New Feature: Naming Pay Groups in the Reference Table
Exciting Update: You Can Now Name Your Pay Groups!
Where to Find This Feature:
- Navigate to Human Resources > Reference Tables > Payroll > Pay Groups.
- Click Search to display all your pay groups. You’ll notice the default titles are formatted as “Pay Group (pay group code)”.
How to Name Pay Group Titles:
- Select the pay group you want to rename.
- Click on the blue checkmark to enable editing.
- Rename the pay group to something more meaningful that helps you easily identify the employees within that group.
Enhanced Payroll Setup:
- When setting up your payroll, there’s now a convenient drop-down option to select your pay group. Naming your pay groups will streamline this process, ensuring you pick the correct group every time.
This improvement aims to make your payroll management more intuitive and efficient. Start naming your pay groups today and experience the difference!
State Software Account Code Dimension Attention
USPS
Improvements were made to the expenditure account dimensions on grids, reports, and various options in USPS. For example, the Payroll Accounts grid account dimensions were renamed to display the true name of each dimension (fund, function, etc.), thus making it easier to identify the dimension you wish to filter on. You can add account dimensions to the Payroll Accounts grid by going to More and selecting them under Expenditure Account. Because of this improvement to Payroll Accounts, Core > Payroll Accounts New menu option is no longer needed and was removed. The dimensions improvement included a patch to update any existing advance queries or reports using the old account code dimension properties to the new ones.
USAS
The ability to filter by any dimension of the account code was recently added to the Activity Ledger. To add one or more dimensions to your ledger grid, click ‘More’ and select the desired dimension(s). Once added to your grid, these columns can be filtered and/or sorted as you wish!
Reminder… July 1 (FY25) requisitions may be prepared now!
Once a future Posting Period has been Opened, users may enter future requisitions by using a future date. Therefore, your FY25 requisitions may be prepared now and dated in the future, such as 7/1/2024. Also, remember that a requisition, by default, does not require an account number, thus allowing an account number to be added later before the conversion to a Purchase Order. Upon conversion to a Purchase Order, USAS will convert these requisitions utilizing the date of the requisition (i.e., 7/1/2024), and the encumbrances will be posted as of that date, in July, against your FY25 budget accounts.
Getting Ready for FYE – Options for Closing Purchase Orders
If you have purchase orders that will no longer be needed or used, you may want to close them so that the account encumbrances are not carried forward into FY2025. Depending on your district’s rules, there are different options for closing purchase orders.
- Users may create an AP Invoice in the current/open posting period to cancel the remaining encumbrance amounts. Select PO item(s) and select Cancel_Full for Item Status.
- Open purchase orders that have never been invoiced may also be Amended. By Amending the PO, the user may cancel the PO line item(s) by clicking on the Cancel button and selecting a date in an Open posting period.
- The user may also have the option to change the status of a previously paid AP invoice if the last partially paid invoice is dated in an open posting period or if the posting period can be reopened per district rules. To do this, locate the last partially paid invoice by sorting the AP Invoice grid, viewing that Invoice, and clicking to update the Status from Partial to Full.