Volume 8 Issue 3 - March 2025
- Michelle Drewes
- Pat Zelei
- Lori Nye
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Reminder - Spring SSDT Direct 
Just a reminder if you haven’t signed up yet for one of the Spring SSDT sessions, there is still time! Registration is required to attend one of the in-person sessions (listed below)! Topics to be covered as well as how to register for a session are provided here. When registering, you will be able to select the session you would like to attend (USAS, USPS, or both)! If you manage accounts payable at your district, you may choose to attend just the USAS session. If you process the payroll for your district, you may select the USPS session only. If you are the Treasurer or use both software applications, you may benefit from attending the entire day. Session locations are open to any district.
Date | Hosting ITC | Training Location Address | Session Order |
Apr 22, 2025 | OMERESA | Pritchard Laughlin Civic Center | USPS Session in AM |
Apr 23, 2025 | CONNECT | ESC of Northeast Ohio | USAS Session in AM |
Apr 24, 2025 | NOECA | NOECA Offices | USAS Session in AM |
If you aren’t able to attend one of our spring sessions, no worries, we will be hitting the road again this fall.
Importing Refunds via CSV File
A refund in USAS is a return of monies that was previously receipted into a revenue account. For example, student fees or other charges may need to be refunded. If you have several refunds to process, USAS now has the ability to mass import these refunds via a CSV file.
Importing refunds will be controlled by the same variety of variables as preparing a single refund. These variables include the user’s Account Filter(s)and the User’s Role as well as the district’s Rules. For example, by default, the vendor and account code must be active, but this rule may also be customized and disabled by the district.
The creation of refunds with a CSV file may produce a refund with or without a disbursement check number and the process is simple:
In USAS, on the Transaction menu, go to Refunds.
Click on Import
Choose CSV file to Import
Click Load.
A message box as well the USASLOADERR CSV file will be created indicating the number of records loaded or error messages, if any.
In the documentation, we provide a formatted Refund Import Template CSV File as well as the the proper format criteria for the fields in the spreadsheet.
Let’s take a look at a sample refund import CSV file where we have multiple refunds, some with single line items and others with multiple line items. Included are 5 refunds with the required columns noted on the CSV file.
ESS User Profile
Each ESS user can customize their personal settings under their ‘Profile’ record in ESS. The fields highlighted below are editable by the user.
The ‘Default Leave Request Phone Number’ allows a user to input the phone number they wish to appear on the leave request form and in email notifications.
The default start and stop times will be used as a default on the leave request form. For example, if your day starts at 7:30 am and ends at 3:30 pm, this time will autofill into the ‘start of leave’ and ‘end of leave’ times when entering a leave request. Adjustments can be made to these times if your absence doesn’t cover the entire day.
Other customizable settings include the option to switch to dark mode for the screen and the ability to opt out of receiving email notifications for leave requests or timesheets.
More information on the profile settings is provided here.
Useful links:
The SSDT recently held a session with ITC staff focused on USPS Quarter-end closing/balancing. We understand that most districts use a custom checklist for quarter-end balancing provided by their ITC. This session takes a deeper dive into those key steps in your checklist such as ODJFS reporting and Quarter Report balancing,
Audit Report for Payables Adjustments
You now have the ability to run the Audit Report for user created payables adjustments.
After payables adjustments are included in a posted payable, they no longer appear in the Processing Outstanding Payables>Payables Adjustments grid. However, you can view these adjustments by going to Reports>Audit Report and selecting the User Payables Adjustments object, to generate a report of the payables adjustments. (Please click on images below for enhanced view.)
Payables Adjustment Prior to Posting:
Audit Report:
House Bill (HB) 106 - Pay Stub Protection Act (PSPA):
To comply with the HB 106, beginning April 9, 2025 employers must provide employees with a written or electronic statement, or access to a statement, of the employee’s earnings and deductions for each pay period on the employer’s regular paydays. The statement must include the required HB information. For more information regarding HB 106, please click here.
State Software is aware of these requirements and the April 9, 2025 begin date. Our development team is diligently working to incorporate these changes into the software to assure all of you can meet the deadline.
In order for these new values to be printed on your checks and/or direct deposits, updates to the forms you are currently using may be necessary. Please reach out to your ITC for further assistance.
Inventory Transfer Amount
A new info field, Transfer Amount, has been added to the Inventory Transfers grid.
What is the difference between the Transfer Amount and the Original Cost? The Transfer Amount field will preserve the Original Cost of the transferred item at the point in time that it was transferred. The Original Cost field will always show the current Original Cost for the item. Many times these amounts may be the same. However, items may have additional acquisitions added after being transferred which will increase or decrease the Original Cost. In this scenario, the current Original Cost no longer matches the amount that was transferred. This new field can be useful for balancing the Transfer In Amount and Transfer Out Amount columns on the GAAP Reports.