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You will then see that the payroll is in progress and there will be a spinner 
in the Status field by each pay group that is processing . Once the pay group has processed there should be a green indicator button 
next to the pay group in the Status field. This indicates the pay group processed successfully. If a red indicator button 
is in the Status field this indicates that this pay group failed during processing. You can select 
to view the errors produced during this payroll.
**Note** If a change is made to a Position or Compensation, it will not be reflected in the 'In Progress' payroll. Select 'Modify Payroll' to have this update included. But changes to Payroll Items should be reflected without 'Modifying Payroll".
The number of positions for each Pay Group are listed under '# Of Positions':
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After that, all payroll validations are done on the Compensation for the employee
For Contract Compensations, there is a validation that checks the contract obligation and makes sure that it will not be exceeded by the pay amounts for the current pay.
- The validation does this math:
compensation Contract Obligation - (compensation Amount Paid + Contract Gross from pay amounts that are not adjustments) + compensation Amount Docked - If the absolute value of this calculation results in an amount that is greater than the contract payoff rounding threshold that is on the Rounding Configuration, then the pay amounts for the compensation are removed from the payroll.
Employee Example, the calculation is:56,530.37 - (54,305.55 + 2227.50) + 0.00 = -2.68 Absolute value of -2.68 = 2.68 Contract Payoff Rounding Threshold on Rounding Configuration = 0.75 2.68 > 0.75 so pay amount is removed from the payroll
Compensation Stretch Pay NOT checked - If the Compensation does not have the Compensation>Stretch Pay checkbox marked, the system simply pays the number of workdays found on the Job Calendar assigned X the Unit Amount
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From here you can Modify the payroll by clicking on 'Modify Payroll':
If a change is made to a Position or Compensation record for a regular active position, it will not be reflected in the 'In Progress' payroll. Modify Payroll, select Pay Group the employee is in and click on 'Update Payroll'. 'Modify Payroll' takes the Pay groups you select, deletes them from the Payroll and then re-initializes them, so anything you did in Current would be wiped out. ** Selected pay groups will be re-initialized when payroll is updated **
Changes made to Payroll Items will be reflected without 'Modifying Payroll", just rerun 'Payroll Report'. If an error occurred on the Error Report, in order for it to be removed, modify the Pay Group the employee was associated with.
Any time you are unsure if you need to Update or not, it never hurts to run a Payroll Report first to see if the desired change took effect, and if it did, then you should be good to go.
Delete Payroll or Delete Payroll and Exceptions
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 - will delete payroll and exceptions entered in Payroll Payments |
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The pay amounts created by the system are NOT considered exceptions, so pay amounts created during initialization will not be saved to future pay amounts if the Payroll is deleted. When the payroll is re-initialized, these will be recreated, but if you modified pay amounts that were generated initially , those changes will be lost. If you add new pay amounts to an existing Position Pay or create a new Position Pay, these will be saved to future (when keeping exceptions). If an entry originally got pulled in from Future Pay, and it is modified, then this is still considered an exception and the changes made will be retained when re-initializing the payroll. To summarize- pay amounts that originated from a user action (future pay entry or adding new pay amounts or position pays) will be saved, but any changes to pay amounts that the system generated (by payroll initialization) will be lost. |
The Add Pay Group Option appears after a payroll has been started. This option can be used to include multiple beginning and ending payroll dates for groups of employees as long as they all have the same pay date. Select the 
Option and supply different beginning and ending payroll dates and the applicable pay group for these dates. The pay date is the same in all cases. The Add Pay Group Option is also used to add missed pay groups to an existing payroll. Simply supply the missed pay groups in the appropriate fields:
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Exit out of your Pay Report then go back to the Payroll/Payroll Processing tab and click on the 
key next to your current payroll.
Error Report
The Error Report documents any errors encountered during the 'Initialize New Payroll' processing. For more information on errors/warnings/info messages, please click here.
Error Report Example
If a Retirement Code (STRS/SERS) is defined on the Position record and a Retirement Payroll Item is missing an error will be produced on the Error Report-
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Post Payroll
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For Kiosk Districts, A PDF will be auto generated from pay history and returned to the kiosk for any payroll ran in redesign. The pay slip for a given payroll will be available in the kiosk when the pay date of the payroll is equal to or before the current date. The PDF for a payroll will be available in the kiosk starting on the pay date. |
Once payroll is ready to be Posted, click on the 
button:
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| Info |
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If a payroll is unposted, all payment information is deleted. The Process Payments and Email Notices will need to be run again. A different range of number will be used. There is also no guarantee that reposting a payroll will result in the same check number sequence. |
Process Payments
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A Bank Account needs to be added first under Core/Bank Account before processing payments can continue. |
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How are Leave balances calculated?
Sick, Vacation or Personal Leave balances on payment stubs, come from Leave Balance screen. The Usage would come from Attendance screen, if not deferred and an absence is entered, the leave balance is updated at that time. If an employee's absence is from a prior payroll processing period and is processed on a later payroll (absence entered in Attendance), that absence will appear on their pay stub for the payroll they are processing as the entry will be pay stamped for that pay currently being processed.
For Example, when processing payroll for 8/15/22, a Sick day absence from 6/27/22 was just posted to Attendance. When the payroll was posted, the record pay stamp date reflects 8/15/22 and the employee's check stub reflects the 1 day of sick leave usage.
How are service days calculated?
The DD notice is using the FY Dates which would be the first payroll of the FY year (starting date) to the last Pay Date (End date).
Email Notices
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The "Email Notifications" module must be installed in System->Modules. Also, in System->Configuration, the Email Configuration needs at least 'Smtp Host' specified, and the Email Direct Deposit Notice Configuration needs 'From Email' specified as a "real" email address that your smtp email server will recognize. Once this is setup, the Email Notices button will be enabled and you will be able to schedule the sending of the email notices. |
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If the Email Notices have been scheduled but a correction to the payroll was needed, the scheduled notices will need to be deleted and rescheduled with the corrected payroll, regardless of if the correction did not update any employee's involving Direct Deposit Notices. If an employee's email address has been changed in the Employee screen, the Email Notice scheduled job will need to be deleted and rescheduled, to pick up the new address entered in Employee. |
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Email Notices cannot be sent from Classic payrolls imported. |
The form used to generate the direct deposit notices are fully customizable, whether they are generated for printing or emailing. The "Direct Deposit Form" option on the Email Direct Deposit Notices window allows you to choose the SSDT-provided form or your own custom form. The district could setup one or more custom formats, one of which that excludes the sensitive information, and they would only need to select the alternate form.
Click 
to email employee's Direct Deposit Notices. If wanting to email DD notices now, leave Date and Time as is and click on 
:
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To view the Scheduled Email Notices, go to Utilities/Job Scheduler
Warning and Error Messages
ERROR****RUNNING A PAYROLL IN JULY BEFORE COMPLETING STRS ADVANCE ***Error - STRS Advance must be processed before running a payroll with pay date in July*** WILL NOT be able to proceed with payroll until STRS Advance is completed.
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INFO: Last pay on contract for job X for Employee: XXXXXXXXX, Position: X
- The last pay on contract message is generated if the employee is paid with a LastPayEarnings (LPE) or a LastPayAccrued (LPA) pay type.
- If the pays paid plus 1 equals the pays in contract, then they should be paid a LPA (if being paid from accrued wages) or a LPE (if being paid from regular wages). So if only 1 pay is left, they should be paid with one of these types.
INFO: Accrued PayAmount $$$.$$ will exceed remaining total accrued wages $$$.$$ for Employee XXXXXXXXX, Position X
- The warning is to let the user know that the pay per period exceeds what is left in accrued.
Warning: Attempting to pay into inactive pay account XX-XXXX-XXX-XXXX-XXXXXX-XXX-XX–XXX for employee XXXXXXXX. Sync with USAS or change account.
Warning: This payroll includes charges to expenditure accounts that are inactive in USAS or have no external ID. See the Error Report for details.
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Warning No compensation to calculate retirement hours for potential partial dock absence for employee number XXXXXXXXXX, activity date: Thu Feb 14 00-00-00 EST 2013, unit: Daily, length: 1.000
- Have the user to go to the Dock record, select Modify, do not change anything, and select Save. When they run a Pay Report for the employee, the error should be gone
Warning - No Compensation eligible for this payroll for Position #X Employee #XXXXXXXXX. Position not added to Payroll.
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Warning **** RUNNING A PAYROLL IN JULY BEFORE RUNNING STRS ADVANCE ****
Warning - Employee XXXXXXXXX - (Last Name, First Name) is configured to receive email notices, but no email address was found
- Go to Employee and under Contact, enter in the employee's Email address's
Warning - Pay Amount for Compensation (null) for Position #X Employee #XXXXXXXXX already exists in Current Payroll
Warning - "Pay per period entered does not equal pay per period calculated based upon contract values for employee......Position X"
- These warnings are informational and can be ignored. These are to inform the user that the calculations are being overridden due to the override flags. As long as the Payroll posted successfully (did not fail), can be ignored.
Warning - "Unit amount has been calculated based upon contract values for employee....Position X"
- These warnings are informational and can be ignored. These are to inform the user that the calculations are being overridden due to the override flags. As long as the Payroll posted successfully (did not fail), can be ignored.
Warning - No External ID for pay account XXXXXXXXXXXXXXXXXXXXXXXX for employee XXXXXXXXX. Sync with USAS required.
Warning - Deduction FederalTaxItem (001) missed on XX/XX/XXXX pay due to insufficient remaining gross for Employee: XXXXXXXXX. Error adjustment will be created.
Warning - Payroll item maximum (max amount: XXX.XX) (amount to deduct: X.XX) has been reached for AnnuityItem, code: XXX for Employee: XXXXXXXXX
Warning - Payroll item maximum (max amount: XXX.XX) (amount to deduct: X.XX) has been reached for RegularItem, code: XXX for Employee: XXXXXXXXX
Warning - No active STRS payroll item exists for Employee #: XXXXXXXXX, emp name, Position X with Retirement Code STRS (foundation schools can ignore)
- Payroll Item 450 is missing for employee
Warning - No active SERS payroll item exists for Employee #: XXXXXXXXX, emp name, Position X with Retirement Code SERS (foundation schools can ignore)
- Payroll Item 400 is missing for employee
Warning - Retirement Code is set to None for position. This warning will not prevent the position from being paid.
Warning - No Active Medicare Tax Payroll Item exists for Employee #XXXXXXXXX
Warning - Active Social Security Tax payroll item exists. but no amounts withheld for Employee #XXXXXXXXX
Error Absence for the day cannot total more than 1 day for Employee# XXXXXXXXX, Activity Date: XX/XX/XXXX
Error A Payroll With A Description Of 'xx/xx/xxxx' And A Pay Date Of XX/XX/XXXX Has Been Posted After This Payroll In Which Employee Positions Match, You Cannot Un-Post This Payroll
- Have option to go to backup before this payroll was started
- or void ALL Payments associated with it. If already posted to USAS, please click here for instructions
Error Not enough accounts to distribute charges for Employee# XXXXXXXXX, Position # X.
Error 100% of the amount to charge must be distributed over the pay accounts for Employee# XXXXXXXXX and Position # X
Error ACH Source data is missing for direct deposit distribution code (XXX), Employee #XXXXXXXXX, Error: ACH Destination data is missing for direct deposit distribution code (701), Employee #XXXXXXXXX
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