Payroll Submission

The USAS Integration>Payroll Submission option allows the file (which contains the payroll’s gross amount(s) charged to each pay account(s) during the payroll and created when the Post Payroll option is selected) to be sent to USAS>Transactions>Pending Transactions.

When posting a payroll submission file, if the system encounters an invalid pay account(s) the posting of the file to USAS will fail. The invalid pay account(s) will need to be created in the USAS and the USAS Integration>Account Synchronization process run. The Utilities>Account Mapping program can not be used for payroll submission files.

To post a payroll submission file to USAS, on the appropriate payroll line click on the Post to USAS option.

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A USAS Payroll Submission - Detail screen will appear that displays information contained in the file.  If the information is accurate, click the Submit to USAS option and the file will be submitted to USAS.  If you do not wish to post the file, click the Return to Payroll Listing option to be returned to the USAS Payroll Submission grid.

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• Description - Defaults to description entered when the payroll was initialized.

• Pay Date - Defaults to pay date entered when the payroll was initialized.

• Pay Plan - Defaults to pay plan entered when the payroll was initialized.

• Pay Cycle - Defaults to pay cycle entered when the payroll was initialized.

• Suppress Voluntary Deductions - Defaults to the way the Suppress Voluntary Deductions checkbox was marked when the payroll was initialized.

• Ignore Direct Deposit - Defaults to Ignore Direct Deposit checkbox was marked when the payroll was initialized.

• Ach File Generated - Once the ACH submission file is created, the Ach File Generated checkbox is marked. 

• Start Date - Defaults to start date entered when the payroll was initialized.

• Stop Date - Defaults to stop date entered when the payroll was initialized.

• Hsa File Generated - Once the HSA submission file is created, the Hsa File Generated checkbox is marked.  

• Imported - If the payroll was imported (from the Classic version of the software), the Imported checkbox is marked. 

• Sers Reported -  Once the SERS Per Pay submission file is created, the Sers Reported checkbox is marked.

• Post to USAS>Submit to USAS - Click on 

  to submit the payroll submission file to the USAS side.  Follow the Pending Transactions steps to complete the posting process on the USAS side. Once submitted to USAS and posted, the Posting Status will change from ‘Sent' to 'Pending' to 'Posted.’

• USAS Posting Status - Indicates the status of the payroll submission file and the 

  • Sent → Submitted to USAS

  • Pending → Submission has been received by USAS and is pending

  • Failed → Submission to USAS has failed

  • Rejected → Submission has been rejected by USAS

  • Posted → Submission has been successfully posted to USAS 

    • The 'USAS Posting Status' will indicate 'Sent' when the payroll has been submitted successfully to USAS:

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• The 'USAS Posting Status' column will indicate 'Pending' when the submission has been received by USAS and is pending, it looks like this:

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• Once the payroll has been posted in USAS, the status will update to 'Posted':

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Unposting a Payroll

If the payroll submission file is submitted to USAS and the payroll is then unposted/reposted, the USAS Posting Status will state Post to USAS again. In USAS if the payroll submission file has already been paid as a payroll disbursement and there were no changes to the amounts or pay account, then it is not necessary to void the USAS disbursement, submit the payroll file to USAS again, and create another payroll disbursement.

To change the USAS Posting Status of the file from Pending Status, it is suggested the payroll submission file be submitted to USAS. In USAS the payroll submission file can be rejected. When the payroll submission file is rejected, in USPS the USAS Posting Status will be updated to Rejected. For future reference, it is also recommended to note why the payroll submission file was rejected.