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Posted May 6, 2016 in Updates

Version 14.12.01.01

  • Note: For those districts that have the Web Link module, you will also need to be at Web Link version 14.12.01.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.
  • Recommendation: The end of calendar year is just around the corner and soon you’ll be working on generating your 2014 W2 file. It is our recommendation that all districts complete the steps for balancing the calendar year totals and W2 totals prior to processing your last December payroll so adjustments can be made and included in the last payroll if necessary. To balance prior to December’s payroll, complete Steps 1 through 8 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2014, repeat Steps 1-8 when completing the end of calendar year process).
  • Important Tax Information
  • All System
    • In several locations within the School Accounting System, open fields in grids will continue to appear white while non-editable fields will now be gray.
    • Several enhancements have been made for emailing reports. When selecting to email a report, a new screen will appear: Email Report. On the Email Report screen, reports can be designated to either email the entire report to selected individuals or individuals can be selected to receive only the pages pertaining to them. For example, the Substitute Listing can be emailed so each substitute receives only their individual pages of information in the document. Users will be able to designate which email addresses to use and which recipients to send the report information. Refer to the Emailing a Report topic in the Help File for additional information and step-by-step instructions.
    • In some instances, when selecting Report Parameters on the Report Printing Options screen, the parameter search screen was displaying behind other open screens. This has been corrected.
  • Main > Utilities
    • A new feature has been added to the system: Email Manager. The Email Manager option centrally locates all the information needed to send emails from within the system. The fields were previously located on several other screens. Making this change allows for easier set up and ongoing maintenance. Refer to the Email Manager topic in the Help File for step-by-step instructions.
      • The Email Manager option allows a district to establish as many From Email Address ID’s as needed. These ID’s are set up and then tied to applicable email features available within each module. Some of the features include Accounts Payable direct deposit stubs, requisitions and vendor 1099s, Payroll direct deposit stubs and employee w2s, Human Resources notifications for sick banks and training events, Fixed Asset Inventory room inventory status (if using the Web Link module), and emailing reports. For those districts that currently use any of the emailing features, we recommend reviewing your districts information within this option once the update has been installed to ensure the conversion of the data is accurate.
      • When sending emails, the Email Options screen will appear. The fields have been rearranged and some have been disabled. The new From Email Address ID field will default in based on how the applicable feature was set up, but can be changed as needed.
    • Employee direct deposit stubs can now be password protected. By selecting the Password Protect Direct Deposit Stubs field within the Payroll tab of the Email Manger, the .PDF document will require the employee to enter the last 6 digits of their social security number before the document can be opened.
    • In the Email Manager option, the Port Number field has been expanded to allow up to 5 digits.
    • In the User Security option, Email Manager has been added to the SAS Main Screen User Permission List. Also, the Email User Name and Email Password were moved from the User Security option to the new Email Manager option.
  • Accounts Payable > Invoices
    • In some cases, when deleting an invoice batch with Credit Card Payment Batch information, the system was returning an error. This has been corrected.
  • Accounts Payable > Government Reporting
    • When working with Vendor 1099s, the Minimum to Print (typically $600) has been updated to take into account Box 14 (Gross proceeds paid to an attorney) rather than always including these vendors no matter what dollar amount was generated. Also, if a vendor has a middle name, it will now be included when printing the vendor 1099s.
  • Payroll > Check Cycle
    • Add type deductions were being included in the gross amount being calculated for Percent of Net type deductions regardless of how the cross references were setup for the Percent of Net type deduction. This has been corrected so that the amount will only be included in the gross when the Add type deduction is not cross referenced to the Percent of Net type deduction.
    • In some cases, when using deduction type Individual Bank Account Deductions with multiple contracts, the system was not including the full amount in the direct deposit file created for the bank. This has been corrected.
  • Payroll > Maintenance
    • In the Employee File, on several of the tabs, if a user made changes and then clicked into the Employee ID field at the top of the screen, the system would freeze up. This has been corrected.
    • On the Deductions tab in the Employee File and on the Rate Table tab in the Deduction File, if a Rate Change Date is entered, new rates will now be required.
    • On the ACA tab in the Employee File, a new field has been added for Report as Full Time. If the hours worked are not being tracked for an employee and the employee does work full time, use this field to designate them as full time on the appropriate Affordable Care Act year-end reports. This field has also been added as a Report Parameter on the various hours tracking and trending hours reports.
    • The Payroll System File has been updated with two new fields: Show Negative Leave Entries as Earned and Posting Type. When the Show Negative Leave Entries as Earned field is selected, leave entries made in Pay Period Entries, Employee Absences or Time Card batches with a negative amount will display as earned rather than taken. The new Posting Type field in the Time Card Information section is used to designate how the entries should post to the Pay Period Entries batch. Week Ending Totals Only is to have one entry of total hours for each pay code per week ending date. Split Week Ending Totals if Crossing Month is used to post entries with hours separated by month for each pay code if a month ends in the middle of a week ending date. By default, Week Ending Totals Only is selected.
  • Payroll > Options
    • The Balancing Information option has been updated to include information for districts with multiple state income taxes. A report was also added: Balancing Information Report – State Income Tax Detail.
  • Payroll > Government Reporting
    • On the Adjustments tab in the Affordable Care Act (ACA) Reporting option, a new Adjustment Option has been added for Contract Hours. This feature allows for easy updating of the total number of hours a contract employee has worked for a specified payroll. By selecting a payroll calculation batch and entering the Days This Pay Period, the system will adjust the employee record accordingly. Refer to the Completing the Adjustments Tab (Screen) of the Affordable Care Act (ACA) Reporting Option topic in the Help File for step-by-step instructions.
    • Iowa Only: A new field for Hire/Rehire Date has been added to the Iowa Monthly Retirement Report option. Because the Affordable Care Act considers an employee a new hire after 26 weeks of not working, a new rehire date field has to be established for IPERS in order to track an employee’s rehire date after four consecutive quarters. A Custom Date field needs to be set up in the Custom Fields option (under Maintenance) and subsequently completed within the Employee File for any employee who needs this applicable date reported.
    • Kansas Only: A new report has been added to the Kansas Retirement Report option.
  • Payroll > Reports
    • Pay Period Entries Listing – Detail: When generating this report and exporting to a spreadsheet, some of the start dates, end dates and comments were being dropped. This has been corrected.
    • Payroll Register Totals, Payroll Register Totals – Combined, and Payroll Register Totals – Accumulated: If the Print Gross Wages checkbox is selected in the Report Options section of the Deduction File, then the gross wages for that deduction will display on these reports.
  • General Ledger > Check Options
    • When using the Optional Check Entry feature in Check Reconciliation, if a check from a future month is entered, the system will display an error message.
  • General Ledger > Government Reporting
    • Nebraska Only: The 2013-2014 Educational Service Unit Annual Report is now available.
  • General Ledger > Reports
    • Trial Balance Report: This report has been updated to only include accounts with activity for the fiscal year.
  • Human Resources > Maintenance
    • Masters of Philosophy has been added as a Degree on the Education tab in the Employee File.
  • Report Writer
    • The employee custom fields were added to the PR Employee Pay Codes view group.