WELCOME USPS Payroll Refresher

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WELCOMEUSPS Payroll Refresher

• February 06, 2009

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Payroll Processing ProcedureUSPS USPS_PRC
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INICAL

• First Program of Payroll Processing
• Pulls in all Active Jobs For Pay Groups Specified
• of Pays Paid lt of Pays in the Contract
• Non Stretch Job Days worked lt Days in contract
• Pay Accounts must 100
• Contract Employees
• Obligation must be gt 0
• Obligation cannot be lt contract amount paid
  current gross amount (hrs x hrly rate x days)
• .(Contracted Employees)
• Job Calendar is required to cover the payroll
  processing period
• Concealed employee Will Not be Pulled into pay if
  Flag set to Y in BIOSCN

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INICAL INPUT SCREEN
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INICAL Report
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Additions

• After the payroll has been started additions will
  appear on the INICALs Main Menu when you go back
  to run INICAL.
• Additions is used for the following purposes
• Missed a pay group that needs to be included with
  current Pay Date.
• Processing Period for a Classified Pay Group is
  different from the initial INICAL but has the
  same Pay Date. (Unique processing start/end date)

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INICAL Errors Warnings

• Calendar mm/yyyy type xxx not found for employee
  ID
• Calendar not in USPSDAT/CALMNT - Add calendar to
  cover payroll processing dates.
• Contract Amount Paid exceeds Contract Amount
• Obligation is lt Contract Amount Paid..
• Possibly employee was paid on REG Pay Type vs.
  MiscType.
• Manual updates will need to be corrected on the
  Job Screens Contact Fiscal Services for
  Assistance.
• Future Data not included, Contract Start Date out
  of range
• Employee has a contract start date on their
  JOSBSCN which is outside the range of payroll
  dates.

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• Future Data not included, days worked work days
• Days worked work days. Therefore the system
  assumes the job has been paid off. Verify Job ,
  Workdays on Job and days in UpdCal_FUT
• Future Data Not included, Mismatch on Pay Group
• The pay group on the job in UPDCAL_FUT was not
  entered on the INICAL screen at the start of the
  payroll processing.
• Future Data Not included, Pays Paid Number of
  Pays
• Assumes the contract has been paid off. Any
  entries in UPDCAL_FUT for this job will not be
  included. Verify the pays paid on the job screen
  for this employee.
• Gross pay would have exceed Contract Amount
• Check the contract amount, remaining obligation
  and days worked in period for wages being paid.
• Last Pay in Contract with additional work days
  detected
• This is the last pay. The of Work days/Days
  paid will not balance. Days paid will be greater
  than workdays. These additonal days may need to
  be on a new contract. Or you will need to adjust
  the job or payperiod begin/end dates. This is
  where Addition could be used.
• If addition is used you will need to answer YES
  to re-initialize duplicate jobs

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• No Calendar type was found for an employee
• Employee job does not have a calendar type or
  associated pay group tied to a calendar assigned
  in JOBSCN
• Check the calendar type/ Pay Group for the
  employee in JobSCN
• If a new calendar needs to be added you will go
  to USPSDAT/CALTYPED to add the calendar name
  then go USPSDAT/CALMNT to add the calendar
  working, Holidays etc for each month required to
  process the employees pay.
• No Pay Account on File
• The employees JOBSCN does not have a Pay Account
  associated with that job. Use Payscn to add the
  pay account for each job assigned to an employee.
  Pay Accounts must 100
• Pay Accounts for this job do not total 100
• All pay accounts must 100
• If using a fixed Pay Account the system will
  take the fixed then you must assign a 100 pay
  account to the remaining. Pay Accounts must be
  active. Inactive pay accounts are ignored by the
  system

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Balancing INICAL Miscellaneous Reports

• Balance each Pay Group Total Active Jobs Gross
• Time Sheets Total Total gross pay from Future
  Data
• Grand Total for this payroll Write it down you
  will use this to balance to your CALCPAY REPORTS
• INICAL REPORT. Print 2 copies. One for this
  pay and one to use for balancing your next pay
• Additional Reports to run to assist in balancing
• PAYSUM
• CURPAY
• CHKLEV

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Additional Reports - Help Assist in Balancing

• PAYSUM Shows all payments made to employee
• Sort by Pay Group, ID, Building - Verify Gross
  amounts

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• CURPAY REPORT Shows employees pay prior to
  deductions

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CHKLEV - This report show you the attendance
transactions involved in the pay period
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CALCPAY

• HANDLES CALCULATIONS
• TOTALS JOBS FOR AN EMPLOYEE
• DEDUCTIONS TO BE TAKEN OUT OF EMPLOYEE
• CALCULATES TOTAL WORK DAYS / STRS-SERS DAYS
  EARNED
• GIVES THE NET PAY
• THE FOLLOWING REPORT OUTPUTS
• Listing in order for review
• CALCERR Error report contains Inform, Warnings
  and Fatal Errors.
• All fatal errors must be corrected.
• PAYRPT SNAP SHOT OF THE EMPLOYEES CHECK
• Example is on 15-7 of Reference Manual
• BALANCE THE PAYRPT TO INICAL
• TOTAL CHARGE (PAYRPT) GROSS GRAND TOTAL THIS
  PAY ON INICAL

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• DEDTOT- Example is on 15-9 of Reference Manual
• Total sum by deduction type in the payroll.
• Referred to when balancing PAYDED
• The totals are for what was taken out of the
  employee for current pay only.
• DEDDET Pg 15-10 USPS Reference Manual
• Show each deduction and the employee who
  contributed to the deduction.
• BUDPRO.TXT Pg. 15-8 of USPS Reference Manual
• Summary by budget of each account and the amount
  that will be charge to the account.
• BUDDET.TXT Pg 15-8 of USPS Reference Manual
• Show the Account and each employees Job that was
  charge to the account.
• Note These reports are projection. The
  actuals will be produce when CHKUPDT is processed
  and the Payroll Batch files have been posted in
  USAS

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CALCPAY
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CALCPAY ERROR AND WARNINGS

• Deduction Maximum has been reach
• Type Warning Employee will have deduction take
  out of the current pay and then it will no longer
  take this deduction in future pays.
• Go to USPSCN/BRWSE locate employee, Located the
  deduction associate with this employee. If max
  flag is set to Y and declining balance is empty
  then this deduction will not longer be taken out.
• Insufficient Net Pay for Fixed Direct Deposit
  Amount
• Employee does not have enough in their pay check
  to cover the fixed direct deposit amount.
• NOTE the amount is carried over to next pay and
  will double on the next pay.
• The amount will be placed on the Error Adjustment
  of the direct deposit deduction for the employee
  WATCH THIS

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• Missed Deduction for xxx. Placed in error adj/ to
  be withheld on next payroll.
• Not enough money in net pay to cover the fixed
  deduction. Carries over till next pay. Clear
  error adjust if not desired affect for this
  deduction after the payroll has processed.
• Note DEDUCTION START AND STOP DATES GO BY YOUR
  PAYROLL CHECK DATE. If you decided to put a stop
  date on a deduction then you can rerun CALCPAY.
  The stop date must be prior to the check pay
  date.
• EXCEPTION TO THIS IS IF THE DEDUCTION IS A
  RETIREMENT CHANGE. SERS OR STRS. THE YOU MUST
  DELETE THE UPDCAL_FUT RECORD OF THE EMPLOYEE AND
  RERUN FROM INICAL.

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• No active retirement on file for employee
• JOBSCN indicates 400/450 but no deduction exist
  for employee
• If board member/student then the JOBSCN retire
  field should be spaces
• Check the start and stop dates of the deduction.
  Must be prior or the pay date for deduction to be
  taken out.
• No corresponding 400/450 record processed for
  590/591, 690/691
• Employee is missing 400/450 deduction or stop
  date is placed on it
• Add Deduction or correct deduction under
  USPSCN/DEDSCN
• No Federal record on file for employee
• Add Deduction 001 for employee under
  USPSCN/DEDSCN or BRWSE
• No Ohio record on file for employee
• All employee must have an Ohio record on file
• PA employee should have OHIO 002 deduction with
• Percentage 0/ Stop date prior to PAYDATE OF 1ST
  PAY and
• Y to report ODJFS Wages
• TO ADD 002 OHIO TAX DEDUCTION USPSCN/DEDSCN OR
  BRWSE

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DEDUCTION PROCESS ORDER

• DIRECT DEPOSIT Fixed amounts are process 1st
  followed by amount

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Next CHKPRT..
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CHKPRT Option

• Error CHKPRT will not run, Check the following
• Starting Check Direct Deposit are valid
  (CHKSTS check register)
• If invalid place new check number and rerun
  CHKPRT
• Did you view an employees record after CALCPAY
• YES, RERUN CALCPAY THEN RUN CHKPRT

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SAVPAY BACKUP PAYROLL FILES BEFORE RUNNING
CHKUPDT
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CHKUPDTPoint of No Return!

• All payrolls files are updated with current
  payroll information
• PAYROLL HISTORY, ACCOUNTS, ETC.
• VALID USAS Check number
• USPS_PAYROLL2009020601.BATCH for posting to USAS

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PAYDIR

• Note USPS Payroll USERS
• Have the option for Deposit Exit.
• REVERSE is a special option given when you need
  to delete a direct deposit and send a reverse to
  the bank.

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PAYDIR SCREEN

• Run PAYDIR twice
• 1st time respond NO to clear accumulators
• 2nd time respond Yes to clear accumulators
• Creates ACHTAP.seq file which is input to ACHSEND
  if using SWOCA and Fifth Third, or FTP to
  other Banks.

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Email Direct Deposit NoticesOptional
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PAYDED
Deduction Checks were not created Deduction
check was used or invalid was entered ZERO
check employee has a negative accum an employee
deduction
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PAYDED

• Produces a report listing either in Projection or
  Actual of the deductions amount to be paid based
  on Pay Cycle or by deduction code.
• Projection Mode will produce up to 3 reports
• DEDSUM.TXT - This is a summary of what will be
  paid to each deduction that has been collected.
  ( Could be different from DEDTOT in Calc pay
  (voided checks or refund of deduction))
• DEDRPT.TXT - Show the deduction with each
  employee contribution. (This report will be
  different from DEDDET in CALCPAY (voided checks,
  refund of deduction etc))
• DEDERR.TXT Errors that need corrected.
• Deduction has a negative amount due to a void or
  refund check
• No vendor on file. USPSDAT/DEDNAM need a vendor
  assigned
• Actual Mode Accums are cleared and check is
  created for deduction.
• If no checks are created then a Check number that
  is within this check range may have a split. Run
  a CHKSTS and verify if a check has been issued
  within the check range of this PAYDED run.
• Produced a check for direct deposits. This
  indicates the accumulators on your direct
  deposits have not been cleared after running
  DIRDEP.

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PAYDED

• PAYDED.TXT and DEDRPT.TXT totals may differ
• PAYDED.TXT will only include totals from checks
  created
• Those amounts included on ACH file will be
  omitted
• DEDRPT.TXT includes all amounts on the
  accumulator of the employees deduction which is
  to be paid.

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STRS / SERS RETIRE

• STRS send after each payroll.
• Must send within 5 days to STRS office after
  payroll
• STRS is verifying
• - days are not calculated till the end of the
  year for service credit (1 yr 120 days)
• STRS notifies the district if hours are present
  w/o days
• SERS process after final pay of the month
• SERS is calculating the days and .
• Days are only included lt or days within the
  payroll processing begin/end dates.
• August days are part of September Pay Date

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STRS Processing
CREATES Output files STRSREG.TXT

STRSERR.TXT

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STRSMONTH Report