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USPS Problem Solving

ITC INTERMEDIATE TRAINING

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Voiding of Payroll checks

Run CHKSTA to void check– Reverses CHKUPD posting to payroll files

• Reduces contract amount paid, earned,accrued• Reduces pays paid• Reduces days worked• Reduces all deduction amounts• Reduces all gross amounts on deduction

– Creates reduction of expenditure posting file

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Voiding of Payroll Checks

If deduction checks are processed– Enters a negative in accumulator

• Next deduction check is shorted• Clear negative from accumulator

– Request refund from deduction company

• Clear negative from accumulator– Void existing deduction check– Use HANDCK to create a new check for lesser

amount

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Voiding of Payroll Checks

AUTOPOST processing– Use the VOID option to post reduction of

expenditure– Move incorrect gross back to USAS from

payroll account• Wire transfer• HANDCK from payroll• Receipting transaction is reduction of

expenditure

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Incorrect Void Process

Incorrect voiding process causes clearance account to not balance

Items to check– AUDRPT for changes in accumulators– Total incorrect gross not moved back to

USAS– Negative still in the accumulator

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Incorrect Void Process

– Adjustments to warrant check amounts• Transfer/deposit total gross for each payroll• Transfer back any incorrect gross amounts• Clean audit trail

– Negative amount removed from accumulator and refund not received from deduction company

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Incorrect Void Process

– Negative amount removed from accumulator and deduction check not reissued for a lesser amount

– New check written in HANDCK and negative not cleared

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Refund of Deductions

Separate payroll– Enter negative in error adjustment for employee

deduction– Verify cycle to withhold will match the one being

used in INICAL; pay of month– In INICAL, don’t select to ignore voluntary

deductions– Don’t bring employee up in UPDCAL_CUR to see

results– Remove stop dates

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Refund of Deductions

– Zero rate amount– CHKPRT will generate check even if direct

deposit employee– CHKUPD asks for warrant check, but does

not reserve it Deduction accumulators are updated

– Decreased by amount of adjustment

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Refund of Deductions

– End result may be negative• Next deduction check is shorted• Clear negative from accumulator

– Request refund from deduction company

• Clear negative from accumulator– Void existing deduction check– Use HANDCK to create a new check for lesser

amount

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Balancing Problems

QRTRPT totals not equal to deduction checks– Verify selections in CHKSTS– AUDRPT for changes to period closing

amounts; FYTD, QTD, YTD figures– FYTD STRS amounts will differ by advance

amounts

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Balancing Problems

– Do QRTRPT totals equal ERNREG or ERNSUM totals

• QRTRPT totals are from DEDSCN• ERNREG/ERNSUM totals tell us what

happened when the payroll ran• Differences indicate possible manual updates

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Balancing Problems

– Voided payroll checks• Was all money recovered from deduction

company• Voided check written in prior reporting period

– Adjustment on district balance sheet– Deductions will be wash at the end of reporting

period

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Balancing Problems

– Voided deduction checks• Was new deduction check written for correct

amount• Was a differing amount refunded to or withheld

from the employee

– Manual refund of deduction with HANDCK• Was employee record manually updated

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Balancing Problems

– Deduction company sent refund to employee

• Was employee record manually updated

Adjusted gross manual calculation does not balance with report amount– Checks and balances on system

• Total gross amount from jobs• Total annuities amount from deductions• Total adjusted gross from federal deduction

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Balancing Problems

– Verify total gross equals the total amount from warrant checks

• Take into consideration voided check gross amounts

• AUDRPT for changes to gross amounts on JOBSCN

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Balancing Problems

– Verify total annuities equal total deduction checks processed for annuities

• AUDRPT for changes to annuity records• Refund of annuity withheld in prior calendar

year– Manual changes to annuity– Manual changes must be made to taxable gross

amounts» Federal» Ohio» OSDI

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Balancing Problems

– Verify Non-cash earnings amounts• NC1 payments from UPDCAL• AUDRPT for manual changes to NC1 fields on

JOBSCN

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Balancing Problems

Medicare amounts out of balance– Verify all employees have correct rate

• USPRPT/DEDLST

– Verify all records have correct category• 1.45% must have a category of “M”• 6.2% must have a category of “F”

– AUDPRT for manual updates to medicare records

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Balancing Problems

– Verify medicare pickup is correct• 1.45% on 692/693• 1.45% on 694/695• System inflates medicare withholding for district• Not 2.9% on 692/693

– Remember refund of Section 125 affects medicare

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Balancing Problems

941 gross amount on QRTRPT doesn’t balance– Should equal manual calculation from

totals section• AUDRPT for changes to adjusted gross on

federal records• Voided checks from prior quarter

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Direct Deposit Return

Entire payment to employee is rejected– Net pay is returned to district clearance account or

special direct deposit clearing account– Process void and reissue as physical check– Correct code or account problem and resend ACH

for employee• USPSCN/DEDSCN enter amount in accumulator• DA-site intervention required• Rerun PAYDIR

– No need to move more money to payroll

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Direct Deposit Return

Partial payment to employee is rejected– Partial net pay is returned to district

clearance account or special direct deposit clearing account

– Run HANDCK and process “board” option to get remaining net pay to employee

• Don’t void direct deposit to employee• No manual updates needed

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Direct Deposit Return

– Request from employee the net pay amount they did receive

• Deposit into payroll clearance account• Process void and reissue as physical check

– No manual updates needed

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Deduction not withheld/Refund Not Processed Not included in pay and should be

– Verify pay cycle to withhold is effective for pay cycle in INICAL

– Verify start/stop dates on deductions• Use pay date as guide

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Deduction not withheld/Refund Not Processed

– Verify amount to withhold was entered– Error adjustment amount was entered for

refund– Check maximum to withhold

• Status = “M”• Maximum dollars must be greater than zero

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Deduction not withheld/Refund not Processed

– If retirement, verify retirement code in JOBSCN

• Must match DEDSCN for employee• Blank if no retirement is effective

– Students– Board members

• If changes required to JOBSCN retirement field, delete and re-add job using UPDCAL_CUR

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Job Not Included in Payroll

From UPDCAL_FUT– Review INICALERR.TXT– Verify effective date in UPDCAL_FUT

• Must be between period begin/end dates

– Pay accounts must equal 100% for job– Pays must still remain on job– Job must be assigned to job calendar

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Job Not Included in Payroll

– Contract start/stop dates• Start date must be before period ending date

– Job status not terminated or deceased

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Job Not Included in Payroll

From JOBSCN– Review INICALERR.TXT– Pay accounts must equal 100%– Pays must still remain on job– Job must be assigned to job calendar– Contract start/stop dates

• Start date must be before period ending date

– Job status not terminated or deceased

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Job Not Included in Payroll

– If inactive job status• UPDCAL_FUT entry correct

– Contact amount remaining to pay– Pay group on job record matches pay

group entered in INICAL– Direct deposit selection in INICAL and

employee direct deposit flag– Pay plan on job record matches pay plan

entered in INICAL

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Incorrect Job Included in Payroll

Check contract start date Verify job status

– Inactive status with UPDCAL_FUT entry is included in the payroll

– Inactive status with job calendar day is included in the payroll

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Incorrect Service Days

SERS/STRS– Verify correct date used in RETIRE options– Is the job flagged for retirement– Job must be assigned to calendar

• Days with “W”, “H” or “C” count• Was calendar type or pay group on job

changed• Was calendar changed during contract year

this can affect FYTD counts

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Incorrect Service Days

– Leave of absence and new job added• Same calendar should be assigned• Use of calendar start/stop dates required

– Check start/stop dates on retirement deductions– Check calendar start/stop dates– System uses the later of the start dates and the

earlier of the stop dates• Any calendar days or ATDSCN entries before start date

and after stop date are omitted

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Incorrect Service Days

– ATDSCN entries• Is transaction date after start dates• Check transactions for non-work day postings• Is pay date stamped on entries

– Pay date determines period being reported in except for adjustments (AD entries)

• Verify specific job numbers– Job numbers must equal jobs paid

• Verify appointment type

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Incorrect Service Days

• Absence days count as service days– Dock reduces days– Dock is not counted if no “W”, “H” or “C” from

calendar for same date– Days are not counted twice for calendar days

• Adjustments– Transaction date determines period reported in– Transaction date must equal the effective pay date

for STRS per pay reporting

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Incorrect ODJFS Weeks

Is employee flagged for ODJFS reporting

Weeks are counted based on Saturday Job calendar must be assigned

– Counts weeks after start date and before stop date

– Check ‘default’ calendar for calamity day posting with mass add in CALMNT

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Incorrect ODJFS Weeks

ATDSCN entries– Counts “AT” and “AB” records towards week if

there is no “W”, “H” or “C” for same date– Dock entries affect count only if all week– Is transaction date after the Sunday preceding the

first Saturday of the quarter even if date is in previous quarter

– Specific job number • Job must be paid

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Incorrect Entry In ATDSCN

If not posted to USAS– Delete the transaction from ATDSCN

If posted to USAS– Enter the same transaction type for the

same date with a negative length– Enter a new transaction for the correct

length, date and type

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Payroll Clearance Out of Balance

Things to check– AUDRPT for changes to deduction

accumulators– CHKSTS and verify the amounts written for

the deduction checks matches the ERNREG amount total for the same deduction

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Payroll Clearance Out of Balance

– Verify all checks cleared were reconciled– Exact net of 1 check, check with bank for

statement omission– Hand-typed checks not processed with

HANDCK– Outstanding deductions

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Payroll Clearance Out of Balance

– Payroll deposits• Gross payroll amount• Returns for direct deposits• Board amounts for medicare

– Payroll withdraws• Federal tax amounts• Medicare amounts• Ohio tax amounts• SERS/STRS amounts

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Payroll Clearance Out of Balance

– Encoding errors– Recheck process from any voided checks

• Was money moved back to USAS• Deductions zeroed out

– HANDCK entries• Blank date or name on CHKSTS