[Mveca_usas] March Release of USPS and USAS
Deb Dinnen
dinnen at mveca.org
Mon Mar 31 16:05:43 EDT 2014
Hello,
We received the March release of the software. We will install it soon; but, I wanted to give you a heads up on what is included in the release. There are only a few changes to USAS and most of them were installed as patches to the previous release. Here's a link to the USAS Release Notes<http://pdf.ssdt.oecn.k12.oh.us/ssdtpdf/USAS_REL1403.PDF>.
USPS:
1. Since SERS is requiring electronic submission of new hires effective 7/1/14; new options will be available in the RETIRE menu for both SERS and STRS
a. This option is not yet fully functional. Do not use this option until further notice. SSDT is waiting on additional information from SERS. The update will be released as a patch to the software.
SERSHIRE - Creates a new employee enrollment file to upload to SERS website as an alternative to manually entering enrollments in the SERS website
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i. Includes new employees, rehired employees and employees who had a lapse in service
ii. The employee must have:
1. New Employee flag to Y on the 400 deduction record
2. Retirement on job record must be 400
3. Position start date must be the first day the employee is physically at work
4. Position Code REQUIRED
5. Gender must be "F" or "M"
6. Birthdate must be valid according to SERS specs
7. Valid Phone number
8. Email address
iii. Execution of SERSHIRE
1. Option to run as Actual or Projection - RUN AS A PROJECTION FIRST
2. Records that must meet these conditions to come into the file:
a. SERSHIRE will check the 400 deduction for a Y in the New Employee flag field and only process those employees in the remaining checks
b. It will look for the first job with a 400 retirement code and the position start date within 60 days prior to the execution of the report
c. The Position Code will be used to determine the job classification code - This is the piece that is not working yet.
3. Output filename= SERSHIRE.TXT will include all employees flagged as "Y" New Employee flag on the 400 deduction
a. Report will, also, include any fatal errors
4. Actual option will produce a "tape" submission file, SERSaaaaaHIREccyymmdd##.seq
a. aaaaa=SERS employer ID
b. ## = sequential number starting at 01
c. Includes the following fields
i. Employee name, address, date of birth, gender, marital status, phone number and email address
5. Option to execute the program for specific employees
6. Fatal errors are not included on the file
7. When executed as "Actual" the New Employee flag on the 400 deduction is changed from "Y" to "R" (reported).
a. The New Employee flag "R" is changed to "N" when SERSREG is executed to create a tape file
iv. Submitting SERSHIRE
1. FTP ("flying paper") to a local directory and upload the file to SERS website, http://www.ohsers.org/member-enrollment
a. -The enrollment form must be received by SERS before they receive any contributions for the new employee.
b. STRSHIRE - Creates a new employee enrollment file to send to STRS as an alternative to manually entering enrollments in the STRS website
i. Includes new employees, rehired employees and employees who had a lapse in service
ii. The employee must have:
1. New Employee flag to Y on the 450 deduction record
2. Retirement on job record must be 450
3. Position start date must be the first day the employee is physically at work
4. Gender must be "F" or "M"
5. Birthdate must be valid according to STRS specs
iii. Execution of STRSHIRE
1. Option to run as Actual or Projection - RUN AS A PROJECTION FIRST
2. Records that must meet these conditions to come into the file:
a. STRSHIRE will check the 450 deduction for a Y in the New Employee flag field and only process those employees in the remaining checks
b. It will look for the first job with a 450 retirement code and the position start date within 60 days prior to the execution of the report
3. Output filename= STRSHIRE.TXT will include all employees flagged as "Y" New Employee flag on the 450 deduction
a. Report will, also, include any fatal errors
4. Actual option will produce a "tape" submission file, STRSaaaaHIREccyymmdd##.seq
a. aaaa=STRS employer ID
b. ## = sequential number starting at 01
c. Includes the following fields
i. Employee name, address, date of birth, and gender
5. Option to execute the program for specific employees
6. Fatal errors are not included on the file
7. REQUIRED -Run STRSMONTH selecting to clear MTD accumulators to change the New Employee flag from "Y" to "N"
iv. Submitting STRSHIRE
1. Run STRSHSEND - Sends the STRS enrollment file using a secure website
a. The enrollment must be received by STRS prior to any contributions
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b. F7 to select a file to send
c. Once STRSHSEND is executed successfully; file extension will change from .seq to .sent
2. USPIMPORT -
a. Changed to only check the row for the AA Indicator. If there is no AA on the row, a single error is created on ATTERR.TXT. The error for that row will read "FATAL: Invalid Record Indicator. Unable to process record."
b. Eliminated errors about UPDCAL posting if the USPIMPORT UDPCAL option flag is N to post to UPDCAL.
c. New error message if no retirement hours are reported for MIS, DCK, SHP, IRR, BCK or TRM. This is a warning that these pay types do not auto populate the retire hours field in UPDCAL.
3. SURCHG - SERS minimum surcharge changed to $20,250.00
4. DEDUCTIONS - Deductions identified as HSA will only allow a deposit type of 22 (automated Deposit of a Demand Credit record).
5. CALCPAY -
a. Will "pay" the board amount of a deduction regardless if the employee amount is paid in the current or following payroll. A warning message will appear on PAYRPT and CALCERR, "The board amt was taken out, but not the employee amt for deduction ###."
b. New error message when error adjustments are greater than the remaining net pay. "Missed error adj for ###. Placed in error adj to be withheld next payroll."
6. PAYDED - Will not allow negative amounts for HSA deductions. These errors will be reported on DEDERR.TXT, "Cannot include negative accum amount on HSA tape file for deductioncode XXX for employee XXXXXXXXX."
7. W2PROC - Print city YTD amount even if there is a stop date on the deduction
8. Miscellaneous other problems were fixed. See USPS Release Notes.<http://pdf.ssdt.oecn.k12.oh.us/ssdtpdf/USPS_REL1403.PDF>
<http://pdf.ssdt.oecn.k12.oh.us/ssdtpdf/USPS_REL1403.PDF>
I will send out notification when the release is installed.
Have a great evening!
Deb Dinnen
MVECA
330 E Enon Rd
Yellow Springs, OH 45387
937-767-1468 X3113
FAX: 937-767-1793
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