June Recap
- Michelle Drewes
- Andrea Boehm
- Pat Zelei
USAS-R Releases
Bug Fixes
Corrected a bug that prevented the disbursement XML file to be generated.
Removed additional tags in the disbursement XML file preventing the account and description from printing on the disbursement.
Improvements
The tooltip in the system found when hovering over the CFDA number when creating a detailed Federal Assistance record has been updated to display the new URL.
Payables performance improvements:
60% increase posting Payables (creating disbursements)
6% increase posting Invoices
18% increase creating POs from Pending Transactions.
Additional improvements related to the performance of the expenditure process related transactions is ongoing.
1099 Improvements
Implemented the ability to truncate the TIN/EIN when generating 1099s. This option applies to Copies B and C only per the IRS rules.
1099 PDF documents were created for both the 1099-MISC and 1099-NEC options. Copy A was added with this release and can be found when selecting the new Output File Type value "Reference Copy."
This is not the folder/sealer copy that will be provided to the vendor.
The PDF versions used last year are still available under the Output File Type: PDF Format.
Additional 1099 printing issues are being worked and when 1099 printing from USAS-R is fully available we will detail that in the release notes.
The ability to schedule a job in order to generate 1099 print forms has been implemented.
You can submit a job to run a specific Copy or you can submit a single job to generate all Copies (B, C, 1 & 2). Copy A has not yet been implemented and will be done on a later Jira issue.
Anyone who previously had access to 1099s will have access to the new jobs.
You can still generate the 1099 print forms from the 1099 Extract page. Either way you choose to generate the print forms, a copy will download for you to print and a copy will also be sent to the file archive.
It's worth noting that our 1099 changes are ongoing and therefore are not yet complete. It will be noted in future release notes when all of our planned 1099 print changes have been completed.
New parameters were added to the IRS Form 1099 Submission Configuration under the heading "Job Parameters" These must be populated here to apply to the documents created by the jobs. If populated here they will also apply to the 1099 Extract UI. Those fields are:
Truncate EIN/TIN
Exclude Vendors With No Tax Id
Approved for the combined Federal/State Filing Program
Amount Type Limit
Royalty Type Limit
The 1099 extract filename was modified to indicate if the file was generated for MISC, NEC or BOTH 1099 return types. The filename will also include (T) Test or (C) Correction for Test or Correction submission types. These changes apply to the generated files that download as well as the copies that are sent to the file archive.
The naming convention will be as follows: District_Name_1099_ReturnType_SubmissionType.
If Sampleville school generated both types of 1099s and the submission type was Original, the filename would be Sampleville_1099_BOTH.
If Sampleville school generated NEC 1099s only and the submission type was Correction (C), the filename would be Sampleville_1099_NEC_C.
If Sampleville school generated MISC only 1099s and the submission type was Test (T), the filename would be Sampleville_1099_MISC_T.
Patches
Patch to close archived posting period that remained open after migration. This patch closes the archived posting period and creates missing periods for 3 specific districts.
Patch to correct a PO with items over 10 million for a recently migrated district.
USPS-R Releases
Bug Fixes
Future Pay - make pay type listener null safe to prevent errors when rate is not set.
when changing from MIS or other pay type's to Overtime Pay type, the Rate was not updating, this has been fixed,
Earnings Register - missing payroll item description will no longer cause '...' to print.
If > 14 characters (Federal Tax Testing USPSR-6150), only 11 characters (Federal Tax…) show on Earnings Report and then …
If <= 14 characters (OH State Taxes) all 14 show in example
Before
District and SOC1 audit jobs will now run in the previous fiscal year of the current period. This was updated to match how USAS-R was handing these jobs.
If Current Period is in FY23, the report should have a date range of 7/1/21-6/30/22.
Employee Boarding - Date Text custom fields entered in Date Codes Employee were creating the wrong user interface components in Employee Onboarding:
How Date Codes show in Core/Employee
How Employee Onboarding was showing
Hotfix-New Payroll Accounts View-showing 'null' in text box when sorting
Employee Onboarding - Custom field changes aren't saved when completing review task
If just clicking on Complete task without saving first, custom fields weren't saving, this has been fixed.
Outstanding Payables - Voids are causing negative gross to double on Outstanding payables reports
they will now show as 0.00 if paid and voided in same outstanding payable run and negative if voided after outstanding payables were run
SERS Per Pay - fix rounding issue causing pennies to split to incorrect rows
Hotfix - STRS Advanced Positions Report - new contracts in next fiscal year was preventing compensations to be excluded from the report.
Now it's looking at Compensation Dates
Hotfix - Retirement Service - old compensations calendar dates are used in error when adding attendances to retirement days count
the calendar stop date from the old compensation could cause the days count to be wrong.
Now if prior to FY ex. 06/30/2021, it will NOT count these AT days on Attendance.
Hotfix - STRS Advance - inflated gross not added to retiree earnings when employee is a rehired retiree
as part of the earnings calculation, if an employee has a STRS item with increased compensation set to true, we will calculate an inflated gross and add it to the earnings.
this amount is not being added to retiree earnings if the employee is a rehired retiree, It was separating them into 2 lines
Improvements
Payroll Accounts New View - Add remaining max amount.
Future / Current Expenditure Account Combo box will search account descriptions and xref codes will ignore Lower/upper case and look at all.
Can be entered in lower/upper case in search
expenditure Account
xref Codes
Allow reports to run in CSV / Excel and PDF:
Perfect Attendance Report
ABS-101
Payment Transaction Status Report
Add formatting to Total Position Hours Worked property on Historical Position Pay for custom reporting.
$ has been removed from Hours worked field
Compensation - deleting a compensation that hasn't been paid will remove the record instead of archiving.
If a compensation has never been paid or there are no compensation journals, it will be removed instead of archived. It will archive all others.
Legacy compensations should NEVER be deleted (they will be archived).
Future Pay Mass Load - add specific pay account to employees payroll accounts on load.
specificPayAccount.accountOrXrefCode
(provide expenditure account xRef OR full account code)
(no hyphens between account dimensions).
Pay accounts will be added to the employee's Pay Accounts (a Specific Pay Account) if none exists for employee/position/pay account.
If a Specific pay Account with a matching expenditure account already exists (but with a different charge amount) this will NOT create a new Specific Pay Account. It will see that available Specific Pay Account and use the existing one
SERS Surcharge FY22 minimum compensation level is $25,000
ABS103 - add option to include all employees
If checked, all employee will be on report, including one's with no absences.
Employee's must still be valid for the report based on other entered selectins criteria to appear on the report.
Direct Deposits - Change description from Building / District to Building for sort options when processing payments
CSV / Excel Report Options
SERS Per Pay
ODJFS Report
STRS Per Pay
Allow date shortcuts on Attendance Mass Add date fields-Start and end dates
Include accounts that are Active on the HOME/SSDT New Contract Pay Account Report
The report will only show Pay Accounts for New Contracts that are Active payroll accounts. *
*Active payroll accounts are when the payroll account status is Active or Maximum Amount in Effect.
The Maximum pay amount must have it's maximum > 0 and the historical amount paid to this account is less than the maximum amount. The charge/percent amount is not = 0 and the current date of running the report is between the pay account start and stop date.
Remove the '$' from the Contract Work Days property of the New Contract Summary Report
New Features
ABS101, the Staff Attendance Report, provides a listing of attendance and absence categories by employee, by date. It also includes the day of the week the activity occurred, the length of the activity, and the subcategory if applicable. Totals by category for number of records, days, hours and weeks are displayed at the end of the .PDF report.
ABS103, the Staff Attendance Summary Report, summarizes absence/attendance occurrences by employee. Grand totals are provided at the end of the report.
Patches
Inventory Releases
Bug Fixes
Dispositions: Prevent users from posting disposition transactions for existing disposed of items.
Items: Prevent modifying the lease type field when viewing an item, the field should only be modifiable in edit mode.
GAAP reports: various issues
The Fixed Asset by Source report was excluding items without an acquisition and items with an entity Id. This has been corrected.
The Schedule of Change in Fixed Assets summary (run for function or asset class) was corrected to handle items with null funds. If these items had dispositions, an error occurred and the report failed to generate.
The Schedule of Change in Depreciation report was including dispositions with blank dates. This has been corrected.
Items: 18.0 release caused an issue requiring the lease type to be populated when adding or modifying an item. We removed the requirement for populating the lease type field on the item on the hotfix.
Dispositions: 18.0 release caused an issue when creating dispositions. It was not updating the 'cost disposed of' to be equal to the item's original cost. Instead the 'cost disposed of' was recorded with a $0.00. This was corrected on the hotfix.
For dispositions that were created after 1.18.0 and contain an incorrect $0.00 cost disposed of, users will need to be correct those disposition via System>Import as the Cost Dispose of field is not directly modifiable in Dispositions.
Via the Transactions>Dispositions grid, filter those dispositions affected and export the grid items using the CSV option. You will not need to open or modify the CSV file at all.
Next, use System>Import (disposition import type) and make sure "update records" is checked. Review the resulting report. Please review the dispositions via Transactions>Dispositions to confirm the cost disposed of value is now correct. The value should match the item's original cost.
Improvements
Audit Report is available! Both the on demand and official (with signature line) versions are available via the Reports menu.
Items: Added a select all option to the inventory items grid to allow for mass selecting inventory items. This is intended to be used with the depreciate button. You may check specific items to calculate depreciation on or you can use the top checkbox to select all items based on the filter you entered.