Published June 3rd, 2016

Adding an Employee in USPS-R...it’s not as bad as you think.

The ins and outs of adding a new employee in USPS-R

With the GUI “Graphical User Interface” capability in USPS-R, adding a new employee has never been easier. You can now enter in the required data and then, with the click of a button, your record is created.

To make the process even easier, the system also gives you the ability to create Template records which can be saved and then used when creating associated new employee records. These templates will hold recurring data in specific fields that will appear in the record when the template is chosen (similar to the all 1’s record in Classic USPS). To learn more about creating and using template records, see the Creation and Utilization of a Template Record chapter in the USPS-R Documentation.

To add a new employee to the USPS-R system, the following order should be utilized:

1-Employee (Classic's BIOSCN/DEMSCN)

To create an Employee record- Click on the  button. You will then proceed to either select a Template and add the remaining employee information or manually enter in the employee's biographical and demographical information. Once all data has been entered you will click the  button.

2-Position (Classic's JOBSCN/POSSCN)

• To create a Position record- Click on the   button. Choose your employee and then proceed to either select a Template and add the remaining position information or manually enter in the required information to create the position record. You will then click on the button.
• Next click on . This will allow you to create a Compensation record (which defines how the position will be paid.) Once the compensation record has been created click the  button to add this record.
• Your last step when creating the Position record is to create a Payroll Account record. You will need to click on the  button and enter in the appropriate information and then click on the  button.

3-Leaves (Classic's BENSCN)

A Leaves record would need to be created if the employee is eligible for leave benefits. To create a Leaves record- Click on the button. Choose your employee and then proceed to either select a Template and add the remaining leaves information or manually enter in the employee's leave information. Once all data has been entered you will click the  button.

4-Payee (A portion of Classic's DEDNAM)

If an employee has a payroll item that is not currently setup in the system, then a new Payee record may need to be created before a Payroll Item Configuration and Payroll Item can be added. The Payee record contains the demographical, vendor and electronic payment information.

To create a Payee record- Click on the button. You will then proceed to either select a Template and add the remaining Payee information or manually enter in the required Payee information. Once all data has been entered you will click the button.

5-Payroll Item Configuration (A portion of Classic's DEDNAM)

The Payroll Configuration record will need to be added in order to setup the Payroll Item information for an employee. This record contains the check stub and W2 abbreviation as well as the payment cycle, type and the related Payee information.

To create a Payroll Configuration Item record- Click on the  button. Choose the Payroll Item Type and then click .  You will then proceed to enter in the required information. Once all data has been entered you will click the  button.

6-Payroll Item (Classic's DEDSCN)

A Payroll Item record will need to be created for each Payroll Item that an employee is to have withheld.

To create a Payroll Item record- Click on the  button. Choose your employee and the Payroll Item you wish to add and click . You will then proceed to either select a Template and add the remaining Payroll Item information or manually enter in the required Payroll Item information. Once all data has been entered you will click the  button.

7-Pay Distributions (Classic's DEDSCN for Direct Deposit)

The Pay Distribution record setup will determine how the employee’s earnings will be distributed - CHECK, DIRDEP or both. 

To create a Pay Distributions record- Click on the  button. Choose your employee and click .  You will then click , choose the distribution type, click and then proceed to enter in the required Pay Distribution information. Once all data has been entered you will click the button.

USAS-R Expenditure Process Simplified!

Overview of the USAS-R programs involved in the expenditure process

The expenditure process you have all come to know (and love)  in Classic involves posting a requisition, converting it to a purchase order, invoicing the purchase order and cutting the check.  In Classic,  not all of these steps (i.e. check processing) can be done in USASWEB plus many users still use REQSCN or POSCN to process their transactions.  In USAS-R,  the expenditure process steps are under one menu…our “TRANSACTION” menu…simplified!

Requisitions

The current user interface is the format used in USASWEB.  The user interface will eventually move over to the grid format you currently see in USAS-R’s purchase orders.  However some updates have been made to requisitions in USAS-R.

1. Vendor is no longer required.  You can post a requisition without entering a vendor.  However, if your district would like to require a vendor be entered, a  rule can be written to enforce this. 
2. Same applies to account codes.. it is no longer necessary to enter an account code for each item on the requisition.  However, the system can be configured to enforce account code entry.

Purchase Orders

Purchase Orders is using our latest user interface (grid format).  A vendor is optional in Purchase Orders as well.  It may be entered any time prior to issuing the first invoice.  If a vendor is not entered on a PO, it's assumed to be a non-vendor specific (i.e. multi-vendor) PO which will then require the vendor be entered at invoicing time.    Account codes are required to be entered on PO line items.

AP Invoices

The current user interface is the same format used in USASWEB.  AP Invoices will eventually move over to the grid format.   A vendor can not be changed when invoicing unless it is a non-specific vendor purchase order and in that case, a vendor must be specified before posting the invoice.

Payables

The Payable interface is new...so I will explain this in more detail.  As invoice items are filled in the AP Invoice module, they will appear in a list under Payables.  They are listed in a grid format in which there are two grid option “tabs” to choose from.  

Disbursements

“Checks”  in Classic are now called “Disbursements” in USAS-R and will consist of physical checks, ACH transactions, and other electronic postings.  You cannot create a disbursement in the disbursement interface.. you must first use the Payable interface to query the outstanding invoices and post disbursements.  

For existing disbursements, you have the ability to print  physical checks, resequence, void, reconcile or unreconcile them. 

For physical checks, the check number is assigned in the disbursement grid.  Disbursements labeled “true” in the Printable column are disbursements you can assign a physical check number to.   ACH and electronic types do not require a physical check number.  To assign a check number, checkmark the disbursement and click on print batch to assign a print output type (XML, PDF, etc.) and starting check number.