This option allows users with the proper permissions to enter configuration details for any installed modules. To install a Module, first go to System>Modules. Admin access as well as any role with the permission MODULE_CONFIG granted to it will be able to access the System>Configuration.

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1. From the System menu, select Configuration.

2. Click anywhere on the description line of the one you would like to view. A pop-up box will appear that displays information for that specific option.
   
   

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1.  From the System menu, select Configuration.

2. Click the Edit icon (pencil) next to the desired option.

3. Make any necessary changes.

4. Click Save.

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The Account Mapping Configuration program allows you to control the default account dimension detail when charging your benefit accounts when running Employer Distribution Report/Submission and/or Employer Retirement Share Report/Submission. The default account the system begins with in it’s charging process is the employee’s salary account. Then using the fields in the Account Mapping Configuration the system determines what account dimensions should be carried forward. For on the links provided for more details on the Employer Distributions Report/Submission and Employer Retirement Share Report/Submission programs.

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Field Definitions

• Use Instructional Level:

  • Checkbox marked - Instructional Level account dimension value of the salary account will be carried forward when determining the benefit account.

  • Checkbox unmarked - Instructional Level account dimension value of the salary account will not be carried forward when determining the benefit account. The Instructional Level account dimension value becomes 00.

• Use Job:

  • Checkbox marked - Job account dimension value of the salary account will be carried forward when determining the benefit account.

  • Checkbox unmarked - Job account dimension value of the salary account will not be carried forward when determining the benefit account. The Job account dimension value becomes 000.

• Use Operational Unit:

  • Checkbox marked - Operational Unit account dimension value of the salary account will be carried forward when determining the benefit account.

  • Checkbox unmarked - Operational Unit account dimension value of the salary account will not be carried forward when determining the benefit account. The Operational account dimension value becomes 000.

• Use Special Cost Center:

  • Checkbox marked - Special Cost Center account dimension value of the salary account, if 9000 or less, will be carried forward when determining the benefit account.

  • Checkbox unmarked - Special Cost Center account dimension value of the salary account, if 9000 or less, will not be carried forward when determining the benefit account. The Special Cost Center account dimension value becomes 0000.

• Use Subject:

  • Checkbox marked - Subject account dimension value of the salary account will be carried forward when determining the benefit account.

  • Checkbox unmarked - Subject account dimension value of the salary account will not be carried forward when determining the benefit account. The Job account dimension value becomes 000000.

The Advanced Sick Leave Configuration program allows employees who exhaust all their sick leave to be advanced a specified number of sick leave days. The Advanced Sick Leave Configuration will allow you to indicate a specific time that the system should automatically reset the Leaves>Advanced Units Used value to zero.

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Field Definitions

• Advanced Payoff: Should the advanced sick leave always be available to your employees or should the advanced sick leave only be available once within the specified period?

  • Advanced Payoff checkbox marked - Used if you are a district that grants employees a specified number of advanced sick leave that can be used within the specified Period Option and once that advanced sick leave amount is reached they can continue use advanced sick leave as long as the Advanced Units Used doesn’t exceed the Max Advance Leave. When Accumulations for sick leave are created, the Leaves>Advanced Units Used value will decrease.

  • Advanced Payoff checkbox unmarked - Used if you are a district that grants employees a specified number of advanced sick leave that can be used within the selected Period Option and once that advanced sick leave amount is reached they can not continue to use advanced sick leave. When Accumulations for sick leave are created, the Leaves>Advanced Units Used value will not decrease.

• Period Options: Allows a date range to be specified. This date range will be used for advanced sick leave tracking. Once the specified Period Option date matches the system date, the Leaves>Advanced Units Used values are automatically cleared and set back to zero.

  • Fiscal Year - Defaults to the date range of July - June.

  • Calendar Year - Defaults to the date range of January - December.

  • Custom Period, Please provide start and end dates - Allows you to enter your own date range.

    • Custom Start Date - Enter the date to begin the tracking.

    • Custom End Date - Enter the date to stop the tracking.

The Application Configuration program will default to the Instance Type of Production and with the External Notification Enabled and User Job Execution Enabled checkboxes marked - unless the APPLICATION_INSTANCE_TYPE is updated in the Docker Configuration. When configuring instances with the Instance Type of Support, Training, and Demo, unmark the External Notification Enabled and User Job Execution Enabled checkboxes. Unmarking these options will prevent scheduled jobs and/or notifications from being sent from both the live database and a test database. When accessing test instances always assure the External Notification Enabled checkbox is unmarked.

For additional information see the Redesign Technical Documentation page for How to Configure Non-Production Instances.

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Field Definitions

• Instance Type:

  • Production - Default type.

  • Support - A temporary copy of a given districts production data usually created for resolving support issues.

  • Training - A temporary copy of a given districts production data usually created for training purposes (usually then anonymized).

  • Demo - A temporary copy of a given districts production data usually created for demonstration purposes (usually then anonymized).

  • Development - A temporary copy of a given districts production data and reserved for use by the SSDT staff.

• External Notification Enabled:

  • External Notification Enabled checkbox marked: Any notifications (email, FTP, etc.) which are addressed to any non-local system will remain enabled.   Internal notifications or notifications involving localhost will also remain enabled.

  • External Notification Enabled checkbox unmarked: Any notifications (email, FTP, etc.) which are addressed to any non-local system will be disabled.   Internal notifications or notifications involving localhost will remain enabled.

• User Job Execution Enabled: 

  • User Job Execution checkbox marked: Any jobs scheduled by any user will be executed.

  • User Job Execution checkbox unmarked: Any jobs scheduled by any user will not be executed.

The Authentication and Password Requirement Configuration program allows requirements and restrictions for all user passwords to be established.

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Field Definitions

• Minimum Length: Allows the minimum length of a password to be defined. The default is the length of 8.

• Require Mixed Case:

  • Require Mixed Case checkbox marked: Do require a password to contain uppercase and lowercase letters.

  • Require Mixed Case checkbox unmarked: Do not require a password to contain uppercase and lowercase letters.

• Require Numeric:

  • Require Numeric checkbox marked: Do require a password to contain a number.

  • Require Numeric checkbox unmarked: Do not require a password to contain a number.

• Password Lifetime: Allows the number of days between password expiration to be defined. The default is 90 days. If the field is set to zero, passwords will not automatically expire.

• Pre Expire Passwords:

  • Pre Expire Password checkbox marked: If an administrator changes a user password, the user’s password will immediately expire and require the user to change the password on the next login. Users that have the ADMINISTRATORS role are not affected.

  • Pre Expire Password checkbox unmarked: If an administrator changes a user password, the user’s password will not immediately expire and not require the user to change the password on the next login. Users that have the ADMINISTRATORS role are not affected.

The Check Reprinting Configuration program controls the Print Full Check default when going to Payments>Payroll>Payroll Payment Checks and choosing the Print Checks option. 

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Field Definitions

• Print Full Check:

  • Print Full Check checkbox marked: Do default the Payments>Payroll>Payroll Payment Checks>Print Full Check checkbox to be marked.

  • Print Full Check checkbox unmarked: Do not default the Payments>Payroll>Payroll Payment Checks>Print Full Check checkbox to be marked.

The Check Void Message Configuration program allows the ‘Void After 90 Days’ message to be printed at the bottom of the checks.

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Field Definitions

• Void Message checkbox marked: Do print the ‘Void After 90 Days’ message at the bottom of all checks.

• Void Message checkbox unmarked: Do not print the ‘Void After 90 Days’ message at the bottom of all checks.

The Database Administration Configuration is intended for the use of XXXX.

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Field Definitions

• Backup Destination Directory: XXX

The Deferred Absence Posting Configuration allows absences for sick, vacation, and personal leave to be entered at any time without affecting the employees current leave balance until the Absence>Activity Date falls within the payroll Start Date and Stop Date. This configuration setting will be applied to absences created manually or those created using the Utilities>Attendance/Absence Import option. The Deferred Absence Posting Configuration option does not affect Leaves>Accumulations entries. So regardless of how the Deferred Absence Posting Configuration is set, Accumulations entered manually or by using the Processing>Benefit Update and Projection, will update the employee’s balance immediately.  

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Field Definitions

• Deferred Absence Posting checkbox marked: Do defer absences for sick, vacation, and personal leave. Employee’s balances will not be affected until the Absence>Activity Date falls within the payroll Start Date and Stop Date. These transactions will have the Attendance>Applied to Balance checkbox unmarked until a payroll that has a Start Date and Stop Date inclusive of the Activity Date is initialized and posted.

• Deferred Absence Posting checkbox unmarked: Do not defer absences for sick, vacation, and personal leave. Employee’s balances will be affected immediately. These transactions will have the Attendance>Applied to Balance checkbox marked once created and saved.

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The EMIS Reporting Configuration is used by the system to determine what and how the information is pulled into the Data Collector for EMIS reporting. Each year prior to the first Initial Staff and Course (L) Collection is it important the fiscal year be updated and the other values be verified.

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Field Definitions

• Fiscal Year: Enter the year for the current EMIS fiscal reporting year. This should be to the new fiscal year after the Final Staff and Course (L) Collection reporting window has closed and prior to processing the first Initial Staff and Course (L) Collection in the data collector. If the configuration record is edited and saved between the system dates of May 1 and August 31, a warning will appear to make one aware of the impacts changing the year in this timeframe will have. Select Save to continue with the changes or select Cancel to be taken to out of the edit mode with the changes unsaved.

  • Warning:  Changing the EMIS Reporting Year between May 1st and August 31st will impact final staff/course reporting of EMIS data. Be certain your district has completed this reporting for the previous year before saving this change.

• Reporting Id: The EMIS ID is included in the employee data when processing an EMIS collection in the Data Collector. If the Employee>EMIS Id field has a value, the Reporting Id option selected is ignored and the EMIS Id is always what is sent to EMIS as the EMIS ID. If the Employee>EMIS Id is blank, the system will use the ID option entered in the Reporting Id field to determine what Id is sent to EMIS as the EMIS ID. The ID option entered should be the one that matches the ID entered on the course records within the student software. If the Reporting Id option is not defined, the Employee>SSN is what is sent to EMIS as the EMIS ID.

  • SSN

  • Employee ID - If the Reporting Id is set to Employee ID and there is an Employee>Number value, then the Number is reported as the EMIS ID. If not, the Employee>SSN is reported as the EMIS ID.

  • Credential ID - If the Reporting Id is set to Credential ID and there is an Employee>Credential ID value, then the Credential ID is reported as the EMIS ID. If not, if there is an Employee>Non-Certificate Employee ID is reported as the EMIS ID. If not, the Employee>SSN is reported as the EMIS ID.

• Z Id Pre Fix - ZID prefix as assigned to your IRN by the Department of Education and Workforce.

The Email Configuration is used to deliver email notifications to employees. In order for this option to be listed under System>Configuration, go to System>Modules>Email Notification Services and click the + icon. This will mark the Installed checkbox. A message should appear stating ‘Click here to refresh page.’ Click on the link to refresh the page.

The Email Configuration and the Email Direct Deposit Notice Configuration options will use the information entered when a job is scheduled and runs - located in Utilities>Job Scheduler option. Any changes to either the Email Configuration and/or Email Direct Deposit Notice Configuration option will automatically be applied to any scheduled jobs - if the job has not started to run.

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Field Definitions

• Default Administrator Address: Not currently implemented for use. When implemented, this feature could potentially be used for reporting outages or to send email responses from an administrator. Until that time, the field can be left as default of root or can be blank. When jobs for email notifications are scheduled and completed, the sender listed in the notification will be the address provided in the Default From Address field.

• Default From Address: When jobs for email notifications are scheduled and completed/sent, what email address should the message come from? Enter the email address that applies to the default email notification sender.

• Enable Start Tls: This is an email security protocol. For example: The box should be checked if using MS Exchange Office 365 with SMTP authentication enabled. 

  • Enable Start Tls checkbox marked: Tls will be enabled.

  • Enable Start Tls checkbox unmarked: Tls will not be enabled.

• Password: The Password will be provided from the department at your district responsible for security and technology.

• Port: The Port will be provided from the department at your district responsible for security and technology.

• Smtp Host: The Smtp will be provided from the department at your district responsible for security and technology.

• Username: The Username will be provided from the department at your district responsible for security and technology.

The Email Direct Deposit Notice Configuration option is used to define default values the email notifications contain when the email notifications are sent. For example, the sender, subject, and body of the email notifications. Information changed will be applied to any scheduled jobs if the job has not starting running.

• From Email: This email address will be the email address listed as the sender of the email.

• Subject: This information will become the subject of the email.  

  • For example - Direct Deposit Notice for MM/DD/YYYY.

• Body: This information will be included in the body of the email.

  • For example - Attached to this message is your direct deposit notice for the MM/DD/YYYY payroll.

• Send Notification To All Addresses: This checkbox controls what Employee>email addresses to send the email to. By default, the checkbox will be marked.

  • Send Notification To Add Addresses is marked: This will send the email to the Employee>Primary Email Address, Secondary Email Address, and Other Email Address. If the same email address is entered in multiple email address field (Primary Email Address, Secondary Email Address, and/or Other Email Address), the employee will only receive the email to that address once.

  • Send Notification To Add Addresses is unmarked: This will send the email to the Employee>Primary Email Address.

• Default Direct Deposit Form

  • Select from drop down the default Direct Deposit Form to be used when sending Direct Deposit Email Notices. Leave blank if wanting to use SSDT generic Direct Deposit Form

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    Payroll Processing>Email Notices:

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The 'Edit Employee Number Automatic Generation' can be config to allow Employee ID defaulting. Once in place this file will cause employee id to be automatically assigned when an employee is added to CORE/EMPLOYEE. This default employee id is generated based the highest employee id currently on file and on the parameters defined in the 'Employee Number Automatic Generation'.  If this file does not exist, the EMPLOYEE program will force the Employee ID to be entered, and not be the same as the SSN.

• Increment – Numeric values from 0 to 100.  If this field is set to a value other than zero, an Employee ID will be generated using the value set as the increment when duplicate numbers are encountered. If it is set to zero this will force the ID to be manually entered.

• Number Of Letters– Numeric values from 0 to 4.  This field defines how many letters of the Employee's last name to use in the generated Employee ID.  If not wanting to use the Employee's last name, enter a 0 (zero) in the field.  

• Start Value – Numeric values from 0 to 999999999.  Provides starting number value for generated IDs. This number will be used for the first unique Number assigned for the given number of letters from the last name.  If not wanting to use the employee last name, enter in the starting digits, Example:  070800000.  The next employee added will automatically be given 070800000, the next employee added, 070800001 and so on.
  
  
  

• Check Use Emp Ids to allow the Employee Id to be different than the SSN 

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  .  Use a set configuration to automatically generate employee numbers?
  
  

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This option allows districts to exclude or include Employer Distribution Accounts. 

• To Include Employer Distribution Accounts, check the box. Leaving the box checked

  , will only use accounts with the employer distribution flag set to true on the employees CORE/Payroll Accounts:
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• To Include Both Employer Distribution and Non-Employer Distributions accounts on the report, leave unchecked 

• To Include Both Employer Distribution and Non-Employer Distributions accounts on the Employer Distribution File, leave unchecked 

   

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This option shows what Month the school's Fiscal Year follows - 07/01/XXXX to 06/30/XXXX:

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The Timestamp date will update every time a new Account Change Transition is found in USAS and synced with USPS:

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Allows districts to submit their own ODJFS file to Employer Resource Information Center (ERIC)  https://eric.ohio.gov/ERICWeb/faces/jsp/security/ericLogin.xhtml

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Check 'District Will Submit Own File To ODJFS'

Enter a Transmitter Name *(Required)* 

Enter a Transmitter Phone Number *(Required)* 

Enter a Transmitter Phone Extension

Enter a Transmitter Email *(Required)* 

Click on Save

If the OT Pay Type is used, the OBJ code of the account to charge is changed by the System/Configuration/Overtime Configuration OBJ code defined.  It uses the first available Active account for the employee for that position.  If a specific payroll account is selected during Current/Future, it will use this account and not update to the Overtime Object Code.

When finding the overtime expenditure account, it takes the Position Appointment Type and Retirement System into consideration:

1. IF position appointment type = Classified
    a. IF position retirement code = SERS OR STRS
        i. THEN Overtime Config Classified
    b. ELSE Overtime Config Classified Non-Contributing
2. ELSE IF position appointment type = Certificated
    a. IF position retirement code = SERS OR STRS
        i. THEN Overtime Config Certified
    b. ELSE Overtime Config Certified Non-Contributing

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These codes are defined by the Uniform School Accounting:

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**118 - Overtime Non-Contributing: "Overtime" work performed by employees of the school district who do not contribute to the State Teachers Retirement System. Such employees are usually classified as retired employees, or temporary certificated teachers who waive membership in STRS pursuant to Retirement Board Resolution, effective July 1, 1975.

**148 - Overtime Non-Contributing: "Overtime" work performed by non-certificated employees of the school district who do not contribute to any retirement system.

• Default Check Form - Select the Custom Form to use for check printing in ESS.  Leave blank to use supplied Default form.

• Enter the number of lines your check form allows  in the Check Pay Amounts Limit field.  If this limit is reached, the pay amounts will be printed by Pay Type.  For example - Regular, Miscellaneous, etc.  Most forms are not limited, so this value can be set to 99.

• Enter the number of lines your check form allows in the Check Payroll Items Limit field.

• Enter the number of lines your check form allows in the Check Position Pays Limit field. For example, if the employee has 10 Positions but the Check Position Pays Limit is set to 5 only the first 5 will print on check stub and rest will be ignored.  

• Should Use Overflow Pages be created when necessary? Overflow pages are separate 8 1/2 x 11 sheets listing all pay types that did not fit on the check stub or pay notification for an employee. An overflow page is created only for those employees who exceed the set number of Pay Amounts, Payroll Items and Position Pays.  Check 

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   to create overflow pages.  This is for PDF only.

• Combine Accrued and Regular Wages into regular wages on the check stub. Check 

  to combine wages.  This is for PDF and XML. 

  • If the box is not checked, negative accrued wages will not be combined with regular wages.

• Default Direct Deposit Form - Select the appropriate form to be used for direct deposit printing in Kiosk.  Leave blank to use the supplied Default form. 

• Enter the number of lines your direct deposit form allows in the Direct Deposit Pay Amounts Limit field.  If this limit is reached, the pay amounts will be printed by Pay Type.  For example - Regular, Miscellaneous, etc.  Most forms are not limited, so this value can be set to 99.

• Enter the number of lines your direct deposit form allows in the Check Payroll Items Limit field.

• Enter the number of lines your direct deposit form allows in the Check Position Pays Limit field. For example, if the employee has 10 Positions but the Check Position Pays Limit is set to 5 only the first 5 will print on check stub and rest will be ignored.  

• Select the First Day Of Week For Hours Over 40 Per Week Count - Sunday (selected by default). This value will be used when counting workdays from the Job Calendars, Attendances and Absences to determine the employees HOURS>40/WEEK on their paystub. For more detail information, click here.

  • For example: If Sunday is selected, counts will be grouped by week, with Sunday as the start of the week and Saturday as the end.

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Payroll Account Default Setup Configuration allows district to set the flags for the Employer Distribution and Leave Projection default values.  These default values will be set whenever a payroll account is created.  The payroll account Employer Distribution and Leave Projection default values can be changed/overridden in Payroll Accounts for an employee, but it will default based on the Configuration values set.

To have the default Employer Distribution and Leave Projection flag set as true in Payroll Accounts, click on

To NOT have the Employer Distribution and Leave Projection flag checked (false) in Payroll Accounts, leave both boxes unchecked

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Allows you to set the Pay Account and Contract Pay Off Rounding Thresholds as well as the Unit Amount Decimal Positions-

Account Rounding Threshold - Enter what the allowable amount to be charged to pay accounts for rounding adjustments.

Contract Payoff Rounding Threshold - Enter the allowable threshold when paying off a contract obligation.

The Unit Amount Decimal Positions option sets the rate rounding preference for New Contract program. Also, effects Future and Current Rate amounts. 

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Only available to Admin users

What is the current Advance Amount?  This is a Non-modifiable field to ALL users, except 'admin' users.

The 'Advance Amount' in the STRS Advance Configuration is the amount to be advanced to STRS.

•  STRS Advance Configuration now allows admin users to modify Advance Amount. Configuration contains a message above the Advance Amount explaining to be sure changes are correct before modifying.

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If the Advance Mode option is checked, the district is in advance 

The Amount Paid Back will be updated every payroll, adding each payroll STRSAD amount. This is a non-modifiable field.

The Submission Timestamp will show the Date and Time of when the district ran the 'Submit Uploaded File to STRS' on Reports/STRS Advance Report. If the district had to be taken out of advance for corrections and re-uploaded new file, the date and time stamp will NOT be removed or changed from the original date of submission.

**Note**After the last pay, if the amount paid back is equal or greater than the advance amount, then the district will come out of advance and the advance flag on the configuration will be un-checked. When the advance flag on the configuration is unchecked, then the amount paid back will always display zero. If the amount paid back is less than the advance amount after the last pay, then the advance flag on the configuration will not be un-checked and the amount paid back will continue to show on the configuration.  If wanting to see the total amount paid back, they can check the 'Advance Mode' box, refresh the screen or (close it and re-open) for the value to display and the Amount Paid Back will show.  But they will want to remember to un-check that before they move onto their next payroll.

If Amount Paid Back is off, run the SSDT Check STRS Advance Report and compare this to their STRS Advance report to find the difference.  

***Error - STRS Advance must be processed before running a payroll with pay date in July***  

  If they do not process STRS advance, then the option can be unchecked, and no error will be received for July payrolls.

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This option should only be used if:

• The STRS Advance Submission File has been created, but the district has not posted any payrolls while in STRS Advance. 

  • If a district has posted a payroll while in the Advance, but has not created their HSA file or posted their payables, they can Unpost the payroll and the district can be taken out of the advance.  

• The district has processed all of their advance payrolls and their System>Configuration>STRS Advance Configuration>Advance Mode checkbox is still marked and their is an amount in the Advance Amount field - meaning the district's advance did not balance.  

After any corrections have been filed with STRS for over withholding or under withholding and the district needs to be taken out of Advance, uncheck the STRS Advance Mode 

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Once imported, click on Execution Mode:

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Verify the Contract Compensations total and then click on 

Only available to Admin users

The State Minimum Salary will be entered in this box. ($35,000 effective 10/03/2023)

The Url is the address where the submission File gets submitted to in (REPORTS/STRS Report)

The 'Base Withholding On Earnings' is used for districts that base their STRS on Earnings.  This needs to be checked for these districts.

• Most districts base the STRS deduction on the gross pay.  If you base it on the Earnings, no STRS deductions would occur during the summer

• No Non-Taxed Advanced Amounts will calculate on the Fiscal Year to Date Report

• No data will be returned on the Non-Advance Payment Report

• No data will be returned on the Advanced Payment Report

• The Submission file contains no advance amounts; taxed total includes taxed deposit pickup but no taxed advance amount.  File will still contain the same employees as FY report, just no employees will have advance amounts.

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 Is used to show who sent the Email Salary Notices, the Subject and what the email should state:

The From Email will be the email address of the person sending the notifications.

The Subject line to be used for Email Salary Notice

• Example:  Salary Notice for {POSITION_DESC} {COMPENSATION_LABEL}

The Body is the text to use for the body of the Email Salary Notice

• Example:  Attached to this message is your salary notice for {POSITION_DESC} {COMPENSATION_LABEL}.

The Send Notification To All Addresses allows the districts to choose whether to send to all or only the primary email address.  This is checked by default.  If there are duplicate email addresses in the Employee grid, it will only send out 1 email.