This procedure Checklist outlines the steps to be taken to process a payroll in USPS.
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Preparing for Payroll
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Account Synchronization is run nightly via a scheduled job. If accounts were updated/added in USAS during the day then the Account Synchronization must be run manually to put USAS and USPS back in sync.
Go toUSAS Integration>Account Integration/Account Synchronization
Click on Synchronize Accounts with USAS.
Wait , as (it takes can take a minute or two, to ) until you receive the 'Account synchronization completed' message with a current date/time before proceeding.
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Choose from the options below:
Employee Dashboard:
Go to the employee's Dashboard and search for the Employee. Select from the dropdown
On the Employee Dashboard select Attendance.
Click Create to enter one day or click Mass Add to enter multiple days.
Click Save
Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Attendance Grid.
Go to Core/Attendance
Click +Create to enter one day or Click + Mass Add to enter multiple days, Click Save.
Posting Mode option is available, (No Posting to Payroll, Post to Current, Post to Future) If using Posting Mode make sure that you click +Post Selected Records to Future Payroll after you click Save to add the attendance entry
Click on X to close the window.
Import Absence. (This can be used to import from Red Rover, Frontline (Aesop), ESS, etc.)
Go to Utilities/Attendance-Absence Import
Enter Import Detail:
Attendance Import File, Click Choose File and browse for file
Location Code
Post to Payroll Processing Options - N/A for Absence Importing
Combine Attendance Entries - N/A for Absence Importing
Allow Negative Leave Balances (if applicable)
Payroll Account to charge - N/A for Absence Importing
Click Import
Review Summary Counts on Screen
View ATTERR.CSV
Import Attendance (This can be used to import from Red Rover, Frontline (Aesop), ESS, etc.)
- Go to
Utilities/Attendance-Absence Import
Enter Import Detail:
Attendance Import File, Click Choose File and browse for file
Location Code
Post to Payroll Processing Options - Choose option from dropdown.
Combine Attendance Entries - Yes, if desired.
Allow Negative Leave Balances - N/A for Attendance.
Payroll Account to charge - Choose option from dropdown.
Click Import
Review Summary Counts on Screen
View ATTERR.CSV
- Go to
____5. Go to Reports/Report Manager and process SSDT Attendance Journal Entry
Payroll Processing
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____6. Go to PayrollPayroll/Payroll Processing and click Initialize New Payroll
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____7. Check for any errors during initializing - Error Report.
Go to Payroll>Payroll Payroll/Payroll Processing
Click the Detail for the payroll being processed
Click Error Report
Review all errors Review all Errors/Warnings/Info messages on the Error Report
| Info |
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Updating Payroll Payroll Item changes automatically update the current payroll and can be viewed with a new Payroll Report. If changes were made to Compensation record, do the following:
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___8. If you have additional items to add go to Payroll/Payroll Payments-Current.
Click +Create Enter to enter payroll exceptions from pay sheets, time sheets, etc..
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| Tip |
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Under the Report Summary, the Total Current and Total Future Gross by pay groupsPay Groups, can should be used for balancing. |
____10. Pay Amount Summary Report
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____16. Post Payroll
Click Post Payroll
Will askPop up Box with, “Are you sure you want to post this Payroll? If yes, Click Post.
____17. Budget Distribution Report -Final Copy with Treasurer’s Certificate for printing, if desired.
Enter Details:
Report Title - default Budget Distribution Report, can be changed if desired
Report Output Format - Options are PDF or .csv.
Report Sort by Option - Full Account, or by Account Structure
USAS Check number can be left blank
USAS Vendor Number can be left blank
Click Generate Report
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Reports/ACH Submission - HSA Submission Tab
HSA ACH Source - choose destination: Health Savings Account ACH
Include Employee SSN - choose from dropdown
Sort by - choose from dropdown
Report Format - Default is PDF, or choose from dropdown
Under Historical Payrolls, choose pay date for HSA file by checking checkbox
Click Generate HSA Report
Review Report for accuracy, this should match the Total HSA amount, Employee and Employer amounts processed during payroll.
Click Create HSA Submission File *Note that this process locks the payroll and will now longer allow the option to Un-Post the Payroll.
Submit File to bank.
Follow Up Payroll Items
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____ 24. ODJFS New Hire Report and Creating an ODJFS New Hire Submission File
Go to Reports/ODJFS Reporting/ ODJFS New Hire Report
Move the new employee(s) name over to the Employee to Report box.
Click Generate Report
To create the submission file Click Generate Submission File
Upload the submission file.
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| Warning |
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Criteria needed for an employee to be on the SERS New Hire report: An employee has to have a SERS =400 payroll item with the new employee box checked |
Reports/SERS Reporting/SERS New Hire Report
View list for all new SERS New Hires.
Report Title-Default is SERS New Hire Report
To create a report click Generate Report
To create a submission file click Generate File
Save the file to a folder of your choosing and then upload to eSERS
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Criteria needed for an employee to be on the STRS New Hire report: An employee has to have a STRS =450 payroll item with the new employee box checked |
Go to Reports/STRS Reporting/STRS New Hire Report
View list for all new STRS New Hires.
Report Title-Default is STRS New Hire Report
To create a report click Generate Report
To create a submission file and submit to STRS in one step, click Generate Submission file and Submit to STRS
OR
To create a submission file click Generate Submission File
Save it to a folder of your choosing
Click choose file and find the file in your folder
Click Submit Uploaded File to STRS.
Use only one submission type!
____ 28. STRS Report Per Pay Report
Go to Reports/STRS Reporting/STRS Per Pay Report
Report Title - default is STRS Report
Choose your sorting option (dropdown)
Choose the Payment Method (dropdown)
Enter int he Check or Transaction Number (not required)
Choose the Report Format (dropdown)
Go down to Historical Payrolls - click the check box next to the payroll you wish to create a report for
Go back up and Click Generate report
Check report for STRS Days and Amount Totals for accuracy.
Create a submission file click Generate Submission File and save it to a folder of your choosing
Click Choose File and find the file in your folder.
Click Upload
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____ 29. AFFORD Report and Submission File - This report assists in determining if an employee will exceed 30 hours per week or 130 hours per month and therefore, be classified as full-time under the Affordable Care Act (ACA).
Go to Reports/AFFORD Report
Choose your sort option (dropdown)
Enter or choose your Beginning Date
Enter or choose your Ending Date
Check the Exclude based on termination date box (if applicable)
Check the Exclude employees with insurance box (if applicable)
choose calculated based on number of weeks or months (dropdown)
Choose Calendar for calculating breaks (dropdown if applicable)
Select Pay Groups under Available by double clicking on pay group or clicking on pay group(s) and clicking right arrow
All chosen pay groups should be under the Selected box OR
If choosing specific employee(s) select the employee by double clicking on the name or click on the employee name(s) and click the right arrow.
Click Generate Report and review.
All previous data from report generation should still be populated
Click Generate CSV to create a submission file.
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____30. Processing/Process Outstanding Payables
Generate Payable Report -do before Posting Payables.
Click on Payable Reports to get a list of all payroll items to be paid
Report Output Format - PDF. Can be changed if desired.
Page Break On Payroll Item Code - Check the checkbox
Payment Cycle - If paying Payroll Item(s) by Payment Cycle, double click or highlight and click the right arrow to move the items to the Selected side or leave blank.
Payroll Item Configuration - If paying Payroll Item(s) by Payroll Item Configurations, double click or highlight and click the right arrow to move the items to the Selected side.
Click Full Report and verify.
Click Summary Report and verify.
Process Payables
There are 4 tabs to choose from according to preference (Payables by Payee, Payables by Item Type, Payables by Item Detail and Payables by Item Full detail.)
Payroll Cycle - If paying Payroll Item(s) by Payroll Cycle, double click or highlight and click the right arrow to move the items to the Selected Payables Summary side.
Select the Payables with the checkbox at top of grid.
Click Post
In the pop up window, enter the following:
Issued Date - Defaults to current date. Can be changed if desired.
Bank Account - Defaults to the ACH Source
Output Format - Choose XML or PDF format based on your printing software
Starting Check Number - Defaults to next available USPS check number
Click Post
Print the Payables Payment Report
Submit the XML output file to your printing software.
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Employer Distributions and Payroll Posting
____ 31. Employer Distributions
Go to Reports/Employer Distributions to create a detail report before submitting to USAS in next step.
Report Title-Defaulted to Employer Distributions. Can be changed if desired
Start Date-Enter or choose from calendar (pay dates)
Stop Date-Enter or choose from calendar (pay dates)
Payment Cycle-Optional
Sort Option - Choose from drop down
Subtotal Option - Choose from drop down
Use Only Employer Distribution Accounts - Checkbox is checked by default. Can be changed if desired.
Summarize individual amount detail- Checkbox is checked by default. Can be changed if desired.
Choose Payroll Item(s) wanting to process- Move from Available Payroll Items to Selected Payroll Items
Click Generate Report
Check Amounts and Accounts for accuracy.
Processing Employer Distributions Submission File to Submit to USAS.
Go to USAS Integration/Employer Distributions Submission
Start Date-Enter or choose from calendar
End Date-Enter of choose from calendar
Payment Cycle-Optional
Use Only Employer Distributions Accounts- Box is checked as default. Can be changed if desired.
Choose Payroll Item(s) wanting to process- Move from Available Payroll Items to Selected Payroll ItemsClick Show Submission Preview
Click Show Submission Preview.
Review Employer Distribution Submission amounts
Click Submit to USAS
____ 32. Employer Share of Retirement Submission (If applicable, can also be done on a monthly basis)
Go to Reports/Employer Retirement Share to create a detail report before submitting to USAS in next step.
Report Title-Defaulted to Employer Retiremnet Retirement Share Distribution Report. Can be changed if desired
Start Date-Enter or choose from calendar (pay dates)
Stop Date-Enter or choose from calendar (pay dates)
STRS Amount to Distribute - enter amount.
SERS Amount to Distribute - enter amount.
Click Generate Report
Check Amounts and Accounts for accuracy.
Processing Retirement Share Submission File to Submit to USAS.
Go to USAS Integration/Employer Retirement Share Submission
Start Date-Enter or choose from calendar (pay dates)
Stop Date-Enter or choose from calendar (pay dates)
STRS Amount to Distribute - enter amount.
SERS Amount to Distribute - enter amount.
Click Show Submission Preview.
Review Employer Distribution Submission amounts
Click Submit to USAS
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USAS Integration/Payroll Submission
Select the payroll to be posted and click POST TO USAS
A list of all accounts and amounts will appear.
Click the Submit to USAS button
A message will appear- that the file was successfully submitted to USAS.
Once approved or rejected on the USAS side, this page will be updated with the status.
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USAS
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Processing
____ 34. Transactions/Pending Transactions
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____ 35. Process Leave Accruals
Go To Processing/ Benefit Update and Projection
Report Title - default is Benefit Accrual Report
Report Format - PDF is default, select others from dropdown
Accrual Report or Accrual Projection Report - Projection produces a report, Accrual posts the accruals.
Run Projection first to verify, then once correct run Accrual Report.
Benefit Accrual Options - select from dropdown
Specific Accrual Date - enter date
Include ineligible Positions - check if applicable
Sort Option - choose from dropdown
Select Pay Groups - move Pay Groups to Selected side if desired, otherwise all will be selected.
Select Employees - move Pay Groups to Selected side if desired, otherwise all will be selected.
Generate Report