Added entries for 2007 Federal Withholding, EIC Payments, Social
Security Tax Wage Base and Withholding Allowance in the table.
1.2 GENERAL: Update countries and codes
The software has been updated so the countries and corresponding codes
meet the specifications set by the SSA.
1.3 AUDRPT: Changed field name description
The description for the number of adjustment days posted through ATDSCN
has been modified. The previous values of 'Vac adjust last pay,' 'Sick
adjust last pay,' and 'Per adjust last pay' have been changed to 'Vac
adj pay stub,' 'Sick adj pay stub,' and 'Per adj pay stub.'
1.4 AUDRPT: Added field name descriptions
For those districts that utilize the deferred posting method, three new
fields have been added to the AUDRPT. They are 'Deferred sick,'
'Deferred vacation,' and 'Deferred personal.'
1.5 BENACC/ACCRUAL: Default to projection option
BENACC/ACCRUAL has been changed to always default to the projection
option.
1.6 BENACC/RESET: Default to projection option
BENACC/RESET has been changed to always default to the projection
option.
1.7 CREDENTIDLD: Ohio Credential ID load program
CREDENTIDLD will load the Ohio Credential ID field which has been implemented in USPS. This field is loaded using the last EMIS alternate ID file received from ODE. The alternate ID file is no longer being maintained by ODE which is why the Ohio credential ID field is being implemented. The Ohio Credential ID field will be extracted by USPEMS/USPEMX for proper EMIS reporting to ODE.
CREDENTIDLD is intended to be a one-time use program. Only blank
credential ID fields will be updated during the program run. There is
no audit log created by the program. However, updates are audited using
the USPS audits file and may be reviewed using the AUDRPT program.
1.8 MASCHG/MASENOT: Add e-mail address to report and increase report size
Added employee's e-mail address on MASENOT report. To accommodate the
employee's e-mail address, which is 70 characters, the report size has
been increased from 80 characters to 132 characters.
1.9 MASCHG/MASINC: Allow PPS access in MASINC
If user has PPS access, they will be able to access MASINC.
1.10 OSDIRPT: Add new OSDI school district tax codes
Added new OSDI school district tax codes for the following:
This information can be found on the web under the Ohio Department of
Taxation. The website provides the school district's tax rates and any
changes in tax rates.
1.11 PAYDED: Enable ACH tape file to utilize employee id's
When running PAYDED to generate an ACH submission file for HSA
withholdings, users have the option of replacing the SSN with the
employee ID on the submission file itself. Districts may want to check
with their processing financial institution to see if this feature can
be utilized.
1.12 PAYDIR: Enable ACH tape file to utilize employee id's
An option has been added to PAYDIR when answering the prompt to omit
ssn's. The options previously were "Y" and "N". The option "R" has been
added to replace the ssn with the employee id on the report and on the
ACH tape file. If you choose option "R" and you are not using employee
id's, then the ssn will be used. Districts may want to check with their
processing financial institution to see if this feature can be utilized.
1.13 PAYROLLCD: Add PAYFORM.TXT from PAYDED to PAYROLLCD
When PAYDED executes, PAYFORM.TXT will now be saved to PAYROLLCD, along
with all the other reports.
1.14 PAYROLLCD: Add PAYDED.DAT from PAYDED to PAYROLLCD
When PAYDED executes, PAYDED.DAT will now be saved to PAYROLLCD, along
with all the other reports.
1.15 UDMS: Added Credential ID field
The Ohio Credential Id field (CREDENTIAL_ID) has been added to the
BIOGRAPHICAL and EMPLOYEES views.
1.16 USPEMS: Implemented Ohio Credential ID field and February reporting period
Both the USPEMX and PERDET options of USPEMS have been updated for the new Ohio Credential ID field and February reporting period. PERDET will include the Credential ID field on the report. The reporting period prompt for both PERDET and USPEMX has been updated to allow for "C" which is the February reporting period.
PERDET and USPEMX will have an additional prompt to find out which ID from USPS is to be reported to EMIS. The ID reported to EMIS must match the ID that is being used on the Course Master records in the Student package. The prompt will ask "If the EMIS ID is blank; report the SSN, Employee ID, or Credential ID?". The default for this prompt is the SSN which is how USPEMX has been handled in the past.
PERDET has been updated to print the Employee ID rather than the true
SSN on the biographical heading line. The EMIS reporting ID will be
included on the report as well. Depending upon how the prompt mentioned
above is answered determines what value will be reported to EMIS. This
field appears on the report with the "Report to EMIS" flag.
1.17 USPLOAD/BIOSCN: Allow for Credential ID
Updates have been made to the BIOSCN option of USPLOAD to allow the
Ohio Credential ID field to be loaded. The column header to be used is
CREDENTIAL_ID. The field will be validated for proper formatting
(XX9999999).
1.18 USPLOAD/DEDNAM: Add new token for Suppress SSN/ID
Added a token for SUPPRESS_SSN_ID. This is a 1 character alphabetic
field and valid values are S, I, N or blank.
1.19 USPLOAD/DEDSCN: Include error adjustment fields
Modified USPLOAD/DEDSCN as follows:
The column heading labeled "ERROR_ADJ" will update as follows:
The column heading labeled "BOARD_ERROR_ADJ" will update as follows:
The column heading labeled "ADV_ERROR_ADJ" will update as follows:
Added supervisor id to the fields that could be loaded using a CSV file
through the JOBSCN option of USPLOAD. Field name have to be
"SUPERVISOR_ID" and is a 9 character field. The supervisor id field is
optional.
1.21 USPRPT/EMPMST: Added Credential ID field
The Ohio Credential ID field has been added to the EMPMST report.
1.22 USPRPT/SURCHG: Always clear the fiscal date
Before this change, the fiscal year input parameter was whatever was
entered in the previous run of SURCHG. With this change, the fiscal
date input will always be blank by default and a valid value must be
entered each run of the program.
1.23 USPSCN/BIOSCN, DEMSCN: Implemented Ohio Credential ID
BIOSCN and DEMSCN have been updated to include the Credential ID field.
Beginning with the February FY07 EMIS reporting period, the Ohio
Credential ID field will be required for all certificated employees.
This field will be validated for the proper format which is "XX9999999"
(first two characters are alpha and the remaining seven are numeric).
1.24 USPSCN/DEMSCN: Changed description on Degree Major
The "Degree Major" field in DEMSCN has been changed to "ECE
Qualification".
1.25 USPSDAT/DEDNAM: Add new flag called Suppress SSN or ID
A suppress SSN/ID flag has been added to USPSDAT/DEDNAM for all
deduction types. Valid values are S or blank, I and N. When a deduction
code is updated, a value of blank will be automatically converted to an
'S'. An 'S' or blank means that the SSN will print for that deduction
type on PAYDED/DEDRPT. An 'I' means that the Employee Id will print for
that deduction type on PAYDED/DEDRPT. If the employee id has not been
implemented, then PAYDED/DEDRPT will print the employee's SSN. An 'N'
means that neither the SSN or Employee Id will print for that deduction
type on PAYDED/DEDRPT. It will be blank.
1.26 USPSDAT/DEDNAM: Add warning message for Annuity deduction if annuity type 'H' is chosen
A warning message has been added for Annuity deduction types only. If
an annuity type of 'H' (Section 125, Treated as Wages) is chosen than a
warning message will appear. This is only a warning, so if you chose to
keep the 'H', then accept the input, otherwise change the H to
something more appropriate for that deduction. In USPS an annuity type
of 'H' is only supported for an adoption assistance plan, using a
deduction type of ADOP. Using an annuity type of "H" on other deduction
types can cause problems with W2s at year-end.
1.27 USPSDAT/DNAMRPT: Add new flag called Suppress SSN/ID to report
Suppress SSN/ID will print for all deduction types on DNAMRPT.
1.28 W2C: 2006 year-end changes
Allow users with read access to run W2PROC from the MENU prompt.
2 Problems Corrected
2.1 PAYROLLCD: CHKSTS report in PAYDED not including group deduction checks
The CHKSTS report that is generated in PAYDED for PAYROLLCD was not
including the group deduction checks on the report. Previously, it was
only including deduction and electronic check information. This has
been corrected to also include group deduction checks on the report.
2.2 PAYDED/PAYROLLCD: DEDRPT not always copied to PAYROLLCD
When the employee deduction amount was zero and there was a board paid
deduction amount, DEDRPT was not being copied to PAYROLLCD. This has
been changed, so if there's an employee or board paid deduction amount,
DEDRPT will be copied to PAYROLLCD.
2.3 USPEMS: Allow 8xx positions to be excluded for February
PERDET and USPEMX have been updated to include the prompt which allows
8xx positions to be excluded from reporting. This was missed with the
original update for the new February reporting period.
2.4 W2PROC: HSA amount for employer only not showing in Box 12 of Code W
When there was an HSA amount for the employer share and no HSA amount
for the employee share, then the HSA amount was not showing up in Box
12 for Code "W". This has been corrected and Box 12 Code "W" will now
correctly print HSA amount for employee and employer share.
3 Technical Enhancements and Changes
3.1 ATDSCN/BENADJ: Update to audit changes to benefit balances
Updated the BENADJ sub program to add audit entries to the USPAUD file
when the leave balances change. This is in direct relationship to the
AB and AC entries posted from ATDSCN for which BENADJ is called. This
will also affect the BENACC program as it calls BENADJ as well. Any
changes made to leave balances via BENACC also show up on the USPAUD
file.
3.2 CREDENTIDLD: Uses the EMIS_ALTID file directly
An update was made to the CREDENTIDLD program so that it accesses the
EMIS_ALTID file directly. Previously the credential ID's were being
obtained from the EMIS_ALTID file using a subprogram. The subprogram
being used has been updated to no longer use the EMIS_ALTID file since
this file is obsolete.
3.3 DEDNAM.GFD and DEDNAM.LIB: Added new field in layout
Added a new field called DEDUCT-SUPPRESS-SSN-ID. This is a one
character alpha field. The new field is using the filler at the end of
the file.
3.4 DEDUCTION_NAME_REC.DTR_REC: Added new fields in layout
Added new fields called DESG_ROTH_CODE and SUPPRESS_SSN_ID_FLAG. These
are both a one character alpha field and is using the filler at the end
of the file.
3.5 EMPLOYEE_REC: Added Ohio credential ID field
The Ohio credential id field has been added to the EMPLOYEES datatrieve
record.
3.6 ODJFSTR: Use SYS$DISK for files instead of OECN$DTA
Modified ODJFSTR to use SYS$DISK instead of OECN$DTA for location of
appended files. This means it will now look in the directory where the
ITC is working in to find the appended file.
3.7 PAYROLLCD: SYMDUMP.TXT was being created
A SYMDUMP.TXT file was being created and should not have been. It was a
file used in testing. This file is no longer being created.
3.8 TAXTBL.IDX: Update 2007 table
Added entries in the TAXTBL.IDX file for 2007 Federal and EIC Payments,
Social Security Tax Wage Base and the Withholding Allowance.
3.9 USPEMP.LIB: Updated for Ohio Credential ID
The Ohio credential ID field was added to the USPEMP record layout
using existing filler space. There has been no change in the record
size.
3.10 USPS0703: Initialization procedure for a new USPS file
The USPS0703 command procedure will execute USPS00 for the USPJOB file. This will cause a new file, USPKEYS.IDX to be created and populate it if there are any values in the Supervisor ID field which is currently available through USPS Web. This is intended to be a one-time initialization to create this new file. The USPKEYS file will be updated as needed each time there is a write, rewrite, or delete operation performed on the USPJOB file. Therefore, as updates are made via USPSCN or USPS Web, this file will be updated accordingly.
The USPKEYS file will be used as a key cross reference file to aid in
accessing data as the software is migrated to a web based application.
Currently the file will be populated with a cross reference between
jobs (employee id and job number) and their supervisor's id. Other key
cross references will be added as needed to this file in the future.
3.11 W2PROC: Always produce first and last name tokens
If the employee name is too long (longer than 18 characters) a token
called <EMPL_FORM_NAME> was created and it contained the first
initial of the first name, middle initial and the entire last name. It
was not producing the <EMPL_FNAME> and <EMPL_LNAME> tokens
when the shorted name was created. The lack of the original name tokens
created problems for generation of W2s from laser software. This has
been changed so, regardless of the length of the employee name, the
<EMPL_FNAME> and the <EMPL_LNAME> tokens will always be
created.
4 Modifications to Menu Files
4.1 PAY_MENU: Added CREDENTIDLD to USPS_CFG menu
The load program for the Ohio Credential ID field has been added as an
option from the USPS_CFG submenu.
5 Documentation
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.
| 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 |
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$ROOT:[DOCUMENT.DIST] for more information about OECN_INSTALL and INSTALL_PACKAGE.
Prior to executing INSTALL_PACKAGE it is necessary to define several system logicals required by the package. The table below lists the logicals which should be defined prior to executing INSTALL_PACKAGE for USPS:
| Logical | Description |
|---|---|
| OECN$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 |
USPS also requires components from the OECN and CSSR packages. These packages should be installed prior to installation of this package. |
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
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