USPS-R Payroll Processing Checklist-(Example)

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.

1.____ Go to USAS Integration>Account Synchronization and click on Synchronize Accounts with USAS. Wait to receive 'Account synchronization completed' message before proceeding.

2.____ Verify the Posting Period. If you wish to begin processing in the next month and are not ready to Close the current month, create the posting period. Creating the posting period will make it Open and allow processing. This will set the Posting Period on the grid to Current - False. Please note, the payroll can not be posted until the Posting Period is set to Current. To make the Posting Period Current, to to Core>Posting Period, click the next the the Posting Period you wish to make current. This will set the Posting Period on the grid to Current - True and also change the ribbon in the upper right-hand corner of your screen to that period.

- Go to Core>Posting Period, Create.
- Enter the Calendar Month, Calendar Year, click Create.

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 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.

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.

- - 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.

7. ____ Run the SSDT Attendance Journal Entry Report to check the absence and/or attendance information.

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.

8.____ 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.

- - 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.

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

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

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

13.____ Run and balance Pay Amount Summary Report. (PAYSUM)

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

14. _____ Run and review the Pay Item Detail Report. (DEDDET)

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

15.____ Run and review the Pay Item Summary Report. (

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

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. 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

17. Run and review the Pay Account Distribution Report. (BUDDET - Projection)

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

18. _____ Post the payroll. (CHKUPD)

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

19. ____ View and reconcile the Post Error Report.

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

20.____ 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 (
- Click and Generate Pay Item Summary Report (
- Click and Generate Budget Dist Report (
- Click and Generate Payroll Account Dist Report (BUDDIS - Actual)

21.____ Process Payments - Checks and Direct Deposit Notices

Checks:
- 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 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

22.____ 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

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 and 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

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 and 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-
- 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 link.