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USPS Updates

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Converts existing annuity and regular deductions to the new type of DPCARE ... No record matching message when using the Find' 67. USPSCN Updates. ATDSCN. 68. USPSDAT ... – PowerPoint PPT presentation

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Title: USPS Updates


1
USPS Updates
  • OEDSA Spring 2004

2
New Deduction Type
  • Deduction type for Dependent Care added
  • USPSDAT/DEDNAM
  • Type DPCARE
  • Section 125 Annuity
  • USPSCN/DEDSCN
  • Includes employee amount
  • Includes board amount

3
USPSDAT/DEDNAM
4
USPSCN/DEDSCN
5
New Deduction Type Conversion
  • DEPCARE
  • Deduction code stays the same
  • Converts existing annuity and regular deductions
    to the new type of DPCARE
  • If executed before year-end
  • No need to move dependent care benefit amounts to
    federal record for W2 reporting
  • If not executed before year-end
  • Dependent care benefit amounts must be moved
    manually to federal record as in the past

6
New Deduction Type Conversion
  • If district has both regular and annuity types
    for existing dependent care withholdings
  • Convert both records leaving 2 new records
  • Convert one and manually update for second to
    combine the two into one deduction record

7
New Deduction Type Conversion
  • Records defined as regular with employee shares
    will not be converted
  • Error messages will appear on the report
  • Dependent care employee paid benefits are assumed
    section 125 annuity
  • All changes written to audits file for reporting
    on AUDRPT

8
New Deduction Type Conversion
  • Restriction on running DEPCARE
  • If executed between CHKPRT and CHKUPD
  • User will have to re-run CALCPAY
  • Messages are issued before program executes
    between CHKPRT and CHKUPD
  • Recommended districts wait until after payroll is
    completed

9
DEPCARE
10
Programs Affected by New Deduction Type
  • BRDDIS,CALCPAY,CHKPRT
  • CHKUPD,MASCHG/MASADD,PAYDED
  • USPSCN/BRWSCN,W2PROC,W2UPDT
  • QRTRPT,USPRPT/DEDLST/EMPMST
  • USPLOAD/DEDLOAD
  • USPSLM/DEDLM,YTDRPT

11
IRS Related Updates
  • Withholding tables updated
  • IRS Publication 15-T
  • Remain in effect until December 2004
  • EIC payment tables updated
  • IRS Notice 1036
  • Social Security base increased
  • IRS Notice 1036

12
City Taxation Changes
  • Cities required to honor section 125 annuities
  • House Bill 95
  • Ohio Revised Code 718.03
  • Withhold city taxes on the same wages medicare is
    withheld on

13
City Taxation Changes
  • Section 125 as non-wages
  • Annuitized Section 125 amounts
  • Example might be health care, dental, etc.

14
City Taxation Changes
  • Other annuities
  • Cities can still honor other annuities if desired
  • City charter will indicate such
  • Section 125 as wages
  • Non annuitized Section 125 amounts
  • Adoption assistance plans are classified as this
    type

15
City Taxation Changes
  • USPSDAT/DEDNAM updated to include flags for
    annuities
  • Honor Annuities
  • Values are Y and N
  • A space is treated as a N
  • Exempt annuities flag removed from DEDNAM
  • Was a blanket flag for all annuity types

16
City Taxation Changes
17
City Taxation Changes
  • Other programs affected
  • CALCPAY
  • Must calculate taxable gross based on how city
    honors annuity
  • USPSDAT/DNAMRPT
  • New flags on report

18
City Taxation Changes
  • USPSCN/MUNSCN
  • Must calculate taxable gross based on how city
    honors annuity
  • Includes total and taxable gross amounts on the
    screen
  • Total gross is modifiable
  • Taxable gross in non-modifiable

19
City Taxation Changes
20
Vacation Accumulation Field
  • Vacation accumulation field was increased to 4
    places to the left of the decimal point
  • Allows for hourly leave
  • Values range from 9999.999 to 9999.999

21
Vacation Accumulation Field
  • USPSCN/BENSCN

22
Vacation Accumulation Field
  • Other programs affected
  • USPSLM/EMPLM
  • MASCHG/CHGACC
  • USPRPT/EMPMST

23
ABSRPT
  • ABS103
  • Additional selection criteria added
  • Allows option to select records with only a
    certain number of days or hours
  • Records with count equal to or less than what is
    entered are selected

24
ABSRPT
25
ABSRPT
  • ABS104
  • Selection to exclude ineligible jobs
  • Y Those jobs not eligible are excluded
  • N Those jobs not eligible are included
  • Includes selection by all absence categories
  • Not just sick, personal and vacation leave

26
ABSRPT
27
AUDRPT
  • Modified to screen format interface
  • No longer a scrolling program
  • Saves last used responses
  • Allows recall of saved responses

28
AUDRPT
29
AUDRPT
30
CALCPAY
  • Page break option added
  • Pay group
  • Building/Department code
  • First job selected on above
  • Check distribution
  • Must be primary sort to page break

31
CALCPAY
32
CHGDED Options Added
  • Option R
  • Set start dates on all records for deduction
  • Value is set regardless of current value
  • No prompting for old start date
  • Option P
  • Set stop date on all records for deduction
  • Value is set regardless of current value
  • No prompting for old stop date

33
CHGDED Options Added
34
PGRPLEV
  • Modified version of CHKLEV for new sort
  • Sorts by pay group
  • First job selected
  • Subtotals by pay group

35
CHKSTA Rewrite
  • New menu driven interface

36
CHKSTA Rewrite
  • CHKSTA Enhancements
  • Does not update over closing periods
  • Will not update YTD totals for checks written in
    previous year
  • Will not update over QTD
  • Will not update over FYTD
  • Actual/Projection options available
  • Sort and Subtotal options
  • Check number, Employee/Vendor name, ID/Deduction
    code/Vendor number, pay date and check type

37
CHKSTA Rewrite
  • CHKSTA Enhancements
  • Options must match check type
  • Improved validations
  • Allows void of refund of deduction checks
  • Handling of STRS per pay reporting flag
  • Corrected various problems when voiding
  • Unvoid of deduction checks

38
CHKSTA RewriteReconcile/Reverse Reconcile
  • Remains an interactive interface
  • Must use function key to enter Reconcile or
    Reverse Reconcile mode
  • Running totals provided
  • No output report

39
CHKSTA RewriteReconcile/Reverse Reconcile
40
CHKSTA RewriteVoid and Reissue
  • Option descriptions more informative

41
CHKSTA RewriteVoid and Reissue
42
CHKSTA RewriteVoid
  • Allows for Refund of Deduction checks
  • Detailed report listing what was or was not
    updated
  • Batch posting file generated during Actual
    processing
  • AUTOPOST required

43
CHKSTA RewriteVoid
44
CHKSTA RewriteVoid
45
CHKSTA RewriteUnvoid
  • Detailed report listing what was or was not
    updated
  • Batch file created during Actual processing
  • CHECKS and DIRDEP option
  • Defaults provided for USAS Vendor and Check
    numbers
  • AUTOPOST required

46
CHKSTA RewriteUnvoid Payroll and Refund
47
CHKSTA RewriteUnvoid Deduction
48
LABELS Updates
  • Selection by building code added
  • Value from first job
  • Selection by appointment type added
  • Value from first job
  • Sort by appointment type
  • Value from first job
  • Sort by position code
  • Value from first job

49
MASCHG
  • Modified report
  • CHGEMPID
  • CHGSSN
  • Now prints No Errors Occurred

50
NEWCNT
  • Reset of new hire date optional
  • New prompt in PURGE option
  • Some districts may still need to reset date with
    the new contract if W4 is required each contract
    year
  • Date entered is ignored if reset is N
  • BIOSCN field reset from NEWCNT/MAINT value if
    reset Y
  • Individual purge in NEWCNT/MAINT maintenance does
    not reset the date

51
NEWCNT
52
PAYDED
  • Allows optional printing of Void after 90 days
    on deduction checks
  • Modified to check an In progress status
  • Checks for previous incomplete run of PAYDED
  • If incomplete run, PAYDED prevents user from
    running program again
  • Error message is displayed
  • DA-Site intervention is required

53
PAYDED
54
PAYREC
  • Allows CSV or TAB format
  • Free format
  • Fixed field format
  • Allows new date format
  • CHECK_DATE
  • Formats for YYYYMMDD
  • DA-Site assistance may be required

55
PAYROLLCD Procedure
  • Additional reports added
  • WAGOBL/WAGEMP
  • WAGOBL/WAGACT.PDF
  • WAGOBL/WAGACT.CSV
  • BENOBL/BENEMP
  • BENOBL/BENACT.PDF
  • BENOBL/BENACT.CSV

56
PAYROLLCD Procedure
  • ERNREG
  • ABSRPT/ABS101
  • Fiscal year-end
  • Month-end
  • Quarter-end
  • Calendar year-end
  • NEWHIRE
  • DEDRPT for non-zero deductions
  • DEDSUM for non-zero deductions

57
SALNOTICE
  • Salary schedule fields added
  • Salary Schedule ID
  • Salary schedule column
  • Salary schedule step

58
UDMS Updates
  • New experience fields added to BIOGRAPHICAL view
  • New experience fields added to DEMOGRAPHICAL view
  • DEDNAM view updated for new annuity flags

59
UPDCAL_CUR Audits
  • UPDCAL_CUR changes will be tracked and recorded
  • Not the same as changes in USPSCN modules
  • Only screen 1 updates
  • Adding of records
  • Deleting of records
  • Modifications of records

60
UPDCAL_CUR Audits
  • Changes recorded in special file for each payroll
  • Pay date as part of file name
  • USPRPT/UPDRPT
  • New optional report can be ran to review updates
  • File name must be selected
  • Defaults to the most recent payroll processed

61
UPDCAL_CUR audits
  • UPDRPT
  • Audit file name defaults
  • Help lists all available

62
USPLOAD
  • Loads data into USPS file structures from outside
    sources
  • Add/Update option
  • No fixed format required
  • CSV format
  • TAB delimited format

63
USPRPT
  • BENRPT
  • Additional pay group selections added

64
USPRPT
  • CHKSTS
  • Employee name now formatted as last name, first
    name
  • PAYSUM
  • Contract total added
  • Includes amounts from REG, ACC, DCK and BCK pay
    types

65
USPRPT
  • DEDLST
  • Board amounts were added to the report totaling
    of fixed deductions only
  • Deduction description added to heading
  • Sort by deduction
  • Page break by deduction

66
USPSCN Updates
  • ATDSCN
  • Absence category to Mask option
  • Category must coincide with type
  • AT,SI is not valid
  • No records meeting criteria
  • Records by-passed with no matching criteria when
    using the Next and Top, no message displayed
  • No record matching message when using the Find

67
USPSCN Updates
  • ATDSCN

68
USPSDAT
  • DEDNAM
  • Screen formats changed on all deduction types

69
USPSDAT
  • DNAMRPT
  • Print board amounts flag value added to output
    report
  • Removed advance vendor field from 691 records

70
USPSDAT
71
W2PROC
  • Dependent care
  • If federal field is greater than zero
  • W2PROC will include that amount
  • If federal field is zero and dependent care
    deduction type found
  • W2PROC will include dependent care deduction type
    amount

72
W2PROC
  • If federal field is greater than zero and a
    dependent care deduction is found
  • W2PROC will add the two figures together and
    reports the total
  • Modified to accept a new range of federal ID
    numbers

73
W2C
  • Updated program for new forms
  • Screen interface changed
  • Now prompts for all values
  • Creates print file as employee is processed
  • Does not update the tape submission file

74
W2C
75
W2UPDT
  • Will prompt for dependent care benefits for both
    federal field and annuity type is available
  • Districts should use caution to update the
    correct one for their processing
  • All changes are audited for reporting on AUDRPT

76
YTDRPT
  • Modified to allow customization
  • Districts can now have a different format report
    for YTDRPT
  • Default form is prior report format
  • DA-Site must set up customization

77
YTDRPT
  • Added a board grand total
  • Total Amt Paid By Board now included
  • Board contributions
  • Board pickup amounts
  • All gross wages

78
YTDRPT
79
USPS Updates
  • Problems Corrected

80
ABSRPT
  • ABS101
  • Corrected problem with sort order
  • Leave balances were not printing on summary
    report
  • ABS103
  • Selection criteria not always working

81
ABSRPT
  • ABS103
  • Selection by pay group corrected
  • Multiple job employees with different pay groups
    were not selected properly
  • Corrected problem with employees being omitted

82
ABSRPT
  • ABS104
  • Corrected problem in sort by building/department
  • Selection by multiple criteria was not working
    properly

83
BRDDIS
  • Job number not printing correctly
  • Job number greater than 09 was printing as
  • Length of file name changed
  • Name shortened to match length acceptable in
    AUTOPOST

84
CALCPAY
  • Corrected problem which prevented annuity and
    regular deductions from being withheld
  • Affected districts using Multiple Simultaneous
    Pays
  • Error message was being truncated
  • City taxation of non-cash earnings
  • If city tax was based on percentage of gross,
    CALCPAY was not calculating taxable gross properly

85
CHGDED
  • Record count
  • Record count of changes were not displaying
    properly
  • Field was being truncated
  • Sort option
  • Not properly handling default on sort
  • Was defaulting to SSN and not ID

86
CHGDED
  • Deductions were not being updated correctly when
    running program for a board amount update and
    then processing an employee amount update without
    exiting program

87
CHKSTA
  • Accumulators not always updated for void/unvoid
  • Adoption assistance
  • SERS and STRS buyback
  • Medical savings accounts

88
CRTSCN
  • Find by name was not working correctly

89
ERNREG
  • Printing of 694/695 amounts
  • 694/695 amounts do not print in detail
  • 694/695 amount print in the grand totals
  • Needed for balancing

90
HANDCK
  • Zip code was carrying over from a deduction check
    to a group deduction check when using both in the
    same program run

91
LEVPRO
  • Blank reports were being generated
  • When sort/subtotal/pagebreak by SSN
  • Now breaks by employee ID
  • SSN was not valid
  • Selection corrected
  • Not checking contract stop date

92
MASCHG
  • CHGSSN
  • When entering new SSN
  • Incorrectly trimming leading zeroes
  • Was being replaced with spaces

93
MASCHG
  • CHGACC
  • Allowed an invalid value to be entered in
    accumulation field for personal leave
  • CHGRES
  • Allowed an invalid value to be entered in the
    reset field for personal leave

94
NEWCNT/IMPORT
  • Handling of unit amount corrected
  • Noncontracted jobs attempted calculation of unit
    amount
  • Caused rate imported to be zeroed due to zero in
    the contract amount
  • Rate will be loaded from the import file and not
    calculated
  • Option now handles more than 20 columns of data

95
PAYDED
  • Not clearing accumulators
  • Board accumulators not cleared when no checks
    were processed
  • Message now indicates no checks generated
  • Message now indicates board amounts cleared
  • Page break corrected
  • Prevents a page break in the middle of advance
    total lines

96
PAYDED
  • Corrected Vendor Address Info
  • Was using purchase order address in all cases
  • Vendor address is used first, then purchase order
    address
  • Partial address in VENSCN
  • Was using one line from DEDNAM address
  • Was using one line from VENSCN address
  • Now uses address from VENSCN or DENAM

97
PAYDED
  • Check number validation
  • Check and electronic numbers were not being
    validated correctly
  • Created possible duplicates
  • Error messages now issued for duplicates
  • Contained in DEDERR.TXT
  • No checks generated
  • No accumulators cleared

98
PAYDED
  • Child Support gross not cleared
  • No check generated
  • If only STRS advance amounts and no new earnings
    contributions

99
REFSCN/CALCPAY
  • Corrected problem that caused error when
    processing a special refund only pay for an
    employee with the direct deposit flag set to Y
    in BIOSCN

100
RETIRE
  • Days for rehired retirees included the date of
    rehired as both a rehired service day and a
    regular service day
  • Problem with too many service days being counted
  • Special payroll with matching period begin/end
    dates

101
RETIRE
  • STRSREG
  • Service days incorrect on per pay report
  • Employee had dock posted in ATDSCN

102
TAXTAB
  • Annuities now include maximum to withhold
  • Calculations now consider annuity with maximum to
    withhold as M and zero dollars in the maximum
    amount field as inactive and are excluded

103
USPIMPORT/ATTEND
  • Corrected problem when employee IDs were
    implemented
  • If the true SSN were in the import file and not
    the employee ID, a fatal error was being generated

104
USPLOAD/ATDSCN
  • The validation on the appointment type was not
    being handled properly

105
USPRPT
  • ACCRPT
  • Selection by pay date was not always selecting
    the correct records
  • Eliminated orphaned account history records from
    the report
  • Voided checks were not being properly excluded
    from report
  • BENRPT
  • Corrected page break printing problem causing the
    heading to print over the employee name

106
USPRPT
  • CHKSTS
  • Corrected selection of check types
  • DEDLST
  • Corrected problem with heading lines not always
    printing
  • Last record on file included twice on the report

107
USPRPT
  • EMPLST
  • Program was skipping records when selecting by
    job status
  • Pay group selection corrected
  • Based on first job that is eligible for selection
  • All jobs, first job is used
  • Active, first active job is used

108
USPRPT
  • EMPCER
  • Not validating IRNs properly
  • ERNSUM
  • Refund of deduction check caused total gross to
    be incorrect

109
USPSCN
  • ATDSCN
  • Date defaulting not filling in current month when
    left blank
  • BENSCN
  • Corrected validation on size of leave fields
  • BIOSCN
  • Telephone extension allows spaces

110
USPSCN
  • DEDSCN
  • Corrected 100 validation when stop dates were in
    place on direct deposit
  • If BIOSCN direct deposit flag is N, all
    validations on direct deposit deductions will be
    ignored

111
USPSCN
  • DEMSCN
  • When in lockmode modify two employees with the
    same last name were not being processed correctly

112
USPSCN
  • JOBSCN
  • Was using the true SSN as the employee ID in some
    cases when employee IDs are implemented and
    adding new job records
  • Corrected problem that caused duplication of data
    from previously viewed job to be included in
    newly added job

113
USPSCN
  • JOBSCN
  • Only allowed numeric building codes
  • Now allows alphabetic codes
  • Only allowed numeric department codes
  • Now allows alphabetic codes

114
USPSCN
  • JOBSCN/PAYSCN
  • Corrected refresh of screen after modify or add
    option

115
USPSCN
  • MUNSCN
  • Taxable gross was being calculated incorrectly
    it was being reduced each time MUNSCN was
    accessed
  • Not properly handling situation where gross would
    be less than total annuities

116
USPSCN
  • PAYSCN
  • Corrected problem with program losing identifier
    for last record found which prevented proper
    function of the top function key

117
USPSDAT
  • CALMNT
  • Corrected problem causing invalid add date
    error and prevention of calendar adds
  • Occurred when adding calendars for months with
    28, 29 and 30 days when the current date was the
    30th or 31st.

118
USPSDAT
  • DEDNAM
  • Problem with function keys not being initialized
    properly which caused the screen format to become
    irregular and prevented the user from exiting
    properly

119
USPSLM/EMPLM
  • Fields were not defined properly which caused
    values to be truncated in the output .DAT file

120
W2PROC
  • Federal tax box not blank on multiple forms for
    an employee
  • State EIN not defaulting properly if the district
    did not have the 8th digit

121
USPS Upcoming Enhancements
  • OEDSA Spring 2004

122
Upcoming Enhancements
  • CHKSTA
  • Will create a .DAT file for check printing when
    reissue options are used
  • USPSCN/DATSCN
  • New module to allow free format entry of any date
    a district wishes to track about an employee

123
Upcoming Enhancements
  • USPSCN/ATDSCN delayed posting
  • User will be able to post leave in ATDSCN in
    advance of the date used without affecting leave
    balances at time of posting
  • System will hold the records until the
    transaction date of the leave is inclusive of the
    payroll it covers and then the leave balance will
    be updated

124
Upcoming Enhancements
  • Deductions by job
  • District will have the ability to assign a
    specific job number to some deductions
  • City
  • Retirement
  • Medicare
  • Will help with mobile employees and split
    reporting of retirement

125
Upcoming Enhancements
  • ERNREG
  • Include option to print all board related amounts
  • BENACC
  • Option to convert unused personal leave to sick
    days
  • Option to pay employees money for unused personal
    days

126
Upcoming Enhancements
  • USPRPT/SURCHG
  • Generation of CSV output file
  • USPSDAT
  • New screen entry to validate ACH routing numbers
    used by your district
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