This procedure outlines the steps to be taken to process a payroll in USPSR.

• 1. Updates - Make any necessary changes/additions that are needed to Employee, Position, Payroll Item, Pay Distribution, Payroll Account, etc go to Core or the Employee Dashboard before beginning the payroll process.
  • Add any new employees 

• 2. Posting Period

   Open but not current

  • 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 information as needed and create

  

  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.
   Open and Current

  • 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 information as needed, making sure to check the Current box  and create

  

  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.

Payroll/Payments Future

If you enter exceptions using Future:

• 3. Enter all time sheet data in Payroll/Payroll Payments Future (UPDCAL_FUTURE)
• 4. 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

• 5. Enter and/or Import Attendance - 3 different options

   Dashboard

  Dashboard (ATDSCN)

  • Go to Dashboard and select Employee from 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 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
   Core/Attendance

  Core/Attendance  (ATDSCN)

  • 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

  Import Attendance (USPIMPORT) 

  If you use an outside source- AESOP,  KIOSK,  etc to track attendance this is the next step

  • 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 counts on screen

    • View ATTERR.csv 

      Any errors can be corrected on the ATTERR.CSV file and this file can be uploaded using the Attendance Import option.

  Import Absence (USPIMPORT) (This is similar to importing from AESOP, KIOSK, etc or similar software products)

  • 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 

      Any errors can be corrected on the ATTERR.CSV file and this file can be uploaded using the Attendance/Absence Import option.)

• 6. Go to Reports/Report Manager and process SSDT Attendance Journal Entry
• 7. Go to Payroll/Payroll Processing and click Initialize New Payroll

• 8. (Optional) If you use:

   Additions

  Click on Add Pay Group 

  1. Double click on the pay groups you wish to add
  2. Enter period beginning and ending dates
  3. Click Add Pay Group
• 9. If you have additional items go to Payroll/Payroll Payments-Current.
  • Click  +Create 
  • Enter payroll exceptions from pay sheets, time sheets, etc.
• 10. Go to Payroll/Payroll Processing. Click the Detail button. Click on the  Error Report-View report for errors

  • Correct errors

    Only if changes were made to Compensation record:

    1. Go back to Payroll
    2. Click MODIFY
    3. Click the checkbox left of the word "Code" to select all pay group(s) or click the box next to the pay group(s) that corrections were made for as far as Compensation
    4. Click Update Payroll
• 11. Pay Report (PAYRPT) 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
  • Begin 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 

• 12. Pay Amount Summary Report formerly (PAYSUM)
  • 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
    • Select Specific Pay Groups to Exclude-If desired check 
    • Move pay groups you do not want on the report to the Selected box
    • Click GENERATE REPORT
    • Check report for accuracy
    • Click Browser Back Button 

• 13. Click on the Pay Item Detail Report (DEDDET) 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

• 14. Click on Budget Distribution and Projection Report (BUDDIS-Projection) and review
  • Report Title-Default is Budget Distribution report. Can be changed if desired.
  • Click Generate Report

• 15.Click on Payroll Account Distribution Detail Projection Report (BUDDET-projection) and review
• 16. Post Payroll (CHKUPD)
  • May need to go to Payroll/Payroll Processing/In Progress Tab and Click Detail
  • Click POST PAYROLL 
  • Click POST

• 17. Click Budget Distribution Report (BUDDIS actual)
  • Enter Details:
    • Report Title-Default Budget Distribution Report. Can be changed if desired

    • USAS Check Number can be left blank

      Due to the way the new USAS integration works , USPS-R no longer requires a USAS check number. 

    • USAS Vendor Number can be left blank

      Due to the way the new USAS integration works , USPS-R no longer requires Vendor information on the Payee record. 
    • Click Generate Report
• 18. Click Payroll Account Distribution Report (BUDDET)
• 19. Click Processing Payments (CHKPRT) 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
• 20. Click Processing Payments (CHKPRT) Checks
  • Select Payment options:
    • Processing (Select Checks)
    • Output Format (Click on XML  for check printing software or PDF for format checks)
    • Bank Account (Drop down)
    • Sort By Option  (Drop down)
    • File Name (Auto Populated)
    • Click on Process Payments
    • Transfer Direct Deposit XML or PDF file to check printing software
• 21. 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
    • Report Format - 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 
• 22. 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 by checking checkbox
    • Click Generate HSA Submission file
• 23. 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 sent out (ex. 3/15/18 12:09 PM)
  • Direct Deposit Form-Choose from drop down

  • Click Schedule Sending of Selected Email Notices

    Can be seen in Utilities/Job Scheduler or if ever need to delete the scheduled job do so in Utilities/Job Scheduler

• 24. 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
• 25. Processing a SERS Per Pay Report (RETIRE/SERSRPT)
  • Go to Reports/SERS Per Pay Report
    • Report Title-Default is SERS Per Pay Report
    • Choose your sorting option (Dropdown)
    • 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
• 26.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 File

  • Click Link to eSERS login and and upload the tape file

    If you are only creating an adjustment file click Generate Submission File for Adjustments Only

• 27. 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 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
• 28. Processing a STRS Report (RETIRE/STRSRPT)
  • Go to Reports/STRS Report
    • Choose your sorting option (Dropdown)
    • Choose the Payment Method (Dropdown)
    • Enter in the 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
• 29. 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
• 30. 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 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
• 31. 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 (if applicableb)
    • Choose Calculate based on number of week or months (Dropdown)
    • Choose Calendar for calculating breaks (Dropdown-if applicable)
    • Select Pay Groups under Available by double clicking 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
• 32. Processing Employer Distributions Report (BRDDIS)
  • 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
• 33. Processing Employer Distributions Submission File (BRDDIS)
  • 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
• 34. Processing USAS Employer Share of Retirement Submission (BRDRET) (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
• 35. Post Payroll to USAS (AUTOPOST)

In USPS:

• 36. 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:

• 37. 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.

In USPS:

• 38. Processing Outstanding Payables (Paying Deductions) (PAYDED)

  • 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
• 39. 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
• 40. 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

Processing a Refund of a Payroll Item