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USPS V4.2

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USPS V4.2 Powered By Docstoc
					USPS V4.2 Updates
  Initial Release
    March 2005




                    1
        Major Enhancements
• Deductions by job
• Conceal employee abilities
• Deferred posting of attendance transactions




                                                2
          Deductions by Job
• Software is updated to allow a district to
  assign deductions to an employee at the job
  level




                                                3
         Deductions by Job
• USPSDAT/DEDNAM
 – Deduction master must be flagged to indicate a
   job level deduction is effective for the
   deduction code




                                                    4
Deductions by Job




                    5
Deductions by Job




                    6
            Deductions by Job
• USPSCN/DEDSCN modified to allow more
  than one deduction code per employee for
  certain types of withholdings
  –   City
  –   Retirement
  –   Medicare
  –   FICA

                                         7
          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




                                                   8
Deductions by Job




                    9
Deductions by Job




                    10
          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

                                                          11
           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




                                                      12
        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


                                                        13
        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
                                                        14
          Deductions by Job
• General reports affected
  –   USPRPT/DEDLST
  –   AUDRPT
  –   QRTRPT
  –   PAYDED
  –   WAGOBL/WAGACT
  –   USPRPT/EMPMST/ERNSUM

                              15
Deductions by Job
    Example




                    16
Deductions by Job
    Example




                    17
Deductions by Job
    Example




                    18
Deductions by Job
    Example




                    19
Deductions by Job
    Example




                    20
Deductions by Job
    Example




                    21
Deductions by Job
    Example




                    22
Deductions by Job
    Example




                    23
Deductions by Job
    Example




                    24
Deductions by Job
    Example




                    25
          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




                                                 26
         Conceal Employee
• USPSCN/BIOSCN/DEMSCN
 – Flag determines if the records for this employee
   should be concealed
    • “Y” = Conceal employee
    • “N” or spaces = Not concealed




                                                 27
Conceal Employee




                   28
Conceal Employee




                   29
         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




                                                30
     Conceal Employee
• When “Y” = Skips the employees with ‘Y’ in
  BIOSCN ‘conceal employee’ flag
   – This record would not be displayed when mask field =
     “Y”




                                                            31
          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



                                                    32
Conceal Employee




                   33
           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”


                                                       34
         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




                                                        35
         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




                                                     36
Conceal Employee




                   37
           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




                                                     38
           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




                                                         39
Deferred Postings




                    40
Deferred Postings




                    41
          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



                                                      42
         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



                                              43
            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




                                                                  44
           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



                                              45
Deferred Postings




                    46
           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


                                                   47
          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




                                                       48
Deferred Postings




                    49
           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

                                                          50
           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



                                               51
           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


                                                       52
              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

                                                              53
          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




                                                 54
         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

                                                55
             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’


                                                         56
Optional EMIS ID




                   57
Optional EMIS ID




                   58
          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

                                                      59
              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




                                                    60
               CHGDED
• Updated to include changes to dependent
  care deduction types




                                            61
                   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



                                                                 62
CHKUPD




         63
                   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




                                                             64
                    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




                                                             65
CHKUPD




         66
                CRTSCN
• Updates made to include calculation for 5
  year certificates
• Updates made to include calculation for 2
  year certificates




                                              67
                  OSDIRPT
• Updated to include changes for district
  OSDI tax reporting
  – Removed districts
  – Added new taxes passed
  – See release notes for listing




                                            68
                 QRTRPT
• Added new prompt for clearing of EMIS
  FTE
  – User can select which EMIS fields to clear in
    QRTRPT




                                                    69
QRTRPT




         70
                QRTRPT
• Updated output report and display for 2005
  941 format
  – Lines were renumbered




                                               71
QRTRPT




         72
                RETIRE
• SERSREG/STRSMONTH
 – New option to include all employees with
   FYTD amounts
 – Report entries with only FYTD amounts are
   flagged with a ‘#’




                                               73
RETIRE




         74
              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

                                                            75
                   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’




                                                 76
                 USPRPT
• CERLST/CERSUB/CERTYP/EMPCER
 – Includes 5 year certificates
 – Includes 2 year certificates




                                  77
                  USPRPT
• PAYACC
 – Added selections
    • Pay account stop date
    • Pay account status




                              78
USPRPT




         79
        WAGOBL/BENOBL
• Removed the DTIF file type as valid for
  spreadsheet files




                                            80
       STRS Districts Added
• Added new districts to STRS validation file
  – See release notes for complete listing




                                             81
               Tax Tables
• Updated federal withholding tables for 2005
  wages paid




                                            82
 USPS V4.2

   March 2005
Problems Corrected


                     83
                  ABSRPT
• ABS101
  – Benefit leave balance not printing for the last
    person
• ABS101
  – Benefit leave balance not printing if only one
    employee met selection criteria



                                                      84
                CHGDED
• Default sort option not working correctly




                                              85
                ERNREG
• Corrected problems with printing of totals
  that caused only 1 line to print




                                               86
           PAYROLLCD
• Problem was causing W2 created .DAT
  files to be overwritten




                                        87
               QRTRPT
• Corrected problem that caused program to
  abort when an alphabetic
  building/department was encountered




                                             88
                 RETIRE
• SERSREG
 – Corrected wording in displayed error message
• STRSMONTH
 – Corrected a problem that caused the last
   employee to be omitted occasionally




                                                  89
            SERS/SERSAP
• Corrected help on ‘Employer pickup’
  – Help for the employer pickup field was
    previously defined as employee pickup




                                             90
                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




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




                                               92
                USPEMS
• USPEMX
 – Corrected record indicator to reflect new
   reporting period




                                               93
               USPLOAD
• BENSCN option
  – Accumulator field not being loaded
  – Maximum personal leave was not being loaded




                                              94
                USPRPT
• DEDLST
 – Maximum to withhold and maximum flag were
   not printing for all deductions these fields
   applied to




                                              95
         USPSCN/JOBSCN
• Mask field added for job number




                                    96
                  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



                                                         97
                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


                                               98
                 USPSCN
• PAYSCN
 – Corrected file already open aborting error
   caused by earlier change




                                                99
              USPSDAT
• PGRPED
 – Was allowing a blank pay group code to be
   added




                                               100
                     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

                                                           101
 USPS V4.2

   March 2005
Technical Updates


                    102
               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


                                               103
                 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

                                               104
               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


                                                105
               USPSV42
• Set processing version flag in
  USPSDAT/USPCON
• Includes a .COM procedure for batch
  submissions




                                        106
  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

                                                  107
        Changes to ABSDET
• Modified to set the value in the deferred
  posting field to an “*” indicating these are
  not applicable to V4.2 entries




                                                 108
        Changes to ACCHIS
• Added fields required to correct problem
  with BRDDIS where amounts during the
  advance could not be calculated correctly
  – Implementation May 2005




                                              109
      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


                                                    110
      Changes to USPPYHIS
• Added new flag to track if payments are
  subject to OBES reporting
  – No implementation date




                                            111
        Changes to USPBEN
• New fields to track pending adjustments for
  deferred postings
  – Sick leave adjustments pending
  – Vacation leave adjustments pending
  – Personal leave adjustments pending




                                            112
          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




                                              113
          Changes to
     USPCURPY/USPFUTPY
• Added new flag to track if payments are
  subject to OBES reporting
  – No implementation date




                                            114
        Changes to SAVADV
• Increased size of file due to addition of job
  number




                                                  115
                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




                                                116
              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
                                               117
                 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




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




                                               119
                 W2TAPE
• Updates for tax year 2004 reporting
  – Health savings account and military pay fields
    were added but not implemented in the
    software




                                                 120
                  UDMS
• Views Updated
  –   ACCOUNT_HIST
  –   ATTENDANCE
  –   BENEFIT_BAL
  –   CHECK_HISTORY
  –   CURRENT_PAY
  –   FUTURE_PAY
  –   JOB_HISTORY
  –   PAY_AMOUNTS
                         121
      System Manager Manual
• File layout definitions changed to reflect
  new fields introduced with V4.2




                                               122

				
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