USPS Updates

1
USPS Updates

• March 2007 Release

2
General

• Updated tax related tables
• Federal withholding tables
• Federal withholding allowance amounts
• EIC Payment
• Social Security tax wage base
• Validation on Country code updated
• All country codes added will be validated

3
Adjustments to Leave Balances

• Software changes were made to begin tracking of
  leave balance changes
• USPSCN/ATDSCN
• USPSCN/BENSCN
• BENACC

4
Adjustments to Leave Balances

• Any program that modifies a leave balance will
  print on the AUDRPT
• Included with the BEN selection as well as all
  (blank)
• Cant identify what program made the change, just
  the leave balance was modified
• Logic will tell you what program might have
  changed it
• Reduction in balance indicates delete of AC in
  ATDSCN, AB entry was added in ATDSCN, BENACC ran
  with a negative in the accumulation value
• AB added will be paired with Adj to leave entry
• Increase in balance indicates BENACC accumulation
  ran or ATDSCN AB entry was deleted
• AB deletion will be paired with Adj to leave
  entry

5
Adjustments to Leave BalancesAUDRPT
Enter BEN or leave blank
6
Adjustments to Leave BalancesAUDRPT
Decrease in balance and increase adj indicates
add in ATDSCN
Increase in balance with no other adj entry is
from BENACC
7
Adjustments to Leave BalancesAUDRPT
Decrease in balance and increase adj indicates
add in ATDSCN
Increase in balance and decrease adj indicates
deletein ATDSCN
Decrease in balance and increase adj indicates
add in ATDSCN
8
New Field Added

• A new field was added to hold the State Assigned
  Credential ID
• Is visible in DEMSCN and BIOSCN of USPSCN
• Validations will include
• First 2 characters must be alpha
• Remaining must be numeric

9
USPSCN/BIOSCN
10
USPSCN/DEMSCN
11
New Field/Credential ID

• New 1 time use - USPS program
• If the EMIS credential ID is blank, the ODE
  alternate ID file will be read and the state
  assigned ID will be placed in the EMIS credential
  ID field
• After 1 time program is ran, district will have
  to enter the EMIS credential ID for new staff

12
CREDENTIDLD
13
USPS ID Fields

• SSN
• Employee SSN
• Employee ID
• District assigned employee ID
• May be employee SSN
• EMIS ID
• May be the state assigned ID
• May be blank
• Credential ID
• Must be the state assigned ID for certificated
  staff

14
EMIS ID Fields

• EMIS reported ID
• Included on extraction file
• Prior to credential ID, this was the SSN if the
  EMIS ID in USPS was blank
• Credential ID
• Required for reporting starting with February 07
  cycle

15
New Field/Credential ID

• USPEMS changes
• The user will be prompted for the ID to place on
  the report and file for the EMIS Reported ID
• If the EMIS ID in USPS is blank, options will be
• Report the SSN
• Report the district assigned Employee ID
• Report the credential ID

16
USPEMS
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New Field/Credential ID

• It is imperative the user select the option that
  matches the ID the district has used in their
  student software for certificated staff
• The credential ID from USPS will always be placed
  in the credential ID field on the extraction file

18
New Field/Credential ID

• If credential ID is blank
• Field will be filled and reported to EMIS as
  such
• Likely the situation for all classified staff

19
New Reporting Cycle

• Reporting cycle C added
• February 2007
• USPEMS Changes
• New reporting cycle selection option will be
  added
• All staff records will be extracted
• EMIS aggregations will process only those records
  needed for the CTAE requirements

20
USPEMS
21
BENACC

• ACCRUAL
• Defaults to projection option always and not the
  last entered
• RESET
• Defaults to projection option always and not the
  last entered

22
USPLOAD/DEDSCN

• Board error adjustment field can be loaded
• BOARD_ERROR_ADJ
• Employee error adjustment field can be loaded
• ERROR_ADJ
• Advance error adjustment field can be loaded
• ADV_ERROR_ADJ

23
USPLOAD

• DEDNAM
• Added new SUPPRESS_SSN_ID field
• BIOSCN
• Added credential ID
• JOBSCN
• Added supervisor ID

24
MASCHG/MASENOT

• Includes employee email address on the report
• Report is now 132 columns wide

25
MASCHG/MASINC

• Modified to allow a user with PPS access into the
  program to increment years of experience

26
AUDRPT

• Modified to always make the default option the
  demand report

27
OSDIRPT

• Includes OSDI changes effective January 1
• Details can be found at
• http//tax.ohio.gov/divisions/school_district_inco
  me/index.stm
• Choosing the map option

28
PAYDIR

• Added option to include the employee ID rather
  than SSN on ACH submission file
• Districts should contact direct deposit
  processing bank to determine if they require the
  SSN or if the district assigned ID can be used
• Y Omit SSN from files (leaves field blank)
• N No not omit SSN from file
• R Replace SSN with district assigned employee ID

29
PAYDIR
30
PAYDED

• Added option to include the employee ID rather
  than SSN on ACH submission file for HSA deduction
  amounts
• Districts should contact processing bank to
  determine if they require the SSN or if the
  district assigned ID can be used

31
PAYDED
32
USPSDAT/DEDNAM

• Added option to each deduction for printing of
  SSN/ID information on PAYDED report
• S or blank Always print SSN
• I Always print district assigned Employee ID
• N Print nothing, always leave blank
• Initial default will be to print SSN as previous
  behavior would have been

33
USPSDAT/DEDNAM
34
PAYDED

• Based on the DEDNAM flag for that deduction code,
  PAYDED will decide what to include in the
  Employee ID column on the report
• Word of warning If the district sorts by SSN/ ID
  and a deduction code is flagged to leave the
  SSN/ID blank, the records will be listed in the
  SSN/ID order even though the field on the report
  is blank

35
USPSDAT/DNAMRPT

• Added new flag for optionally suppressing the SSN
  and employee ID from the PAYDED reports to the
  DNAMRPT

36
USPSDAT/DEDNAM

• Added warning for mismatch of annuity type
• When adding an ANN deduction type, if the annuity
  type H is selected a warning will be issued
• USPS only supports annuity type H when using
  the ADOP deduction type, which is a special
  annuity

37
USPSCN/DEMSCN

• Changed description of Degree Major to ECE
  Qualification

38
PAYROLLCD

• Modified to copy the PAYFORM.TXT
• Modified to copy PAYDED.DAT

39
UDMS

• EMPLOYEES view
• Added Credential ID field

40
USPRPT

• SURCHG
• Modified report to always default to a blank
  fiscal year
• User will always have to enter a value
• EMPMST
• Added credential ID field to report

41
W2C

• Changed for new area on W2C form for employees
  name suffix
• Allows an X to print if incorrect SSN box needs
  to be checked
• Added information for designated Roth IRAs
• 401(k)
• 403(b)

42
W2PROC

• Modified so a user with read only payroll access
  can run W2PROC from the MENU
• Previously they could run it interactive but not
  the MENU

43
Problems Corrected

• March 2007 Release

44
PAYROLLCD

• Corrected issue that prevented PAYDED reports
  from being copied when only a board share was
  processed in the program
• Group deduction checks will now be include on the
  CHKSTS reports created

45
W2PROC

• Corrected a problem that prevented HSA amounts
  from showing in box 12 when there was no employee
  share withheld, there was only board share
  contributions reportable on the W2 form

46
W2PROC

• Changed W2PROC to always create the normal name
  tokens when it would have created only a
  shortened name token. This happened for
  employees with long names.
• Should allow laser software to print names
  correctly

47
Technical Updates

• March 2007 Release

48
New Field/Credential ID

• New field was added to USPEMP.LIB/USPEMP.IDX file
• Added from existing filler space
• 9 characters long
• EMPLOYEE_REC

49
New Fields Added

• DEDNAM.LIB
• DEDUCTION_NAMES
• Added new field from filler space for the flag to
  allow suppressing of the SSN or employee ID
• Added designated Roth IRA field from filler space

50
ODJFSTR

• Modified so the program looks in the default
  directory location, SYSDISK, for the appended
  file rather than where OECNDTA

51
PAYROLLCD

• Corrected a problem that caused a SYMDUMP.TXT
  file to be created needlessly

52
New File Added to USPS

• USPKEYS.IDX
• Will be used to store cross reference keys for
  various data files in USPS
• First use will be for supervisor ID lookups
• Update save procedures to include this new file
• Update access control lists to include this new
  file

53
USPS0703.COM

• Command procedure that builds the USPKEYS.IDX
  file
• Command procedure executes USPS00 which will
  create the file and populate
• Should be ran against all districts after install
  of March release
• After installation, the file will maintain itself
  and used internally

54
Adjustments to Leave Balances

• Districts with users who run only ATDSCN may
  require special updates so those restricted
  accounts have access to the USPAUD.SEQ file now
• ACL changes
• Protection changes, etc.