***Note*** - In order to see 'Employer Distributions Submission' option, go to SYSTEM/MODULES and click on  and then 'Click here to refresh page' .  

The Employer Distributions Submission program is used to Post to the USAS system.  

To include Employer Paid amounts from Employee Voided Checks/Direct Deposits, select the employee:

Field Options:

• Enter the Start and End Pay Date Ranges.
• If you want to include deductions based on Payment Cycle, select from the following:
  • Leave Blank if selecting Payroll Items to pay
  • None
  • Every payroll
  • Monthly
  • Quarterly
  • Annually
  • 1-9 user defined cycles
• Check if wanting to 'Use Only Employer Distribution Accounts' marked in CORE/PAYROLL ACCOUNTS as being an 'Employer Distribution' account?
• Once Payroll Items have been selected, click on .  The Payroll Items you have selected will show in the box below:

• Click on the Payee Name to show in the 'Submission Preview Payee' details box.  The detail grid will show each expenditure account code and amount for the Payee line. Have the ability to sort the Accounts in order by click on the Up/Down tag :
  

• Once your payroll items have been selected, click on 
• 
• The Refresh button is used if one or more files are not showing sent.  Click on the button to immediately update the file status from Awaiting Upload to Upload Finished.

Voided Checks/Direct Deposits

If the district wants a Voided Payroll Check/Direct Deposit to be included and subtracted off the Employer Distribution Submission to USAS the following steps should be taken.

                          1. Go to USAS Integration/Employer Distributions Submission

                          2. Enter the Start Date and End Date (payroll dates) you want to process

                          3. Select the Payroll Item(s) you wish to process

                          4. Scroll to the bottom of the screen and check the box(es) on any Voided Payment you wish to be included on the submission file.                                                                                                                            

This will reduce the respective payroll item amounts accordingly as long  as the Voided date is between the start / stop of the user entered dates. 

                          5. Click the Show Submission Preview box

                          6. Click Submit to  USAS. 

Submission to USAS has failed

If any account is not found on the USAS side, an error will be given with the Account Code and ID of the account number.

Once submitted from USPS-R to USAS-R, the Employer Distributions Submission and Employer Retirement Share Submission can be found on the Transaction menu under Pending Transactions. When the pending transaction is posted, a purchase order is created. The accounts or amounts on the purchase order can be updated if needed. The transaction will then need to be invoiced and posted to create a disbursement. Any adjustments in what was expended to those accounts after the disbursement is created would be processed through the 'Distributions/Error Corrections' option under the 'Transaction' menu.

Warnings and Errors

Warning - ExpenditureAccount not found XXX-XXXX-XXX-XXXX-XXXXXX-XXX-XX-XXX.  Mapping can be used to enter Account not found to an Account that is active in USAS to the correct account.

ERROR - Accounts are not synced with USAS:  No external ID found for Expenditure Account(s). - this error states that the account was created in USAS, synced to payroll, then deleted in USAS at some point, then paid in payroll.  Check if the accounts in USAS exist and are Active.

Error - Expenditure Account: xxx-xxxx-xx-xxxx-xxxxxx-xxx-xx-xxx or parents account is not active.