Post Import Procedures

There are a few processes that need to be setup and verified after the data has been imported before processing begins.

• Go to System/Monitor/Admin Log- This will contain the classic import log for review.
• Go to System/Modules

           -Click on the    to turn on the EMIS Contractor Module if Applicable (Used to create CJ records)

            -Click on the   to turn on Email Notification Services.

            -Click on the   to turn on the Employer Distribution Module (BRDDIS).

            -Click on the   to turn on the Employer Retirement Share Module (BRDRET) (if applicable).

            -Click on the   to turn on the File Archive Module

            -Click on the  to turn on the File Transfer Notifications Services (FTP, SFTP, FTPS) 

            -Click on the  to turn on the Http Notification Services 

            -Click on the   to turn on the Leave Projection Module

            -Click on the   to turn on the Mass Change Service.    

            -Click on the   to turn on the Tax Estimator Module

            -Click on the   to turn on the USAS Integration Module.

            -Click the refresh button  for all changes to take affect.

• Go to System/Configuration

            -Account Mapping Configuration-Verify that setup matches setup in USPCON.

            -Email Configuration-Verify Port and SMTP Host data are accurate.

            -Email Direct Deposit Notice Configuration-Update the From Email field to contain the correct email address.

            -Verify that the Employee Number Automatic Generation Configuration matches EMPIDS_PREFS.INI file (if applicable)

            -If the ITC wants to allow the district to create and submit the ODJFS submission file Set up the ODJFS Configuration appropriately:

 -Click the refresh button  for all changes to take affect.

• Go to Core/Organization

            -Verify district Name, Address, and ID numbers. Add/Update information if needed.

• Go to Payments/Check Register

            -Verify the highest check number matches highest check number in USPCON.

• Go to Payments/Payroll Payments

            -Verify the highest direct deposit number matches the highest direct deposit number in USPCON.

• Go to Payments/Payee Payments

            -Verify that the highest electronic transfer number matches the highest electronic transfer Number in USPCON.

• Go to Reports/Leave Balance Report

            -Click on Leave Balance Report
            -Choose Sort By option from drop down
            -Choose Page Break On option from drop down
            -Choose Leave Report Options from drop down 
            -Unselect any pay group you do not wish to appear on the report moving them to the Available box
            -Click 
            -Run BENRPT in classic using the same sort options that was used in the redesign and compare all leave totals on the Leave Balance Report with the BENRPT

• Any corrections or adjustments can be made by going to CORE/LEAVES/ACCUMULATIONS
  -Click on 
  -Employee- Find employee by typing in a few characters of first or last name then clicking on the employee name                                                                                                                 
  -Position-Select Position from drop down
  -Leave-Choose the type of leave from the drop down
  -Leave Unit-Should default to current leave unit (Daily /Hourly)
  -Description- Enter a description of what this adjustment is for (optional)
  -Length- Enter- the length days/hours this adjustment entry is for (ex. 1.00 or -1.00)
  -Transaction Date-Enter or select the date from the calendar for this transaction
  -Click 
  
  

• Go to Reports/ODJFS New Hire Report
  - Run and Check ODJFS New Hire Report to make sure no Template Import records (orphaned records) were imported.
  • If Template Import records are found, run ODJFS New Hire and create a 'Submission' file. Nothing will need to be done with the file. This will get rid of all of these records.                                                                                                                                                                                                                                                                                                                                                                                                                          
• Go to Reports/Employee Earnings Register-Run Employee Earnings Register. On the Classic Earnings Register you will need to add the 694 board Medicare Pick Up amount to the 692 Employer and Employee Medicare amount. Compare the USPSR Earnings Register totals with the totals on the Classic Earnings Register for balancing.        

  Earnings Register Behavior--Classic had both a 692 and then a 694 for the pickup amount, but in redesign there is just 1 Medicare record. Classic broke the 694 pickup amount out and put it as a board amount. In redesign we show the pickup in both the employee amount (because it is an employee amount picked up by the board) and the employer amount (because the employer paid it).  This will also help when balancing the earnings register to the quarter report which is showing the pickup.       

• Go to Reports/W2 Report and Submission
  -Run W2 Report and Submission and compare it to the Classic W2PROC/W2REPT for balancing.                                                                                                                                                                                                                                                                                                                                    

  Be advised that the importer currently does not import negative error adjustment accumulators from classic. Therefore, when balancing between Earnings Register and W2 Report there may be a discrepancy. 

  If the negative amount should be included in USPS-R then a negative amount withheld Adjustment will need to be manually entered for the affected payroll item

• Go to Reports/Quarter Report
  -Run Quarter Report and compare it to the classic QRTRPT for balancing.

• Go to CORE/EMPLOYEE
  -Verify that there are no orphan records by checking grid to verify that there are not any records with a number and the Last Name is Template and First Name Import.  If found, change Number to a number that would be before the first employee number. (sort number on grid to find lowest number)
  
  
• Go to CORE/EMIS ENTRY
  -Verify that there are no employees with Long Term illness days.  Go to More and add the Long Term Illness column to the grid.  Then in the Long Term Illness column, search for any employees with >0 balances.  These can the be removed under the EMIS Employee Entry by selecting the edit option and clearing out the Long Term Illness field.  This field can also be cleared by using a MASS CHANGE procedure.  Please contact your ITC for them to run this for you.

• Go to Utilities/Payroll Item Mismatch Utility
  • Click Payroll Item Mismatch Utility to take you to the documentation for more detail

-This is a one-time fix utility that corrects two scenarios:  one is that Classic allowed these mismatches to occur and the other was a bug with Mass Load that was fixed with 6.32.0 that apparently allowed users to add mismatched payroll items if used improperly.  The procedure will allow them to view (Utilities > Payroll Item Mismatch Utility) and it will show them any payroll items that are mismatched.  If the district is not affected by this problem, the grid will be empty.  The grid also, by default, only shows mismatches related to non-archived employees.  It is optional to fix the mismatches for archived employees as it may not affect reporting or processing, particularly if the mismatch was caused while still using Classic.  The user can choose 2 ways of fixing the Payroll Item type depending on what the real type was supposed to be.  There may be cases where they will need to create a new Payroll Item Configuration to attach the Payroll Item to, as in the case where there are both Medicare and Social Security payroll items attached to a single Medicare Config, with no Social Security configuration.  So they can either change the type of the Payroll Item to match the configuration it is pointing to, or they can change the configuration that the Payroll Item is pointing to (that matches the current payroll item type).  After making these changes, it is suggested that they go to Core> Payroll Item for each of the corrected Payroll Items and verify that the information is correct.

• Go to Payroll/Future
  -Verify that there are no orphan dock records that may have been imported from dock next pay field from classic. If an orphan record is found and should not be included delete this record from Future.

• Payroll CD - Can be done anytime after initial importing of Classic USPS date

 -The first chance to import Payroll CD into Redesign is during the initial extract, import of the Classic USPS data. They need to use the "TRUE" option on the Classic USPSREXTR.COM command procedure as detailed here: USPS Classic Extract Process.  The USPSREXTR.COM with the 'TRUE' creates all the normal classic extract files PLUS the Payroll CD ZIP file. The importer then imports the contents of the ZIP file during import.

If they did not choose TRUE during extract, they would follow the instructions and choose the "ONLY" option from the classic extract wiki. The USPSREXTR.COM with the 'ONLY' creates the ZIP file and nothing else. This is the ZIP file that they upload using the 'Import Classic Payroll CD Archive'. File Import#ImportClassicPayrollCDArchives

• Go to CORE/ACH Destination (If district uses ROUTSCN)

-Verify the Descriptions imported over.  If some are missing, edit and add Description. The descriptions will only import if were added on the 700 direct deposit deductions in the 'Institution Xref' field.

• If a user is setup in classic with OECN_USPS_PT access, a pass through role will need to be manually created in System/Roles with the type of access needed.
• The username for the employee(s) that have the OECN_USPS_PT access will need to be manually added under System/User and then the pass through Role granted to that user.