Volume 7 Issue 9 - October 2024
- Michelle Drewes
- Lori Nye
- Amanda Folkman
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What’s new in State Software?
Well, I’m glad you asked because lately, it’s been a flurry of activity for the SSDT! Over the summer, we implemented the new Employee Self Service (ESS) application to replace the existing HR Kiosk system. ITCs have wrapped up the last of their district conversions and we appreciate everyone’s hard work. Your dedication has been essential in making this process a success and completing it in a timely manner. Thank you!
The first production release of ESS was implemented in early July and included most of the major Kiosk features with the exception of storing Performance Reviews, Individual Professional Development Plan (IPDP) functionality and Frontline’s Absence Management integration.
Performance Reviews: Based on performance reviews very limited utilization and a plethora of alternatives, performance reviews are not being implemented at this time in ESS.
The current IPDP module is available for those who need to access it in HR Kiosk. SSDT is currently in the development phase of creating an IPDP replacement with a planned release in the summer of 2025.
Frontline’s Absence Management integration was released at the beginning of August. We have since implemented several improvements with the integration helping to streamline the process and improve efficiency.
Because ESS access varies at each district depending on the role(s) that have been assigned as well as what the district has enabled in the application district-wide, our ESS User manual is your go-to resource to familiarize yourself better with the options available to you in the application. The Appendix at the end of the manual provides supplementary information to assist both the ITCs and districts on the conversion process, including information on disabling Kiosk, enabling ESS and links to the integration with Absence Management. A timesheet guideline is available to assist districts who may decide to use the timesheet module. Also included in the appendix are frequently asked questions, a guide on menu options available for your assigned role(s), and a recent addition that includes a breakdown of the key leave request statuses by role explaining who (roles) has the ability to manage and monitor a leave request at a particular status. Additional information on this is provided below.
Who can create a leave request?
A user (role) can create their own leave request. Once submitted, the leave request is at an initiated status.
A Leave Manager, District Manager or Admin (role) can create a leave request on behalf of a staff member via Leave Request>Elevated Create Leave Request. Once submitted, the leave request is at an initiated status.
Who can edit a leave request?
The following table provides a layout on who (role) can edit a leave request depending on the current status of the leave request.
Role | Initiated Status | Rejected Status | Approved Status | Exported Status | Canceled Status |
|---|---|---|---|---|---|
Requester (their own) | Yes | Yes | Professional Leave Expense Area Only | Professional Leave Expense Area Only | No |
Approver (their staff) | Professional Leave Expense Area Only | No | No | No | No |
Leave Manager (all staff) | Professional Leave Expense Area Only | No | Professional Leave Expense Area Only | Professional Leave Expense Area Only | No |
District Manager (all staff) | Professional Leave Expense Area Only | No | Professional Leave Expense Area Only | Professional Leave Expense Area Only | No |
Admin (all staff) | Professional Leave Expense Area Only | No | Professional Leave Expense Area Only | Professional Leave Expense Area Only | No |
Who can cancel a leave request?
The following table provides a layout on who (role) can cancel a leave request depending on the current status of the leave request.
Role | Initiated Status | Rejected Status | Approved Status | Exported Status | Canceled Status |
|---|---|---|---|---|---|
Requester (their own) | Yes | No | Yes | No | No |
Approver (their staff) | No | No | No | No | No |
Leave Manager (all staff) | Yes | No | Yes | No | No |
District Manager (all staff) | Yes | No | Yes | No | No |
Admin (all staff) | Yes | No | Yes | No | No |
Who can reject a leave request?
An approver can reject their staff’s leave requests (initiated status). Once rejected, the leave request is at a rejected status.
A Leave manager, District Manager or Admin role (via Leave Management>Escalated Approval) can reject any staff’s leave request awaiting approval (initiated status). Once rejected, the leave request is at a rejected status.
Who can approve a leave request?
An approver can approve their staff’s leave requests (initiated status). Once approved, the leave request is at an approved status.
A Leave Manager, District Manager or Admin role (via Leave Management>Escalated Approval) can approve any staff’s leave request awaiting approval (initiated status). Once approved, the leave request is at an approved status.
Who can export a leave request?
A Leave Manager, District Manager or Admin role can export staff’s leave requests that have been fully approved. Once exported, the leave request is at an exported status.
We appreciate your patience and understanding while we continue to improve the ESS documentation. Your feedback has been instrumental in helping us to ensure that our content is clear, accurate, and useful for all users.
W2 and 1099 Submissions Reminder
If this is your FIRST year to submit 1099 and W2 information on your own, you need to obtain the appropriate accounts for submission. Districts must obtain a Transmitter Control Code (TCC) in order to submit 1099 data to the IRS Fire System and register for a Business Service Online (BSO) account in order to submit their W2 data to SSA. These accounts may take some time to obtain so if you haven't done so already, please begin the process ASAP. (NOTE: IRS Publication 1220 recommends submitting an IR Application for TCC by November 1st of this year in order to allow 45 days for processing.)
W2: Please refer to the Business Services Online page on the SSA website to register for a BSO account. The 'Employer Information' link includes information on BSO Registration. NOTE: For new and returning users, BSO Registration has changed so please review the 'Alert' area noted in the 'Employer Information' link for further details.
1099: Please see the FIRE System Update on the IRS website for details on applying for a TCC code. You must obtain a TCC before you can establish a FIRE Account to transmit files through the FIRE Systems (Production and Test).
IRS FIRE System TEST File – First time electronic filers are required to submit a test file before very 1st submission under the Combined Federal/State reporting program
More information on Test Files and Combined Federal/State reporting: https://www.irs.gov/taxtopics/tc804
More information on FIRE Test System Availability: https://www.irs.gov/e-file-providers/filing-information-returns-electronically-fire
Approval letter/email from IRS - must receive this approval before submitting actual file with state records.
Filing Dates for 1099s
Useful links:
SSDT recently met with ITC staff and recorded a session on lesser known options/procedures in the Inventory application. Tips on splitting items, disposing of part of a lot, donating items, and what is an error adjustment and how does it impact GAAP reports is explained in this session. Please click here to find out information about these lesser known areas of inventory.
Upcoming SSDT Presentations Reminder
Last Call! We are only a couple of weeks away from the SSDT Direct in-person sessions where we will be conducting a full day of USAS and USPS related topics at three different locations in the state. Please click here for more information as well as how to register for a session!
The SSDT support team will also be conducting a learning lab session at the OASBO SupportCon conference on Thursday, October 17th. We hope to see you there!
SERS Per Pay Enhancement
When the Generate Submission File option is selected, an adjustment file is automatically created as well. The adjustment file is indicated with an A at the end of the file name. For example, 2024_09_13.TXT would be the name of the regular file and 2024_09_13A.TXT would be the name of the adjustment file.
An adjustment file is always generated. Please open the adjustment file to verify it contains data before uploading the file to eSERS.
Both the regular and adjustment file are copied to the File Archive and can be located in the YYYY - SERS Reporting area.
It’s Here…. the New Account History Report
The Reports menu now offers a new option - the Account History Report. This new report offers many options to capture the information needed.
Account Tips:
% can be used as a wildcard to represent multiple numbers.
Account filters can be left blank if you don’t wish to filter on a specific account dimensions. Filtering will only occur for those dimensions entered.
If more than one filter option is entered, the filters are treated as an OR operation.
EMIS Fall Reporting Periods
Data Collection Periods related to USAS and USPS data currently open for Calendar year 2024-2025:
Staff and Course Collection - Initial (FY25) (2025L1STR): 9/5/2024 through 1/29/2025
Five Year Forecast - Initial Required (FY25) (2025P0000): 9/1/2024 through 11/30/2024
These dates are posted to the DEW website as drafts in case unforeseen circumstances cause changes throughout the year. The current and full list of EMIS Data Collection Calendars can be found on their website here.