Volume 9 Issue 5 - May 2026
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No longer on the QT QOT is in the Spotlight!
I think we can all agree overtime has been a ‘hot topic’ of late, right? Who thought paying and reporting overtime properly could be so complex?
Let’s break it down and discuss some newly released tools to help you verify information along the way.
Qualified Overtime Records
How qualified overtime records are included/excluded is a combination of the following:
Position>Overtime Classification field is blank or set to Non-Exempt.
The payment Pay Type is set to Overtime or Blended Overtime.
If the Pay Type is set to Overtime or Blended Overtime and the FLSA value on the payment is blank or set to Included.
Core>Adjustments with the Type equaling W2 Overtime.
Calculating Qualified Overtime Amounts
How qualified overtime amounts are then calculated is based on the payment history and Core>Adjustments with the Type of Qualified Overtime. The qualified overtime amount is calculated at the time the payroll is processed and posted and stored in the history information. The combination of the historical calculated qualified overtime amount(s) plus any Core>Adjustments is the amount that will be listed on the employee’s W2. See the Reporting Overtime Under the One Big Beautiful Bill Act (OBBBA) for examples of how the system calculates qualified overtime for both daily and hourly employees.
Keep in mind, when the Blended Overtime Pay Type is used (and the Position is set to Non Exempt/Blank) and the FLSA checkbox on the payment is set to Included, the entire gross amount paid is included on the employee’s W2 in the Qualified Overtime line.
At the end of the calendar year when W2’s are processed, the qualified overtime amount will be printed on the employee’s W2 in Box 12 with the code of TT.
Qualified Overtime Resources
Exciting news…a new report, the Qualified Overtime Pay Report was recently introduced to help you look at and verify these amounts on a per pay basis! This new report option will automatically be listed once a pay is initialized.
There is also another new report (located in the Reports menu) called Qualified Overtime Report. This provides a way to look at and verify the total overtime amount that will be printed on the employee’s W2 at calendar year end. The report can be run for all overtime amounts paid (those payments flagged as included or excluded), just those overtime amounts flagged as excluded, or only those overtime amounts flagged as included.
Be sure to add these new reports options to your payroll checklists! Checking these figures on a regular basis will ease your mind when calendar year end draws near.
Stay up to date with all the latest and greatest overtime information by going to the Reporting Overtime Under the One Big Beautiful Bill Act (OBBBA) page. Feel free to begin watching the page to never miss an update!
Cha-Ching! Cash Account Change is here!
Cash Account Change, formerly referred to as Fund Change, is now available. This option can be found under the Utilities Menu > Account Change. When creating a new account change, there is an option to select Cash as the Account Type for the change.
When Cash Account Change is used:
All accounts from the “old” Cash Account will be created in the new Cash Account
All accounts in the old Cash Account will be made inactive and no longer be used
The new Fund/SCC cannot already exist
Activity for the selected Fiscal Year needs to be updated back to 7/1 of the year
Related to AOS Changes:
Cash Account Change can be used for “Grant Accounts No Longer in Use” that need to be changed to a new Fund/SCC. This option would be used when all account and transaction history for the selected fiscal year needs to be updated.
If history does not need to be changed, Cash Accounts could instead be made inactive and no longer used going forward. Remaining balances can be transferred.
Most of the AOS updates do not require use of Cash Account Change. New General Fund SCCs 9xxX or changes to Function, Object, Subject codes can be accomplished by creating new accounts manually or using Mass Load and beginning use of those accounts as of 7/1. For account changes that do not cross Fund/SCCs, regular account change options may be used.
If Schedule Job is left blank, the Cash Account Change will be processed right away. If Scheduled, the new Cash Account will be created, and the detail account changes will show in the Account Change grid until the scheduled time.
When Cash Account changes are queued, they will first appear in the grid with no “To Account.” The accounts will be updated on each row as the change processes. Progress can be viewed in the In Progress tab on the Account Change page.
Use the Grid filters to view all changes associated with a specific Cash Account Change. Enter the “To Account” Fund/SCC to filter.
For more information on when to use Cash Account change instead of a standard account change see Expenditure/Revenue Change vs. Cash Account Change.
Useful links:
Recently, the SSDT support staff conducted a two-part overview session covering the IPDP application for ITC staff. The sessions were recorded and available on our YouTube channel. In addition, a dedicated IPDP Overview wiki page is available containing complete training resources, including the IPDP user manual, full session recordings, and a detailed list of each day’s topics with direct links to the corresponding chaptered sections within the recordings, allowing you to quickly navigate to specific topics or areas of interest within each session.
W-4 Form Update: New Federal ‘Exempt’ Option
A new option has been added to Federal Payroll Item for employee’s that are ‘Exempt’ from Federal Tax and is only available when ‘Use New W-4’ box is checked:
Employees' may claim exemption from withholding for 2026 if they meet both the following conditions:
No federal income tax liability in 2025 and you expect to have no federal income tax liability in 2026
A new W-4 Form must be submitted the following year by February 16, 2027. For more information on exemption from withholding, please click here.
Social Security Numbers No Longer Visible
Recently, an update was released in USPS to suppress SSN’s from all grids and all reports, unless a user has a specific level of access. If a user should need access to view SSN’s and can’t, a special role will need to be added to the user account.
To assist you with STRS Advance season, we have included some helpful resources from prior newsletters and video recordings.
June 2022 - Feature Article: STRS Advance includes guidance on how to prepare for the STRS Advance
June 2023 - STRS Advance recording where SSDT support staff explain the STRS Advance reports and common situations.
May 2025 - DYK Article: Coming Soon to a District Near You reminder to ensure your STRS Advance Configuration is set properly.
District users are encouraged to take advantage of SSDT’s monthly Release Recap resources, including recorded recap sessions and accompanying wiki summary documents. These resources provide a convenient overview of the updates, enhancements, and new features introduced across SSDT applications during the prior month, along with demonstrations highlighting key software changes and functionality. A link to the previous month’s Release Recap wiki page can always be found under the Useful Links section of this newsletter.
AOS USAS Manual Updates
The Ohio Auditor of State’s Office (AOS) recently released updated versions of both their USAS Manual and a separate USAS Manual FAQs, effective May 2026.
Districts are encouraged to review the updated manual, including Appendix A – Summary of the Changes in the May 2026 Update.
In addition, the updated USAS Manual FAQs – May 2026 document is available to supplement the manual and provide additional guidance and clarification.
OASBO is offering a treasurer-led webinar on June 1st covering the latest updates and clarifications included in the May 2026 AOS USAS Manual update.