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overview

The UPDCAL_CUR module is used to add payroll information for employees not included in the regular payroll (during initialization) or to modify or delete payroll information for employees already included in the current payroll.

accessing the program

The program may be executed by typing:

  $ RUN OECN$PAY:USPSCN

at the $ prompt or in the menu system type:

  Menu>USPSCN

Then select the UPDCAL_CUR module.

updcal_cur option

 

 ____________________________________________________________________________
| Find:                                                                      |
|       SSN/ID    Job       Last Name           First Name                   |
| ID: 123456789 Job:       Name: JOHN                  DOE                   |
|                          Position: SUBSTITUTE TEACHER                      |
|                          Rate:   45.00                                     |
|Work days: __                                      Tax        Retire  Reg/  |
|Type   Units     Rate     Amount   Description     Opt   Ret  Hours   Spec  |
| REG   10.00     45.00     45.00   SUB TEACHER      _     _   60.00    __   |
| ___   _____    _____     ______   ___________      _     _   _______  __   |
| ___   _____    _____     ______   ___________      _     _   _______  __   |
| ___   _____    _____     ______   ___________      _     _   ______   __   |
| ___   _____    _____     ______   ___________      _     _   _______  __   |
| ___   _____    _____     ______   ___________      _     _   _______  __   |
| ___   _____    _____     ______   ___________      _     _   _______  __   |
| ___   _____    _____     ______   ___________      _     _   _______  __   |
|                                                                            |
|         Gross wages:      45.00     Pay per period:    _______             |
|                                                                            |
| UPDCAL - Update CURRENT payroll data                                       |
|                                                                            |
|  XX  Top         XX  Add            XX  Switch                             |
|  XX  Help        XX  Delete                                                |
|  XX  Exit        XX  Modify                                                |
|  XX  Next                           XX  Work/Srv Days                      |
|  XX  Find        XX  Pay Report     XX  Set Defaults                       |
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Field Definitions

  • Work days are the number of work days this pay period. This field cannot be changed. The number of work days is calculated by taking the period beginning and ending dates entered in INICAL and finding how many W's, C's, and H's are entered on the employee's job calendar for that period.
  • There are many different pay Types which can be used in UPDCAL_CUR. When entering the pay type only the first letter of the pay type is required.

Pay Types Available in UPDCAL_CUR

*Note* Pay types marked with an asterisk (star) affect the contract amount paid.

Pay Type Description

REG*

Regular wages for contracted employees. These count toward the fulfillment of the contract. Regular wages are automatically filled in for those employee's brought into the payroll through INICAL. Leaving the rate blank will cause the system to default to the employee's regular rate. Regular pay types are charged according to how they are set-up in USPSCN/PAYSCN.

OT

Overtime wages. These do not update the contract amount paid. If the rate field is left blank the system will enter a rate of 1 1/2 times the employee's regular rate. Overtime wages are charged to an overtime account based on the employee's regular pay account.

BCK*

Retro pay. Retro pay updates the contract amount paid.

MIS

Miscellaneous pay. The contract amount paid is not updated by miscellaneous pays. Miscellaneous pays can be taxed at different rates and charged to different accounts.

SHP

Shift premium. Shift premiums can be defined in USPSDAT/USPCON as a percent or fixed amount.

IRR*

Irregular pay. Irregular pays update the contract amount paid, but does not update pays paid and days worked. This can be used to pay retro amount on a separate check.

DCK*

Dock pay. Dock amounts are subtracted from gross wages. DCK entries are assumed to be negative.

TRM

Termination pay. Pays an employee a specific amount as termination pay, for example severence pay. You must supply the tax and retirement options. The Job Status field will be changed to a 9 once CHKUPD is run.

POF*

Pay off of total accrued wages. This pay type updates the contract amount paid. This amount is calculated by the system.

ACC*

Accrued wages. This pay type is entered by the system only. Those employees who are stretch pay will have entries dealing with accrued wages.

DFR

Deferred dock pay. This amount is calculated by the system when the amount of a dock exceeds the amount being earned during the current payroll. This amount will appear as regular dock during the next payroll.

NC1

Life Insurance Premium. This pay type is used in the processing of the taxable amount of life insurance premiums on W2's for coverage in excess of $50,000. More on that process can be found in the "Useful Procedures Section" of the USPS User Guide. Any NC1 amounts are taxed by Medicare and Social Security, as applicable. No Federal, state, or OSDI tax is deducted from this amount. The software provides the ability to withhold city tax on non-cash earnings. This can be activated by setting the "Tax non-cash earnings" flag to Y (yes) on the city tax record in the USPSDAT/DEDNAM program.

NC2

Adoption Assistance.

NC3

Non-cash taxable benefit. This pay type will represent the non-cash taxable benefit amount.

 
 
 
 
     
  • The Units field contains the number of units that the employee should be paid for. This could be the number of hours/days the employee worked.
  • The Rate for the job is the amount an employee earns per unit they work. This amount could be for a daily or hourly amount.
  • The Amount field is calculated by the program. The amount is equal to the units multiplied by the rate. This field cannot be changed.
  • Enter a brief Description indicating the purpose of the pay. By default, the description for a regular pay type is taken from the check stub description field found on the job record.
  • Miscellaneous (MIS) and Termination (TRM) Pay Types require a Tax Opt. for the payment. If using a supplemental pay taxing option for an employee, all MIS or TRM pays must be taxed using the same supplemental option.
    The CALCPAY program will issue a fatal error if it encounters an employee with multiple jobs with different supplemental taxing options. The options must be modified for the employee so they correspond to each other. 

    All supplemental payments are taxed at 22.00% for Federal and 3.5% for Ohio.
     
    The options are:
    1. - Supplemental payment with annuities applied to regular wages.
    2. - Payment taxed as part of regular wages.
    3. - Supplemental payment with annuities applied to supplemental wages.
      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 may be used along with either supplemental taxing option.
      If Option 3 is selected and the supplemental wages are less than the total annuities, the remaining annuity amount will be subtracted from the gross amount being taxed at the regular rate.
      For more information, see Supplemental Payments and Taxing Options in the Miscellaneous Notes section of this chapter.
      A "Set defaults" function key is available with the tax option. See the Miscellaneous Notes section of this chapter.
  • When entering a Miscellaneous or a Termination Pay Type, a Retirement option must be chosen. The options are:
    • Y - to have retirement deducted.
    • N - to not have retirement deducted.
      A "Set defaults" function key is available with the retirement option. See the Miscellaneous Notes section of this chapter.
  • The Retire Hours field allows the user to enter retirement hours for all pay types, except ACC, LPA, and LPE. If no retirement hours are entered for the pay type, then zero is assumed. One exception is that only the "REG" and "OT" (Overtime) pay types will automatically calculate the retirement hours based on the retire hours field on JOBSCN if greater than 0. If retire hours = 0, then hours in hours per day field are used. If hours per day = 0, then 0 is moved to retire hours. If the calculated retirement hours are not correct, the use has the ability to override the calculated hours.
  • The Reg/Spec field cannot be changed. The program determines whether a miscellaneous pay is regular or specific based on whether specific account was charged by the user. This field will be filled in with an "R" (Regular), unless a miscellaneous pay is charged to an account through the Misc. Info screen in UPDCAL_*.

misc. info option

When entering a miscellaneous pay, an additional screen is available to charge the miscellaneous pay amounts to specific pay accounts. While on the miscellaneous pay line, press the [Misc.Info] key to display the additional screen. Each miscellaneous pay has its own specific account screen. If your district is set up to use XREF (cross reference) codes, simply enter the code (case sensitive) and the account it represents will be entered for you. The BRDDIS and LEVPRO charging flags will default based on the first active matching PAYSCN record. If your district does not use XREF codes, this field will not be available.

 -------------------------------------------------------------------------------
| ID: _________   Job: __  Name: ____________________________                   |
|                       Pos: ________________________________                   |
| Total:    50.00      Brd Lev                                                  |
|     Amount   XREF    Dis Pro  Fnd Func Obj SCC  Subj   OPU IL Job             |
|      50.00  ______    Y   Y   200 4134 143 9440 000000 002 00 000             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|  __________ ______    _   _   ___ ____ ___ ____ ______ ___ __ ___             |
|                                                                               |
| UPDCAL - Update CURRENT payroll data                                          |
|  XX  Return                                                                   |
|  XX  Help           XX  Scroll down                                           |
|  XX  Cancel                                                                   |
|  XX  Pay Accounts                                                             |
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Field Definitions

  • Amount is the amount that is to be charged to this account. The amounts charged to various accounts must balance with the total amount of the miscellaneous pay.
  • The XREF code refers to a cross reference option available in the USAS software which allows a short cut to be established for the full USAS account dimension. If your district uses the XREF codes, simply enter the code (case sensitive) in this field and the account it represents will be entered for you. The BRDDIS and LEVPRO charging flags will default based on the first active matching PAYSCN record. If your district does not use XREF codes, this field will not be available.
  • Is this a Brd Dis(Board Distributed Account)?
    • Y - Yes, this is a board distributed account.
    • N - No, this is not a board distributed account.
  • Should this account be used for Leave Proj? This flag determines whether or not an account can be used by LEVPRO to charge out leave entered in USPSCN/ATDSCN and the job calendars to the corresponding leave accounts.
    • Y - Yes, this account should be used for leave projection?
    • N - No, this account should not be used for leave projection?
  • The Fnd, Func, Obj, SCC, Subj, OPU, IL and Job fields contain the USAS account code that the amount is to be charged.
    The miscellaneous pay amount can be charged to various accounts. The accounts can be either manually entered or you can press the
    [Pay Accounts] key while the cursor is on the account line to see a pop-up window of accounts already used for this employee and job. Highlighting the desired account and pressing the [Return] key will place the account code on the line.

miscellaneous notes

Pop-up Pay Report Option

While entering data in the UPDCAL_CUR option, a pay report can be generated and displayed on your terminal screen. Press the [Pay] Report key to display a 132 column wide Pay Report ready for viewing. This feature allows you to verify the data (pay accounts, deduction changes, etc.) and make changes at this point in the payroll if necessary. Whether or not the board amounts appear is dependent upon the options chosen the last time that CALCPAY was run. If the board deduction amounts were included during the last run of CALCPAY, they will appear on the pop-up pay report. If board amounts were not included during the last run of CALCPAY, they will not appear on the pop-up pay report.

Adding Jobs to UPDCAL_CUR

When adding jobs to the payroll using the [Add] key, a pop-up window is displayed listing the job, position, rate, and pay accounts. Please note that some of the position description may be truncated in order to allow the rest of the information to display properly on the screen.

Highlighting and selecting the applicable information will automatically bring it into the UPDCAL_CUR screen to be included using the [Add] key.

Creation of New PAYSCN's

Once the payroll has been completed a pay screen will be created for any new accounts that have been used for specific miscellaneous pays. On this pay screen the account status will be set to "S" for specific miscellaneous.

Work Days/Service Days Pop-up Option

UPDCAL_CUR offers a pop-up window function key called [Work/Srv Days]. Pressing this key displays:

  • Total Work Days - Days Worked from JOBSCN (2 of 3) plus work days included in the current payroll.
  • Total Service Days - STRS or SERS fiscal year-to-date service days including days in the current payroll.

This option is available in display, add, modify, and delete modes.

Supplemental Payments and Taxing Options

The software offers a choice as to how annuities may be applied to a miscellaneous (MIS) or termination (TRM) payment. The following examples illustrate the difference in tax withholding based on the way annuities are applied to payments (selecting either Taxing Option 1 or 3 when processing a miscellaneous or termination pay through UPDCAL).

Note: If taxation option 1 or 3 is selected for a supplemental job and this payment is the only job being processed, any additional withholding amounts specified in the federal and/or state tax deduction records will NOT be withheld.

In the examples below, it is assumed that a regular teaching position is receiving a payment of $1619.04 and a supplemental payment of $3358.00.

**NOTE** The below calculations are based on the Federal Tax Table of 2018 

Example 1

Assume that the supplemental payment is entered as a miscellaneous (MIS) payment and the Taxing Option selected is 1, supplemental payment with annuities applied to regular wages.

    Federal tax calculations:

        $1619.04 Gross from teaching position
       -  462.86 Annuity
        --------
         1156.18 Gross subject to federal tax
       -   00.00 Exemption amounts (married with zero)
        --------
         1156.18 Federal taxable gross amount

    According to the tax table calculations for percentage method of
    withholding:

        $1156.18 Federal taxable gross amount
       -  444.00 Threshold amount for married and biweekly table
        --------
          712.18 Amount subject to 10% tax

          712.18
       x     .10
        --------
           71.22 Tax amount on regular teaching position

         3358.00 Supplemental wages
       x    .220 Supplemental tax rate
        --------
          738.76 Tax amount on supplemental wages

           71.22 Tax on teaching job
       +  738.76 Tax on supplemental job
        --------
          809.98 Total tax for employee


Example 2

Assume that the supplemental payment is entered as a miscellaneous (MIS) payment and the Taxing Option selected is 3, supplemental payment with annuities applied to supplemental wages.

    Federal tax calculations:

        $1619.04 Gross from teaching position

         1619.04 Gross subject to federal tax
       -   73.30 Exemption amounts (married with zero)
        --------
         1545.74 Federal taxable gross amount

    According to the tax table calculations for percentage method of
    withholding:

        $1545.74 Federal taxable gross amount
       - 1177.00 Threshold amount for married and biweekly table
        --------
          368.74 Amount subject to 12% tax

          368.74
       x     .12
        --------
           44.25 Tax amount on regular teaching position

         3358.00 Supplemental wages
       -  462.86 Annuity
        --------
         2895.14 Amount subject to 22.0% tax

         2895.14 Amount subject to 22.0% tax
       x    .220 Supplemental tax rate
        --------
          636.93 Tax amount on supplemental wages

           44.25 Tax on teaching job
       +  636.93 Tax on supplemental job
        --------
          681.18 Total tax for employee


Applying the annuity to the regular wages (Taxing Option 1) results in a total tax of $809.98

Applying the annuity to the supplemental wages (Taxing Option 3) results in a total tax of $681.18

Both methods are compliant with IRS regulations regarding application of the annuity to the employee.

Using the Job Type field on JOBSCN to automatically select a taxing option for supplemental payments

USPSCN/JOBSCN includes a field called Job Type (screen 1 of 3). This is used to identify supplemental jobs and the associated taxing option to use with the job. Values for the field are "SUP1", "SUP3", or spaces.

If a "SUP1" Job Type is used, all amounts paid on this job will be taxed at the inflated supplemental rate using taxing option 1 (annuities applied to regular wages) during CALCPAY. If a "SUP3" Job Type is used, all amounts paid on this job will be taxed at the inflated supplemental rate using taxing option 3 (annuities applied to supplemental wages) during CALCPAY. The current supplemental tax rate is 22.0% for federal taxes and 3.5% for Ohio taxes. The Job Type field on JOBSCN (1 of 3) should be set prior to running INICAL or a delete and re-add will be required through UPDCAL to activate the field.

Note: If a Job Type of SUP1 or SUP3 is selected for a supplemental job and this payment is the only job being processed, any additional withholding amounts specified in the federal and/or state tax deduction records will NOT be withheld.

INICAL will check active jobs with the "SUP1" or "SUP3" Job Types and add these jobs to the current payroll using the associated supplemental taxing option.

If a job is added in USPSCN/UPDCAL and that job has a "SUP1" or "SUP3" Job Type, the taxing option will be set automatically. The taxing option will appear in UPDCAL and can be modified on these supplemental jobs if necessary.

If payments made on a job always require taxation at the 22.0% rate, you could set the Job Type on JOBSCN to "SUP1" or "SUP3" and taxation on all payments made to that job would always be at the higher rate. This might be useful for coaching or other supplemental jobs. This may eliminate the need to miscellaneous pay some jobs in UPDCAL to activate the higher tax rate.

Set Defaults Function

The Set Defaults function key allows defaults to be set for the taxing and retirement options which are required for MIS and TRM Pay Types.

When MIS or TRM pay types are being entered in add or modify mode, pressing the Set Defaults function key displays a pop-up box on the screen that allows you to select either the taxing or retirement option. Once either of these is selected, the options for each one are displayed on your screen so a default value can be selected. Refer to the available options listed in the field definitions above. The default is then retained as long as you are in the UPDCAL_CUR module. You may override the default values prior to pressing the Accept key if you wish.

This function works differently from other set default options in the USPS software. If the defaults are selected and set, the default values will not appear on the screen until the [Accept] key is pressed. Then the default values will appear. Other set default options automatically place the default values in the appropriate fields as soon as the screen is called up.

UPDCAL_CUR Errors and Warnings

The following list describes messages that may appear after UPDCAL_CUR runs.

  • Job is already being used in another payroll.
    • Only applies to districts using multiple simultaneous payrolls. The job has already been included in a current payroll for a different payroll code. The same job can not be in multiple payrolls at the same time.
  • Job is processed for 'Refund of Deduction'.
    • The job can not be added to the current payroll because it was added as a refund of deduction thru REFSCN. The employee may be deleted from REFSCN which will allow it to be added to UPDCAL_CUR.
  • Employee is concealed.
    • Indicates the job is assigned to a concealed employee and will not be included in the payroll. In order to add jobs for concealed employees, the conceal flag in BIOSCN must first be cleared.
  • Employee is Non Direct Deposit and this payroll is only Direct Deposit.
    • When INICAL was processed, the option to process only direct deposits was used. The employee selected to add is not flagged as a direct deposit employee in BIOSCN.
  • Employee is Direct Deposit and this payroll is only Non Direct Deposit.
    • When INICAL was processed, the option to process only non direct deposit employees was selected. The employee selected is flagged as being a direct deposit employee in BIOSCN and can not be added to the current payroll.
  • Job has been terminated, can not be added.
    • The job selected has been set to terminated (job status field) in JOBSCN. Terminated jobs can not be added to UPDCAL_CUR.
  • Employee is deceased, job can not be added.
    • The job selected has been set to deceased (job status field) in JOBSCN. Deceased jobs can not be added to UPDCAL_CUR.
  • Job does not have selected pay plan, can not be added.
    • The pay plan defined in JOBSCN for the job selected does not coincide with the pay plan selected to pay when INICAL was processed.
  • Pays paid = number of pays, job can not be added.
    • The numbers of pays paid equals the number of pays to be paid as defined in JOBSCN. The job appears to be fulfilled and can not be added.
  • Days worked = work days in contract, job can not be added.
    • For a non-stretch paid job (equal pays = N), if the work days in contract is greater than zero, the days worked in contract has to be less that the work days in contract. If the days worked equal the works days in contract, the contract is assumed to be fulfilled and the job can not be added to the payroll.
  • Days worked exceeds work days in contract, job can not be added.
  • Deferred posts + current will cause leave to go negative.
  • Job is already being used in another payroll.
    • Applies to districts using multiple simultaneous payrolls. The job has already bee included in another payroll that is currently in process.
  • Contract start/stop dates do not fall within period begin/end dates.
    • The job has a contract start and/or stop date defined in JOBSCN that is causing the job to be considered inactive. The contract start date is after the period ending date or the contract stop date is before the period begin date.
  • Pay accounts for the job do not equal 100%, job can not be added.
  • No pay accounts on file for job.
    • Pay account(s) information has not been added to USPSCN/PAYSCN for the job. Add the pay account information for proper charging of the employees gross.
  • Units must be specified in order to calculate an amount.
    • A unit of at least 1 needs to be entered in UPDCAL in order to allow the pay amount to be calculated. Units times rate equal amount paid.
  • Units times Rate does not equal amount charged to specific pay accounts.
    • The pay amount is being charged to specific pay accounts. The amounts entered for the specific pay account charging does not equal the total amount to be charged for the pay line. The amounts to be charged to the pay accounts should be adjusted to total the amount to be paid.
  • This job is in STRS Advance.
    • If attempting to pay a BCK (retro) payment on a job that is flagged as being in STRS advance, this warning will be issued.
    • If the BCK pay type was originated by NEWCNT or was in JOBSCN before running the actual option of STRSAD, the warning can be ignored. The software would have taken the retro amount into consideration when the advance calculations were done.
    • If the BCK pay type is being added in UPDCAL after running the actual option of STRSAD, doing so may cause the advance calculations to be out of balance when all jobs are out of the advance mode. In this instance, if the district wishes the BCK amount to be applied to the current contract, the warning can be ignored and corrections will need to be filed with STRS for this employee or employees as needed. If the BCK amount should not be applied to the current contract, the BCK type should be removed from UPDCAL.
  • Calendar xx/xxxx type xxx not found for xxxxxxxxx.
  • Calendar type xxx has no calendars on file for date range.
  • No calendar type was found for employee xxxxxxxxx, Job xx.
  • Gross pay would exceed contract obligation.
  • Contract amount paid exceeds contract amount.
  • Total carry over dock is greater than remaining contract obligation.
  • All pays must tax using 1 or 3, can not use both for employee.
    • An employee may be taxed using Supplemental taxing option 1 or 3. Both taxing options may not be used at the same time for the employee.
  • No UPDCAL posting occured; No payroll selected.
    • Applies to multiple simultaneous payrolls only. If using the USPSCN/ATDSCN posting feature to post into UPDCAL, the payroll code to process to must be selected in order to allow for proper posting.
  • Negative units unacceptable, use a negative rate instead.
    • If attempting to reverse out a previous payment that was made erroneously, use a negative rate. The units field must be a positive value.
  • Pay type affects contract amount paid for advanced job, can not be used.
    • An IRR pay type can not be used for a job in STRS advance. This pay type affects the contract amount paid and would cause a balancing problem with the STRS advance payback.
  • Job is advanced. New earnings (REG) may not be added to the job.
    • The REG pay type affects the contract amount paid. Using this pay type with a job in STRS advance would cause the STRS advance balancing to be off. The job may be paid a MIS pay during STRS advance as this pay type does not affect the contract amounts.
  • Warning: DCK pay for an STRS advanced job will affect the payback.
    • Docked wages affect the contract amount paid. Using this pay type will cause the STRS advance balancing to be off.
  • Warning: Job is in STRS advance. POF may cause pay back to be off by pennies.
    • If the contract is being paid off early using the POF pay type, it may cause the STRS advance balancing to be off by pennies due to rounding issues. The STRS advance amount is calculated on a per pay basis. By paying off the contract early, it may cause some rounding differences in the calculation.
  • Warning: Misc. pay accounts are GENERALLY 1xx object codes.
    • When specifying specific miscellaneous pay accounts, the object code normally begins with a 1 unless the fund begins with a 2, but other object codes will be accepted.
  • Warning; Budget account does not currently exist on account master file. Account will be added during AUTOPOST.
    • The pay account entered does not currently exist in USAS at the budgetary level. The budget account will be added when AUTOPOST is run to post the payroll batch file.
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