1. 1 USPS V4.2 Updates Initial Release March 2005

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

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

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

5. 5 Deductions by Job

6. 6

7. 7 USPSCN/DEDSCN modified to allow more than one deduction code per employee for certain types of withholdings –City –Retirement –Medicare –FICA

8. 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. 9 Deductions by Job

10. 10 Deductions by Job

11. 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. 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. 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. 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. 15 Deductions by Job General reports affected –USPRPT/DEDLST –AUDRPT –QRTRPT –PAYDED –WAGOBL/WAGACT –USPRPT/EMPMST/ERNSUM

16. 16 Deductions by Job Example

17. 17 Deductions by Job Example

18. 18 Deductions by Job Example

19. 19 Deductions by Job Example

20. 20 Deductions by Job Example

21. 21 Deductions by Job Example

22. 22 Deductions by Job Example

23. 23 Deductions by Job Example

24. 24 Deductions by Job Example

25. 25 Deductions by Job Example

26. 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. 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. 28 Conceal Employee

29. 29 Conceal Employee

30. 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. 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. 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. 33 Conceal Employee

34. 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. 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. 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. 37 Conceal Employee

38. 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. 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. 40 Deferred Postings

41. 41 Deferred Postings

42. 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. 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. 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. 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. 46 Deferred Postings

47. 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. 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. 49 Deferred Postings

50. 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. 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. 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. 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. 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. 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. 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. 57 Optional EMIS ID

58. 58 Optional EMIS ID

59. 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. 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. 61 CHGDED Updated to include changes to dependent care deduction types

62. 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. 63 CHKUPD

64. 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. 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. 66 CHKUPD

67. 67 CRTSCN Updates made to include calculation for 5 year certificates Updates made to include calculation for 2 year certificates

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

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

70. 70 QRTRPT

71. 71 QRTRPT Updated output report and display for 2005 941 format –Lines were renumbered

72. 72 QRTRPT

73. 73 RETIRE SERSREG/STRSMONTH –New option to include all employees with FYTD amounts –Report entries with only FYTD amounts are flagged with a ‘#’

74. 74 RETIRE

75. 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. 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. 77 USPRPT CERLST/CERSUB/CERTYP/EMPCER –Includes 5 year certificates –Includes 2 year certificates

78. 78 USPRPT PAYACC –Added selections Pay account stop date Pay account status

79. 79 USPRPT

80. 80 WAGOBL/BENOBL Removed the DTIF file type as valid for spreadsheet files

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

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

83. 83 USPS V4.2 March 2005 Problems Corrected

84. 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. 85 CHGDED Default sort option not working correctly

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

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

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

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

90. 90 SERS/SERSAP Corrected help on ‘Employer pickup’ –Help for the employer pickup field was previously defined as employee pickup

91. 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. 92 USPAUDIT Modified to include additional withholding types –Dependent care is added to annuity total –Child support is added to regular total

93. 93 USPEMS USPEMX –Corrected record indicator to reflect new reporting period

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

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

96. 96 USPSCN/JOBSCN Mask field added for job number

97. 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. 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. 99 USPSCN PAYSCN –Corrected file already open aborting error caused by earlier change

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

101. 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. 102 USPS V4.2 March 2005 Technical Updates

103. 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. 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. 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. 106 USPSV42 Set processing version flag in USPSDAT/USPCON Includes a.COM procedure for batch submissions

107. 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. 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. 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. 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. 111 Changes to USPPYHIS Added new flag to track if payments are subject to OBES reporting –No implementation date

112. 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. 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. 114 Changes to USPCURPY/USPFUTPY Added new flag to track if payments are subject to OBES reporting –No implementation date

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

116. 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. 117 BIRTHHIRE New UDMS report –Uses a.DAT file created by UDMS extract BIRTHHIRE.DAT –New form file OECN$PAY:BIRTTHHIRE.FRM –Merged from logical definition OECN$FRM_BIRTHHIRE –Added to MENU

118. 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. 119 QRTRPT New prompt added –New prompt added for conceal employees –Any internal command procedures may need updates

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

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

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