The Ohio withholding tables have been updated for 2006.
1.2 GENERAL: Federal withholding tables updated for 2006
The Federal withholding tables have been updated for 2006.
1.3 GENERAL: EIC payment tables updated for 2006
The EIC payment tables have been updated for 2006.
1.4 GENERAL: FIPS code for Child Support increased
The FIPS code field has increased from 5 to 7 characters. The first two characters of the code represent the State the support order came from. The next 3 characters (positions 3-5) represent the County. The remaining two characters (6-7) may be used for a local code. Some states have implemented using the full 7 characters of this code. Several USPS programs were updated to accommodate this change.
USPSCN/DEDSCN will now allow for a 7 character FIPS code to be entered.
PAYDED/DEDRPT will include the full 7 characters on the detail report.
The USPSCSEA program which allows Regular deduction records to be
converted to the Child Support deduction type has been updated to
accommodate the change in the FIPS code size. If the district entered
the FIPS code in the 'Account' field of the Regular deduction record,
it will be placed into the FIPS code field when the records are
converted to Child Support records.
1.5 GENERAL: Modified various USPS programs with pop-up help for the add of employees, to no longer list those flagged as concealed
Modified the following USPS programs to no longer include concealed employees in the help pop-up boxes on the individual add options. BENOBL/BENEMP, BENOBL/BENACT, WAGOBL/WAGEMP, WAGOBL/WAGACT, ABSRPT/ABS101, ABSRPT/ABS102, ABSRPT/ABS103, USPRPT/ACCRPT, USPRPT/CERLST, USPRPT/EMPMST, USPRPT/JOBHIS, USPRPT/PAYACC, USPRPT/RPTSUM, USPRPT/ERNSUM, USPRPT/CHKSTS, USPRPT/EMPLST, USPSCN/REFSCN, USPSCN/ATDSCN, NEWCNT/MAINT, MASCHG/CHGEMPID, MASCHG/CHGSSN, MASCHG/MASINC, AUDRPT, TAXTAB, W2C, and NEWHIRE. In order to include individuals set to concealed, the flag in BIOSCN must be cleared.
Some reports allow an option to include concealed employees. If such
selections are used, the concealed employee records will be included
without changing the BIOSCN flag when running for all employees.
1.6 AUDRPT: Updated to allow a selection by routing number file
The selection by specific files option of AUDRPT has been updated to
include the routing number file. Users may now choose to list only the
changes that were made to this file.
1.7 BENACC/PLTOPAY: Include personal leave units in description
Modified the PLTOPAY option with BENACC to include the units in the pay stub description. The number of unused personal leave units the employee is being paid for will be included in that description. An example of what might appear on the pay stub:
If the description is too long for all of it to be placed on the pay stub, the right-most part of the description will be truncated. Up to 3 decimal places can be included in this value. The unit amount, hours or days, will not be included.
BENACC will still zero the balance based on what the balance is, not
the units the employee is being paid for.
1.8 BENACC/PLTOPAY: Add option for payment on percentage of balance
Added option to PLTOPAY to allow payment based on a percentage of
personal leave balance left.
1.9 CHKUPD: Informational message added to aid NEWCNT purging
CHKUPD will generate an informational message to the error report file
when there is one pay remaining for a job (after the current payroll
posting). This informational message is to aid in reminding districts
they may need to purge new contract data prior to beginning their next
payroll run.
1.10 INICAL: Issue warning for last pay with days worked
A warning message has been added to INICAL to try and prevent problems with new contracts being purged too late. If a job is included in the current payroll that is on the last pay in contract and days are found on the job calendar that would cause the days worked to exceed work days in contract, a warning message will be generated. The job will still be included in the current payroll with this warning.
This situation may be an indication that the old job has run out and the new contract is starting. If this is the case, the district should purge the new contract before continuing or adjusting the period begin/end dates in INICAL. If neither are done, the district runs the risk of losing work days on the contract which will result in incorrect accrued wages, earnings and days worked on USPSCN/JOBSCN.
If a new contract is to begin part-way through the pay period (of the last pay on the old job), the new contract should be purged prior to the last pay on the old contract. Doing so allows the old contract to be paid off and the new contract will be credited with the correct work days with the earnings going to accrued wages on the new contract. To accomplish this, the district should delete the job from the current payroll. The new contract may then be purged. Once the new contract has been purged, the job may be re-added to the current payroll either by running INICAL or USPSCN/UPDCAL_CUR.
If it is determined to adjust the period begin/end dates for the
payroll, INICAL should be re-run using either the START or ADDITIONS
option. If the ADDITIONS option is used, the district will need to be
sure to answer Yes to the "Re-initialize duplicate jobs" prompt. This
will allow the jobs which were already placed into the current payroll
to be reloaded using the adjusted period begin/end dates.
1.11 INICAL: Will not allow jobs for concealed employees into the payroll
Modified INICAL to no longer allow a job assigned to a concealed
employee into the payroll. If INICAL encounters a record of this
nature, it will be ignored and not processed.
1.12 MASCHG: Added option MASROUT to mass update institution routing numbers
New option MASROUT has been added to MASCHG to allow institution
routing numbers found in USPSCN/DEDSCN and USPSDAT/ROUTSCN to be
modified in a mass update. Only routing numbers for direct deposits
will be modified by the program. Output for this program will be
written to a report and the USPAUD file.
1.13 MASCHG/MASROUT: Add ACH routing number from HSA's to mass update
Modified MASCHG to update any ACH routing numbers found on HSA annuity
records. These changes will be audited.
1.14 OSDIRPT: Add new OSDI school district tax codes
Added new OSDI school district tax codes for the following:
Added ability for ACH submission file to be created for HSA's. Modified PAYDED to generate an ACH submission file for amounts withheld on HSA annuities. This is an optional feature and only functions when the detailed ACH routing and account number are entered on the DEDSCN HSA records. PAYDED utilizes these field values as a basis to create an ACH submission file. The file created will include the amount on the deduction accumulator and the board accumulator, not just the employee amounts. Because of this combined submission amount the PAYDED.TXT and DEDRPT.TXT may not match when an ACH submission file is created. The PAYDED report will reflect the amount processed by check only (amounts withheld from the employee and cut on a check), whereas the DEDRPT will include the ACH and check amounts as a total. PAYDED will print an additional line indicating that the amount was transferred by ACH if they are on the ACH tape file for the HSA's. There is no report that will only list the individual ACH transfer records.
The ACH file or files created are named HSAACHXXX.SEQ, the 'XXX' is replaced by the deduction code the payment is for. One file will be created for each deduction code processed. The method of transfer for these files should be negotiated with the financial institution. The software does not provide any procedures for this portion. It may be necessary to rename the file in this step.
Also, an option has been added to the PAYDED input screen #2, to
optionally omit SSN's from the ACH submission file. If answered "Y",
then no SSN's will print on the ACH submission file, otherwise, SSN's
will be included on the file.
1.16 PAYDIR: New screen formatted interface
The PAYDIR program has been rewritten to use a screen formatted interface. This rewrite also includes the following features that were added:
Ability to optionally omit SSN's from the ACHTAP.SEQ file
Ability to create a reversing tape file
Allows output text file (PAYDIR.TXT) to be single or double spaced
The output text file (PAYDIR.TXT) has been modified to print the Employee ID rather than SSN if employee ID's have been implemented by the district.
When electing to create a reversing tape, both the report and tape file will reflect the reverse of a normal ACH submission file. Employee accounts that are normally credited will be debited. District accounts which are normally debited will be credited.
In order to create a reversing tape, there must be values in the
"Accum" fields of the USPSCN/DEDSCN direct deposit records to be
reversed. The value in the DEDSCN "Accum" field should be positive. The
reversing option will not create a reversing tape based on a previous
ACHTAP.SEQ file, unless the district elected not to clear the
accumulators when PAYDIR was ran to create the original ACHTAP.SEQ
file. Therefore, it may be necessary for the district to modify the
necessary direct deposit records in DEDSCN and place a value in the
"Accum" field which represents the amount to be reversed.
1.17 QRTRPT: Added new lines to the 'Total' section of the report
Two new print lines have been added to the QRTRPT 'Total' section. The first line will include a figure for the calculated adjusted gross. This will be a result of the total gross figure minus the annuities plus the non-cash earnings amount. If this calculated adjusted gross differs from the adjusted gross totals as read from the federal tax records, the differing amounts will print. An informational message alerting the user to this difference will also print. If there is no difference in the calculated figure and the true adjusted gross figure, zeroes will print with no informational message.
Districts with a difference in the calculated figure and the true
figure could have a balancing issue for that time frame. If so, the
USPS User Guide chapter on Quarter-End balancing should be referenced.
1.18 UDMS: JOBS and JOB_POSITION views
Added the EMPLOYEE_ID and TRUE_SSN fields to the JOBS and JOB_POSITIONS
views.
1.19 UDMS: Added ACH related fields to Annuity records
ACH related fields have been added to the DEDUCTION_NAME and
DED_ANNUITIES views. These ACH fields pertain only to Annuity records
which are defined in DEDNAM as being a Health Savings Account (annuity
type = I).
1.20 UDMS: Updated FIPS code on Child Support view
The FIPS code has been updated on the CHILD_DED_REC (record) and
DED_CHILD_SUP view for the increased length of the field. The field
name in UDMS remains FIPS_CODE.
1.21 USPLOAD/DEDLOAD: Allow for ACH fields on Annuity records
The following fields have been added to DEDLOAD to permit loading of ACH related fields on Health Savings Account Annuity records:
These fields are only valid for those Annuity records that are defined
as a Health Savings Account in DEDNAM (annuity type = I).
1.22 USPLOAD/DNMLOAD: Allow for ACH fields on Annuity records
The following fields have been added to DNMLOAD to permit loading of ACH related fields on Health Savings Account Annuity records:
These fields are only valid for those Annuity records that are defined
as a Health Savings Account in DEDNAM (annuity type = I).
1.23 USPSDAT/DNAMRPT: Add ACH direct deposit type/id to report
Added a line to DNAMRPT to include the ACH direct deposit type and
identification for any Health Savings Account (HSA) annuities.
1.24 USPRPT/EMPMST: Add ACH information to deduction section of report
Added a line to EMPMST to include the ACH inst. code, ACH acct number,
and ACH account type for any Health Savings Account (HSA) annuities.
1.25 USPSCN/DEDSCN: Add optional ACH fields to DEDSCN for HSA accounts
Added Annuity ACH Account number, Annuity ACH Routing number, Annuity
ACH direct deposit type, and Annuity ACH Xref code. The ACH routing
number must be a valid bank institution routing number. The ACH direct
deposit type must be 22, 23, 32, or 33. If entered, the ACH Xref code
must be a valid Xref code found in USPSDAT/ROUTSCN. These new fields
will be audited. Only those deductions setup as an HSA annuity type in
DEDNAM can have ACH information entered in DEDSCN. The ACH fields on
DEDSCN are optional. The ACH fields should only be filled in if this
employees HSA should go to an ACH transfer file.
1.26 USPSCN/UPDCAL_CUR/UPDCAL_FUT: Will not allow jobs for concealed employees into the payroll
When adding jobs to the payroll using UPDCAL_FUT to UPDCAL_CUR, the
program will flag an error if attempting to add a job for an employee
that is concealed. In order to add jobs for concealed employees, the
conceal flag in BIOSCN will have to be cleared.
1.27 USPSDAT/DEDNAM: Add ACH fields to DEDNAM for HSA accounts
Added ACH Transfer Type and ACH Transfer Identifier to Annuity records
setup with Health Savings Account (HSA) type of "I". Those deductions
with an HSA can optionally have an ACH transfer type/id. If the user
does not want to create an ACH tape for HSA deductions, then the ACH
transfer type/id should be left blank. If the user chooses to create an
ACH tape, then the ACH transfer type must be "HSA". The ACH transfer id
is a unique identifier. This ACH transfer type/id must be a valid ACH
direct deposit transfer type/id entered in the direct deposit screen,
DIRMNT, by your ITC.
2 Problems Corrected
2.1 BENACC/ACCRUAL: When selecting specific pay groups, the pay groups are printing incorrectly
When selecting specific pay groups and sorting by pay group, the report
was printing the pay group of the next employee. This is happening with
both the preliminary and actual runs. The program was modified so that
it now prints the correct employee's pay group. It will always use the
pay group assigned to the employee's first job.
2.2 BENACC/RESET: When selecting specific pay groups, the building/department are printing incorrectly
When selecting specific pay groups and sorting by pay group, the
building/department was printing the building/department of the next
employee. This is happening with both the preliminary and actual runs.
The program was modified so that it now prints the correct employee's
pay group and building/department. It will always use the information
on the employee's first job.
2.3 BENOBL/BENACT: Totals on BENACT do not match BENEMP
An problem with the method of rounding calculations between BENACT and
BENEMP caused the two reports to differ. This has been corrected.
2.4 BIRTHHIRE: Problem with report creation corrected
A recent change to BIRTHHIRE that was released in December 2005 caused
a problem with the report generation process. This has been corrected
and BIRTHHIRE should now function properly.
2.5 CHKSTA: STRS flag not updated after a void
The STRS per pay reporting flag is not getting set properly following a
void or a void/reissue for a check that was in the advance mode.
2.6 ERNREG: Federal totals incorrect when EIC is paid
The federal tax withheld totals were incorrect on ERNREG when any
employees had both federal tax withheld and EIC paid in the same
payroll.
2.7 USPRPT/BENRPT: BENRPT balance totals incorrect
The sick, vacation and personal leave balance totals were incorrect
when there were any negative amounts in the detail lines. This has been
corrected.
2.8 USPRPT/DEDLST: Federal records are being omitted
When entering a stop date on the DEDLST input screen, the federal
deduction records were not printing.
2.9 USPRPT/UPDRPT : Unable to find audit files for MSP districts
For districts using the mutiple simultaneous pays feature in the
software, the pop-up help listing the per pay audit reports was not
working. The process inside of UPDRPT to locate the files for display
was not finding any files. This has been corrected.
3 Technical Enhancements and Changes
3.1 ACHTAP.LIB: New record layout for the ACHTAP.SEQ file
ACHTAP.LIB includes the individual record layouts for each of the
different types of ACH records. This includes the file header, batch
header, PPD detail, batch trailer and file trailer records.
3.2 DEDAMT.LIB: STRS Board pickup and Child Support updates
A numeric field was added to the STRS board pickup (691) record for an STRS advance error adjustment. This field was added using existing filler space.
The FIPS code on the Child Support record has increased in size from 5
to 7 digits. To prevent having to roll this file over again if there is
a change in the size of this field in the future, the FIPS code is
being defined as 12 digits. However, only 7 digits of the field will be
used by the USPS programs at this time. This field was actually moved
in the record layout to allow for the increased size.
3.3 DIRDEP: New screen and file format
The DIRMNT option of DIRDEP has been rewritten as a screen formatted program. The information on the screen for each field will more closely coincide with the descriptions provided for the ACH rules. The help provided for each of the fields will indicate what part of the ACH record that field affects. This should aide in working with financial institutions to get the district information properly setup.
The information maintained by the DIRMNT option will no longer be placed in the DIRDEP.SEQ file. This information will be stored in the USPDIRDEP.IDX file. A conversion program has been provided, USPS0603, to convert the existing DIRDEP.SEQ information to the USPDIRDEP.IDX file.
The entry description field which is part of the batch header record was previously defaulted to a value of "PAYROLL". This field has been added to the screen. During the conversion process, this field will be defaulted to "PAYROLL". This field may be changed to meet a financial institutions request/requirement.
DIRMNT will contain a new "key" field which contains the ACH transaction type and identifier. The transaction type may be either PAY or HSA indicating the ACH information is for payroll transfers or Health Savings Account transfers. The identifier will contain a number that will uniquely identify the record. The payroll related ACH transfer record will be limited to a single record and the key must be "PAY001". The USPS0603 conversion program will automatically assign this key value for the converted DIRDEP.SEQ information.
For Health Savings Account ACH transfer records, the key assigned will be needed in the appropriate DEDNAM record for proper creation of the ACH file to process the payment of these records. The ACH transfer key is modifiable in DIRMNT. If the key is changed thru DIRMNT, the program will read thru the DEDNAM file looking for any annuity records which have a matching transfer type and id, upating them accordingly.
The DEPRPT option will provide an 80-column format report of district's
ACH transfer information.
3.4 DTR Domains: New Datatrieve domains and records
DIRECT_DEPOSIT_MST is a new domain for the USPDIRDEP.IDX file. This file contains the district information for processing ACH transfers.
ACH_SEQUENTIAL is a new domain for the ACHTAP.SEQ file. This is the ACH processing file to be transferred to a financial institution. This file should not be edited using Datatrieve as some of the information contained on the records are computed check sums. Changing the records via Datatrieve will more than likely corrupt the file making it unpostable.
The DIRECT_DEPOSIT domain is obsolete. This domain was used with the
DIRDEP.SEQ file which is being replaced by USPDIRDEP.IDX.
3.5 PAYDIR: Separate batch files for debits and credits
PAYDIR will now create separate batch entries in the ACHTAP.SEQ file for debit and credit entries. All credit entries will be placed in a batch using a service class code of 220. All debit entries will be placed in a batch with a service class code of 225. Previously, all debit and credit entries were being placed in a single batch using a service class code of 200 (mixed debits and credits).
Due to this change, ITC's which have custom procedures totaling the ACH file may notice a difference with the total information. There will now be totals generated for each batch file within the ACH file. This means you will receive totals for the credit batch entry and another set of totals for the debit batch entry.
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