File Archive
- Former user (Deleted)
- Andrea Boehm
- Former user (Deleted)
The File Archive view has 5 tabs: Payroll Archive, Pay Form Archive (for pay slips), W2 Archive, Other (Legacy reports) and Audit Reports (AoS). Once the module is installed (SYSTEM/MODULES/FILE ARCHIVE MODULE), everyone will see File Import and File Archive in the menu (due to how the permissions are structured). ADMIN/GM/USPS STANDARD users will, by default, be able to view all 3 types. The users will be able to see a listing for "sets" of files. For instance, W2 Archive will have a list of years - when they select a year, a listing of the individual files will be available in the highlight viewer (when row is selected) and then be able to download individual files.
To View Imported and Archived data, go to Utilities/File Archive
Payroll Archive - Imported Payroll CD information from Classic and Present Payrolls Reports from Redesign
Pay Form Archive - Past Pay Slips for employees from Classic
W2 Archive - Past W2's for employees from Classic and W2's from Redesign. The W2's then show in the employee's Kiosk.
Other - Miscellaneous district reports, imported from Legacy
Audit Reports - AoS District Audit Job and AoS SOC1 Audit Job
Payroll Archive
Click on the Payroll to show the available reports included in the file. Click on to save the file:
**Note** Only Administrators can Delete File sets **
View Payroll Archive Reports
To view Payroll Archive Reports, click on next to the report:
The Reports will be listed in .pdf form. Certain users can View, Edit, Delete and Download these reports.
**Note** Standard Users can only View and Download
Group Managers can View, Edit, and Download
Administrators can perform all tasks
To View a Payroll Archive File Info, click on
To Edit a Payroll Archive File Info, click onand then click onor Cancel to exit without saving updates:
To Delete a Payroll Archive File Info, click on **Only Administrators are allowed to delete**
To Download and Save a report, click on next to your selected report.
Payroll Archive Report Bundles
For a printable version of the Payroll Archive Report Bundles spreadsheet, click here.
Payroll Archive Category | SSDT Supplied Payroll Archive Report Bundle Name | User Action that triggers the Event | Name of Event triggered | Reports Saved and Submission Files | Event also triggers creation of reports |
|---|---|---|---|---|---|
ACH Submission | SSDT ACH Submission Report Archive | ACH or HSA ACH Submission file is generated | AchSubmissionCreatedEvent | ACH Submission Report ACH Submission File ACH HSA Submission Report ACH HSA Submission File |
|
Benefit Accrual | SSDT Benefit Accrual Report Archive SSDT Personal Leave to Pay Report Archive SSDT Personal to Sick Leave Report Archive SSDT Part Time Sick Leave Accrual Report Archive SSDT Reset Personal Leave Report Archive | Benefit Accrual Actual Report is generated Convert Personal Leave to Pay Actual Report is generated Convert Personal to Sick Leave Actual Report is generated Part Time Sick Leave Accrual Actual Report is generated Reset Personal Leave Actual Report is generated | BenefitAccrualEvent ConvertPersonalLeaveToPayEven ConvertPersonalToSickLeaveEvent PartTimeSickLeaveAccrualEvent ResetPersonalLeaveEvent | Benefit Accrual Report Convert Personal Leave to Pay Report Convert Personal to Sick Leave Report Part Time Sick Leave Accrual Report Reset Personal Leave Report |
|
Calendar Year Reports
| SSDT Calendar Year End Report Archive
| User closes the December Posting Period
| CalendarYearCloseEvent
| Attendance Journal Report Leave Balance Report Payment Transaction Status Report Employee Master Report Earnings Register YTD Report
| If you close Calendar Year End, it will automatically produce the File Archive Reports for:
|
Calendar Year Reports - W2 Reporting
| SSDT W2 Submission Report Archive | User creates a submission file | W2SubmissionCreatedEvent | W2 Report Options
W2 City Options
W2 State Options
W2C
| If districts creating and submitting own files, these files are created when selecting W2 Submission File:
|
Calendar Year Reports - W2 Forms.zip and W2 Forms Mailable.zip |
| User archives W2 Forms.zip and/or W2 Forms mailable.zip files in W2 Form Output Files |
| W2 Forms.zip W2 Forms.mailable.zip |
|
Employer Distributions | SSDT Employer Distributions Submission Report Archive | Employer Distributions are submitted to USAS | EmployerDistributionsSubmissionEvent | Employer Distributions Report |
|
Employer Retire Share | SSDT Employer Retire Share Submission Report Archive | Employer Retire Share is submitted to USAS | EmployerRetireShareSubmissionEvent | Employer Retire Share Report |
|
Fiscal Year Reports | SSDT Fiscal Year End Report Archive | User closes the June Posting Period | FiscalYearCloseEvent | Attendance Journal Report Benefit Obligation Report by Account (CSV and PDF) Benefit Obligation Report by Employee (CSV and PDF) Leave Balance Report Payment Transaction Status Report Earnings Register Wage Obligation Report by Account (CSV and PDF) Wage Obligation Report by Employee (PDF and PDF) |
|
Fiscal Year Reports - STRS Advance
STRSAD Merge File | SSDT STRS Advance Reports Archive | User creates a submission file
User clicks on Merge Files | STRSAdvanceSubmissionEvent
StrsMergeSubmissionCreatedEvent | STRS Advance FYTD Report STRS Advanced Positions Report STRS Non-Advanced Positions Report STRSAD2006.txt
STRS Employee Merge Report.pdf (Name of the Third Party File).txt STRSADMERGED.TXT
|
|
Leave Projection | SSDT Leave Projection Submission Report Archive | Leave Projection is submitted to USAS | LeaveProjectionSubmissionEvent | Leave Projection Report |
|
Monthly Reports | SSDT Month End Report Archive | User closes any Posting Period | PostingPeriodCloseEvent | Attendance Journal Report Leave Balance Report Payment Transaction Status Report STRS Monthly Report User Listing Report |
|
ODJFS Reporting | SSDT ODJFS New Hire Submission Report Archive
SSDT ODJFS Submission Report Archive | ODJFS New Hire submission file is generated
ODJFS submission files is generated | OdjfsNewHireSubmissionCreatedEvent
OdjfsSubmissionCreatedEvent | ODJFS New Hire Report ODJFS New Hire Submission File ODFJS Report ODJFS Submission File |
|
Payee Payment Detail | SSDT Payables Posted Report Archive | Outstanding Payables are Posted | PayablesPostedEvent | Payable Detail Report Payable Summary Report Payables Payment Report (if Checks included) Check Payment Detail (PDF) (if Checks included) Check Payment Detail (XML) (if XML output chosen) | Use's the System Date to determine what Calendar Year to post to. |
Payroll Payment Detail | SSDT Payroll Payment Detail Report Archive | Checks or Direct Deposit Notices are printed or XML generated, or Email Direct Deposit Notices are scheduled. | PayrollPaymentDetailEvent | Checks.PDF (if Checks PDF or XML generated) Checks.XML (if XML output chosen) Direct Deposits.PDF (if Checks PDF or XML generated) Direct Deposits.XML (if XML output chosen) Direct Deposits.PDF (if Email notices scheduled) | Use's Pay Date (not system date) to determine what Calendar Year to post to. |
Per Pay Reports | SSDT Payroll Posted Report Archive | Payroll posting completes successfully | PayrollPostCompletedEvent | Pay Report Budget Distribution Report Payroll Account Distribution Detail Report Pay Amount Summary Report Payroll Item Detail Report |
|
Quarterly Reports | SSDT Quarter End Report Archive | User closes the last Posting Period of a given Quarter | QuarterCloseEvent | Attendance Journal Report Leave Balance Report Payment Transaction Status Report Employee Master Report Earnings Register Quarter Report | If you close Quarter-End, it will automatically produce File Archive reports for:
|
SERS Reporting | SSDT SERS New Hire Submission Report Archive
SSDT SERS Per Pay Submission Report Archive
SERS Surcharge Account Report | SERS New Hire submission file is generated
SERS Per Pay submission file is generated
SERS Surcharge Account Report is generated | SersNewHireSubmissionCreatedEvent
SersPerPaySubmissionCreatedEvent
SersSurchargeAccountEvent | SERS New Hire Report SERS New Hire Submission File SERS Per Pay Report SERS Per Pay Submission File
SERS Surcharge Account Report |
|
STRS Reporting | SSDT STRS New Hire Submission Report Archive
SSDT STRS Submission Report Archive | STRS New Hire submission file is generated
STRS Submission file is generated | StrsNewHireSubmissionCreatedEvent
StrsSubmissionCreatedEvent | STRS New Hire Report STRS New Hire Submission File STRS Report STRS Submission File |
|
W2 Archive tab | W2 Archive W2 Archive Individual W2 Forms | Schedule Job from W2 Archive Individual Forms | scheduling EmployeeW2Archive.Job | 20XX Tax Year | Kiosk uses this file to view W2's for employee's |
Pay Form Archive
Click on the Pay to show the employees included in the file. Click on to save the file:
W2 Archive
You have the option to View, Edit or Delete the files.
Click on 2021 Tax Year. To Open or Save, click on next to the employees name:
Other
Option to add miscellaneous reports that are not part of the Payroll archived
To add reports under the 'Legacy Reports', click on , then click on .
A box will open .
You can click on or , select one or multiple reports at a time, you would like to import into 'Legacy Reports' from where they are saved on your computer:
Then click on
If wanting to view these reports, click on or if wanting to Edit, click on .
Audit Reports
Under the Audit Reports tab, the reports for AoS District Audit Job and AoS SOC1 Audit Job will be listed:
For more information on Creating Audit Jobs, please see the Job Scheduler chapter.
Create
To Create a new Report Description, click on . Enter in the 'Description' name of the new 'Other File Set':
Click on . or to exit, click on Cancel.
Delete
To Delete Report sets, click on
