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Logicals and Forms: General

Forms have been created to take the place of COBOL copy libraries that defined the form, check, direct deposit or other report layouts.

By default, all payroll programs that require the use of a form, have logicals set up to automatically use a default form. This eliminates the need for the ITC to define special forms and logicals.

Defining Logicals

If different layouts are needed, then a logical must be defined to point to the desired form. For example, CHKPRT uses the logical OECN$FORM_CHKPRT to determine what form will be used to print payroll checks. The default form assigned is OECN$PAY:CHKPRT.FRM. An example of defining this logical to point to a customized form:

DEFINE OECN$FORM_CHKPRT OECN$CUSTOM:CHKPRT_LIMA.FRM

If all districts at a site use the "NWOCA formatted" checks except one, the OECN$FORM_CHKPRT logical can be defined at the system level and then at the user level for this one user. For example:

DEFINE/SYSTEM OECN$FORM_CHKPRT OECN$PAY:CHKPRT.FRM

In user login:

DEFINE OECN$FORM_CHKPRT OECN$CUSTOM:CHKPRT_user.FRM

The above methodology for defining the logicals will work for most programs that use logicals and forms including regular pay checks, direct deposit forms and overflow forms, deduction checks, pay stub overflow forms, and W2 forms.

Please refer to the section "Descriptions of Payroll Processing Logicals and Forms" for a list of logicals, forms, descriptions, and associated program names.

Multiple Text Files

CHKPRT has the ability to generate multiple text files in a single run of the program. This is accomplished by defining multiple logicals for OECN$FORM_CHKPRT and OECN$FORM_DIRDEP. Up to 10 logicals can be defined.

For example, the logical OECN$FORM_CHKPRT_01 can be defined to use the form similar to a CHKSTS report. A default form is provided that looks close to this report and is called CHKREG.FRM. By defining this logical for the user, CHKPRT will automatically create a check status report for the current payroll. It would not be necessary to run the CHKSTS report to obtain this. The text file name would be whatever the user entered with the _01 extension. The output reports created by defining the single and multiple logicals would be as outlined in the following table.

Logical defined Text name entered in CHKPRT Output report

OECN$FORM_CHKPRT

CHKFORM.TXT

CHKFORM.TXT

OECN$FORM_CHKPRT_01

CHKFORM.TXT

CHKFORM_01.TXT

OECN$FORM_CHKPRT_02

CHKFORM.TXT

CHKFORM_02.TXT

OECN$FORM_CHKPRT_03

CHKPRT.TXT

CHKPRT_03.TXT

OECN$FORM_CHKPRT_04

CHKPRT.TXT

CHKPRT_04.TXT

OECN$FORM_DIRDEP_01

DIRFORM.TXT

DIRFORM_01.TXT

Check Processing Fields in USPSDAT/USPCON

There are several configuration options available in USPSDAT/USPCON which work together with the list processing forms to produce the desired check and direct deposit forms.

Stub Limits

The "Overflow Page" field indicates if an an "overflow page" should be created for items which do not fit on the check stub, in the event that one of the limits has been exceeded. If no overflow page is used (the field is set to "N"), then the items are combined, if necessary, to fit on the stub. The table below lists each of the stub limit options with a short description of each.

There are four fields in USPCON that control how many pay amounts and deductions are to print on the employee's pay stub. When the defined limits are exceeded, the remaining can be printed on an overflow page. If the overflow page option is not used and the defined limits are reached, the information is combined. Details on the overflow page are outlined later in the chapter.

Field Description

Check Pay Limits

Number of pay amount items available on the check stub.

Check Deduction Limits

Number of deduction items available on the check stub.

Direct Deposit Pay Limits

Number of pay amount items available on the direct deposit stub

Direct Deposit Deduction Limits

Number of deduction item available on the direct deposit stub

Overflow Pages

The handling of the stub limits varies depending on the setting of the "Overflow Pages" field. The following sections describe how the limits are processed based on this field.

When Overflow Pages are not being used

  • The "Overflow Page" field in USPSDAT/USPCON is set to "N".
  • If the number of items to be printed will fit on the stub, then all items are printed.
  • If there are more pay amount items than will fit on the stub (i.e. the number of pay items is greater than the Check Pay Limits, or greater than the Direct Deposit Limits when using direct deposit), then all pay amounts are combined by "pay type" and printed with a general description. That is, all regular pays are combined, all misc pays are combined, etc.
  • If there are more deduction items than will fit on the stub, (i.e. the number of deduction items is greater than the Check Deduction Limits, or greater than the Direct Deposit Deduction Limits when using direct deposit), then the items which do not fit are combined into a general category named "Other" and printed in the last available position.

When Using Overflow pages

  • The "Overflow Page" field in USPSDAT/USPCON is set to "Y".
  • If the number of items to be printed will fit on the stub, then all items are printed and no overflow tokens are provided.
  • If there are more pay amount items than will fit on the stub (i.e. the number of pay items is greater than the Check Pay Limits, or greater than the Direct Deposit Limits when using direct deposit), as many as possible will be printed on the stub. The last available line on the stub will contain a message indicating the form overflowed. The remaining pay items will be made available to print on the overflow page.
  • If there are more deduction items than will fit on the stub, (i.e. the number of deduction items is greater than the Check Deduction Limits, or greater than the Direct Deposit Deduction Limits when using direct deposit), then as many as possible will be printed on the form. The last available line will contain a message indicating the form overflowed. The remaining deduction items will be made available to print on the overflow page.

Effect on list data files

CHKPRT itself does not control what is printed on the stub or overflow pages. Rather, the rules explained above control what information CHKPRT places in the check and direct deposit "list data" files. The list processing forms themselves determine the information that is actually printed in the text file. In other words, CHKPRT merely provides the necessary information for printing the checks, stubs, and overflow pages but it does not force it to happen. The forms determine precisely what information is printed and which records are selected for printing.

CHKPRT creates two list data files, one for checks and another for direct deposits. The records within these files contain all the information for checks or direct deposits. In addition to the normal tokens provided by CHKPRT, there are additional tokens which are generated when a single check overflows. These include:

Token Definition

<OVERFLOW>

Non-repeating token which contains "YES" if the record is an overflow record. The overflow form file should use this token with the <$SELECT> special token to select overflow records.

<OVER_*>

Several repeating tokens which contain the pay amount and/or deduction items which did not fit on the stub. (See check processing token list at the end of this chapter.) The overflow form file should use these tokens to print the additional items.

Deduction YTD amounts and Stub Formats

Traditional USPS check stubs have contained one line for each deduction as well as a separate line for YTD amounts for taxes. These additional items were created by CHKPRT and contain a deduction abbreviation like "FED YTD". These were used on check stubs which provided two columns of information for deduction (abbreviation and an amount).

                         CURRENT DEDUCTIONS
                Name      Amount      Name      Amount
              FED. TAX     72.47    FED. YTD    308.56

CHKPRT has been able to support stubs which provide three columns for deduction information (abbreviation, current amount and YTD amount). These stubs do not contain the extra deduction abbreviation like "FED YTD".

                             CURRENT DEDUCTIONS
           Name    Amount    YTD Amount    Name    Amount  YTD Amount
         FED. TAX   72.47       308.56   STATE TAX   9.56     445.67

In order for this to work, CHKPRT must know whether or not to create an additional token to contain the deduction YTD amount and suppress the additional deduction item YTD abbreviation names.

To control this, there is a flag called "Separate YTD deduction token" which determines if the additional token (<DEDYTD>) should be created for each deduction. If this token is created, then the additional "YTD" deduction line abbreviations will not be created.

The type of form being used determines the value of the "Separate YTD Tokens" field in USPSDAT/USPCON. If both the check forms and the direct deposit forms being used have only two column stubs, then this field must be left blank. If a three column stub is being used for either or both the checks and the direct deposit notices, then a value must be put in this field. A mismatch of the flag value and form type may cause the tokens to be printed incorrectly, if at all.

The values for the flag are listed in the table below:

Value Description

blank

Do not create the separate YTD tokens. Use this option when both checks and direct deposit notices have 2 column stubs.

C

Create the separate YTD tokens for check forms only. Use this option when the checks have 3 column stubs and the direct deposit notices have 2 column stubs.

D

Create the separate YTD tokens for direct deposit forms only. Use this option when the direct deposit notices have 3 column stubs and the checks have 2 column stubs.

B

Create the separate YTD tokens for both check and direct deposit. Use this option when both the checks and the direct deposit notices have 3 column stubs.

Combine Accrued and Regular Wages

If regular wages and negative accrued wages, per job, are desired on the check stub, then the Combine Accrued and Regular Wages flag in USPCON needs to be set to N and the OECN$CHKPRT_COMBINE_ACC_REG logical must be set to N.

Example-DEFINE OECN$CHKPRT_COMBINE_ACC_REG N.

Descriptions of Payroll Processing Logicals and Forms

The following tables list the type of forms and their output format along with the associated logicals, forms and program name.

Program: CHKPRT Logical: OECN$FORM_CHKPRT
Form Name Stub Format and Description

CHKPRT.FRM

Check: left
Stub: right
This is the default form used to print payroll checks on side-by-side forms.

CHKPRT_NWOCA_2.FRM

Check: left
Stub: right
This is a special form that is the same as the CHKPRT.FRM except that everything has been moved six characters to the right.

CHKPRT_NWOCA_3.FRM

Check: bottom
Stub: top
This is a special form. It is for use with over-under forms that contain a third column for the YTD deduction information.

Program: PAYDED Logical: OECN$FORM_PAYDED
Form Name Stub Format and Description

PAYDED.FRM

Check: left
Stub: right
This is the default form used to print deduction checks on a side-by-side form.

PAYDED_NWOCA_2.FRM

Check: left
Stub: right
This is a special form. It is the same as the PAYDED.FRM except that everything has been moved six characters to the right.

PAYDED_NWOCA_3.FRM

Check: bottom
Stub: top
This is a special form. It is for use with over-under forms that contain a third column for the YTD deduction information.

Program: CHKPRT Logical: OECN$FORM_DIRDEP
Form Name Stub Format and Description

DIRCHK.FRM


This is the default form used to print direct deposit notices on a regular 8.5" x 11" paper.

DIRCHK_NWOCA_3.FRM


This is a special form. This form is used to print direct deposit notices on a regular 8.5" x 11" paper. It is formatted to include the third column for the YTD deduction information.

DIRPRT.FRM

Direct Deposit Notice: left
Stub: right
This form is used to print direct deposit notices on side-by-side forms.

DIRPRT_NWOCA_3.FRM

Direct Deposit Notice: bottom
Stub: top
This is a special direct deposit form set up by NWOCA for use with over-under forms containing the third column for the YTD deduction information.

Program: CHKPRT Logical: OECN$FORM_*_OVERFLOW
Form Name Logical and Description

CHKPRT_OVERFLOW.FRM

Logical: OECN$FORM_CHKPRT_OVERFLOW
This is the default payroll check stub overflow form. It is formatted to print on a regular 8.5" x 11" paper.

DIRCHK_OVERFLOW.FRM

Logical: OECN$FORM_DIRDEP_OVERFLOW
This is the default direct deposit stub overflow form. It is formatted to print on a regular 8.5" x 11" paper.

Form Name Form Description and Use

CHKREG.FRM


This is a special form used to create a check register for the current payroll. This form generates a report that is in the same format as the USPRPT/CHKSTS report and can be used in place of running USPRPT/CHKSTS. This form may be assigned to one of the CHKPRT multiple forms logicals (OECN$FORM_CHKPRT_nn) to create the check register when CHKPRT is run to create the checks and direct deposit notices. This form may also be created through the use of the LSTPRC and RPTGNR.

DISTLS.FRM


This is a special form used to create a distribution list for the current payroll. This form lists the ssn, name, and pay date and has a blank line for the signature. This form may be assigned to one of the CHKPRT multiple forms logicals (OECN$FORM_CHKPRT_nn) to create the distribution list when CHKPRT is run to create the checks and direct deposit notices. This form may also be created through the use of the LSTPRC and RPTGNR.

NEW_HIRE.FRM

Logical: OECN$NEWHIRE
This is the default form used to create the report forms for the Ohio Department of Human Services (ODHS) New Hire Reporting program.

TIMECD.FRM

Logical: OECN$FORM_TIMECD
This is the default form used to create employee time cards for a stated time period. Patterned after the USPSCN/UPDCAL_CUR screens, this generated form can be used for data entry and manual payroll calculations. Depending on the options chosen, the time cards can be blank or include specific employee payroll information. For more details, refer to the INICAL: TIMECD documentation in the USPS Reference Manual.

SALARY_NOTICES.FRM

Logical: OECN$FRM_SALNOTICE
This is the default form that the SALNOTICE program uses to create employee salary notices for all teaching and non-teaching employees for the current contract or the new contract. Each notice contains the contract amount, number of pays in the contract, contract starting date, title, and the pay plan. A customized form file may also be created and used to generate salary notices.

Form Name Logical and Description

W2C.FRM

Logical: OECN$FORM_W2C
This is the default form for creating the W2-C Statement of corrections forms.
Program: W2C.

W2FORM.FRM

Logical: OECN$FORM_W2PROC
This is the default form for creating the W2 forms for reporting W2 wage information at calendar year end.
Program: W2PROC.

W2CITY.FRM

Logical: OECN$FORM_W2PROC
Created by W2PROC for manual merging with a form file matching the tape submission layout for a city.
Program: W2PROC.

Form Name Logical and Description

YTDRPT.FRM

Logical: OECN$FORM_YTDRPT
This is the default form used to create a benefits statement of YTD totals for all employees.
Program: YTDRPT.

Form Name Logical and Description

BIRTHHIRE.FRM

Logical: OECN$FRM_BIRTHHIRE
This is the default form used to create a report of employee names, birth and hire dates.
Program: BIRTHHIRE.

List Processing Features in Special Forms

A list processing form which produces special forms may take advantage of all LSTPRC features described in the OECN User Manual. The only type of output which cannot be produced directly by CHKPRT are spreadsheet files (DTIF, Lotus, etc). If it is necessary to produce these file types from check and direct deposit data, then the LSTPRC must be used after CHKPRT.

here are some features which are specifically useful when formatting special forms. The following sections describe these features as they relate to producing check, direct deposit and overflow forms.

<$SELECT> Special Token

This special token allows a form file to select which records to process from the data file. This is primarily used in "overflow" forms to select only the records which contain overflow information. The <$SELECT> token selects records based on the expression(s) provided.

For example, an overflow form file would contain the following line to select only overflow records:

 <$SELECT/IF="<OVERFLOW><$EQ>YES">

Multiple /IF qualifiers may be applied to form an "AND" condition:

 <$SELECT/IF="<OVERFLOW><$EQ>YES">/IF="<SSN><$NOT><$EQ>999999999">

<$POSITION> Special Token

Special forms, such as checks, have portions of the form which contain fixed information and other portions which contain repeating information (such as pay amount and deductions). If these fixed and repeating portions are side-by-side on the printed form (as in the case of a side-by-side check and stub) it is necessary to write the form file in a particular order.

In general, these types of checks should be printed from left to right, top to bottom. That is, the first part of the form file will print the information on the left side of the form from top to bottom, the next portion of the form prints the middle part of the form and so on.

To accomplish this, list processor supplies the <$POSITION> special token. This token allows you to change the current printing position to a specific line number within the current print form. You may position the current line anywhere within the form, even if that line already contains some information.

As a simple example, assume you have a single token <NAME> and repeating token <PAYAMTS> which contains pays for the employee. One method for printing these starting on the same line, is to use:

  <$SUPPRESS> <$POSITION/LINE=1>
  <NAME/POS=10>
  <$SUPPRESS> <$POSITION/LINE=1>
  <PAYAMTS/POS=40>

The first line of the example positions the current line at line 1. The second line prints the name token at column 10. The third line positions the current line back to line 1. The last line starts printing the repeating token at column 40. Notice that the lines containing the <$POSITION> tokens are "suppressed". Since these lines are otherwise blank, they would cause a blank line to be printed if they were not suppressed.

Recommendations for Writing Form Files

Below are several general guidelines for creating maintainable, readable form files. These are not meant to be strict rules. The forms provide a great deal of flexibility and there are often several ways to accomplish the same result.

  • Use <$POSITION> to set the specific line number to print on, especially when moving up or down within the form. Try not to rely on the list processor's default behavior of advancing one line for each blank line. If you don't position specifically, a blank line in the wrong place may ruin the form alignment.
  • Use /POS on data tokens to set the token's column position, in particular, position the first token on each form line. This will help reduce the chances of a token accidentally overlaying information already on the line.
  • Divide the form into sections and print each part individually, for instance, have a different section of the form file for printing the fixed portion of the check, the repeating pay amounts, and the repeating deductions. It is sometimes possible to combine these into a single complicated form line, but the result is often hard to read and maintain.

Tokens Used for BIRTHHIRE

Tokens in this table apply to BIRTHHIRE report.

BIRTHHIRE Tokens

Token Definition

<AUTHORIZED_EXPERIENCE_YEARS>

DEMSCN, Authorized teaching experience years

<BUILDING_EXPERIENCE>

DEMSCN, Years of experience in all buildings

<CITY>

Employee's city

<DATE_OF_BIRTH>

BIOSCN, Employee's birthdate

<DISTRICT_EXPERIENCE>

DEMSCN, Years of experience in district

<ELIGIBLE_FOR_RETIREMENT>

BIOSCN, Employee eligible for retirement

<FIRST_NAME>

Employee first name

<FULL_NAME>

Employee's name in first name, middle name, last name format

<HIRE_DATE>

BIOSCN, Employee's hire date

<LAST_NAME>

Employee last name

<LAST_PAID_DATE>

BIOSCN, Employee's last paid date

<MIDDLE_NAME>

Employee middle name

<PERSONAL_LEAVE_BALANCE>

BENSCN, Personal leave balance

<PHONE>

Employee's phone number

<PRIMARY_APPOINTMENT_DESC>

Appointment type

<PRIMARY_BLDDEP>

Building

<PRIMARY_PAY_GROUP>

Pay group

<PRIMARY_RATE>

Unit rate

<PRIMARY_RATE_TYPE>

Rate type, hourly or daily

<PRIMARY_TITLE>

Job title

<SICK_LEAVE_BALANCE>

BENSCN, Sick leave balance

<SICK_UNITS_ACCUMULATED_MONTHLY>

BENSCN, Sick leave units to be accumulated monthly

<SSN>

Employee's ID

<STATE>

Employee's state

<STREET>

Employee's street address

<STREET2>

Second street address line

<TOTAL_YEARS_OF_EXPERIENCE>

DEMSCN, Total experience years in education

<TRUE_SSN>

Employee's social security number

<VACATION_LEAVE_BALANCE>

BENSCN, Vacation leave balance

<VACATION_UNITS_ACCUM_MONTHLY>

BENSCN, Vacation leave units to be accumulated monthly

<ZIP_CODE>

Employee's zip code

Tokens Used for Check Processing

The following table lists and describes the check tokens used for list processing forms.

CHKPRT Tokens

Token Definition

<ADJUSTEDGROSS>

Adjusted gross for the current payroll

<ADJUSTEDYTD>

Adjusted gross amount found on the 001 deduction record. The adjusted gross amount from the current pay

<AMOUNT>

Pay amount in dollars and cents

<BLD_DEP>

Sort by Building code and Department Code

<BDREMARK>

Contains the footnote indicating certain deductions were board paid

<CCDATE>

Pay date in MMDDCCYY format

<CCPEREND>

Period ending date in MMDDCCYY format

<CHECK_DIST>

Sort by Check Distribution

<CITY>

Employee's city

<COUNTRY>

Foreign address, country

<DATE>

Pay date in MMDDYY format

<DIRN>

District IRN. Not currently used by form files supplied with the software

<DNAME>

District name

<DSTREET>

District first street address line

<DSTREET2>

District second street address line

<DCITY>

District city, state, zip code

<EMAIL>

Email address

<EMAIL_DIRDEP>

Email direct deposit

<EMP_DATE>

User defined date field from USPSCN/BIOSCN

<EMPID>

Employee identification number

<EMP_USER_CODE_1>

User defined field #1 from USPSCN/BIOSCN

<EMP_USER_CODE_2>

User defined field #2 from USPSCN/BIOSCN

<EMP_USER_MONEY_1>

User defined money field #1 from USPSCN/BIOSCN

<EMP_USER_MONEY_2>

User defined money field #2 from USPSCN/BIOSCN

<EMP_USER_TEXT>

User defined text field from USPSCN/BIOSCN

<FED_W4_NEW>

Using new W4 as of 1/1/2020? Y or N from DEDSCN 001

<FED_W4_FILING_STATUS>

Filing Status required if using new W4 form as of 1/1/2020 from DEDSCN 001 (will not appear if there isn't a new W4) 

<FED_W4_2_JOBS>

2 like jobs Is marked "Y" if new W4 as of 1/1/2020 AND Step 2c has a check mark from DEDSCN 001 (will not appear if there isn't a new W4)

<FED_W4_DEPEND_AMT>

Annual Dependent amount if new W4 is used as of 1/1/2020 from DEDSCN 001 

<FED_W4_INCOME_AMT>

Annual Other Income amount if new W4 is used as of 1/1/2020 from DEDSCN 001

<FED_W4_DEDUCT_AMT>

Annual Other Deduction amount if new W4 is used as of 1/1/2020 from DEDSCN 001

<FEDEXEMPT>

Number of Federal exemptions

<FEDSTAT>

Marital status for Federal withholdings

<FULL_NAME>

Employee's name in first name, middle name, last name format

<GROSS>

Gross amount for the current payroll

<GROSSYTD>

The total YTD gross for the employee

<HIRE_DATE>

The employee hire date

<JOB>

First job number the employee was paid on in the current payroll

<NAME>

Employee's name in first, middle, last format

<NET>

Net amount for the current payroll

<NOTE>

Note line used to add a comment to the bottom of pay stub

<NUM>

Payroll check number

<ODHS_HIRE_DATE>

The hire date of employee reported to the Ohio Department of Human Services

<OHIOEXEMPT>

Number of Ohio exemptions

<OVERFLOW>

Token used for the overflow page indicator; used only with the overflow page

<PAY_GROUP>

Pay group

<PERADJ>

Personal leave adjustments

<PERBAL>

Personal leave balance

<PEREND>

Period ending date in MMDDYY format

<PHONE>

Employee phone number

<POSTAL_CODE>

Foreign address postal code

<PROVINCE>

Foreign address, province

<REV_FULL_NAME>

Employee's name in last name, first name, middle name format

<REV_NAME>

Employee's name in last name, first name, middle initial format

<SERSDAYS>

The SERS service days for the current payroll

<SERSDAYSYTD>

FYTD SERS service days

<SERS_HRS>

SERS Hours

<SERS_FTD_HOURS>

SERS FTD HOURS

<SERS_FTD_GROSS>

FYTD gross subject to SERS withholdings

<SERS_GROSS>

Amount of gross subject to SERS withholdings for the current pay; can be an inflated amount

<SICADJ>

Sick leave adjustments

<SICKBAL>

Sick leave balance

<SORTED_BY>

This token will be either the Building/Dept code or the Check Distribution code defined in USPSCN/BIOSCN

<SSN>

Employee's social security number

<STATE>

Employee's state

<STREET>

Employee's street address

<STREET2>

Second street address line

<STRSDAYS>

The STRS service days for the current payroll

<STRSDAYSYTD>

FYTD STRS service days

<STRS_HRS>

STRS Hours

<STRS_FTD_GROSS>

FYTD gross subject to STRS withholdings

<STRS_GROSS>

Amount of gross subject to STRS withholdings for the current pay; can be an inflated amount

<TOTDED>

Total employee deductions for the current payroll

<TYPE>

Indicates the check type created

<VACADJ>

Vacation leave adjustments

<VACBAL>

Vacation leave balance

<VOID_MSG>

Void message that can indicate the check is void after 90 days

<WRITTEN1>

First line of the written pay amount

<WRITTEN2>

Second line of the written pay amount

<ZIP>

Employee's zip code

Nonoverflow Repeating Pay Tokens Definition

<PAYAMT>

Repeating tokens containing the pay amount for each pay record; may be a combined amount if the overflow is not used

<PAYDESC>

Repeating token for pay descriptions; can be a combined description if no overflow is used

<PAYUNITS>

Repeating token containing the pay unit for each pay amount

<RATE>

Repeating token containing the rate for each pay amount

Nonoverflow Repeating Deduction Tokens Definition

<DED>

Repeating token for current deduction descriptions

<DEDAMT>

Repeating tokens for the current deduction amounts

<DEDYTD>

Repeating tokens for current deduction YTD amounts; only used when the special YTD token flag is set in USPSDAT

Overflow Repeating Pay Tokens Definition

<OVER_PAMT>

Repeating token containing the pay amount for each pay record; used only with overflow

<OVER_PAYDESC>

Repeating token containing the pay description; used with overflow page

<OVER_PAYUNITS>

Repeating token containing the pay unit; used only with overflow page

<OVER_RATE>

Repeating token containing the rate for each pay amount; used with overflow page

Overflow Repeating Deduction Tokens Definition

<OVER_DED>

Repeating token for current deduction descriptions; only when using an overflow page

<OVER_DEDAMT>

Repeating tokens for the current deduction amounts; only when using an overflow page

<OVER_DEDYTD>

Repeating tokens for current deduction YTD amounts; only used when the special YTD token flag is set in USPSDAT and using an overflow page

Direct Deposit Tokens Definition

<DEP_ACCT>

Account number of direct deposit account; used for direct deposit forms

<DEP_AMT>

Amount of pay deposited into account; used for direct deposit forms

<DEP_INS>

Routing number of financial institution in which employee account is at; used for direct deposit forms

<DDTYPE>

For direct deposit records, contains either "Checking" or "Savings" based on the type of deposit field from the 7xx record

<DEP_USER_TEXT>

For direct deposit records, contains contents of user defined text field on 7xx record

<DIRDEP>

For direct deposit records, contains the DEDNAM check stub abbreviation from the 7xx record

<INSTITUTION_NAME>

Institution Description obtained from USPSDAT/ROUTSCN

<INSTITUTION_ABRV>

Institution Stub Abbreviation obtained from USPSDAT/ROUTSCN

Tokens Used for CHKSTA

Tokens in this table apply to CHKSTA_CHKFORM.DAT and CHKSTA_DIRFORM.DAT files created by CHKSTA.

CHKSTA Tokens

Token Definition

<ADJUSTEDGROSS>

Adjusted gross for the current payroll

<ADJUSTEDYTD>

Adjusted gross amount found on the 001 deduction record. The adjusted gross amount from the current pay

<AMOUNT>

Pay amount in dollars and cents

<BDREMARK>

Contains the footnote indicating certain deductions were board paid

<BLD>

Sort by Building code

<BLD_DEP>

Sort by Building/Department code

<CCDATE>

Pay date in MMDDCCYY format

<CCPEREND>

Period ending date in MMDDCCYY format

<CHECK_DIST>

Sort by Check Distribution

<CITY>

Employee's city

<COUNTRY>

Employee's foreign country

<DATE>

Pay date in MMDDYY format

<DCITY>

District city, state, zip

<DED>

Deduction description

<DEDAMT>

Deduction amount

<DEP>

Sort by Department code

<DIRN>

District IRN. Not currently used by form files supplied with the software

<DNAME>

District name

<DSTREET>

District first street address line

<DSTREET2>

District second street address line

<DIR_DEP>

Direct deposit

<EMAIL>

Email address

<EMPID>

Employee identification number

<FEDEXEMPT>

Number of Federal exemptions

<FEDSTAT>

Marital status for Federal withholdings

<FULL_NAME>

Employee's name in first name, middle name, last name format

<GROSS>

Gross amount for the current payroll

<JOB>

First job number the employee was paid on in the current payroll

<NAME>

Employee's name

<NET>

Net amount for the current payroll

<NOTE>

Used to indicate the original check number

<NUM>

Payroll check number

<OHIOEXEMPT>

Number of Ohio exemptions

<PAYAMT>

Pay amount for the pay record

<PAYDESC>

Pay description

<PROVINCE>

Employee foreign address field

<PAYUNITS>

Pay unit for each pay amount

<PAY_GROUP>

Pay group

<PEREND>

Period ending date in MMDDYY format

<PHONE>

Employee phone number

<POSTAL_CODE>

Employee foreign postal code

<REISSUE_INFO>

Used to indicate the pay date of original check

<REV_FULL_NAME>

Employee's name in last name, first name, middle name format

<REV_NAME>

Employee's name in last name, first name, middle initial format

<SSN>

Employee's social security number

<STATE>

Employee's state

<STREET>

Employee's street address

<STREET2>

Second street address line

<TOTDED>

Total employee deductions for the current payroll

<TYPE>

Indicates the check type created

<WRITTEN1>

First line of the written pay amount

<WRITTEN2>

Second line of the written pay amount

<ZIP>

Employee's zip code

CHKSTA_PAYDED.DAT Definition Tokens in this table apply to deduction checks.

<AMOUNT>

Pay amount in dollars and cents

<DATE>

Pay date in MMDDYY format

<DED_CODE>

The Deduction Code being paid

<NET>

Net amount for the current payroll

<NOTE_LINE>

Used to indicate the original check number

<NUM>

Payroll check number

<PAY_TO_LINE>

The deduction company name and address lines

<REISSUE_INFO>

Used to indicate the pay date of original check

<WRITTEN1>

First line of the written pay amount

<WRITTEN2>

Second line of the written pay amount

<VEND_NO>

Vendor number (as assigned in USPSDAT/DEDNAM) to be printed on the check stub

Tokens Used for PAYDED

Tokens in this table apply to deduction checks.

PAYDED Tokens

Token Definition

<AMOUNT>

The amount payable in dollars and cents; formatted with special characters

<DATE>

Pay date of deduction check

<DED_CODE>

The deduction code being paid

<EMPCOUNT>

The number of employees subject to the deduction being paid

<NET>

The amount of the check in dollars and cents; formatted without any special characters

<NOTE_LINE>

A user defined message line to be printed on each check stub

<NUM>

Check number

<PAY_TO_LINE>

Repeating token containing the deduction company name and address lines; the number of tokens needed varies depending on what is completed on the DEDNAM/VENDOR records

<VEND_NO>

Vendor number (as assigned in USPSDAT/DEDNAM) to be printed on the check stub

<VOID_MSG>

Void message that can indicate the check is void after 90 days

<WRITTEN1>

The first line of the written pay amount

<WRITTEN2>

The second line of the written pay amount

Tokens Used for SALNOTICE

Tokens in this table apply to Salary Notices.

SALNOTICE Tokens

Token Definition

<AMOUNT_EARNED>

NEWCNT, Contract amount earned

<BUILDING_DEPARTMENT>

Building, department in XXXXXX format

<CA_PAYUNIT>

Pay unit description. Values are Day or Hour

<CA_TYPEAPPT>

Appointment type description. Values are Certificated or Classified

<CITY>

Employee's city

<COUNTRY>

Foreign address country

<DEGREE_TYPE>

DEMSCN, Degree type in numeric format

<DEGREE_TYPE_DESC>

Degree type description. Values are None, Non-degree, Associate, Bachelors, Masters, Educational specialist, Doctorate, Other, Less than high school diploma, High school diploma, GED diploma

<EMAIL_ADDRESS>

Email address

<EMPLOYEE_ID>

Employee identification number

<EXPERIENCE_CURRENT_CLASS>

POSSCN, Experience in current classification

<FIRST_NAME>

Employee's first name

<FOREIGN_ADDRESS>

If the employee has a foreign address defined in BIOSCN, this field will have a value of Y

<IN_APPT_TYPE>

Input field. Used to select new contract records based on appointment type

<IN_CONT_START>

Input field. Used to select new contract records based on start date

<IN_NAME_SORT>

Input field. Used to determine if output is to be sorted by employee name

<JBN>

NEWCNT, Job number

<LAST_NAME>

Employee's last name

<MAXIMUM_SICK_UNITS>

BENSCN, Sick leave maximum

<MAXIMUM_VACATION_UNITS>

BENSCN, Vacation leave maximum

<MID_INITIAL>

Employee's middle name first initial

<NEW_APPOINTMENT_TYPE>

NEWCNT, Appointment type. Values are 1 or 2

<NEW_BUILDING_IRN>

NEWCNT, Building IRN

<NEW_CALENDAR_TYPE>

NEWCNT, Calendar type

<NEW_CHECK_DIST>

NEWCNT, Check distribution

<NEW_CONTRACT_AMOUNT>

NEWCNT, New contract value

<NEW_CONTRACT_START_DATE>

NEWCNT, Contract start date in MM/DD/YYYY format

<NEW_CONTRACT_STOP_DATE>

NEWCNT, Contract stop date in MM/DD/YYYY format

<NEW_HOURS_IN_DAY>

NEWCNT, Hours per day

<NEW_JOB_STATUS>

NEWCNT, Job status. Values are 0, 1, 8, or 9

<NEW_JOB_TITLE>

NEWCNT, Job title

<NEW_PAY_GROUP>

NEWCNT, Pay group

<NEW_PAY_UNIT>

NEWCNT, Pay unit - hourly or daily. Values are either 1 or 2

<NEW_PAY_PER_PERIOD>

NEWCNT, Pay per period

<NEW_PAYS_IN_CONTRACT>

NEWCNT, Number of pays

<NEW_POSITION_CODE>

NEWCNT, EMIS position code in numeric format

<NEW_SALARY_SCHED_ID>

NEWCNT, Salary schedule ID

<NEW_SALARY_SCHED_COLUMN>

NEWCNT, Salary schedule column

<NEW_SALARY_SCHED_STEP>

NEWCNT, Salary schedule schedule step

<NEW_UNIT_AMOUNT>

NEWCNT, Hourly or daily rate

<NEW_WORK_DAYS_IN_CONTRACT>

NEWCNT, Work days in contract

<PAY_PLAN_DESC>

JOBSCN, Pay plan description. Values are Biweekly, Monthly, Semi-monthly

<PERSONAL_LEAVE_BALANCE>

BENSCN, Personal leave balance

<PERSONAL_LEAVE_MAXIMUM>

BENSCN, Personal leave maximum

<POSTAL_CODE>

BIOSCN, Postal code for foreign address

<PROVINCE>

BIOSCN, Province of foreign address

<SEMESTER_HOURS>

DEMSCN, Semester hours

<SICK_MAXIMUM_ADVANCE_DAYS>

BENSCN, Sick advance maximum

<SICK_LEAVE_BALANCE>

BENSCN, Sick leave balance

<SICK_UNITS_ACCUMULATED_MONTHLY>

BENSCN, Sick units to be accumulated monthly

<SORT_FIELD>

Calculated field. If <IN_NAME_SORT> = Y, the value will be the employee's last name. Otherwise the value is the employee's ID.

<SSN>

Employee's ID in XXX XX XXXX format

<STATE>

Employee's state

<STREET>

Employee's street address

<TOTAL_YEARS_OF_EXPERIENCE>

DEMSCN, Total years of experience

<UNIT_FLAG>

BENSCN, Benefit tracking unit (hourly or daily). Values are H or D

<USER_CONTRACT_TYPE>

JOBSCN, User defined contract type

<VACATION_LEAVE_BALANCE>

BENSCN, Vacation leave balance

<VACATION_UNITS_ACCUM_MONTHLY>

BENSCN, Vacation Accum per month

<ZIP_CODE>

Employee's zip code

Tokens Used for W2FORM.DAT

Tokens in this table apply to W2FORMS.

W2FORM.DAT Tokens

Token Definition

<BLD_DEP>

Building/Department code

<BOX_12_AMT_A>

Elective deferral amounts

<BOX_12_AMT_B>

Elective deferral amounts

<BOX_12_AMT_C>

Elective deferral amounts

<BOX_12_AMT_D>

Elective deferral amounts

<BOX_12_CODE_A>

Code for elective deferral

<BOX_12_CODE_B>

Code for elective deferral

<BOX_12_CODE_C>

Code for elective deferral

<BOX_12_CODE_D>

Code for elective deferral

<BOX_14_1>

Deduction amount, leased vehicle, if applicable

<BOX_14_2>

Additional deduction codes

<BOX_14_3>

Additional deduction codes

<CHECK_DIST>

Check distribution

<CNTRL_NUM>

Employee number

<DEPENDENT_CARE>

Amount for dependent care

<EMPL_FNAME>

Employee's first name

<EMPL_FORM_NAME>

First initial of first name, middle initial, and entire last name. Created if employee's name is longer than 18 characters.

<EMPL_INFO>

Employee's address

<EMPL_INFO>

Employee's City,State and Zip

<EMPL_LNAME>

Employee's last name

<EMPL_SUFFIX>

Employee's suffix name


<FED_EIN>

Federal EIN

<FED_TAX>

Federal tax withholdings

<FED_WAGES>

Federal wages reported

<LOCALITY>

Local tax description

<LOCALITY_2>

Local tax description

<LOCAL_TAX>

City tax withheld

<LOCAL_TAX_2>

City tax withheld

<LOCAL_WAGES>

Wages earned

<LOCAL_WAGES_2>

Wages earned

<MEDICARE_TAX>

Amount withheld for medicare

<MEDICARE_WAGES>

Wages earned

<OASDI_TAX>

Amount withheld for OASDI

<OASDI_WAGES>

OASDI Wages earned

<PAY_GROUP>

Pay group

<RETIRE_PLAN>

Retirement plan

<SSN>

Employee's SSN in XXX-XX-XXXX format

<STATE>

Employee's state

<STATE_2>

Employee's state

<STATE_EIN>

State EIN

<STATE_EIN_2>

State EIN

<STATE_TAX>

State tax amount withheld

<STATE_TAX_2>

State tax amount withheld

<STATE_WAGES>

State wages earned

<STATE_WAGES_2>

State wages earned

<ZIP_CODE>

Employee's zip code

Tokens Used for W2CITY.DAT

Tokens in this table apply to W2CITY.

W2CITY.DAT Tokens

Token Definition

<RE_EMPLOYMENT_CODE>

R=Regular Q=Medicare Qualified

<RE_REC_ID>

Submitter record

<RE_TAX_YEAR>

Tax year of this tape

<RE_FED_EIN>

Federal ID or agent number

<RE_TERM_BUS_IND>

Indicator if business closed in the current year

<RE_ESTABL_IND>

Possibly defined city token for city number usually blank

<RE_OTHER_EIN>

Second employer ID number if needed

<RE_EMPLR_NAME>

Employer Name

<RE_EMPLR_LOC>

Employer location address

<RE_EMPLR_DEL>

Employer delivery address

<RE_EMPLR_CITY>

Employer city

<RE_EMPLR_STATE>

Employer state

<RE_EMPLR_ZIP>

Employer zip

<RE_EMPLR_ZIP_EXT>

Employer extended zip

<RE_EMPLR_PROVINCE>

Employer Province

<RE_EMPLR_POSTAL_CODE>

Employer Postal Code

<RE_EMPLR_COUNTRY>

Employer country if foreign address

<RE_TAX_JURIS_CODE>

Tax jurisdiction code

<RW_REC_ID>

Employee wage records

<RW_REC_COUNT>

Number of "Code W" records on the file

<RW_SSN2>

SSN of employee

<RW_EMPL_FIRST>

Employee First Name

<RW_EMPL_MIDDLE>

Employee Middle Name

<RW_EMPL_LAST>

Employee Last Name

<RW_EMPL_SUFFIX>

Employee Suffix

<RW_EMPL_LOC>

Employee location

<RW_EMPL_DEL>

Employee delivery address

<RW_EMPL_CITY>

Employee City

<RW_EMPL_STATE>

Employee State

<RW_EMPL_ZIP>

Employee Zip code

<RW_EMPL_ZIP_EXT>

Employee Extended zip code

<RW_EMPL_PROVINCE>

Employee Province

<RW_EMPL_POSTAL_CODE>

Employee Postal Code

<RW_EMPL_COUNTRY>

Employee Country if foreign address

<RW_ANNUAL_COMPENSATION>

Total wages and tips

<RW_FED_INCOME_TAX>

Federal income tax withheld

<RW_SOC_SEC_WAGES>

Amount Earned for Social Security

<RW_SOC_SEC_TAX>

Amount withheld for Social Security

<RW_MEDICARE_WAGES>

Medicare wages and tips

<RW_MEDICARE_TAX>

Amount withheld for medicare tax

<RW_SOC_SEC_TIPS>

Social Security tips

<RW_DEPENDENT_BENEFITS>

Dependent care benefits

<RW_DEFER_401K>

Deferred 401K

<RW_DEFER_403B>

Deferred 403B

<RW_DEFER_408K>

Deferred 408K

<RW_DEFER_409A>

Deferred 409A

<RW_DEFER_457B>

Deferred 457B

<RW_DEFER_501C>

Deferred 501C

<RW_NONQUALIFIED>

Nonqualified plan section 457 distribution or contributions

<RW_NONQUALIFIED_NON457>

Non qualified plan not section 457 distribution or contributions

<RW_LIFE_INSURANCE>

Employer cost of life insurance only greater than 50,000

<RW_NONSTAT_STOCK>

Income from the non statutory stock options

<RW_NONTAX_COMBAT_PAY>

Nontax Combat Pay

<RW_STAT_EMP_CHECKBOX>

Not supported by USPS, but can be placed in the form file

<RW_RETIRE_CHECKBOX>

Retirement plan on federal record

<RW_THIRD_PARTY_CHECKBOX>

Not supported by USPS, but can be placed in the form file

<RW_THIRD_PARTY_PAY>

Not supported by USPS, but can be placed in the form file

<RW_MEDICARE_FLAG>

Eligible for medicare

<RW_MILITARY_PAY>

Military pay

<RW_DED_CODE>

Deduction code as defined in DEDSCN for this city

<RW_TAX_ENTITY_CODE>

Tax entity code as defined in DEDNAM

<RW_ROTH_401K>

Designated Roth 401K

<RW_ROTH_403B>

Designated Roth 403B

<RW_HSA>

Health Savings Account

<RW_HLTH_REIMBURSE>

Health Reimbursement

<RO_REC_ID>

Optional wage record

<RO_MSA>

Medical Savings account amount

<RO_ADOPT_ASSIST>

Adoption expense

<RO_STATUS>

Marital Status

<RS_REC_ID>

Submitter record

<RS_SSN2>

SSN of employee

<RS_EMPL_FIRST>

Employee First Name

<RS_EMPL_MIDDLE>

Employee Middle Name or initial

<RS_EMPL_LAST>

Employee Last Name

<RS_EMPL_SUFFIX>

Employee Suffix

<RS_EMPL_LOC>

Employee address

<RS_EMPL_DEL>

Employee delivery address

<RS_EMPL_CITY>

Employee City

<RS_EMPL_STATE>

Employee State

<RS_EMPL_ZIP>

Employee zip code

<RS_EMPL_ZIP_EXT>

Employee extended zip code

<RS_EMPL_PROVINCE>

Employee Province

<RS_EMPL_POSTAL_CODE>

Employee Postal Code

<RS_EMPL_COUNTRY>

Employees Country if foreign address

<RS_RPT_PERIOD>

Calendar year

<RS_TOT_UNEMPLOYMENT>

State quarterly unemployment insurance total wages

<RS_TAX_UNEMPLOYMENT>

State quarterly unemployment insurance total tax

<RS_WRK_WEEKS>

Number of weeks actually worked

<RS_EMP_DATE>

First day of employment

<RS_SEP_DATE>

Employee separation date

<RS_ST_EMPLR_ACCT_NO>

State employer identification number

<RS_OHIO_WAGES>

Ohio taxable wages

<RS_OHIO_INCOME_TAX>

Ohio Income Tax

<RS_OHIO_TOTAL_WAGES>

Total wages earned

<RS_LCL_WAGES>

Local taxable wages

<RS_LCL_INCOME_TAX>

Local income tax withheld

<RS_OSDI_CODE>

Ohio School District Number

Tokens Used for YTDRPT

Tokens in this table apply to YTDRPT.

YTDRPT Tokens

Token Definition

<ADJ_TOTAL>

Adjusted gross for the current payroll

<ANN_TOTAL>

Total dollars of Annuities

<BOARD_AMT>

Amount paid by the Board

<BOARD_CONTR>

Amount contributed by the Board

<CONT_AMT>

Amount paid on the contract

<DATE>

Date the report is generated

<DED_ABRV>

Abbreviation of deduction withheld

<DISTRICT_CITY>

City where district is located

<DISTRICT_NAME>

School district name

<DISTRICT_STATE>

State where district is located

<DISTRICT_STREET>

District's street address

<DISTRICT_ZIP>

District's zip code

<EARN_DESC>

Pay type

<EARN_FORMAT1>

Formatting line

<EARN_HEAD>

Primary Contract Information

<EARN_TOTAL>

Total earnings

<EARN_UNITS>

Earn units

<EMPLOYEE_NAME>

Employee's name

<EMPLOYEE_ADDRESS>

Employee's address

<EMPLOYEE_CITY>

Employee's city

<EMPLOYEE_STATE>

Employee's state

<EMPLOYEE_ZIP>

Employee's zip code

<EMPLOYEE_INS>

Employee's Insurance

<EMP_AMT>

Employee paid deduction amount

<FRINGE_BEN>

Employee Fringe Benefit Amount

<GROSS_DESC>

Description of gross earnings

<GROSS_PAID>

Gross paid

<HIRE_DAY>

Day employee hired

<HIRE_MONTH>

Month employee hired

<HIRE_YEAR>

Year employee hired

<HRS_DAY>

Hours per day

<NET_TOTAL>

Employee's Net amount for current payroll

<PAYS_YEAR>

Number of pays in the year

<PAY_PER>

Pay per period

<PAY_UNIT>

Hourly / daily

<PERSONAL_BAL>

Personal leave balance

<PICKUP_TOTAL>

Amount picked up by Board

<RATE_HEAD>

Daily rate

<REG_TOTAL>

Regular pay type total

<RET_TOTAL>

Retirement total

<SEQ_NO>

Number of employees on report

<SICK_BAL>

Sick leave balance

<TAX_GROSS>

Taxable gross

<TAX_TOTAL>

Total tax

<TITLE>

Title of job

<TOTAL BOARD>

Board total

<TRUE_SSN>

Employee's social security number

<UNIT_RATE>

Unit rate

<VACATION_BAL>

Vacation balance

<WRK_DAYS>

Total work days

<YEAR>

Year

<endupdate_range

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