Payroll Processing Checklist

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Last updated: Nov 06, 2024 by Lori Nye
16 min read

This checklist is a sample of a payroll checklist.  This can be customized to meet your district specific needs.  Please contact your ITC for complete instructions before using this checklist.

1.____  Go to USAS Integration>Account Synchronization and click on Synchronize Accounts with USAS. Wait to receive 'Account synchronization completed' message before proceeding.

2.____  Verify the Posting Period.  If you wish to begin processing in the next month and are not ready to Close the current month, create the posting period.  Creating the posting period will make it Open and allow processing.  This will set the Posting Period on the grid to Current - False. Please note, the payroll can not be posted until the Posting Period is set to Current.  To make the Posting Period Current, to to Core>Posting Period, click the next the the Posting Period you wish to make current.  This will set the Posting Period on the grid to Current - True and also change the ribbon in the upper right-hand corner of your screen to that period.   

    • Go to Core>Posting Period, Create.
    • Enter the Calendar Month, Calendar Year, click Create.

3.____  If any changes/additions are needed (for example - Employee, Position, Payroll Item, Pay Distribution, Payroll Account) go to the appropriate Core menu item, the Employee Dashboard or Employee Onboarding and make the necessary changes before initializing the payroll.

4.____  Enter and/or import Attendance/Absence information.

  • Choose from the options below:
    • Adding Attendance Using the Employee Dashboard: (ATDSCN)
      • Go to the employee's Dashboard and search for the Employee.  Select from the dropdown                                                                            
      • On the Employee Dashboard select Attendance
      • Click Create to enter one day or click Mass Add to enter multiple days. 
      • Click Save
      • Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future.  If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
      • Click on X to close the window
    • Adding Attendance Using Attendance (ATDSCN)
      • Go to Core>Attendance
      • Click Create to enter one day or click Mass Add to enter multiple days. 
      • Click Save
      • Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future.  If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
      • Click on X to close the window
    • Adding Attendance/Absence Using Mass Load
      • Go to Utilities>Mass Load
        • USPS Load File - Click Choose File and browse to locate the file
        • Importable Entities - Attendance Journal
        • Click Load
        • Review Summary counts on screen

        • View ATTERR.CSV

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

  • Adding Attendance/Absence Using a File to Import (USPIMPORT)
    • Loading Attendance Information 
      • Go to Utilities>Attendance/Absence Import
        • Attendance Import File - Click Choose File and browse to locate the file
        • Location Code- If using Location Code and it's specified on CSV File
        • Post to Payroll Processing – Choose option from dropdown
        • Combine Attendance Entries-If desired
        • Allow Negative Leave Balances N/A for Attendance Importing
        • Payroll Account to charge-Choose from drop down
        • Click IMPORT
        • Review Summary counts on screen

        • View ATTERR.csv 

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

      • Loading Absence Information
        • Go to Utilities>Attendance/Absence Import
            • Attendance Import File - Click Choose File and browse to locate the file
            • Location Code- If using Location Code and it's specified on CSV File
            • Post to Payroll Processing – Not applicable 
            • Combine Attendance Entries - Not applicable
            • Allow Negative Leave Balances - If applicable, check the checkbox
            • Payroll Account to charge - Not applicable
            • Click IMPORT
            • Review Summary counts on screen

            • View ATTERR.csv 

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

5. ____  Run the SSDT Attendance Journal Entry Report to check the absence and/or attendance information. (ABSRPT)

  • Go to Reports>Report Manage>SSDT Attendance Journal Entry.
    • Start Date - Payroll Start Date
    • End Date - Payroll End Date
    • Job Status - Leave blank
    • Appointment Type - Leave blank
    • Type - Enter either Attendance or Absence if balancing separately
    • Click Generate Report
  • Verify the report.

6.____  Enter any exceptions using Payroll>Payroll Payments Future. (UPDCAL_FUTURE)

7.____  Run Reports>SSDT Future Pay Amount Report to balance the exceptions. (FUTPAY)

    • Go to Reports>Report Manager>SSDT Future Pay Amount Report
      • Format-Chose from drop down
      • Page Size-Choose from drop down
      • Orientation-Choose from drop down
      • Name-Defaulted but a report name can be entered
      • Summary Report-If you only want a summary report click on the box next to Summary

      • Beginning Effective Date (optional) 

      • Ending Effective Date (optional)
      • Pay Groups (optional)

      • Click on Generate Report

8.____  Initialize the payroll.  (INICAL)

  • Go to Payroll>Payroll Processing
    • Click Initialize New Payroll
      • Payroll Description - Description of payroll.  This description will appear in the Description column of the grid
      • Pay Plan - Enter appropriate pay plan
      • Pay Cycle - Enter appropriate pay cycle
      • Start Date - Enter payroll beginning date
      • Stop Date - Enter payroll ending date
      • Pay Date - Enter pay date
      • Suppress Voluntary Deductions - Check the checkbox if applies
      • Ignore Direct Deposit - Check the checkbox if applies
      • Special Pay - Check the checkbox if applies
    • Optional:  If you use the Additions options.
      • Click Add Date Range Selection
      • Enter Start Date and Stop Date for these pay groups
      • Click Initialize Payroll

9._____  Enter any exceptions using Payroll>Payroll Payments Current. (UPDCAL_CURRENT)

10.____  Enter and/or import Attendance/Absence information.

  • Choose from the options below:
    • Adding Attendance Using the Employee Dashboard: (ATDSCN)
      • Go to the employee's Dashboard and search for the Employee.  Select from the dropdown                                                                            
      • On the Employee Dashboard select Attendance
      • Click CREATE to enter one day or click Mass Add to enter multiple days. 
      • Click Save
      • Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future.  If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
      • Click on X to close the window
    • Adding Attendance Using Attendance (ATDSCN)
      • Go to Core>Attendance
      • Click Create to enter one day or click Mass Add to enter multiple days. 
      • Click Save
      • Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future.  If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
      • Click on X to close the window
    • Adding Attendance/Absence Using Mass Load
      • Go to Utilities>Mass Load
        • USPS Load File - Click Choose File and browse to locate the file
        • Importable Entities - Attendance Journal
        • Click Load
        • Review Summary counts on screen

        • View ATTERR.CSV

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

    • Adding Attendance/Absence Using a File to Import (USPIMPORT)
      • Loading Attendance Information 
        • Go to Utilities>Attendance/Absence Import
          • Attendance Import File - Click Choose File and browse to locate the file
          • Location Code- If using Location Code and it's specified on CSV File
          • Post to Payroll Processing – Choose option from dropdown
          • Combine Attendance Entries-If desired
          • Allow Negative Leave Balances N/A for Attendance Importing
          • Payroll Account to charge-Choose from drop down
          • Click IMPORT
          • Review Summary counts on screen

          • View ATTERR.csv 

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

      • Loading Absence Information
        • Go to Utilities>Attendance/Absence Import
            • Attendance Import File - Click Choose File and browse to locate the file
            • Location Code- If using Location Code and it's specified on CSV File
            • Post to Payroll Processing – Not applicable 
            • Combine Attendance Entries - Not applicable
            • Allow Negative Leave Balances - If applicable, check the checkbox
            • Payroll Account to charge - Not applicable
            • Click IMPORT
            • Review Summary counts on screen

            • View ATTERR.csv 

*Note- any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.

11. ____  Run the SSDT Attendance Journal Entry Report to check the absence and/or attendance information.  (ABSRPT)

  • Go to Reports>Report Manage>SSDT Attendance Journal Entry.
    • Start Date - Payroll Start Date
    • End Date - Payroll End Date
    • Job Status - Leave blank
    • Appointment Type - Leave blank
    • Type - Enter either Attendance or Absence if balancing separately
    • Click Generate Report
  • Verify the report.

12.____ Check for any errors during initializing.   (INICALERR)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Error Report
  • Review all errors on the Error Report 

Only if changes were made to the Compensation record do you need to do the following:

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click the checkbox for all pay group(s) associated with the Compensation changes
  • Click Update Payroll


13. _____  Run and balance Pay Report.  (PAYRPT)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click on Pay Report
    • Report Title - Default name is Payroll Report. Can change if desired.
    • Sort By - Choose from drop down
    • Report Format - Choose from drop down
    • Begin Each Employee on New Page - Check if desired
    •  Include Employer Payroll Item Amounts - Default is checked. Can unchecked if desired.
    • Show only Report Totals - Check if desired
    • Click Generate Report
  • Check for accuracy

Under the Report Summary, the Total Current and Total Future Gross by pay groups, can be used for balancing.


14.____  Run and balance Pay Amount Summary Report.  (PAYSUM)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Pay Amount Summary Report
    • Report Title - Default Pay Amount Summary Report.  Can be changed if desired.
    • Report Output Format - Defaults to PDF.  Choose from drop down option if desired.
    • Display Sub Totals - Defaulted to be checked.  Can be changed if desired.
    • Page Break on Employee – Defaulted to be unchecked.  Can be changed if desired.
    • Sort By - Choose option from drop down 
    • Include subtotals by selected sort option? - Check if desired
    • Select Specific Pay Groups? - Check if desired
      • If checked, move pay groups you want on the report to the Selected box
    • Click Generate Report
  • Check report for accuracy

15. _____  Run and review the Pay Item Detail Report.  (DEDDET) 

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Pay Item Detail Report
    • Report Title - Default is Payroll Item Detail Report. Can be changed if desired
    • Report Output Format - Defaults to PDF.  Choose from drop down option if desired.
    • Sort By - Choose option from drop down 
    • Begin Each Payroll Item on New Page - Check the box if desired 
    • Select the Payroll Items - By not selecting any Payroll Items, all Payroll Items will be included.  If you wish to run the report for select Payroll Items, double click or highlight and click the right arrow to move the items to the Selected side.
    • Click Generate Report
  • Check for accuracy

16.____  Run and review the Pay Item Summary Report. (DEDTOT)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Pay Item Summary Report
    • Report Title - Default is Payroll Item Detail Report. Can be changed if desired
    • Report Output Format - Defaults to PDF.  Choose from drop down option if desired.
    • Click Generate Report
  • Check for accuracy

17.____  Run and review the Budget Distribution Report.  (BUDPRO)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Budget Distribution Report
    • Report Title - Default is Payroll Item Detail Report. Can be changed if desired
    • Report Output Format - Defaults to PDF.  Choose from drop down option if desired.
    • Sort By - Choose option from drop down 
    • Click Generate Report
  • Check for accuracy

18.  ____ Run and review the Pay Account Distribution Report.  (BUDDET)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Payroll Account Distribution Report
    • Report Title - Default is Payroll Item Detail Report. Can be changed if desired
    • Report Output Format - Defaults to PDF.  Choose from drop down option if desired.
    • Sort By - Choose option from drop down 
    • Click Generate Report
  • Check for accuracy

19. _____  Run the Leave Report and check for accuracy. (CHKLEV)

20. _____ Post the payroll. (CHKUPD)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Post Payroll
  • Click Post

21. ____ View and reconcile the Post Error Report. (CALCERR)

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Post Error Report
  • Review report for errors and warnings

22.____  Run and print final payroll reports - Optional.  

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
    • Click and Generate Pay Item Detail Report (DEDDET)
    • Click and Generate Pay Item Summary Report (DEDTOT)
    • Click and Generate Budget Dist Report (BUDDET)
    • Click and Generate Payroll Account Dist Report  (BUDDIS)

23.____  Process Payments - Checks and Direct Deposit Notices 

  • Checks: (CHKPRT/CHKFORM) 
    • Go to Payroll>Payroll Processing
    • Click the Detail for the payroll being processed
    • Click Process Payments
      • Processing - Select Checks
      • Output Format - Click XML or PDF.  Most printing software companies require the XML format.
      • Bank Account  - Select from dropdown 
      • Sort By - Choose from drop down
      • File Name - Change be changed if desired
      • Click on Process Payments
      • Transfer the direct deposit XML or PDF file to your check printing software
      • Click Done
  • Direct Deposits - Paper Direct Deposits: (CHKPRT/DIRFORM)
    • Go to Payroll>Payroll Processing
    • Click the Detail for the payroll being processed
    • Click Process Payments
      • Processing - Select Direct Deposits
      • Output Format - Click PDF
      • Bank Account  - Select from dropdown 
      • Sort By - Choose from drop down
      • File Name - Change be changed if desired
      • Click on Process Payments
      • Submit the file to your printer
      • Click Done

24.____  Create and schedule email direct deposit notices. 

  • Go to Payroll>Payroll Processing
  • Click the Detail for the payroll being processed
  • Click Email Notices
    • Date and Time to send email notices - From the calendar, select the date and enter the time you wish the notices to be sent.  (For example - 3/15/23 12:09 PM)
    • Available -  By not selecting any employees, all employees will be included. If you wish to generate email notices for employees, double click or highlight and click the right arrow to move the items to the Selected side.  
    • Direct Deposit Form - Choose the appropriate form from the drop down
    • Click Schedule Sending of Selected Email Notices

25.____  Run, review, and create the SERS Per Pay Report and Submission File. (SERSRPT/SERSREG)  

  • Generate and verify the SERS Per Pay Report
    • Go to Reports>SERS Reporting>SERS Per Pay Report
      • Report Title - Default is SERS Per Pay Report.  Can be changed if desired.
      • Report Format - Defaults to PDF.  Choose from drop down option if desired.
      • Sort By - Defaults to Employee Number.  Can be changed if desired. 
      • Begin Each Employee on New Page? - Check the checkbox if you wish to begin each employee on a new page
      • Show Detail on Report -  Should be checked
      • Show Informational Messages on Report - Should be checked
      • Pay Date - Enter Pay Date
      • Pay Cycle - Select Pay Cycle from drop down
      • Pay Cycle Code - Enter the Pay Cycle Code
      • Start Date - Choose the Start Date from the calendar 
      • Stop Date - Choose the Stop Date from the calendar 
      • Click Generate Report
      • Verify and balance report
    • Create the SERS Per Pay Submission File.
      • All previous data from report generation should still be populated 
      • Check the checkbox to 'Set Employees Within Submission File As Reported to SERS' 
      • Click Generate Submission File
      • Click Generate Adjustment Only Submission File
      • Click Link to eSERS login and and upload the tape file to eSERS

26.____  Run, review, and create the STRS Per Pay Report and Submission File. (STRSRPT/STRSREG)  

  • Generate and verify the STRS Per Pay Report
    • Go to Reports>STRS Reporting>STRS Per Pay Report
      • Report Title - Default is STRS Per Pay Report.  Can be changed if desired.
      • Sort By - Defaults to Employee Number.  Can be changed if desired. 
      • Payment Method - Defaults to Check.  Can be changed if desired.
      • Check or Transaction Number - Enter a number.  Optional.
      • Report Format - Defaults to PDF.  Choose from drop down option if desired.
      • Check the checkbox from the grid for the payroll being processed.
      • Click Generate Report
      • Verify and balance report
    • Create the STRS Per Pay Submission File.
      • All previous data from report generation should still be populated 
      • Click Generate Submission File
        • Click Choose File.  Browse to select your file.
        • Click Submit Uploaded File to STRS
      • OR Click Generate Submission File and Submit to STRS in one step

27._____  Run, review, and create the SERS New Hire Report and Submission File (RETIRE/SERSHIRE)

Criteria needed for an employee to be on the SERS New Hire report:

An employee has to have a SERS =400 Payroll Item with the New Employee box checked and hold a position that has SERS as the Position>Retirement Code and a Position>Start Date no more than 60 days before the system date for the employee to be eligible for the report.

  • Create the SERS New Hire Report for verification.
    • Go to Reports>SERS Reporting>SERS New Hire Report 
      • Report Title - Default is SERS New Hire Report.  Can be changed if desired.
      • Click Generate Report.  
      • Verify the report.
  • Generate the submission file
    • Click Generate File
      • Save the file to a folder of your chose
      • Upload to eSERS 

28._____  Run, review, and create the STRS New Hire Report and Submission File (RETIRE/STRSHIRE)

Criteria needed for an employee to be on the STRS New Hire report:

An employee has to have a STRS =450 Payroll Item with the New Employee box checked and hold a position that has STRS as the Position>Retirement Code and a Position>Start Date no more than 60 days before the system date for the employee to be eligible for the report.

  • Create the STRS New Hire Report for verification.
    • Go to Reports>STRS New hire Report
      • Report Title-Default is STRS  New Hire Report
      • To create a report click Generate Report
  • Generate the submission file
    • Click Generate Submission File
      • Click Choose File.  Browse to select your file.
      • Click Submit Uploaded File to STRS
    • OR Click Generate Submission File and Submit to STRS in one step

29._____  Processing an ODJFS New Hire Report and Creating an ODJFS New Hire tape file (NEWHIRE)

  • Go to Reports/ODJFS New Hire Report
    • Double Click or click the employee(s) name and click the right arrow under New Employees
    • New employees should now be in the Employees to report box
    • Click Generate Report
    • To create the tape file Click Generate Submission File

30.____  Create the AFFORD Report and Submission File (AFFORD)

  • Create the AFFORD Report
    • Go to Reports>AFFORD
      • Report Title - Default is AFFORD Report.  Can be changed if desired.
      • Sort By - Defaults to Employee Number.  Can be changed if desired. 
      • Beginning Date - From the calendar, choose the beginning date
      • Ending Date - From the calendar, choose the ending date
      • Check the Exclude based on termination date box (if applicable)
      • Include Employees with not retire hours on CSV file? - Check the checkbox if applicable
      • Exlcude based on termination date? - Check the checkbox if applicable
      • Exclude employees with insurance? -  Check the checkbox if applicable
      • Calculate based on number of weeks or months? Select option from drop down
      • Calendar for calculating break- Select option from drop down
      • Pay Groups - By not selecting any Pay Groups, all Pay Groups will be included.  If you wish to run the report for select Pay Groups, double click or highlight and click the right arrow to move the items to the Selected side.
      • Select Employee and click Add - Double click or highlight and click the right arrow to move the items to the Selected side
      • Click Generate Report
  • Create the submission file 
    • Click Generate CSV

31.____  Processing Employer Distributions (BRDDIS)

  • Create the Employer Distribution Report
    • Go to Reports>Employer Distributions
      • Report Title - Default is Employer Distributions.  Can be changed if desired.
      • Report Format - Defaults to PDF.  Choose from drop down option if desired.
      • Start Date - From the calendar, choose the beginning pay date
      • End Date - From the calendar, choose the ending pay date
      • Payment Cycle - Choose from drop down.  Optional.
      • Sort Option - Choose from drop down
      • Subtotal Option - Choose from drop down
      • Use Only Employer Distribution Accounts - Checkbox is marked by default. Can be changed if desired.
      • Summarize individual amount detail - Checkbox is marked by default. Can be changed if desired.
      • Choose Payroll Item(s) wanting to process -  Double click or highlight and click the right arrow to move the items to the Selected side.
      • Click Generate Report
  • Create the Employer Distribution Submission File
    • Go to USAS Integration>Employer Distribution Submission
    • Start Date - From the calendar, choose the beginning pay date
    • End Date - From the calendar, choose the ending pay date
    • Payment Cycle - Choose from drop down.  Optional.
    • Use Only Employer Distribution Accounts - Checkbox is marked by default. Can be changed if desired.
    • Choose Payroll Item(s) wanting to process -  Double click or highlight and click the right arrow to move the items to the Selected side.
    • Click Show Submission Preview.  Verify total.
    • Click Submit to USAS.  A message will appear- .  Once approved or rejected on the USAS side, this page will be updated with the status.
    • In USAS, go to Transactions>Pending Transaction
    • Check the Edit icon for the transaction you wish to post
    • Click Validate.  Any warnings or errors on accounts will be displayed.  Verify information is accurate.
    • Click Post
    • Enter the Transaction Date
    • Select a Payee Vendor
    • Check the checkbox 'Apply Payee name and address to Vendor' to apply the Payee Name and Payee Address to the selected vendors default PO vendor location.  If this box is selected, the Payee information from USPS-R (can be seen on the Pending Transaction) will be applied to the USAS-R Vendor. Once the PO is created, the Vendor Name and Address will be used from the USAS-R vendor record. If the district primarily maintains this information in USPS-R, this allows them to update it there and then apply it to the USAS-R side to keep the USPS-R Payee and USAS-R Vendor information consistent.

32._____  Process Employer Retirement Share (BRDRET)

  • Create the Employer Retirement Share Report
    • Go to Reports>Employer Retirement Share Report
      • Report Title - Default is Employer Retirement Share Distribution Report.  Can be changed if desired.
      • Start Date - From the calendar, choose the first pay date of the month
      • End Date - From the calendar, choose the last pay date of the month
      • STRS Amount to Distribute - Enter STRS amount
      • SERS Amount to Distribute - Enter SERS amount
      • Click Generate Report
  • Create the Employer Retirement Share Submission File
    • Go to USAS Integration>Employer Retirement Share Submission
    • Start Date - From the calendar, choose the first pay date of the month
    • End Date - From the calendar, choose the last pay date of the month
    • STRS Amount to Distribute - Enter STRS amount
    • SERS Amount to Distribute - Enter SERS amount
    • Click Show Submission Preview.  Verify total.
    • Click Employer Share of Retirement to USAS.  A message will appear- .  Once approved or rejected on the USAS side, this page will be updated with the status.
    • In USAS, go to Transactions>Pending Transaction
    • Check the Edit icon for the transaction you wish to post
    • Click Validate.  Any warnings or errors on accounts will be displayed.  Verify information is accurate.
    • Click Post
    • Enter the Transaction Date
    • Select a Payee Vendor
    • Check the checkbox 'Apply Payee name and address to Vendor' to apply the Payee Name and Payee Address to the selected vendors default PO vendor location.  If this box is selected, the Payee information from USPS-R (can be seen on the Pending Transaction) will be applied to the USAS-R Vendor. Once the PO is created, the Vendor Name and Address will be used from the USAS-R vendor record. If the district primarily maintains this information in USPS-R, this allows them to update it there and then apply it to the USAS-R side to keep the USPS-R Payee and USAS-R Vendor information consistent.

33. _____Create the ACH Submission Report and File. (PAYDIR)

  • Create the ACH Submission Report
    • Go to Reports>ACH Submission
      • Pay Date - Defaults to the Pay Date entered when the payroll was initialized.
      • ACH Source - Choose Destination Payroll/ACH Transfer
      • Include Employee SSN - Choose from drop down    
      • Sort by - Choose from drop down
      • Report Format - Choose from drop down
      • Under Historical Payrolls, check the checkbox for the pay date you are wanting to create file for.
      • Click Generate Report
      • Verify the report
  • Generate the ACH Submission File
    • Go to Reports>ACH Submission
    • All options should remain
    • Check the checkbox to 'Convert Pre-Notes on ACH Submission File Generation?'
    • Click Generate Submission File
    • Upload the ACH file to your bank

34. _____Create the HSA Submission Report and File. (PAYDIR)

  • Create the HSA Submission Report
    • Go to Reports>ACH Submission>HSA Submission
      • HSA ACH Source - Choose Destination Payroll/ACH Transfer
      • Include Employee SSN - Choose from drop down    
      • Sort by - Choose from drop down
      • Report Format - Choose from drop down
      • Under Historical Payrolls, check the checkbox for the pay date you are wanting to create file for.
      • Click Generate HSA Report
      • Verify the report
  • Generate the HSA Submission File
    • Go to Reports>ACH Submission>HSA Submission
    • All options should remain
    • Click Generate HSA Submission File
    • Upload the ACH file to your bank

35. _____  Process Outstanding Payables

  • Go to Processing>Process Outstanding Payables
    • Generate Payable Reports (DEDRPT)
      • Click on Payable Reports to get a list of all payroll items to be paid (DEDRPT)
      • Report Output Format - PDF.  Can be changed if desired.
      • Page Break On Payroll Item Code - Check the checkbox
      • Payment Cycle - If paying Payroll Item(s) by Payment Cycle, double click or highlight and click the right arrow to move the items to the Selected side or leave blank.
      • Payroll Item Configuration - If paying Payroll Item(s) by Payroll Item Configurations, double click or highlight and click the right arrow to move the items to the Selected side.
      • Click Full Report and verify.
      • Click Summary Report and verify.
    • Process Payables (PAYDED)
      • Payroll Cycle - If paying Payroll Item(s) by Payroll Cycle, double click or highlight and click the right arrow to move the items to the Selected Payables Summary side. 
      • Check the checkboxes for each Payroll Item if paying by Payroll Item(s) and not Payroll Cycle.
      • Click Post
      • In the pop up window, enter the following:
        • Issued Date - Defaults to current date.  Can be changed if desired.
        • Bank Account - Defaults to the ACH Source 
        • Output Format - Choose XML or PDF format based on your printing software
        • Starting Check Number - Defaults to next available USPS check number
        • Click Post
      • Print the Payables Payment Report - If desired
      • Submit the output file to your printing software

36.____  Process Leave Accruals (BENACC)

  • Go to Processing>Benefit Update and Projection
    • Report Title - Default to Benefit Accrual Report.  Can be changed if desired.
    • Report Format - Defaults to PDF.  Can be changed if desired.
    • Accrual or Projection? - Defaults to Accrual Projection Report
    • Benefit Accrual Options - Defaults to Sick Leave.  Choose appropriate leave type(s) from drop down.
    • Specific Accrual Date - From calendar, choose appropriate date.
    • Include ineligible Positions? - Check the checkbox is applicable
    • Sort Options - Defaults to Employee Number.  Can be changed if desired.
    • Select Pay Groups - By not selecting any Pay Groups, all Pay Groups will be included.  If you wish to run the report for select Pa Groups, double click or highlight and click the right arrow to move the items to the Selected side.
    • Select Employees - By not selecting any Employees, all Employees will be included.  If you wish to run the report for select Employees, double click or highlight and click the right arrow to move the items to the Selected side.
    • Click Generate Report
    • Verify Report for accuracy
    • Change the Accrual or Projection? option to Accrual Report and verify all other options are still accurate.
    • Click Generate Report.