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USPS Helpful Hints Presented By: Sharon Stoner – NOACSC Donna O’Connor – HCCA
Use the maximum field in PAYSCN to charge a specific amount to an account. Enter amount charged for each payroll, always round up Account status as “M” Maximum to charge = Total for Account Don’t need to use stop dates Use the maximum field in DEDSCN to deduct a specific amount for a deduction. Enter amount deducted for each payroll, always round up Maximum Deduct Flag = “Y” Maximum amount = total for the deduction Don’t need to use stop dates Maximum Fields – PAYSCN/DEDSCN
UPDCAL_FUT • Use UPDCAL_FUT instead of UPDCAL_CUR. • Leave effective date blank and will be included in next payroll. • If you need to re-initialize payroll, you won’t lose all exceptions entered. • Can be used for specific pays also.
ATDSCN/UPDCAL Link • Allows a link between ATDSCN and UPDCAL. • User will need to select a posting mode first in ATDSCN. • Then when attendance days are entered they are also entered in UPDCAL at the same time, saving time of duplicate posting.
ATDSCN/UPDCAL Link (con’t) • For each specific date posted in ATDSCN, a new pay line will be added to UPDCAL. • To avoid this, when you are posting the days, select the DO NOT POST option, until you get to the last attendance day. • Then select the POST UPDCAL option, changing the units in UPDCAL from one to the number of units the employee actually gets paid for.
ATDSCN/UPDCAL Link (con’t) • Posting days that are consecutive is much easier. • Select MASS ADD in ATDSCN. • Add the number of consecutive days and those days will then be added to UPDCAL on one pay line with the total number of days added in the MASS ADD function.
ATDSCN – Preferred Options • The preferred option function allows the user to set defaults settings for posting mode and cursor position when adding a record to the attendance screen.
The user would select the PFD. OPTIONS function and select “Posting Mode” for ADD mode. The user would use the up/down arrows to highlight one of the choices shown on the right. After selecting the option, the user would simply press enter. The posting modes are: No Posting Post Current Post Future Post Current/Future Direct Post Current Direct Post Future Direct Post Current/Future This positing mode will stay in effect each time the user accesses ATDSCN. Posting Mode Function
The user would select the PFD. OPTIONS function and select “Cursor Position” for ADD mode. The user would use the up/down arrows to highlight one of the choices shown on the right. After selecting the option, the user would simply press enter. The cursor positions are: ID Date Job Number The cursor position will also be in effect when using the MASS ADD option. This option can be enhanced by using the Toggle Tab Feature. This positing mode will stay in effect each time the user accesses ATDSCN. Cursor Position Function
Toggle Tab Key • Toggle Tab allows a user when adding or modifying a group of records to skip over or ignore some of the fields and only enter data in certain fields. • When adding or modifying records use the Tab or arrow keys to set the cursor on a particular field. • Press the Toggle Tab key (The field will change colors). • Repeat this process for all the fields that are to be ignored. When finished press the Add key. • When the Tab key is pressed, the cursor will skip over the “toggled fields”. A field can be “toggled back in” by using the arrow keys to set the cursor on the desired field and pressing the Toggle Tab key again. • When used in conjunction with Lockmode, you can quickly enter data into a selected set of fields on a large set of records.
Lockmode Key • If you wish to repeat the same operation on a set of records, it is useful to “lock into” the operation by use of the Lockmode key. • (Notice that the Lockmode key changes name to the Exit Lockmode key) • Lockmode is helpful for modifying a range of records, adding new records, and/or deleting a range of records. • After a user presses the Process key to process, the program will automatically step to the next record in the file remaining in modify, add, or delete mode. This will continue until you press the Exit (modify, add, or delete) mode. • At this point you can press the Exit Lockmode key to unlock Lockmode.
Set Default Key • Temporary defaults may be established by pressing the Set defaults key. • At this point an empty formatted screen will appear. • You then enter preset values for various fields so that when a new record is created these values will automatically be filled in. • When the program is exited these defaults are removed.
Description and Rate Values in UPDCAL • The description and rate values in UPDCAL originate from the USPSCN/JOBSCN. • If a “Check stub desc.” is entered in the JOBSCN, this description will be displayed in UPDCAL and on the employee’s check stub. • If the “Check stub desc.” is not entered in the JOBSCN the description will default to REGULAR, MISC. etc. The user can type over these values in UPDCAL. • The rate is the daily or hourly rate from the JOBSCN for the job that is being processed in UPDCAL.
The user can save key strokes and data entry time by using abbreviations for the Pay Type field in UPDCAL. When entering the pay type only the first letter of the pay type is required. REG – R OT – O BCK – B MIS – M SHP – S IRR – I DCK – D TRM – T POF – P NC1 – 1 Pay Type Abbreviations
Pop-up pay accounts • When entering a miscellaneous pay (MIS) in UPDCAL, and the user chooses a specific pay account (S) a second screen can be accessed. • Press the MISC INFO function to display the second screen. • The miscellaneous pay can be charged to various accounts.
Pop-up pay accounts (con’t) • To access the accounts already used for this employee, press the PAY ACCOUNTS function: • Window displays all accounts on file for this employee • Use the up/down arrows to highlight the account you would like to charge this miscellaneous pay • After pressing enter, the user is returned to screen 2 of the MISC INFO
Pop-up PAYRPT • The PAYRPT can be generated and viewed when entering data in UPDCAL_CUR. • Press the PAYRPT option to display the report on your screen. • This is extremely helpful to verify any changes that were entered to an employees record, such as a change in deductions.
UPDCAL (Delete and re-add) • The user very rarely needs to delete a record in UPDCAL. • The exceptions to the rule are: • When a JOBSCN change affects a pay calculation • When a change is made to the Direct Deposit Flag • Use the pop-up PAYRPT option to verify changes.
Taxation Option in UPDCAL • The IRS ruling for Supplemental payments is to tax 27.5% for Federal Tax and 3.5% for the State of Ohio. • There are three options for taxing supplemental payments when using MIS for miscellaneous pay: • Supplemental Payment with annuities applied to regular wages. • Payment taxed as part of regular wages. • Supplemental payment with annuities applied to supplemental wages.
Taxation Option in UPDCAL (con’t) • If option 1 is selected and the regular wages are less than the total annuities, the remaining annuity amount will be subtracted from the gross amount being taxed at the supplemental rate. • Option 2 can be used along with either supplemental taxing option. • If option 3 is selected and the supplemental wages are less that the total annuities, the remaining annuity amount will be subtracted from the gross amount being taxed at the regular rate.
Taxation option in JOBSCN • USPSCN/JOBSCN includes a field called JOB TYPE (Screen 1 of 3). The values are SUP1 or SUP3. • If SUP1 is entered as the JOB TYPE, the job will be taxed as option 1 on the previous slide. • If SUP3 is entered as the JOB TYPE, the job will be taxed as option 3 on the previous slide.
Many city/municipalities require that the board share of deductions are taxable. Contact the individual city/municipality to verify their requirements. While the user is checking, you might want to verify if Medicare/FICA pick-up is taxable. To implement this requirement, access the USPSDAT/DEDNAM city deduction code. Answer “Y” to the question “Tax Board Amounts” Enter the board deduction codes that are taxable for this city deduction code The user can enter multiple board share deduction codes. Mark the “Tax Med/FICA field with “Y” if applicable. City Withholding on Board Amounts
Copying a Calendar • Calendars can be copied easily using the USPSDAT/CALMNT program by choosing the COPY function. • Enter the calendar type you want to copy • Enter the start date • Enter the end date • Enter the calendar type you want to copy to • The user can choose up to nine calendars
E-Mail Notices for Direct Deposit • Direct Deposit notices can be sent directly to an employee’s personal e-mail account by entering the employee’s e-mail address on the USPSCN/BIOSCN. • Users then need to contact their DASite to create the set-up needed for each district. • DAS personnel contact SSDT for the directions.
Overflow Page for CHKPRT • The overflow page is only created for employees who exceed the set number of pay types or deductions as defined in the USPSDAT/USPCON page 2. • Overflow pages are in a separate file that will print on 8-1/2 x 11 sheets listing all pay types and deductions that did not fit on the check stub. • To utilize this option modify the field “Overflow” on the USPSDAT/USPCON screen 2 to say “Y”.
Check Distribution Field • This field is located on the USPSCN/BIOSCN. • The field length is 4 characters. • Pay checks can be sorted by this field when running CHKPRT, option C. • An example would be: HIGH for the High School.
Check Distribution Field (con’t) • There are additional reports that can be sorted on the check distribution field. • Your DASite can also define up to 10 logicals that will allow you to receive additional reports when you run CHKPRT. • For example a check register for the current payroll or a check distribution list for the current payroll.
Are you trying to balance a deduction code for the month, quarter, calendar/fiscal year? Use the CHKSTS, sorting by deduction code and enter the appropriate date range. TIP: This report totals by Total Paid Checks, Total Void Checks, Total Direct Deposits, and Total Reconciled Checks. The user will need to use a calculator to arrive at a grand total. An example selection could look like this: Sort Option: D Print Option: A Check Type: D (or E, and/or D,E) Deduction Code: (select a code or leave blank to get all deductions) Issue Date: (select a date range) CHKSTS
USPSCN/BRWSCN • The BRWSCN allows users to view checks. • The screen switches to a summary view. • The default view is sorted in pay date order. • By selecting the sort key, the user can select a different view. • By pay date • By pay date (descending) • By check number • By check number (descending)
USPSCN/BRWSCNContinuation of Add Option • When a user tries to add an employee that is already on file by pressing the ADD function, all data that is currently on file for this employee will be displayed. • The user will then be able to resume adding employee screens by using the up/down arrows and pressing the accept key to take you to the appropriate screen.
Saving Time • Save/Recall Key • Save reports that are created every pay, monthly, or quarterly. • Change the Report Name. • Recall a previously built report to print again.
Save/Recall Key • The Save/Recall Key allows you to save all the screen answers that you entered during the current session. • Several pop-up windows appear throughout this process. • Choose the Save Current Answer option. • Then select Save Answers using a New Name and enter a name or description for your answer set. • You then need to select either OK or Cancel.
Save/Recall Key (continued) • Each time you use the Save/Recall command, a list of the answer sets previously saved will appear. • You have the option to bring-up, delete, or rename any of theses.