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Published December 5th7th, 2016                                                                                                                      


The Payroll Process in the Redesign

Under the 'Payroll' menu, 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. 

Under the Payroll menu, select Payroll Processing option   

Under Payroll Processing, you will see ‘In Progress’ and ‘Posted’ Payroll tabs:

    • In Progress payrolls are payrolls started but not yet completed
    • Posted Payrolls are all prior payrolls that are completed

Here are the steps to running a payroll in the Redesign:
  • To begin a new Payroll Click on the button.
    • Enter a Payroll Description (this can be the date of the payroll or whatever you choose to name this payroll,)
    • Choose the Pay Plan from the drop down box (Biweekly, Semi-monthly, monthly,)
    • Chose the Pay Cycle from the drop down box (First Pay of Month, Second Pay of Two pay Month, etc,)
    • There are separate pop-up calendars  to select your payroll Start Date, Stop Date and Pay Date.
    • If you want to Suppress Voluntary Deductions in this payroll you will want to check the box
    • There are also check boxes if you want to Ignore Direct Deposits or if this payroll is being ran for a Special Pay.
    • Use the Select Pay Groups table to move pay groups you want included in this payroll into the 'selected' column. Use  to move pay group to the 'Selected' column and use  to move them back to 'available' column.
    • Next, 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.


From here you can use the following options displayed at the bottom of the page:

  • Modify the payroll by clicking on Modify Payroll
  • Delete the payroll by clicking on Delete Payroll or Delete Payroll and Exceptions.
  • To return to all payrolls in progress, click onin the top left hand corner. You can then click on the button to return to that specific payroll.
  • 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.
  • The Error Report documents any errors encountered during the 'Initialize New Payroll' processing.
  • Once payroll is ready to be posted, click on the  button.  

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


  • Reports generated during the Posting Payroll process include Budget Distribution Report and Payroll Account Distribution Report
  • If the payroll is not correct, click on  Unpost to unpost the payroll.  The Payroll to be 'Unposted', has to be in the Current Period or an error will be created:
  • The Process Payments option creates the employee's Checks or Direct Deposit printing files:


USAS-R Vendors

Changes in number tracking


I'm dreaming of a... multi-vendor PO without having to create a vendor number for it!  Classic USAS requires a vendor be created for 'multi-vendor' purposes on a purchase you want to pay several vendors against.   Classic also requires you to track a separate set of vendor numbers for memo processing (a.k.a. 900000 numbers).  Our gift to you this year.... no unnecessary numbers need to be assigned for these types of transactions in the redesign. 

Memo Vendors

When creating a vendor, you will assign a ‘Default Payment Type of either Check, Electronic or ACH.  (The ACH feature is not available in USAS-R yet). 

If you are creating a memo-type of expenditure, where a physical check is not needed, you will select the ‘Electronic’ option.  As for the vendor number, you can let it auto assign to the next available number on the system or enter a vendor number of your choosing.   You no longer need to assign a number within the specific range of 900000-999999 for a memo-type transaction.  The redesign will differentiate between a “regular’ vendor and a ‘memo’ vendor based on the ‘default payment type’, not the vendor number assigned.


In Classic, you need to create a vendor number and flag it as a multi-vendor in order to create a multi-vendor PO.  Multi-vendor numbers do not exist in the redesign.  If you create a requisition or purchase order with the intention of paying different vendors against it, you will leave the vendor field blank on the requisition or PO.  A requisition and/or purchase order do not require a vendor to be entered.  When you are ready to ‘fill’ the invoice via the AP Invoice module, the system will know this must be a multi-vendor PO and will require a vendor be entered for that particular invoice.


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USXS-R Reports

After logging into the redesign, at the 'Home' page, any favorite reports will be displayed so they are easily accessible. Click on to generate the report.

In order to mark a report as a favorite, access 'Report Manager' under 'Reports' and checkmark the 'favorite' column on the specified report.



















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Gotta love the Grids!

With Classic's web-based programs, everyone has the same query fields and they can't be modified. The redesign grids have drastically improved data queries in the software. Customizing is key to the grid and is a great way to tailor your queries to your specific needs. The columns you want included on your cash grid can be entirely different than your budget grid. Your attendance grid can be customized to only include columns that make sense to you. The columns you want to include or remove in each grid is entirely up to you and it's just for you. Once you customize your grid, it will not change unless modify it. If you want to test out the grid formats in USXS-R, please contact your ITC. They can set up a test instance of your district data so you can see just how flexible the grid formats are!