| Note |
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This checklist is a sample of a payroll checklist. This can be customized to meet your district specific needs. Please contact your ITC for complete instructions before using this checklist. |
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- Go to Payroll>Payroll Processing
- Click the Detail for the payroll being processed
- Click Payroll Account Distribution Report
- Report Title - Default is Payroll Item Detail Report. Can be changed if desired
- Report Output Format - Defaults to PDF. Choose from drop down option if desired.
- Sort By - Choose option from drop down
- Click Generate Report
- Check for accuracy
19. _____ Run the Leave Report and check for accuracy. (CHKLEV)
20. _____ Post the payroll. (CHKUPD)
- Go to Payroll>Payroll Processing
- Click the Detail for the payroll being processed
- Click Post Payroll
- Click Post
2021. ____ View and reconcile the Post Error Report. (CALCERR)
- Go to Payroll>Payroll Processing
- Click the Detail for the payroll being processed
- Click Post Error Report
- Review report for errors and warnings
2122.____ Run and print final payroll reports - Optional.
- Go to Payroll>Payroll Processing
- Click the Detail for the payroll being processed
- Click and Generate Pay Item Detail Report (DEDDET)
- Click and Generate Pay Item Summary Report (DEDTOT)
- Click and Generate Budget Dist Report (BUDDET)
- Click and Generate Payroll Account Dist Report (BUDDIS)
2223.____ Process Payments - Checks and Direct Deposit Notices
- Checks: (CHKPRT/CHKFORM)
- Go to Payroll>Payroll Processing
- Click the Detail for the payroll being processed
- Click Process Payments
- Processing - Select Checks
- Output Format - Click XML or PDF. Most printing software companies require the XML format.
- Bank Account - Select from dropdown
- Sort By - Choose from drop down
- File Name - Change be changed if desired
- Click on Process Payments
- Transfer the direct deposit XML or PDF file to your check printing software
- Click Done
- Direct Deposits - Paper Direct Deposits: (CHKPRT/DIRFORM)
- Go to Payroll>Payroll Processing
- Click the Detail for the payroll being processed
- Click Process Payments
- Processing - Select Direct Deposits
- Output Format - Click PDF
- Bank Account - Select from dropdown
- Sort By - Choose from drop down
- File Name - Change be changed if desired
- Click on Process Payments
- Submit the file to your printer
- Click Done
2324.____ Create and schedule email direct deposit notices.
- Go to Payroll>Payroll Processing
- Click the Detail for the payroll being processed
- Click Email Notices
- Date and Time to send email notices - From the calendar, select the date and enter the time you wish the notices to be sent. (For example - 3/15/23 12:09 PM)
- Available - By not selecting any employees, all employees will be included. If you wish to generate email notices for employees, double click or highlight and click the right arrow to move the items to the Selected side.
- Direct Deposit Form - Choose the appropriate form from the drop down
- Click Schedule Sending of Selected Email Notices
2425.____ Run, review, and create the SERS Per Pay Report and Submission File. (SERSRPT/SERSREG)
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- All previous data from report generation should still be populated
- Check the checkbox to 'Set Employees Within Submission File As Reported to SERS'
- Click Generate Submission File
- Click Generate Adjustment Only Submission File
- Click Link to eSERS login and and upload the tape file to eSERS
2526.____ Run, review, and create the STRS Per Pay Report and Submission File. (STRSRPT/STRSREG)
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- All previous data from report generation should still be populated
- Click Generate Submission File
- Click Choose File. Browse to select your file.
- Click Submit Uploaded File to STRS
- OR Click Generate Submission File and Submit to STRS in one step
2627._____ Run, review, and create the SERS New Hire Report and Submission File (RETIRE/SERSHIRE)
| Info | ||
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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 |
- Create the SERS Per Report for verification.
- Go to Reports>SERS Reporting>SERS New Hire Report
- Report Title - Default is SERS New Hire Report. Can be changed if desired.
- Click Generate Report.
- Verify the report.
- Go to Reports>SERS Reporting>SERS New Hire Report
- Generate the submission file
- Click Generate File
- Save the file to a folder of your chose
- Upload to eSERS
- Click Generate File
2728._____ Run, review, and create the STRS New Hire Report and Submission File (RETIRE/STRSHIRE)
| Info | ||
|---|---|---|
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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 |
- Create the STRS Per Pay Report for verification.
- Go to Reports>STRS New hire Report
- Report Title-Default is STRS New Hire Report
- To create a report click Generate Report
- Report Title-Default is STRS New Hire Report
- Go to Reports>STRS New hire Report
- Generate the submission file
- Click Generate Submission File
- Click Choose File. Browse to select your file.
- Click Submit Uploaded File to STRS
- OR Click Generate Submission File and Submit to STRS in one step
- Click Generate Submission File
2829._____ Processing an ODJFS New Hire Report and Creating an ODJFS New Hire tape file (NEWHIRE)
- 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
2930.____ Create the AFFORD Report and Submission File (AFFORD)
- Create the AFFORD Report
- Go to Reports>AFFORD
- Report Title - Default is AFFORD Report. Can be changed if desired.
- Sort By - Defaults to Employee Number. Can be changed if desired.
- Beginning Date - From the calendar, choose the beginning date
- Ending Date - From the calendar, choose the ending date
- Check the Exclude based on termination date box (if applicable)
- Include Employees with not retire hours on CSV file? - Check the checkbox if applicable
- Exlcude based on termination date? - Check the checkbox if applicable
- Exclude employees with insurance? - Check the checkbox if applicable
- Calculate based on number of weeks or months? Select option from drop down
- Calendar for calculating break- Select option from drop down
- Pay Groups - By not selecting any Pay Groups, all Pay Groups will be included. If you wish to run the report for select Pay Groups, double click or highlight and click the right arrow to move the items to the Selected side.
- Select Employee and click Add - Double click or highlight and click the right arrow to move the items to the Selected side
- Click Generate Report
- Go to Reports>AFFORD
- Create the submission file
- Click Generate CSV
3031.____ Processing Employer Distributions (BRDDIS)
- Create the Employer Distribution Report
- Go to Reports>Employer Distributions
- Report Title - Default is Employer Distributions. Can be changed if desired.
- Report Format - Defaults to PDF. Choose from drop down option if desired.
- Start Date - From the calendar, choose the beginning pay date
- End Date - From the calendar, choose the ending pay date
- Payment Cycle - Choose from drop down. Optional.
- Sort Option - Choose from drop down
- Subtotal Option - Choose from drop down
- Use Only Employer Distribution Accounts - Checkbox is marked by default. Can be changed if desired.
- Summarize individual amount detail - Checkbox is marked by default. Can be changed if desired.
- Choose Payroll Item(s) wanting to process - Double click or highlight and click the right arrow to move the items to the Selected side.
- Click Generate Report
- Go to Reports>Employer Distributions
- Create the Employer Distribution Submission File
- Go to USAS Integration>Employer Distribution Submission
- Start Date - From the calendar, choose the beginning pay date
- End Date - From the calendar, choose the ending pay date
- Payment Cycle - Choose from drop down. Optional.
- Use Only Employer Distribution Accounts - Checkbox is marked by default. Can be changed if desired.
- Choose Payroll Item(s) wanting to process - Double click or highlight and click the right arrow to move the items to the Selected side.
- Click Show Submission Preview. Verify total.
- Click Submit to USAS. A message will appear-
. Once approved or rejected on the USAS side, this page will be updated with the status. - In USAS, go to Transactions>Pending Transaction
- Check the Edit icon for the transaction you wish to post
- Click Validate. Any warnings or errors on accounts will be displayed. Verify information is accurate.
- Click Post
- Enter the Transaction Date
- Select a Payee Vendor
- Check the checkbox 'Apply Payee name and address to Vendor' to apply the Payee Name and Payee Address to the selected vendors default PO vendor location. If this box is selected, the Payee information from USPS-R (can be seen on the Pending Transaction) will be applied to the USAS-R Vendor. Once the PO is created, the Vendor Name and Address will be used from the USAS-R vendor record. If the district primarily maintains this information in USPS-R, this allows them to update it there and then apply it to the USAS-R side to keep the USPS-R Payee and USAS-R Vendor information consistent.
3132._____ Process Employer Retirement Share (BRDRET)
- Create the Employer Retirement Share Report
- Go to Reports>Employer Retirement Share Report
- Report Title - Default is Employer Retirement Share Distribution Report. Can be changed if desired.
- Start Date - From the calendar, choose the first pay date of the month
- End Date - From the calendar, choose the last pay date of the month
- STRS Amount to Distribute - Enter STRS amount
- SERS Amount to Distribute - Enter SERS amount
- Click Generate Report
- Go to Reports>Employer Retirement Share Report
- Create the Employer Retirement Share Submission File
- Go to USAS Integration>Employer Retirement Share Submission
- Start Date - From the calendar, choose the first pay date of the month
- End Date - From the calendar, choose the last pay date of the month
- STRS Amount to Distribute - Enter STRS amount
- SERS Amount to Distribute - Enter SERS amount
- Click Show Submission Preview. Verify total.
- Click Employer Share of Retirement to USAS. A message will appear- . Once approved or rejected on the USAS side, this page will be updated with the status.
- In USAS, go to Transactions>Pending Transaction
- Check the Edit icon for the transaction you wish to post
- Click Validate. Any warnings or errors on accounts will be displayed. Verify information is accurate.
- Click Post
- Enter the Transaction Date
- Select a Payee Vendor
- Check the checkbox 'Apply Payee name and address to Vendor' to apply the Payee Name and Payee Address to the selected vendors default PO vendor location. If this box is selected, the Payee information from USPS-R (can be seen on the Pending Transaction) will be applied to the USAS-R Vendor. Once the PO is created, the Vendor Name and Address will be used from the USAS-R vendor record. If the district primarily maintains this information in USPS-R, this allows them to update it there and then apply it to the USAS-R side to keep the USPS-R Payee and USAS-R Vendor information consistent.
3233. _____Create the ACH Submission Report and File. (PAYDIR)
- Create the ACH Submission Report
- Go to Reports>ACH Submission
- Pay Date - Defaults to the Pay Date entered when the payroll was initialized.
- ACH Source - Choose Destination Payroll/ACH Transfer
- Include Employee SSN - Choose from drop down
- Sort by - Choose from drop down
- Report Format - Choose from drop down
- Under Historical Payrolls, check the checkbox for the pay date you are wanting to create file for.
- Click Generate Report
- Verify the report
- Go to Reports>ACH Submission
- Generate the ACH Submission File
- Go to Reports>ACH Submission
- All options should remain
- Check the checkbox to 'Convert Pre-Notes on ACH Submission File Generation?'
- Click Generate Submission File
- Upload the ACH file to your bank
3334. _____Create the HSA Submission Report and File. (PAYDIR)
- Create the HSA Submission Report
- Go to Reports>ACH Submission>HSA Submission
- HSA ACH Source - Choose Destination Payroll/ACH Transfer
- Include Employee SSN - Choose from drop down
- Sort by - Choose from drop down
- Report Format - Choose from drop down
- Under Historical Payrolls, check the checkbox for the pay date you are wanting to create file for.
- Click Generate HSA Report
- Verify the report
- Go to Reports>ACH Submission>HSA Submission
- Generate the HSA Submission File
- Go to Reports>ACH Submission>HSA Submission
- All options should remain
- Click Generate HSA Submission File
- Upload the ACH file to your bank
3435. _____ Process Outstanding Payables
- Go to Processing>Process Outstanding Payables
- Generate Payable Reports (DEDRPT)
- Click on Payable Reports to get a list of all payroll items to be paid (DEDRPT)
- 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 (PAYDED)
- 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.
- Check the checkboxes for each Payroll Item if paying by Payroll Item(s) and not Payroll Cycle.
- 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 - If desired
- Submit the output file to your printing software
- Generate Payable Reports (DEDRPT)
3536.____ Process Leave Accruals (BENACC)
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