Quintessential School Systems, Inc.
QSS/OASIS
COE Payroll Utilities
Training Notes
Copyright © 2007 by Quintessential School Systems
2121 S. ElCamino Real, #D-200, San Mateo CA 94403 --- Voice 650/372-0200 --- Fax 650/372-3386 --- www.qss.com
Published November, 2002
Reissued April 2007
Copyright Notice
Copyright © Quintessential School Systems, 2007
This document contains proprietary information which is protected by copyright. All rights are reserved. No part of this publication may be reproduced,
transmitted, transcribed, stored in a retrieval system or translated into any language or computer language, in any form or by any means, electronic, mechanical, optical, chemical, manual or otherwise without the prior written approval
of Quintessential School Systems (QSS).
The information contained in this document is subject to change without
notice.
QUINTESSENTIAL SCHOOL SYSTEMS MAKES NO WARRANTY OF
ANY KIND WITH REGARD TO THIS MATERIAL, INCLUDING, BUT
NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
Quintessential School Systems shall not be liable for errors contained
herein or resulting from the use of this material.
QSS/OASIS, STUDENT/3000, and SCHOOL/3000 are registered trademarks
of Quintessential School Systems.
The samples of reports, windows, and dialog boxes in this document are provided to illustrate the operation of the software at a typical site. All names and
addresses are fictitious. The actual windows, dialog boxes, and reports at your
site may vary from the samples in this documentation.
Table of Contents
Course Overview
Course Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Cancel Payroll Warrants (WRCPAY)
How Cancelled Warrants Affect the General Ledger . . . . . . . . . . . . . . . . . . . 16
Cancel a Payroll Warrant or APD Deposit . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Maintain Payroll History (PHUPDT)
Add and Inspect Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Maintain Payroll History Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Payroll History Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Inspect Payroll History Screens. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
20
21
22
31
Display Payroll History (PHINSP)
Payroll History Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Update Regular Tax Fields (APUPDT)
Screens for Update Regular Tax Fields (APUPDT) . . . . . . . . . . . . . . . . . . . . 40
Reporting and Rebuilding Pay Stub Totals
Employee Year-to-Date Totals (PAY800) . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
District Y-T-D Totals (PAY835). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Reset Calendar Totals (PAY790)
Launching Reset Calendar Totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Pay Report Sort Maintenance Program (PSCUPD)
Add, Change, or Inspect Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Delete Option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Report Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Define Payroll Control (PCUPDT)
How to Use Define Payroll Control (PCUPDT) . . . . . . . . . . . . . . . . . . . . . . . 56
Update Payroll with Summer-Deferred Vol-Deds (PAY9SB)
Implementing Summer Pay from Vol-Deds . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Report Sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Course Overview
Course Content
Course Overview
These notes are designed to accompany a partial-day training on the general subject
of payroll utilities that can be utilized by a County Office to manage various aspects
of the QSS Payroll System. This includes how to make adjustments to the payroll
history files, how to cancel payroll warrants, how to create hand payroll warrants, and
several batch processes that can be used to reset tabulators at year end, balance
payroll warrant stub totals to the history records, and to set the sort order on various
payroll production reports.
The material covered in these Notes roughly parallels that presented in the QSS/
OASIS Payroll Manual, chapters 8 and 9. These training notes are not intended to
serve as a replacement for the Payroll Manual, but rather as a training tool to facilitate
new users’ understanding and mastery of the covered material.
It is assumed that trainees are already familiar with the QSS/OASIS Payroll System
and its general operation.
• Payroll Concepts and Master Files for County Offices
• District Payroll Processing
• Payroll Liabilities and the Vol-Ded Payment System
These topics are covered in detail in other training sessions.
Course Content
The topics covered in these notes are as follows:
Enter Payroll Hand Warrants (WRHPAY) This program allows you to
record a hand warrant in the Personnel/Payroll database.
Cancel Payroll Warrants (WRCPAY) This program allows you to cancel
payroll warrants and auto-pay deposits produced in payroll production, and
hand warrants from Enter Payroll Hand Warrants (WRHPAY).
Maintain Payroll History (PHUPDT) This program displays payroll history
records and makes payroll history adjustments.
Display Payroll History (PHINSP) This program displays five payroll history
records at a time.
Update Regular Tax Fields for Supplemental Addback (APUPDT) This
program allows you to modify the payroll information maintained by the system for calculation of supplemental add-back income taxes.
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Course Overview
Course Content
Reporting and Rebuilding Pay Stub Totals (PAY800 & PAY835) These
programs are used to synchronize year-to-date payroll stub totals with the payroll history records.
Reset Calendar Totals (PAY790) This program allow you to reset the calendar year-to-date totals that appear on the employee payroll stubs.
Pay Report Sort Maintenance Program (PSCUPD) This program allows
you to maintain the financial account sort order for four labor and benefit distribution reports.
Define Payroll Control (PCUPDT) A county can use this program to lock pay
lines before a payroll run.
Update Payroll with Summer-Deferred Vol-Deds (PAYS9B) This program
allows a site to issue summer-deferred pay from an accumulated voluntary
deduction liability account.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Enter Payroll Hand Warrants (WRHPAY)
Enter Payroll Hand Warrants (WRHPAY) allows you to record a hand warrant in the
Personnel/Payroll database. To Cancel a hand warrant, use Cancel Payroll Warrants
(WRCPAY). To Inspect a hand warrant, there are three choices:
ο The PI Screen of Employee Maintenance (PP0002)
ο Maintain Payroll History (PHUPDT). Both the Add and Inspect Option of this
program allow you to look at the full detail of one warrant at a time.
ο Display Payroll History (PHINSP). This screen allows you to look at up to 5
warrants at a time, but with less detail than with Maintain Payroll History
(PHUPDT).
Add a Payroll Hand Warrant
Select Enter Payroll Hand Warrants from the menu. On the option screen type A for
add. This is the only option that you can use. The other options listed on the screen
are not implemented.
The Add Option for Enter Payroll Hand Warrants (WRHPAY) requires filling in five
screens for each payroll hand warrant.
♦ Warrant Number Screen. Type the warrant number, district, employee SSN, reason, and date for the hand warrant.
♦ Retirement Information Screen. Specify whether to calculate retirement for the
warrant. This screen displays only for sites that are using the California Retirement
Software for PERS and STRS.
♦ Financial Accounts Screen. Type the financial accounts to charge the warrant out
to. Every warrant must have at least one financial account.
♦ Pay Deductions Screen. The entire screen is optional. Each hand warrant can
have up to 24 deductions from the Voluntary Deduction Master File.
♦ Pay Amounts Screen. This screen records the gross pay, withholding deductions,
and net pay for the warrant.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Warrant Number Screen
Warrant number
(R)
Type an unused 8-digit warrant number.
The Payroll System does not allow duplicate warrant
numbers.
After you press <ENTER>, the program verifies the warrant number. If the warrant
number has not been used, the balance of the screen displays.
District (R)
The screen displays the district number and name assigned to
your logon ID. Leave the district number as is to record a warrant for that district.
To record warrants for another district, type its 2-digit number.
Soc Sec#/ Name (R) Type the SSN of the employee who received the payroll hand
warrant.
If the employee is on file, the Name displays after you press
<ENTER>.
Reason (R)
Type a 30-character explanation of why the hand warrant is
being issued.
Date paid (R
Type the date of record for posting to the General Ledger.
Date period end (R) Type the ending date of the Pay Period for this payroll warrant.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Effective yr/qtr (O) Leave blank if the effective year and quarter is the same as the
Date paid. This is almost always the correct option.
Type a year and quarter if the effective year and/or quarter
differs from the Date paid.
The Effective Year is the last 2 digits of the calendar
year, such as 01 for fy 2000-2001.
The Effective Quarter is a number from 1 to 4, as on the
following chart.
Pay Location (O)
QUARTER
MONTHS
1
Jan - Mar
2
Apr - Jun
3
Jul - Sep
4
Oct - Dec
Leave blank, or type a pay location code.
Press <ENTER> to go to the next screen.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Retirement Information Screen
The Retirement Information Screen of Enter Payroll Hand Warrants (WRHPAY) displays only for districts that are using the California Retirement Software for reporting
PERS and STRS.
Calculate
Retirement? (R)
Type Y to have the program automatically compute the
retirement on the Pay Amounts Screen (the final screen for
adding hand warrants).
Type N to fill in the retirement amounts on the Pay Amounts
Screen by hand.
Create Retirement
Records (R)
Type Y to report the retirement taken on the hand warrant to
PERS or STRS.
Type N if you do not want to report the retirement for the
hand warrant to PERS or STRS.
If you are not creating Retirement Records, press <ENTER> and continue to the
Financial Accounts Screen.
If you are creating Retirement Records, fill in the rest of the screen to provide the
California Retirement software the information needed to create the records.
Default Reporting
Period
Year (R)
Month (R)
Type the reporting period for which the retirement will be
reported to PERS or STRS.
Type the last 2 digits of the calendar year, such as 01 for
2001.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Type the calendar month as a 2-digit number, such as 08 for
August.
Default STRS
Service Period
Begin (R)
End (R)
Type the beginning and ending dates for the STRS service
period.
Default PERS
Service Period (R)
Type the calendar month and year of the PERS service period,
such as 0400 for April, 2000.
Press <ENTER> to verify the information on the screen.
Financial Accounts Screen
Each warrant can be charged out to up to 24 accounts. To go to another page of
accounts, first press <ENTER> to verify new or changed financial accounts and then
press <Previous Page> or <Next Page>.
[account] (R)
Type a validated financial account. Each hand warrant must
have at least one financial account.
Rate (R)
Type the rate of pay to be charged to this account.
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Enter Payroll Hand Warrants (WRHPAY)
RT (R)
Units (R)
Add a Payroll Hand Warrant
Type a rate type code from the following list.
CODE
EXPLANATION
H
Hourly. Employee is paid by the hour, with the
number of Units filled in before each payroll
run.
D
Daily. An employee who is paid by the day,
with the number Units filled in before each
payroll.
L
Lump sum payment. The employee is paid a
lump sum per pay period, such as a regular
salary.
Type the number of Units worked.
For salaried positions subject to California PERS and
STRS, the number of units should be 1.00.
For hourly or daily pay, type the number of hours or days
worked during the pay period.
Ext Gross (D)
The screen computes the extended gross after you press
<ENTER>.
Ext Gross = Rate x Units
P- ty (R)
Type a Pay Type appropriate for the kind of pay an employee
is receiving.
St-ded (R)
Type a 6-character Statutory Deduction Profile defined with
Update Per/Pay Master Files (PP0010).
Sui (R)
Type a SUI code from the following list. If you leave the Sui
field blank, the screen fills in code 1 (regular funding) after
you press <ENTER>.
CODE
EXPLANATION
0
Exempt (such as student workers and
elected officials)
1
Regular funding
NOTE: The remaining fields may be either optional or required.
OPTIONAL. These fields are optional if you are not creating retirement records
for the hand warrant.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
REQUIRED. Many of the fields are required if you are creating retirement
records. The information on this screen is being edited against the California
Retirement Software.
P-Sch (R for CA
Ret)
Type the 6-character Pay Schedule code.
Ret Base (R for CA Type the Retirement Base pay. This amount may be different
Ret)
from the extended gross.
AC -PC-CC (R for
CA Ret)
This coding determines how retirement taken on this pay is
credited to the employee’s retirement system account.
The Retirement Code consists of 3 parts:
• AC (Retirement Account Code)
• PC (Retirement Pay Code)
• CC (Retirement Contribution Code)
This field is subject to either one or two levels of editing.
Payroll System Edits. The Payroll System always checks
the AC-PC-CC coding against its own retirement edits.
Retirement Edits for California STRS and PERS. The
Retirement System controls which districts and retirement
systems are subject to editing against its additional retirement edits.
Rpt Yr-Mo (R for
CA Ret)
Type the 2-digit calendar year and month for which to report
the retirement for the current financial account.
Svc Beg-End (R for This field is used differently for STRS and PERS members.
CA Ret)
For STRS members, the screen fills in the Default STRS
Service Period from the Retirement Information Screen.
You can type a different date range for the service period.
For PERS members, the screen fills in the Default PERS
Service Period from the Retirement Information Screen.
You can change this service period if you like.
W-Sch (R for CA
Ret)
Type 0 for most employees.
Type the required PERS code only for those members who
have work schedules that are an exception to the standard
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
PERS codes for monthly, hourly, and daily work schedules.
Twin (O)
Leave blank in most cases. Fill in this field only to charge
expenses to a twin district.
Type Y to charge out the payroll expense to the employee’s
twin district.
Press <ENTER> to verify the information on the screen. Press <Continue> to go on
to the Pay Deductions Screen.
Pay Deductions Screen
The entire Pay Deductions Screen of Enter Payroll Hand Warrants (WRHPAY) is
optional. To leave it blank, press <ENTER> and <Continue>.
Each warrant can have up to 24 Pay Deductions. The screen displays 4 at a time.
To scroll through all 24 deductions, press <ENTER> to save new or changed
deductions on the screen and then press <Prev Page> or <Next Page> to scroll
through the deductions.
Code (O)
Deduction name
(D)
Type a 4-digit vol-ded code defined with the Voluntary
Deduction Master File program (VDUPDT). The deduction
name displays after you press <ENTER>.
Employee (O)
Employer (O)
For each deduction, type an Employee-deducted amount, an
Employer-paid amount, or both.
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Enter Payroll Hand Warrants (WRHPAY)
S (O)
Add a Payroll Hand Warrant
Leave blank, or type a 1-character subjectivity flag for a Section
125 salary reduction.
CODE
blank or 0
EXPLANATION
Not a Section 125 salary reduction
deduction.
1
Section 125 deduction that reduces income
subject to federal income tax, state income
tax, OASDI, and Medicare.
2
Section 125 deduction that reduces income
subject to federal and state income tax, but
not to OASDI and Medicare.
3
Section 125 deduction that reduces income
subject to federal income tax, OASDI, and
Medicare, but not state income tax.
Press <ENTER> to verify the information on the screen. Press <Continue> to go on
to the Pay Amounts Screen.
Pay Amounts Screen
Follow these steps to fill in this screen:
• Fill in the Pay Amounts screen.
• Press <ENTER> to calculate the net pay for the warrant.
• Verify the accuracy of the figures on the screen. If needed, retype inaccurate figures. Then press <ENTER> to recalculate the net pay.
• Press <Update Data> to post the warrant to the Personnel/Payroll database.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Once the warrant is posted, there are two ways to fix errors: cancel the warrant
with Cancel Payroll Warrants (WRCPAY), or create a pay history adjustment
record with Maintain Payroll History (PHUPDT).
Gross Pay Window of Pay Amounts Screen
This window itemizes gross pay subject to income tax, OASDI, Medicare, and SDI.
U/I Gross
Regular (D)
Federal (D)
Ceta (D)
Exempt (D)
Total (D)
The screen displays the total for Unemployment Insurance
gross based on the SUI flags from the Financial Accounts
Screen.
Adjustments to Gross
NTX (D)
The sum of non-taxable pay.
TSA (D)
The total employee amount for tax sheltered annuities from the
Voluntary Deductions Screen. This amount reduces gross pay
subject to income tax.
Imputed (O)
Imputed income is added to gross pay subject to income tax.
However, imputed gross does not increase the amount of cash
earnings (net pay) on the payroll warrant.
An example of imputed income is the cost of employer-paid
life insurance for coverage over $50,000.
STRS-TS (O)
PERS-TS (O)
Leave blank, or type the amount of tax sheltered STRS or
PERS pickup.
Subj. Gr
Tax (D)
The screen calculates and displays gross pay amounts subject
to tax and retirement.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Tax (Taxable gross) equals Total gross (computed under U/I
Gross above) plus or minus Adjustments to Gross.
OASDI (O)
MEDI (O)
SDI (O)
STRS (O)
PERS (O)
Tax calc type (R)
The screen calculates and displays gross subject to OASDI,
Medicare, SDI, STRS, and PERS.
If needed, you can change these figures.
Type one of the following codes for defining the tax calculations
used for all of the financial account lines included on this Hand
Warrant.
CODE
Tax annualiz.
factor (R)
EXPLANATION
R
Regular. Regular pay with taxes based on
standard tax tables.
S
Supplemental %. Supplemental tax Method
A, which is a flat percentage for both federal
and state income taxes. As of 2000, it is 28%
federal tax and 6% California state tax.
A
Addback Supplemental. Supplemental tax
Method B, which is the Addback method. The
supplemental pay is combined with the most
recent regular payroll in a calendar year for
computing taxes to be taken on the supplemental payroll.
X
Mixed Regular/Supplemental. A mixture of
regular and supplemental methods. Some
Pay Lines are regular pay with taxes computed according to standard tax tables. Other
Pay Lines are supplemental pay with tax calculated by Method A (flat percentage), by
Method B (addback), or by a combination in
which some Pay Lines use Method A and others use Method B.
Z
Mixed Supplemental. A combination of both
supplemental methods. For some Pay Lines,
taxes are computed by Method A (flat rate);
for other Pay Lines, taxes are computed by
Method B (addback).
Type the number of pay periods in this employee’s pay year to
annualize income for income tax purposes.
Type 00 if this employee is normally paid an annual lumpsum payment.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Type 01 through 26 if this employee is normally paid in
monthly, semi-monthly, or bi-weekly payments.
Net Pay Window of Pay Amounts Screen
This window records the payroll withholding from gross pay. The screen uses the
following formula:
Net Pay = Total Gross - TSA + EIC - Pay Deductions
Federal Tax (O)
Advance EIC (O)
OASDI (O)
State Tax (O)
County Tax (O)
STRS (O)
PERS (O)
Medicare (O)
SDI (O)
Survive Ben (O)
Type dollar amounts for all applicable Pay Deductions.
Misc deducts (D)
Misc deducts is the total of the employee-paid portions of voluntary deductions on the Pay Deductions screen.
Net Pay (D)
The screen calculates Net Pay when you press <ENTER>.
All of these amounts decrease Net Pay, except for Advance
EIC. Earned Income Credit increases Net Pay.
The Net Pay is the only amount that the screen calculates.
You must enter all of the other deduction amounts.
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Enter Payroll Hand Warrants (WRHPAY)
Add a Payroll Hand Warrant
Other Amounts Window of Pay Amounts Screen
CAR allowance (D) This figure is the sum of all Pay Lines on the Financial
Account Screen with a Pay Type of CAR.
Emplr pd STRS
(O)
Not currently used. California STRS does not allow Buyout as
of 2000.
Emplr pd PERS
(O)
If applicable, type the dollar amount of PERS Buyout. PERS
Buyout means that the district pays the employee’s share of the
California PERS retirement contribution.
Deferred comp (O) Not used.
Cat-1 (O)
Cat-2 (O)
Cat-3 (O)
Cat-4 (O)
Cat-5 (O)
Categories 1 through 5 serve different purposes.
♦ Cat-1: Category 1 is Pay Type code OT1 (overtime for
time- and-a-half pay).
♦ Cat-2: Category 2 is Pay Type code OT2 (overtime for
double pay).
♦ Cat-3 through Cat-5: The remaining categories will be
implemented as needed.
Emplr pd OASDI
(O)
If applicable, type the dollar amount of OASDI Buyout.
OASDI Buyout means that the district pays what is normally
the employee share of OASDI.
Emplr pd MEDI
(O)
If applicable, type the dollar amount of Medicare Buyout.
Medicare Buyout means that the district pays what is normally
the employee share of Medicare.
RFU-1 (O)
RFU-2 (O)
RFU-3 (O)
Reserved for future use.
Press <ENTER> to calculate the Net Pay for the warrant. Verify the accuracy of the
calculations and make changes as necessary. When everything is correct, press
<Update Data> to post the hand warrant to the Personnel/Payroll database and to the
General Ledger.
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Cancel Payroll Warrants (WRCPAY)
How Cancelled Warrants Affect the General Ledger
Cancel Payroll Warrants (WRCPAY)
Cancel Payroll Warrants (WRCPAY) allows you to cancel payroll warrants and autopay deposits produced in payroll production and hand warrants from Enter Payroll
Hand Warrants (WRHPAY).
How Cancelled Warrants Affect the General Ledger
If you cancel the warrant or auto-pay deposit in the same fiscal year in which it was
issued, the cancellation process reverses all transactions associated with the warrant.
The net result is a wash so that the accounts are as they were before the warrant was
issued.
When the Payroll System produces a warrant, the gross pay for an employee is
debited to the labor expense objects in the Pay Lines and credited to Cash. Then
the Payroll System moves employee-paid deductions, such as FIT, SIT, retirement,
and FICA into the liability clearing accounts as defined with Maintain APY/BEN/
PAY Clearing Rules (GLMT03).
When you cancel a warrant, those transactions are reversed. First, all liabilities for
employee-paid FIT, SIT, and other deductions are reversed. Then the posting for
gross payroll expense is reversed, which returns the cash on the system to where it
was before the warrant was produced. However, you may still need to transfer cash
amounts between funds with your county auditor or treasurer.
The same reversal process also works for employer-paid benefits.
NOTE: If you cancel a warrant for a prior fiscal year, the Payroll System cannot reverse the
payroll postings. Instead, you should create a journal entry to post the reversing entries.
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Cancel Payroll Warrants (WRCPAY)
Cancel a Payroll Warrant or APD Deposit
Cancel a Payroll Warrant or APD Deposit
Three screens, or windows, are required to cancel a payroll warrant or APD deposit.
First Screen
Warrant number
(R)
Type an 8-digit payroll warrant number or APD deposit number.
Press <ENTER>. If the payment is on file, information about the payment displays
on the next screen.
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Cancel Payroll Warrants (WRCPAY)
Cancel a Payroll Warrant or APD Deposit
Financial Accounts Screen
Employee name (D) The screen displays information about the warrant or APD
Soc Sec # (D)
deposit.
District (D)
Amount (D)
Date Paid (D)
Status (D)
The status of the warrant or APD deposit displays.
OUTSTANDING
CANCELED
The item has been issued, but not redeemed.
Only an Outstanding item can be canceled.
The item has already been canceled. The cancellation date displays.
[financial account]
(D)
Each warrant or APD deposit can have up to 24 financial
account lines. The screen displays 5 at a time.
Amount (D)
The gross pay amount for each financial account.
Lf (D)
The Liability Flag for the financial account.
FLAG
MEANING
N
A regular payroll that is expended in the same
fiscal year as the pay date.
Y
The financial account is part of a liability payroll.
Press <Continue> to display the Cancellation Screen.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Cancel Payroll Warrants (WRCPAY)
Cancel a Payroll Warrant or APD Deposit
Cancellation Screen
Cancellation date
(R)
Type the Cancellation date for the payroll warrant.
Reason (R)
Type a free-form comment up to 30 characters long.
Effective yr/qtr (O) Leave blank. The warrant cancellation screen does not use the
effective date and quarter.
Press <ENTER> to verify the information on the screen. If no errors are noted, press
<Update Data> to cancel the warrant or APD deposit.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Add and Inspect Access
Maintain Payroll History (PHUPDT)
Maintain Payroll History (PHUPDT) displays payroll history records and makes payroll history adjustments. The Payroll System creates a payroll history record every
time an employee is paid.
There are three sources for payroll history records:
♦ Payroll Processing: The Payroll System creates a payroll history record for every
payroll warrant and APD stub printed during a payroll production run.
♦ Enter Payroll Hand Warrants (WRHPAY): This program creates one payroll
history record for each payroll hand warrant.
♦ Maintain Payroll History (PHUPDT): The Add Option of this program creates
payroll adjustment records.
Once a payroll record is posted to payroll history, it cannot be changed or erased.
The only way to correct a payroll record is to make an additional adjusting entry to
correct erroneous amounts.
Add and Inspect Access
Maintain Payroll History (PHUPDT) operates in either Add access or Inspect access:
♦ Add Access: You can add payroll history records and inspect history records.
♦ Inspect Access: You can inspect payroll history records, but not add them.
The system administrator at each district or county controls whether your logon ID
has add or inspect access.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Maintain Payroll History Screen
Maintain Payroll History Screen
The Maintain Payroll History Screen displays only for logon IDs with Add access.
For Inspect access, the only screen available is the Inspect Payroll History Screen.
Option (R)
Type an Option from the following list.
A
Enter Payroll History records
I
Inspect a Pay History Record
E
Exit program
Press <ENTER> to add or inspect payroll history records.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Payroll History Screens
Payroll History Screens
The Add Option of Maintain Payroll History (PHUPDT) creates payroll history
adjustment records. These records make adjustments for incorrect payroll totals.
Entering a payroll history record requires filling in two screens.
Select Employee
Social Security
Number (R)
Type the SSN of the employee.
There are two ways to choose an employee:
♦ Type the SSN in the Social Security Number field.
♦ Press <Find Employee> to look up the employee by last
name.
Press <ENTER> to verify that the employee ID is on file and has payroll records. If
that is the case, then the Enter Payroll History Adjustments screen will display.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Payroll History Screens
Enter Payroll History Adjustments
Each window of this screen will be described below.
Warrant Number Window
Soc Sec # (D)
Name (D)
The screen displays the SSN and employee name from the
Select Employee Screen.
Date pd (R)
Type the date of record for posting the payroll history
adjustment.
Per. end (R)
Type the ending date of the pay period that the adjustment
record is for.
Eff-Yr (O)
Leave blank to apply the payroll history record to the same
year and quarter as the Date Paid.
Qt (O)
Type an Effective Year and Quarter only if the date paid is
in a different quarter than the quarter in which the pay is
applied.
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Maintain Payroll History (PHUPDT)
Payroll History Screens
The Effective Year is the last 2 digits of the calendar
year.
The Effective Quarter is a number from 1 through 4, as
in the following chart.
QUARTER
MONTHS
1
Jan - Mar
2
Apr - Jun
3
Jul - Sep
4
Oct - Dec
PLoc (R)
Leave blank, or type a pay location.
APD (O)
Leave blank for records that are not APD transactions.
To adjust an APD transaction, type a code from the following list.
CODE
Warrant (R)
EXPLANATION
00
Not a participant in APD
22
APD deposit to checking
23
APD prenote to checking
32
APD deposit to savings
33
APD prenote to savings
Type an 8-digit warrant or APD deposit number.
If the adjustment applies to a particular warrant or APD
deposit, type its number.
If the adjustment does not apply to a particular warrant, type
a place-holder number such as 0 or 99999999.
NOTE: Duplicate numbers and cancellation. Cancelling a
payroll history record requires a unique Warrant number to
identify the record. If an employee has two or more pay history records with the same Warrant number, Cancel Payroll
Warrants (WRCPAY) may not locate the correct record to
cancel.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Payroll History Screens
Pay code (R)
Type a 2-digit Pay Code defined with the Update Per/Pay
Chart of Codes program (PP0010).
Ret-sys (R)
Type a 2-digit Retirement System code defined with the
Update Per/Pay Chart of Codes program (PP0010).
SC (O)
Type a state code for income tax. If you leave the SC field
blank, the screen fills in the state tax code for your state after
you press <ENTER>.
CC (O)
Type the county code for income tax. If you leave the CC field
blank, the screen fills in any appropriate county tax codes after
you press <ENTER>.
Tax calc type (R)
Type one of the following codes for how the taxes were calculated on the payroll item you selected:
CODE
EXPLANATION
R
Regular. Regular pay with taxes based on
standard tax tables.
S
Supplemental %. Supplemental tax Method
A, which is a flat percentage for both federal
and state income taxes. As of 2000, it is 28%
federal tax and 6% California state tax.
A
Addback Supplemental. Supplemental tax
Method B, which is the addback method. The
supplemental pay is combined with the most
recent regular payroll in a calendar year for
computing taxes to be taken on the supplemental payroll.
X
Mixed Regular/Supplemental. A mixture of
regular and supplemental methods. Some
Pay Lines are regular pay with taxes computed according to standard tax tables. Other
Pay Lines are supplemental pay with tax calculated by Method A (flat percentage), by
Method B (addback), or by a combination in
which some Pay Lines use Method A and others use Method B.
Z
Mixed Supplemental. A combination of both
supplemental methods. For some Pay Lines,
taxes are computed by Method A (flat rate);
for other Pay Lines, taxes are computed by
Method B (addback).
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Tax annualization.
factor (R)
Payroll History Screens
Type the number of pay periods used to annualize income for
the income tax calculation on the selected payroll item.
Gross Pay Window
This screen allows you to make adjustments to total gross pay and gross subject to
taxes.
NOTE: Use this screen only for entering incremental amounts to be adjusted. Type only
the incremental adjustment amount to be added or subtracted in order to make the totals
correct. Do not use this screen for entering an entire adjusted warrant.
TOTAL GROSS PAY: Type the adjustment amount for each of the four types of SUI
gross for calculating the adjustment amount to total Gross pay.
Adjustment amounts can be either negative or positive numbers. Positive adjustments increase total Gross; negative numbers decrease total Gross.
Exempt (O)
+ Regular (O)
+ Federal (O)
+ Ceta (O)
= Gross (D)
♦
♦
♦
♦
Exempt from SUI
Regular SUI gross
Federally funded portion of SUI gross (obsolete)
Ceta SUI gross (obsolete)
The total adjustment to Gross is the sum of Exempt, Regular,
Federal, and Ceta SUI gross.
The screen calculates the adjustment to total Gross when
you press <ENTER>.
ADJUSTMENTS TO TOTAL GROSS: Type the factors for adjusting total Gross
to calculate Tax Gr (Taxable Gross). Adjustment amounts should be incremental and
can be either positive or negative numbers.
For all but the IMP field (Imputed Gross), a positive adjustment amount decreases
Tax Gr (Taxable Gross), and a negative adjustment amount increases Tax Gr
(Taxable Gross).
For example, an TSA amount of -17.45 reduces TSAs by $17.45 and thereby
increases Taxable Gross by $17.45.
The IMP field (Imputed Gross) works the opposite way. A positive adjustment
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Payroll History Screens
increases Tax Gr (Taxable Gross), and a negative adjustment decreases Tax Gr
(Taxable Gross).
Gross
- NTX (O)
- TSA (O)
+ IMP (O)
- STRS-TS (O)
- PERS-TS (O)
= Tax Gr (D)
♦
♦
♦
♦
♦
Non-taxable income
Tax-sheltered annuities
Imputed gross
Tax-sheltered STRS (STRS pickup)
Tax-sheltered PERS (PERS pickup)
The total adjustment to Taxable Gross equals Total Gross plus
or minus the sum of the adjustments.
The screen recalculates Taxable Gross when you press <ENTER>.
Set-up options control whether Taxable Gross can be less than zero.
Balanced Transactions: If the screen requires balanced transactions, Tax Gr
(Taxable Gross) cannot be less than zero dollars. In other words, the sum of adjustments (NTX, TSA, IMP, STRS-TS, and PERS-TS) must be less than or equal to
total Gross.
Unbalanced Transactions: Tax Gr (Taxable Gross) can be a negative number. In
other words, the sum of adjustments can be greater than the total Gross.
OASDI Gr (O)
MEDI Gr (O)
SDI Gr (O)
Type adjustments to gross wages that are subject to OASDI,
Medicare, and SDI.
A positive adjustment amount adds to the employee’s total
gross subject wages, and a negative adjustment amount subtracts from total gross subject wages.
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Maintain Payroll History (PHUPDT)
Payroll History Screens
Net Pay Window
This screen makes adjustments to Pay Deductions and net pay.
- Federal Tax (O)
NET PAY CALCULATION: Type theincremental adjustment
+ Advance EIC (O) amounts for Pay Deductions.
- OASDI (O)
Adjustment amounts to Pay Deductions can be positive or
- State Tax (O)
- County Tax (O)
negative numbers. A positive amount increases deductions
- STRS (O)
(and therefore subtracts from net pay). A negative amount
- PERS (O)
decreases deductions (and therefore adds to net pay).
- Medicare (O)
- SDI (O)
Advance EIC (Earned Income Credit) is the exception to
- Survive Ben (O)
this rule. A positive adjustment to EIC adds to net pay, and a
- Misc deducts (O)
negative adjustment subtracts from net pay.
= Net Pay (O) or
(D)
Leave blank to have the screen compute the adjustment to net
pay.
The screen recalculates Net Pay every time you press
<ENTER>.
Net Pay = Taxable Gross - Pay Deductions
Balancing
Balancing may be required or optional for your logon ID. A balanced transaction is
one where Net Pay equals Gross Pay minus Deductions.
Balance Required: The screen does not update with an unbalanced transaction.
The Message Line reads as follows:
Net Pay is not = Gross Pay - Deductions. Cannot
update.
Balance the transaction before updating.
Balance Optional: The screen warns of the unbalanced transaction, but allows
updating. The Message Line reads:
Net Pay is not = Gross Pay - Deductions; update
allowed.
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Maintain Payroll History (PHUPDT)
Payroll History Screens
Miscellaneous Adjustments Window
For all of these categories, type a positive incremental adjustment amount to increase
year-to-date totals. Type a negative incremental amount to decrease year-to-date
totals.
CAR allowance (O) Type an adjustment amount to CAR pay.
This adjustment adds to or subtracts from the total amount
for the Pay Type of CAR . CAR pay has tax consequences
and is reported on the W2 forms.
The screen issues a warning when Car allowance is more
than the amount in the NTX (non-taxable gross) field. The
Message Line reads:
Warning: Auto allowance exceeds Nontaxable gross.
This is just a warning; the screen will update the payroll history record.
Emplr pd STRS
(O)
Not currently used. California STRS does not allow buyout as
of 1994.
Emplr pd PERS
(O)
If applicable, adjust the dollar amount of PERS buyout.
Deferred comp (O) Not used.
USER1 (O)
USER2 (O)
USER3 (O)
USER4 (O)
USER5 (O)
These fields serve different purposes.
♦ USER1: This field is for Pay Type code RET (retroactive pay).
♦ USER2: This field is for Pay Type code OT (overtime).
♦ USER3 through USER5: The remaining fields are
implemented as needed.
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Maintain Payroll History (PHUPDT)
Payroll History Screens
Empl pd OASDI
(O)
If applicable, adjust the dollar amount of OASDI buyout.
Emplr pd MEDI
If applicable, adjust the dollar amount of Medicare buyout.
(O)
RFU-1 (O)
RFU-2 (O)
RFU-3 (O)
Reserved for future use.
Calculated NP (D)
The screen recalculates this figure every time you press
<ENTER>.
Calculated Net Pay equals Total Gross minus Pay Deductions from the Net Pay Window.
Press <ENTER> to recalculate gross pay and net pay for the adjustment record. If no
error messages are displayed, press <Update Data> to post the adjustment record.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Inspect Payroll History Screens
Inspect Payroll History Screens
To select employee records to inspect, type the SSN of the employee or use <Find
Employee> to look up the employee by last name. Press <ENTER> to verify that the
employee ID is on file and has payroll records.
The program displays the Inspect Payroll History Screen. This screen displays one
payroll history record at a time.
The entire screen is read-only. When the screen first displays, the message line indicates the number of history records for the employee, as in the following example:
The screen displays the most recent record first. Use the function keys to display
other records.
Function Keys for Inspect Payroll History Screen
<First Record>
Press <First Record> to display the most recent payroll history
record.
<Last Record>
Press <Last Record> to display the oldest payroll history
record on file.
<Previous Record>
Press <Previous Record> to go back one record in chronological order.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
<Next Record>
Inspect Payroll History Screens
Press <Next Record> to go forward one record in chronological order.
Warrant Number Window
Date pd (D)
The date of record for posting the payroll history record.
Per. end (D)
The ending date of the pay period for the record.
Eff-Yr (D)
Qt (D)
An Effective Year and Quarter applies only if the date of record
for an adjustment is in a different quarter than when the adjustment is to be applied.
♦ The Effective Year is the last 2 digits of the calendar
year, such as 00 for 2000.
♦ The Effective Quarter is a number from 1 through 4
PLoc (D)
A 4-digit location number for payroll warrants with a Pay
Location.
APD (D)
The autopay deposit (APD) code.
CODE
MEANING
blank or 00
Not a participant in APD
22
APD deposit to checking
23
APD prenote to checking
32
APD deposit to savings
33
APD prenote to savings
Warrant (D)
An 8-digit warrant number, APD deposit number, or adjustment number.
Pay code (D)
A 2-digit Pay Code defined with the Update Per/Pay Master
Files (PP0010).
Ret-sys (D)
A 2-digit Retirement System code defined with Update Per/
Pay Master Files (PP0010).
SC (D)
The state code for any applicable income tax.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Inspect Payroll History Screens
CC (D)
The county code for any applicable income tax.
Stat (D)
Each record has one of the following Status codes:
CODE
EXPLANATION
A
Adjustment record created with the Add Option
of Maintain Payroll History (PHUPDT).
M
Machine-printed payroll warrant or APD deposit
issued and cashed.
MC
Machine-printed payroll warrant or APD deposit
that has been canceled.
H
HC
Tax calc type (D)
Payroll hand warrant that has been canceled.
Each record has one of the following codes to describe how
taxes were calculated:
CODE
Tax annualization
factor (D)
Payroll hand warrant issued and cashed.
EXPLANATION
R
Regular. Regular pay with taxes based on
standard tax tables.
S
Supplemental %. Supplemental tax Method
A, which is a flat percentage for both federal
and state income taxes.
A
Addback Supplemental. Supplemental tax
Method B, which is the addback method.
X
Mixed Regular/Supplemental. A mixture of
regular and supplemental methods.
Z
Mixed Supplemental. A combination of both
supplemental methods. .
The number of pay periods for annualizing income to calculate
income taxes.
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Maintain Payroll History (PHUPDT)
Inspect Payroll History Screens
Gross Pay Window
TOTAL GROSS PAY: The screen displays the factors for calculating the Total Gross
pay.
Exempt (D)
+ Regular (D)
+ Federal (D)
+ Ceta (D)
= Gross (D)
♦
♦
♦
♦
Exempt SUI gross
Regular SUI gross
Federally funded portion of gross for SUI (obsolete)
Ceta SUI gross (obsolete)
Total Gross is the sum of Exempt, Regular, Federal, and
Ceta pay.
ADJUSTMENTS TO TOTAL GROSS: The screen displays the factors for modifying
total Gross.
- NTX (D)
- TSA (D)
+ IMP (D)
- STRS-TS (D)
- PERS-TS (D)
♦
♦
♦
♦
♦
Non-taxable income
Tax-sheltered annuities
Imputed gross
Tax-sheltered STRS (STRS pickup)
Tax-sheltered PERS (PERS pickup)
= Tax Gr (D)
Adjusted Taxable Gross equals Total Gross plus or minus the
sum of these items.
OASDI Gr (D)
MEDI Gr (D)
SDI Gr (D)
Gross wages subject to OASDI, Medicare, and SDI.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
Inspect Payroll History Screens
Net Pay Window
NET PAY CALCULATION: The screen displays the amounts for Pay Deductions and
Net Pay.
- Federal Tax (D)
+ Advance EIC (D)
- OASDI (D)
- State Tax (D)
- County Tax (D)
- STRS (D)
- PERS (D)
- Medicare (D)
- SDI (D)
- Survive Ben (D)
- Misc deducts (D)
= Net Pay (D)
Amounts for Pay Deductions can be positive or negative
numbers. A positive amount increases deductions (and
therefore decreases Net Pay). A negative amount decreases
deductions (and therefore increases Net Pay).
Advance EIC (Earned Income Credit) is the exception to
this rule. Positive EIC increases Net Pay.
Net Pay equals adjusted Taxable Gross minus Pay Deduction
adjustments.
Miscellaneous Adjustments Window
For all of these categories, a positive adjustment increases year-to-date totals, and a
negative adjustment decreases year-to-date totals.
CAR allowance (D) This amount adds to or subtracts from the total amount for the
Pay Type of CAR.
Emplr pd STRS
(D)
Not currently used.
Emplr pd PERS
(D)
If applicable, the dollar amount of PERS buyout.
Deferred comp (D) Not used.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Maintain Payroll History (PHUPDT)
USER1 (D)
USER2 (D)
USER3 (D)
USER4 (D)
USER5 (D)
Inspect Payroll History Screens
These five fields serve different purposes.
♦ USER1: This field is for Pay Type code RET (retroactive pay).
♦ USER2: This field is for Pay Type code OT (overtime).
♦ USER3 through USER5: The remaining fields will be
implemented as needed.
Emplr pd FICA (D) If applicable, the dollar amount of OASDI buyout.
Emplr pd MEDI
(D)
If applicable, the dollar amount of Medicare buyout.
RFU-1 (D)
RFU-2 (D)
RFU-3 (D)
Reserved for future use.
Calculated NP (D)
Calculated Net Pay equals Total Gross minus Pay Deductions
from the Net Pay Window.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Display Payroll History (PHINSP)
Payroll History Screen
Display Payroll History (PHINSP)
Display Payroll History (PHINSP) displays five history records at a time. After you
select an employee, the screen displays the five most recent history records. You can
use the function keys to see the next or previous five records.
After you select Display Payroll History (PHINSP) from the Menu System, type the
district number and SSN of the employee for whom to view payroll history records,
or use <Find Employee> to look up an employee by last name.
Press <ENTER> to verify that the employee is on file and has payroll records. The
program displays the Payroll History Screen.
Payroll History Screen
The top line of the Payroll History Screen displays the name of the employee selected
on the previous screen.
This screen displays five payroll history records at a time, starting with the most
recent ones. The message line tells how many records are on file for the employee.
Warrant (D)
The warrant number, APD deposit number, or record number
for a payroll history adjustment.
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Display Payroll History (PHINSP)
[status] (D)
Payroll History Screen
There are two characters in the status code to the right of each
warrant number.
The first character indicates how the warrant was issued.
M
Machine produced by payroll production run.
H
Hand warrant.
The second character indicates the warrant status.
O or
blank
Outstanding. The warrant or APD stub has
been issued to the employee.
C
Cancelled. The warrant has been cancelled
with Cancel Payroll Warrants (WRCPAY).
S
Stopped. The warrant has been temporarily
blocked from payment. It can be resumed,
which changes the status back to outstanding.
V
Voided. The warrant was voided before it was
issued to the employee.
X
Outlawed. The warrant has expired or has
unauthorized alterations. It is no longer valid.
R
Redeemed. The warrant has been paid by the
bank and is recorded as redeemed through
the Warrant Reconciliation System.
The last four codes display only for districts that use the
optional Warrant Reconciliation System to manage warrant
status.
Date Paid (D)
The date paid for the payroll period.
Period End (D)
The ending date of the payroll period.
PC/RS YR/QT (D)
This column contains three pieces of information:
♦ PC/RS Pay Code and Retirement System
♦ YR/QT Effective year and quarter for the history record.
Total Gross (D)
Total gross pay.
Tax Shelter (D)
Tax-sheltered deductions.
Oasdi Gross (D)
Gross pay subject to OASDI.
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Display Payroll History (PHINSP)
Payroll History Screen
Medi Gross (D)
Gross pay subject to Medicare.
Oasdi/Medic (D)
Withholding for employee portion of Medicare and OASDI.
Federal Tax (D)
Federal tax withholding.
State Tax (D)
State tax withholding.
Retirement (D)
Retirement withholding.
SDI Paid (D)
State Disability Insurance premium deducted.
Advance EIC (D)
Advance EIC credited against pay.
Vol. Deds (D)
Total employee-deducted amount for voluntary deductions.
Net Pay (D)
Net pay.
Retro Pay (D)
Retroactive pay.
Overtime (D)
Overtime pay.
Exem Gross (D)
Gross pay exempt from unemployment taxation (SUI code 0).
Fed Gross (D)
Gross pay subject to federal income tax.
No-tx Gross (D)
Non-taxable gross, such as tax-sheltered retirement and Section 125 benefits.
<Previous Page>
Press <Previous Page> to view the previous five payroll history records.
If you are already viewing the most current history records,
pressing this key causes the screen to loop back to the oldest
payroll history records.
<Next Page>
Press <Next Page> to view the next five payroll history
records.
If you are already viewing the oldest payroll history records,
pressing this key causes the screen to loop back to the most
recent records.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Update Regular Tax Fields (APUPDT)
Screens for Update Regular Tax Fields (APUPDT)
Update Regular Tax Fields (APUPDT)
A supplemental addback payroll combines the most recent regular gross payWithin
the current calendar year with the gross pay for the supplemental payroll. The Payroll
System calculates the total taxes due on this combined gross. Then the Payroll System
subtracts the taxes already taken on the regular payroll. The balance of taxes due is
taken on the supplemental payroll.
The Update Regular Tax Fields (APUPDT) screen allows you to change information
needed for calculating supplemental addback payrolls for individual employees. These
changes regulate the amount of taxes taken on the supplemental addback payroll.
NOTE: This program should only be used in highly exceptional circumstances. You are
encouraged to discuss these circumstances with your QSS Account Manager prior to making changes with this program. The most common usage is in relation to a January supplemental payroll when there is no previous regular gross pay in the calendar year.
Screens for Update Regular Tax Fields (APUPDT)
After you select Update Regular Tax Fields (APUPDT) from the Menu System, type
the district number and SSN of the employee for whom you need to adjust supplemental addback tax information, or use <Find Employee> to look up the employee by
last name.
Press <ENTER> to verify that the employee is on file and has payroll records. The
program displays the employee’s amounts from the last regular payroll in the current
calendar year.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Update Regular Tax Fields (APUPDT)
Screens for Update Regular Tax Fields (APUPDT)
District (D)
Information from the Select Employee Screen.
Social security
number (D)
Employee name (D)
Regular Gross
subject to FIT/SIT
(R)
The employee’s regular gross pay from the most recent regular
payroll.
This amount is already adjusted for tax-sheltered PERS
and STRS contributions and for tax-sheltered annuities.
Do not subtract these amounts from the gross pay on
this screen.
Change this amount only if there is a need due to exceptional situations, such as for a cancelled payroll warrant or a
warrant that was cancelled and reissued as a hand warrant
with different amounts.
Federal Income
Tax (R)
The employee’s FIT from the most recent regular payroll.
You can change this amount.
State Income Tax
(R)
The employee’s state tax from the most recent regular payroll.
You can change this amount.
Annualization
Factor (R)
The factor for annualizing payroll for tax calculations is a number between 01 and 26.
The Payroll System uses the largest number of payrolls in
the Pay Schedules from the last regular payroll.
You can change this factor.
Press <ENTER> to update the employee amounts and return to the Select Employee
Screen.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
41
Copyright © QSS, 2007
Reporting and Rebuilding Pay Stub Totals
Screens for Update Regular Tax Fields (APUPDT)
Reporting and Rebuilding Pay Stub Totals
For each employee, the Payroll System maintains a summary record of year-to-date
gross, OASDI, Medicare, and other such totals. The Payroll System updates these
totals for every payroll warrant, APD deposit, payroll history adjustment, and payroll
warrant cancellation.
There are two reports that help you to manage these totals.
♦ Employee Year-to-Date Totals (PAY800) This report produces a listing of the
year-to-date payroll stub totals for employees in your district.
♦ District Y-T-D Totals (PAY835) This report verifies these year-to-date payroll
stub totals for all employees in a district. For each employee, the report reads all
payroll history records for a calendar year and totals all payroll amounts. Then it
compares those totals against payroll stub year-to-date totals.
The report runs in two modes: Report Only and Update. Each mode appears as a
separate menu item.
ο Report Only: The District Y-T-D Totals (PAY835) report lists discrepancies in
year-to-date totals. If this report shows discrepancies, run Update YTD from
Pay History Totals to correct the erroneous year-to-date totals.
ο Report and Update: The Update YTD from Pay History Totals (PAY835)
screen launches a District Y-T-D Totals (PAY835) report that lists discrepancies
and updates year-to-date payroll stub totals.
QSS recommends running District Y-T-D Totals (PAY835) every quarter. If
employees have inaccurate payroll stub totals, use Update YTD from Pay History
Totals (PAY835) to update those totals.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
42
Copyright © QSS, 2007
Reporting and Rebuilding Pay Stub Totals
Employee Year-to-Date Totals (PAY800)
Employee Year-to-Date Totals (PAY800)
This report is a listing of the year-to-date pay stub totals for all employees selected on
the launch screen.
Launch Screen
The screen below illustrates the standard format for this report, which can be selected
by pressing <Load STD Format>.
For District (R)
Your log-on district displays. If you have multi-district access,
you can type another district number.
Report title (O)
Type a title that prints below the district name on each page of
the report.
Sort option (R)
Type a code from the following list to select how to sort the
report.
1
Name. The report is sorted alphabetically.
2
PC/Name. The report groups employees by Pay
Code and then in alphabetical order.
Select Pay Code (O) Leave blank to report employees assigned to any pay code. To
select employees, type up to 5 pay codes.
Line #1 (R) and (O) Select the year-to-date totals to be reported for each employee
Line #2 (O)
by typing 2-character codes from the bottom of the screen in
Line #3 (O)
the columns for the three report lines, such as IG for imputed
gross or SB for survivor’s benefits.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
43
Copyright © QSS, 2007
Reporting and Rebuilding Pay Stub Totals
Employee Year-to-Date Totals (PAY800)
•
In Line #1, the first item is required. The second through
ninth items are optional.
• In Line #2, all nine items are optional.
• In Line #3, all nine items are optional.
Heading #1 (O)
Heading #2 (O)
Heading #3 (O)
Type the column headings for the detail lines on the report.
Sel (O)
Leave blank to include all employees without regard for pay
stub total amounts.
The nine column heading fields in each of these lines correspond to the nine items selected for reporting in the Line #1
through Line #3 selections.
To select employees, type a 2-character code from the bottom
of the screen, then a range of dollar amounts. If you make
more than one selection, an employee must meet all of the
criteria to be reported.
The following example illustrates how to restrict the report
to employees whose TG (taxable gross) is between
$5,000.00 and $7,500.00.
<Load STD
Format>
Press <Load STD Format> to load the standard report format
instead of creating your own.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
44
Copyright © QSS, 2007
Reporting and Rebuilding Pay Stub Totals
Employee Year-to-Date Totals (PAY800)
Sample Report
This report sample illustrates the standard report format for Employee Year-to-Date
Totals (PAY800). You can create other report formats by specifying different year-todate totals to include in the report.
The final page of the report concludes with district totals. If you sort the report by pay
code, the report also includes totals for each pay code.
07 QSS DEMONSTRATION DISTRICT
EMPLOYEE YEAR-TO-DATE TOTALS
J2467
PAY800
H.00.00 01/17/00
PAGE
23
SAMPLE FOR DOCUMENTATION
Gross Imputed GR NTX Gross
Ret TS
TSA Tax Gross Federal TX State Tax Fica Gross
SSN
NAME
Fica Medi Gross
Medicare Retirement Deductions
Net Pay
-----------------------------------------------------------------------------------------------------------------------------------xxx-xx-xxxx COYOTE WYLIE
148.69
9.22
0.00
148.69
0.00
2.16
0.00
0.00
0.00
0.00
148.69
137.31
0.00
0.00
148.69
xxx-xx-xxxx CRICKET JIMINY
24,041.37
0.00
0.00
22,598.65
1,442.72
327.66
1,476.36
1,476.36
400.00
1,918.80
20,722.29
18,233.69
1,286.68
398.18
0.00
xxx-xx-xxxx DUCK DONALD
46,920.34
0.00
0.00
0.00
312.56
0.00
3,284.43
3,284.43
6,328.00
7,520.56
36,995.35
20,779.93
6,954.46
2,036.96
0.00
xxx-xx-xxxx FLINTSTONE WILMA
18,533.63
1,138.63
0.00
18,365.07
168.56
266.27
489.08
489.08
0.00
1,571.76
17,875.99
12,863.09
1,955.77
249.03
18,365.07
9,473.55
587.37
0.00
9,473.55
0.00
137.38
217.84
217.84
0.00
993.86
9,255.71
7,537.10
0.00
0.00
9,473.55
xxx-xx-xxxx FUDD ELMER
22,314.01
0.00
0.00
0.00
168.56
0.00
576.35
576.35
750.00
3,530.56
20,819.10
15,013.83
2,145.37
281.90
0.00
xxx-xx-xxxx GORDON FLASH
23,270.91
1,442.81
0.00
23,270.91
0.00
337.45
621.60
621.60
0.00
733.20
22,649.31
17,035.60
2,671.80
428.45
23,270.91
xxx-xx-xxxx KENT CLARK
37,635.52
2,333.42
0.00
37,635.52
0.00
545.74
2,559.85
2,559.85
0.00
158.00
35,075.67
26,807.90
3,988.91
1,241.70
37,635.52
xxx-xx-xxxx KIRK JAMES
1,617.00
0.00
0.00
1,617.00
0.00
23.45
129.36
129.36
0.00
0.00
1,487.64
1,340.41
123.78
0.00
0.00
51.66
3.20
0.00
51.66
0.00
0.75
0.00
0.00
0.00
0.00
51.66
47.71
0.00
0.00
51.66
60,350.00
0.00
0.00
0.00
408.40
0.00
4,828.00
4,828.00
6,320.00
938.10
48,793.60
37,578.70
7,668.24
3,016.96
0.00
xxx-xx-xxxx FROG KERMIT
xxx-xx-xxxx LANE LOIS
xxx-xx-xxxx MOUSE MINNIE
DISTRICT TOTALS
Gross
State Tax
Net Pay
4,904,499.02
109,203.18
3,333,507.35
Imputed GR
Fica Gross
NTX Gross
Fica
Ret TS
Medi Gross
TSA
Medicare
Tax Gross
Retirement
Federal TX
Deductions
0.00
2,337,321.04
106,025.86
144,913.24
236,009.39
3,787,495.64
195,980.10
54,919.40
4,366,518.67
236,511.50
491,646.69
337,602.56
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
45
Copyright © QSS, 2007
Reporting and Rebuilding Pay Stub Totals
District Y-T-D Totals (PAY835)
District Y-T-D Totals (PAY835)
The District Y-T-D Totals (PAY835) program allows you to produce a report of district year-to-date payroll stub totals and to compare these pay stub totals with the payroll history files. It runs in Report Only modes.
Report Only Mode Launch Screen
Select Request Pay History/YTD Recon Report (PAY835) from your menu.
Calendar Year (R)
Type a 2-digit year, such as 00 for year 2000.
The report compares employee year-to-date pay stub totals
against the payroll history records for that year.
Press <ENTER> and <Launch Job> to launch the report.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
46
Copyright © QSS, 2007
Reporting and Rebuilding Pay Stub Totals
District Y-T-D Totals (PAY835)
Sample Report with No Discrepancies
The following sample illustrates a district with no discrepancies. It lists totals for the
district, but no individual employees. A report for Quarter 00 is for the entire year.
01 QUINTESSENTIAL USD
SAMPLE
DISTRICT Y-T-D TOTALS
J149
PAY835
H.00.01 02/18/00 PAGE
1
CALENDAR YEAR : 00
FOR QUARTER : 00
-----------------------------------------------------------------------------------------------------------------------------------DISTRICT TOTALS
GROSS
CAR
IMP GR 1
IMP GR 2
GR FD
GR ST
TSA 1
TSA 2
DEF COMP
852653.59
.00
.00
.00 800593.48 800593.48
9200.00
9200.00
.00
NTX 1
NTX 2
FIT
SIT
FICA GR
FICA
MED GR
MEDICARE
SURV BEN
.00
.00
91274.95
19608.43 311441.97
19309.19 634210.65
9196.13
.00
SDI GR
SDI
SUI GR
SUI
STRS
PERS
TAX SH1
TAX SH2
.00
.00
.00
.00
44479.09
14576.72
42860.11
.00
DED
EIC
NET PAY EMPR PD 1 EMPR PD 2
62224.21
.00 582784.87
.00
.00
DESC
QUARTER-TO-DATE
STRS
.00
PERS
.00
NO 3
.00
Sample Report With Discrepancies
Individual employees with discrepancies are listed in addition to the totals for the district. Run the update mode of District Y-T-D Totals (PAY835) to make inaccurate
PAY STUB TOTALS match PAY HISTORY DETAIL totals.
01 QUINTESSENTIAL USD
SAMPLE FOR DOCUMENTATION
DISTRICT Y-T-D TOTALS
CALENDAR YEAR : 00
FOR QUARTER : 00
J188
PAY835
H.00.01 04/02/00
PAGE
1
-----------------------------------------------------------------------------------------------------------------------------------000-00-0000
FORD HARRISON
DESCRIPTION
GROSS
CAR
IMP GR 1
IMP GR 2
GR FD
GR ST
TSA 1
TSA 2
DEF COMP
PAY HISTORY DETAIL
8361.21
.00
.00
.00
8361.21
8361.21
.00
.00
.00
NTX 1
NTX 2
FIT
SIT
FICA GR
FICA
MED GR
MEDICARE
SURV BEN
.00
.00
264.40
17.50
8361.22
518.37
8361.22
121.26
.00
SDI GR
SDI
SUI GR
SUI
STRS
PERS
TAX SH1
TAX SH2
.00
.00
.00
.00
.00
.00
.00
.00
DED
EIC
NET PAY EMPR PD 1 EMPR PD 2
124.26
.00
6833.61
.00
.00
DESCRIPTION
QUARTER-TO-DATE
DESCRIPTION
PAY STUB TOTALS (CTD)
STRS
.00
GROSS
16722.42
NTX 1
.00
SDI GR
.00
DED
248.50
PERS
.00
NO 3
.00
CAR
IMP GR 1
IMP GR 2
GR FD
.00
.00
.00
16722.42
NTX 2
FIT
SIT
FICA GR
.00
528.60
35.06
16722.43
SDI
SUI GR
SUI
STRS
.00
.00
.00
.00
EIC
NET PAY EMPR PD 1 EMPR PD 2
.00
13667.38
.00
.00
GR ST
16722.42
FICA
1036.74
PERS
481.81
TSA 1
TSA 2
DEF COMP
.00
.00
.00
MED GR
MEDICARE
SURV BEN
16722.43
242.52
.00
TAX SH1
TAX SH2
.00
.00
DESCRIPTION
STRS
PERS
NO 3
QUARTER-TO-DATE
.00
.00
.00
-----------------------------------------------------------------------------------------------------------------------------------DISTRICT TOTALS
GROSS
CAR
IMP GR 1
IMP GR 2
GR FD
GR ST
TSA 1
TSA 2
DEF COMP
8361.21
.00
.00
.00
8361.21
8361.21
.00
.00
.00
NTX 1
NTX 2
FIT
SIT
FICA GR
FICA
MED GR
MEDICARE
SURV BEN
.00
.00
264.40
17.50
8361.22
518.37
8361.22
121.26
.00
SDI GR
SDI
SUI GR
SUI
STRS
PERS
TAX SH1
TAX SH2
.00
.00
.00
.00
481.81
.00
.00
.00
DED
EIC
NET PAY EMPR PD 1 EMPR PD 2
124.26
.00
6833.61
.00
.00
DESC
QUARTER-TO-DATE
STRS
.00
PERS
.00
NO 3
.00
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
47
Copyright © QSS, 2007
Reporting and Rebuilding Pay Stub Totals
District Y-T-D Totals (PAY835)
Update YTD from Pay History Totals Launch Screen
Update YTD from Pay History Totals (PAY835) compares payroll stub year-to-date
totals against the payroll history records for that year and updates any payroll stub
totals that do not match the payroll history transaction totals.
If you have made any changes to payroll history records with Maintain Payroll
History (PHUPDT), they are reflected in the updated totals.
NOTE: If you have accidentally updated the same payroll production run twice, the same
pay period amounts will be entered twice in the pay history records. Updating from those
duplicate records will result in inaccurate pay stub totals. Contact your QSS Account
Manager for assistance.
Select Update YTD from Pay History Totals (PAY835) from your menu.
Calendar Year (R)
Type a 2-digit year, such as 00 for 2000.
Press <ENTER> and <Launch Report> to launch the update job. The same report as
that generated from Pay History/YTD Reconciliation will be produced and your pay
stub totals will be updated to match the Pay History totals.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
48
Copyright © QSS, 2007
Reset Calendar Totals (PAY790)
Launching Reset Calendar Totals
Reset Calendar Totals (PAY790)
Reset Calendar Totals (PAY790) allows you to reset the calendar year-to-date (CTD),
quarter-to-date (QTD), and month-to-date (MTD) totals for employees. Those totals
are the source for the year-to-date amounts on payroll warrants and APD stubs.
The Payroll System updates CTD totals for each employee during the payroll production run. However, the Payroll System does not automatically zero those totals at the
end of the year. You must reset these totals as part of the annual maintenance of the
Payroll System.
The timing for running Reset Calendar Totals (PAY790) is critical. Zero out CTD
totals each January after the final payroll for the old year AND before the first payroll
for the new year.
Launching Reset Calendar Totals
Reset Calendar Totals (PAY790) is run directly from the MPE prompt instead of from
a menu. Therefore, a member of the data processing staff usually runs this program.
NOTE: Reset Calendar Totals (PAY790) locks up the W4 data and year-to-date
totals for all employees while it is running.
Logon as: OPR.QSSUSER
Type the following command:
:RUN PAY790.PRNSCH.QSSPROD
Press <RETURN> to run the program.
PAY790
H.00.01 compiled 06/24/98
12:55
This program will reset CTD/QTD/MTD totals in the
PERPAY.DBPERPAY database. This program is for version ’H’ of QSS/OASIS payroll only.
Type C, Q, M, or N to select which action to take.
C
Reset all CTD, QTD, and MTD totals
Q
Reset only QTD and MTD totals
M
Reset only MTD totals
N
Do not reset any totals
Reset option (C=CTD/QTD/MTD, Q=QTD/MTD, M=MTD,
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
49
Copyright © QSS, 2007
Reset Calendar Totals (PAY790)
Launching Reset Calendar Totals
N=None)?
C
C
CTD/QTD/MTD totals will be reset.
The screen is locked up while the process is zeroing out totals. The W4 data and yearto-date totals for all employees are also locked. The following messages indicate that
the process is complete.
PPM-RECORDS FOUND
PPM-RECORDS ZEROED
05670
01274
END OF PROGRAM
PPM-RECORDS-FOUND is the total count for payroll master records that contain
year-to-date totals. PPM-RECORDS-ZEROED is the count of records that had yearto-date totals that were reset because they had totals greater than zero.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
50
Copyright © QSS, 2007
Pay Report Sort Maintenance Program (PSCUPD)
Add, Change, or Inspect Option
Pay Report Sort Maintenance Program (PSCUPD)
Pay Report Sort Maintenance Program (PSCUPD) allows you to maintain the sort
order for the following reports:
♦
♦
♦
♦
Payroll Labor Distribution (PAY270)
Labor Distribution History Report (PAY275)
Employer Paid Benefit Distribution (PAY320)
Employer Paid Benefit History (PAY328)
All four of these reports sort payroll transactions by account. The primary sort is
always on the Fund field. You can select how to use the other account fields for
sorting these reports.
Each report totals on the following sort groups:
♦ All employees with expenses charged to a particular financial account
♦ All employees for the first sort item after the Fund in the customized sort order.
♦ All employees paid from a Fund.
There are two levels of sort definitions: global sort orders and district sort orders.
♦ Global sort order: District 00 is the global district. The sort order for this
district applies to all districts that do not have their own district definition.
♦ District sort order: Districts 1 through 99 can have their own individual sort
orders. For an individual district, its sort order takes precedence over the global
sort order.
Add, Change, or Inspect Option
After selecting Pay Report Sort Maintenance (PSCUPD) from the menu, indicate
with a single character option code the function you wish to perform. Press
<ENTER> to execute the Option.
A
Add a record
C
Change a record
D
Delete a record
I
Inspect a record
R
Request a report
E
Exit program
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
51
Copyright © QSS, 2007
Pay Report Sort Maintenance Program (PSCUPD)
Add, Change, or Inspect Option
Option (D)
The Option code from the Option Screen.
District (R)
This field displays only for logon IDs with multi-district
access. If this field does not display, you can maintain sort
order only for your logon district.
♦ Type 00 to maintain the global sort order. This sort order
applies to all districts that do not have their own sort
order.
♦ Type a number from 1 through 99 to maintain the sort
order for a district.
Press <ENTER> to display the next field.
Program name (R)
Type a program name from the following list.
PROGRAM NAME
REPORT
PAY270
Labor Distribution Report
PAY275
Labor Distribution History Report
PAY320
Benefit Distribution Report
Employer Paid Benefit History (PAY328) uses the sort
options for PAY320 when you choose to sort PAY328 by
account.
Press <ENTER> to display the balance of the screen.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
52
Copyright © QSS, 2007
Pay Report Sort Maintenance Program (PSCUPD)
Add, Change, or Inspect Option
Sort Order (D) and Type the sort order for the financial account.
(R)
♦ The first Sort Order field contains the mnemonic for the
Fund. You cannot change this field.
♦ Type the Sort Order for all of the remaining fields in the
financial account using the 2-character mnemonics from
the Sort Field list.
After you press <ENTER>, the program verifies the screen.
If a Sort Field is missing from the Sort Order, the screen highlights that field. The
Message Line reads: This field required for your account.
Press <Update Data> to save the sort order in the Personnel/Payroll database.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
53
Copyright © QSS, 2007
Pay Report Sort Maintenance Program (PSCUPD)
Delete Option
Delete Option
Select the Sort Order to delete by entering D in the Option field, the appropriate
District number, and the appropriate Program Name. Press <ENTER> after each
selection. The screen will display the selected Sort Order.
District (D)
Program (D)
Sort Order (D)
Information about the sort order from the previous screens.
Press <ENTER> to delete the sort order.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
54
Copyright © QSS, 2007
Pay Report Sort Maintenance Program (PSCUPD)
Report Option
Report Option
Report Title (O)
Type a 30-character title that prints below the district name on
each page of the report.
Many districts use this title to identify who launched the
report so the printout can be routed to its owner.
Press <ENTER> to launch the report.
Sample Sort Order Report
07 QSS DEMONSTRATION DISTRICT
J2298
PSC100
H.00.00
01/12/00
PAGE
1
SAMPLE FOR DOCUMENTATION
PAY REPORT PROGRAMS SORT SELECTION REPORT
-------------------------------------------------------------------------------00
Default Sort Values
PAY270 LABOR DISTRIBUTION REPORT
FD RE BR SC PY GO FN OB TY
07
QSS Unified School District
PAY270 LABOR DISTRIBUTION REPORT
PAY320 BENEFIT DISTRIBUTION REPORT
FD OB RE FN GO TY PY SC BR
FD RE PY OB GO FN BR SC TY
57
San Sebastian USD
PAY270 LABOR DISTRIBUTION REPORT
PAY275 LABOR DIST HISTORY REPORT
FD BR SC RE PY GO FN OB TY
FD BR SC RE PY GO FN OB TY
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
55
Copyright © QSS, 2007
Define Payroll Control (PCUPDT)
How to Use Define Payroll Control (PCUPDT)
Define Payroll Control (PCUPDT)
A county can use Define Payroll Control (PCUPDT) to lock Pay Lines before a
payroll run. When a Pay Line is locked, the message *LOCKED* flashes in the Pay
Line Window.
If a logon ID has special override capability, the message flashes *LOCK/OV*.
For example, each district is responsible for preparing its own Pay Lines for the
payroll to be run on June 30. The county office verifies that all Pay Lines are ready
for payroll production on June 27. The payroll office locks the Pay Lines on June
27. The districts cannot make any changes to the locked Pay Lines until the county
office uses Define Payroll Control (PCUPDT) to unlock the Pay Lines. They do
not automatically unlock after the payroll has been run.
This program can lock Pay Lines associated with up to three Pay Names.
How to Use Define Payroll Control (PCUPDT)
For FY (R)
A 2-digit fiscal year, such as 01 for the 2000 - 2001 year.
The screen displays the fiscal year assigned to your logon
ID. If needed, you can type a different year.
Defaults (O)
The Defaults are useful to apply the same PayName and Date
to all districts.
The PayName identifies which Pay Schedules and Pay
Codes are to be processed on a payroll. All Pay Lines
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
56
Copyright © QSS, 2007
Define Payroll Control (PCUPDT)
How to Use Define Payroll Control (PCUPDT)
selected by a Pay Name are locked for a particular Pay Date.
To define defaults, type a Pay Name in the first field and a
Pay Date in the second field. Up to three default combinations can be entered. You can apply the Defaults to all districts by pressing <Apply Defaults> on the next screen.
Leave blank to skip defining Defaults.
Press <ENTER> to verify the Pay Names for the Defaults. The Date is not verified
by the system. Press <Continue> to display the next screen.
Apply Payroll Controls to Districts
For FY (D)
Defaults (D)
Information from the previous screen.
District (D)
The screen lists the districts for which payroll controls are currently set up.
To remove a district from the list, erase the District number
with the space bar or <Del> key, then press <ENTER>.
To add a district to the list, type a District number, then
press <ENTER>.
To rebuild the entire list, press <Init All Dist>. The screen
clears any existing payroll controls (unlocks all districts)
and lists all of the districts for your county in numerical
order.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Define Payroll Control (PCUPDT)
How to Use Define Payroll Control (PCUPDT)
To apply the Defaults to all districts, press <Init All Dist> to
list all of the districts. Then press <Apply Default> to apply
the Defaults (lock) to all of the districts.
The screen displays 14 districts at a time. If your county has
more than 14 districts, press <Next Page> or <Previous
Page> to scroll through the entire list.
PayName (O)
Date (O)
The screen displays the Pay Names and Pay Dates for payroll
controls that are presently in effect. Each district can have up to
three Pay Name codes listed to specify which Pay Lines are
locked.
To apply the Defaults defined on the previous screen to all
districts, press <Apply Defaults>.
Any existing payroll controls are replaced with the
Defaults, which are listed on the top of this screen.
To apply (lock) payroll controls to a single district, type a
Pay Name and a Date, then press <ENTER>.
To remove (unlock) payroll controls from a district, use the
space bar or <Del> key to delete the district’s Pay Name
and Date, then press <ENTER>.
If you want to unlock payroll controls for all districts,
press the <Init All Dist> function key.
The Pay Lines remain locked until they are unlocked with this
program.
Press <ENTER> to process the information on the screen, then press <Update Data>
to save your work.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Update Payroll with Summer-Deferred Vol-Deds (PAY9SB)
Implementing Summer Pay from Vol-Deds
Update Payroll with Summer-Deferred Vol-Deds
(PAY9SB)
Update Payroll with Summer-Deferred Vol-Deds (PAY9SB) allows a site to issue
summer-deferred pay from accumulated Vol-Deds. This process uses Vol-Deds in the
85xx range as a “savings account” for summer pay. The program then creates the
Pay Lines for disbursing the accumulated deductions for summer pay.
This process allows 10-month employees to use an 85xx Vol-Ded as a "savings
account" to even out their cash flow over 12 months.
For example, an employee has take-home pay of $12,000 that is earned during a
10-month contract. If that pay is taken over 10 months, the employee receives
$1,200 net pay a month on the end-of-month payrolls for September through
June, but no pay during July and August.
But this employee can even out the cash flow for the year by setting aside 1/6 of
the take-home pay ($200 a month) in an 85xx Vol-Ded during the 10 months of
the contract period, which results in having $2,000 saved for living expenses
during the two non-paid summer months.
During the summer, the money "saved" in the 85xx Vol-Ded is paid out to the
employee on special payroll runs.
This program calculates the total amount of money set aside for each employee in up
to 5 Vol-Deds in the 85xx range, then creates special Pay Lines for disbursing the
money to the employees.
The Summer Deferred Payroll Load Audit Report (PAY904) is a listing of these Pay
Lines.
Implementing Summer Pay from Vol-Deds
NOTE: Consult with your QSS account manager before implementing summer pay from
Vol-Deds. This process requires modifying the payroll production process and running special payrolls to create the summer-deferred warrants.
Setting Up Master Files
This option for summer pay requires a variety of master files that are used exclusively
for summer-deferred pay.
♦ One or more Vol-Deds for setting aside summer-deferred pay. These deductions
must be numbered 8500 through 8599. To get them to post to a special liability
account, assign these Vol-Deds to an unused Class on the Voluntary Deduction
Master File screen. Modify Maintain APY/PAY/BEN Clearing Rules
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Update Payroll with Summer-Deferred Vol-Deds (PAY9SB)
Implementing Summer Pay from Vol-Deds
(GLMT03) to direct the posting of this Class to the special liability account.
♦ Pay Schedules to be used only for creating Pay Lines from Vol-Deds for
summer deferred pay. The Pay Schedule should contain only payroll numbers
15 and 16.
On a typical monthly Pay Schedule, payroll numbers 1 through 12 are the regular end-of-month payrolls for July through June. Payroll numbers 13 and 14
are for summer-deferred payrolls in which the salary for a 10- or 11-month
employee is paid in multiple checks issued in June. Payroll numbers 15 and 16
are for summer-deferred payrolls created from 85xx Vol-Deds via Update Payroll with Summer-Deferred Vol-Deds (PAY9SB).
The number of payrolls on this Summer Deferred Pay Schedule determines
how many Pay Lines are produced.
• If the Pay Schedule includes payroll numbers 15 and 16,
Update Payroll with Summer-Deferred Vol-Deds
(PAY9SB) creates two Pay Lines for each employee,
each of which is used to disburse one half of the money
set aside for summer pay.
• If there is only one payroll number on the Pay Schedule,
Update Payroll with Summer-Deferred Vol-Deds
(PAY9SB) will create only one Pay Line per employee,
which is used to disburse all accumulated summer pay.
♦ A Pay Name that is used only for running summer-deferred pay from Vol-Deds.
When setting up this Pay Name, type a V in the User-defined field to indicate that
this Pay Name is for summer-deferred pay originating from 85xx Vol-Deds.
♦ A Statutory Deduction Profile that contains only the statutory deductions NRF
(non-reportable FIT) and NRS (non-reportable SIT). This profile is required to
build the Pay Lines for the payrolls during July and August.
♦ A Vol-Ded Frequency Code or a Deduction Schedule for vol-deds taken on the
special payrolls run during payroll numbers 15 and 16. .
♦ A Pay Type code that is used only for producing summer-deferred pay from VolDeds. This Pay Type would not be used for regular payrolls throughout the year.
♦ Links to all districts that are producing summer-deferred pay from Vol-Deds for
the following codes: Vol-Deds, Pay Schedules, Statutory Deduction Profiles, VolDed Frequencies, and Deduction Schedules.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
60
Copyright © QSS, 2007
Update Payroll with Summer-Deferred Vol-Deds (PAY9SB)
Implementing Summer Pay from Vol-Deds
Setting Aside Money for Summer Pay
There are two steps to deduct money from employees for summer pay with 85xx VolDeds:
♦ Assign employees to the 85xx Vol-Deds. Use a Vol-Ded Frequency Code or a
Deduction Schedule that will take this deduction during the 10- or 11-month contract period. You can specify either a fixed dollar amount or a percentage of pay to
deduct.
♦ Run the regular payrolls during the 10 or 11 months of the contract year. Thus, the
amount or percentage specified in the 85xx Vol-Ded is added to the money set
aside for the employee’s summer pay.
Disbursing Summer Pay
When it is time to issue summer pay, use Update Payroll with Summer-Deferred VolDeds (PAY9SB) to create the Pay Lines needed for the special payroll run to disburse
the funds from the 85xx Vol-Deds.
♦ Run Update Payroll with Summer-Deferred Vol-Deds (PAY9SB) in report-only
mode. The Summer Deferred Payroll Load Audit Report (PAY904) allows you to
verify the Pay Lines for summer-deferred pay before updating.
♦ When you are ready to create Pay Lines, Run Update Payroll with SummerDeferred Vol-Deds (PAY9SB) in update mode. This process creates the Pay Lines
for summer pay.
♦ Make any needed changes to the Pay Lines on the PR Screen.
♦ Set up any Vol-Deds to be taken from the summer-deferred pay using the Vol-Ded
Frequency code or Deduction Schedule for taking deductions on payroll numbers
15 and 16.
♦ Run a special payroll to disburse summer-deferred pay. Use the Pay Name that was
defined exclusively for summer-deferred pay from vol-deds. The only Pay Schedule on this payroll run should be the special Pay Schedules for summer pay from
Vol-Deds.
If you are issuing two warrants for summer pay, you must do two special payroll runs.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
61
Copyright © QSS, 2007
Update Payroll with Summer-Deferred Vol-Deds (PAY9SB)
Implementing Summer Pay from Vol-Deds
Launch Screen
Report Title (O)
Type a title up to 30 characters long. This title prints on the
upper left corner of each page of the report.
Update Option (R)
Type 1 to update the payroll. The process creates the Pay Lines
for summer-deferred payrolls.
Type 2 for report only mode. This mode allows you to preview the Pay Lines before creating them.
Vol-Ded History
Dates From (R)
Type the date range during which the 85xx Vol-Deds were
deducted from employees’ pay.
Include Vol-Deds
(R) and (O)
Type up to 5 Vol-Deds in the 85xx range. The first Vol-Ded
number is required. The second through fifth Vol-Ded numbers
are optional.
Include
Terminated (R)
Type Y to create summer-deferred pay lines for terminated
employees.
Type N if you do not want to create Pay Lines for terminated
employees.
*** Payline Default Values ***
The remaining fields on the screen allow you to specify the coding for the Pay Lines
which will be created for the summer-deferred payrolls.
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
62
Copyright © QSS, 2007
Update Payroll with Summer-Deferred Vol-Deds (PAY9SB)
Report Sample
Fiscal Year (R)
Type the 2-digit fiscal year for the Pay Lines, such as 01 for
FY 2000-2001.
Pay Type (R)
Type the specially defined Pay Type that is only for summer
pay from 85xx vol-deds.
Stat Ded Profile (R) Type the Statutory Deduction Profile code for the summer
pay from 85xx vol-ded Pay Lines.
This profile can contain only two Statutory Deductions:
NRF (non-reportable FIT) and NRS (non-reportable SIT).
Pay Schedule (R)
Type the specially defined Pay Schedule that is used only for
issuing payroll warrants for summer pay from 85xx vol-deds.
Expense Acctclass
(R)
Type the special liability account for each Pay Line created by
this process. The posting of these Pay Lines to the general ledger will thus clear the liability amounts accumulated during the
year.
Press <ENTER> to verify the information on the screen, then
press <Launch Job> to launch the report.
Report Sample
Page Zero is a header page that summarizes the selections on the launch screen.
65 QSS Unified School District
SAMPLE FOR DOCUMENTATION
SUMMER DEFERRED PAYROLL LOAD AUDIT REPORT
Update Option:
Vol-Ded History Dates From:
Include Vol-Deds:
Include Terminated:
Fiscal Year:
Pay Type:
Stat Ded Profile:
Pay Schedule:
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
J604
PAY904
H.00.00 11/15/00
PAGE
0
Report Only
07/01/2000 To: 12/31/2000
8500
Y
01
VOLS
VOLPAY
SPVD
Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl
01-0000-0-9517-00-0000-0000-000-000-000
63
Copyright © QSS, 2007
Update Payroll with Summer-Deferred Vol-Deds (PAY9SB)
Report Sample
In this sample report, there are two Pay Lines for each employee: one for each of the
two Payroll Numbers on the SPVD Pay Schedule used to produce the Pay Lines.
Each Pay Line is used to disburse one-half of the total deductions for the 85xx VolDeds.
65 QSS Unified School District
SAMPLE FOR DOCUMENTATION
SUMMER DEFERRED PAYROLL LOAD AUDIT REPORT
J604
PAY904
H.00.00 11/15/00
PAGE
1
UNITS
RATE RT
PT
SDP PY-SCH SP EP PCT
Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl
-----------------------------------------------------------------------------------------------------------------------------------000-00-0000
1.00
1.00
POPPINS MARY
400.00 L
VOLS
400.00 L
VOLS
VOLPAY
VOLPAY
SPVD
SPVD
Total Deduction:
800.00
15 15 100% 01-0000-0-9517-00-0000-0000-000-000-000
16 16 100% 01-0000-0-9517-00-0000-0000-000-000-000
000-00-0000
1.00
1.00
POTTER HARRY
604.32 L
VOLS
604.32 L
VOLS
VOLPAY
VOLPAY
SPVD
SPVD
Total Deduction: 1,208.64
15 15 100% 01-0000-0-9517-00-0000-0000-000-000-000
16 16 100% 01-0000-0-9517-00-0000-0000-000-000-000
000-00-0000
1.00
1.00
RABBIT PETER
600.00 L
VOLS
600.00 L
VOLS
VOLPAY
VOLPAY
SPVD
SPVD
Total Deduction: 1,200.00
15 15 100% 01-0000-0-9517-00-0000-0000-000-000-000
16 16 100% 01-0000-0-9517-00-0000-0000-000-000-000
QSS/OASIS COE Payroll Utilities Training Notes (10/2002) Reissued 4/2007
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Copyright © QSS, 2007