Modified the Demand or Official option to 'D'emand, rather than the last entered.

1.2 CHKPRT: Processing of direct deposit email notices

If the user chose to ignore direct deposits in INICAL, then the email direct deposit field will be always set to "N" and no direct deposits will be produced for that run. If the user doesn't ignore direct deposits in INICAL, then CHKPRT will use the value found on USPSCN/BIOSCN for that employee when determining if a email direct deposit should be created.

1.3 MASCHG/MASENOT: Add MASENOT to allow mass update of email dirdep notice flag

Added option called MASENOT to MASCHG to allow the mass update of the email direct deposit notice flag field. This includes a projection or actual option. A report will be generated and all updates will be audited and can be printed on AUDRPT. Also, the user can select by specific id's.

Users have the ability to update the email direct deposit notice flag to a "Y" by selecting 1 of 4 selections. The first selection (A) is to update the flag to a "Y" for those employees who have an email address in the BIOSCN email field. The second selection (B) is to update the flag to a "Y" for those employees who have an email address in the BIOSCN email field, except those with an "*" in the first position of the email address field. The third option (C) is to update the flag to a "Y" for those employees who have an email address in the BIOSCN email field, except those who are concealed. The fourth option(D) is to update the flag to a "Y" for those employees who have an email address in the BIOSCN email field, except those with an "*" in the first position of the email address field and those employees who are concealed.

1.4 UDMS: Add email dirdep notice flag to BIOGRAPHICAL view

Added email_dirdep_flag at end of BIOGRAPHICAL view as a PIC X(1).

1.5 USPEMS/PERDET: Updated validations for FY07

Staff validations were updated per ODE's FY07 requirements. The following checks have been added/updated in PERDET:

• Regular position with hours in days < .25
• Date of birth < 7/1/1935 (staff member is over 70 years old)
• Date of birth > 7/1/1985 (staff member is less than 21 years old)
• Removed position codes 103, 202, 505, and 909 from checking on assignment area. Previously these position codes required an assignment area.
• Employee's total FTE may not exceed 2.0 for any given position code

A new field has been added to DEDNAM called "Designated Roth" and is only available for Regular deduction types. A value of "1", "2" or blank is allowed. A value of "1" is for Designated Roth contributions to a 401K plan. A value of "2" is for Designated Roth contributions to a 403B plan.

1.7 USPSDAT/DNAMRPT: Add new field on report for Designated Roth's

A new field has been added to DNAMRPT called "Designated Roth". It will only print a value for a Regular deduction type if one has been entered on USPSDAT/DEDNAM. A value of "1" is for Designated Roth contributions to a 401K plan and a value of "2" is for Designated Roth contributions to a 403B plan.

1.8 USPLOAD/EMPLOAD: Add email dirdep notice flag to employee data

Added a new field called EMAIL_DIRDEP_FLAG which is the email dirdep notice flag that can be found in the employee file on USPSCN/BIOSCN. Valid options are Y,Yes,1,N,No,2 or space. If adding a new employee, the csv field value will be used. If no value is supplied or it's blank, the email direct deposit notice flag will be set to "N". If the csv value is "Y" and the email address field is blank, then a warning will be issued on the report and the email dirdep notice flag will still be updated, since it's only a warning.

1.9 USPSCN/BIOSCN: Add EMAIL DIRDEP NOTICE flag to screen

Add the new field called email direct deposit notice flag to USPSCN/BIOSCN. This field will be directly under the direct deposit field. Valid values will be "Y", "N" or space. A "Y" means that an email direct deposit notice is to be received by the employee. An "N" or space means that the employee will not receive an email notice. If a space is in the dirdep notice flag field, then the program will automatically convert the space to an "N", even if the field is not changed. If the field is modified, then it will appear on AUDRPT.

Validation for the email dirdep notice flag includes the following:

• If the regular direct deposit flag = "Y" and the email address field is not spaces and the email dirdep notice flag is "N", then a WARNING will be flagged to indicate that the employee will not receive an email notice.
• If the regular direct deposit flag = "Y" and the email address field is spaces and the email dirdep notice flag is "Y", then an ERROR will be flagged to indicate that the email dirdep notice flag cannot be "Y" and the email address be spaces. The user will need to correct this before continuing.

The email direct deposit notice flag has been added to the USPRPT/EMPMST report. The new field can be found after the email address with the label of "EMAIL DD".

1.11 W2PROC: Update tape file prompt to default to N

Modified the tape file prompt to always default to an "N". Now to produce a tape file, "Y" will need to be entered by the user.

1.12 W2PROC: Formatting of employees name

The formatting of the employees name has been changed if an employee has a suffix. The suffix will now appear in a separate box on the W2 form, after the employees name.

1.13 W2PROC: Allow printing of Designated Roth amounts in Box 12

There are two more amounts that can be printed in Box 12 on the W2. The first new amount is "AA" and is for Designated Roth contributions to a 401K plan. In USPSDAT/DEDNAM the Designated Roth code for the 401K is indicated with a "1". The second new amount is "BB" and is for Designated Roth contributions to a 403B plan. In USPSDAT/DEDNAM the Designated Roth code for the 403B is indicated with a "2".

2 Problems Corrected

When trying to process a large number of void/reissue's (over 300), an error occurred stating the table wasn't large enough. Increased table size and added an error message on the screen indicating that the table has been exceeded. CHKSTA should be able to process up to 800 void/reissues with this change.

2.2 CHKSTS: Incorrect gross amount on report

Gross amount on CHKSTS report was incorrect if a negative pay is processed for the first job and a positive pay is for the second job. The negative pay was being added instead of subtracted from the total gross. This has been corrected.

2.3 NEWCNT: Problem with employee name on NEWPAY report when selecting specific account codes

Corrected a problem in the NEWPAY report that caused employee names to either be blank or incorrect when selecting by a specific account. The employee names should now appear on the report for each reord selected.

2.4 ODJFSRPT: Selecting 12th of the month records incorrectly

Fixed the problem in ODJFSRPT where it wasn't selecting records for the 12th of the month correctly. It was counting it as the 12th of the month when the period begin and end dates were both less than 12. It was also selecting records when the pay date was in the current quarter and the period begin and end dates were from a prior quarter. Both of these situations have been corrected.

2.5 USPEMS/PERDET: Corrected validation

The validation in PERDET which checks for position codes that require an assignment area was checking some position codes that should not have been checked. The validation has been updated to check the correct position codes for an assignment area.

2.6 USPEMS/USPEMX: Format indicator updated for FY07

USPEMX has been updated so that the CI (Staff Demographic) and CK (Staff Employment) records are extracted using a record indicator of "H" beginning with FY07.

3 Technical Enhancements and Changes

Added <EMAIL_DIRDEP> token in the dirchk.dat file created by CHKPRT. This token can be used to determine if the employee will receive an email direct deposit notice, rather than the email address token itself. This new flag will eliminate the need to preceed email addresses for employees who should not receive an email direct deposit with an "*".

The token will also be included in the chkprt.dat file but will always be "N" in that data file.

This new token will assist those districts who will be using the HR Kiosk software being developed. When a district begins to use the HR Kiosk products, they must first implement the new direct deposit email flag. In turn, the ITC must update any paper email direct deposit .FRM files to use the new flag value and not the email address to determine if the employees receive an email or paper notification. Caution must be used when updating these forms if one district uses the Kiosk system and one does not, but both use the same .FRM files.

Those districts not using the HR Kiosk system are not required to implement this new field nor will the .FRM change be required.

3.2 STRSCOD.IDX: File updated to include the following STRS employers

• EDUCATIONAL ACADEMY AT LINDEN
• EDUCATIONAL ACADEMY FOR BOYS AND GIRLS
• ELITE ACADEMY OF THE ARTS
• LIFE SKILLS CENTER OF COLUMBUS NORTH, LLC
• LORAIN PREPARATORY ACADEMY
• MARITIME ACADEMY OF TOLEDO
• MIDNIMO CROSS CULTURAL SCHOOL
• NOBLE ACADEMY-CLEVELAND
• NOBLE ACADEMY-COLUMBUS
• PHOENIX VILLAGE ACADEMY PRIMARY I
• PHOENIX VILLAGE ACADEMY SECONDARY I
• PHOENIX VILLAGE ACADEMY SECONDARY II
• PURITAS COMMUNITY MIDDLE SCHOOL

Tokens have been added called <RW_ROTH_401K> and <RW_ROTH_403B> for printing of Roth contribution amounts.

3.4 W2PROC: Separate token for suffix name

If an employee has a suffix, the employee's suffix token called <EMPL_SUFFIX> has been added.

3.5 W2TAPE: Include new fields for tape file

For the Employee Wage record (RW) and the Total record (RT), added new fields for Designated Roth Contributions to a Section 401(k) or a Section 403(b) Salary Reduction Agreement.

3.6 W2TAPE.LIB: Add Designated Roth 401K and 403B fields

Add Designated Roth 401K and Designated Roth 403B to file layout.

4 Modifications to Menu Files

The documentation is maintained by the SSDT and can be found in the OECN$ROOT:[USPS.V4P2.DIST] distribution directory.

5.1 Documentation Summary

The following are documentation files for the Uniform Staff Payroll System package and a brief description of the contents and intended audience of the document.

Documentation produced for this package was developed with a Digital product called VAX Document. This product enables us to provide two versions of the documentation for various types of printers. The version which has an extension of .LN03 can be printed on a laser printer; while version with the extension of .PS is to be printed on a ScriptPrinter.

Table 1 Documentation Summary

Document File	Revision Date	Description
USPS_USER_GUIDE	March, 2006	USPS User Guide
USPS_REFERENCE_MANUAL	March, 2006	USPS Reference Manual
USPS_SYSMAN_MANUAL	March, 2006 USPS System Manager Manual

5.2 Documentation _UPDATE Files

The users have the ability to print the updates to the documentation manuals since the previous release, without having to print the entire documentation manuals. The updates are contained in a separate file which uses the same naming convention as the normal manual with "_UPDATE" appended. The update files are available in .LN03 and .PS versions. You will find updates to both the user and system manager manuals if changes have taken place.

The update files will include *ONLY* the modified chapters of the documentation manual, a new table of contents, and an index if one exists in the documentation manual. Updated documentation is also included in the normal documentation manuals. Therefore, if you plan to print the newest version of the entire user or system manager manual, it will *NOT* be necessary to print the update file.

It should be noted that even though the purpose of the update files is to allow the users to print only the updates, there may be cases when it would be more practical to print the entire documentation manual, rather than trying to use the update file. For instance, if a new chapter is added at the very beginning of the manual, the numbering for all subsequent chapters will change as well (the size of the update file could be almost as large as the normal documentation manual). SSDT will advise you in the release notes when the changes are so numerous that we recommend that you print the entire documentation manual.

There will only be one _UPDATE file provided each release for every manual. We do not plan to distribute updates for previous releases, as we do for the release notes.

SSDT strongly advises that you print new documentation manuals before you try to utilize the _UPDATE files.

If you print a .PS version of the entire documentation manual, be sure to print the .PS version of the _UPDATE files. The _UPDATE pages will not fit into the manual properly if you try to mix the various documentation formats.

If there are no changes in the documentation manuals, no _UPDATE file will exist on the release.

6 Package Installation and Logicals

Installing USPS involves first using the OECN_INSTALL procedure to unpack the savesets into the OECN$ROOT:[USPS.V4P2.DIST]. After the distribution directories have been prepared, INSTALL_PACKAGE is used to transfer the package from the distribution directory into the user execution directory. See the VAXMGR_HANDBOOK in OECN$ROOT:[DOCUMENT.DIST] for more information about OECN_INSTALL and INSTALL_PACKAGE.

Prior to executing INSTALL_PACKAGE it is necessary to define several system logicals required by the package. The table below lists the logicals which should be defined prior to executing INSTALL_PACKAGE for USPS:

Table 2 System Logicals

Logical	Description
OECN$PAY_42	Shared directory. Contains executables and files shared by all USPS
OECN$CDD_PAY_42	CDD path name (optional, see next section)
OECN$MENU$FILES 1	Location for menu files
OECN$HELP 1	Location of VMS help libraries

The USPS distribution contains optional CDD and DTR definitions that are acceptable for use with DTR, 20/20 and other products that are integrated with DEC CDD/Repository. Data names for COBOL are provided in the record definitions. The CDD definitions are optional and are not necessary to successfully install and utilize the base USPS package. However, the are a few "supported" DTR reports. If you wish to be able to use these reports, you must install the CDD definitions.

The INSTALL_PACKAGE procedure OECN$UTL will load the CDD definitions into the CDD when either the "CDD" or "FULL" option is used to install USPS. INSTALL_PACKAGE is the only supported method for installation of CDD definitions for USPS Version 4.2

The USPS CDD definitions for USPS Version 4.2 will be loaded into the CDD path referenced by the OECN$CDD_PAY_42 logical. This logical must be defined prior to executing INSTALL_PACKAGE and should be defined as a system logical. SSDT recommends that the USPS definitions be placed in a separate CDD directory from other CDD definitions. This increases the efficiency of the CDD, allows the USPS definitions to be treated as a 'database' from 20/20, and simplifies security maintenance. For example:

$ DEFINE/SYSTEM OECN$CDD_PAY_42 CDD$TOP.OECN.USPS42

After defining the OECN$CDD_PAY logical, the INSTALL_PACKAGE may be executed. Below is sample run of the CDD installation:

$ $ @OECN$UTL:INSTALL_PACKAGE CDD OECN$ROOT:[USPS.V4P2.DIST] OECN INSTALL_PACKAGE (V1.1-010) Copyright © 1991, Ohio Dept of Ed, IMS %OECNINS-I-BEGIN, Begin CDD installation for USPS Version 4.2 on NWOCA0:: at 14-MAR-1994 15:09:36.41 %OECNINS-I-CDD, Loading CDD definitions to CDD$TOP.OECN.USPS42 OECN INSTALL_CDD (V1.0-001) Copyright © 1994, Ohio Dept of Ed, IMS %OECNINS-I-START, Starting CDD install for USPS Version 4.2 %OECNINS-I-RECORD, Processing record OECN$CDD_PAY.ABSENCE_REC . . .

7 UDMS Dictionary Implementation

USPS contains a dictionary for use with the UDMS Report Writer product. The dictionary will be installed automatically when OECN$UTL:INSTALL_PACKAGE is executed with either the FULL or UDMS option. If a version of the dictionary has already been installed, INSTALL_PACKAGE will merge the updated version into the local copy. Thus, reports and additional views developed locally will be preserved.

USPS also contains a sharable image which is used by UDMS. The sharable image provides 3GL functions which are used in calculated fields by the UDMS dictionary. To make this image available to UDMS, you must define the following logical during system startup:

$ DEFINE/SYSTEM OECN$USPS_SHR OECN$PAY:USPSSHR.EXE

8 Implementation of this Release

Please implement this release as soon as possible. It is difficult for the SSDT to provide assistance to your problems if you are not utilizing the current version of the software supplied.

Please refer to the documentation files contained on the release tape to obtain a history of the modifications the software has gone through. The release documentation files are named in the format of "RELyymm.DOC" where yymm is the release date.

Should you experience any problems, or have any questions, concerning the OpenVMS/Alpha version of the USPS Version 4.2 software please feel free to contact SSDT for assistance using one of the following options:

Visit the OECN Public Forum at http://forums.oecn.k12.oh.us/forums/oecn/
DAS restricted Forum at http://forums.oecn.k12.oh.us/forums/das/
SSDT Home Page at http://ssdt.oecn.k12.oh.us/

End of Documentation for USPS Version 4.2 Release: 2006.12