enter information in USAS Module Configuration found under the ‘Module Configuration’ menu option
• This is usually a one time set-up by the ITC

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Test Connection

• USAS Integration Test Connection will allow you to test your connection with the USAS system.
• USAS Integration>Test Connection
• Select Test Connection 
• Make any desired changes to the Remote Host, Remote Port, DNS Lookup.
• A summary will appear stating whether the connection has failed or successful.

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PAYMENTS

• Payments can be used for an array of functions- Check Register, Manual Checks, Payee Checks, Payroll Checks or Refund Checks/ACH.

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PAYMENTS-�CHECK REGISTER-RECONCILE (continued)

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You will receive a message stating that the check has been reconciled:

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PAYMENTS-�CHECK REGISTER-AUTO RECONCILE PAY REC EXTRACT (continued)

• This will create a report of all checks that will be included on the extract

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PAYMENTS-MANUAL�MANUAL PAYMENTS-EMPLOYEE

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PAYMENTS-MANUAL�MANUAL PAYMENTS-EMPLOYEE (continued)

• A message will be created stating:

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PAYMENTS-MANUAL�MANUAL PAYMENTS-PAYEE

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PAYMENTS-MANUAL�MANUAL PAYMENTS-PAYEE (continued)

A message will be created stating:

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PAYMENTS-MANUAL�MANUAL PAYMENTS-OTHER CHECK

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PAYMENTS-MANUAL�MANUAL PAYMENTS-OTHER CHECK (continued)

A message will be created stating:

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PAYMENTS-MANUAL�MANUAL PAYMENT CHECKS-RESEQUENCE (continued)

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PAYMENTS-PAYEE�PAYEE

There are three options under Payments-Payee:

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• Payee Payments
• Payee Payment Checks
• Electronic Transfers

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PAYMENTS-PAYROLL�PAYROLL PAYMENTS

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Payments Payroll options are

• Payroll Payments
• Direct Deposits
• Payroll Payment Checks

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• Payroll Payments

There is a Void, Un-void and Print Payment Checks and Direct Deposit feature.

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PAYMENTS�REFUND (continued)

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PAYMENTS�REFUND (continued)

• Select if refund should be a Check Payment or ACH Electronic Payment
• Select the Bank Account from the dropdown box
• Enter a Check Number or leave blank for the next available check to be assigned (If ACH Electronic Payment is selected this option will not be available)
• Enter a Reissue Date or leave blank for todays date
• Select an Output Format, XML (Export) or PDF (Print)
• Select a Pay Plan
• Can enter a File Name or leave what the system created
• Click on Process Refunds

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PAYMENTS�REFUND-REFUND PAYMENTS-UNVOID

• To Un-void a refund check, click the box next to the voided check. Click on
• The system will automatically unvoid this check.

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PAYMENTS�REFUND-REFUND CHECKS

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• The Refund Checks are the list of deduction checks refunded separately from an employee's regular payroll. These can be Re-issued, Printed and Resequenced.
• The Re-issue option will void and Re-issue the refund check with a different check number. 
• The Print Checks option is for creating the Output Form Files for printing.
• The Resequence Check option is for renumbering checks if damaged or entered in wrong.  The 'Old Checks' will be Voided during this time.

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PAYMENTS�REFUND-REFUND CHECKS-RESEQUENCE

• To Resequence refunded checks, check the box next to the check(s) to resequence
• Click the Resequence tab

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�SYSTEM-�MODULES�

• Displays all available modules within the software
• + = not installed
• - = installed

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SYSTEM�MODULES-EMIS CONTRACTOR

• This module is used to setup the EMIS Contractor option on the CORE/EMIS Entry Screen

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SYSTEM�MODULES-EMPLOYER DISTRIBUTIONS (continued)

• as well as under USAS Integration/Employer Distributions Submission screen.

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SYSTEM�CONFIGURATION

• Configuration details for installed modules

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SYSTEM�CONFIGURATION-�CHECK VOID MESSAGE CONFIGURATION

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A Check Void Message can be added that will be printed at the bottom of the checks.

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* NOTE- This is currently not working-USPSRFB-833

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SYSTEM�CONFIGURATION-EMAIL (continued)

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SYSTEM�CONFIGURATION-�EMAIL DIRECT DEPOSIT NOTICE CONFIGURATION (continued)

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SYSTEM�CONFIGURATION-�EMPLOYEE NUMBER AUTOMATIC �GENERATION CONFIGURATION

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• The 'Employee Number Automatic Generation' can be config to allow Employee ID defaulting. Once in place this file will cause an employee id to be automatically assigned when an employee is added to CORE/EMPLOYEE. This default employee id is generated based the highest employee id currently on file and on the parameters defined in the 'Employee Number Automatic Generation'.  If this file does not exist, the EMPLOYEE program will force the Employee ID to be entered, and cannot be the same as the SSN.

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SYSTEM�CONFIGURATION-�EMPLOYEE NUMBER AUTOMATIC�GENERATION CONFIGURATION (continued)

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SYSTEM�CONFIGURATION-FISCAL YEAR

This option shows what Month the school's Fiscal Year follows - 07/01/XXXX to 06/30/XXXX:

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SYSTEM�CONFIGURATION-�ODJFS CONFIGURATION (continued)

• Check 'District Will Submit Own File To ODJFS'
• Enter a Transmitter Title 
• Enter a Transmitter Phone Number
• Enter a Transmitter Phone Extension
• Click on Save

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SYSTEM�CONFIGURATION-USAS CONFIGURATION

• When the 'USAS Integration Module' is installed (under SYSTEM/Modules), the USAS Configure information will be automatically populated.
• To Schedule USAS Account Sync Nightly, check

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SYSTEM�CONFIGURATION-USAS CONFIGURATION �(continued)

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SYSTEM�CONFIGURATION-WORKFLOWS

• To turn on the Employee Onboarding option check the box.

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• Additional technical setup is needed to turn on the Employee Onboarding option for use.

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SYSTEM�CUSTOM FIELD DEFINITION

• Custom Fields-districts can create for their own use
• Can be used in queries, grid, reports
• Enabled/disabled
• Numerous types
• Text, code, money, number, date, date/time, web address, email, user or Boolean, special CF i.e. created date/time, last modified date/time

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SYSTEM�CUSTOM FIELD DEFINITION (continued)

• Enter in a Display Name ex-Background Check
• Enter in Order (where you want field on record) Blank will put it as the last record in the group.
• If you want this to be active click the box next to Active
• Enter in a Property Name ex-backGroundCheck
• Enter in the Group where the new field should be located. ex-Dates

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SYSTEM�DBA

• Data Base Administrator
• Direct queries against database
• Mostly used as a SSDT debugging tool

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SYSTEM�MONITOR-EVENTS (continued)

• Generate ACH submission file
• Generate ACH HSA submission file
• Post Payables
• Post submissions to USAS - this only records the 'sending', not receipt or result from USAS so you can test this without being linked to a USASR instance.
• Post Payroll to USAS
• Post Employer Distributions to USAS
• Post Employer Retire Share to USAS
• From Payroll Payments grid:
• Print check PDF
• Print check XML
• Print direct deposit PDF
• Print direct deposit XML

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SYSTEM�MONITOR-METRICS (continued)

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SYSTEM�MONITOR-LOGGING

• The Logging tab displays the name of each object in the application that has logging enabled.  This grid shows the effective logging level and also allows you to update that level to a higher, more detailed level of logging.  This is useful when attempting to track down a problem.  It's important to note that if a logging level is modified, once the problem has been determined the logging level should be set back to its original value.  Failure to do so will result in larger logs as there could be a significant amount of additional information being logged as a result.
• The Logging Tab allows the overriding of logging levels in the app.  This is used by SSDT when debugging. 
• The Toggle SQL button turns on/off logging for all queries.  This allows each database query to be logged for debugging.  Again if this is turned on it should be turned off when no longer needed.
• Note: Debug Logs are included in the server logs when sent to SSDT. 
• For further details, please refer to Authentication Troubleshooting in the Technical Documentation.

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SYSTEM�MONITOR-LOGGING (continued)

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SYSTEM�MONITOR-APP LOG

• App Log - Timestamp, Level, Logger Name, Message, Id
• This menu option is used by SSDT to debug issues, but it also stores Auditable Events and logging info that can be useful to ITC / users.  The Highlight Viewer can display the stack trace and errors.

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SYSTEM�MONITOR-THREADS

Threads-Lists Name, Group, Cpu Time, State, Daemon and Alive

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SYSTEM�MONITOR-INFO

• Info lists Category, Name, Value and Type information
• The Info tab displays environment variables defined in the docker files, JVM information and also contains details about configuration files.

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SYSTEM�MONITOR-SERVER LOGS(continued)

• Tomcat logs:
• Catalina - tomcat server log
• Localhost - tomcat access log
• Manager - tomcat log (not currently being used)
• Localhost_access_log - tomcat log to show all get and post request methods
• Juli - internal logging for apache tomcat

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SYSTEM�ROLE

• Defines basic functions, responsibilities, tasks of a user
• Roles are granted using one or more ‘Permissions’
• Specific functionality within the software
• Create, update, delete, view, report
• Setup in hierarchy – top level gives all access
• Roles are defined by the entity
• Treasurer
• Accounts Payable
• Payroll
• Roles are assigned to users
• Can assign more than one

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SYSTEM�ROLE (continued)

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336

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SYSTEM�RULES (continued)

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2/7/2022

SYSTEM�WORKFLOWS INTEGRATION

• For detail documentation on Workflows Installation Guide, please click here.

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UTILITIES

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UTILITIES�AUTOMATIC PAYMENT RECONCILIATION

File option formats can be created for the creation of PAYREC and Positive Pay files.

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UTILITIES�AUTOMATIC PAYMENT RECONCILIATION-�PAY REC EXTRACT (continued)

• Extract Type:
• CSV - Indicating comma separated delimited file.  The Length is preset for each field
• Comma separated files place quotes around text fields and separate fields with commas. These files are simpler to work with compared to fixed length files, as only the field order needs to be known.

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UTILITIES�AUTOMATIC PAYMENT RECONCILIATION- �PAY REC EXTRACT (continued)

• Extract Field options –
• Check Number
• Check Date Month - Example 04
• Check Date Day - Example 15
• Check Date Year - Example 2019
• Check Date - Example  04/15/2019
• Check Amount (Implicit) - Example 00003115
• Check Amount (Decimal) - Example 000031.15
• Void Check Flag - is a 1 alpha field - Example P = Paid
• Payee Name
• Payee Name 2
• Payee Address
• Bank Account Number
• Spacer - (Only used for Fixed Format)  is to space over a field - Example is ,, .   To get more than 1 field, you would need to have a spacer option for every field you want as blank

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UTILITIES�AUTOMATIC PAYMENT RECONCILIATION- �PAY REC EXTRACT (continued)

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• Example of a CSV Format

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UTILITIES�FILE IMPORT–IMPORT SINGLE ZIP FILE

• Will Import a single zip file only

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UTILITIES�IMPORT CLASSIC PAYROLL CD ARCHIVES (continued)

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UTILITIES�IMPORT CLASSIC PAYROLL CD ARCHIVES (continued)

• Click on ‘Upload Zip File’ to upload file.
• Then click ‘Import Zip Files’. It will state the number of Files Loaded:

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• To view the imported files, go to Utilities/File Archive

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REPORTS�

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• The Report module has canned reports, predefined (template)reports (found in the Report Manager) or you can create your own reports using the Custom Report Creator option.

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CANNED REPORTS�HSA SUBMISSION

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2/7/2022

CANNED REPORTS�AUDIT REPORT

• Enter Start Date
• Enter Stop Date
• Choose the Specific Object(s) wanting to audit
• Choose Specific User wanting to audit (if desired)
• Select Operation
• Added
• Modified
• Deleted
• All

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CANNED REPORTS�BENEFIT OBLIGATION REPORTS-BY ACCOUNT�

• Format-
• PDF Download
• Comma Separated Value
• Account Sort by Option
• Budget Account
• Fund/Scc
• Fund
• Function
• Object
• Special Cost Center
• Subject
• Operational Unit
• Instructional Level
• Job Assignment

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CANNED REPORTS�BENEFIT OBLIGATION REPORTS-BY ACCOUNT (continued)�

• Employee Detail Sort Option
• Employee Number
• Employee Name
• Page Break on Account
• Leave Types
• Vacation Leave
• Sick Leave
• Personal Leave
• All Leave Types
• Job Status
• Inactive Employees Only
• Active Employees Only
• Both Active and Inactive Employees
• Exclude Ineligible Positions
• Include Archived Employees
• Positions Eligible for Retirement Only

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2/7/2022

CANNED REPORTS�EMPLOYER DISTRIBUTIONS REPORT

• Report Format
• PDF
• Comma Separated Values
• Excel
• Start Date-Enter Starting Pay Date
• Stop Date-Enter Ending Pay Date
• Payment Cycle-Not needed of selecting specific Payroll Item
• Sort Option
• Account Code
• Payroll Item Code
• Subtotal Option
• Payroll Item Code
• Account Code
• Fund
• Function

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CANNED REPORTS�JOB CALENDAR REPORT (continued)

• No Calendar Outline-

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CANNED REPORTS�SERS MONTHLY REPORT

• Report Title: Default title is SERS Monthly Report, but can be changed
• Month:  Select the SERS reporting month from the drop-down box (defaults to current month)
• Year:  Select the SERS reporting year from the drop-down box (defaults to current year)
• Sort By:  Select Employee Name or Employee Number from the drop-down box
• Employee Number
• Employee Name

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426

CANNED REPORTS�W2 REPORT AND SUBMISSION-SUBMISSION (continued)

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• Populate all fields accordingly for SSA -Many are defaulted
• Select the ‘Copies per form’
• Select Options and click on Generate W2 Forms
• Save the file to your desktop or a folder of your choosing

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CANNED REPORTS�W2 REPORT AND SUBMISSION-W2 CITY

• This can be used to create a submission file for a particular city.  The city is identified by the tax entity code.

-Federal ID Number - Defaulted to district's Federal ID Number

-Additional Federal ID Number - 

-State ID Number - Defaulted to district's State ID Number

-Kind of Employer - Available choices from the drop-down box: 

• F,  Federal Government
• S, State and Local Governmental Employer (non 501c)
• T, Tax Exempt Employer
• Y, State and Local Tax Exempt Employer (501c)
• N, None apply

-Sort Options - Available choices from the drop-down box:

• Employee SSN
• Employee Name
• Building/Department and Employee Name
• Building/Department, Pay Group and Employee Name
• Pay Group
• Zip Code and Employee SSN
• Zip Code and Employee Name
• Check Distribution and Employee Name

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454

CANNED REPORTS�W2 REPORT AND SUBMISSION-W2 CITY (continued)

• Report for Year - Select reporting year from available choices from the drop-down box
• Employer Name - Enter your school district name
• Employer Address first line - Address of your school district
• Employer Address second line - Additional address info for your school district
• Employer City - City of your school district
• Employer State - State of your school district
• Employer Zip Code - Zip Code of your school district
• Tax Entity Code - Enter the Tax Entity Code (Required)

* NOTE*  The city is identified by the tax entity code.  This code needs to be entered on the city item configuration under Core/Payroll Item Configuration.

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CANNED REPORTS�W2 2 REPORT AND SUBMISSION-W2 STATE

• The Payroll Item Configuration has to be a Type of 'State Tax' and the State ID must be correct for Pennsylvania.  The Payee address has to have an address with the State defined (ex. PA, IN, KY, MI, OH, WV) In order for an employee to be included on the state file, the employees address (CORE/EMPLOYEE) must have a State defined.
• Each State may have different screen setups. Populate fields accordingly.

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