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USPS V4'2 Updates Initial Release

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Default in USPCON is to not defer the balance updates as would occur with USPS V4.1 ... Includes a .COM procedure for batch submissions. 107. Changes to TABL/USPSDAT ... – PowerPoint PPT presentation

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Title: USPS V4'2 Updates Initial Release


1
USPS V4.2 UpdatesInitial Release
  • March 2005

2
Major Enhancements
  • Deductions by job
  • Conceal employee abilities
  • Deferred posting of attendance transactions

3
Deductions by Job
  • Software is updated to allow a district to assign
    deductions to an employee at the job level

4
Deductions by Job
  • USPSDAT/DEDNAM
  • Deduction master must be flagged to indicate a
    job level deduction is effective for the
    deduction code

5
Deductions by Job
6
Deductions by Job
7
Deductions by Job
  • USPSCN/DEDSCN modified to allow more than one
    deduction code per employee for certain types of
    withholdings
  • City
  • Retirement
  • Medicare
  • FICA

8
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

9
Deductions by Job
10
Deductions by Job
11
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

12
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

13
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

14
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

15
Deductions by Job
  • General reports affected
  • USPRPT/DEDLST
  • AUDRPT
  • QRTRPT
  • PAYDED
  • WAGOBL/WAGACT
  • USPRPT/EMPMST/ERNSUM

16
Deductions by JobExample
17
Deductions by JobExample
18
Deductions by JobExample
19
Deductions by JobExample
20
Deductions by JobExample
21
Deductions by JobExample
22
Deductions by JobExample
23
Deductions by JobExample
24
Deductions by JobExample
25
Deductions by JobExample
26
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

27
Conceal Employee
  • USPSCN/BIOSCN/DEMSCN
  • Flag determines if the records for this employee
    should be concealed
  • Y Conceal employee
  • N or spaces Not concealed

28
Conceal Employee
29
Conceal Employee
30
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

31
Conceal Employee
  • When Y Skips the employees with Y in BIOSCN
    conceal employee flag
  • This record would not be displayed when mask
    field Y

32
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

33
Conceal Employee
34
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

35
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

36
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

37
Conceal Employee
38
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

39
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

40
Deferred Postings
41
Deferred Postings
42
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

43
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

44
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

45
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

46
Deferred Postings
47
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

48
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

49
Deferred Postings
50
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

51
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

52
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

53
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

54
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

55
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

56
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

57
Optional EMIS ID
58
Optional EMIS ID
59
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

60
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

61
CHGDED
  • Updated to include changes to dependent care
    deduction types

62
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

63
CHKUPD
64
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

65
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

66
CHKUPD
67
CRTSCN
  • Updates made to include calculation for 5 year
    certificates
  • Updates made to include calculation for 2 year
    certificates

68
OSDIRPT
  • Updated to include changes for district OSDI tax
    reporting
  • Removed districts
  • Added new taxes passed
  • See release notes for listing

69
QRTRPT
  • Added new prompt for clearing of EMIS FTE
  • User can select which EMIS fields to clear in
    QRTRPT

70
QRTRPT
71
QRTRPT
  • Updated output report and display for 2005 941
    format
  • Lines were renumbered

72
QRTRPT
73
RETIRE
  • SERSREG/STRSMONTH
  • New option to include all employees with FYTD
    amounts
  • Report entries with only FYTD amounts are flagged
    with a

74
RETIRE
75
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

76
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

77
USPRPT
  • CERLST/CERSUB/CERTYP/EMPCER
  • Includes 5 year certificates
  • Includes 2 year certificates

78
USPRPT
  • PAYACC
  • Added selections
  • Pay account stop date
  • Pay account status

79
USPRPT
80
WAGOBL/BENOBL
  • Removed the DTIF file type as valid for
    spreadsheet files

81
STRS Districts Added
  • Added new districts to STRS validation file
  • See release notes for complete listing

82
Tax Tables
  • Updated federal withholding tables for 2005 wages
    paid

83
USPS V4.2
  • March 2005
  • Problems Corrected

84
ABSRPT
  • ABS101
  • Benefit leave balance not printing for the last
    person
  • ABS101
  • Benefit leave balance not printing if only one
    employee met selection criteria

85
CHGDED
  • Default sort option not working correctly

86
ERNREG
  • Corrected problems with printing of totals that
    caused only 1 line to print

87
PAYROLLCD
  • Problem was causing W2 created .DAT files to be
    overwritten

88
QRTRPT
  • Corrected problem that caused program to abort
    when an alphabetic building/department was
    encountered

89
RETIRE
  • SERSREG
  • Corrected wording in displayed error message
  • STRSMONTH
  • Corrected a problem that caused the last employee
    to be omitted occasionally

90
SERS/SERSAP
  • Corrected help on Employer pickup
  • Help for the employer pickup field was previously
    defined as employee pickup

91
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

92
USPAUDIT
  • Modified to include additional withholding types
  • Dependent care is added to annuity total
  • Child support is added to regular total

93
USPEMS
  • USPEMX
  • Corrected record indicator to reflect new
    reporting period

94
USPLOAD
  • BENSCN option
  • Accumulator field not being loaded
  • Maximum personal leave was not being loaded

95
USPRPT
  • DEDLST
  • Maximum to withhold and maximum flag were not
    printing for all deductions these fields applied
    to

96
USPSCN/JOBSCN
  • Mask field added for job number

97
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

98
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

99
USPSCN
  • PAYSCN
  • Corrected file already open aborting error caused
    by earlier change

100
USPSDAT
  • PGRPED
  • Was allowing a blank pay group code to be added

101
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

102
USPS V4.2
  • March 2005
  • Technical Updates

103
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

104
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

105
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

106
USPSV42
  • Set processing version flag in USPSDAT/USPCON
  • Includes a .COM procedure for batch submissions

107
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

108
Changes to ABSDET
  • Modified to set the value in the deferred posting
    field to an indicating these are not
    applicable to V4.2 entries

109
Changes to ACCHIS
  • Added fields required to correct problem with
    BRDDIS where amounts during the advance could not
    be calculated correctly
  • Implementation May 2005

110
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

111
Changes to USPPYHIS
  • Added new flag to track if payments are subject
    to OBES reporting
  • No implementation date

112
Changes to USPBEN
  • New fields to track pending adjustments for
    deferred postings
  • Sick leave adjustments pending
  • Vacation leave adjustments pending
  • Personal leave adjustments pending

113
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

114
Changes to USPCURPY/USPFUTPY
  • Added new flag to track if payments are subject
    to OBES reporting
  • No implementation date

115
Changes to SAVADV
  • Increased size of file due to addition of job
    number

116
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

117
BIRTHHIRE
  • New UDMS report
  • Uses a .DAT file created by UDMS extract
  • BIRTHHIRE.DAT
  • New form file
  • OECNPAYBIRTTHHIRE.FRM
  • Merged from logical definition
  • OECNFRM_BIRTHHIRE
  • Added to MENU

118
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

119
QRTRPT
  • New prompt added
  • New prompt added for conceal employees
  • Any internal command procedures may need updates

120
W2TAPE
  • Updates for tax year 2004 reporting
  • Health savings account and military pay fields
    were added but not implemented in the software

121
UDMS
  • Views Updated
  • ACCOUNT_HIST
  • ATTENDANCE
  • BENEFIT_BAL
  • CHECK_HISTORY
  • CURRENT_PAY
  • FUTURE_PAY
  • JOB_HISTORY
  • PAY_AMOUNTS

122
System Manager Manual
  • File layout definitions changed to reflect new
    fields introduced with V4.2
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