Published December 5th, 2016                                                                                                                      

USPS-R 

The Payroll Process in the Redesign

The Payroll Processing program is the first program to be run in the payroll processing sequence. It initializes all active status employee records for the pay groups and pay dates specified in the program. Under the Payroll Processing tab, you will see ‘In Progress’ and ‘Posted’ Payrolls:

In Progress payrolls are payrolls started but not yet completed

               Posted Payrolls are all prior payrolls that are completed

Here are the steps to running a payroll in the Redesign:

Under the Payroll tab, select Payroll Processing option                        

To begin a new Payroll Click on the button.

Enter a Payroll Description (this can be the date of the payroll or whatever you choose to name this payroll,)

Choose the Pay Plan from the drop down box (Biweekly, Semi-monthly, monthly,)

Chose the Pay Cycle from the drop down box (First Pay of Month, Second Pay of Two pay Month, etc,)

Using the pop up calendar  choose your payroll Start Date.

Using the pop up calendar  choose your payroll Stop Date.

Using the pop up calendar  choose your payroll Pay Date.

If you want to Suppress Voluntary Deductions in this payroll you will want to check the box

If you want to Ignore Direct Deposits you will check the box

If this payroll be being ran for a Special Pay you will check the box

The pay groups you want to be included in this payroll need to be in the Selected box. To exclude a pay group that you do not want included in this payroll click on the pay group and then click the button to move this pay group to the Available box on the left. If there are multiple pay groups that you do not want included on this payroll you can hit the CNTRL key on your keyboard and click on the pay groups you do not want included and then click the to move all of these pay groups to the Available box. If a pay group needs to be added back to the Selected box click that pay group into the Selected box and click the to move that pay group into the Selected box.

You will then click the  to initialize the payroll.

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.

From here you can modify the payroll by clicking on Modify Payroll or you can delete the payroll by clicking on Delete Payroll or Delete Payroll and Exceptions.

To return to all payrolls in progress, click onin the top left hand corner. You can then click on the button to return to that specific payroll.

The Pay Report is to view employee earnings, deductions and accounts for the current payroll. It is used as a control sheet for payroll balancing purposes. The report also displays counts for various totals and a listing of any problems detected during the payroll process.

The Error Report documents any errors encountered during the 'Initialize New Payroll' processing.

Once payroll is ready to be posted, click on the  button.

Once selected to Post payroll, the Posting Status at the left hand corner will complete in a few seconds.

There are reports that are created during the Posting Payroll process: Budget Distribution Report and Payroll Account Distribution Report

If the payroll is not correct, there is an option to Unpost the payroll.  The Payroll to be 'Unposted', has to be in the Current Period or an error will be created:

The Process Payments option creates the employee's Checks or Direct Deposit printing files:

Select the Processing of the Payments: Checks or Direct Deposits

Output Format: XML (Export) or PDF (Print)

Bank Account: Default Bank Account

Click on the drop down box to select your Sort By options (Employee ID, Employee ID, Building/District, Name, etc.)

Leave Starting Check Number blank to automatically increment highest current number.

The File Name will automatically fill in according to what Process and Output Format has been selected:

Checks Checks.xml or Checks.pdf

Direct Deposits DirectDeposits.xml or DirectDeposits.pdf

Once all is entered, click on  to process the payments or click on Done to exit out.

USAS-R Vendor Makeover

Introducing the New and Improved Vendor!

You better watch out, you better not cry, you better not pout, I'm telling you why...the new and improved Vendor is coming to USAS-R!  Or should I say has already arrived and has some great features I would like to point out.  Classic USAS required you to track a separate set of vendor numbers for memo processing (a.k.a. 900000 numbers).  Classic USAS also required a vendor be created for 'multi-vendor' purposes on a purchase you want to pay several vendors against.  Our gift to you this year.... no unnecessary numbers need to be assigned for these types of transactions in the redesign.

Memo Vendors

When creating a vendor, you will assign a ‘Default Payment Type of either Check, Electronic or ACH.  (The ACH feature is not available in USAS-R yet). 

If you are creating a memo-type of expenditure, where a physical check is not needed, you will select the ‘Electronic’ option.  As for the vendor number, you can let it auto assign to next available number on the system or enter a vendor number of your choosing.   You no longer need to assign a number within the specific range of 900000-999999 for a memo-type transaction.  The redesign will differentiate between a “regular’ vendor and a ‘memo’ vendor via the ‘default payment type’, not by the vendor number assigned.

Multi-Vendors

In Classic, you needed to create a vendor number and flag it as a multi-vendor in order to create a multi-vendor PO.  Multi-vendor numbers do not exist in the redesign.  If you create a requisition or purchase order with the intention of paying different vendors against it, you will leave the vendor field blank on the requisition or PO.  A requisition and/or purchase order do not require a vendor to be entered.  When you are ready to ‘fill’ the invoice via the AP Invoice module, the system will know this must be a multi-vendor PO and will require a vendor be entered for that particular invoice.