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Article 1 - Wave Status Update (Michelle)
Article 2 - It is Here- Posting a Voided or Unvoided Payment from USPS-R to USAS-R
The capability of posting a voided or unvoided payment from USPS-R is now available. After you have Voided a payroll payment in the Payments screen you will want to go to the USAS Integration tab and choose Payment Void/Unvoid Submission. Here you can see the Type (which would be Void Payment), Payment Number, Employee Last Name, Employee First Name, Employee Number, Posted to USAS (status), Timestamp for Void or Unvoid, and the USAS Posting Status:
You will click on the 
tab. When you do this you will get a USAS Payment Void/Unvoid Submission-Detail screen that will show you the Employee First Name, Employee Last Name, Employee Number, Payment Number, Timestamp For Void or Unvoid, Type, Username of the employee processing the void and the Payment Total Gross.
You will also see the Account Description, Account Code and the Amount you are processing the Void for.
After you verify this is the correct information you will want to click on the 
tab.
You will get a verification that the submission was sent to USAS successfully
You can return to the USAS Payment Void/Unvoid Submission screen by clicking on the 
tab.
Here you can see that the USAS Posting Status has been changed to Pending
The same process would be followed for an Unvoided Payment as well.
After you have Unvoided a payroll payment in the Payments screen you will want to go to the USAS Integration tab and choose Payment Void/Unvoid Submission. Here you can see the Type (Unvoid Payment), Payment Number, Employee Last Name, Employee First Name, Employee Number, Posted to USAS (status), Timestamp for Void or Unvoid, and the USAS Posting Status:
You will click on the 
tab. When you do this you will get a USAS Payment Void/Unvoid Submission-Detail screen that will show you the Employee First Name, Employee Last Name, Employee Number, Payment Number, Timestamp For Void or Unvoid, Type, Username of the employee processing the void and the Payment Total Gross.
You will also see the Account Description, Account Code and the Amount you are processing the Unvoid for.
After you verify this is the correct information you will want to click on the 
tab.
You will get a verification that the submission was sent to USAS successfully
You can return to the USAS Payment Void/Unvoid Submission screen by clicking on the 
tab.
Here you can see that the USAS Posting Status has been changed to Pending
When the Void/Unvoid file has been Submitted to USAS-R via USAS Integration>Payment Void/Unvoid Submission. a pending transaction will show in USAS-R under Transaction>Pending File.
When USPS-R submits a Void to USAS, the USAS-R user will have a choice to Validate for any Warning/Error messages as well as to Post or Reject the pending transaction. If the USAS-R user Posts the Void, the user can choose the Transaction Date and a Receipt will be generated reversing the original expenditure entry by processing a Reduction of Expenditure. The Amount Expended will be reduced on the account. If the USAS-R user Rejects the Void, the user can enter a Rejection Reason and the file is returned to USPS-R without affecting the expenditure accounts.
When USPS-R submits an Unvoid to USAS, the USAS-R user will again have a choice to Validate for any Warning/Error messages as well as to Post or Reject the pending Unvoid transaction. If the USAS-R user Posts the Unvoid, the user can choose a Transaction Date and a disbursement will be generated increasing the Amount Expended on the account. If the USAS-R user Rejects the Unvoid, the user can enter the Rejection Reason and the file is returned to USPS-R without affecting the expenditure accounts.
If the Void/Unvoid file is Resubmitted to USAS-R, the USPS-R user will be informed that the Payment has already been submitted and require a Confirmation of OK to continue.
Useful links:
Budget amounts for 2022 that were applied from the Proposed Amounts grid prior to the FYE Close will show as the Initial Budgets as soon as the posting period for July 2021 is opened!
USAS-R gives you two options for applying full year budget amounts - temporary and permanent. If a district chooses to start with a temporary budget, a permanent budget can be applied at any time during the fiscal year to replace the temporary figures.
REDESIGN STATUS | |
|---|---|
525 Sites Live on Redesign | 196 Total Wave 7 Sites |
17 Participating ITCs | 543 Total Districts Participating |
Please view the Current List of Districts & Status to see a comprehensive list of school districts along with their ITC, implementation status and the wave they are scheduled to migrate from Classic to Redesign.
The following terminology is used to determine where in the implementation process the entity is currently at:
Implementing: The ITC is running test imports and balancing reports on the entity. The district and ITC are working to schedule dates to begin dual processing and go live.
Paralleling: The entity is inputting all production transactions into both Classic and Redesign.
Live: The entity is using Redesign for production processing; no parallel processing is being performed; Classic is available in 'read-only' mode.
Mass Loading to add or update Future Pay Amounts can now be performed by using the Mass Load/Future Pay Amount option.
To add Future Pay Amount records the following fields are required on the csv file
- id - needs to be in the load file with no value entered
- employeeNumber
- positionNumber
- compensation.code
To Update Future Pay Amount records these fields are required to be on the csv:
- id - (this is a string of characters and numbers) 838679cb-e524-45a2-bdcb-4fdb900916f3 - This column header can be found under the More option.
- employeeNumber
- positionNumber
- compensation.code
To add and update Future Pay transactions in one upload, you would have to supply all the values on the current record because null values (,,) will give errors for most fields such as true, false. Some have default values if not supplied.
If wanting to update different fields for different employees on the same load, you will need to put the old (current) values wherever you do not want it updated. You must supply a value for most fields because a null value does not work.
See https://wiki.ssdt-ohio.org/display/uspsrdoc/Mass+Load#MassLoad-FuturePayAmount for more information on Future Pay Amount Mass Loading.
Fund Changes - 200 Student Funds
The objective of GASB issued Statement No. 84, Fiduciary Activities, was to improve guidance regarding the identification & reporting of Fiduciary Funds which include funds that are managed and funded by the School District such as Trust Funds and Custodial Funds. (Funds 022, 026, and 200).
However, due to the administrative involvement in the student managed funds (200 funds), the Custodial Fund definition is not met for the Student Managed 200 funds that are now identified as a Fiduciary/Custodial Fund. The distinction of Student Managed (200) vs District Managed (300) still exists, but as of FY22, Student Activities that are not identified as a Fiduciary Activity are required to be treated as Governmental/Special Revenue Fund. Therefore, Districts are encouraged to review their 200 Funds to ensure they are properly classified as a 200 fund. After the FY21 Period H Reporting is complete, the Fund Type for Fund 200 will be updated in the State software to be classified as Special Revenue fund. Other helpful AOS GASB 84 information is available at GASB 84 (ohio auditor.gov).
