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Attendance Detail Screen

  • Activity Date
    • The date of the absence, accumulation, attendance, or adjustment.
  • Appointment Type
    • Designated as either Certified or Classified.
  • Benefit Balances
    • The amount of leave (Sick/Personal/Vacation) that an employee has accumulated.
  • Category
    • Designated as one of the following:
    • Attendance
    • Calamity
    • Dock
    • EMIS Absence
    • EMIS Attendance
    • Holiday
    • Jury Duty
    • Military
    • ODJFS Adjustment
    • Other
    • Personal
    • Professional
    • Retirement Adjustment
    • Sick
    • Substituting
    • Unknown
    • Vacation
  • Deferred Posting Status
    • Used to track the status of any Absence type entries that are posted to a category type of Sick, Vacation, or Personal. The flag indicates if the leave balance has been adjusted by the entry. The following values may be used:
      • "U"
        • Indicates a deferred absence entry which has not been posted. The leave balance has not been adjusted by this entry. These will show as Status = "D" on the Attendance Detail screen.
      • "I"
        • Indicates a deferred absence entry is "In Process" with the current payroll. The leave balance has been adjusted by this entry. These will show as "I" on theAttendance Detail screen.
      • "P"
        • Indicates the absence entry has been posted. The leave balance has been adjusted by this entry. For districts not using deferred posting, the Absence entry will be set to "P" upon entering the transaction on the Attendance Detail screen. For districts using deferred posting, the Absence entry will be set to "P" when CHKUPD is ran.These will show as status "P" on the Attendance Detail screen.
      • "*"
        • Indicates an entry priorto the v4.2 conversion. These entries have all been "Posted" (leave balance has been up dated). The Attendance Detail screen status field will be blank for these entries.

First Name

    • The employee's first name.
  • Id Number
    • The employee's identification number.
  • Job Number
    • The job number associated with this entry.
  • Last Name
    • The employee's last name.
  • Length
    • The length of the absence, accumulation, adjustment, or attendance.
  • Middle
    • The employee's middle name.
  • Pay Date
    • The pay date associated with this entry.
  • Sub Category
    • Can be used to further define the reason (or category) for the entry. User defined.
  • Suffix
    • The employee's name suffix.
  • Transaction Type
    • Designated as one of the following:
    • Absence
    • Accumulation
    • Adjustment
    • Attendance
  • Unit
    • Designated as one of the following:
    • Days
    • Hours
  • USAS Posting Status
    • Indicates whether the entry has been posted to the USAS files by LEVPRO.
  • USPS Posting Status
    • Indicates whether the entry has been posted to the employee master file.

Benefit Detail Screen

  • Accumulation Per Month
    • The amount of leave units(Sick/Personal/Vacation) accumulated per period.
  • Advance Leave Used
    • The amount of advanced sick leave used.
  • Balance
    **The amount of leave (Sick/Personal/Vacation) that an employee has accumulated.
  • Deferred
    • The amount of deferred leave (Sick/Personal/Vacation) that has accumulated. This field is used only for those districts who are set up to use deferred posting.
  • Employee Id
    • The employee's identification number.
  • Maximum
    • The maximum amount of leave (Sick/Personal/Vacation) that is allowed to be accumulated.
  • Maximum Advance Leave Allowed
    • The maximum amount of advanced sick leave allowed.
  • Name
    • The employee's name (includes first name, middle initial, last name, and suffix).
  • Reset Value
    • The reset value for leave (Sick/Personal/Vacation).
  • Unit
    • Indicates whether benefits are recorded as 'Hourly' or 'Daily.'

Date Code Detail Screen

  • Date Code
    • User defined code that is descriptive of the type of date the record represents.
  • Description
    • Description of the type of date the record represents.

Deduction Detail Screen

  • 2nd Pay To Name
    • A second optional payee name for the deduction
      checks.
  • 2nd Street Address
    • A second line of street address for the deduction
      company.
  • Abbreviation
    • The abbreviated deduction company name that
      is printed on check stubs.
  • ACH Transfer Id
    • This field is used with the Health Savings Account (HSA) annuity type. This field is optional. If you wish to create an ACH tape file for HSA accounts, then a valid ACH Id must be
      entered.
  • ACH Transfer Type
    • This field is used with the Health Savings Account (HSA) annuity type. This field is optional. If you wish to create an ACH tape file for HSA accounts, then a valid ACH type must be
      entered.
  • Annuity Type
    • Possible values include:
    • Other
    • Section 125 Health Savings Acct
    • Section 125 Non Wages
    • Section 125 Wages
    • Type-401A
    • Type-401K
    • Type-403B
    • Type-408K
    • Type-457
    • Type-501C
    • For Section 125 annuities, please contact legal or tax advisors for information on processing.
  • Assign to Job Level
    • This field is used to be able to assign deductions to specific jobs.
  • Board Deductions to Tax
    • The deduction code(s) for which the board paid amounts are to be taxed by the municipality (if the municipality taxes board paid amounts).
  • CCA Code
    • The city tax code used for reporting to CCA (Central Collection Agency).

CCA Code Description The description of tax as defined by CCA
(Central Collection Agency).

  • Cert. Object Code
    • The account code that determines the board distribution of funds for certified employees.
  • City
    • The city where the deduction company is located.
  • Class. Object Code
    • The account code that determines the board distribution of funds for classified employees.
  • Code
    • This must be a numeric value in the range 001 - 998
  • Designated Roth
    • Applies only to 'Regular' type deductions; possible values are:
    • Contributions to 401K
    • Contributions to 403B
    • None
  • Electronic Remittance
    • Indicates whether the deduction information will be transmitted electronically.
  • Exempt Annuities
    • Indicates whether the city withholding taxes honors annuities.
  • Fax Number
    • The fax number of the deduction company.
  • Honor Annuities:
    • 125 Non Wages Indicates whether the city honors this type of annuity.
  • 125 Wages
    • Indicates whether the city honors this type of annuity.
  • 401A
    • Indicates whether the city honors this type of annuity.
  • 401K
    • Indicates whether the city honors this type of annuity.
  • 403B
    • Indicates whether the city honors this type of annuity.
  • 408K
    • Indicates whether the city honors this type of annuity.
  • 457
    • Indicates whether the city honors this type of annuity.
  • 501C
    • Indicates whether thecity honors this type of annuity.
  • Other Annuity
    • Indicates whether the city honors this type of annuity.
  • Name
    • The name of the deduction company to whom the deduction amount will be sent.
  • OSDI
    • The OSDI code of the district to which the payment is due. (Used for W2 processing only.)
  • Other Object Code
    • The account object code that defines board distribution of funds for other object codes.
  • Pay To Name
    • An optional payee name for the deduction check.
  • Payment Cycle
    • This field is used to code the payment cycle for deductions. Possible values are:
    • Every Payroll
    • Monthly
    • Quarterly
    • Annually
    • None
    • User Defined-1
    • User Defined-2
    • User Defined-3
    • User Defined-4
    • User Defined-5
    • User Defined-6
    • User Defined-7
    • User Defined-8
    • User Defined-9
  • Phone Number
    • The phone number of the deduction company.
  • Print Board Amounts
    • This field indicates whether board amounts should be printed on pay stubs.
  • Required
    • This field indicates whether this deduction code is required. Possible values are:
    • Not Required
    • May Be Required
    • Required
    • Deductions marked as ''Not Required' will not appear on BRWSCN.
  • Rita Code
    • The city tax code used for reporting to RITA (Regional Income Tax Authority).
  • Rita Code Description
    • The description of tax as defined RITA (Regional Income Tax Authority).
  • State
    • The state where the deduction company is located.
  • State Id
    • The state tax ID number used for W2 processing of other state taxes. (Used for W2 processing only.)
  • Street Address
    **The street address of the deduction company.
  • Tax Board Amounts
    **Indicates whether this municipality taxes board paid amounts.
  • Tax Entity Code
    • The entity code required for the magnetic tax reporting of cities. (Used for W2 processing only.)
  • Tax FICA Pickup
    • The flag which indicates whether the city an employee is taxed by, taxes the medicare and FICA pickup.
  • *Tax NonCash Earnings
    • This field indicates whether this city deduction code taxes the values for the NonCash (NC) pay types.
  • Vendor
    • The vendor number used by the BRDDIS program. The PAYDED program also uses this number to combine checks payable to the same deduction company.
  • W2Abbreviation
    • The abbreviated deduction company name used on the printed W2 form.
  • Zip Code
    • The zip code of the deduction company's address.

EMIS Entry Screen

  • Important
  • Please note that depending on the level of your security access you may or may not be able to view all of the following fields described.

Staff Demographic Fields

  • Absence Days
    • The number of absence days.
  • Attendance Days
    • The number of attendance days.
  • Authorized Years
    • The total number of years experience that the employee is authorized to claim.
  • Birth Date
    • The birth date of this employee.
  • State Assigned ID
    • For certificated employees, the Ohio Credential ID (License or Certificate #) should be entered
      to allow for proper EMIS reporting. For non-credentialed employees, the system will assign a Z-id when USPEMS/USPEMX is run.
  • Degree Type
    • Represents the level of formal education the employee has completed.
    • Non Degree
    • Associate
    • Bachelors
    • Masters
    • Education Specialist
    • Doctorate
    • Other
    • Less Than High School Diploma
    • High School Diploma
    • GED Diploma
  • ECE Qualification
    • This field indicates the degree major for employees of early childhood education programs.
    • Not Applicable
    • Child Development
    • Early Childhood Education
  • EMIS ID
    • The employee's state staff ID. This is only required if the employee is reportable to EMIS and the SSN is not available.
  • Gender
    • The gender of this employee.
    • Male - this employee is a man
    • Female - this employee is a woman
  • Long Term Illness
    • The number of days missed that meet the necessary requirements to be considered long term illness.
  • Other Credentials
    • This field is for persons hired for Early Childhood programs who do not have a certificate or degree. It allows the tracking of their credential status.
    • Not Applicable Working toward a CDA (Child Development Associate)
    • CDA Completed
    • No CDA and not working toward a CDA
    • Working toward a Associate Degree
  • Primary Race
    • The employee's race.
    • Asian or Pacific Islander
    • Black, Non-Hispanic
    • Hispanic
    • American Indian or Alaskan Native
    • Multiracial
    • Not Specified
    • White Non-Hispanic
  • Hispanic/Latino
    • This field specifies whether the employee is Hispanic or Latino.
  • White
    • This field specifies whether the employee is White.
  • Black
    • This field specifies whether the employee is Black
  • Asian
    • This field specifies whether the employee is Asian
  • Amer Indian/Alaska Native
    • This field specifies whether the employee is American Indian or Alaska Native.
  • Nat Hawai/Pac Islander
    • This field specifies whether the employee is Native Hawaiian or other Pacific Islander.
  • Report to EMIS
    • This field determines if this employee is considered reportable to EMIS.
    • No - do not report this employee's information to EMIS
    • Yes - report this employee's information to EMIS
  • Semester Hours
    • Valid for certified employees only; this represents the total number of semester hours of recognized college training that have been completed.
  • Total Years
    • The employee's total number of years of experience. This field is intended to be used for tracking teaching experience for certificated staff.

Staff Employment Fields

  • Appointment Type
    • The classification of the employee's position. Can be Certificated, Classified, Internship, Six hour lay teacher, or Veteran per ORC 3319.283.
  • Building IRN
    • The information return number for the building in which the employee is working.
  • Employ./Start Date
    • The employee's date of hire.
  • Exp. Current Class
    • Indicates the total years of experience an employee has in their current position. This field is for certificated employees.
  • Extended Service
    **The number of days for which extended service is claimed. This field is used only for certificated employees.
  • High Grade
    • Used to report the highest grade level the employee is to teach or supervise. This is a required field for paraprofessionals hired under DPIA funding and is also desired for Principals and Assistant Principals.
  • HQPD
    • High quality professional development, field is used to categorize those staff members which are required to participate in high quality professional development as defined by the No Child Left Behind Act of 2001 in Title IX, Section 9191(34)
  • Local Contract/Job
    • The job number associated with this entry.

Low Grade

    • Used to report the lowest grade level the employee is to teach or supervise. This is a required field for paraprofessionals hired under DPIA funding and is also desired for Principals and Assistant Principals.
  • Optional EMIS Contract Fields:FTE
    • Contains the full time equivalency of the position assignment for EMIS reporting purposes. This is only required if the EMIS FTE differs from that in the 'Salary Schedule: FTE' field found on the Position screen.
  • Optional EMIS Contract Fields:Len. Wrk Dy/Hrs Dy
    • Contains the number of hours worked per day on this job to be reported to EMIS. This is only required if the EMIS hours per day differs from that in the 'Hours Per Day' field on the Position screen.
  • Optional EMIS Contract Fields:Pay/Cont. Amount
    • The contract amount to be reported to EMIS. This is only required if the contract amount wanting to be reported differs from the amount the system automatically calculates.

Optional EMIS Contract Fields:Work Days

    • The number of EMIS work days for this job.
  • Position Code
    • A code that is associated with the position assignment of the employee. A list of possible codes can be accessed through the pop-up field help for this field.
  • Position Funding: Assignment Area
    • Defines the code of certain employees more completely in regards to funding.
  • Position Funding: Code
    • The fund source from which the employee is paid for the position code indicated.
  • Position Funding: Percent
    • The percentage from which the employee is paid from the corresponding fund source.
  • Position Status
    • Identifies the employee's current employment relationship with the school board.
  • Position Type
    • Used to identify the taxing option to be used when paying a supplemental job.
    • SUP1 - all amounts paid on this position will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the regular wages. No annuity amounts are applied to the wages that will be taxed at the federal supplemental withholding rate.
    • SUP3 - all amounts paid on this position will be taxed at the federal withholding rate for supplemental payments. When choosing this option all annuity amounts for the employee are applied to the wages being taxed at the supplemental withholding rate. No annuity amounts are applied to the regular wages.
    • If neither of these options apply to this position, the field should be left blank.
  • Qualified Parapro
    **Indicates whether an instructional paraprofessional is required to meet the qualified paraprofessional requirements of the 2001 No Child Left Behind Act in FY2004 and whether or not those requirements have been met.
  • Report To EMIS
    • States whether or not this job information should be reported to EMIS
    • Yes - the employee job information should be reported to EMIS
    • No - the employee job information should not be reported to EMIS
  • Salary Amount
    • Indicates where the job is placed on the salary schedule. This amount is for informational purposes.
  • Salary Type
    • Can be Hourly, Annual, or blank.
  • Separation Date
    • Used to indicate the date the employee separated from the position.
  • Separation Reason
    • The reason that the employee is no longer performing this position.
  • Special Education FTE
    • The full time equivalency for this position in regards to special education.

Contractor (CJ) Fields

  • Job Number
    • Any number from 01 to 99. The job record with this job number must exist in USPS.
  • Position Code
    • The code associated with the position assignment of the employee.
  • District IRN
    • The IRN of the resident/educating district contracting with the ESC or other EMIS reporting
      entity for a staff member in a specific position.
  • Position FTE
    • The full-time equivalency of the position expressed as a percentage.

EMIS Contract Detail Screen

  • Federal Tax ID
    • A nine digit number that uniquely identifies an organization or an individual for federal tax purposes.
  • Position Code
    • The code that would have been assigned to an employee of the district who completed the work covered in this contract if the district had hired an employee instead of a contractor.
  • Local Contract Code
    • A unique number assigned by the school district that differentiates among multiple contracts with the same contractor with the same position code.
  • Contractor Name
    • Name of the contractor being reported.
  • Contract Amount
    • The total dollar value of the contract for the current fiscal year (July 1-June 30).
  • Start Date
    • The start date stated in the contract, even if the start date was in a prior fiscal year.
  • End Date
    • The end date stated in the contract, even if the end date is in a future fiscal year.
  • Hours Per Week
    • The total hours per week worked under this contract related to this position code.
  • Based on Service
    • Indicates if the contract language requires specific services to be performed as a critical requirement of the contract.
  • Based on Hours
    • Indicates if the contract language requires a specific number of hours of services to be performed as a critical requirement of the contract.
  • Based on People
    • Indicates if the contract language requires a specific number of individuals to be provided as a critical requirement of the contract.
  • Fund Source
    • The fund source from which this contract is paid.

Employee Detail Screen

  • Important
  • Please note that depending on the level of your security access you may or may not be able to view all of the following fields described.

Employee Identification Fields

  • Employee ID
    • The employee's identification number.
  • SSN
    • The employee's social security number.
  • EMIS ID
    • The employee's state staff ID. This is only required if the employee is reportable to EMIS and the SSN is not available.
  • Conceal
    • This field controls whether an employee is considered concealed. If an employee is set as concealed they can be excluded from display in certain screens and reports.
    • No - Employee is not concealed.
    • Yes - Employee is concealed.

Employee Name and Address Fields

  • First
    • The employee's first name.
  • Middle
    • The employee's middle name.
  • Last
    • The employee's last name.
  • Suffix
    • The employee's suffix if applicable. For example JR, SR, III. etc.
  • Street
    • The address of the employee's residence.
  • Street 2
    • This is a secodary address line. It can contain apartment or suite numbers, attention lines, etc.
  • City
    • The city in which the employee resides.
  • State
    • The state in which the employee resides.
  • Zip
    • The employee's zip code.
  • Foreign Address
    • This flag determines whether the employee's address is in a country other than the United States of America.
    • No - The employee does not have a foreign address
    • Yes - The employee does have a foreign address
  • Country
    • The employee's country of residence. This field is not required if the employee resides in the
      United States of America.
  • Province
    • The employee's province if applicable.
  • Postal Code
    • The employee's postal code if applicable.

Employee Legal Name Fields

  • First
    • The employee's legal first name. This name will be used for printing on the employee's W2.
  • Middle
    • The employee's legal middle name. This name will be used for printing on the employee's W2.
  • Last
    • The employee's legal first name. This name will be used for printing on the employee's W2.
  • Suffix
    • The employee's legal suffix if applicable. For example JR, SR, III. etc. This suffix will be used for printing on the employee's W2.

Employee Contact Information Fields

  • Email
    • The employee's email address.
  • Phone
    • The employee's home or primary telephone number.
  • District Phone
    • The employee's work telephone number.
  • Unlisted
    • This field is used to represent whether the employee's home telephone number is unlisted.
    • No - The employee's telephone number is not unlisted
    • Yes - The employee's telephone number is un listed
  • District Extension
    • The employee's work telephone extension.

Additional Employee Information Fields

  • Eligible for Retirement
    • This field is used to determine if the employee is eligible for retirement.
    • No - The employee is not eligible for retirement.
    • Yes - The employee is eligible for retirement.
  • Long Term Illness
    • The number of days missed that meet the necessary requirements to be considered long term illness.
  • Report to EMIS This field determines if this employee is considered reportable to EMIS.
    • No - do not report this employee's information to EMIS
    • Yes - report this employee's information to EMIS
  • Gender
    • The gender of this employee.
    • Male - this employee is a man
    • Female - this employee is a woman
  • OSDI Code
    • The Ohio school district income tax code that applies to the employee if applicable.
  • Marital Status
    • The employee's marital status.
    • Unstated - employee's marital status is not known
    • Single - the employee is unmarried
    • Married - the employee is married
  • Direct Deposit
    • This field indicates whether the employee receives their pay through direct deposit.
    • No - Employee does not receive pay via direct deposit
    • Yes - Employee does receive pay via direct deposit
  • Spouse's First Name
    • The first name of the employee's spouse if applicable.
  • Email Direct Deposit
    • This field specifies whether the employee receives their direct deposit notice via e-mail.
  • Primary Race
    • The employee's race.
    • Asian or Pacific Islander
    • Black, Non-Hispanic
    • Hispanic
    • American Indian or Alaskan Native
    • Multiracial
    • Not Specified
    • White Non-Hispanic
  • Hispanic/Latino
    • This field specifies whether the employee is Hispanic or Latino.
  • White
    • This field specifies whether the employee is White.
  • Black
    • This field specifies whether the employee is Black
  • Asian
    • This field specifies whether the employee is Asian
  • American Indian/Alaska Native
    • This field specifies whether the employee is American Indian or Alaska Native.
  • Native Hawaiian/Pacific Islander
    • This field specifies whether the employee isNative Hawaiian or other Pacific Islander.
  • Check Distribution
    • Unique code used for sorting and selection of payroll checks.
  • Handicap Status
    • Indicates whether or not the employee is handicapped.
    • No - The employee is not handicapped
    • Yes - The employee is handicapped
  • Degree Type
    • Represents the level of formal education the employee has completed.
    • Non Degree
    • Associate
    • Bachelors
    • Masters
    • Education Specialist
    • Doctorate
    • Other
    • Less Than High School Diploma
    • High School Diploma
    • GED Diploma
  • Multilingual
    • Indicates whether the employee is fluent in more than one language.
    • No - The employee is not multilingual
    • Yes - The employee is multilingual
  • ECE Qualification
    • This field indicates the degree major for employees of early childhood education programs.
    • Not Applicable
    • Child Development
    • Early Childhood Education
  • Semester Hours
    • Valid for certified employees only; this represents the total number of semester hours of recognized college training that have been completed.
  • Other Credentials
    • This field is for persons hired for Early Childhood programs who do not have a certificate or degree. It allows the tracking of their credential status.
    • Not Applicable
    • Working toward a CDA (Child Development Associate)
    • CDA Completed
    • No CDA and not working toward a CDA
    • Working toward a Associate Degree
  • Sub Days
    • This field specifies the days of the week a substitute prefers to work.
  • ODHS New Hire Date
    • This field specifies the date the employee was hired and is the date used for reporting to the Ohio Department of Human Services. If this field is left blank, the value in the Hire Date field will be entered by default.
  • Reported
    • This field specifies whether the employee has been reported to the Ohio Department of Human Services.
    • No - Employee has not been reported to ODHS.
      **Yes - Employee has been reported to ODHS.

Employee Date Fields

  • Birth
    • The birth date of this employee.
  • Last Evaluation
    • The date of the last evaluation the employee has recieved.
  • Hire Date
    • The employee's date of hire.
  • Next Evaluation
    • The date of the employee's next scheduled evaluation.
  • Last Paid
    • The last pay date on which the employee was paid. This field is updated by the system for each payroll the employee is paid in.
  • Contract Renewal
    • The date on which the employee's contract was renewed.
  • Termination
    • The date on which the employee's employment is considered terminated. This field is used to determine the length of the employment relationship when calculating service credit for STRS employees.
  • Limited Contract Expiration
    • The date on which the employee's limited contract will expire.

Employee Experience Fields

  • Total
    • The employee's total number of years of experience. This field is intended to be used for tracking teaching experience for certificated staff.
  • Ohio Public
    • The number of years experience the employee has teaching in an Ohio public school.
  • Authorized
    • The total number of years experience that the employee is authorized to claim.
  • Ohio Private
    • The number of years experience that the employee has teaching in an Ohio private school.
  • Building
    • The number of years experience that the employee has in their currently assigned building.
  • Non-Ohio Public
    • The number of years experience that the employee has teaching in a public school in a state (or states) other than Ohio.
  • District
    • The number of years experience that the employee has in their current school district.
  • Non-Ohio Private
    • The number of years experience that the employee has teaching in a private school in a state (or states) other than Ohio.
  • Ohio Private
    • The number of years experience that the employee has teaching in an Ohio private school.
  • Accredited District
    • The number of years experience that the employee has at an accredited school district.
  • Military
    • The number of years of qualifying military experience that the employee has.
  • Retirement System
    • The number of years of qualifying experience the employee can claim in their current retirement system.
  • Trade
    • The number of years of experience an employee has in a trade based craft.
  • Purchased
    • The number of years of experience which the employee has purchased through their retirement system.

Payroll User-Defined Fields

  • Note
  • The payroll user defined fields are meant to allow the tracking of any payroll information that you consider necessary. The four types of information allotted for are...
  • Code
    • These fields are intended to be used for tracking short codes that signify certain attributes of the employee. Currently you can add up to four of these codes.
  • Money
    • These fields are intended to be used for tracking monetary values relating to the employee. Currently you can add up to four of these money related fields.
  • Date
    • These fields are intended to be used for tracking important dates relating to the employee. Currently you can track up to two of these date related items.
  • Text
    • These fields are intended to be used for entering descriptions of information relating to the employee that is notable. Currently you can track up to two of these text based descriptions.

Payroll User-Defined Fields

  • Note
  • The personell user defined fields are meant to allow the tracking of any personell information that you consider necessary. The four types of information allotted for are...
  • Code
    • These fields are intended to be used for tracking short codes that signify certain attributes of the employee. Currently you can add up to four of these codes.
  • Money
    • These fields are intended to be used for tracking monetary values relating to the employee. Currently you can add up to four of these money related fields.
  • Date
    • These fields are intended to be used for tracking important dates relating to the employee. Currently you can track up to two of these date related items.
  • Text
    • These fields are intended to be used for entering descriptions of information relating to the employee that is notable. Currently you can track up to two of these text based descriptions.

Employee Date Detail Screen

  • Date
    • The date that the user defined event occurred.
  • Date Code/Description
    • User defined code that is descriptive of the type of date the record represents, along with the description that was entered when the code was created.
  • Date Wave Flag
    • Gives the ability to wave a required date for anemployee. If a date code is created that all employees are required to have stored on file, but an employee has previously met the requirement at another district, for example, the requirement for the date can be waved.
    • No - the required date has not been waved for this employee
    • Yes - the required date has been waved for this employee
  • Comments
    • Optional field used to enter additional information.

Employee Deduction Detail Screen

Federal

  • Addtional Withholding
    • Enter additional federal tax withholding in a dollar amount, not a percentage.
  • Adoption Assistance
    • Enter the amount provided to an employee as a benefit for qualified adoption expenses The
      amount in this field is treated as an excludable fringe benefit.
  • Calculate Option
    • There are three possible options:
    • Calculate by IRS Tax Tables
    • Cumulative Wage Method
      • Caution
      • See USPS User Guide, Cumulative Wage Withholding Method for Federal Taxes before select-ing this option.
    • Percentage of Gross
  • Dependent Care
    • Enter the amount of dependent care assistance benefits. The amount in this field is treated as an excludable fringe benefit.
  • Earned Income Credit
    • There are four possible options:
    • Employee Is Not Eligible
    • Employee Is Married Spouse Not Filing
    • Employee And Spouse Are Filing EIC
    • Employee Is Single And Filing EIC
  • Error Adjustment
    • Used to make corrections for over or underwith holding of the deduction in previous payrolls. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
  • Fringe Benefits
    • Enter amount here to place fringe benefits on an employee's W-2.
  • Life Insurance Cost
    • Whenever an employee receives $50,000 or more in life insurance coverage paid for by the board, the cost of the insurance must be entered here.
  • Marital Status
    • There are two possible options:
    • Single
    • Married
  • Moving Expenses
    • Enter reimbursements, including payments made directly to a third party, for an employee's moving expense The amount in this field is treated as an excludable fringe benefit.
  • Number of Exemptions
    • The number of exemptions claimed for Federal Tax.
  • Pension Plan
    • Indicates whether the Pension plan box on the W-2 be checked. There are three possible options:
    • Auto Check Per W2Proc Calculations
    • Yes Check The Pension Box
    • No Never Check The Pension Box
  • Tax Percent
    • When the Percentage of Gross option is chosen as the calculate option, enter the percentage of gross that should be considered federal tax.
  • Third Party Sick Pay
    • The total non-taxable third party sick pay amount will appear on the W-2 form in Box 13 with Code J (sick pay not included as income).
  • Vehicle Lease
    • If applicable, enter the lease value of a vehicle provided to the employee. This amount will then be printed on the W2.
  • Accumulated Totals

, Deductions ,
Gross Pay , Taxable Gross ,
Earned Income Credit

QTD Totals , Deductions , Gross Pay , Taxable Gross , Earned In-come Credit
FYTD Totals , Deductions ,
Earned Income Credit

YTD Totals , Deductions , Gross Pay , Taxable Gross , Earned In-come Credit
YTD Totals , Additional Withhold-ing




Auto Check Per W2Proc Calculations
Yes Check The Pension Box
No Never Check The Pension Box
When the Percentage of Gross option is chosen as the calculate option, enter the percentage of gross that should be considered federal tax.
The total non-taxable third party sick pay amount will appear on the W-2 form in Box 13 with Code J (sick pay not included as income).
If applicable, enter the lease value of a vehicle provided to the employee. This amount will then be printed on the W2.
Contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAY-DED is processed for the deduction.
Are kept on the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
Are kept on the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
Are kept on the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.
Displays the year to date additional withholding amount if applicable. This field is a subset of the YTD deduction amount. The regular deduc-tion total can be calculated by subtracting the YTD additional withholding amount from the YTD deduction total.

Ohio
Note
Setting Up Ohio Tax Records for Non-Ohio Residents
Ohio Department of Job and Family Services requires reporting for employees even if they do not live in the state of Ohio.

  1. Add an Ohio deduction type record for all Non-Ohio residents.


  1. In the Calculate Option field, enter P - Percent of Gross and 0% in the Tax Percent field.


  1. In the ODJFS Wage Reporting field, enter Y.




4. In the Stop field, enter a date prior to when the deduction will start.
Additional Withholding Additional state tax withholding can be entered.
The amount entered should be a dollar amount,
not a percentage.
Calculate Option There are two possible options:
Calculated By StateTax Tables
Percentage of Gross
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls. A
negative amount in this field will give money
back to the employee the next time the employ-
ee is paid. A positive amount in this field will
withhold the amount in addition to the regular
deduction amount the next time the employee is
paid.
Number of Exemptions Enter the number of exemptions claimed for
Ohio State Tax.
ODJFS Wage Reporting Indicates whether this employee should be in-
cluded in ODJFS wage reporting.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Tax Percentage When the percentage of gross option is chosen
as the calculate option, enter the percentage of
gross that should be considered Ohio tax.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Taxable Gross but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross , ODJFS QRTRPT program has been used to close the
Gross payroll books for the quarter.
FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross , ODJFS QRTRPT program has been used to close the
Gross payroll books for the calendar year.


YTD Totals , Additional Withhold- Displays the year to date additional withholding
ing amount if applicable. This field is a subset of
the YTD deduction amount. The regular deduc-
tion total can be calculated by subtracting the
YTD additional withholding amount from the
YTD deduction total.

City
Additional Withholding Enter additional city withholding in a dollar
amount, not a percentage.
Employment/Residence If this City tax is reported using an agency such
as RITA or CCA, enter the appropriate option
in the Employment/Residence field. There are
three possible options:
blank - the city tax is not reported using RITA
or CCA
Employment - the city tax record is required be-
cause of the employee's place of employment
Residence - the city tax record is required be-
cause of the employee's place of residence
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls. A
negative amount in this field will give money
back to the employee the next time the employ-
ee is paid. A positive amount in this field will
withhold the amount in addition to the regular
deduction amount the next time the employee is
paid.
Percentage of Gross Enter the amount of gross that is subject to the
municipality tax
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Tax Percentage The tax percentage of the municipality.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.



Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Taxable Gross but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross QRTRPT program has been used to close the
payroll books for the calendar year.
YTD Totals , Additional Withhold- Displays the year to date additional withholding
ing amount if applicable. This field is a subset of
the YTD deduction amount. The regular deduc-
tion total can be calculated by subtracting the
YTD additional withholding amount from the
YTD deduction total.

State
Additional Withholding Enter additional state withholding in a dollar
amount, not a percentage.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls. A
negative amount in this field will give money
back to the employee the next time the employ-
ee is paid. A positive amount in this field will
withhold the amount in addition to the regular
deduction amount the next time the employee is
paid.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Tax Percentage The tax percentage of the state.



User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Taxable Gross but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross QRTRPT program has been used to close the
payroll books for the calendar year.
YTD Totals , Additional Withhold- Displays the year to date additional withholding
ing amount if applicable. This field is a subset of
the YTD deduction amount. The regular deduc-
tion total can be calculated by subtracting the
YTD additional withholding amount from the
YTD deduction total.

SERS
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board's Share The portion of the deduction paid by the board.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A


positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fringe Benefits/Extra Compensa- Yes - the deduction should be picked up as a
tion fringe benefit and/or extra compensation
No - the deduction should not be picked up as a
fringe benefit and/or extra compensation
New Employee Yes - this is a new employee
No - this is not a new employee
Note
After the RETIRE program is run to close for the month all employees flagged as "Y", will automatically change to "N".
Rehired Date Date that the retired employee was rehired.
Rehired Retiree Yes - the employee is retired from SERS or
STRS
No - the employee has not retired from SERS or
STRS
Note
It is important that the Rehired Retiree flag be correct as those already retired from SERS or STRS are reported differently.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Surcharge Exempt Yes - the employee is exempt from retirement
surcharge
No - the employee is not exempt from retire-
ment surcharge
Tax Percentage The portion of the deduction paid by the em-
ployee.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
MTD Totals , Deductions , Gross Are kept on the deduction record until the RE-
Pay TIRE program has been used to close retirement


for the month.
QTD Totals , Deductions , Board Are kept on the deduction record until the
Share QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share , Retiree Deduc- QRTRPT program has been used to close the
tions , Retiree Gross , Retiree payroll books for the fiscal year.
Board Share
YTD Totals , Deductions , Board Are kept on the deduction record until the
Share QRTRPT program has been used to close the
payroll books for the calendar year.

STRS
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board's Share The portion of the deduction paid by the board.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fringe Benefits/Extra Compensa- Yes - the deduction should be picked up as a
tion fringe benefit and/or extra compensation
No - the deduction should not be picked up as a
fringe benefit and/or extra compensation
New Employee Yes - this is a new employee
No - this is not a new employee
Note
After the RETIRE program is run to close for the month all employees flagged as "Y", will automatically change to "N".
Rehired Date Date that the retired employee was rehired.
Rehired Retiree Yes - the employee is retired from SERS or


STRS
No - the employee has not retired from SERS or
STRS
Note
It is important that the Rehired Retiree flag be correct as those already retired from SERS or STRS are reported differently.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
STRS Advance Error Adj
Note
This field only appears when a job has been advanced using STRSAD.
Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Surcharge Exempt Yes - the employee is exempt from retirement
surcharge
No - the employee is not exempt from retire-
ment surcharge
Tax Percentage The portion of the deduction paid by the em-
ployee.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
Accumulated Totals , STRS Ad-
Notevance
This field only appears once a job has been advanced using STRSAD.
Contains the amount that has been processed,
but not yet paid and/or reported to the deduction
company. The field are cleared when PAYDED
is processed for the deduction.





MTD Totals , Deductions , Gross
Pay

QTD Totals , Deductions , Board
Share

FYTD Totals , Deductions , Gross Pay , Board Share , Retiree Deduc-tions , Retiree Gross , Retiree Board Share
YTD Totals , Deductions , Board Share



Annuity
Account Number
Amount/Percentage


Board Error Adjustment








Board's Share
Error Adjustment








Fixed/Percentage

Max. Deduction Amount

Modified Date
Pay Cycle



Are kept on the deduction record until the RE-TIRE program has been used to close retirement for the month.
Are kept on the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
Are kept on the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
Are kept on the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.





The employee's account number for the annuity
Depending in the option chosen for the Fixed/ Percentage field, enter either a dollar amount or percentage.
Used to make corrections for over or underwith-holding of the deduction in previous payrolls. This field is used for corrections to the board portion of the deduction. A negative amount in this field will give money back to the board the next time the employee is paid. A positive amount in this field will cause the board to pay more in addition to the regular deduction amount the next time the employee is paid.
The portion of the deduction paid by the board.
Used to make corrections for over or underwith-holding of the deduction in previous payrolls. This field is used for corrections to the employ-ee portion of the deduction. A negative amount in this field will give money back to the em-ployee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The amount of the annuity can be deducted as a Fixed Amount or a Percentage.
An amount must be entered when there is a maximum deduct in effect
Date the deduction was last changed.
Annuities can be deducted on specific pays of the months by entering one of these possible


values:
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.
Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect
Note
This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.


Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Board Are kept on the deduction record until the
Share QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the calendar year.

Annuitized SERS
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid. Cor-
rections to the board share must be done manu-
ally.
Percentage The percentage of gross that should be deducted
for this deduction.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.



Accumulated Totals , Deductions Contain the amounts that have been processed,
but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
MTD Totals , Deductions Are kept for the deduction record until the RE-
TIRE program has been used to close retirement
for the month.
QTD Totals , Deductions Are kept for the deduction record until the
QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Re- Are kept for the deduction record until the
tired Deductions QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the calendar year.

Annuitized STRS
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid. Cor-
rections to the board share must be done manu-
ally.
Percentage The percentage of gross that should be deducted
for this deduction.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
STRS Advance Error Adj
Note
This field only appears when a job has been advanced using STRSAD.
Used to make corrections for over or underwith-holding of the deduction in previous payrolls.



This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
STRS Advance but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
MTD Totals , Deductions Are kept for the deduction record until the RE-
TIRE program has been used to close retirement
for the month.
QTD Totals , Deductions Are kept for the deduction record until the
QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Re- Are kept for the deduction record until the
tired Deductions QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the calendar year.

Annuitized STRS Buy Back
Account Number The employee's account number for the annuity
Amount/Percentage Depending in the option chosen for the Fixed/
Percentage field, enter either a dollar amount or
percentage.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A


positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fixed/Percentage The amount of the annuitized STRS buy back
can be deducted as a Fixed Amount or a Per-
centage.
Last Modified Date Date the deduction was last changed.
Max. Deduction Amount An amount must be entered when there is a
maximum deduct in effect
Pay Cycle Annuities can be deducted on specific pays of
the months by entering one of these possible
values:
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.
Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect
Note



This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay QRTRPT program has been used to close the
payroll books for the calendar year.

Regular
Account Number The employee's account number for the annuity
Amount/Percentage Depending in the option chosen for the Fixed/
Percentage field, enter either a dollar amount or
percentage.
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board's Share The portion of the deduction paid by the board.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.


This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fixed/Percentage The amount can be deducted as a Fixed Amount
or a Percentage.
Max. Deduction Amount An amount must be entered when there is a
maximum deduct in effect
Pay Cycle Annuities can be deducted on specific pays of
the months by entering one of these possible
values:
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.
Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect





Note
This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , [Deductions ] , Are kept on the deduction record until the
Board Share QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the calendar year.

Board Pickup SERS Retirement
Calculate Option This field controls whether an employee is con-
sidered concealed. If an employee is set as con-
cealed they can be excluded from display in cer-
tain screens and reports.
No - Employee is not concealed.
Yes - Employee is concealed.

Board Pickup STRS
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in


this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board Percentage The employee percent of the deduction paid by
the board.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Board De- Contain the amounts that have been processed,
ductions , Retiree Board Deds but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
MTD Totals , Board Deductions Are kept on the deduction record until the RE-
TIRE program has been used to close retirement
for the month.
QTD Totals , Board Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Board Deductions , Are kept on the deduction record until the
Retiree Board Deds QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Board Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the calendar year.

Medicare/FICA
Board Error Adjustment Used to make corrections for over or underwith-
holding to the board share amount in previous


payrolls. A negative amount in this field will
cause the money to be paid back to the board
and will reduce the amount the board pays to
the deduction. A positive amount in this field
will cause the error adjustment amount to be
paid in addition to the regular board share
amount the next time the employee is paid. This
will increase the amount the board pays to the
deduction.
Board's Share The portion of the deduction paid by the board.
Category Is either 'Medicare' or 'FICA.'
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid. Cor-
rections to the board share must be done manu-
ally.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Tax Percentage The portion of the deduction paid by the em-
ployee.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Board Share , Taxable but not yet paid and/or reported to the deduction
Gross company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share , Taxable Gross QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Board Are kept on the deduction record until the
Share QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share , Taxable Gross QRTRPT program has been used to close the
payroll books for the calendar year.

Board Pickup Medicare/FICA


Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board Percentage The employee percent of the deduction paid by
the board.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Board Contain the amounts that have been processed,
Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Board Share Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Board Share Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Board Share Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the calendar year.

Savings Bond
Cost of Bond Enter the total cost of the savings bond.



Co-owner of Bond (SSN, First, The ID and name of the co-owner of the bond.
MI, Last)
Deduction Amount The fixed amount to be withheld for the pur-
chase of a savings bond.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls. A
negative amount in this field will give money
back to the employee the next time the employ-
ee is paid. A positive amount in this field will
withhold the amount in addition to the regular
deduction amount the next time the employee is
paid.
Pay Cycle Savings bond deductions can be deducted on a
specific pay(s) of the month by selecting the ap-
propriate Pay Cycle.
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Start Date Date of the payroll for which the deduction
should start being deducted. More information
on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date Date is the pay date of the payroll for which the
deduction should stop being deducted. More in-
formation on stop dates can be found in the
"Start and Stop Dates" Chapter of the USPS
User Guide.
Size of Bond Enter the denomination of the bond to be pur-
chased.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers and/or letters.
Code 2 Can contain a numbers and/or letters.
Text Can contain numbers and/or letters.
Accumulated Totals , Deductions Contain the amounts that have been processed,
but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.



QTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the calendar year.

Direct Deposit
Account Number Contains the account number to which the
amount deducted on this record should be pos-
ted.
Deposit Amount Depending in the option chosen for the Fixed/
Percent field, enter either a dollar amount or
percentage.
Deposit Type There are 4 Deposit types available for direct
deposit:
Automated Deposit Demand Credit Records
Prenotification of Demand Credit Authorization
Automated Deposit Savings Account Credit Re-
cords
Prenotification of Savings Credit Authorization
Fixed/Percentage The amount of the direct deposit can be deduc-
ted as a 'Fixed Amount' or a 'Percentage.'
Institution XREF A cross reference code that represents a bank
institution routing number. When the Institution
Xref is entered, the Institution Number will be
entered automatically.
Institution Number Each financial institution has its own identifica-
tion (routing) number. This identification num-
ber is entered in the Institutions Number field.
When the Institution Xref is implemented, the
institution identification number becomes non-
modifiable.
Start Date Date of the payroll for which the deduction
should start being deducted. More information
on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date Date is the pay date of the payroll for which the
deduction should stop being deducted. More in-


formation on stop dates can be found in the
"Start and Stop Dates" Chapter of the USPS
User Guide.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers and/or letters.
Code 2 Can contain a numbers and/or letters.
Text Can contain numbers and/or letters.
Accumulated Totals , Deductions Contain the amounts that have been processed,
but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the calendar year.

OSDI
Additional Withholding Additional state tax withholding can be entered
in a dollar amount, not a percentage.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls. A
negative amount in this field will give money
back to the employee the next time the employ-
ee is paid. A positive amount in this field will
withhold the amount in addition to the regular
deduction amount the next time the employee is
paid.
Number of Exemptions Enter the number of exemptions claimed for
O.S.D.I Tax.
Start Date Date of the payroll for which the deduction
should start being deducted. More information
on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date Date is the pay date of the payroll for which the

deduction should stop being deducted. More in-
formation on stop dates can be found in the
"Start and Stop Dates" Chapter of the USPS
User Guide.
Tax Percentage The taxing percentage of the state
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers and/or letters.
Code 2 Can contain a numbers and/or letters.
Text Can contain numbers and/or letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Taxable Gross but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Taxable Gross QRTRPT program has been used to close the
payroll books for the calendar year.
YTD Totals , Additional Withhold- Are kept on the deduction record until the
ing QRTRPT program has been used to close the
payroll books for the calendar year.

Annuitized SERS Buy Back
Account Number The employee's account number for the annuity
Amount/Percentage Depending in the option chosen for the Fixed/
Percentage field, enter either a dollar amount or
percentage.
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction


amount the next time the employee is paid.
Board's Share The portion of the deduction paid by the board.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fixed/Percentage The amount of the annuity can be deducted as a
Fixed Amount or a Percentage.
Max. Deduction Amount An amount must be entered when there is a
maximum deduct in effect
Modified Date Date the deduction was last changed.
Pay Cycle Annuities can be deducted on specific pays of
the months by entering one of these possible
values:
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.
Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect
Note




This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , [Deductions ] , Are kept on the deduction record until the
Board Share QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the calendar year.

Medical Savings Account
Account Number The employee's account number for the annuity
Amount/Percentage Depending in the option chosen for the Fixed/
Percentage field, enter either a dollar amount or
percentage.
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in


this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board's Share The portion of the deduction paid by the board.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fixed/Percentage The amount can be deducted as a Fixed Amount
or a Percentage.
Max. Deduction Amount An amount must be entered when there is a
maximum deduct in effect
Pay Cycle Annuities can be deducted on specific pays of
the months by entering one of these possible
values:
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.
Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-


tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect
Note
This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Board Are kept on the deduction record until the
Share QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the calendar year.

Adoption Assistance
Account Number The employee's account number for the annuity
Amount/Percentage Depending in the option chosen for the Fixed/
Percentage field, enter either a dollar amount or
percentage.
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board


portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board's Share The portion of the deduction paid by the board.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fixed/Percentage The amount of the annuity can be deducted as a
Fixed Amount or a Percentage.
Max. Deduction Amount An amount must be entered when there is a
maximum deduct in effect
Modified Date Date the deduction was last changed.
Pay Cycle Annuities can be deducted on specific pays of
the months by entering one of these possible
values:
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.
Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.


Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect
Note
This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , [Deductions ] , Are kept on the deduction record until the
Gross Pay , Board Share QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Board Are kept on the deduction record until the
Share QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the calendar year.

Child Support
Amount/Percentage Depending in the option chosen for the Fixed/
Percentage field, enter either a dollar amount or
percentage.
Employmt Terminated Indicates whether the employment relationship
with the district has ended.



Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
FIPS Code The Federal Information Process Standard code
can be entered. This code identifies the county
responsible for the employees support case. The
code will be 5 characters when indicating state
and county codes. It is 7 characters when indic-
ating state, county and local codes. The first 2
characters (1-2) of the code represent the state
the support order came from. The next 3 charac-
ters (3-5) represent the county. The remaining 2
characters (6-7) may be used for a local code.
Fixed/Percentage The amount of the annuity can be deducted as a
Fixed Amount or a Percentage.
Insurance Available Indicates whether the employee has family
medical insurance available through the em-
ployer.
Max. Deduction Amount An amount must be entered when there is a
maximum deduct in effect
Old Case Number Used to identify the old, local county system. A
limited number of counties have not yet com-
pleted their conversion to SETS. For those af-
fected counties, an Old case number should be
entered.
Order Number The court order number assigned by the judge
or CSEA that enforces the obligation.
Pay Cycle Annuities can be deducted on specific pays of
the months by entering one of these possible
values:
First Pay
Second Pay
First and Second Pay
Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.



Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect
Note
This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
SETS Case Number The Support Enforcement Tracking System can
be entered. This ten digit number will always
begin with a 7 and was assigned to the employ-
ee's support case during the conversion from
local, independent county systems to SETS.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.
QTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay QRTRPT program has been used to close the
payroll books for the quarter.



FYTD Totals , Deductions Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay QRTRPT program has been used to close the
payroll books for the calendar year.

Dependent Care
Account Number The employee's account number for the annuity
Amount/Percentage Depending in the option chosen for the Fixed/
Percentage field, enter either a dollar amount or
percentage.
Board Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the board
portion of the deduction. A negative amount in
this field will give money back to the board the
next time the employee is paid. A positive
amount in this field will cause the board to pay
more in addition to the regular deduction
amount the next time the employee is paid.
Board's Share The portion of the deduction paid by the board.
Error Adjustment Used to make corrections for over or underwith-
holding of the deduction in previous payrolls.
This field is used for corrections to the employ-
ee portion of the deduction. A negative amount
in this field will give money back to the em-
ployee the next time the employee is paid. A
positive amount in this field will withhold the
amount in addition to the regular deduction
amount the next time the employee is paid.
Fixed/Percentage The amount of the annuity can be deducted as a
Fixed Amount or a Percentage.
Max. Deduction Amount An amount must be entered when there is a
maximum deduct in effect
Modified Date Date the deduction was last changed.
Pay Cycle Annuities can be deducted on specific pays of
the months by entering one of these possible
values:
First Pay
Second Pay
First and Second Pay




Every Pay Including Third Pay
First and Last Pay
Note
Example 1: If the deduction is a fixed amount and 'First Pay' or 'First and Second Pay' selected, the deduction will be split between the first and second (or last) pay of the month.
Example 2: If the deduction amount is a percentage and 'First and Second Pay' or 'First and Last Pay' is selected, the deduction will be deducted both the first and second (or last) pay of the month.
Example 3: If the employee is paid monthly, the value of this field will automatically be set to 'First Pay.' Any other value entered for a monthly paid employee will be changed automatic-ally.
Start Date The pay date of the payroll for which the deduc-
tion should start being deducted. More informa-
tion on start dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Stop Date The pay date of the payroll for which the deduc-
tion should stop being deducted. More informa-
tion on stop dates can be found in the "Start and
Stop Dates" Chapter of the USPS User Guide.
Set Maximum to Deduct Indicates whether there is a maximum amount
to be deducted for the annuity.
Yes - there is a maximum in effect
No - there is no maximum in effect
Note
This applies to the EMPLOYEE share only. If yes, the deduction will be taken out until the maximum has been reached. The maximum amount field is treated as a declining balance. Once the maximum amount reaches zero, the deduction becomes inactive and will not be withheld.
User-Defined Fields , Amount 1 Can contain a number.
Amount 2 Can contain a number.
Date Can contain a date.
Code 1 Can contain numbers/letters.
Code 2 Can contain numbers/letters.
Text Can contain numbers/letters.
Accumulated Totals , Deductions , Contain the amounts that have been processed,
Gross Pay , Board Share but not yet paid and/or reported to the deduction
company. The fields are cleared when PAY-
DED is processed for the deduction.



Pay , Board Share Are kept on the deduction record until the
QRTRPT program has been used to close the
payroll books for the quarter.
FYTD Totals , Deductions , Board Are kept on the deduction record until the
Share QRTRPT program has been used to close the
payroll books for the fiscal year.
YTD Totals , Deductions , Gross Are kept on the deduction record until the
Pay , Board Share QRTRPT program has been used to close the
payroll books for the calendar year.

Job Detail Screen


Important
Please note that depending on the level of your security access you may or may not be able to view all of the following fields described.
Amount Indicates where the job is placed on the salary
schedule. This amount is for informational pur-
poses. Amount and Obligation will differ when
a change in the obligation is made for the cur-
rent contract. In that case, the contract amount
will be the full contract amount.
Amount Docked Total amount the job has been docked.
Amount Due The amount the employee has earned on this
contract, but has not yet been paid. This field
stores the accrued wages. The Amount Due is
used when processing a pay off of accrued
wages (POF pay type). Only those employees
who are on stretch pay will have amounts in the
amount due field.
Amount Earned The amount of the contract that has already
been earned. Calculated by taking the Amount
Paid plus the Amount Due plus the Amount
Docked. The Amount Earned is updated with
each payroll that the job is processed.
Amount Paid Amount paid to the employee through the
payroll system, not including accrued wages
Appointment Type The classification of the employee's job. Can be
Certificated or Classified.
Building Code The Building Code the job is worked in.
Building IRN The information return number for the building
in which the employee is working.
Calendar Start The day on which the system will start counting


information from the calendar. This day is auto-
matically entered as the period beginning date
of the first payroll in which the job is processed.
Calendar Stop The ending date that the system should use
when calculating ODJFS weeks, EMIS days,
and service credit. A calendar stop date should
only be entered if wanting to stop the counting
of days from the calendar and attendance entries
for this job.
Calendar Type Job calendar the job is associated with. If the
Calendar Type field is left blank, the job calen-
dar for the job will be the one associated with
the pay group. Should there not be a job calen-
dar linked to the pay group, the job will be as-
signed to the default (blank) job calendar.
Check Stub Description This description will show up on the employee's
check stub, rather than the description REGU-
LAR, MISC., etc. The description can be 8
characters in length. This description is option-
al.
Code 1 User defined field that can contain letters or
numbers.
Code 2 User defined field that can contain letters or
numbers.
Code 3 User defined field that can contain letters or
numbers.
Code 4 User defined field that can contain letters or
numbers.
Contract Start First day for which the current job is to be paid.
Contract Stop Last day for which the job is paid; optional.
Contract Type User defined, two character, optional field used
to define type of contract.
CTD Amount The CTD Amount fields contain the amount of
the Regular, Shift Premium, Overtime, Miscel-
laneous, and Dock units that have been paid to
the employee for this job during the current
contract. Also, included in this field is a CTD
gross amount. The gross amount is the total of
all the pay types in the previous fields.
CTD Units The CTD Units fields contain the number Regu-
lar, Overtime, Miscellaneous, and Dock units
that have been paid to the employee for this job
during the current contract.
Daily Rate The rate at which the employee should be paid
per day. Calculated by taking Amount / Work
Days. The daily rate can also be manually


entered.
Date Of Last Raise The date that this job/employee was last given a
raise.
Date 1 Any valid date the district would like to keep on
file.
Date 2 Any valid date the district would like to keep on
file.
Days Worked The number of days the employee has worked
on this job.
Department Code The Department Code the job is worked in.
Dock Next Pay The amount to be subtracted from the gross pay
amount the next time the job is paid. If deferred
dock exists, it will be entered in this field. A
dock amount may also be manually entered to
cause the job to be docked with the next pay.
Emis Appointment Type The classification of the employee's position.
Can be Certificated, Classified, Internship, Six
hour lay teacher, or Veteran per ORC 3319.283.
Emis Contract Amount The contract amount to be reported to EMIS.
This is only required if the contract amount
wanting to be reported differs from the amount
the system automatically calculates.
Emis FTE Contains the full time equivalency of the posi-
tion assignment for EMIS reporting purposes.
This is only required if the EMIS FTE differs
from that in the 'Salary Schedule: FTE' field.
Emis Hours Per Day Contains the number of hours worked per day
on this job to be reported to EMIS. This is only
required if the EMIS hours per day differs from
that in the 'Hours Per Day' field.
Emis Work Days The number of EMIS work days for this job.
This is only required if the EMIS work days dif-
fers from that in the 'Work Days' field.
Equal Pays Indicates whether payments should be stretched
over the number of pays or not.
Experience Current Class Indicates the total years of experience an em-
ployee has in their current position. This field is
for certificated employees.
Extended Service The number of days for which extended service
is claimed. This field is used only for certific-
ated employees.
FYTD Amount The FYTD Amount fields contain the Regular,
Shift Premium, Overtime, Miscellaneous, Dock
units, and the total gross amount that have been


paid to the employee for this job during the cur-
rent fiscal year. Also shown is the total non-
cash earnings for the current fiscal year.
High Grade Used to report the highest grade level the em-
ployee is to teach or supervise. This is a re-
quired field for paraprofessionals hired under
DPIA funding and is also desired for Principals
and Assistant Principals.
Hourly Rate The rate at which the employee should be paid
per hour. Calculated by taking Amount / (Work
Days * Hours Per Day). The hourly rate can
also be manually entered.
Hours Per Day The number of hours the employee is regularly
scheduled to work during a day. This field is
used in calculating hourly rates and charging
out absences through the program LEVPRO.
HQPD High quality professional development, field is
used to categorize those staff members which
are required to participate in high quality pro-
fessional development as defined by the No
Child Left Behind Act of 2001 in Title IX, Sec-
tion 9191(34)
Job Number Any number from 01 to 99. There can not be
duplicate job numbers for the same employee.
Job Status Reflects whether this job is Active or Inactive.
Can also be used to indicate the employee who
performed this job is Deceased or Terminated.
Job Title Description or title of the job.
Job Type Used to identify the taxing option to be used
when paying a supplemental job.
SUP1 - all amounts paid on this job will be
taxed at the federal withholding rate for supple-
mental payments. When choosing this option,
all annuity amounts for the employee are ap-
plied to the regular wages. No annuity amounts
are applied to the wages that will be taxed at the
federal supplemental withholding rate.
SUP3 - all amounts paid on this job will be
taxed at the federal withholding rate for supple-
mental payments. When choosing this option all
annuity amounts for the employee are applied to
the wages being taxed at the supplemental with-
holding rate. No annuity amounts are applied to
the regular wages.
If neither of these options apply to this job, the
field should be left blank.
Low Grade Used to report the lowest grade level the em-


ployee is to teach or supervise. This is a re-
quired field for paraprofessionals hired under
DPIA funding and is also desired for Principals
and Assistant Principals.
Money 1 User defined field that can contain only num-
bers.
Money 2 User defined field that can contain only num-
bers.
Money 3 User defined field that can contain only num-
bers.
Money 4 User defined field that can contain only num-
bers.
Number Of Pays Refers to the number of pays the job is contrac-
ted for.
Olbigation The amount the board is obligated to pay the
employee for the current contract.
Pay Group A group which is created based on likenesses in
job calendars, titles, pay plans, etc. Examples of
pay groups would be Administrators, Teachers,
and Custodial Staff.
Pay Per Period Amount of pay the employee should receive on
this job for each payroll. Used for equal pay
employees. The Pay Per Period is calculated by
taking the Obligation minus Amount Paid
minus Amount Docked divided by the Number
of Pays remaining in the contract.
Pay Plan The frequency by which the job is to be paid.
Pay Unit The method by which the employee is paid.
Pays Paid The number of pays that have been paid on the
contract. This field is updated after each payroll
in which the job is included.
Personal Leave Indicates whether the job is eligible for personal
leave.
Position Code A code that is associated with the position as-
signment of the employee. A list of possible
codes can be accessed through the pop-up field
help for this field.
Position Funding: Assignment Defines the code of certain employees more
Area completely in regards to funding.
Position Funding: Code The fund source from which the employee is
paid for the position code indicated.
Position Funding: Percent The percentage from which the employee is
paid from the corresponding fund source.


Position Start Date The date on which the staff member began work
in this position.
Position Status Identifies the employee's current employment
relationship with the school board.
Position Type Identifies the type of the employement relation-
ship with the board; Regular, Supplemental, or
Temporary.
QTD Amount The QTD Amount fields contain the Regular,
Shift Premium, Overtime, Miscellaneous, Dock
units, and the total gross amount that have been
paid to the employee for this job during the cur-
rent quarter. Also shown is the total non-cash
earnings for the current quarter.
Qualified Paraprofessional Indicates whether an instructional paraprofes-
sional is required to meet the qualified parapro-
fessional requirements of the 2001 No Child
Left Behind Act in FY2004 and whether or not
those requirements have been met.
Report To EMIS States whether or not this job information
should be reported to EMIS
Yes - the employee job information should be
reported to EMIS
No - the employee job information should not
be reported to EMIS
Retire Hours Indicates the SERS/STRS hours paid per day
for retirement tracking purposes. If nothing is
entered, the value in hours per day is used.
Retirement System SERS - School Employees Retirement System
STRS - State Teachers Retirement System
Retro Next Pay The amount to be added to the gross pay the
next time the job is paid. If a retro situation is
created in the new contract program, the retro
amount can be placed in this field by the new
contract program. A retro amount can also be
entered manually. In either case the system will
process the retro amount during the next payroll
in which the job is included.
Salary Schedule: ID The schedule type for the salary schedule the
employee is associated with. The ID can be
between 1 and 6 characters in length.
Salary Schedule: Column Refers to which column the employee is in on
the salary schedule.
Salary Schedule: Step The salary schedule step that the employee is
on.

 

 

 

 

Salary Schedule: FTE

The full time equivalency for this position in re-

 

 

gards to a salary schedule.

 

Separation Date

Used to indicate the date the employee separ-

 

 

ated from the position.

 

Separation Reason

The reason that the employee is no longer per-

 

 

forming this position.

 

Sick Leave

Indicates whether the job is eligible for sick

 

 

leave.

 

Special Education FTE

The full time equivalency for this position in re-

 

 

gards to special education.

 

Supervisor Id

The ID of the employee who is the supervisor

 

 

for this job.

 

Termination Date

Date that this job was terminated.

 

Text 1

User defined field that can contain numbers or

 

 

letters.

 

Text 2

User defined field that can contain numbers or

 

 

letters.

 

Vacation Leave

Indicates whether the job is eligible for vacation

 

 

leave.

 

Work Days

The number of days the employee is contracted

 

 

to work this job.

 

YTD Amount

The YTD Amount fields contain the amount of

 

 

the Regular, Shift Premium, Overtime, Miscel-

 

 

laneous, Dock units, and the total gross amount

 

 

that have been paid to the employee for this job

 

 

during the current calendar year. Also shown is

 

 

the total non-cash earnings for the current cal-

 

 

endar year.

 

YTD Units

The YTD Units fields contain the number of

 

 

Regular, Overtime, Miscellaneous, and Dock

 

 

units that have been paid to the employee for

 

 

this job during the current calendar year.

Pay Account Detail Screen

 

 

 

Account Description

Description of the USAS account code that is to

 

 

be charged. This is an unmodifiable field.

 

Account Status

Allows the user to set the status of the account.

 

 

Options are:

 

 

Active






Inactive
Maximum amount in effect
Specific miscellaneous
Amount To Charge The percentage or fixed amount that is to be
charged to this account. Whether a percentage
or fixed amount is entered is dependent on what
is entered in the Percent or Fixed field.
Board Dist. Account Indicates whether or not this is a board distrib-
uted account.
Fixed Or Percent Refers to the method by which this account is to
be charged.
Fixed - indicates a specific dollar amount will
be charged to the account.
Percent - indicates a percentage of gross will be
charged to this account.
Function Contains the function component of the USAS
account code that is to be charged.
Fund Contains the fund component of the USAS ac-
count code that is to be charged.
FYTD Amount Charged The amount that has been charged to this ac-
count for the fiscal year.
IL Contains the IL component of the USAS ac-
count code that is to be charged.
Job Contains the job component of the USAS ac-
count code that is to be charged.
Leave Projection This flag determines whether or not an account
can be used by LEVPRO to charge out leave
entered in Attendances and the job calendars to
the corresponding leave accounts.
Maximum To Charge Contains a maximum dollar amount to be
charged to a specific pay account. The maxim-
um amount is set up as a declining balance
method. This method reduces the maximum to
charge field each payroll by the amount set up
in the Amount to Charge field until the maxim-
um amount is totally depleted. The system then
begins to use the percentage rate accounts. This
field operates only when using the fixed rate op-
tion and when the Account Status is set to 'Max-
imum amount in effect'. When the status is set
to 'Maximum amount in effect' and the maxim-
um to withhold equals zero, the account is in-
active.



Object Contains the object component of the USAS ac-
count code that is to be charged.
OPU Contains the OPU component of the USAS ac-
count code that is to be charged.
Pay Start Date The payroll period beginning date of the payroll
for which the pay account should start.
Pay Stop Date The payroll period ending date of the payroll for
which the pay account should stop.
Pay Year To Date The amount that has been charged to this ac-
count for the calendar year.
SCC Contains the SCC component of the USAS ac-
count code that is to be charged.
Subject Contains the subject component of the USAS
account code that is to be charged.
USAS Account Status The status of the account in USAS; Active or
Inactive. This is a non-modifiable field.
XREF If XREF codes are utilized, a query may be per-
formed for the XREF code entered in this field.
XREF codes can be used to load a budget ac-
count instead of entering the entire budget ac-
count manually.

UPDCAL-CUR and UPDCAL-FUT



Type Indicates the pay type for the pay amount re-
cord.
Units The number of units to be charged.
Rate The unit amount to be charged.
Description The description to be used on the check stub for
miscellaneous payments.
Tax Option The tax option for MIS and TRM pay types and
supplemental jobs with a Job type of SUP1 or
SUP3.
Retirement Determines whether retirement is to be withheld
from this payment.
Retire Hours The retire hours associated with the pay amount
record.
Effective Date Effective date must be inclusive of payroll peri-
od beginning and ending dates to be included in
payroll. If no effective date is specified, entry
128


will be included in next payroll.

Miscellaneous Pay Fields
Amount The amount of miscellaneous payment to be
charged to the specified USAS account code.
Board Dist Indicates whether this account is to be used for
board distributions
Leave Proj Indicates whether this account is to be used for
leave projections
Fund Contains the fund component of the USAS ac-
count code that is to be charged.
Function Contains the function component of the USAS
account code that is to be charged.
Object Contains the object component of the USAS ac-
count code that is to be charged.
SCC Contains the SCC component of the USAS ac-
count code that is to be charged.
Subject Contains the subject component of the USAS
account code that is to be charged.
OPU Contains the OPU component of the USAS ac-
count code that is to be charged.
IL Contains the IL component of the USAS ac-
count code that is to be charged.
Job Contains the job component of the USAS ac-
count code that is to be charged.























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