Page Comparison

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Note
*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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3.____ If any changes/additions are needed (for example - Employee, Position, Payroll Item, Pay Distribution, Payroll Account) go to the appropriate Core menu item or , the Employee Dashboard or Employee Onboarding and make the necessary changes before initializing the payroll.

4.____ Enter any exceptions using Payroll>Payroll Payments Future.

5.____ Run Reports>SSDT Future Pay Amount Report to balance the exceptions.

- Go to Reports>Report Manager>SSDT Future Pay Amount Report
  - 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

6.____ Enter and/or import Attendance/Absence information.

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and/or import Attendance/Absence information.

Choose from the options below:
- Adding Attendance Using the Employee Dashboard: (ATDSCN)
  - Go to the employee's Dashboard and search for the Employee. Select from the 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 options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
  - Click on X to close the window
- Adding Attendance Using Attendance (ATDSCN)
  - Go to Core>Attendance
  - Click Create to enter one day or click Mass Add to enter multiple days.
  - Click Save
  - Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
  - Click on X to close the window
- Adding Attendance/Absence Using AttendanceMass Load
  - Go to Core>Attendance
  - Click CREATE to enter one day or click Mass Add to enter multiple days.
  - Click Save
  - Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
  - Click on X to close the windowUtilities>Mass Load
    - USPS Load File - Click Choose File and browse to locate the file
    - Importable Entities - Attendance Journal
    - Click Load
    - Review Summary counts on screen
    - View ATTERR.CSV

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

Adding Attendance/Absence Using a File to Import (USPIMPORT)
- Loading Attendance Information
  - Go to Utilities>Attendance/Absence Import
    - Attendance Import File - Click Choose File and browse to locate the file
    - Location Code- If using Location Code and it's specified on CSV File
    - Post to Payroll Processing – Choose option from dropdown
    - 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

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

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*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

75. ____ Run the SSDT Attendance Journal Entry Report to check the absence and/or attendance information. (ABSRPT)

Go to Reports>Report Manage>SSDT Attendance Journal Entry.
- Start Date - Payroll Start Date
- End Date - Payroll End Date
- Job Status - Leave blank
- Appointment Type - Leave blank
- Type - Enter either Attendance or Absence if balancing separately
- Click Generate Report
Verify the report.

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86.____ Initialize the payroll.

Go to Payroll>Payroll Processing
- Click Initialize New Payroll
  - Payroll Description - Description of payroll. This description will appear in the Description column of the grid
  - Pay Plan - Enter appropriate pay plan
  - Pay Cycle - Enter appropriate pay cycle
  - Start Date - Enter payroll beginning date
  - Stop Date - Enter payroll ending date
  - Pay Date - Enter pay date
  - Suppress Voluntary Deductions - Check the checkbox if applies
  - Ignore Direct Deposit - Check the checkbox if applies
  - Special Pay - Check the checkbox if applies
- Optional: If you use the Additions options.
  - Click Add Date Range Selection
  - Enter Start Date and Stop Date for these pay groups
  - Click Initialize Payroll

9._____ Enter any exceptions using Payroll>Payroll Payments Current.

Enter and/or import Attendance/Absence information.

Choose from 3 options:
- Adding Attendance Using the Employee Dashboard:
  - Go to the employee's Dashboard and search for the Employee. Select from the 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 options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
  - Click on X to close the window
- Adding Attendance Using Attendance
  - Go to Core>Attendance
  - Click CREATE to enter one day or click Mass Add to enter multiple days.
  - Click Save
  - Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
  - Click on X to close the window
- Adding Attendance/Absence Using a File to Import
  - Loading Attendance Information
    - Go to Utilities>Attendance/Absence Import
      - Attendance Import File - Click Choose File and browse to locate the file
      - Location Code- If using Location Code and it's specified on CSV File
      - Post to Payroll Processing – Choose option from dropdown
      - 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

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

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Enter any exceptions using Payroll>Payroll Payments Future. (UPDCAL_FUTURE)

7.____ Run Reports>SSDT Future Pay Amount Report to balance the exceptions. (FUTPAY)

- Go to Reports>Report Manager>SSDT Future Pay Amount Report
  - 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

8.____ Initialize the payroll. (INICAL)

Go to Payroll>Payroll Processing
Click Initialize New Payroll
Payroll Description - Description of payroll. This description will appear in the Description column of the grid
Pay Plan - Enter appropriate pay plan
Pay Cycle - Enter appropriate pay cycle
Start Date - Enter payroll beginning date
Stop Date - Enter payroll ending date
Pay Date - Enter pay date
Suppress Voluntary Deductions - Check the checkbox if applies
Ignore Direct Deposit - Check the checkbox if applies
Special Pay - Check the checkbox if applies
Optional: If you use the Additions options.
Click Add Date Range Selection
Enter Start Date and Stop Date for these pay groups
Click Initialize Payroll

9._____ Enter any exceptions using Payroll>Payroll Payments Current. (UPDCAL_CURRENT)

10.____ Enter and/or import Attendance/Absence information.

Choose from the options below:
Adding Attendance Using the Employee Dashboard: (ATDSCN)
Go to the employee's Dashboard and search for the Employee. Select from the 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 options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Adding Attendance Using Attendance (ATDSCN)
Go to Core>Attendance
Click Create to enter one day or click Mass Add to enter multiple days.
Click Save
Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Adding Attendance/Absence Using Mass Load
Go to Utilities>Mass Load
USPS Load File - Click Choose File and browse to locate the file
Importable Entities - Attendance Journal
Click Load
Review Summary counts on screen
View ATTERR.

csv
CSV

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

10. ____ Run the SSDT Attendance Journal Entry Report to check the absence and/or attendance information. (ABSRPT)

Go to Reports>Report Manage>SSDT Attendance Journal Entry.
Start Date - Payroll Start Date
End Date - Payroll End Date
Job Status - Leave blank
Appointment Type - Leave blank
Type - Enter either Attendance or Absence if balancing separately
Click Generate Report
Verify the report.

11.____ Check for any errors during initializing. (INICALERR)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Error Report
Review all errors on the Error Report

Info

Only if changes were made to the Compensation record do you need to do the following:

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click the checkbox for all pay group(s) associated with the Compensation changes
Click Update Payroll

12. _____ Run and balance Pay Report. (PAYRPT)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
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 if desired
Include Employer Payroll Item Amounts - Default is checked. Can unchecked if desired.
Show only Report Totals - Check if desired
Click Generate Report
Check for accuracy

Note
Under the Report Summary, the Total Current and Total Future Gross by pay groups, can be used for balancing.

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- Adding Attendance/Absence Using a File to Import (USPIMPORT)
  Loading Attendance Information
  Go to Utilities>Attendance/Absence Import
  Attendance Import File - Click Choose File and browse to locate the file
  Location Code- If using Location Code and it's specified on CSV File
  Post to Payroll Processing – Choose option from dropdown
  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

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

- - Loading Absence Information
    Go to Utilities>Attendance/Absence Import
    Attendance Import File - Click Choose File and browse to locate the file
    Location Code- If using Location Code and it's specified on CSV File
    Post to Payroll Processing – Not applicable
    Combine Attendance Entries - Not applicable
    Allow Negative Leave Balances - If applicable, check the checkbox
    Payroll Account to charge - Not applicable
    Click IMPORT
    Review Summary counts on screen
    View ATTERR.csv

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

11. ____ Run the SSDT Attendance Journal Entry Report to check the absence and/or attendance information. (ABSRPT)

Go to Reports>Report Manage>SSDT Attendance Journal Entry.
Start Date - Payroll Start Date
End Date - Payroll End Date
Job Status - Leave blank
Appointment Type - Leave blank
Type - Enter either Attendance or Absence if balancing separately
Click Generate Report
Verify the report.

12.____ Check for any errors during initializing. (INICALERR)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Pay Amount Summary Report
Report Title - Default Pay Amount Summary Report. Can be changed if desired.
Report Output Format - Defaults to PDF. Choose from drop down option if desired.
Display Sub Totals - Defaulted to be checked. Can be changed if desired.
Page Break on Employee – Defaulted to be unchecked. Can be changed if desired.
Sort By - Choose option from drop down
Include subtotals by selected sort option? - Check if desired
Select Specific Pay Groups? - Check if desired
If checked, move pay groups you want on the report to the Selected box
Click Generate Report
Check report for accuracy

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Error Report
Review all errors on the Error Report

Info

Only if changes were made to the Compensation record do you need to do the following:

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click the checkbox for all pay group(s) associated with the Compensation changes
Click Update Payroll

13. _____ Run and review the balance Pay Item Detail Report. (DEDDETPAYRPT)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click on Pay Item Detail Report
Report Title - Default name is Payroll Item Detail Payroll Report. Can be changed change if desired.
Report Output Format - Defaults to PDF. Sort By - Choose from drop down option if desired.Sort By
Report Format - Choose option from drop down down
Begin Each Payroll Item Employee on New Page - Check the box if desired desired
Select the Payroll Items - By not selecting any Payroll Items, all Payroll Items will be included. If you wish to run the report for select Payroll Items, double click or highlight and click the right arrow to move the items to the Selected side.
Click Generate Report
Check for accuracy

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- Include Employer Payroll Item Amounts - Default is checked. Can unchecked if desired.
- Show only Report Totals - Check if desired
- Click Generate Report
Check for accuracy

Note
Under the Report Summary, the Total Current and Total Future Gross by pay groups, can be used for balancing.

14.____ Run and review the Pay Item balance Pay Amount Summary Report. (PAYSUM)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Pay Item Amount Summary Report
Report Title - Default is Payroll Item Detail Pay Amount Summary Report. Can be changed if desired.
Report Output Format - Defaults to PDF. Choose from drop down option if desired.
Click Generate Report
Check for accuracy

16.____ Run and review the Budget Distribution Report. (BUDDIS - Projection)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Budget Distribution Report
Report Title - Default is Payroll Item Detail Report. Display Sub Totals - Defaulted to be checked. Can be changed if desiredReport Output Format - Defaults to PDF. Choose from drop down option .
Page Break on Employee – Defaulted to be unchecked. Can be changed if desired.
Sort By - Choose option from drop down
Include subtotals by selected sort option? - Check if desired
Select Specific Pay Groups? - Check if desired
If checked, move pay groups you want on the report to the Selected box
Click Generate Report
Check report for accuracy

1715. _____ Run and review the Pay Account Distribution Item Detail Report. (BUDDET - ProjectionDEDDET)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Payroll Account Distribution Pay Item Detail 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 Begin Each Payroll Item on New Page - Check the box if desired
Select the Payroll Items - By not selecting any Payroll Items, all Payroll Items will be included. If you wish to run the report for select Payroll Items, double click or highlight and click the right arrow to move the items to the Selected side.
Click Generate Report
Check for accuracy

1816._____ Post the payroll Run and review the Pay Item Summary Report. (CHKUPDDEDTOT)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Post Payroll
Click Post

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Pay Item Summary 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.
Click Generate Report
Check for accuracy

17.____ View Run and reconcile review the Post Error Budget Distribution Report. (BUDPRO)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Post Error Report
Review report for errors and warnings

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Budget 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

18. ____ Run and print final payroll reports - Optional. review the Pay Account Distribution Report. (BUDDET)

Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click and Generate Pay Payroll Account Distribution Report
Report Title - Default is Payroll Item Detail Report (
Click and Generate Pay Item Summary Report (
Click and Generate Budget Dist Report (
Click and Generate Payroll Account Dist Report (BUDDIS - Actual)

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- . 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. ____ Process Payments - Checks and Direct Deposit Notices

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_ 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 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:Go to Payroll>Payroll Post Payroll
Click Post

21. ____ View and reconcile the Post Error Report. (CALCERR)

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

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Post Error Report
Review report for errors and warnings

22.____ Run and print final payroll reports - Optional.

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

23.____

29.____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

30._____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

31._____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

32._____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

3._____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 Image Removedand hold a position that has SERS as the retirement code, position hire date and Start Date (all found on the Position screen) no more than 180 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

4._____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 Image Removedand hold a position that has STRS as the retirement code, position hire date and Start Date (all found on the Position screen) no more than 180 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

5._____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

33.____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

34.____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

35._____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

36._____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

37. _____Post Payroll to USAS (AUTOPOST)

_____In USPS:

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-Image Removed
- Once approved or rejected on the USAS side, this page will be updated with the status.

_____In USAS:

Select Transactions/Pending Transaction from the Menu
A grid of Pending Transactions will appear
Electronic is selected by default;
Select a Transaction Date
Choose the Bank Account you wish to use.
Click POST, this will post the Disbursement.

Edit the one you select and review the details of the transaction
There are 3 options: POST, REJECT or VALIDATE
POST - A popup will display containing "Pending Transaction Post Options"

The Disbursement is in the UI via Transactions/Disbursements.
Click REJECT

REJECT - if rejecting the payroll pending transaction a reason can be posted in the popup display box.

38. _____Create the direct deposit ACH tape file for 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

39. _____Create the HSA ACH tape file for bank (if Applicable)

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

40. _____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

41. _____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

42.____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
See Payroll Item Refund linkand 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)

23.____ 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

24.____ 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

25.____ Run, review, and create the SERS Per Pay Report and Submission File. (SERSRPT/SERSREG)

Generate and verify the SERS Per Pay Report
Go to Reports>SERS Reporting>SERS Per Pay Report
Report Title - Default is SERS Per Pay Report. Can be changed if desired.
Report Format - Defaults to PDF. Choose from drop down option if desired.
Sort By - Defaults to Employee Number. Can be changed if desired.
Begin Each Employee on New Page? - Check the checkbox 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
Pay Date - Enter Pay Date
Pay Cycle - Select Pay Cycle from drop down
Pay Cycle Code - Enter the Pay Cycle Code
Start Date - Choose the Start Date from the calendar
Stop Date - Choose the Stop Date from the calendar
Click Generate Report
Verify and balance report
Create the SERS Per Pay Submission File.

- - 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

26.____ Run, review, and create the STRS Per Pay Report and Submission File. (STRSRPT/STRSREG)

Generate and verify the STRS Per Pay Report
Go to Reports>STRS Reporting>STRS Per Pay Report
Report Title - Default is STRS Per Pay Report. Can be changed if desired.
Sort By - Defaults to Employee Number. Can be changed if desired.
Payment Method - Defaults to Check. Can be changed if desired.
Check or Transaction Number - Enter a number. Optional.
Report Format - Defaults to PDF. Choose from drop down option if desired.
Check the checkbox from the grid for the payroll being processed.
Click Generate Report
Verify and balance report
Create the STRS Per Pay Submission File.

- - 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

27._____ 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 and hold a position that has SERS as the Position>Retirement Code and a Position>Start Date no more than 60 days before the system date for the employee to be eligible for the report.

Create the SERS New Hire 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.
Generate the submission file
Click Generate File
Save the file to a folder of your chose
Upload to eSERS

28._____ Run, review, and create the STRS New Hire Report and Submission File (RETIRE/STRSHIRE)

Info

icon	false

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 Position>Retirement Code and a Position>Start Date no more than 60 days before the system date for the employee to be eligible for the report.

Create the STRS New Hire 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
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

29._____ 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

30.____ 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
Create the submission file
Click Generate CSV

31.____ 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
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- Image Added. 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.

32._____ 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
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- Image Added. 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.

33. _____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
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

34. _____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
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

35. _____ 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

36.____ Process Leave Accruals (BENACC)

Go to Processing>Benefit Update and Projection
Report Title - Default to Benefit Accrual Report. Can be changed if desired.
Report Format - Defaults to PDF. Can be changed if desired.
Accrual or Projection? - Defaults to Accrual Projection Report
Benefit Accrual Options - Defaults to Sick Leave. Choose appropriate leave type(s) from drop down.
Specific Accrual Date - From calendar, choose appropriate date.
Include ineligible Positions? - Check the checkbox is applicable
Sort Options - Defaults to Employee Number. Can be changed if desired.
Select Pay Groups - By not selecting any Pay Groups, all Pay Groups will be included. If you wish to run the report for select Pa Groups, double click or highlight and click the right arrow to move the items to the Selected side.
Select Employees - By not selecting any Employees, all Employees will be included. If you wish to run the report for select Employees, double click or highlight and click the right arrow to move the items to the Selected side.
Click Generate Report
Verify Report for accuracy
Change the Accrual or Projection? option to Accrual Report and verify all other options are still accurate.
Click Generate Report.

Processing a Refund of a Payroll Item (REFSCN)
See Payroll Item Refund link.
Processing a Special Pay
See Special Pay Processing link.

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