USPS V4'2 Updates Initial Release

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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
• OECNPAYBIRTTHHIRE.FRM
• Merged from logical definition
• OECNFRM_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