*NOTE ** In order for this option to be available, please click Here for detail instructions on installation.

Workflows permission

Employee's that have USPS_STANDARD, will have access to Workflow.  USPS_STANDARD permission is a parent, so it grants all of the necessary permissions. The default STANDARD_USER role contains the necessary permissions to access, work through, and complete a workflow.

To be able to get to the workflow view, you must have USPS_STANDARD_EMPLOYEE

The permissions necessary to be able to Start, work through, and complete a workflow, you must have the CREATE permission for each to do that individual object's task (so EMPLOYEE_CREATE for employee, POSITION_CREATE for position, etc.) and all of them in order to complete the "Review" task. If you only have the VIEW permissions (e.g. EMPLOYEE_VIEW, LEAVES_VIEW, etc.), then you can view the review task, but you will not be able to complete the task or edit any of the data.

USPS_WORKFLOWS_ADMIN

• USPS_STANDARD_COMPENSATION
• USPS_STANDARD_EMPLOYEE
• USPS_STANDARD_LEAVES
• USPS_STANDARD_PAYDISTRIBUTIONS
• USPS_STANDARD_PAYROLLACCOUNTS
• USPS_STANDARD_PAYROLLITEM
• USPS_STANDARD_POSITION

Permissions to Create and View Employee Onboarding for a View only Employee role

USPS_WORKFLOWS_ADMIN

• USPS_STANDARD_COMPENSATION_VIEW
• USPS_STANDARD_COMPENSATION_CREATE
• USPS_STANDARD_EMPLOYEE_VIEW
• USPS_STANDARD_EMPLOYEE_CREATE
• USPS_STANDARD_LEAVES_VIEW
• USPS_STANDARD_LEAVES_CREATE
• USPS_STANDARD_PAYDISTRIBUTIONS_VIEW
• USPS_STANDARD_PAYDISTRIBUTIONS_CREATE
• USPS_STANDARD_PAYROLLACCOUNTS_VIEW
• USPS_STANDARD_PAYROLLACCOUNTS_CREATE
• USPS_STANDARD_PAYROLLITEM_VIEW
• USPS_STANDARD_PAYROLLITEM_CREATE
• USPS_STANDARD_POSITION_VIEW
• USPS_STANDARD_POSITION_CREATE

Using Date shortcuts

In every task, where there is a date entry field, use various date shortcuts, and format shorthand (MMddYYYY) and click off the field:

YeaR (Calendar)

Y - January 1st of current year 1/1/18 

R - December 31 of current year 12/31/18 

FiscaL

F - 1st day of current fiscal start date 7/1/17

L -  Last day of current fiscal end date 6/30/18

MontH (based on current system date)

M - 1st day of current month 4/1/18

H - Last day of current month 4/30/18

WeeK

W -  15th day of current month 4/15/18

K -  Saturday of current week 4/21/18

PerioD (Posting Period)

P - 1st day of next month 5/1/18

D - Last day of next month 5/31/18

Quarter

Q - 1st day of current quarter 4/1/18

U - Current date 4/18/18

T - today

+  Tomorrow's date 4/19/18

-   Yesterday's date 4/17/18

Employee Onboarding

Employee Onboarding can be used to create a new employee.  Click on :

Enter the First Name of the new employee

Enter the Last Name of the new employee

If your district uses the 'Employee Number Automatic Generation Configuration' to assign Employee Numbers, check the to automatically assign a number.  If this is not used, leave unchecked and enter in a Number:

Once all data is entered, click on or to exit without saving

Delete Employee

To Delete an Employee, click on next to the employee and click on :

Create Employee

To start entering data for your new Employee, click on next to the employee's name:

The First option is to 'Create Employee'.  Click on

A Confirm box will pop up, click on 'Start' to 'Start Task' or Cancel to Exit:

Enter data for required fields * (SSN) Note- Last Name, First Name and Number are populated by creation of record.

 Enter in remaining fields for the employee.

**NOTE** 'Assign Employee Number' box, allows the user to automatically generate a new employee number after starting the workflow. If, for example, the name changes, a new number will need to be generated. Or say the user is going through the workflow, wants to be sure that the automatically generated number is up to date with all existing employees and in-progress workflows, they can check the box and re-generate their number. Or if they automatically generated a number initially, then changed that field accidentally and saved, they can check the box and return to their original generated number.

**Have the option to use Template for Employee's**

Click on to save the data entered and to review before completing the task or click on to move onto the next option (Position):

Create Position

Click on 'Create Position' and Start Task.  

Enter data for required fields * (Position Number, Pay Group and Job Status) and all other desired data and click on .  Once all looks correct, click on :

**Have the option to use Templates**

Create Compensation

Click on 'Create Compensation' and Start Task. 

Enter data for required fields * (Code, Compensation Type, Pay Plan, Pay Unit) and all other desired data.  Fields that can be calculated will be calculated when the workflow is finished and the Compensation is saved inside of USPS. When all data has been entered, click on Save and then Complete Task:

Create Payroll Accounts

Click on 'Create Payroll Accounts' and Start Task

Click on

Enter in data for new employee's Payroll Accounts.

1. Select the Account Code by clicking on the  or by entering in a portion of the account to narrow your search for Example: 001. The Account can be searched by using dashes, not using dashes, by XRef code or description:

2.  The Rate Type refers to the method by which this account is to be charged:

1. 1. Percent - indicates a percentage of gross to be charged to this account. The default is Percent.
   2. Fixed - indicates a fixed dollar amount to be charged to the account.
      • Restrictions on the use of the Fixed Option are as follows:
        • • The purpose of the Fixed Option is to accommodate special funding where a set amount is to be charged to a particular account for a job.
          • Pay accounts for each job must total 100 percent. Therefore if a fixed rate is used, there must be at least one percentage rate record on file for the job totaling 100 percent. Failure to have a percentage rate record or records totaling 100 percent will result in the job not being included in the payroll. Users will receive a warning message in this case.
          • Active fixed rate accounts for a job will be charged first. Once the fixed amount is charged, the active percentage rate account or accounts are then charged based on the percentages assigned.
          • Benefits (sick, vacation, jury duty etc.) will not be charged to a fixed amount account.

3.  The Charge Amount or Percent is the percentage or fixed amount that is to be charged to this account. Whether a percentage or fixed amount is entered is dependent on what is entered in the Percent or fixed field.  The default is 100.00.

4.  The Employer Distribution determines whether this is a Board Pay Account:

1. 1. Check if account should be used for Board Distribution?
   2. Leave blank if account should not be used for Board Distribution?

5.  Leave Projection determines whether or not an account can be used by Leave Projection to charge out the leave entered in CORE/ATTENDANCE:

1. 1. Check if account should be used for Leave Projection?

   2. Leave blank if account should not be used for Leave Projection?

**If the Employer Distribution or Leave Projection flags are left blank (unchecked) when creating a payroll account, then it will be set to false:

• • • **NOTE** System/Configuration/Payroll Account Default Setup Configuration has been added to the Configuration menu.  It 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.  Click here for more information.

6.  Status allows the user to set the status of the account.  Options are:

• • • A - Active (Default setting)
    • I - Inactive
    • S - Specific Miscellaneous
    • M - Maximum amount in effect

7.  The Start Date is the payroll period beginning date of the payroll for which the pay account should start.

8.  The Stop Date is the payroll period ending date of the payroll for which the pay account should stop.

9.  The Maximum to charge field contains a maximum dollar amount to be charged to a specific pay account. The Payroll Account Status must be 'Maximum amount in effect'.  After Max amount has been reached,  the system then begins to use the percentage rate accounts. (Default setting is 0.00)

1. 1. The Status has to be 'Maximum amount in effect.'
   2. A Maximum amount needs to be entered.
   3. A Start Date is the payroll period beginning date of the payroll for which the pay account should start. Required field.

10. The Sort Order - when charging accounts, we first find all of the active accounts for an employee/position that is being paid.  To be active, the status of the account must be set to Active OR the status can be Maximum Amount In Effect with a maximum set and the amount already paid to the account is less than the maximum.  The charge amount/percent must not be 0 and the start/stop dates on the account must have dates that are active or be empty. After we find all of the active accounts for the position being paid, then we look at the fixed accounts first and sort them by the sort order field.  So the ACTIVE fixed accounts with the highest sort order are processed first.  After all fixed accounts are processed, if there is still an amount remaining that has not been charged to the fixed accounts, then we will use the ACTIVE percentage accounts sorted by sort order.

Using the Search option 

To search for additional accounts, click on :

The Account Search grid can be filtered by any of the object headers listed:

• Fund
• Func
• Object
• SCC
• Subject
• OPU
• IL
• Job
• Description
• XRef Code

Click on the Expenditure Account and click on 

 A Confirm Selection box will appear, to confirm of adding the account selected to the Employee's Position 1.  This will also add it to the employee's Position 1 in their Payroll Accounts. Click on to add the account or  to exit without saving.

Click on  to save the current record and then Complete Task:

Create Payroll Items

• To setup Required or May Be Required Payroll Items go to Payroll Item Configuration.

• For Required Payroll Items (Federal, State, Medicare) check the Required Box.

  For Medicare withholding--If the Rate field for employee is left blank the system assumes percentage of 1.45% to be used based on Tax Tables.
  Employer rate of 1.45 needs to be entered in Employer Rate field.

  If the Employer Rate is 2.9%, (Medicare pickup) then the software recognizes this as full pickup and will proceed accordingly.

• For May Be Required (SERS, STRS) check the Show on Create Wizard Box

In Employee Onboarding

Click on Create Payroll Items and Start Task. 

This will then show all Payroll Items that are Required or May Be Required  Once these payroll Item's are viewed, delete any not applicable items (SERS/STRS) by clicking on the

Option to create Templates in Payroll Item's.  After selecting a Payroll Item, the Choose Template will appear:

If needing to add a Payroll Item Annuities/Regular or any other item that is not set up as Required or May Be Required click on

Once all Payroll Items have been entered and Saved, click on :

Mass Delete Payroll Items

To Mass Delete payroll items that are not needed, check the box next to each one you want to delete and click on

A confirmation box will pop up to confirm the deleting of the 4 non-required Payroll Items selected, click on or to exit without deleting:

Payroll Items that are marked 'Required' in Payroll Item Configuration, are NOT able to be deleted:

Create Leaves

Click on Create Leaves and select each Leaves option that the employee is allowed:

• Populate Balance, Reset Value for Personal
• Populate Balance, Accum Per Month, Max Leave Amount and Daily or Hourly on Vacation and Sick 

Click on Save and then Complete Task

Sick Leave - Enter required fields and click on 'Save':

Vacation Leave - Enter in required fields and click on 'Save'

Personal Leave - Enter in required fields and click on 'Save':

Create Pay Distribution

Click on Create Pay Distributions

Click on

Direct Deposit

Enter in required data  * (Fixed or Percent, Rate ) for new employee's Pay distribution account information.  Click on Save and then Complete Task:

Check

Enter in required data * (Fixed or Percent, Rate) for new employee's Pay distribution account information.  Click on Save and then Complete Task:

Review

Once all data has been entered, click on 'Review'

• Verify the data entered on the Employee, Position, Compensation, Payroll Accounts, Payroll Items, Pay Distributions and Leaves tabs are accurate.
  • If Employee name or Employee ID was entered wrong, it can be updated at this time.
• Changes can be made and saved on each individual screen.

Complete Task

Once the data has been reviewed and verified, click on .  This will pull the employee over into the Employee Dashboard and is ready to process in payroll. 

Warnings and Severe Errors

Position Severe - Position Number failed validation.  Pay Group failed validation.  Job Status failed validation.

Compensation  Severe - Code failed validation.  Compensation Type failed validation.  Pay Plan failed validation.  Pay Unit failed validation.

Payroll Accounts  Severe - Percent Accounts must total 100%

                              Severe - Charge AmountPercent failed validation

                              Severe - Expenditure Account cannot be null

Payroll Distribution  Severe - Direct Deposit Distribution must have an Account Number 

                                   Severe - Multiple Pay Distributions with code XXX.  Code must be unique.

                                   Warning - No percentage distributions found.

Leaves  Severe - Daily or Hourly failed validation.

Payroll Item 

• Severe - Must specify a Rate for Fixed/Percent item.
• Severe - Validation has failed for some fields.  Must specify a Rate for Fixed/Percent item.
• Severe - Validation has failed for some fields.  Must specify Pay Cycle 
• Severe - Validation has failed for some fields.
• Severe - Validation has failed for some fields.  Federal Tax item must have a valid Filing Status
• Error - Cannot add a duplicate employee-level item of code XXX
• Severe - HSA -
  • Validation has failed for some fields.  XXX Item must have ACH Destination
  • XXX Item must have ACH Direct Deposit
  • XXX Item must have ACH Account Number