Payroll Submission
To submit a posted payroll's amounts to their appropriate USAS accounts:
- select 'Payroll Submission' under the 'USAS Integration' menu. Reminder: make sure your accounts have been synchronized prior to submitting payroll to USAS.
- Select the payroll you want to submit by clicking on
.
- A USAS Payroll Submission Detail screen displays the details of the payroll, including the pay accounts and amounts to be expended to USAS. Click on
to submit the data to USAS. If you do not wish to post at this time, click on 
. - **NOTE** If Posting file is submitted more than once, a warning message will appear "Payroll has already been submitted - are you sure you want to resubmit?" Re-submission of the file can only be done if USAS has not posted it on there end.
- The 'USAS Posting Status' will indicate 'Sent' when the payroll has been submitted successfully to USAS:
- The 'USAS Posting Status' column will indicate 'Pending' when the submission has been received by USAS and is pending, it looks like this:
- Once the payroll has been posted in USAS, the status will update to 'Posted':
- Please click on Pending Transactions under USAS-R's Transaction menu to post the payroll to USAS. Click on
to Post to USAS. Once Submitted to USAS and Posted, the Posting Status will change from 'Sent' to 'Pending' to 'Posted'
- The 'USAS Posting Status' will indicate 'Sent' when the payroll has been submitted successfully to USAS:
USAS Submission Status descriptions
- Sent → Submitted to USAS
- Pending → Submission has been received by USAS and is pending
- Failed → Submission to USAS has failed
- Rejected → Submission has been rejected by USAS
- Posted → Submission has been successfully posted to USAS
Submission to USAS has failed
If any account is not found on the USAS side, an error will be given with the ID of the account number. Below are the instructions on how to find the bad account attached to the Account ID:
This error being reported back from USAS suggests USPS has an account that doesn’t exist in USAS anymore. The account in question would need to be found by the property ‘external id’. Unfortunately, this is not a property that can be filtered, making this a bit more difficult that it should be.
The next step is to run a custom query through the DBA page in USPS-R:
Navigate to System / DBA and select SQL from the type drop down. Then run the following query (this may take a little bit of time): (copy and paste)
SELECT externalid, accountdimension1, accountdimension2, accountdimension3, accountdimension4, accountdimension5, accountdimension6, accountdimension7, accountdimension8 FROM expenditureaccount ORDER BY externalid
The results of the query will be an in-memory grid that you can scroll through. You will need to match the ‘Account with id: '7c7f8e3d’, you can do this by scrolling down a bit and using the browser search function (Ctrl+f): 
(you will have to scroll down until you get close to the 7c7 range in order for the Ctrl+F to work)
Once you find the matching external id, the account dimensions will be to the right in the grid.
If Posted to USAS once and had to Un-post Payroll
If the full payroll file was already posted as a Payroll Disbursement to USAS and there were NO changes to the amounts or pay account codes, then they would NOT have to void the USAS disbursement and repost it to USAS. They may want to send through the USAS Payroll Submission on the USPS side so that it doesn't look like its still out there, and then Reject the second one in Pending Transactions since it's already been posted.
We suggest the district makes note as to why the resubmission was rejected so they can refer to that if they need to look back.
