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USPS V4.2 UpdatesInitial Release

March 2005

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Major Enhancements

• Deductions by job

• Conceal employee abilities

• Deferred posting of attendance transactions

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Deductions by Job

• Software is updated to allow a district to assign deductions to an employee at the job level

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Deductions by Job

• USPSDAT/DEDNAM– Deduction master must be flagged to indicate a

job level deduction is effective for the deduction code

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Deductions by Job

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Deductions by Job

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Deductions by Job

• USPSCN/DEDSCN modified to allow more than one deduction code per employee for certain types of withholdings– City– Retirement– Medicare– FICA

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Deductions By Job

• DEDSCN allows job numbers to be assigned to specific deductions– Limits the withholding to only wages paid on

the job assigned to the deduction code

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Deductions by Job

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Deductions by Job

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Deductions by Job

• CALCPAY– Will calculate withholdings on gross pay for

job with assigned deductions• Deductions with no job assignment will withhold

based on total gross paid to employee for job not assigned to a job number

– PAYRPT will include multiple deductions per employee as they apply

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Deductions by Job

• Other affected programs– RETIRE

• Amounts will be combined for one line per employee

– W2PROC• City, medicare and FICA amounts will be combined

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Deductions by Job

– CHKPRT/CHKSTA• City, medicare,FICA and retirement will be

combined to one deduction entry per employee

• May cause questions from employees if they try to manually calculate withholdings based on gross amounts on the pay stubs

– USPSCN/BRWSCN• Deductions will list separate

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Deductions by Job

– TAXTAB• Will calculate estimated tax based on job number

assignments

– BRDDIS• Prorated calculations for retirement and medicare

can be based on the job level as needed

• May still be done at the employee level

– USPSCN/MUNSCN• Allows job level entry

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Deductions by Job

• General reports affected– USPRPT/DEDLST– AUDRPT– QRTRPT– PAYDED– WAGOBL/WAGACT– USPRPT/EMPMST/ERNSUM

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Deductions by JobExample

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Conceal Employee

• Gives the user the ability to by-pass former employee records, making them appear to be deleted from the data files– Employee maintenance screens– Reports

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Conceal Employee

• USPSCN/BIOSCN/DEMSCN– Flag determines if the records for this employee

should be concealed• “Y” = Conceal employee

• “N” or spaces = Not concealed

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Conceal Employee

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Conceal Employee

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Conceal Employee

• USPSCN – Mask field allows user to by-pass the conceal

employee flag in all modules when using ‘next’ and ‘find’

• When “N” = Display all employees

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Conceal Employee

• When “Y” = Skips the employees with ‘Y’ in BIOSCN ‘conceal employee’ flag

– This record would not be displayed when mask field = “Y”

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Conceal Employee

• Various reports will allow option of including/excluding concealed employees– Default will be to include them on initial run of

program– Default will be last response in subsequent runs– Not all reports offer this option

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Conceal Employee

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Conceal Employee

• MASCHG /MASCONC option to allow mass update of conceal flag– Projection or actual run– All updates written to file for AUDRPT– If all jobs are set to a status of terminated ‘9’ or

deceased ‘8’• Sets conceal flag in BIOSCN to “Y”

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Conceal Employee

– Selection by last date paid• Sets conceal flag if employee was last paid before or

equal to the date entered

• Can optionally set all jobs to terminated if conceal flag is set

• Can optionally set a termination date if conceal flag is set

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Conceal Employee

– Other options if conceal flag gets set in run of program

• Set stop date on all deductions

• Set stop date on all pay accounts

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Conceal Employee

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Deferred Postings

• Provides option of deferring leave balance updates as ATDSCN record is entered– The leave balance update will be delayed until

the payroll the transaction date covers

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Deferred Postings

• USPSDAT/USPCON– Flag to indicate if district is utilizing deferred

posting of leave• Defaults to “N” or spaces, which is equivalent to the

V4.1 behavior

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Deferred Postings

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Deferred Postings

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Deferred Postings

• USPSCN/ATDSCN– Defers balance adjustment if USPCON flag is

set to ‘Y’– Adjusts balance automatically if USPCON flag

is not set to ‘Y’• Default in USPCON is to not defer the balance

updates as would occur with USPS V4.1

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Deferred Postings

• USPSCN/ATDSCN– ATDSCN will take into consideration any

pending leave adjustments when determination of potential negative balance is made

– Warning is issued– User decides action

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Deferred Postings

• Status in ATDSCN– P = Posted with balance adjusted

• This status occurs regardless of whether deferred posting is enabled or not

– Set to “P” when CHKUPD runs if deferred is enabled

– Set to “P” when ATDSCN record is added if deferred is not enabled

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Deferred Postings

• Status only when using the deferred postings– D = Deferred to a later date– I = Included in a payroll

• Set by INICAL or UPDCAL_CUR

– Shares space with ‘Posted to USAS’ flag

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Deferred Postings

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Deferred Postings

• Once flag in USPCON is set and ATDSCN transactions have a “D” status, the USPCON flag should not be changed until ATDSCN records with “D” status are deleted or flagged as “P”– Can confuse the internal working system of

deferring the days if not handled in this manner

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Deferred Postings

• USPSCN/BENSCN– Added additional fields for pending leave

• These will be days entered in ATDSCN but deferred to a later date for balance adjustments

• Read-only

• Always blank if deferred posting is not implemented

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Deferred Postings

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Deferred Postings

• INICAL will make determination of inclusion when adding jobs to payroll– If the transaction date of absence is inclusive of

or prior to the period begin and end dates for any job the employee is being paid for, the absence is included in the current payroll during the add and the balance is updated

• Checks for negative balances and issues warnings• Includes records in payroll despite warnings

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Deferred Postings

• INICAL– Sets the ATDSCN entry previously deferred to

a status of “I”– Reduces the leave balance by the count of

deferred days included in the payroll– Reduced the deferred days by the same count

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Deferred Postings

• USPSCN/UPDCAL_CUR– If user desires to change the negative balance as

indicated in the warning messages, all jobs for the employee must be deleted from the payroll using UPDCAL_CUR then changes made in ATDSCN, last all the jobs re-added into the payroll using UPDCAL_CUR

• Payroll will process with the negative balance

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Deferred Postings

• USPSCN/UPDCAL_CUR will make determination of inclusion when deleting and adding jobs to payroll– If the transaction date of absence is inclusive of or prior

to the period begin and end dates for any job the employee is being paid, the absence is included in the current payroll during the add and the balance is updated

• Checks for negative balances and issues warnings

• Includes records in payroll despite warnings

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Deferred Postings

• USPSCN/UPDCAL_CUR– When deleting jobs from the payroll, any

absences associated with that employee are set back to deferred in ATDSCN and the value is re-added to the balance and the deferred values reset

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Deferred Postings

• USPIMPORT– Defers posting of absences based on USPCON

flag• When deferred, INICAL adjusts balances

– Does not defer when posting into UPDCAL_CUR or when the USPCON flag is not set to ‘Y’

• Balance is adjusted immediately

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Optional EMIS ID

• Generally used for contracted employees who must be reported to EMIS but are not paid by the district

• USPSCN/BIOSCN/DEMSCN– Optional ID for EMIS reporting when the SSN of

employee is not known– Can be state assigned ID– SSN entry still required, but if SSN is not known

• Recommend use of sequence not valid to SSA– For example, something starting with a ‘9’

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Optional EMIS ID

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Optional EMIS ID

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Optional EMIS ID

• USPEMS/PERDET– Included on report if entered in USPSCN

• If blank, true SSN is used

• USPEMS/USPEMX– Includes optional EMIS ID rather than SSN on

submission file when the optional EMIS ID is in USPSCN field

• EMIS software processes either SSN or optional ID

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BIRTHHIRE

• Report to assist with GAAP information– Includes name, birth date and hire date– Allows sort by name, birth date and hire date– Formatted for 80 columns

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CHGDED

• Updated to include changes to dependent care deduction types

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CHKUPD

• Added error report– Includes errors from the USAS account

checking that prevents CHKUPD from processing

• Allows user to determine error before having to rerun CALCPAY

– Still requires user to correct and rerun CALCPAY and CHKPRT

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CHKUPD

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CHKUPD

• Includes pay date– The payroll day date is included in the details

written to the USAS posting file• Easier to identify the posting file and the warrant

check header

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CHKSTA

• Includes pay date when using UNVOID– The payroll day date is included in the details

written to the USAS posting file• Easier to identify the posting file and the warrant

check header

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CHKUPD

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CRTSCN

• Updates made to include calculation for 5 year certificates

• Updates made to include calculation for 2 year certificates

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OSDIRPT

• Updated to include changes for district OSDI tax reporting– Removed districts– Added new taxes passed– See release notes for listing

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QRTRPT

• Added new prompt for clearing of EMIS FTE– User can select which EMIS fields to clear in

QRTRPT

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QRTRPT

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QRTRPT

• Updated output report and display for 2005 941 format– Lines were renumbered

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QRTRPT

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RETIRE

• SERSREG/STRSMONTH– New option to include all employees with

FYTD amounts– Report entries with only FYTD amounts are

flagged with a ‘#’

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RETIRE

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SERS/SERSCS

• Updated report to remove Cleveland lockbox address– SERS is closing Cleveland lockbox later this

year• Replacing with Columbus address

• Cleveland box will remain open for now

• Districts should send to address on materials they receive from SERS

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TAXTAB

• Modified prompting to be consistent with DEDSCN and JOBSCN– Marital status

• Accepts previous values and ‘1’,’2’

– Pay plan• Accepts previous values and ‘B’,’S’,’M’

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USPRPT

• CERLST/CERSUB/CERTYP/EMPCER– Includes 5 year certificates– Includes 2 year certificates

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USPRPT

• PAYACC– Added selections

• Pay account stop date

• Pay account status

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USPRPT

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WAGOBL/BENOBL

• Removed the DTIF file type as valid for spreadsheet files

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STRS Districts Added

• Added new districts to STRS validation file– See release notes for complete listing

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Tax Tables

• Updated federal withholding tables for 2005 wages paid

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USPS V4.2

March 2005

Problems Corrected

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ABSRPT

• ABS101– Benefit leave balance not printing for the last

person

• ABS101– Benefit leave balance not printing if only one

employee met selection criteria

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CHGDED

• Default sort option not working correctly

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ERNREG

• Corrected problems with printing of totals that caused only 1 line to print

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PAYROLLCD

• Problem was causing W2 created .DAT files to be overwritten

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QRTRPT

• Corrected problem that caused program to abort when an alphabetic building/department was encountered

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RETIRE

• SERSREG– Corrected wording in displayed error message

• STRSMONTH– Corrected a problem that caused the last

employee to be omitted occasionally

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SERS/SERSAP

• Corrected help on ‘Employer pickup’– Help for the employer pickup field was

previously defined as employee pickup

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TAXTAB

• Corrected ‘Get Job Data’ option– When option was used multiple times in the

same run of the program, the tax amounts were being calculated incorrectly

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USPAUDIT

• Modified to include additional withholding types– Dependent care is added to annuity total– Child support is added to regular total

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USPEMS

• USPEMX– Corrected record indicator to reflect new

reporting period

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USPLOAD

• BENSCN option– Accumulator field not being loaded– Maximum personal leave was not being loaded

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USPRPT

• DEDLST– Maximum to withhold and maximum flag were

not printing for all deductions these fields applied to

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USPSCN/JOBSCN

• Mask field added for job number

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USPSCN

• DEDSCN– Changed default of new employee flag on

retirement flag– Corrected auditing of direct deposit records

• When type was changed, audit was being reported as changes to the same record rather than changes to all direct deposits for the employee

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USPSCN

• JOBSCN– Change in job number triggers change in job

number on pay account (PAYSCN); the job number change to the PAYSCN was not being audited

– Corrected problem that caused program to abort when changing job numbers

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USPSCN

• PAYSCN– Corrected file already open aborting error

caused by earlier change

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USPSDAT

• PGRPED– Was allowing a blank pay group code to be

added

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W2PROC

• Incorrect taxable gross amount was listed for employee with ’City/none’ situation– Was listing total gross rather than gross minus section

125 amounts

• City information was not included on W2 forms when employee had OSDI with taxable and city record with rate set to ‘0’ percentage

• One digit was being truncated on pin fed forms

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USPS V4.2

March 2005

Technical Updates

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USPS V4.2

• Optional installation– V4.1 supported through May 2005 release– Only bug fixes will be completed in V4.1– All enhancements will be made in V4.2

• USPS V4.1 and V4.2 can run simultaneously

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USPSV42

• Conversion program must be ran against all live files– Not required on archive or history files– Converts

• TABL.IDX• USPSDAT.REL• ABDSET.IDX• ACCHIS.IDX• USPJOBHIS.IDX

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USPSV42

• USPPYHIS.IDX

• USPBEN.IDX

• USPCURPA.IDX/USPFUTPA.IDX

• USPCURPY.IDX/USPFUTPY.IDX

– Resets STRS advance flag and clears amounts for any districts still in advance mode

– Any payroll in-progress resets CURPAY.INI• Returns user to CALCPAY

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USPSV42

• Set processing version flag in USPSDAT/USPCON

• Includes a .COM procedure for batch submissions

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Changes to TABL/USPSDAT

• Removed STRS advance fields from TABL

• Added STRS advance fields to USPSDAT– New record type on USPSDAT– Increased size of STRS advance amount field

for use by large city schools

• Added field for deferred postings of attendance

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Changes to ABSDET

• Modified to set the value in the deferred posting field to an “*” indicating these are not applicable to V4.2 entries

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Changes to ACCHIS

• Added fields required to correct problem with BRDDIS where amounts during the advance could not be calculated correctly– Implementation May 2005

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Changes to USPJOBHIS

• Added leave balance fields– Sick leave balance at time contract is purged– Vacation leave balance at time contract is

purged– Personal leave balance at time contract is

purged• No implementation date

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Changes to USPPYHIS

• Added new flag to track if payments are subject to OBES reporting– No implementation date

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Changes to USPBEN

• New fields to track pending adjustments for deferred postings– Sick leave adjustments pending– Vacation leave adjustments pending– Personal leave adjustments pending

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Changes to USPCURPA/USPFUTPA

• Added fields required to correct problem with BRDDIS where amounts during the advance could not be calculated correctly– Implementation May 2005

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Changes to USPCURPY/USPFUTPY

• Added new flag to track if payments are subject to OBES reporting– No implementation date

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Changes to SAVADV

• Increased size of file due to addition of job number

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Special Note

• CALCPAY fatal error– Orphaned 590/591 retirement deductions

causing fatal errors, listed with job 00; deductions by job updates detects these

• User may delete unnecessary record

• User may enter stop date

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BIRTHHIRE

• New UDMS report – Uses a .DAT file created by UDMS extract

• BIRTHHIRE.DAT

– New form file• OECN$PAY:BIRTTHHIRE.FRM

– Merged from logical definition• OECN$FRM_BIRTHHIRE

– Added to MENU

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DEDUTL

• No longer will allow city records to be changed to OSDI or other state– City records can only be changed to other city

records

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QRTRPT

• New prompt added– New prompt added for conceal employees– Any internal command procedures may need

updates

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W2TAPE

• Updates for tax year 2004 reporting– Health savings account and military pay fields

were added but not implemented in the software

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UDMS

• Views Updated– ACCOUNT_HIST

– ATTENDANCE

– BENEFIT_BAL

– CHECK_HISTORY

– CURRENT_PAY

– FUTURE_PAY

– JOB_HISTORY

– PAY_AMOUNTS

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System Manager Manual

• File layout definitions changed to reflect new fields introduced with V4.2