1 BRDDIS ITC INTERMEDIATE TRAINING

2 BRDDIS Usage  Allows posting to USAS accounts for board amounts Insurances Retirement (non-foundation) Medicare Other board paid benefits

3 BRDDIS Usage  Independent of payroll run  Determines from history what to do Pay amounts Deduction Account

4 BRDDIS Processing  Selection Process Is the record within date selection Is the ‘BRDDIS’ flag set to “Y” in the account history Is the object code defined in the USPSDAT/DEDNAM Is the vendor number defined in USPSDAT/DEDNAM

5 BRDDIS Date Selection  Based on pay date Reads check history for date range entered Retrieves account history  Selection process Retrieves deduction history  Board paid amounts

6 BRDDIS Flag in PAYSCN  BRDDIS flag in PAYSCN Set flag on accounts needed for board distributions Generally primary job accounts only are set to “Y” Flag value of “N” can be ignored for required distributions such as retirement and medicare

7 BRDDIS Flag in UPDCAL_*  Flag in UPDCAL_* options Allows board distribution decision on special payments “Y” = Use account for board distributions “N” = Don’t use account for board distributions Defaults to PAYSCN values assigned to job being used in UPDCAL_*

8 BRDDIS Flag Processing  Saved on account history during payroll BRDDIS uses this saved value BRDDIS does not use the current PAYSCN value

9 BRDDIS Account Selection  Dependent on response to BRDDIS prompt Include all accounts Account history records marked “Y” or “N” for board distributions are included  Regular payroll accounts and UPDCAL_* accounts Include only accounts marked for board distributions Only account history records marked with “Y” for board distributions are included  Regular payroll accounts and UPDCAL_* accounts

10 BRDDIS Object Codes  Required for all distribution of board amounts Insurances Medicare Retirement Other distributions

11 BRDDIS Object Codes  Object codes must be defined Must meet USAS coding requirements Used to replace pay account object code as part of distribution process The 1XX codes are replaced with 2XX board benefit object codes  Deductions with blank object codes will be ignored Errors issued on report

12 Vendor Number for BRDDIS  Vendor number must be defined Enter in USPSDAT/DEDNAM Must be on USAS files Program totals by vendor  Deductions with blank vendor numbers will be ignored Errors issued on report

13 BRDDIS Distributions  Once selections have been completed Program calculates a distribution Pay amounts history Deduction history Pay account history USPSDAT/USPCON benefit flags Account mapping

14 Example of Distribution

15 Example of Distribution

16 Example of Distribution

17 Example of Distribution

18 Account Mapping  Used to ‘reroute’ accounts board amounts are being distributed to Any account dimension can be changed 2XX objects are for BRDDIS and BRDRET Order of accounts in MAPPING is important More detail needs a lower number  More detail is fewer wildcard entries Less detail needs a higher number

19 Account Mapping  Used often for grant accounts Benefits sometimes can not be charged to these  Used often to consolidate benefit accounts Mapping can move multiple benefits accounts into one  Each account is only mapped once  Wildcards can be used Be careful of wildcards in the object codes due to various programs using the mapping entries Use 2XX objects for BRDDIS and BRDRET

20 Account Mapping  Account on left is “from” account Object code has already been changed to 2XX code for board benefit before it gets to read the “from” account mapping entries  Account on right is “to” account Final account used for distribution

21 Account Mapping  Adding mapping lines Use modify, enter number one less where you want the entry inserted; for example: If you want to add a new order 14, enter as order 13 Think of it as add after 13  Delete mapping lines Space over order number Remaining orders are renumbered upon accept  Mapping lines are not changed by USAS programs ACTCHG or FNDCHG

22 Account Mapping  Implementation of mapping First see what BRDDIS/BRDRET are doing with accounts before mapping Determine what account the district wants the amounts charged to Add mapping lines to accomplish what districts want Rerun BRDDIS/BRDRET

23 BRDDIS Account Validations  Validates all accounts Must meet USAS account code standards Status must be active Stop/start dates on accounts must be within processing cycle for BRDDIS Cash account needed must exists Appropriation account needed must exist Budget accounts can be created

24 BRDDIS Budget Accounts  Budget accounts can be created Flag in USPSDAT/USPCON Flag is set to “Y”  Allows accounts to be added  Informational message on report Flag is set to “N”  Accounts can not be added  Warning message on report  Prevents conversion from requisition to purchase order

25 BRDDIS Posting File  BRDDIS creates posting file for valid accounts Total by budget account Grand total for vendor number

26 Posting to USAS  AUTOPOST Select BRDDIS option Creates requisition(s) based on the total items  USASWEB/REQUISITION Modify requisition created Add or delete accounts Modify account codes Change amounts

27 Posting to USAS  USASWEB/PURCHASE ORDER Convert requisition to purchase order Creates new accounts as flagged Encumbers money  Invoice purchase order using USASWEB/ AP INVOICE Prepares purchase order for payment  CKPROC Creates check for board payments