This procedure outlines the steps to be taken to process a payroll in USPS.
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 to USAS Integration>Account Synchronization and click on Synchronize Accounts with USAS. Wait to receive 'Account synchronization completed' message before proceeding.
Posting Periods
If you wish to begin payroll processing for the next month, but do not want that processing month to be current yet.
Go to Core/Posting Period
Click on Create at the top of the grid. Enter the Calendar Month, Calendar Year, and click Create. Do not click Current box.
This will Open the next month Posting Period and allow you to begin the payroll process. The payroll that you are processing cannot be posted until the Posting Period is set to Current. You will need to go to CORE/POSTING PERIOD and click on the next to the Posting Period you are processing for. This will set the Posting Period to Current-True. You will want to verify in the upper right-hand corner of your screen that the current posting period is displayed. You will then be able to post the payroll.
1. Updates - Make any necessary changes/additions that are needed to Employee, Position, Payroll Item, Pay Distribution, Payroll Account, etc..
Payroll/Payments Future
If you enter exceptions using Future:
2. Enter all time sheet data in Payroll/Payroll Payments Future (UPDCAL_FUTURE)
3. Reports/SSDT Future Pay Amount Report (FUTPAY report)
Go to Reports/Report Manager/SSDT Future Pay Amount Report
Choose Report Options:
Format-Chose from drop down
Page Size-Choose from drop down
Orientation-Choose from drop down
Name-Defaulted but a report name can be entered
Summary Report-If you only want a summary report click on the box next to Summary
Beginning Effective Date (optional)
Ending Effective Date (optional)
Pay Groups (optional)
Click on Generate Report
4. Enter and/or Import Attendance - 3 different options
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 Display Box
Import Attendance & Absence
Go to Utilities>Attendance/Absence Import
Enter Import Detail
Attendance Import File, Click Choose File and browse for file
Location Code - if using Location Code and it’s specified on CSV File
Post to Payroll Processing - Choose from dropdown options
Combine Attendance Entries - if desired
Allow Negative Leave Balances - N/A for Attendance Importing
Payroll Account to charge - choose from drop down
Click Import
Review Summary on counts screen
View ATTERR.CSV
Import Absence. (This is similar to importing from Red Rover, 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
5. Go to Reports/Report Manager and process SSDT Attendance Journal Entry
6. Go to Payroll/Payroll Processing and click Initialize New Payroll
7. (Optional) If you use: Additions:
Click on Add Pay Group
Double click on the pay groups you wish to add
Enter period beginning and ending dates
Click Add Pay Group
8. If you have additional items go to Payroll/Payroll Payments-Current.
Click +Create
Enter payroll exceptions from pay sheets, time sheets, etc
9. Go to Payroll/Payroll Processing. Click the Detail button. Click on the Error Report-View report for errors
Correct Errors
10. Pay Report - Click on Pay Report
Report Title- Default name is Payroll report. Can change if desired
Sort by - choose from drop down
Report Format- choose from drop down
Being Each Employee on New Page- check is desired
Include Employer Payroll Item Amounts - default is checked. Can Uncheck if desired
Show only Report Totals - check if desired
Click Generate Report
Under the Report Summary, the Total Current and Total Future Gross by pay groups, can be used for balancing.
11. Pay Amount Summary Report
Go to Reports/Pay Amount Summary Report
Report Options:
Report Title- Default Pay Amount Summary Report/Can be changed if desired
Payroll - choose from drop down option
Display Sub totals - defaulted, can be changed if desired
Page Break on Employee - if desired check
Sort by- choose from drop down options
Move Pay Groups you do NOT want on the report to the selected box.
Click Generate Report
Check Report for accuracy
12. Click on the Pay Item Detail Report and review
Report Title- default is Payroll Item Detail Report, can be changed if desired
Sort by - Choose option from drop down
Begin Each Payroll Item on New Page - if desired check the box
Select the Payroll Items you want to appear on report. Move from Available to Selected
Click Generate Report
13. Click on Budget Distribution and Project Report and review
Report Title - default is Budget Distribution Report, can be changed if desired
Click Generate Report
14. Click on Payroll Account Distribution Detail Projection Report and review
May need to go to Payroll/Payroll Processing/In Progress Tab and Click Detail
15. Post Payroll
Click Post Payroll
Click Post
16. Click Budget Distribution Report
Enter Details:
Report Title - default Budget Distribution Report, can be changed if desired
USAS Check number can be left blank
USAS Vendor Number can be left blank
Click Generate Report
17. Click Payroll Account Distribution Report
18. Click Processing Payments Direct Deposit Notices
Direct Deposits - Click Payroll Processing/Process Payments
Select Payment Options
Processing (select direct deposits)
Output Format (click on XML)
Bank Account (dropdown)
Sort by Option - choose from drop down option
File Name (auto populated)
Click on Process Payments
Transfer Direct Deposit XML file to check printing software
Click Processing Payments Checks
Checks - Click Payroll Processing/Process Payments
Select Payment options:
Processing (select checks)
Output format (click on XML for check printing software or PDF for format checks)
Bank account (drop down)
File Name (auto populated)
Click on Process Payments
Transfer checks XML or PDf file to check printing software
20. Create the direct deposit ACH tape file for your bank
Reports/ACH Submission - ACH Submission Tab
Pay Date - default is current pay date
ACH source - choose destination Payroll/ACH Transfer
Include Employee SSN - choose from dropdown
Sort by - choose from dropdown
Under Historical Payrolls, choose pay wanting to create file by checking checkbox
Click Generate report
Review Report
Click Create Submission File
Click the Convert Pre-Notes on ACH File submission generation checkbox
Click Create Submission File
21. Create the HSA ACH Tape file for bank
Reports/ACH Submission - HSA Submission Tab
HSA ACH Source - choose destination: Health Savings Account ACH
Include Employee SSN - choose from dropdown
Display All Payrolls - if checked will display all payrolls that have been imported and all those that have their HSA submission file set as generated
Sort by - choose from dropdown
Under Historical Payrolls - choose pay wanting to create HSA file for checking checkbox
Click Generate HSA Submission file
22. Click on Email Notices to create direct deposit email notices
Date and time to send email notices - enter date and time you want the notices to be set out (i.e. 3/15/25 12:09 PM)
Direct Deposit Form - choose from drop down
Click Schedule Sending of Selected email notices
23. Processing SERS New Hire Report
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 
and hold a position that has SERS as the retirement code and a position hire date (both found on the Position screen) no more than 60 days before today's date for the employee to be eligible for the report.
Go to Reports/SERS New Hire Report
- Report Title-Default is SERS New Hire Report
- To create a report click Generate Report
- To create a submission file click Generate Files
- Save the file to a folder of your choosing and then upload it to eSERS
24. Processing a SERS Per Pay Report
Go to Reports/SERS Per Pay Report
Report Title - default is SERS Per Pay Report
Choose your sorting option (drop down)
Check box if you wish to Begin Each employee on a new page
Show Detail on report should be checked
Show informational messages on report should be checked
Enter the eSERS Pay Cycle
Enter the eSERS Pay Cycle Code
Enter or choose begin date
Enter or choose end date
enter or choose pay date
Click Generate report
25. Creating a SERS Per Pay Submission File
All previous data from report generation should still be populated
Set Employees within submission file as reported to SERS should be checked
Click Generate Submission
Click Link to eSERS login and upload the tape file
26. Processing STRS New Hire Report
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 and hold a position that has STRS as the retirement code and a position hire date (both found on the Position screen) no more than 60 days before today's date for the employee to be eligible for the report.
Go to Reports/STRS New hire Report
Report Title - default is STRS New Hire Report
To create a report click on Generate Report
To 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
OR
To create a submission file and submit to STRS click Generate Submission file and Submit to STRS
27. Processing a STRS Report
Go to Reports/STRS Report
Choose your sorting option (dropdown)
Choose the Payment Method (dropdown)
Enter int he Check or Transaction Number
Choose the Report Format (dropdown)
Under Historical Payrolls - click the check box next to the payroll you wish to create a report for
Click Generate Report
28. To 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
- OR
- To create a submission file and submit to STRS click Generate Submission File and Submit to STRS
29. Processing an ODJFS New Hire Report and Creating an ODJFS New Hire Tape File
Go to Reports/ODJFS New Hire Report
Double Click or click on the employee(s) name and click the right arrow under New Employees
New Employees should now be in the Employees to report box
Click Generate Report
To create the tape file Click Generate Submission File
Upload the submission file to ERIC
30. Creating an AFFORD Report
Go to Reports/AFFORD
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 (fi 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
All previous data from report generation should still be populated
Click Generate CSV
31. Processing Employer Distributions Report
- Go to Reports/Employer Distributions
- Report Title-Defaulted to Employer Distrib. Can be changed if desired
- Start Date-Enter or choose from calendar
- Stop Date-Enter or choose from calendar
- Payment Cycle-Optional
- Use Only Employer Distribution Accounts-Box is checked as default. Can be changed if desired.
- Summarize individual amount detail-Box is checked as default. Can be changed if desired.
- Choose Employer Distributions Payroll Items wanting to process by double clicking from Available Payroll Items moving them to Selected Payroll Items
- Click Generate Report
32. Processing Employer Distributions Submission File
- 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 Employer Distributions Payroll Items wanting to process by double clicking from Available Payroll Items moving them to Selected Payroll Items
- Click Show Submission Preview
- Review Employer Distribution Submissions
- Click Submit to USAS
33. Processing USAS Employer Share of Retirement Submission (If applicable)
- Go to USAS Integration/Employer Retirement Share Submission
- Begin Date-Enter or choose from calendar
- End Date-Enter or choose from calendar
- STRS Amount to Distribute-Enter amount
- SERS Amount to Distribute-Enter amount
- Click Show Submission Preview
- Click Submit Employer Share of Retirement to USAS
34. Post Payroll to USAS
In USPS:
35. Go to USAS Integration tab/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-
- Once approved or rejected on the USAS side, this page will be updated with the status.
In USAS:
36. Select Transactions/Pending Transaction from the Menu
A grid of Pending Transactions will appear
Click on the
beside the transaction you want to post. There are 3 options: POST, REJECT, or VALIDATE
Clicking on Validate will validate the transaction and display any warnings or errors on the accounts.
Clicking on Post will display a popup containing the Pending Transaction Post Options.
Enter the transaction date
Bank account
Checkbox electronic if want an electronic disbursement
Select vendor if applicable
Clicking on Reject will display a popup containing a reason box. Once posted it will be sent back to USPS and removed from the pending transaction grid.
If the pending transaction is posted, the transaction will be in the appropriate grid in USAS.
Payroll transaction - the disbursement is created in Transactions/Disbursements. If a check number should be assigned you must go to the disbursement grid, select the check and click on 'generate print file'. If a check number does not need assigned then there is no further processing needed (other than to reconcile the check when appropriate)
Employer share of Retirement - purchase order is created in Transactions/Purchase Orders
Employer Distributions - purchase order is created in Transactions/Purchase Orders
In USPS:
37. Processing Outstanding Payables
Select Processing/Process Outstanding Payables
This will list all Unpaid Payables from previous payrolls- Click on Payable Reports to get a list of all payroll items to be paid (DEDRPT)
- 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.)
- Select correct Pay Cycle(s) and move to Selected Box
- Select Items to be paid by clicking the box next to each item or select all by clicking the box left of the word Name.
- Items should be moved to the Selected Payables Detail area.
- Select Per Payee or Per Item Type from the drop down
- Click POST
- Pop up box
- Transaction Date- defaulted to current date
- Bank Account-Select from drop down
- Output Format-Choose XML or PDF format
- Starting Check Number-defaults to next available USPS check number
- Click POST
38. To PRINT Outstanding Payables Checks
- Payments/Payee/Payee Payment Checks
- Filter Grid to find only checks you want to print (Ex. Transaction Date =02/15/2018)
- Click Check box next to checks to print. To print all click box left of Check or Payment Number
- Click PRINT CHECKS tab
- Choose output format-XML or PDF
- File Name-defaults to Checks.XML or Checks.PDF
- Form-Choose form format from drop down
- Click Process Payments
39. PROCESSING LEAVE ACCRUALS
- Click Processing/Benefit Update and Projection (BENACC)
- Enter in Report Title (default is Benefit Accrual Report)
- Choose Accrual or Projection (dropdown)
- Choose Benefit Accrual Options (dropdown)
- Enter or choose Specific Accrual Date
- Check Include ineligible Positions (if applicable)
- Choose Sort Option (dropdown)
- Select Pay Groups by double clicking on the pay group name(s) or single clicking and hitting the right arrow.
- Click Generate Report