Payroll Submission

The USAS Integration>Payroll Submission option allows a payroll’s salary amounts (that are contained in a file created when the payroll is posted) to their appropriate USAS accounts.

Select the payroll you want to submit by clicking on Post to USAS.

A USAS Payroll Submission - Detail screen will appear that displays the details of the payroll - including the pay accounts and amounts to be expended to USAS. Click on Submit to USAS to submit the data to USAS. If you do not wish to post at this time, click on Return to Payroll Listing.

**NOTE** If Posting file is submitted more than once, a warning message will appear "Payroll has already been submitted - are you sure you want to resubmit?" Re-submission of the file can only be done if USAS has not posted it on there end.

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:

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

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

Submission to USAS has failed

If any account is not found on the USAS side, an error will be given with the ID of the account number. Below are the instructions on how to find the bad account attached to the Account ID:

This error being reported back from USAS suggests USPS has an account that doesn’t exist in USAS anymore. The account in question would need to be found by the property ‘external id’. Unfortunately, this is not a property that can be filtered, making this a bit more difficult that it should be.

The next step is to run a custom query through the DBA page in USPS-R:

Navigate to System / DBA and select SQL from the type drop down. Then run the following query (this may take a little bit of time): (copy and paste)

SELECT externalid, accountdimension1, accountdimension2, accountdimension3, accountdimension4, accountdimension5, accountdimension6, accountdimension7, accountdimension8 FROM expenditureaccount ORDER BY externalid

The results of the query will be an in-memory grid that you can scroll through. You will need to match the ‘Account with id: '7c7f8e3d’, you can do this by scrolling down a bit and using the browser search function (Ctrl+f): (you will have to scroll down until you get close to the 7c7 range in order for the Ctrl+F to work)

Once you find the matching external id, the account dimensions will be to the right in the grid.

Unposting a Payroll

If the payroll submission file is posted to USAS and then the payroll is unposted/reposted, the USAS Posting Status will state Post to USAS again. If the payroll submission file was already posted as a Payroll Disbursement to USAS and there were no changes to the amounts or pay account codes, then it is not necessary to void the USAS disbursement and repost it to USAS again. To prevent the payroll submission file from remaining in the Pending status, It is suggested to submit the payroll submission file to USAS then reject the ‘unneeded' file. It is also suggested the district makes note as to why the resubmission was rejected for future reference.