USPS-R Menu
Menu options may look different for each user as they will only see the
options available to them based upon their user account’s Role/Permissions
Core
Contains the central pieces of USPS-R. Adding and modifying
Employee and Employer data
ACH Source
Used to create informational records for the school districts
who choose to use direct deposit
These records are used to create a tape which will be sent to a
local bank or directly to a Federal Reserve Bank
 This is equivalent to the DIRDEP/DIRMNT option in the USPS
Classic
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ACH Source:
Formerly DIRMNT
Terminology changesClassic
Redesign
ACH Transfer Type
Transfer Type
ID
ACH Transfer Code
ID Designator
Organization ID Designator
ID Number
Organization ID Number
Name
Organization Name
Attendance
Is used to track and update employee attendance and absence
date
Accrual’s and Adjustments days will be tracked in a Journal Log
and not in the Attendance option. This has not been made
available yet
This is similar to the ATDSCN in the USPS Classic:
• Attendance:
• Formerly ATDSCN
Terminology changes• Classic
Redesign
ID
Employee #
EMIS Entry Screen
Display’s EMIS information entered in the Employee or
Position screens
Includes Staff Demographic and Staff Employment records
Districts can create or choose roles for employee’s by using
the ADMIN/ROLE option. Once created, employee’s can then
be given access to the EMIS Entry screen by using the
ADMIN/USER option
 This is equivalent to OECN_USPS_EMIS identifiers
Date Codes
Date Codes are district used fields
Is used to create a new Date Code under the Employee option
Date field
Can also be viewed, created, or Edited under the
ADMIN/Custom Field Definition option
• Date Codes:
• Terminology changes• Classic
Redesign
• Date Code
Property Name
• Description
Display Name
Employees
Is used to add New employees to payroll
You can view, modify and delete employees
There are different options under Employees:
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Name
Address
Credential Id
Dates
Email
Employee Date CF
Evaluation
Experience
Legal name
Phone
Standard Payroll
Standard Personnel
 This is equivalent to BIOSCN and DEMSCN in the USPS Classic
Employees-Differences
• Employee:
• Formerly BIOSCN and DEMSCN
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Terminology changeClassic
Redesign
Employee ID
Number
State Assigned ID Credential ID (Certified)
State Assigned ID Non-Certificate Employee ID (ZID-Classified)
Zip
Postal Code
Email
Primary Email
Employee – New Fields
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New Fields in Employee on redesign
ODJFS Reportable
Spouse First Name
Name:
Full Name
Name With Middle Initial
Report name
Email:
Other Email
Primary Email
Secondary Email
Employee Date CF:
Test
Application Received
Received
Interviewed
Employee Personnel
Contains personal information about the employee:
 Employee Name
 Address
 Dates
 Legal Name
 Race
To be able to view or edit these records, an employee would
need OECN_PPS or OECN_PPS_RO rolls
Leaves
 Allows user to add, delete, and/or modify employee sick, vacation,
personal leave accrual information
 View current leave balances
 This is equivalent to BENSCN in the USPS Classic
• Leaves:
Formerly BENSCN
• Terminology change• Classic
• Accum/month
• Benefit unit
• Maximum
• Advance Used
• Advance Max
• Accum/Serv
RedesignAccum Per Month
Leave Unit
Max Leave Amount
Advanced Units Used
Max Advance Leave
Service Hours Accumulator
Leaves – con’t
• New Fields in Leaves on Redesign
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Type
Accumulate Based On Hours (Sick Only)
Date last Accrued
Leave 100 Percent Accrue
Leave Adjustment
Leave Units Accum last Pay
Pending Leave Adjust
Units Work Full Accum
User Defined Leave Acc
Begin Balance (Personal Only)
Personal Leave Accum (Personal Only)
Pay Group
Allows to divide employees into Logical groups in order to
apply mass changes to employee information, process payroll
and generate reports
Allows you to add, modify, or delete Pay Groups Codes and
Descriptions.
 This is equivalent to USPSDAT/PGRPED in the USPS Classic
• Pay Groups
• Formerly PGRPED
• Terminology change•
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Classic
Pay Group
Pay Group Description
Job Calendar
RedesignCode
Description
Job Calendar Type
Payroll Items
 Is used to add, modify, or delete Payroll Items for an employee.
 Includes Tax Payroll Items, association dues, health insurance premiums,
retirement Payroll Items, etc.
 Payroll Items are equivalent to DEDSCN in the USPS Classic
• Payroll Items
• Formerly DEDSCN
• Terminology change-
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ID
Name
Job
Name (deduction)
Name
Type
Fixed or Percent
Amount/percent
RedesignNumber
Last/First Name
Position Number
Configuration
Employee
Deduction Type
Rate Type
Rate
Payroll Items – Con’t
• New Fields in Payroll Item on Redesign
• Position
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Processing Order
No Max deduct flag or amount as of now
No Board's share, error adjustment, board error adj
No Start or Stop dates
Payroll Item Configuration
Payroll Item Configuration program allows you to add, change,
delete, or view Payroll Items company Information
Address’s for the Payroll Item Configuration’s are not stored
here, they are created in the CORE/PAYEE option. The districts
will want to create a payee first. This will contain the payee
address information. Then go into the Payroll Item
Configuration and create a payroll Item and then from here
can select that Payee with the address information (currently
you can not select a Payee in the Payroll Item Configuration)
The Pay Item Configuration is now associated with this Payee
 Payroll Items Configuration are equivalent to DEDNAM in the USPS
Classic
Payroll Item Configuration
(continued)
• Payroll Item Configuration/Payee
​Formerly DEDNAM
• Terminology change• Classic
Redesign• Phone
Number
• Vendor
Vendor Number
• New Fields in Payroll Item Configuration on Redesign
• Country
• Province
• Extension
• International Code
Position
Positions summarizes the non-contract info
After a Position has been created, save this position, then a
Compensation (Job) can then be created for each Position
(need to reselect the Position in order to add a Compensation)
A compensation defines how it’s going to be paid
Once a Compensation has been created, Payroll Accounts can
then be added
 Position is equivalent to POSSCN, JOBSCN, and PAYSCN in the USPS
Classic
Position (continued)
• Positions/Compensation/Pay Accounts
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Formerly JOBSCN/ POSSCN/PAYSCN
Terminology changeClassic
Redesign
Job
Position Number
Position/Title
Position Description
Type of Appt.
Appointment Type
Assign Area
Assignment Area
Building/Dept.
Building Code
Building/Dept
Department Code
Work Days
Contract Work Days
Sick
Eligible for Sick
Personal
Eligible for Personal
Vacation
Eligible for Vacation
EMIS Appt Type
State Reporting Appointment Type
Positions (continued)
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Job Type
Daily Rate
Hourly Rate
Amount to Charge
Percent of Fixed
Brd dist acct.
Maximum to Charge
Redesign
Supplemental Type
Unit Amount
Unit Amount
Rate
Rate Type
Employer Distribution
Maximum
Position (Personnel)
The Position (Personnel) option is for employee’s with
OECN_PPS role only. If an employee only has PPS role, then
they would only see the Position (Personnel) option in their
menu and not the Position option
Payroll Distributions
Pay Distributions are created for each employee
Determines how each employee should be paid, Direct
Deposit or Check
This used to be done in DEDSCN as a deduction
• Pay Distributions
• Formerly DEDSCN - Direct Deposit
• Terminology change• Classic
Redesign
​Acct #
Account Number
• Deposit Type
Direct Deposit Type
• Deposit Amount
Rate
Payroll Distributions
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New Fields in Payroll Distributions on Redesign
Priority
Code 1
Code 2
Date
Money 1
Money 2
Text
ACH Source
ACH Destination
Payee
Payee option is used to create Payee (contains the address
information) that can be used for Multiple Vendors with the
same address using a single Vendor Number
The Payroll Item Configuration is connected with a payee
A Payee needs to be created first before a Payroll Item
Configuration can be created
The Vendor Number is stored in the Payee
Payee is similar to DEDNAM in the USPS Classic
Payments
Payments have two options:
Payroll are the Payroll checks or direct deposits for employee’s
that were paid
Payee are the payments paid out
A district can use Payroll query to search for existing
Employee’s Paycheck/Direct Deposit paid on the system
 This is similar to BRWSCN
 No Pay accounts
 No detail of Deductions
 Does not show Compensation (Job)
 Just Number, Leave Balances and amount paid
Payee query allows the user to search for existing Electronic
Transfers and Payee Payments paid on the system
Utilities
Change password
Change Password
Any authenticated (logged in) user would have access to the
Utilities/Change Password option
 If the user knows their old password they can change their
password using the 'change password' link found on the USPSR Login page or by the 'change password' option under the
Utilities Menu.
 If they have forgot their password, currently an
administrator with access to the Users screen could go to
Admin/User and reset a password by selecting the Lock icon
for the user in question.
Admin
Admin menu contains programs that control how processing
is defined and done on the system and other options that
only an administrator would access.
Custom Field
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Fields districts can create for themselves
Can be used in queries, grid, reports
Enabled/disabled
Numerous types
• Text, code, money, number, date, date/time, web address, email,
user or Boolean, special CF i.e. created date/time, last modified
date/time
• Some fields from Classic are now CF
• In documentation
DBA
• Data Base Administrator
• Direct queries against database
• Mostly used as a SSDT debugging tool
Imports
Import data from Classic USPS into USPS-R
Have the option to Anonymize the Data.
 Training purposes
Modules
 Displays all available modules within the software version the
entity is using
 Required
 Won’t be able to uninstall
 Installed
 + = not installed
 - = installed
Module Configuration
Configuration details for installed modules
Disbursements – how many line items, check stubs, etc
Monitor
Admin ability to view various types of events occurring within
the system as well as status
Grid in two different tabs
• Events
• Status
Organization
The Organization option maintains district data
This is similar to USPDAT/USPCON in the USPS Classic
Posting Period
 Open, closed, current
• Can re-open if corrections need made
• Archived
• Data imported into classic currently can’t re-open
 Transaction dates will be required to be in an open posting period
 Open means that you can still process a payroll and run reports for the
posting period.
 Current period effects the calculations such as MTD, FYTD
 Current posting period would be the period in which you are
currently running payroll. The posting periods are setup on a
monthly basis.
• If running payroll now, the current posting period would be the January
2016 posting period
 Before new payroll month can be ran, must mark posting period as
the current posting period
Role
Similar to VMS identifiers
Defines basic functions, responsibilities, tasks of a user
Roles are granted one or more ‘Permissions’
• Specific functionality within the software
• Create, update, delete, view, report
• Setup in hierarchy – top level gives all access
Roles are defined by the entity
• Treasurer
• Accounts Payable
• Payroll
Roles are assigned to users
• Can assign more than one
Rules
Various types of business rules and applied ‘on the fly’
Create, activate, search, edit, disable (enable) and delete a
rule
• Edit, disable or enable a rule have to ‘activate’ before it takes
effect
USPS-R comes with its own set of required business rules as
well as optional ones that may be enabled/disabled
• Bundled means it came with USPS-R
• Mandatory means it can’t be disabled
Customized rules can also be written for individual districts
• Examples custom validations, sending emails or even updating
fields based on certain criteria
User
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Username entered is the username they use to login
Assigned one or more Roles
Assigned account filters
Create, search, edit, change password or delete a user
User Profile
The User Profile is a list of the roles that the logged in user’s
have
This screen is accessible by any logged in user and can verify
that they have the roles that are expected
Reports
The Report module allows the user to generate a report
from either a listing of predefined reports or create a custom
report using the “detail” option.
ACH Submission
Creates a Submission file for Payroll ACH Transfer and a HSA
Submission File
 Once file has been created:
 select Generate Submission File for Payroll ACH
 select Generate HSA Submission File
 ACH Submission is equivalent to PAYDIR in the USPS Classic
AFFORD Report
The AFFORD Report will assist in determining if an employee
will exceed 30 hours per week or 130 hours per month and
therefore, be classified as full-time under the Affordable Care
Act (ACA).
The report files created are called AFFORD.TXT and
AFFORD.CSV
ODJFS Report
Generates a report of the number of weeks worked, wages,
and ODJFS taxable wages for each employee for the quarter
Enter Year, Quarter, and Sort By options
Quarter Report
Quarter Report program generates a report of QTD figures for
employees and provides information necessary to complete
the IRS Form 941 Quarterly Statement
SERS Monthly Report
 Once the last payroll for the month is complete, it is recommended you run the
SERS Monthly option
 Selecting options:
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Month
Year
Sort By
Report Format
 Report Format options available:
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PDF (download)
PDF (inline)
Comma Separated Values
Excel
View (html)
Plain Text
XML
Jasper Report Design
 Option to ‘Generate Report’ first and then ‘Generate File’ for submission
file to be created
 SERS Monthly Report is equivalent to RETIRE/SERSREG in the USPS Classic
SERS New Hire Report
Option allows the user to create a new employee enrollment
file to upload to the SERS website.
Option to ‘Generate Report’ first and then to ‘Generate File’ to
create the submission
SERS New Hire Report is equivalent to RETIRE/SERSHIRE in the
USPS Classic
SERS Report
SERS Report will be used for per pay submission to SERS
It will follow the same rolls as the STRSREG per pay submission
in the USPS Classic
SERS Options:
 Report Title
 Sort By
 Report Format
 Historical Payrolls
Can only ‘Generate Report’ as of now
SERS Report is similar to RETIRE/STRSREG in the USPS Classic
STRS Monthly Report
 Once the last payroll for the month is complete, can ran STRS Monthly
option for balancing purposes.
 STRS Monthly Report Options:
 Report Title
 Month
 Year
 Sort By
 Report Format
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PDF (download)
PDF (inline)
CSV
Excel
View (html)
Plain Text
XML Jasper Report Design
 STRS Monthly Report is similar to RETIRE/STRSMONTH in the USPS
Classic
STRS New Hire Report
STRS New Hire Report option allows users to create a New
Employee Enrollment file to send to STRS
 STRS New Hire will create a report and can create a submission
file for new employees and employees who have had a lapse in
service
Options:
 Report Title
 Generate Report
 Generate Submission File
 Generate Submission File and Submit to STRS
Upload File- have ability to Browse for file
Submit Uploaded File
 STRS New Hires list
STRS Report
After completing each payroll, a STRS file needs to be created
to be submitted to STRS
Options:
 Report Title
 Sort By
 Employee Name
 Employee SSN
 Payment Method
 Check
 Electronic
 Check or Transaction Number (needs to be entered)
STRS Report – con’t
 Report Format
 PDF (download)
 PDF (inline)
 Comma Separated Values
 Excel
 View (html)
 Plain Text
 XML
 Jasper Report Design
 Generate Report
 Create Submission File
 Generate Submission File and Submit To STRS
 Upload File (Browse for file to be Upload)
 Submit Uploaded File
 Historical Payrolls list
 STRS Report is similar to RETIRE/STRSREG in the USPS Classic
ODJFS New Hire Report
 ODJFS New Hire Report is designed to assist in the reporting of new employees to the Ohio
Department of Human Services. This reporting is to be done within 20 days of the employee's hire
date.
 When a new employee is entered in the Employee screen, an ODJFS Hire Date will be entered
under the Dates section
 Then ODJFS New Hire Report can be ran in Projection first using the ‘Generate Report’ option
 Then to create the ODJFS New Hire File, select ‘Generate Submission File’ which creates a
HIRE36461572420160128.CSV
 This file can then be used to electronically submit new hire data
 Once ODJFS New Hire is ran in Actual, the ‘New Hire Reported ODJFS’ field under the
Core/Employee section will get a check mark in the box, stating it has been reported
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ODJFS New Hire Report is equivalent to NEWHIRE in the USPS Classic
W2 Report
W2 Report creates a report similar to W2REPT in the USPS
Classic.
Options for W2 Report:
 Format
 PDF(download)
 PDF (inline)
 CSV
 Excel
 View (html)
 Plain Text
 XML
 Jasper Report Design
W2 Report – Con’t
 Federal ID Number
 State ID Number
 Kind of Employer
 Sort Options
 Employee SSN
 Employee Name
 Building/Department and Employee Name
 Building/Department, Pay Group, and Employee Name
 Pay Group
 Zip Code and Employee SSN
 Zip Code and Employee Name
 Check Distribution and Employee Name
 Report for Year
USAS Integration
Controls if and how the software is connected to the USAS-R
system
Test Configuration
Test the connection between USPS-R and USAS-R
 Module & Security Configuration must be done first
Summary appears stating whether the connection was refused
or successful
Security Configuration
 Generates an application ID and Key for USPS-R which is
entered into USAS-R system (same thing must be done in
USAS-R to enter in this option)
 Must also enter information in USAS Module Configuration
found under the ‘Module Configuration’ menu option
ADMIN-Modules
• To install the USAS Integration Module click the
ADMIN-Modules-USAS Integration module
• When installed the
will change to
ADMIN-Module Configuration
• Click on
USAS Configuration
Payroll
Payroll Menu is where payrolls may begin to be processed
and to view previously posted payrolls
Payroll Processing
 Two options in the Payroll Payments
 Current
• The Current module is used to add payroll information for employees not included in
the regular payroll (during initialization) or to modify or delete payroll information
for employees already included in the current payroll.
 Future
• Future allows a user to enter payroll exceptions before starting a payroll. Exceptions
can be entered days, even months ahead of time.
• Future works in the same manner as Current. The only difference is that
an effective date field appears in Future. This field allows the user to direct
an Future record into a specific payroll. The effective date must be
inclusive of payroll period begin and end dates in which the payment
needs to be made.
Payroll Payments are similar to UPDCAL_CUR and
UPDCAL_FUT in the USPS Classic
Payroll Processing
 Payroll Processing is the start of a payroll
 The options for the payroll are:
 In Progress
 Posted
 To start a new payroll, click on ‘Initialize New Payroll’ (Formerly
INICAL and CALCPAY)
 To open an ‘In progress’ payroll, Click on Detail under ‘Payroll
Detail’ option.
 Shows Pay Groups included
 Shows Payroll Detail (Similar to CURPAY.INI in USPS Classic)
 From here you can:
o Modify Payroll
o View Pay Report
o View Error Report
o Post Payroll (Formerly CHKUPD)
o Delete Payroll
Payroll Processing – Con’t
 Once Posted, two files get created:
 Budget Distribution Report
 Payroll Account Distribution Report
Processing
Process Outstanding Payables
Process Outstanding Payables
 The Process Outstanding Payables (formerly PAYDED) option list all
Unpaid Payables (Payroll Items) from prior payrolls
 The Payee option allows you to select Unpaid Payables from prior Payroll
Cycles. The payroll items will be grouped together by the payee that
each is associated with and will list the total employee and employer
amount that is owed to the payee. To see more detail of who paid into
the payable, click on the button to open up the detail of the employee's
who paid into the payable.
 The Item Type option displays a total amount owed for each payroll item
configuration.
 The Item Detail option displays in detail the employees and the amounts
that they owe for a given payroll item
Options to how a payable should be paid by Electronic
Transfer or Deduction Check
Process Outstanding Payables –
con’t
 The option, Per Payee or Per Item Type, indicates whether you want
a payment generated based on the same payee, (all payroll items
with the same payee will be paid with one payment), or if you want
a separate payment for each payroll item type (ignoring the
grouping by the same payee).
 The Post Button just creates the payments as of now. So if you
select deduction check, then a deduction check payment is
generated for each payee or pay item type (whichever you
choose). There is no print file produced yet. The payments are
created and saved in the database as of now.
 This is similar to PAYDED in the USPS Classic
Payroll Processing
 To create the ACH submission tape and report go to ReportsChoose ACH Submission (Formerly PAYDIR)
 To Post payroll to USAS- USAS Integration (Formerly Autopost)