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_____Pre-Steps- (This process needs to be performed initially to set up the USAS Integration. It is a one time process)

_____Installing USPS and USAS Integration Module

    •    In USPS, System/Modules
      • Click the + next to USAS Integration Module to install Module
    •    In USAS, System/Modules
      • Click the + next to USPS Integration Module to install Module 

_____Updates-If any changes/additions are needed to Employee, Position, Payroll Item, Pay Distribution, Payroll Account, etc. go to CORE or Employee Dashboard and make the necessary changes BEFORE payroll processing begins.

_____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.


_____Payroll/Payments Current or Future (Use the method of Current or Future that you are familiar with)

  • If using CURRENT- Go to Payroll/Processing and initialize payroll before going to next step.
  • Enter payroll from paysheets, time sheets, etc. using +CREATE
  • For Attendance and Absences, if you do not use another source, go to the Dashboard and find each individual employee and enter the attendance similar to ATDSCN in Classic
  •  If not familiar with DASHBOARD refer to Add Employees Process

_____Enter Attendance: 

  • Go to CORE/Employees
  • Go to Dashboard and select Employee from dropdown 
  • On the Employee Dashboard select Attendance
  • Click +CREATE to enter one day or Click + Mass Add to enter multiple days
  • Select Posting Mode Tab at top, (No Posting to Payroll, Post to Current, Post to Future)
  • Click on SAVE; Click on X to close the Display box

_____Import Attendance: (If you use an outside source- AESOP, etc to track attendance this is the next step)

  • Go to Utilities>Attendance Import
  • Enter Import detail:
    •  Attendance Import File, Click Choose File and browse for file
    • Location Code if using Location Code and it's specified on CSV File
    • Post to Payroll Processing Options (Dropdown)
    • Combine Attendance Entries (if desired)
    • Allow Negative Leave Balances (leave unchecked as this is not applicable for the Attendance option)
    • Payroll Account to charge (Dropdown)
    • Click IMPORT
    • Review Summary counts on screen
    • View ATTERR.csv (Note: Any errors can be corrected on the ACTERR.CSV file and this file can be uploaded using the Attendance Import option.)

_____Import Absence: (This is similar to importing from KIOSK, AESOP, etc or similar Attendance products)

  •     Go to Utilities>Attendance Import
  •     Enter Import detail:
    • Attendance Import File, Click Choose File and browse for file
    • Location code
    • Post to Payroll Processing Options (Choose NONE)
    • Combine Attendance Entries (leave unchecked)
    • Allow Negative Leave Balances (if applicable)
    • Payroll Account to charge (Dropdown-Defined Payroll Account for Position)
    • Click IMPORT
    • Review Summary counts on screen
    • View ATTERR.csv (Note: Any errors can be corrected on the ACTERR.CSV file and this file can be uploaded using the Attendance Import option.)

_____Payroll / Payroll Processing/ Initialize New Payroll

  •     Click Initialize Payroll (INICAL) and (CALCPAY)
  •     Enter payroll initialization detail:
    • Payroll Description
    • Pay Plan
    • Pay Cycle
    • Start date
    • Stop date
    • Pay Date
    • Select pay groups
    • Click on Initialize Payroll
    • If errors, click on Error Report, review errors and correct them.

_____Pay Report (PAYRPT)

    • Click on Pay Report
    • Report Options:
      • Report Title
      • Sort by
      • Report Format
      • Begin each employee on new page (check or uncheck)
      • Include Employer Payroll Item amounts (check or uncheck)
      • Show only report totals (check or uncheck)
      • Click Generate Report
    • Check report for accuracy
    • Click Browser Back Button
    • Click Error Report
      • View Error Report  for errors
    • Correct errors, go back to Payroll, Click MODIFY, click the checkbox left of the word "Code" and Click "Update Payroll"

_____Post Payroll (CHKUPD)

  • Go to Payroll/Payroll Processing>In Progress Tab and Click Detail
  • Click POST PAYROLL (CHKUPD)
  • Click Post
  • Click Budget Distribution Report
  • Enter Details:
    • Report Title
    • USAS Check Number ________
    • USAS Vendor Number ________
    • Click  Generate Report
  • Click Browser Back Button
  • Click Payroll Account Distribution Report

_____Processing Payments (CHKPRT)

  • Click Payroll Processing/Process Payments
  • Select Payment options:
    • Processing (Select Direct Deposits)
    • Output Format (Click on XML)
    • Bank Account (Dropdown)
    • Sort Option
    • File Name (Auto Populated)
    • Click on Process Payments
    • Transfer Direct Deposit XML file to check printing software
  • If physical checks in payroll, run Payroll Processing/Process Payments option again
  • Select Payment options:
    • Processing (Select Checks)
    • Output Format (Click on XML for check printing software or PDF for format checks)
    • Bank Account (Dropdown)
    • Sort Option
    • File Name (Auto Populated)
    • Click on Process Payments

_____Create the direct deposit ACH tape file for bank

  • Reports/ACH Submission
    • Pay Date- default is Current Pay Date
    • ACH Source - Choose Destination Payroll/ACH Transfer
    • Include Employee SSN - Choose from Dropdown    
    • Sort by - Choose from Dropdown
    • Report Format - Choose from Dropdown
    • Under Historical Payrolls choose pay wanting to create file by checking checkbox
    • Click GENERATE REPORT
    • Review report
    • Click the  Convert Pre-Notes on ACH File Submission Generation checkbox
    • Click CREATE SUBMISSION FILE

_____Create the HSA ACH tape file for bank (if Applicable)

  •   Reports/ACH Submission
    • Pay Date- default is Current Pay Date
    • ACH Source - Choose Destination Payroll/ACH Transfer
    • Include Employee SSN - Choose from Dropdown
    • Sort by - Choose from Dropdown
    • Under Historical Payrolls choose pay wanting to create file by checking checkbox
    • Click Generate HSA Submission file

_____Processing Outstanding Payables(Paying Deductions) (PAYDED)

  • Go to Processing/Process Outstanding Payables
  • This will list all Unpaid Payables from previous payrolls
  • There are 4 tabs to choose from according to preference
  • Select correct Pay Cycle and move to Selected Box
  • Select Items to be paid by clicking the box next to each item or select all.
  • Select Per Payee or Per Item Type
  • Click POST


_____To PRINT Outstanding Payables Checks

  • Core/Payments/Payee Payment Checks
  • Filter Grid to find only checks you want to print (Transaction Date, Status)
  • Click Checkbox next to checks to print
  • Click PRINT CHECKS tab
    • Choose output format
    • Choose bank account from Dropdown
    • Starting Check Number
    • File Name
    • Click Process Payments


_____Post Payroll to USAS (AUTOPOST)

_____In USPS:

    • Click on the USAS Integration tab
    • Click Account Synchronization
    • "Account Synchronization request successfully sent to USAS" will appear 
    • Click on the USAS Integration tab
    • Click on Payroll Submission
    • Select the payroll to be posted and click POST TO USAS; a success message will appear
    • A list of all accounts and amounts will appear.  After reviewing, click POST TO USAS, a success message will appear
    • Once approved or rejected on the USAS side, this page will be updated with the status.

_____In USAS:

  • Select Transactions/Pending Transaction from the Menu
  • A grid of Pending Transactions will appear
    • edit the one you select and review the details of the transaction
    • There are 3 options: POST, REJECT or VALIDATE
    • Post - A popup will display containing "Pending Transaction Post Options"
      • Electronic is selected by default; 
      • select a Transaction Date
      • choose the Bank Account you wish to use. 
      • Click POST,  This will post the Disbursement.
  • The Disbursement is in the UI via Transactions/Disbursements.
    • REJECT - if rejecting the payroll pending transaction a reason can be posted in the popup display box.
      • Click REJECT



_____Processing Board Distributions (BRDDIS)

  • Go to Reports/Employer Distributions
    • Enter Report Title (Default is Employer Distrib)
    • Select a Start Date
    • Select an End Date
    • Choose a Pay Cycle (Dropdown-leave blank if selecting any pay cycle)
    • Select a Specific Appointment Type (Dropdown-leave blank to select all appointment types)
    • Check Use Only Employer Distribution Accounts (if only want accounts marked as board distribution to be included)
    • Click Generate Report

______Posting Board Distributions (AUTOPOST BRDDIS)


  • Click on the USAS Integration tab
  • Click Account Synchronization
  • "Account Synchronization request successfully sent to USAS" will appear
  • Go to USAS Integration
  • Click Employer Distributions Submission
  • Enter Start Date
  • Enter Stop Date
  • Enter Pay cycle (if applicable)
  • Enter Specific Appointment Type (If applicable)
  • Check Use Only Employer Distribution Accounts (if only want accounts marked as board distribution to be included)
  • Select the payroll items you wish to process
  • Click Show Submission Preview
  • Click Submit to USAS


_____Processing SERS New Hire Report

  • Go to Reports/SERS New Hire Report 
    • To create a report click Generate Report
    • To create a submission file click Generate File


_____Processing STRS New Hire Report

  • Go to Reports/STRS New hire Report
    • To create a report click Generate Report
    • To create a submission file click Generate Submission File
    • To create a submission file and submit to STRS click Generate Submission File and Submit to STRS


_____Processing a SERS Per Pay Report

  • Go to reports/SERS Per Pay Report
    • Choose your sorting option (Dropdown)
    • Check box if you wish to Begin Each Employee on a New Paage
    • Show Detail on Report should be checked
    • Show Informational Messages on Report should be checked
    • Enter the eSERS Pay Cycle
    • Enter the eSERS Pay Cycle Code
    • Enter or choose Begin Date
    • Enter or choose End Date 
    • Enter or choose Pay Date
    • Click Generate Report

_____Creating a SERS Per Pay Submission file

    • All previous data from report generation should still be populated 
    • Set Employees Within Submission File As Reported to SERS should be checked
    • Click Generate Submission File
    • Click Link to eSERS login and and upload the tape file
    • If you are only creating an adjustment file click Generate Submission File for Adjustments Only

_____Processing a STRS Report

  • Go to Reports/STRS Report
    • Choose your sorting option (Dropdown)
    • Choose the Payment Method (Dropdown)
    • Enter in the Check or Transaction Number 
    • Choose the Report Format (Dropdown)
    • Click the check box next to the payroll you wish to create a report for
    • Click Generate Report


_____Creating a STRS Submission file

    • All previous data from report generation should still  be populated 
    • Click Generate Submission File
    • Click Generate Submission File and Submit to STRS


_____Processing an ODJFS New Hire Report and Creating an ODJFS tape file

  • Go to reports/ODJFS New Hire Report
    • Double Click or click the employee(s) name and click the right arrow under New Employees
    • New employees should now be in the Employees to report box
    • Click Generate Report
    • To create the tape file Click Generate Submission File


____Creating an AFFORD report

    • Go to reports/AFFORD
    • Choose your sort option (Dropdown)
    • Enter or choose your Beginning Date
    • Enter or choose your Ending Date
    • Check the Exclude based on termination date box (if applicable)
    • Check the Exclude employees with insurance box (if applicableb)
    • Choose Calculate based on number of week or months (Dropdown)
    • Choose Calendar for calculating breaks (Dropdown-if applicable)
    • Select Pay Groups under Available by double clicking pay group or clicking on pay group(s) and clicking right arrow
      • All chosen pay groups should be under the Selected box
      • If choosing specific employee(s) select the employee by double clicking on the name or click on the employee name(s) and click the right arrow.
      • Click Generate Report
      • All previous data from report generation should still be populated
      • Click Generate CSV


_____PROCESSING LEAVE ACCRUALS

  • Click Processing/Benefit Update and Projection
    • Enter in Report Title (default is Benefit Accrual Report)
    • Choose Accrual or Projection  (dropdown)
    • Choose Benefit Accrual Options (dropdown)
    • Enter or choose Specific Accrual Date
    • Check Include ineligible Positions (if applicable)
    • Choose Sort Option (dropdown)
    • Select Pay Groups by double clicking on the pay group name(s) or single clicking and hitting the right arrow.
    • Click Generate Report

























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