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Payroll Processing is the start of a payroll.   The options for the payroll are:

 In Progress payrolls:

or Posted prior payrolls



 The Payroll Processing program is the first program to be run in the payroll processing sequence. It initializes all active status employee records for the pay groups and pay dates specified in the program

Pre Initialization of New Payroll

  • Posting Period Current- To set Posting Period to Open and Current go to CORE/POSTING PERIOD/CREATE. .  Select the Calendar Month, enter in the Calendar Year, click the Current box and then click the  Create button. Before payroll processing begins verify that

the current posting period is displayed in the upper right hand corner of your screen.   OR

  • Posting Period Open-If you wish to begin payroll processing for the next month,  but do not want that  processing month to be current yet.  You can go to  CORE/POSTING PERIOD/CREATE  and select the Calendar Month, enter in the Calendar Year, click the  Create button.  

This will Open the next month Posting Period and allow you to begin the payroll process. The payroll that you are processing cannot be posted until the Posting Period is set to Current. You will need to go to CORE/POSTING PERIOD and click on the  next to the Posting Period

you are processing for. You will want to verify in the  upper right hand corner of your screen that the current posting period is displayed.   You can then the post the payroll.

Start Payroll Processing

  1. To begin a new Payroll Click on the  key.

You will see the following screen:

     2.  Enter a Payroll Description (this can be the date of the payroll or whatever you choose to name this payroll,)

     3.  Choose the Pay Plan from the drop down box

    • Biweekly
    • Semi-monthly
    • Monthly

     4.  Chose the Pay Cycle from the drop down box

    • First Pay of month
    • Second Pay of a two pay month
    • Second Pay of a three pay month
    • Third Pay of the month

    5.   Using the pop up calendar  choose or enter a date (XX/XX/XXXX) of your payroll Start Date.

    6.   Using the pop up calendar  choose or enter a date (XX/XX/XXXX) of your payroll Stop Date.

    7.   Using the pop up calendar  choose or enter a date (XX/XX/XXXX) of your payroll Pay Date.

If you want to Suppress Voluntary Deductions in this payroll your will want to check the box

If you want to Ignore Direct Deposits you will check the box

**Note**  If employee has multiple Direct Deposits and they choose to Ignore Direct Deposit, all Direct Deposits will be combined on one check.

If this payroll is being run for a Special Pay you will check the box

   8.  The pay groups you want to be included in this payroll need to be in the Selected box. To exclude a pay group that you do not want included in this payroll  click on the pay group and then click the button to move this pay group to the Available box on the left. If there are multiple pay groups that you do not want included on this payroll you can hit the CNTRL key on your keyboard and click on the pay groups you do not want included and then click the to move all of these pay groups to the Available box.

If a pay group needs to be added back to the Selected box click that pay group n the Selected box and click the to move that pay group into the Selected box.

    9.  You will then click the to initialize the payroll.

You will then see that the payroll is in progress and there will be a spinner  in the Status field by each pay group that is processing . Once the pay group has processed there should be a green indicator button   next to the pay group in the Status field. This indicates the pay group processed successfully.  If a red indicator button  is in the Status field this indicates that this pay group failed during processing.  You can select  to view the errors produced during this payroll.

**Note** If a change is made to a Position or Compensation, it will not be reflected in the 'In Progress' payroll.  Select 'Modify Payroll' to have this update included. But changes to Payroll Items should be reflected without 'Modifing Payroll".

Modify Payroll

From here you can Modify the payroll by clicking on Modify Payroll.   If a change is made to a Position or Compensation record  for a regular active position, it will not be reflected in the 'In Progress' payroll.  Re-run Payroll report to have the update(s) included. Changes made to Payroll Items will be reflected without 'Modifying Payroll".  Modify Payroll takes the Pay groups you select, deletes them from the Payroll and then re-initializes them, so anything you did in Current would be wiped out.  Any time you are unsure if you need to Update or not, it never hurts to run a Payroll Report first to see if the desired change took effect, and if it did, then you should be good to go.

Delete Payroll or Delete Payroll and Exceptions

 or you can Delete the payroll by clicking on Delete Payroll or Delete Payroll and Exceptions.  

-will delete payroll but will move exceptions entered in Payroll Payments – Current to Payroll Payments - Future so not lost.

- will delete payroll and exceptions entered in Payroll Payments 

The Add Pay Group Option appears after a payroll has been started. This option can be used to include multiple beginning and ending payroll dates for groups of employees as long as they all have the same pay date.  Select the  Option and supply different beginning and ending payroll dates and the applicable pay group for these dates. The pay date is the same in all cases. The Add Pay Group Option is also used to add missed pay groups to an existing payroll. Simply supply the missed pay groups in the appropriate fields:

To return to all Payroll's in Progress, click on  in the top left hand corner. You can then click on the  key to return to that specific payroll.

Pay Report

The Pay Report is to view employee earnings, deductions and accounts for the current payroll. It is used as a control sheet for payroll balancing purposes. The report also displays counts for various totals and a listing of any problems detected during the payroll process.

When you click on    the Payroll Report Options are as follows:

Payroll Report is the default file name for the Pay Report.  This can be changed by entering a new file name in the Report Title field.

Click on the drop down box to select your Sort By options (Employee ID, Employee ID, Building/District, Name, etc.)

The Report Format offers several output options. Click on the drop down box to choose your report formatting option (PDF download, Comma Separated Values, Excel, etc.}

When generating the Payroll Report there is an option to Begin Each Employee on New Page? If you want each employee on a new page you will check the box

The Include Employer Payroll Item Amounts offers the option to print board paid Payroll Items.  If not wanting to including Employer Payroll Items, uncheck the box 

The Show Only Report Totals option will only show the Report Summary of the Payroll Report. If you want only a report totals page click  the box 

Click on to create the Payroll Report. Once completed, click on to return to the Payroll Detail options

Payroll Report Example

Exit out of your Pay Report then go back to the Payroll/Payroll Processing tab and click on the  key next to your current payroll.  

Error Report 

The Error Report documents any errors encountered during the 'Initialize New Payroll' processing:

Error Report Example

Pay Item Detail Report

The Pay Item Detail Report is a detail report of employee paid Payroll Items.

The default Report Title is 'Payroll Item Detail Report' or enter in your own report title name

The Sort By options are:

  • Employee Name
  • Employer Number

Check  if wanting to start a new page for each Payroll Item?

From the Select Payroll Items box, select the Available Payroll Items  to the Selected box.

Pay Item Detail Report example

**NOTE** The Applicable Gross column is the Taxable Gross  and the Gross Wages is the Total Gross **

Budget Distribution Report

Pay Account Distribution Report

A preview of the Pay Account Distribution Report can be ran before posting payroll.  Click on

Post Payroll

Once payroll is ready to be Posted, click on the button:

Click on Post to continue with posting of payroll or Cancel to stop the posting of payroll and revert back to the Payroll Detail.

Once selected to Post payroll, the Posting Status at the left hand corner will complete in a few seconds.

There are reports and options that are created during the Posting Payroll process:

  • Pay Report
  • Error Report
  • Post Error Report
  • Pay Item Detail Report
  • Budget Distribution Report
  • Payroll Account Distribution Report
  • Un-Post Payroll
  • Process Payments
  • Email Notices 

Payroll Post Error Report

Pay Item Detail Report

The Pay Item Detail Report is a detail report of employee paid Payroll Items.

Budget Distribution Report

  • Budget Distribution Report is the default filename for the report.  This can be changed by entering a new file name in the Report Title field.
  • Due to the way the new USAS integration works , USPS-R no longer requires a USAS check number or Vendor information on the Payee record.  Therefore, the USAS Check Number and USAS Vendor Number fields can be left blank.

Payroll Account Distribution Report

Un-Post Payroll

If the payroll is not correct, there is an option to 'Un-Post' the payroll. Once the payroll is corrected, click  again  and click on .

To 'Un-Post Payroll', these are the stipulations:

  • Has to be in the Current Period  
  • No processing of Outstanding Payables for the current payroll can be processed. The option will no longer be highlighted as an clickable option.
  • The next future payroll cannot be Initialized and in Progress
  • If district has already Process Payments after Posting Payroll the first time, then had to Un-Post Payroll, they will need to select, Process Payments AGAIN, after they Post the Payroll for the second time. 

Process Payments

A Bank Account needs to be added first under Core/Bank Account before processing payments can continue.

If trying to print Direct Deposits and they are NOT printing here.

You can do either of the following to print a direct deposit:

  1. Go to Employee and un-check the Email Direct Deposit flag
  2. Go to Payments/Payroll and on the Payroll Payments tab, you can select what Direct Deposit check you want to print and then Print Payment Checks and Direct Deposits.

The Process Payments option creates the employee's Checks or Direct Deposit printing files and also assigns a Check or Direct Deposit Number


Select the Processing of the Payments: 

  • Checks
  • Direct Deposits

Output Format:

  • XML (Export)
  • PDF (Print)

Bank Account:

  • Default Bank Account

Click on the drop down box to select your Sort By options (Employee ID, Employee ID, Building/District, Name, etc.)

Select to print all Direct Deposits, whether they are email or not. (Will only appear if Direct Deposits are selected in the processing option).

Leave unchecked  to only print employees who do not have the Email option selected in the employee record.

Leave Starting Check Number blank to automatically increment highest current number.

The File Name will automatically fill in according to what Process and Output Format has been selected:

  • Checks
    • Checks.xml
    • Checks.pdf
      • Check Form - Default
  • Direct Deposits
    • DirectDeposits.xml
    • DirectDeposits.pdf
      • Direct Deposit Form - Defaullt

The beginning Direct Deposit number in the redesign is set at 100000.

Once all is entered, click on to process the payments or click on Done to exit out.

A Void Message can be added by going to SYSTEM/CONFIGURATION option and selecting 'Check Void Message Configuration' 

For samples of .XML for Printing, please go to Sample XML Files for Printing

Checks XML (Export) Example

Direct Deposits XML (Export) Example

Direct Deposits.pdf Example

Email Notices

The "Email Notifications" module must be installed in System->Modules.  Also, in System->Configuration, the Email Configuration needs at least 'Smtp Host' specified, and the Email Direct Deposit Notice Configuration needs 'From Email' specified as a "real" email address that your smtp email server will recognize.  Once this is setup, the Email Notices button will be enabled and you will be able to schedule the sending of the email notices.

The form used to generate the direct deposit notices are fully customizable, whether they are generated for printing or emailing.  The "Direct Deposit Form" option on the Email Direct Deposit Notices window allows you to choose the SSDT-provided form or your own custom form.  The district could setup one or more custom formats, one of which that excludes the sensitive information, and they would only need to select the alternate form.

Click  to email employee's Direct Deposit Notices. If wanting to email DD notices now, leave Date and Time as is and click on :

To schedule a later date to send, click on Date and Time to send email notices option and enter in your requested date and time. 

The Direct Deposit Form to be used, can be selected by the drop down box. Then click on 

Direct Deposit Notification example

Job Scheduler

To view the Scheduled Email Notices, go to Utilities/Job Scheduler

Warning Messages

Warning  No compensation to calculate hours in a day for potential partial dock absence for employee number XXXXXXXXXX, activity date: Thu Feb 14 00-00-00 EST 2013, unit: Daily, length: 1.000

Warning  Deduction RegularItem(XXX) missed on XX/XX/XXXX pay due to insufficient remaining gross for Employee: XXXXXXXXX. Error adjustment will be created.

Warning  Payable units have been adjusted to match days remaining in contract for Employee:XXXXXXXXX Job 01-This error  is in reference to the old Legacy contract. Possibly Compensation Stop date is inclusive of current payroll beginning and ending dates.

Warning  Accrued PayAmount (-287.22) is greater than remaining total accrued wages (-1066.75) for Employee: XXXXXXXXX, Position: 1

Error  Employee XXXXXXXXX - (Employee Name and Position #) is not eligible for Vacation Leave

Error  Employee XXXXXXXXX - (Employee Name and Position #) is not eligible for Sick Leave

Error  Employee XXXXXXXXX - (Employee Name and Position #) is not eligible for Personal Leave

Error  Employee SSN is null for employee #:  XXXXXXXXX, (employee name)

Error  ACH Source data is missing for direct deposit distribution code (XXX), Employee #XXXXXXXXX, Error: ACH Destination data is missing for direct deposit distribution code (701), Employee #XXXXXXXXX

Error  Total employee gross pay can not be less than zero. Please review the pay amounts in Payroll Payments - Current for this employee

Error  Employee XXXXXXXXX - (Employee Name and Position #) Non-contract job cannot be paid.  Pay unit must be Hourly.

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