USPS Roundtable Fall 2017

Safari Queries

How to create a query – Logging in Open a blank excel worksheet Click on the Data Tab Select “Get External Data from other sources Select “From Microsoft Query Select the database you want to work out of USAS or USPS Click OK Enter your Reflections username & password

Selecting a Domain & the Columns to appear on your report Click on the domain you want to query. Click on the + or double click on the domain field to open up and view all the possible columns. To select all columns > Highlight the domain header and click on the > To select columns individually > highlight the column header and click the > You can arrange where the columns appear on your spreadsheet by moving them around with the up & down arrows on the right side of the box Once your columns are in the order you want, click “NEXT”

TIP: How to view Domains & Column Headings Alphabetically Click on the Options button Check the box beside “List Tables and Columns in alphabetical order” Click OK

Filtering your data If you don’t want to pull all data from the database, then you will want to filter your data based on parameters. To do this, you will want to select a column header to base the filtering on. I.e. you only want to pull individuals living in the zip code of: 44805 You should highlight the zip code column Select equals from the drop down menu enter the zip code 44805 Next

Sorting your Data You have the option of sorting your data by any of the headers you selected. 1) Click on the arrow to get a drop down menu 2) Click Next

Option: Saving your Query You can save your query so you can run it again and again. Click on “Save Query” button Enter a file name & click Save

Finishing your Query Click on the Finish button When the “Import Data” screen appears on your screen, make sure that cell A1 appears, then click OK Data is populated into your worksheet

How to Recall your Saved Query Open a blank excel worksheet Click on the Data Tab Select “Get External Data from other sources Select “From Microsoft Query” Click on the Queries Tab Select your saved query & click Open Login Update your query and run

How to Edit a Query Recall the query you want to edit Place your cursor in the first cell of the workbook Right click in the first cell Select Table from the drop down menu Select edit query Login Make your edits – You can add more columns from the original domain, change filter options or sort options You can resave the query with your changes

Update NEWCNT job’s records: Useful USPS Queries Balancing ODJFS: Update NEWCNT job’s records: Domain: DED_OHIO Columns: Employee_ID Full_Name Gross_QTD OBES_FLAG OBES_YTD_GROSS Stop_Date First use NEWCNT Build option to pull data into NEWCNT Domain: NEWCNT Pull all columns in Make updates on spreadsheet & save as CSV Run a pay40 backup Delete records in NEWCNT IMPORT CSV spreadsheet in through the newcontract import option from newcnt menu

Useful USPS Queries Cont. Update Supervisor ID’s for KIOSK Domain: Jobs Employee_ID Full_Name Job_no Supervisor_ID Update supervisor ID in spreadsheet Load with USPLOAD

How to find the required fields needed for an import: Go to SSDT website Documentation: http://ssdt.oecn.k12.oh.us/docu mentation/usps-uniform-staff- payroll-system Select USPS Reference Manual Select USPS Reference Section Click on the “USPLOAD PAYROLL FILES IMPORT PROGRAM” A list of file information will be listed on the left side of the screen Select the file information you need.

How to read the layout: Fields listed in each table that are bolded are required for adding new data or updating current data. The ADD or UPDATE option is specified by each bolded field and is located in the description column. Fields that are italicized only may be required, dependent upon another field's value. This is an example of the Job Position File Information

Examples: Email Addresses BIOSCN: DEDSCN: Email Addresses Change employees name & address to be upper/lower case names Check distribution field Long term illness for EMIS Enter stop dates on deductions Suspend a deduction for a certain amount of time Enter stop date & load Remove stop date & load Load deduction changes Employee Dues Insurance Changes City tax rate changes OSDI tax rate changes

Examples cont… You can use Safari to pull in pay accounts PAYSCN JOBSCN You can use Safari to pull in pay accounts Make the account inactive Put a stop date on old accounts Then you can use PAYDEL to delete all old pay accounts Update different fields such as: Check Stub Descriptions Building IRN Building/Department codes Paygroups Calendar Types Update EMIS Fields Change Sub rate

USPLOAD After you make changes to your spreadsheet, save as .CSV file, FTP your file (in ASCII mode) and use USPLOAD to import the changes/updates into USPS

How to FTP a file When you need to send a file from your desktop (personal computer) into Reflections or vise versa, follow these steps: Click on the paper on the menu Click on the Connection menu option > click connect Enter your Reflections/USPSWEB username & password

FTP Continued File Type Transfer Mode CSV ASCII Dat Ini Txt SEQ Com Each file type requires a specific transfer mode so that the system can read the data. *If you get an error on a file load, the first thing you should check is the transfer mode. Re-send the file by clicking the actual transfer mode. You can setup a smart file transfer mode so you don’t have to think about it, but on occasion you may have to set it to the actual mode. To actually transfer a file: click on the file (the file name will appear in the white box under: Local files or Server Files Then select the on the top menu bar. File Type Transfer Mode CSV ASCII Dat Ini Txt SEQ Com Binary Exe pdf

Calculating Retirement Pick-up & Pick-up on Pick-up

What is Pickup? It is a annuitized retirement where the retirement contribution is withheld from pay before taxes are figured. 590 – reserved for SERS deductions 591 – reserved for STRS deductions These deduction records could include the full employee retirement percentage - *most common* This can vary due to terms in the negotiated contracts The 500 series of deduction codes are used for withholdings that are tax-deferred or annuitized. Whatever amount is on an annuitized deduction record is withheld from the employee’s gross pay first, then taxes are figured on the remaining amounts.

What is Pick-up on pick-up? It is a retirement contribution where the board agrees to pay all or a portion of the employee’s share of annuitized retirement on behalf of the employee When setting up this deduction, you need to know if this pick-up benefit is considered a fringe benefit/extra compensation to the employee. If it is, then the retirement must be figured on the pick-up benefit & submitted to the retirement system (inflates salary) If it is not, then the additional retirement does not need submitted to the retirement system (salary not inflated)

How do I set up Pick-up on pick-up? The deduction codes used for this are 690 (SERS) & 691 (STRS) If the salary is to be inflated, then you must mark the “pick-up is considered a Fringe Benefit/Extra Comp” flag “Y” on the 400 or 450 deduction record The employee’s salary will only look inflated to the retirement system If the salary is not to be inflated then the flag should be marked “N”

Who pays the retirement on the inflated wages & how do I set it up? Employee – that portion is included on the 590 or 591 record as appropriate Board – That portion is included on the 690 or 691 record Both – That portion must be included on both the 590 & 690 records (SERS) or 591 & 691 (STRS) with the appropriate percentages

Full Annuitized/pick-up Retirement SERS 400 (Employer Share 14%) 590 (Employee Share 10%) Employee per pay $1100.00 590 Employee 10% $110.00 Net $990.00 400 Employer 14% $154.00 Taxable Gross Gross Amount Reported to SERS

Full Annuitized/pick-up Retirement STRS 450 (Employer Share 14%) 591 (Employee Share 14%) Employee per pay $1100.00 591 Employee 14% $154.00 Net $946.00 450 Employer 14% Taxable Gross Gross Amount Reported to STRS

Full pick-up on pick-up w/o Extra Comp SERS 400 (Employer Share 14%) 690 (Employee Share paid by board 10%) Employee per pay $1100.00 Net 400 Employer 14% $154.00 690 Employer 10% $110.00 Taxable Gross Gross Amount Reported to SERS

Full pick-up on pick-up w/o Extra Comp STRS 450 (Employer Share 14%) 691 (Employee Share 14% paid by board) Employee per pay $1100.00 Net 450 Employer 14% $154.00 691 Employee share paid by board 14% Taxable Gross Gross Amount Reported to STRS

Partial pick-up on pick-up w/o Extra Comp SERS 400 (Employer Share 14%) 590 (Employee Share 5%) 690 (Employee Share paid by board 5%) Employee per pay $1100.00 590 $55.00 Net $1045.00 400 Employer 14% $154.00 690 Employer 5% Taxable Gross Gross Amount Reported to SERS

Partial pick-up on pick-up w/o Extra Comp STRS 450 (Employer Share 14%) 591 (Employee Share 8%) 691 (Employee Share 6% paid by board) Employee per pay $1100.00 591 $88.00 Net $1012.00 450 Employer 14% $154.00 691 Employee share paid by board 14% $66.00 Taxable Gross Gross Amount Reported to STRS

SERS Full pick-up on pick-up with Extra Comp where board pays additional retirement The board pays both the board and employee retirement amounts on the pick-up benefit Need to calculate the inflated percentages used on the 400/690 deduction record (software does not inflate the retirement amounts…need to do this manually) (1 + .10) x .14 = .1540 15.40% on 400 (1 + .10) x .10 = .1100 11.00% on 690 The “1” is considered the regular salary and the “+.10” is the amount by which the salary is inflated due to receiving the full pick-up benefit. The employee takes home 10% more wages because of this benefit. The “x.14” is the board percentage of retirement that must be paid not only on the regular salary, but also on the pick-up benefit. The “x.10” is the employee % of retirement that the board pays not only on the employee’s regular salary, but also on the pickup benefit.

Full pick-up on pick-up with Extra Comp where board pays additional retirement SERS 400 (Employer Share 15.4%) 690 (Employee Share paid by board 11.0%) Employee per pay $1100.00 Net 1100.00 400 Employer 15.4% $169.40 690 Employer 11% $121.00 Taxable Gross Gross Amount Reported to SERS $1210.00 In this case, the employee salary I not reduced for taxing purposes since the board is paying the full employee retirement % plus both the board & employee pick-up on the increase in compensation

STRS Full pick-up on pick-up with Extra Comp where board pays additional retirement The board pays both the board and employee retirement amounts on the pick-up benefit Need to calculate the inflated percentages used on the 450/691 deduction record (software does not inflate the retirement amounts…need to do this manually) (1 + .14) x .14 = .1596 15.96% on 450 (1 + .14) x .14 = .1596 15.96% on 691 The “1” is considered the regular salary and the “+.14” is the amount by which the salary is inflated due to receiving the full pick-up benefit. The employee takes home 14% more wages because of this benefit. The “x.14” is the board percentage of retirement that must be paid not only on the regular salary, but also on the pick-up benefit. The “x.14” is the employee % of retirement that the board pays not only on the employee’s regular salary, but also on the pickup benefit.

Full pick-up on pick-up with Extra Comp where board pays additional retirement STRS 450 (Employer Share 15.96%) 691 (Employee Share 15.96% paid by board) To double check calculations: Gross 1100 x 14%=$154 Pick-up on pickup= 154 x 14% = 21.56 154 + 21.56 = 175.56 Inflated Gross: 175.56/14% = 1254.00 Employee per pay $1100.00 Net 450 Employer 15.96% $175.56 691 Employee share paid by board 15.96% Taxable Gross Gross Amount Reported to STRS $1254.00 In this case, the employee salary I not reduced for taxing purposes since the board is paying the full employee retirement % plus both the board & employee pick-up on the increase in compensation

SERS Partial pick-up on pick-up with Extra Comp where board pays additional retirement The board pays both the board and a portion of the employee retirement amounts on the pick-up benefit Need to calculate the inflated percentages used on the 400/690 deduction record (software does not inflate the retirement amounts…need to do this manually) (1 + .03) x .14 = .1442 14.42% on 400 (1 + .10) x .03 = .033 3.30% on 690 The “1” is considered the regular salary and the “+.03” is the amount by which the salary is inflated due to receiving the partial pick-up benefit. The employee takes home 3% more wages because of this benefit. The “x.14” is the board percentage of retirement that must be paid not only on the regular salary, but also on the pick-up benefit. The “x.10” is the employee % of retirement that the board pays not only on the employee’s regular salary, but also on the pickup benefit.

Partial pick-up on pick-up with Extra Comp where board pays additional retirement SERS 400 (Employer Share 14.42%) 590 (Employee Share 7%) 690 (Employee Share paid by board 3.3%) Employee per pay $1100.00 590 Employee 7% $77.00 Net 1023.00 400 Employer 14.42% $158.62 690 Employer 3.3% $36.30 Taxable Gross $1023.00 Gross Amount Reported to SERS $1133.00

STRS Partial pick-up on pick-up with Extra Comp where board pays additional retirement The board pays both the board and a portion of the employee retirement amounts on the pick-up benefit Need to calculate the inflated percentages used on the 450/691 deduction record (software does not inflate the retirement amounts…need to do this manually) (1 + .03) x .14 = .1442 14.42% on 450 (1 + .14) x .03 = .0342 3.42% on 691 The “1” is considered the regular salary and the “+.03” is the amount by which the salary is inflated due to receiving the partial pick-up benefit. The employee takes home 3% more wages because of this benefit. The “x.14” is the board percentage of retirement that must be paid not only on the regular salary, but also on the pick-up benefit. The “x.14” is the employee % of retirement that the board pays not only on the employee’s regular salary, but also on the pickup benefit.

Partial pick-up on pick-up with Extra Comp where board pays additional retirement STRS 450 (Employer Share 14.42%) 591 (Employee Share 11%) 691 (Employee Share 3.42% paid by board) To double check calculations: Gross 1100 x 3%=$33 Pick-up on pickup= 33 x 14% = 4.62 33+ 4.62+121(591)= 158.62 Inflated Gross: 158.62/14% = 1133.00 Employee per pay $1100.00 591 Employee 11% 121 Net $979.00 450 Employer 14.42% $158.62 691 Employee share paid by board 3.42% $37.62 Taxable Gross Gross Amount Reported to STRS $1133.00

SERS Full pick-up on pick-up with Extra Comp where employee pays additional retirement The employee pays only the employee retirement amounts on the pick-up benefit. The board still is responsible for submitting the employee share of retirement on the regular salary, the board share of retirement on the regular salary and the pick-up benefit. Need to calculate the inflated percentages used on the 400/690 deduction record (software does not inflate the retirement amounts…need to do this manually) (1 + .10) x .14 = .1540 15.40% on 400 10 x .10 = .010 1.00% on 590 The “1” is considered the regular salary and the “+.10” is the amount by which the salary is inflated due to receiving the full pick-up benefit. The “x.14” is the board percentage of retirement that the board must pay on the regular salary as well as on the pick-up benefit. The “.10” is the amount by which the employee’s salary is inflated due to receiving the pick-up benefit. The “x.10” is the % the employee pays on only the pick-up benefit. The board pays the employee share of retirement on the employee’s regular salary

Full pick-up on pick-up with Extra Comp where employee pays additional retirement SERS 400 (Employer Share 15.40%) 590 (Employee Share 1%) 690 (Employee Share paid by board 10%) Double Check: (590+690)/10% 11+110=121 121/10%=1210 Employee per pay $1100.00 590 Employee 1% $11.00 Net 1089.00 400 Employer 15.40% $169.40 690 Employer 10% $110.00 Taxable Gross $1089.00 Gross Amount Reported to SERS $1210.00 Any pick-up contributions paid by an employee must be tax-deferred. In this situation, the employee’s salary is reduced for taxing purposes. A 590 retirement deduction record is used to track the annuitized pick-up contribution paid by the employee SERS calculates the gross pay for an employee by dividing the contributions submitted for the employee by the current retirement rate (10%)

STRS Full pick-up on pick-up with Extra Comp where employee pays additional retirement The employee pays only the employee retirement amounts on the pick-up benefit. The board still is responsible for submitting the employee share of retirement on the regular salary, the board share of retirement on the regular salary and the pick-up benefit. Need to calculate the inflated percentages used on the 450/591 deduction record (software does not inflate the retirement amounts…need to do this manually) (1 + .14) x .14 = .1596 15.96% on 450 .14 x .14 = .0196 1.96% on 591 The “1” is considered the regular salary and the “+.14” is the amount by which the salary is inflated due to receiving the full pick-up benefit. The “x.14” is the board percentage of retirement that the board must pay on the regular salary as well as on the pic-up benefit. The “.14” is the amount by which the employee’s salary is inflated due to receiving the pick-up benefit. The”X.14 is the % the employee pays on only the pick-up benefit. The board pays the employee share of retirement on the employee’s regular salary.

Full pick-up on pick-up with Extra Comp where employee pays additional retirement STRS 450 (Employer Share 15.96%) 591 (Employee Share 1.96%) 691 (Employee Share 14% paid by board) To double check calculations: Gross 1100 x 14%=$154 Pick-up on pickup= 154 x 14% = 21.56 154 + 21.56 = 175.56 Inflated Gross: 175.56/14% = 1254.00 Employee per pay $1100.00 591 Employee 1.96% 21.56 Net $1078.44 450 Employer 15.96% $175.56 691 Employee share paid by board 14% $154.00 Taxable Gross Gross Amount Reported to STRS $1254.00 Any pick-up contributions paid by an employee must be tax-deferred. In this situation, the employee’s salary is reduced for taxing purposes. A 591 retirement deduction record is used to track the annuitized pick-up contribution paid by the employee.

Datatrieve Report Programs Each procedure is designed to produce a report to assist you with USPS processing

USPS USPS_DTR

Calendar Type & Description Listing This procedure produces a single- space report displaying the calendar type and its description Output file is: CALTYPE.TXT

Current Leave Usage & Balance Report CHECK_LEAVE – prints current usage information & balances. The values on the report will be printed on the employee’s next check stub. Report Sort Options: N – Employee Name I – Employee ID Enter Sort Option: N Enter Subtotal by Name (Y,N): Y Enter Continue (Y,N): Processing… Output file is CHKLEV.txt

Check STRS Advance Totals This procedure creates a report of employee STRS advance totals for 450, 591 & 692 deduction records. This should be used to find any discrepancies between your initial advance report sent to STRS in June to what was actually reported throughout the summer. Report Sort Options: N – Employee Name I – Employee ID Enter Sort Option: S Enter Continue (Y,N): Working… Output file is CHKSTR.txt The information contained in this report can be used to determine how much retirement was actually deducted for each person while the district was in advance mode. The total advanced amount deducted for each employee can be compared to the STRSAD.TXT report generated at the end of June. Discrepancies between the two reports may assist you in resolving out of balance conditions.

Maximum Amount Deduction Report This procedure provides a report showing the “Maximum Amount” flag for a user-specified regular (6XX) deduction code. The report is single- spaced & may be sorted by SSN or Employee Name. Enter Deduction Code for Report: 600 Report Sort Options: N – Alphabetic Order by Employee Name S – Social Security Number Order Enter Sort Option: S Output file is MAXAMT.TXT Processing Completed!

OSDI Information Verification Reports This report shows those employee records that: 1) Have no OSDI district code in BIOSCN; 2) A report of those employee records that are believed to be missing a required OSDI deduction code; 3) Or a report of all employees on file with the status of various OSDI indicators The report always reports employee records of all status codes (as opposed to looking at "Active" employees only). This is done to help insure that an inactive or terminated job is not inadvertantly activated and a needed OSDI tax not withheld. Because of the importance of properly withholding tax information, it is recommended that users run this report periodically to insure proper setup of these tax deduction records.

OSDI Reports Option A - All Employees Regardless of OSDI Status Option M - Employees With Missing Required OSDI Deduction Record Any employee that has the word "NO" in the column "OSDI Ded Exists" (the right-most column on the report) should be examined carefully. In this case the report has determined that an OSDI record is necessary, but does not exist. If this column contains "YES" an appropriate OSDI record was found, whereas "N/A" indicates that an OSDI record is not applicable based on the information found.

OSDI Reports Option N - Employees With No OSDI District Code in BIOSCN These reports should be run at least twice a year – September & January Option N - Employees With No OSDI District Code in BIOSCN The OSDI report cannot determine the need/validity of OSDI records if the OSDI district code has not been completed in BIOSCN. It is recommended that you first utilize the program to determine those records missing this data (use option N). Then, using BIOSCN, complete this missing data & then utilize OSDIRPT again using option “M” to select missing required information. Report option “A: can be used to get a status report of all employees on file.

How to Mass Add an OSDI Code Need to set up the new OSDI deduction code in DEDNAM Add new deduction code to your 111111111 record with the correct withholding % Run MASADD Enter the 4 digit OSDI code in the “Deduction record will be added for employees with OSDI code of” field. Employees with this corresponding OSDI code set up in their BIOSCN OSDI code field will have the OSDI record added. **Tip**Make sure to include concealed employees incase they come back

How to look up OSDI Codes: Employee’s State Tax withholding form The Finder : http://www.tax.ohio.gov/online_ser vices/thefinder.aspx

Payroll Distribution Listing Generates a payroll distribution register for verification of payroll checks &/or direct deposit notice Should be run immediately following CHKPRT

Pay Group Listing & Worksheet Generates Pay Group Listing/Worksheet Output file is PAYGRP.TXT

Current Leave Usage & Balance Report by Pay Group PGRP_CHECK_LEAVE – Prints current leave usage information & balances. Report will be sorted & subtotaled on pay group. The values on this report will be printed on the employee’s next check stub Output file is: PGRPLEV.TXT

Reporting Counts Summary A report is generated that will display: Service days ODJFS weeks EMIS attendance & absence days w/ % of attendance for employees by selected time periods. Helpful tool in determining & verifying reporting requirements for retirement, ODJFS & EMIS data submission. Includes long term illness days for EMIS staff reporting verification. Teacher attendance rate (% used for EMIS staff reporting as calculated by ODE Output file name: RPTSUM.txt Sort option choices include: Employee ID, Building/Department, Employee Name, Pay Group, Calendar Type, Building IRN Service Days, ODJFS Weeks and EMIS Days can be selected for reporting by entering a Y (yes) otherwise, enter N (no). If a Y (yes) is entered and no dates are selected, the report will contain all zeroes for that reporting type.

Enter the dates in the Count from and Count to fields for the reporting types selected. Use MM/DD/YY format. The accuracy of the dates is critical in order to obtain valid data. For example, service days are based on the pay dates of the payrolls involved. If a range of dates for service days is entered spanning from January 1 through May 31, only service days for payrolls that had pay dates included in the range will get included. A payroll with a period beginning date of May 30 and a pay date of June 6 would not have service days included since the pay date is not included in the designated span. For an explanation of how the credits are calculated, refer to the USPS User Guide chapter titled, "Calculating Days and Weeks for Reporting Purposes.

Service Days In the Count from field, enter the pay date of the first pay period you want to include in the count. If the field is left blank, it will default to zeroes and start counting days from the beginning of the file as long as the "Count To" date has a valid entry. In the Count to field, enter the pay date of the last pay period you want to include in the count. If the field is left blank, it will default to today's date as long as the "Count from" field has a valid entry.

ODJFS Weeks In the Count from field, enter the desired beginning date for counting ODJFS weeks of credit. Leaving the field blank results in a prompt asking you to select either the fiscal or current year as the beginning date. Selecting "Cancel" at this prompt results in the system placing zeroes in the "Count from" date. In the Count to field, enter the desired ending date for counting ODJFS weeks of credit. Leaving the field blank will cause today's date to be entered in the field as long as the "Count from" field has a valid entry.

EMIS Days In the Count from field, enter the desired beginning date for counting EMIS days. Leaving the field blank results in a prompt asking you to select either the fiscal or current year as the beginning date. Selecting Cancel at this prompt results in the system placing zeroes in the "Count from" date. In the Count to field, enter the desired ending date for counting EMIS days. Leaving the field blank will cause today's date to be entered in the field as long as the "Count from" field has a valid entry.