Volume 9 Issue 2 - February 2026
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Blended Overtime Calculator Feature
The Utilities option has a new member - the Blended Overtime Calculator! The Blended Overtime Calculator is a tool to assist in calculating an employee’s blended overtime amount.
Once an employee is selected, any Position/Compensation information is listed. Any Position/Compensations that apply can then be moved to the Selected (right side) grid. Simply enter the hours for each Position/Compensation, click on Calculate Overtime Premium, and let the Blended Overtime Calculator do the work for you!
For more information about this new utility, please check out the Blended Overtime Calculator information in the USPS Manual.
Coming Soon…the ability to add entries (and hours) for the same Position.
Document Storage is now available!
You may have heard some buzz that State Software is implementing a new document management and archival system. If so, you heard correctly! Document Storage (also referred to as Document Store or DS) is the replacement for File Archive within the USXS applications. It serves as a separate, centralized storage solution designed to securely store, manage, and retrieve district documents across the various State Software applications.
Instead of stored documents taking up space within Utilities> File Archive in the USXS applications, report bundles and other stored documents will now be housed in a centralized Document Storage system. Users will continue to access and retrieve their stored documents directly within the USXS applications, however it will be through the new Utilities> Document Storage option. This option acts as a convenient portal or “placeholder”, that mimics the File Archive layout. When viewing or downloading reports from here, the system is actually retrieving the documents from the centralized storage area. This keeps the USXS applications more efficient while still allowing users to view, download, and search their report bundles and documents seamlessly in USAS and USPS. The existing reports stored in Utilities> File Archive will need to be migrated to the centralized Document Storage system (with assistance from your ITC). Once fully migrated, the reports will appear in Utilities> Document Storage and will be removed from Utilities> File Archive.
For the Inventory application, Fiscal Year report bundles will no longer be emailed when the period closes. Instead, the bundled reports will be housed in the centralized Document Storage system and the user will be able to access their reports directly in Inventory via the new System> Document Storage option. Say goodbye to emailed bundles and hello to quick, direct access to your Inventory reports!
In order for Document Store to work, it must be integrated and configured with your USAS, USPS and Inventory applications. ITCs have been diligently working on installing and enabling Document Store for their districts as well as migrating existing USXS File Archive reports to Document Storage. If you have questions regarding the timetable for your district’s Document Storage installation and migration, please contact your ITC.
New Feature: Search
With the appropriate role in USAS and USPS, Document Storage includes a powerful Search feature that uses Elasticsearch to index the contents of PDF files, allowing you to search within the actual text of those documents.
To perform a search:
Select one, or more, Categories to narrow your search results (optional). If no Category is selected, all Categories will be included in the search by default.
Enter your search terms in the “Search Token(s)' field.
Click Search to execute the query.
Search results display:
Total hits which is the total number of reports found.
The report, which can be downloaded.
Associated category and collection
The specific row(s) where the match occurred. This makes it easy to identify not only which report contains the information, but exactly where is appears within the document.
Just to recap:
USAS and USPS
Once your ITC has Document Storage integrated with USAS and USPS and the module has been enabled in the applications:
Existing File Archive reports remain accessible in Utilities> File Archive until your ITC migrates them to Utilities> Document Storage. Once fully migrated, they will appear under Utilities>Document Storage.
All newly generated report bundles will be sent to Utilities> Document Storage
Reports will no longer be added to Utilities> File Archive
Document Storage has the same user functionality as File Archive, allowing you to view the list of reports in each collection and download them
More information can be found in the USAS and USPS Document Storage chapters of the user manuals.
Inventory
Once your ITC has Document Storage set up and integrated with your Inventory application:
Newly generated report bundles will be sent to System> Document Storage
Report bundles will no longer be emailed to the Fiscal Year Report Bundle Email Addresses listed under Core> Configuration
Document Storage in Inventory has many of the same features and user functionality that is available in USXS Document Storage
Previously saved report bundles may be uploaded into Document Storage (refer to the Document Store chapter in the Inventory User manual for step-by-step instructions).
Useful links:
This month, we are providing a Double Feature! You’re getting two USPS associated video spotlights instead of one! Double the videos, double the helpful tips!
W2C: Our support team covered the W2C option available in USPS
Overtime Update: Our support team provided an update on overtime, blended overtime and double time with examples of how each appear on the Pay report, W2 report and pay slip.
FLSA Fields Added
The FLSA field was added to additional options:
When adding an Attendance record using the Create option and selecting the option to also post the payment to Post Current or Post Future.
When adding Attendance using the Mass Add option and selecting the option to also post the payment to Post Current or Post Future.
Reporting Periods
Budget & Three-Year Forecast (FY26) - The period to submit the required Update for FY26 has opened. The submission is required by February 28, 2026, per the EMIS Data Collection Calendar.
Staff and Course Collection - Final Collection (FY2026): The period to submit the Final L collection has opened. The submission window closes August 5, 2026, per the EMIS Data Collection Calendar.
Calculating Days (and Weeks) for Contract and Reporting Purposes
The Support Team has recently created a new document in the USPS Useful Procedures that outlines how the payroll process and different reporting entities treat different 'type of day. Please click here for more details.
Allow Leave Manager’s ability to edit Leave Requests
The Leave Manager can now edit Leave Requests that are in Approved status. They are able to update the position associated with the request, modify the amount of leave time and hours, revise the reason for the leave, edit any comment fields, and update substitute information. The Leave Manager may also upload supporting documentation to the Leave Request.
All changes made will keep the request in Approved status. Please refer to the documentation for additional details.
ESS Calamity Day FAQ
We added a new FAQ in our Appendix regarding what to do when there are leave requests on a Calamity day. The action you take depends on the Status of the leave request. Please see # 4 under ‘Miscellaneous Leave Request Information’ found here.