Updates

Payroll > Government Reporting

• The electronic submission process for the Affordable Care Act (ACA) B Forms and C Forms is now available. To submit your employer 1094 and the employee 1095s to the Internal Revenue Service, use the Submit Electronic File to IRS button located on the Employee 1095-Bs or Employee 1095-Cs tab.
• Note: The files can take up to 7 days to process by the IRS. Once the records have been processed, a message will appear in the Alerts & Information section of the payroll main screen indicating if any errors were found. You may also see the status of the transmission by selecting the IRS Submissions tab within the B or C Forms option. The IRS Submissions tab is also used to view any errors in the submitted records and for sending correction files to the IRS. Here are some additional resources on completing these processes:
  • Submitting Affordable Care Act (ACA) B Forms: Refer to the Submitting 1094-B and 1095-B Forms Electronically topic in the Help File for details. A tutorial on this topic is also available.
  • Processing corrections for Affordable Care Act (ACA) B Forms: Refer to the Submitting Corrected 1094-B and 1095-B Forms Electronically topic in the Help File for details. A tutorial on this topic is also available.
  • Submitting Affordable Care Act (ACA) C Forms: Refer to the Submitting 1094-C and 1095-C Forms Electronically topic in the Help File for details. A tutorial on this topic is also available.
  • Processing corrections for Affordable Care Act (ACA) C Forms: Refer to the Submitting Corrected 1094-C and 1095-C Forms Electronically topic in the Help File for details. A tutorial on this topic is also available.
• In having taken great care in programming as many of the IRS validation rules as possible, we anticipate that the majority of the errors you may receive back from the IRS will be related to social security and name matching issues. These errors will appear as “AIRTN500 – TIN Validation Failed” messages. Refer to the FAQ regarding this message for guidance on how to correct the errors.

• Important Note: While the Internal Revenue Service is currently accepting electronic transmissions of Affordable Care Act 1094/1095 B Forms and 1094/1095 C Forms, there are several known bugs in the process. Until the IRS resolves these issues, we do not feel it would be appropriate to allow our customers to submit their electronic forms. As soon as we feel the submission process is running as smooth as possible, we will send an update allowing our customers to transmit their B and C forms. As a reminder, employee 1095 forms must be distributed to the appropriate employees by March 31, 2016. Electronic submission to the IRS of employee 1095s and the employer 1094 does not need to be completed until June 30, 2016.
• All System
  • In some cases, when using medium or large font settings on computer monitors or monitors with low resolution, the master menu icons were not displaying properly. This has been corrected.
• General Leger>Data Entry
  • If the Processing Month is changed on the Batch Options screen after a batch of cash receipts or manual journal entries has been started, the system will prompt asking if the user would like to also change the dates within the batch to match the processing month.
  • The Replace/Reprint Checks screen has been updated to remove the Save and Clear and To Printer & Save buttons. Users will continue to use the To Screen & Save button to reprint any necessary checks.
• Accounts Payable>Data Entry
  • In invoice entry, the Invoice Number field has been increased to 20 characters. Also, the Save and Print button has been replaced with the To Screen & Save button for invoices with prepaid information. When using this button, the checks will first be generated to the screen and can then be printed accordingly.
  • The W9 Sent Date and W9 Received Date have been added to the vendor name and address section in invoices, purchase orders, receiving, and requisitions.
  • If the Processing Month is changed on the Batch Options screen after a batch of invoices or purchase orders has been started, the system will prompt asking if the user would like to also change the dates within the batch to match the processing month.
  • When posting a batch of invoices, a new field for Delete Zero Entries has been added. If selected when posting a regular batch, the system will omit posting invoices that do not have the Prepaid Information section completed and contain all zero amounts (in the Header and Detail Information sections). If selected when posting a recurring batch, the invoices will not be posted but will remain in the recurring batch.
• Accounts Payable>Check Cycle
  • The system has been modified on how it handles negative invoices during the Check Cycle process. Based on the format for the check setup for the checking account, if the system is generating multiple checks for the vendor and a negative check would result, it will automatically either move negative invoices to another check resulting in positive checks or it will truncate the stub invoices/detail and display an informational message.
  • If checks/stubs have already been printed and a user accesses Checks, Direct Deposit Stubs or Automatic Payment Stubs under the Check Cycle menu, a warning will appear but the user can continue.
• Accounts Payable>Maintenance
  • Several new enhancements have been made in the Vendor File:
    • A W9 Tax Classification field has been added to the Tax Information section on the Miscellaneous tab.
    • Inactivate Vendors has been added to the Options menu for an easy way to inactivate a group of vendors based on their last check date. Refer to the Inactivate Vendors topic in the Help File for additional details. There is also a training tutorial available with information on using this new option.
    • An Adjust Email Addresses option has been added to the Options menu. This feature is used to update the usage fields (Direct Deposit, Tax Forms, and/or Other Communication fields) for existing email addresses. Refer to the Adjust Email Addresses topic in the Help File for additional details.
  • In the Check Setup – Vendors option, the Suppress Detail if Multiple Checks option has been enhanced. The user will now have the three options listed below to handle vendor checks with too many invoice/detail lines for one check based on how the check stub layout has been defined. Refer to the Check Setup – Vendors topic in the Help File for additional details.
    • The Print Multiple Checks (Invoices/Detail Wrap to Next Check) will print all the detail and if a check for a vendor includes more information than will print on one check stub, the system will write multiple checks with the amount for each being the invoices included on the check stub.
    • The Print One Check Per Vendor (Truncate Invoices/Detail on Stubs) will print all the detail and if a check for a vendor includes more information than will print on one check stub, the system will print only one check for the total of all the invoices but only prints as many invoice/detail lines that will fit on the one stub and then truncates the rest.
    • The Suppress Invoice Detail if Multiple Checks will exclude information in the detail section on a vendor’s check if there is more detail than will print on one stub; however, if a check for a vendor includes more invoices than will print on one stub, the system will still write multiple checks.
  • Checking Account ID field has been added to the Field Selection and Sorting and Grouping tabs in the Check Setup – Vendors option.
• Accounts Payable>System File
  • A new Allow Override Checking Account on Prepaid Information field has been added to the System File. When selected, a user will be allowed to enter a prepaid or automatic payment in invoices without having the checking account tie to the fund for the chart of account number. By default this field will not be selected.
• Accounts Payable>Reports
  • Vendor Listing – Detail: This report has been updated to include the W9 Tax Classification information.
  • Invoice Distribution Report: The fund number, checking account ID, and chart of account number fields have been added to the group footers.
  • Purchase Order Distribution Report – Detail and Purchase Order Distribution Report – Summary: These reports can now be generated for unposted purchase order batches by using the Unposted report selection. Also the detail report has been updated to include report parameters for Chart of Account Number and Fund Number.
  • Requisition Form: A report parameter for Requisition Date has been added to this report.
  • Requisition Listing – Detail: Report parameters for Fund Number and Chart of Account Number have been added to totals sections of this report.
  • Vendor Inquiry: This report has been updated to give voided invoices their own status grouping of VOID. All original lines and the corresponding voided lines will appear in this section.
  • Vendor Totals Report by Fund and Vendor Totals Report by Vendor: Added a new optional field for Invoice Count to these reports.
• Payroll>Data Entry
  • In Pay Period Entries, the End Date field was displaying the value from the Batch Options screen rather than being copied from the Start Date. This has been corrected.
• Payroll>Maintenance
  • Checking Account ID field has been added to the Field Selection tab in the Check Setup – Employees and Check Setup – Payees options.
• Payroll>Government Reporting
  • The 2016 Quarterly 941 has been included in this release.
  • A Validate Employer 1094-C button has been added to the Employer 1094-C tab in the Affordable Care Act (ACA) C Forms option.
  • In the Monthly ALE Member Information section of the Employer 1094-C tab in the Affordable Care Act (ACA) C Forms, the System Generated: Full Time Employee Count for ALE Member field has been updated to include new hires if they have an Initial Benefit Eligibility date that falls before the Stability Start Date. Also, in this same column, if an employee is full time during the Measurement Period and terminates during their Stability Period, they were only being counted during their termination month if they worked more than 130 hours. They will now be counted regardless of the number of hours they worked during the month they terminated.

• All System
  • The desktop icon and main menu have been redesigned. The new features include:
    • A new desktop icon.
    • Module icons have been updated including the fully-integrated Accounts Receivable (arriving soon).
    • The User Controls button contains the User Security (supervisors only), User Options and Change Password options. The three options have been removed from the Utilities menu.
    • The Backup button has been moved next to the User Controls button.
    • A more vibrant news feed.
    • The To Queue button has been replaced with a more robust feature called Report List. See below for additional details.
  • A new Report List feature has been added to the main screen of each module. It is used to print multiple reports at one time. Each user can send individual reports to their specific Report List using the button on the Report Options screen.The report will be sent to the list with the designated report selections, variable fields, and report parameters. From the Report List, located under Reports on each module main screen, a user can print, view or export selected reports all at one time. In the future, the report dates can be moved forward and easily generated each month. Refer to the Report List topic in the Help File for additional information on using this feature
  • The Created By User ID has been added to all Batch Search screens in the system.
  • The icon designation for a custom report has been updated to a new image.
• General Ledger > Government Reporting
  • Iowa Only: The 2016-2017 Iowa Budget Summary Report is now available.
  • Missouri Only: The Missouri SDAC report has been updated for 2016.
• General Ledger > Government Reporting
  • Balance Sheet – Combined: When generating this report for several funds, the margins were not printing correctly which caused part of the left information to be missing. This has been corrected.
• Accounts Payable > Data Entry
  • When using the Import Invoices feature, if multiple invoices had the same check number the system was returning an error. This has been corrected.
• Payroll > Government Reporting
  • Due to issues with electronic communications with the Internal Revenue Service, the electronic submission process for the Affordable Care Act B and C Forms will not be available within the system until a future release. As a reminder, the applicable 1095 forms (B or C) need to be distributed to employees by March 31, 2016. Electronic submission to the IRS of the 1094 and employee 1095s (B or C) forms must be completed by June 30, 2016.
  • Illinois Only: In the Illinois Employment Information System option, the data elements have been updated for 2016. Also the FTE field on the Edit Generated Data will allow .05 as the smallest value.
  • Missouri Only: The Kansas City Retirement Report has been updated to match the retirement office specifications. Refer to the Kansas City Retirement Report topic in the Help File for additional details.
  • When using the Contract Hours adjustment option in the Affordable Care Act (ACA) Reporting – Hours Tracking option, absence from contract entries were included and should not have been. This has been corrected.
• Human Resources > Reports
  • Employee Listing – Evaluation Information: If printing this report for the Without Evaluations after Ending Date report selection, the system was excluding those employees who had never had an evaluation. This has been corrected.

• Important Tax Information
• Note:This update contains changes to the Kansas, Maryland, Missouri and North Dakota State Income taxes. All other tax and unemployment changes (if necessary) were implemented on Version 15.12.18.01 and the information for those taxes can be viewed in the release notes for that version found below.
• Kansas Only: The Kansas Department of Revenue has released the tax table information for 2016 and the tax rates remain unchanged from 2015. To view and verify this information, please print the document found here: Kansas2016.pdf
• Maryland Only: The Comptroller of Maryland has released the tax table information for 2016. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: Maryland2016.pdf
• Missouri Only: The Missouri Department of Revenue has released the tax table information for 2016. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: Missouri2016.pdf
• North Dakota Only: The Office of the State Tax Commissioner has released the tax table information for 2016. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: NorthDakota2016.pdf
• Payroll > Government Reporting
  • On the Print 1095-Cs tab of the Affordable Care Act (ACA) C Forms option, if you manually entered in the year instead of using the drop down, no employees were showing in the Employee Selection List. This has been corrected.

• Recommendation: The end of calendar year is just around the corner and soon you’ll be working on generating your 2015 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 5 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2015, repeat Steps 1-5 when completing the end of calendar year process).
• Important Tax Information
  • Tax Tables with changes for 2016: Federal Income Tax, Minnesota State Income Tax, Idaho State Income Tax, and Illinois State Income Tax.
  • Tax Tables with NO changes for 2016: Social Security, Medicare, Federal Unemployment, Iowa State Income Tax, Nebraska State Income Tax, Montana State Income Tax, Wisconsin State Income Tax, St. Louis Local Income Tax, and Kansas City Local Income Tax
  • Tax Tables that have not yet been released: Kansas State Income Tax, Missouri State Income Tax, Maryland State Income Tax, and North Dakota State Income Tax. The Department of Revenue in each state has not yet released the state withholding tables for 2016. Once the tax tables are released, we will plan to prepare an additional release which will include the new tables.
  • States with unemployment Taxable Wage Base changes for 2016: Iowa, North Dakota, and Wyoming
  • States with NO unemployment Taxable Wage Base changes for 2015: Illinois, Kansas, Missouri, Nebraska, and South Dakota
• Once you install the 15.12.18.01 update, you will have the released 2016 information for the federal, state and local income taxes and unemployment taxable wage base limits for applicable states. To view and verify this information, please print the appropriate documents using the links below. The tables in these documents MUST be compared to your tax information in the Taxes option under the Maintenance menu in Payroll prior to calculating your first payroll in January 2016.
• If you are currently using the Negotiations module with the School Accounting System, the 2016 tax and unemployment information will update automatically upon installing the update.
• Federal Taxes: https://docs.su-inc.com/taxes/Federal2016.pdf
• State Taxes/Unemployment:
  • Idaho https://docs.su-inc.com/taxes/Idaho2016.pdf
  • Illinois https://docs.su-inc.com/taxes/Illinois2016.pdf
  • Iowa https://docs.su-inc.com/taxes/Iowa2016.pdf
  • Kansas https://docs.su-inc.com/taxes/Kansas2016.pdf (State Income Tax Not Yet Released)
  • Maryland /taxes/Maryland2016.pdf (State Income Tax Not Yet Released)
  • Minnesota /taxes/Minnesota2016.pdf
  • Missouri https://docs.su-inc.com/taxes/Missouri2016.pdf (State Income Tax Not Yet Released)
  • Montana https://docs.su-inc.com/taxes/Montana2016.pdf
  • Nebraska https://docs.su-inc.com/taxes/Nebraska2016.pdf
  • North Dakota https://docs.su-inc.com/taxes/NorthDakota2016.pdf (State Income Tax Not Yet Released)
  • South Dakota https://docs.su-inc.com/taxes/SouthDakota2016.pdf
  • Wisconsin https://docs.su-inc.com/taxes/Wisconsin2016.pdf
  • Wyoming https://docs.su-inc.com/taxes/Wyoming2016.pdf
• Local Taxes:
  • Kansas City https://docs.su-inc.com/taxes/KansasCityLocal2016.pdf
  • St. Louis https://docs.su-inc.com/taxes/StLouisLocal2016.pdf
• Main > Utilities
  • When using the Change Password feature, located under the Options menu in User Options, the system was only allowing 10 characters to be entered for the Old Password. This has been corrected.
• General Ledger > Maintenance
  • Import options were added to the following: Chart of Accounts, Direct Deposit Banks, and Reference Files.
• General Ledger > Government Reporting
  • Nebraska Only: The 2014-2015 Educational Service Unit Annual Report is now available.
• Accounts Payable > Maintenance
  • Import options were added to the following: New Vendors, Vendor Addresses, Vendor Custom Fields, Vendor Direct Deposits, Vendor Email Addresses, and Vendor Tax Information.
• Payroll > Data Entry
  • In Employee Absences, when using the Find (Ctrl+F) feature to search on the Pay Code ID field and the pay code selected from the list was tied to a leave balance, the system was not properly saving the entry as a leave entry. Subsequently, the leave balance was not being reduced properly. This has been corrected.
• Payroll > Maintenance
  • Import options were added to the following: Leaves, Pay Codes, New Deductions, Deduction Rates, Deduction W2 Boxes, Employee Direct Deposits, Employee Leaves, Employee Taxes, New Payees, Payee Addresses, Payee Direct Deposits, and Payee Email Addresses.
  • When using the Import ACA 1095s Covered Individuals, if a dependent of an employee is also an employee (i.e. husband and wife both work for the district, and wife is a dependent on the husband’s insurance), the dependent was not getting imported. This has been corrected.
• Payroll > Government Reporting
  • In some instances, when printing the Employee 1095-C forms the system was returning an application error. This has been corrected.
• Fixed Asset Inventory > Maintenance
  • Import options were added to the following: Buildings, Departments, Rooms, Sites, Classes, Conditions, Custom Fields, Disposal Types, Owners, Sub Classes, and Sub Classes Depreciation Accounts.

• Payroll > Reports
  • Full Time Employees Missing from 1095-Cs and Total Employees Paid During Month: These two reports were updated to include Pay Group ID as a Report Parameter.
  • Full Time Employee Count for ALE Member: An additional column for Stability Status has been added to this report. Initial indicates the employee is in their initial stability period, Ongoing is used to indicate those employees no longer in their initial stability period and are ongoing, and Transitional is for those customers where 2015 is their first stability start date and all months prior to the stability start date will reflect full time employees at the end of the first measurement period excluding those that have terminated each month. Also, Pay Group ID has been added a Report Parameter.
  • Employee Wage Listing: This report was not always displaying the correct pay rate when a pay code was setup as Pay Rate Same as Primary Pay Code. This has been corrected.
• General Ledger > Data Entry
  • When using the grid entry feature for cash receipts, the short-cut key of "R" in the Transaction Description to use the description from the Received From File field was not working. This has been corrected.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server, excluding School Accounting System-Online customers.If needed, contact your technology coordinator to install the update on the web server.
  • This Web Link version is separate from the School Accounting System and therefore can be installed at any time. However, the School Accounting System should be at the latest release, 15.11.10.01 (or higher, if applicable).
  • In some instances, after installing this release, when logging in to Web Link an error will be returned. This issue is easily corrected by contacting Customer Support and time can be saved by ensuring a copy of the web.config file, typically located in the c:inetpubwwwrootWebLinkSQL folder is copied to a different location prior to installing the Web Link update.
• Web Link > Data Entry
  • During invoice or cash receipt entry, if a vendor or received from is modified or added, the system was returning an error and would not save. This has been corrected.

• Note: For those districts that have the Web Link module, you will also need to be at Web Link version 15.11.10.01 (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.
• Main > Utilities
  • The User Permissions section in the User Security option has been updated with the newly added options included in this release. These include: Affordable Care Act (ACA) B Forms, Affordable Care Act (ACA) C Forms, Affordable Care Act (ACA) Reporting Setup, and Employee File options for ACA 1095s tab and Adjust ACA Employee Offer and Coverage.
  • The Payroll tab in the Web Link Setup Options has been updated to include the consent message and available years for the Affordable Care Act 1095 information.
• Accounts Payable > Government Reporting
  • The Vendor 1099 changes for Calendar Year 2015 have been included in this update.
• Payroll > Data Entry
  • When using the Copy Batch feature in an Employee Absence batch, the system was returning an error. This has been corrected.
• Payroll > Maintenance
  • A new option has been added for Affordable Care Act (ACA) Reporting Setup. This feature will be used each year to designate what type of employer your organization is (large or small) and if the health insurance offered is fully-funded or self-funded. There is also a Large Employer Calculation feature to determine if your organization has more than 50 full time and full time equivalent employees. Refer to the Affordable Care Act (ACA) Reporting Setup topic in the Help File for additional information on using this feature.
  • Several enhancements have be made in the Employee File.
    • A new ACA 1095s tab has been added. This screen will be used to enter the data to report on the 1095-C forms (Lines 14, 15 and 16) for each applicable employee, and for those employers who are self-insured, employee and dependents coverage dates can be tracked in order to report the proper information for the 1095-B form on Part IV and the 1095-C form on Part III. Refer to the Completing the ACA 1095s Screen in the Employee File topic in the Help File for additional information on using this feature.
    • An Adjust ACA Employee Offer and Coverage option has been added to the Options menu. This feature can be used to easily update the 1095 information for a group of employees. Refer to the Adjust ACA Employee Offer and Coverage topic in the Help File for additional information on using this feature.
    • The new Import ACA 1095s Covered Individuals option, also added to the Options menu, can be used to import information from a third-party administrator for the covered individuals for the calendar year for those employers who are self-insured. To access the import specifications for the covered individuals, go to: /templates/pr/ImportingACA1095sCoveredIndividuals.xlsx
    • For those customers who have licensed the Web Link module, the new Web Link 1095 Consent field, added to the Name & Address tab, is used to indicate whether or not the employee has consented to receiving an electronic 1095 via Web Link.
    • The existing ACA tab has been renamed to ACA Hours to distinguish it from the new ACA 1095s tab.
    • If an employee was offered health insurance during their initial measurement period and Accepted or Declined was entered in the Initial Benefit Status, the new Initial Benefit Eligibility Date field needs to reflect the date the offer was extended to the employee. If there is not a waiting period (the employee is eligible for health insurance immediately upon hiring) the employee’s hire date should be entered; otherwise enter the applicable date when the offer of benefits will be extended to the employee. Important Note: When the update is installed, if an employee had an Initial Benefit Status of Accepted or Declined, the system will automatically update the Initial Benefit Eligibility Date with the employees latest hire date. These dates should be reviewed for each applicable employee.
• Payroll > Government Reporting
  • The Affordable Care Act (ACA) B Forms option will be used by small employers who self-insure to generate, validate, print and submit the 1094-B and 1095-B forms to the applicable employees and the Internal Revenue Service. Refer to the Affordable Care Act (ACA) B Forms topic in the Help File for additional information on using this feature.
  • The Affordable Care Act (ACA) C Forms option will be used by large employers who are either fully-insured or are self-insured to generate, validate, print and submit the 1094-C and 1095-C forms to the applicable employees and the Internal Revenue Service. Refer to the Affordable Care Act (ACA) C Forms topic in the Help File for additional information on using this feature.
  • The Affordable Care Act (ACA) Reporting option has been renamed to Affordable Care Act (ACA) Hours Tracking. This change better describes the option which is used to view hours worked for new and ongoing employees in order to determine if the employees are considered full time (or trending towards full time) and then must be offered health insurance.
  • The Employee W2 changes for Calendar Year 2015 have been included in this update.
• Payroll > Reports
  • A new category, Affordable Care Act (ACA) Reports, has been added to the Reports menu for easy access to various Affordable Care Act reports in the system.
  • Several new reports have been added for the Affordable Care Act (ACA) reporting: Large Employer Calculation Report – Detail and Summary, Employee ACA Report – 1095 Information, Full Time Employee Count for ALE Member, Employee 1095-B Detail Report, Employee 1095-C Detail Report, Full Time Employees Missing from 1095-Cs, and Total Employees Paid During Month.
  • Employee ACA Report – Measurement Periods: The new Initial Benefit Eligibility Date field was added to this report along with a report parameter.
  • Employee ACA Report – Full Time Employees: This report was updated to include the column for Report as Full Time and a report parameter for New Hire.
  • Employee Detail Listing for Payroll and Employee Listing – Name and Address Information: These reports were updated to include the new field for Web Link 1095 Consent.
  • Employee Wage Report by Workers Compensation Class: The total field on this report was not accurately reflecting the total for the workers compensation class. This has been corrected.
• Human Resources > Maintenance
  • In the Employee File on the Dependents tab, a section for Dependent ACA Coverage Dates has been added to track enrollment and withdrawal dates for those employers who offer health insurance through a self-funded plan. These fields are only accessible if the Plan Type in the Affordable Care Act (ACA) Reporting Setup option is Self-insured – Full Year or Self-insured – Partial Year. These same fields also appear on the ACA 1095s tab and if the information is changed in one place, the changes are reflected in the other place as well.
• Human Resources > Reports
  • Employee Detail Listing for Human Resources: Added the new field for Web Link 1095 Consent and the dependent ACA enrollment and withdrawal dates to this report.
  • Employee Listing – Dependent Information: Updated this report to include four Report Selections for Dependents Only, Include Benefits, Include ACA Coverage Dates, and Include Benefits & ACA Coverage Dates.
• Fixed Asset Inventory > Maintenance
  • An error was being returned when using the Combine Rooms feature, located under the Options menu within the Rooms File. This has been corrected.
• Fixed Asset Inventory > Options
  • When using the Process Catch-up Depreciation option and the First Year Depreciation Type on the assets is either None or Half Year, the system was not including the last year of depreciation. This has been corrected.
• Report Writer
  • The NG Employee Totals view groups has been updated to include the vprEmployeeEmergencyContact information.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.
  • Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 15.11.10.01 (or higher, if applicable).
• Web Link > Data Entry
  • The new 1095s option allows the user (employee) to view and print the 1095s issued in Payroll. In order for the 1095s option to be available within the School Accounting System, a user must be defined with the Employee ID field completed in the User Security option, and the calendar year must be selected in the Available 1095 Years list in the Web Link Setup Options.

• Accounts Payable > Check Cycle
  • If two vendors who both had direct deposit set up were combined together, the amounts were doubling during the check cycle. This has been corrected.
• Payroll > Data Entry
  • When importing entries into an Employee Absence batch, in some instances (based on the order of the columns) the Start Date was not importing. This has been corrected.
• Payroll > Maintenance
  • In update 15.07.28.01, a new Employee File screen was added for Emergency Contacts. In some instances, this screen was not visible to all users. This has been corrected. Refer to the Completing the Emergency Contacts Screen in the Employee File topic in the Help File for additional information on using this feature.
• Human Resources > Maintenance
  • In the Employee File on the Benefits screen, the Benefit Payments List and COBRA Payments List sections were not showing previous entries or allowing new entries to be added. This has been corrected

• All System
  • Throughout the School Accounting System, there are several available import options (i.e. Import Invoices, Import Cash Receipts, Import Employee Custom Fields). A new Get Templates button has been added to the various Import screens. When selected, the user will be redirected to a web page with available templates for each of the applicable import options. The templates include file specifications and sample spreadsheet information.
• General Ledger > Government Reporting
  • Kansas Only: The Budget Report for 2015-2016 is now available.
  • Missouri Only: The Certified Salary Compliance report has not yet been updated and according to the Department of Elementary and Secondary Education, the information may not be available until at least September 2015. The changes will be included in a future release once the changes are available from the state.
  • Nebraska Only: The 2014-2015 Annual Report and GASB 34 Reports are now available.
  • South Dakota Only: Exhibit III of the GASB 34 Reports has been updated to include additional GASB Adjustment fields for 707.1, 707.2 and 708.
  • Wyoming Only: On the Edit tab of the Annual Report, revenue code 85201 was not allowing the Project Number field to be edited. Also, the Project Number fields have been updated with a new list from the Wyoming Department of Education.
• Accounts Payable > Maintenance
  • On the Check Print Positions tab in the Check Setup – Vendors option, a new field has been added to allow the system to print Pay To The Order Of information, if desired. The Top, Left, and Width fields would need to be completed for the new field.
• Payroll > Maintenance
  • A new tab has been added to the Employee File for Emergency Contacts. This tab includes information for allergies, blood type, medical conditions, emergency contacts and medical contacts. For those customers who were already using the emergency contact fields in Human Resources, the information has been migrated to this new tab. If during the migration, an emergency contact phone number or relationship was previously entered but no contact name, the system will update the Person with the word ‘Unknown’ since this is a required field if either of the other two fields are used. New imports have also been added under the Options menu for Import Medical Information, Import Medical Contacts, and Import Emergency Contacts.
  • On the Check Print Positions tab in the Check Setup – Employees and Check Setup – Payees options, a new field has been added to allow the system to print Pay To The Order Of information, if desired. The Top, Left, and Width fields would need to be completed for the new field.
  • A Show Details button has been added in the following locations next to the Amount Due field: Deductions Payable tab in the Deductions File, Taxes Payable tab in the Taxes File, and Individual Bank Account Deduction section on the Deduction tab in the Employee File. If there is an amount displayed in this field, select this button to view detailed information for the amount shown.
• Payroll > Options
  • On the Employee/Payee Inquiry in the Check Detail List for a payee check that has been voided, the system will now show both the original detail as well as the void detail. Also for any payee check with adjustments, a new section will be displayed, Payable Detail List, showing the detailed information explaining the adjustments.
• Payroll > Government Reporting
  • North Dakota Only: When generating the North Dakota Employee Compensation Report, deductions set up with a Deduction Type of Add were being excluded. This has been corrected.
• Payroll > Reports
  • Employee Detail Listing for Payroll: The report has been updated to include the emergency contact information.
  • Employee Detail Listing with Signature: The report has been updated to include the emergency contact information.
  • Employee Phone List: The report has been updated to include multiple emergency contacts.
  • Emergency Contact Report: The report has been updated to include multiple emergency contacts.
  • Employee Listing – Emergency Contacts Information: A new report has been added which includes the information from the Emergency Contacts tab in the Employee File.
• Human Resources > Maintenance
  • If there is a checklist instance with tasks still pending for an employee, the Open Checklist Instance button will appear green in the button bar of the Employee File. The button can be selected to open the checklist instance for the employee to view and complete the tasks as needed.
  • The Demographics tab in the Employee File has been modified to include a Comment field and allow for more than one Background Check date to be entered. Also, the Emergency Contact information has been moved to its own tab and is now available for both Human Resources and Payroll users.
  • On the Education tab in the Employee File, the Degree field has been updated to include Bachelor of General Studies.
  • The Main Leave ID field has been renamed to Default Main Leave ID in the Sick Banks option. This change will allow Sick Banks to be tied to a default but then the leave used during deposits and withdrawals can be overridden or multiples can be selected (deposits only).
• Human Resources > Options
  • The Go To button has been added next to the Employee ID field in the Checklist Instance option. Select this button to open the specified employee’s record in the Employee File
  • When processing Sick Bank Deposits, if a Default Main Leave ID was set up for the sick bank, it will be selected in the Sick Bank Leaves List by default. The user will also be allowed to select more than one sick bank leave, if needed. If multiple leaves are selected and an employee has more than one of the selected leaves, the employee will be listed multiple times in the Sick Bank Deposits List but only one line should be selected to process.
• Human Resources > Reports
  • Employee Listing – Demographic Information: The report has been updated to remove the emergency contact information, add the field for comments, and also allow for multiple background check dates.
  • Employee Detail Listing for Human Resources: The report has been updated to include multiple background check dates and the comment field from the demographics tab.
  • Sick Bank Listing: The report was updated to reflect the field name change for Default Main Leave ID.

• General Ledger > Government Reporting
  • Illinois Only: The Annual Report for 2014-2015 is now available.
  • Iowa Only: The GASB 34 Reports for 2014-2015 are now available.
  • Kansas Only: The Budget Report for 2015-2016 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
  • Missouri Only: The GASB 34 Reports for 2014-2015 are now available. The Certified Salary Compliance report has not yet been updated and will be included in a future release once the changes are available from the state.
  • North Dakota Only: The GASB 34 Reports for 2014-2015 are now available.
  • South Dakota Only: The GASB 34 Reports for 2014-2015 are now available. Also, a few minor changes have been made to the 2014-2015 Annual Report for proprietary funds and pension accounts.
  • Wyoming Only: The GASB 34 Reports for 2014-2015 are now available.
• Payroll > Maintenance
  • The Custom Fields tab in the Employee File has been updated to allow the different sections to be moved around on the screen. To move a section, click on the handle (line of dots to the left of the section name) and then drag the section to the desired location. The settings for the section location are saved by user.
  • North Dakota Only: The Office of the State Tax Commissioner has released new tax tables for the remainder of 2015. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/NorthDakota2015.pdf.
• Payroll > Government Reporting
  • The Service Break Calculations tab in the Affordable Care Act (ACA) Reporting option has been changed to process the information much quicker. Also any entry with zero hours will be ignored.
  • Iowa Only: The Iowa BEDS Report has been updated with the 2015 changes. These include additional fields for Teacher Leader Days on the Report Options screen and Teacher Leader Compensation as a Pay Type on the Pay Codes screen. To use the Teacher Leader Days, a custom numeric field will need to be added to the Custom Fields option found under the Maintenance menu. For each applicable employee, complete the newly added custom field on the Custom Fields tab in the Employee File.
  • Illinois Only: Several changes have been made to the system for the Illinois Employment Information System. In the Employee File on the Wages tab in the Illinois EIS List, Grade Level Assignment and Primary Work Location have been added and employees can now have more than one work location per position. Also, Title 1 Funded has been replaced with Funding Source. If you’d like assistance converting this information for your employees, please contact Customer Support. In the Illinois Employment Information System option, new options have been added to the Data Elements tab for Grade Level Assignment and Funding Source. Also the Taxes tab has been removed since this information is no longer reported. Refer to the Illinois Employment Information System topic in the Help File for additional information on using this feature.
  • Nebraska Only: The Nebraska Staff Reporting option has been updated with the 2015-2016 changes. Also, the Staff Position Assignments tab includes two new columns for Active and Employee Status which allows the list to be easily filtered to include or exclude employees based on this criteria. Refer to the Nebraska Staff Reporting topic in the Help File for additional information on using this feature.
• Human Resources > Maintenance
  • The Benefits tab in the Employee File has been updated to allow multiple benefits with the same Benefit ID.
  • The Employee File Certificates tab has been updated with two new fields: Active and Comments. The active checkbox is used to indicate if the certificate is active or not and the comments field can contain additional information regarding the employee’s certificate.
  • The Education tab in the Employee File has been updated to display fields to show the total credits for all continuing education courses and the total credits for those courses with no degree that are marked as Count Toward Education Level.
  • In the Employee File, the FMLA tab has been updated to allow multiple leave dates for a specified Requested Date. The FMLA Leave Dates List now also includes fields for Number of Hours and Number of Days. A Denial Date has been added to the screen as well.
  • The Number of Days field on the Work Comp tab in the Employee File has been updated to allow up to four decimal places to be entered.
• Human Resources > Reports
  • Employee Detail Listing for Human Resources: This report has been updated to include an area for an employee signature and date. Use the Footer Visible checkbox in the Report Sorting section of the Report Printing Options screen to include or exclude these fields. These fields will be included on the report by default.
  • Several reports have been updated to allow multiple benefits with the same Benefit ID: Employee Benefits Summary Report, Employee Benefits Payment Report, Employee Benefits Report by Benefit, Employee Detail Listing for Human Resources, Employee COBRA Report, and Employee Listing – Benefit Information.
  • The following reports have been updated to include the new fields for Active and Comments for employee certificates: Employee Endorsement Report, Employee Listing – Certification Information, and Employee Detail Listing for Human Resources.
  • Employee Listing – Continuing Education Summary Information: This report now includes fields for Total Credits and Credits Toward Education Level (No Degree).
  • Employee Listing – FMLA Leave Information: This report has been updated to include the new fields for Denial Date, multiple FMLA Start and End Dates, as well as Number of Hours and Number of Days per date range.
  • Employee Workers’ Compensation Injuries Report: The Number of Days field has been updated to display values up to four decimal places.
  • Employee Listing – Evaluation Information: Report Selections have been added to this report for All Employee Positions and Without Evaluations after Ending Date. The Without Evaluations after Ending Date report selection allows the user to generate a list of the employees needing an evaluation completed because they do not have an evaluation date after the ending date entered.
• Fixed Asset Inventory > Assets
  • Import New Assets, Import Expense Accounts, Import Depreciation Accounts, and Import Custom Fields have all been added to the Options menu within Add New Assets batches. These imports allow groups of assets to easily be added to a batch and then can be posted without having to manually enter the data. All maintenance fields used when setting up a new asset would have to be pre-defined within their own options prior to using the imports.
  • Import Expense Accounts, Import Depreciation Accounts, and Import Custom Fields are now available on the Options menu within Asset File Maintenance.
• Fixed Asset Inventory > Options
  • A new option has been added to the Options menu: Purge Disposed Assets. This feature is used to delete disposed assets from the School Accounting System. Refer to the Purge Disposed Assets topic in the Help File for additional information.

• Main Screen
  • After installing this release, the first time a user logs into the School Accounting System, the Agreement to Preserve the Proprietary Rights of Software Unlimited, Inc. will appear. If the user agrees with the terms on the agreement, they can select the applicable checkbox and the login process will continue. Users will only see the agreement the very first time they log into the system.
• General Ledger > Maintenance
  • Approved requisitions that were tied to unposted purchase orders were no longer showing in the Outstanding Approved Requisitions field on Flexible Financial reports. These values should continue to display in this field until the purchase order batch has been posted. This has been corrected.
  • A new field has been added to the Direct Deposit Header Records screen: Enable Edit on File Creation. If the information entered in the Company Identification field can change depending on the module or checking account, selecting this field will allow a user to edit the Company Identification field at the time the file is created for the bank.
• General Ledger > Government Reporting
  • Iowa Only: The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
  • Illinois Only:The Budget Report for 2015-2016 is now available. The Annual Report for 2014-2015 is not available yet from the Illinois State Board of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
  • Kansas Only: The Budget Report for 2015-2016 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
  • Missouri Only: The Annual Report for 2014-2015 is now available. The F.I.R.E. Calculation report has been removed since it is no longer collected by the Missouri Department of Elementary and Secondary Education. The Certified Salary Compliance report has not yet been updated and will be included in a future release once the changes are available from the state. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they too will be included in a future release.
  • North Dakota Only: The Annual Report for 2014-2015 is now available. The Annual Report now includes an option for Regional Education Associations to generate a specific report. Also, the 2015-2016 Certificate of Levy report is included in this release. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
  • South Dakota Only: The Annual Report for 2014-2015 is now available. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
  • Wyoming Only: The Annual Report for 2014-2015 is now available. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
• Accounts Payable > Check Cycle
  • On the Create Direct Deposit File screen, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
• Accounts Payable > Options
  • On the Direct Deposit Prenotificaton and Recreate Direct Deposit File screens, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
• Accounts Payable > Reports
  • Requisition Listing – Summary and Requisition Listing – Detail: Both reports have been updated to include a Report Parameter for Cancelled Date.
• Payroll > Data Entry
  • In an Employee Absence batch, if the Subbed For Employee ID was auto filling and the user tried to clear the value, in some instances the value would reappear when the entry was saved. This has been corrected.
  • When using the Copy Batch or Zero Copy Batch features, found under the Options menu on the Batch Options screen in Pay Period Entries or Employee Absences, if any errors occur while copying the entries, a screen listing the errors will appear.
• Payroll > Check Cycle
  • On the Create Direct Deposit File screen, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
• Payroll > Maintenance
  • In the Employee File, the Employee Check Calculation option has been added to the Options menu. Also, the Employee ID search has been updated to include a column for Previous Last Name.
• Payroll > Options
  • The Test Taxable Wages option has been removed.
  • On the Direct Deposit Prenotificaton and Recreate Direct Deposit File screens, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
• Payroll > Government Reporting
  • When creating the payroll contribution file for the VALIC 403b administrator, if an employee had reportable amounts for multiple deductions, only one deduction amount was appearing on the file. This has been corrected.
  • Missouri Only: When generating the Missouri Retirement Report, if there were multiple void check batches during the month, selecting and unselecting the batches was not always working properly. This has been corrected.
  • North Dakota Only: A new option, Create Census Data Audit File, has been added to the Options menu in the North Dakota Teachers Retirement Report option. This feature will be used to create a file of all employees paid in the fiscal year if being audited by the North Dakota Teachers Retirement & Investment Office.
  • In some instances, on the Service Break Calculations tab in the Affordable Care Act (ACA) Reporting option, new hires were being displayed even if the New Hires checkbox was not selected. This has been corrected.
• Payroll > Reports
  • Iowa Only: If an individual had more than one check sequence, the employee was not always properly showing the variance indicator on the Iowa Retirement Variance Report. This has been corrected.

• Note: For those districts that have the Web Link module, you will also need to be at Web Link version 15.04.28.01 (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.
• All System
  • When generating a report to the screen, several new task bar buttons have been added. They include: First Page and Last Page, Fit Width and Fit Page, Cursor Mode controls for Pan Mode (click and move the page around), Selection Mode (select text and copy/paste to another document), and Snapshot Mode (capture a screenshot and paste to another document). Also, the Export button has been added to the task bar instead of under the File menu, and when exporting to a spreadsheet the format will be .XLSX. Toggle Sidebar button is new too, and the steps for how to access a report’s table of contents has changed (first have to click Toggle Sidebar button and then click Document Map button).
  • The phone number fields on the following screens have been renamed to Primary Phone Number, Secondary Phone Number, and Other Phone Number: System File on the Main screen, Received Froms in General Ledger, Ship To Addresses and Vendors in Accounts Payable, Employees and Payees in Payroll, and Employer History in Human Resources. A new column has been added for Phone Type with options for Business, Cell, Fax, Home and Other. Various standard reports that included these phone numbers have been updated. During the installation of this release, any custom reports built by districts who have licensed the Report Writer module will be converted to these new fields. Additional edits may be necessary to include Phone Type if needed. Also during the update, Phone Number 1 will convert to Primary Phone Number with Other as the Phone Type, Phone Number 2 will convert to Secondary Phone Number with Other as the Phone Type, and Fax Number will convert to Other Phone Number with Fax as the Phone Type.
• Account Payable > Data Entry
  • When selecting the Recurring Entries checkbox on the Batch Options screen for Invoices, the label ‘(recurring entries)’ will appear after the batch name in the title bar.
  • When entering invoices, the Vendor 1099 Amount was not always being updated if the Invoice Detail Amount field was set to repeat on the Set Screen Preferences. This has been corrected.
  • If a vendor name included an ampersand (&), it was not being properly displayed in Invoices, Purchases Orders, Requisition Entry, Requisition Inquiry, Receiving, and Vendor Inquiry. This has been corrected.
  • When bringing a posted purchase order back into a batch and upon selecting to post the batch, the system was periodically indicating there were no entries to post. This has been corrected.
• Accounts Payable > Check Cycle
  • In some instances, the country code for the United States was printing on vendor checks. This has been corrected.
• Accounts Payable > Maintenance
  • If there is an unposted checks batch in progress, a warning message will appear when opening the Vendor File. Also, when viewing a particular vendor from the unposted batch, a warning message will appear in the status bar.
• Payroll > Data Entry
  • When selecting the Recurring Entries checkbox on the Batch Options screen for Deduction/Tax Adjustments, Pay Period Entries, or Employee Absences, the label ‘(recurring entries)’ will appear after the batch name in the title bar.
  • On the Grid Entry tab in the Pay Period Entries option, if a blank line was created from tabbing through fields, the user could not close the screen and still save the entries. This has been corrected.
• Payroll > Check Cycle
  • In some instances, the country code for the United States was printing on payee checks. This has been corrected.
  • The Payroll Type of Expense Contract was renamed to Expense Payroll.
• Payroll > Maintenance
  • Several enhancements have been made to the screens in the Employee File.
    • If there is an unposted checks batch in progress, a warning message will appear when opening the Employee File. Also, when viewing a particular employee from the unposted batch, a warning message will appear in the status bar.
    • The Direct Deposit Splits grid on the Direct Deposit tab has been updated to include columns for Direct Deposit Bank Description, Every Pay Period, and Week 1 – 5 information.
    • The Wages tab has several new fields and features:
      • If the Pay Code has a default rate, it will display in the new Default Pay Rate field.
      • The Regular Days field size has been increased to 9 digits long.
      • Hours Per Payroll has been added for contract pay codes. Either Hours Per Day (along with Days This Pay Period with calculating a payroll) or Hours Per Payroll can be used to track the hours worked.
      • If Worker’s Compensation Classes are defined, the new Workers’ Compensation Class ID Override field will be enabled to allow a user to override the ID assigned in the Pay Code File.
      • If default expense accounts are entered in the Pay Code File, the new Use Pay Code Defaults field will be enabled. When selected, the system will display the default expense accounts, which cannot be changed, and use these during the payroll cycle.
      • If another pay code is set up as the Primary Pay Code, the new Use Primary Pay Code Expense Accounts field will be enabled. When selected, the system will display the primary pay codes expense accounts, which cannot be changed, and use these during the payroll cycle.
      • The Chart of Account Description will be displayed in new field in the Expense Accounts grid.
      • Use the Copy From Pay Code button in the Expense Grid to copy and save the expense account information from the default values set up in the Pay Code File.
      • Use the Search Employee Expense button to copy an expense account from another pay code set up for the employee.
    • The Employee Taxes grid on the Taxes tab has been updated to include columns for Rate Type, Every Pay Period, and Week 1 – 5 information.
  • Two new fields have been added to the Custom Fields File: Display in Payroll and Display in Human Resources. Using these fields allows a district to only display certain custom fields in either Payroll or Human Resources. When the update is installed, all custom fields will default to having both Display in Payroll and Display in Human Resources, if applicable, selected.
  • If there is an unposted checks batch in progress, a warning message will appear when opening the Payee File. Also, when viewing a particular payee from the unposted batch, a warning message will appear in the status bar.
• Payroll > Government Reporting
  • In the Affordable Care Act (ACA) Reporting option on the Adjustment Options tab, the Contracts Adjustment Option has been updated to include features to adjust the Hours Per Payroll for employee wages. Also, the Contract Hours Adjustment Option has been updated to display both Hours Per Day and Hours Per Payroll in the Adjustment Entries grid. Refer to the Completing the Adjustments Tab (Screen) of the Affordable Care Act (ACA) Reporting Option topic in the Help File for additional information.
  • Missouri Only: The Missouri SDAC report has been updated for 2015.
• Payroll > Reports
  • The four Custom Fields Listing for Payroll and Human Resources have been updated to include the new fields and Report Parameters for Display in Payroll and Display in Human Resources.
  • The four Employee Listing – Custom Field Information reports have been updated to include Display in Payroll/Human Resources and Print in Payroll/Human Resources Report Parameters.
  • Employee Wages Report by Workers Compensation Class: The report has been updated to include the workers’ compensation class from the employee file if overridden.
  • Hours Worked Report: This report has been updated to include an additional column for Hours Worked for ACA Reporting.
  • Payroll Register – Accumulated and Payroll Register – Accumulated with Subtotals: The Sort Group ID in the Report Sorting section of the Report Printing Options screen was not working properly. This has been corrected.
• General Ledger > Data Entry
  • When selecting the Recurring Entries checkbox on the Batch Options screen for Budgets, Manual Journal Entries, or Cash Receipts, the label ‘(recurring entries)’ will appear after the batch name in the title bar.
• Fixed Asset Inventory > Reports
  • Pending Assets from Accounts Payable Report: This report was including assets from voided invoices. It has been corrected.
• Report Writer
  • Because of tool enhancements in the update for the Report Writer module, there are a few changes when moving or resizing a field. If the Grid Alignment Control is set to Display Alignment Lines (default), use the right, left, up, and down arrow keys to move a field to the nearest edge of the next closest object. Press the Ctrl key and the arrow keys to move the object by one space. To resize a field, press the Shift key and the arrow keys to resize the field to the nearest edge of the next closest object. Press the Ctrl+Shift keys and the arrow keys to resize the field by one space.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.
  • Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 15.04.28.01 (or higher, if applicable).
• Web Link > Data Entry
  • During invoice or cash receipt entry, if a vendor or received from is modified or added, the information entered in the Phone Number 1 field will be updated into the School Accounting System Primary Phone Number field with Phone Type of Other, Phone Number 2 will be updated into Secondary Phone Number with Phone Type Other and Fax Number will update to Other Phone Number with Phone Type of Fax.

• Account Payable > Data Entry
  • When invoicing purchase orders, if the Invoice column was selected in the Detail Information section after changing the amount and leaving the Received in Full Status blank, the system was displaying an error. This has been corrected.
• Payroll > Data Entry
  • When keying entries on the Grid Entry screen of the Pay Period Entries or Employee Absences options, if the employee has a primary pay code, the pay rate field reflects the appropriate value. If the Pay Code ID was changed to a different pay code, the pay rate was not updating to reflect the appropriate rate, if applicable. This has been corrected.
  • For those districts using the Import Time Cards option, a warning message was appearing if a pay code did not have a default rate in the pay code file but did have one in the employee file. This has been corrected.

• Payroll > Data Entry
  • In Pay Period Entries and Employee Absences, if Employee Only was selected for the Batch Entries List an error was appearing when saving an entry. This has been corrected.

    Several issues were corrected for customers using Pay Period Entries, Employee Absences, and Time Card import options.

• Payroll > Check Cycle
  • On the Calculate Payroll screen in the Pay Groups to Include List, a new column has been added for Exclude Contract Hours From ACA Tracking. A user would select this field for a pay group to not have the hours worked tracked for the contract pay codes for employees for the Affordable Care Act (ACA) Reporting. The hours would still be included for other applicable government reports. Typically this field would only be selected during summer months when contract employees are defined with service breaks and are getting paid for their time while on break.
• Payroll > Maintenance
  • In the Employee File on the Employment tab in the Employee Dates List, two new fields have been added: Weeks Since Prior Termination Date and Track as ACA New Hire. When selecting Hire Date for the Data Type and a prior termination date is also listed, the Weeks Since Prior Termination Date field will display the number of weeks between the newly entered hire date and the prior termination date. The Track as ACA New Hire field will be used to indicate if the hire date entered is applicable for tracking the employee as a new hire in the Affordable Care Act (ACA) Reporting Option. Refer to the Completing the Employment Screen in the Employee File topic in the Help File for additional information.
  • On the ACA tab in the Employee File, a new field has been added for Special Unpaid Leave Weeks in the Measurement Periods List. This field will be used to track FMLA, USERRA, or jury duty for an employee. Also, the Hours Tracking List has been condensed and Go To buttons have been added for Hours Per Week to display the details for deriving these values.
  • On the ACA tab in the Employee File, when updating the Service Break field using a certain keystroke order, the data was not being saved correctly. This has been corrected and an Alerts & Information message will appear if there are any issues found when installing this update. Please contact Customer Support if a message does appear.
• Payroll > Government Reporting
  • The Quarterly 941 has been updated with the new 2015 format. The Schedule B document did not have any changes.
  • Several enhancements and new features have been made in the Affordable Care Act (ACA) Reporting option. Refer to the Affordable Care Act (ACA) Reporting topic in the Help File for additional information regarding this option.
    • On the Hours Tracking tab, the To Date Weeks field has been moved to the header area since it is the same for all employees.
    • The Hours Tracking and New Hires tabs have been redesigned. In the Hours Tracking List or New Hires List, the employee information has been condensed to show information based on the Through Last Worked Date for both With Service Breaks and Without Service Breaks. A new field has been added for Special Unpaid Leave Weeks to be used for tracking FMLA, USERRA, or jury duty. The Hours Per Week fields have been enhanced with a Go To button to display the details for deriving the value. The system has also been updated to take into account a 501 maximum hours for Service Break Weeks for educational organizations. In addition, the Exclude Contract Hours From ACA Tracking field has been added to the detailed payroll earnings section.
    • A new tab has been added for Service Break Calculations. This feature is used to determine if employees have a difference in the number of service break weeks defined on the ACA screen in the Employee File and the number of weeks the system calculates for service breaks in the a measurement period and, if applicate, update the weeks for selected employees. The data may take a while to load on this screen as the system is checking all the payroll earnings records in posted and unposted payroll calculation batches.
    • On the Adjustments tab, a new option has been added for Exclude Contract Hours from ACA Tracking. Using this option, adjustments can be made to exclude hours from ACA tracking for contracted employees. Also, most of the adjustment options were updated to include Pay Group ID in the Adjustment Entries List, and in Pay Period Entry Dates, the drop-down was updated to include a filter for Start Date.
• Payroll > Reports
  • Employee ACA Report – Measurement Periods: This new report will display the information on the ACA tab in the Employee File from the Measurement Periods List.
    Employee ACA Report – Hours Tracking, Employee ACA Report – Hours Tracking New Hires, Trending Hours Report, and Trending Hours Report for New Hires: These reports have been updated to reflect the same information shown on the screen. The new hire versions have also been updated to include additional sorting by measurement start date and initial measurement start date.
  • Employee ACA Report – Hours Per Week Calculation With Service Breaks and Employee ACA Report – Hours Per Week Calculation Without Service Breaks: These two new reports are designed to provide the detailed calculations for the Hours Per Week fields.
  • Payroll Options Report: This report has been updated to include the new Exclude Contract Hours From ACA Tracking field.
    Monthly Hours Worked Report: This report has been updated to include additional Report Selections for New Hires.
  • Employee ACA Report – Full Time Employees: This new report will generate for employees marked as Report as Full Time or their total hours per week is greater than 30. An employee count at the end of the report can be used to determine the number of full time employees at your district.
  • Employee Detail Listing for Payroll and Employee Listing – Employment Information: These reports were updated to include the Weeks Since Prior Termination Date and Track as ACA New Hire fields.

• Main > Maintenance
  • The Mail Server field can now be edited on the Email Options screen when sending emails via the Email Manager.
• Main > Utilities
  • Direct Deposit Header Records has been added to the User Permissions for Accounts Payable, Payroll and General Ledger in the User Security option.
• General Ledger > Check Options
  • When using the Replace/Reprint Checks option, the feature to email the check stub was not working. This has been corrected.
  • A new field has been added to the Checks File Maintenance screen: Check Distribution Amount. If viewing an employee direct deposit stub and a portion was issued as a check, the amount written as the check will appear in this field. The Go To button can be selected to view the check that was issued to the employee for that portion.
• General Leger > Maintenance
  • In the General Ledger System File and Funds Reference File, the Purchase Orders Account and Less Purchase Orders Account fields will be gray unless the school district operates on an accrual basis.
  • A new feature has been added for creating direct deposit files: Direct Deposit Header Records. Setting up multiple direct deposit header records and tying them to checking accounts will allow a district to generate direct deposit files for more than one bank account. All of the information that used to appear on the Edit tab of the Create Direct Deposit File and Direct Deposit Prenotification File has been moved to this option. Refer to the Direct Deposit Header Records topic in the Help File for additional information. This same feature is also available in both Accounts Payable and Payroll from the Options menu then Direct Deposit Options. Note: We encourage you to verify the information in both the Direct Deposit Header Records option as well as the Checking Accounts file to ensure the information was converted accurately. If the previous information was the same for both Accounts Payable and Payroll, only one Direct Deposit Header Record was created.
• General Ledger > Government Reporting
  • Iowa Only: The 2015-2016 Iowa Budget Summary Report is now available.
• General Ledger > Reports
  • Account Inquiry Reports: When generating these reports for an entire fiscal year for a few selected funds, in some instances, the report was timing out. This has been corrected. Also when indicating to include accounts with activity, no matter when that activity occurred during the fiscal year, the account will show up on the Date Range report.
  • Direct Deposit Header Records Listing: This is a new report listing the direct deposit header records.
  • Checking Accounts Listing: This report was updated to include the additional information for Direct Deposit Header Records.
  • Check Register by Type and Check Register by Checking Account: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the direct deposit amount is reduced by the amount of the check. The check portion will continue to display as before.
• Accounts Payable > Check Cycle
  • On the Create Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for a vendor while in the middle of the check cycle and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
• Accounts Payable > Maintenance
  • On the Check Print Positions tab in the Check Setup – Vendors, a new field has been added to allow the system to print the check number on the check for those districts who do not purchase checks with this information already displayed. The Top, Left, Width and Font fields would need to be completed for the Check Number field.
• Accounts Payable > Options
  • On the Recreate Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for a vendor since the check cycle was completed and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
• Payroll > Data Entry
  • Several enhancements have been made to the Pay Period Entries and Employee Absences options.
    • The Employee Name and Pay Code Description fields have been moved to the top of the screen.
    • The Edit Records button has been added to the Employee ID search (Ctrl+F).
    • After keying in the first chart of account number in the Expense Accounts List, 100% will automatically display in the Enter Percents field by default.
    • In the Batch Entries List, employee totals have been added to the Employee Only tab.
    • On the Grid Entry tab, the Subbed For Employee ID field has been removed for Pay Period Entries.
    • When using the Copy Batch feature from the Options menu on the Batch Options screen, an Update Pay Rate checkbox has been included allowing the user to automatically use the new rates from the Employee File. With the addition of this new feature, the Fiscal Year End on the batch can now be changed. Note: If the Fiscal Year End on the batch is changed, then the Update Pay Rate field will be selected automatically and cannot be changed.
    • The Set Screen Preferences, under the Options menu, has been updated to include new fields for Save Column Order of Batch Entries List and Use Primary Pay Code as Default. When selected, the Save Column Order of Batch Entries List will allow the user to move the columns around and have them saved in the designated order. If this field is not selected, the columns will default to the defined system settings each time the screen is opened. If the Use Primary Pay Code as Default field is selected, if an employee has a pay code defined as their primary pay code, that pay code will display by default. If this checkbox is not selected, a pay code will have to be entered manually. When this update is installed, both checkboxes will be selected by default.
    • If a leave is setup to display a warning message when it goes negative, the system was not displaying the message when making an entry using a leave that is tied to that main leave ID. This has been corrected.
    • When using the Import Pay Period Entries or Import Employee Absences and the pay code is setup to track Hours Worked, if the Hours field is not being included on the import file, the system will automatically calculate the value.
    • Additional changes were also made to the Employee Absences option.
      • The Subbed For Employee ID field has been updated to include a drop-down search to go along with the Search button. The new drop-down feature will show all active employees in the Employee File, allowing an entry to be tied to any employee record, even if they do not have an absence entry. The Search button will continue to display all absence entries in unposted batches.
      • If the Employee ID entered in the Subbed For Employee ID field has a leave entry, the new Tie to Absence Entry field will be selected by default, but can be changed. If unselected, the entry will only tie to the employee but not their absence entry. In order to track the complete history for all employee absence entries and generate reports showing the employees and who subbed for them, the substitute entries must continue to be tied to absence records.
      • An additional field for Display All Employees on Subbed For Employee ID Ctrl+F Shortcut appears on the Set Screen Preferences screen. If this field is selected, using the Ctrl+F on the Subbed For Employee ID field will display all active employees. If the field is not selected, then only those employees with unposted leave entries will be displayed.
      • New entries can now be made on the Grid Entry tab. If using the Subbed For Employee ID field, the entry will only tie to an active employee and not to employee leave entries.
      • In the Leave Balance and Main Leave Balance informational fields located on the bottom of the screen, if a Unit of Tracking was set up in the Leaves option, it will display after the numeric value.
      • Because absence entries can now be tied to an employee without a leave entry, the Absence Listing by Absence Date and Absences Listing by Employee with Substitutes reports will only show Subbed For Employee ID information if the substitute entry is tied to the employee leave entry via the Tie to Absence Entry checkbox. The Substitute Listing will continue to display all substitute entries and the employee’s they subbed for no matter if tied to an absence entry or not. The Pay Period Entries Listing – Detail has been updated to display any information entered in the Subbed For Employee ID field.
      • The Subbed For Employee ID field has been added to the Import Employee Absence screen. Data imported in this field will only tie back to an active employee and not to employee leave entries.
  • Several enhancements have been made to the Time Cards option.
    • Date Worked has been added as a new field on the screen.
    • The Set Screen Preferences, under the Options menu, has been updated to include an option for Entry Method which allows the user to pick either Day of Week or Date Worked. If using Day of Week, then Day of Week field will be enabled. If choosing Date Worked, then Date Worked will be enabled. By default Day of Week will appear, but can be changed.
    • If Prorate Overtime is selected on the Batch Options screen and the employee is getting paid from only one pay code, the system will no longer prorate the overtime over all the days.
• Payroll > Check Cycle
  • The Balancing Option has been updated to include the following Payroll Types when generated for Batch: Expense Contracts, Purchase Order and any payroll marked as Test Payroll (No Checks).
  • On the Create Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for an employee or payee while in the middle of the check cycle and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
  • If an employee has requested to receive a portion of their direct deposit split in the form of a check, their stub has been updated to include an additional line indicating this amount in the section showing their direct deposit information.
  • If an employee is set up for email direct deposit stubs and they have Individual Bank Account Deductions, these stubs will now be emailed as well. Also, if the Email Manager is set up to password protect employee direct deposit stubs, the individual bank account deduction stubs will be password protected too.
• Payroll > Maintenance
  • In the Employee File on the ACA tab in the Hours Tracking List, a new field has been added for Through Last Worked Date. The date in this field, which the weeks and hours per weeks are based on within the To Date sections, will be the Last Worked Date from the latest posted or unposted payroll calculation batch if the current computer date is within the specified measurement period; otherwise if the current computer date or the Last Worked Date from the latest posted or unposted payroll calculation batch is after the end of the measurement period, the date will be the Measurement End Date of the specified measurement period. Also in this list, the To Date section has been renamed to To Date (With Service Break).
  • On the Leaves tab in the Employee File, the Earned and Taken columns in the Employee Leaves List will now include both posted and unposted leave entries.
  • On the Check Print Positions tab in the Check Setup – Employees and Check Setup – Payees options, new fields have been added to allow the system to print the check number on the check for those districts who do not purchase checks with this information already displayed. The Top, Left, Width and Font fields would need to be completed for the Check Number field. Also, two additional changes have been made to the Check Setup – Employees. The message section has been expanded to handle messages longer than one line and the detail leaves area has been reformatted to left align the amount fields. In order for these two new features to be seen on your district check or direct deposit stubs, you will need to resave them. To resave your check setups, select Check Setup – Employees from the Maintenance menu, enter the name of the report to edit, type the same number in the Top Margin field that is already displayed (i.e. 0.25) and click the Save button.
• Payroll > Options
  • The Balancing Option has been updated to include Expense Contracts Payroll Types. Also, in some instances a timeout error was being displayed. This has been corrected.
  • On the Recreate Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for an employee or payee since the check cycle was completed and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
  • A new field has been added to the Checks File Maintenance screen under the Check Options menu: Check Distribution Amount. If viewing an employee direct deposit stub and part was issued as a check, the amount written as the check will appear in this field. The Go To button can be selected to view the check that was issued to the employee for that portion.
• Payroll > Government Reporting
  • In the Affordable Care Act (ACA) Reporting option, in the header section on the Hours Tracking tab and in the New Hires List on the New Hires tab, a new field has been added for Through Last Worked Date. The date in this field, which the weeks and hours per weeks are based on within the To Date sections, will be the Last Worked Date from the latest posted or unposted payroll calculation batch if the current computer date is within the specified measurement period; otherwise if the current computer date or the Last Worked Date from the latest posted or unposted payroll calculation batch is after the end of the measurement period, the date will be the Measurement End Date of the specified measurement period. Also, on both tabs, the To Date section has been renamed to To Date (With Service Break).
  • In the Affordable Care Act (ACA) Reporting option on the Adjustments tab, a new Adjustment Option has been added for Contract Last Worked Date. Use this option to update the last worked date on the earnings records for contract employees for selected payroll calculation batches.
  • Kansas Only: The Kansas Retirement Report has been updated to include two report selections so the report can be printed either alphabetically by employee or by Plan ID and then alphabetically.
  • Missouri Only: If multiple records were edited on the View/Edit Data tab in the Missouri Retirement Report, the system was returning an application error. This has been corrected.
• Payroll > Reports
  • Check Register by Type and Check Register by Checking Account: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the direct deposit amount is reduced by the amount of the check. The check portion will continue to display as before.
  • Payroll Register – Totals and Payroll Register – Totals Combined: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the Direct Deposits field is reduced by the amount of the check.
  • Pay Period Entries Listing – Detail: The Subbed For Employee ID field has been added to this report.
  • Time Card Listing and Time Card Listing with Import/Override Account Number: Both reports have been updated to better match the screen.
  • Employee ACA Report – Hours Tracking and Employee ACA Report – Hours Tracking for New Hires: Both reports have been updated to include the Through Last Worked Date field and the To Date section has been renamed to be To Date (With Service Break).
  • Trending Hours Report and Trending Hours Report for New Hires: These two reports have been updated to include the Through Last Worked Date field and the To Date section has been renamed to be To Date (With Service Break). They also now include the three Full Time fields.
  • Employee Listing – Leave Information: The Earned and Taken columns on this report have been updated to include both posted and unposted leave entries.
  • Employees with No Retirement Gross: This new report, found under the Check Cycle Pre-Check Reports and under the Payroll Reports menu, will display employees with no retirement gross by using Report Selections for Unposted – No Last Paid Date, Unposted – All Employees, and Posted – All Employees.
  • Employee Listing – Deduction Information and Employee Deduction Report: These two reports were updated to include a Report Parameter for Process if No Pay.
• Fixed Asset Inventory > Reports
  • Departments Listing: This report was renamed to Departments Listing for Fixed Asset Inventory.

• Important Tax Information
  • Note: This update contains changes to the Missouri and North Dakota State Income taxes. All other tax and unemployment changes (if necessary) were implemented on Version 14.12.01.01 and the information for those taxes can be viewed in the release notes for that version found below.
  • Missouri Only: The Missouri Department of Revenue has released the tax table information for 2015. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Missouri2015.pdf
  • North Dakota Only: The Office of the State Tax Commissioner has released the tax table information for 2015. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/NorthDakota2015.pdf. In the previously released document, the Dollars Per Withholding Allowance was $3950, but according to the Tax Commissioners office, the amount should be $4000 to match the IRS Publication 15: Circular E, Employer’s Tax Guide. If you manually entered in the 2015 taxes, the new amounts will be reflected automatically once the update is installed. If you are in the middle of a check cycle (i.e. calculated a payroll but have not yet printed checks), we recommend you complete this update and then recalculate your payroll.

• 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
  • Tax Tables with changes for 2015: Federal Income Tax, Social Security, Kansas State Income Tax, Minnesota State Income Tax, Idaho State Income Tax, and Illinois State Income Tax.
  • Tax Tables with NO changes for 2015: Medicare, Federal Unemployment, Iowa State Income Tax, Nebraska State Income Tax, Montana State Income Tax, Maryland State Income Tax, Wisconsin State Income Tax, St. Louis Local Income Tax, and Kansas City Local Income Tax
  • Tax Tables that have not yet been released: Missouri State Income Tax and North Dakota State Income Tax. The Department of Revenue in each state has not yet released the state withholding tables for 2015. Once the tax tables are released, we will plan to prepare an additional release which will include the new tables.
  • States with unemployment Taxable Wage Base changes for 2015: Iowa, North Dakota, South Dakota, and Wyoming
  • States with NO unemployment Taxable Wage Base changes for 2015: Illinois, Kansas, Missouri, and Nebraska
  • Once you install the 14.12.01.01 update, you will have the released 2015 information for the federal, state and local income taxes and unemployment taxable wage base limits for applicable states. To view and verify this information, please print the appropriate documents using the links below. The tables in these documents MUST be compared to your tax information in the Taxes option under the Maintenance menu in Payroll prior to calculating your first payroll in January 2015.
  • If you are currently using the Negotiations module with the School Accounting System, the 2015 tax and unemployment information will update automatically upon installing the update.
  • Federal Taxes: https://docs.su-inc.com/taxes/Federal2015.pdf
  • State Taxes/Unemployment:
    Idaho https://docs.su-inc.com/taxes/Idaho2015.pdf
    Illinois https://docs.su-inc.com/taxes/Illinois2015.pdf
    Iowa https://docs.su-inc.com/taxes/Iowa2015.pdf
    Kansas https://docs.su-inc.com/taxes/Kansas2015.pdf
    Maryland https://docs.su-inc.com/taxes/Maryland2015.pdf
    Minnesota https://docs.su-inc.com/taxes/Minnesota2015.pdf
    Missouri https://docs.su-inc.com/taxes/Missouri2015.pdf (State Income Tax Not Yet Released)
    Montana https://docs.su-inc.com/taxes/Montana2015.pdf
    Nebraska https://docs.su-inc.com/taxes/Nebraska2015.pdf
    North Dakota https://docs.su-inc.com/taxes/NorthDakota2015.pdf (State Income Tax Not Yet Released)
    South Dakota https://docs.su-inc.com/taxes/SouthDakota2015.pdf
    Wisconsin https://docs.su-inc.com/taxes/Wisconsin2015.pdf
    Wyoming https://docs.su-inc.com/taxes/Wyoming2015.pdf
  • Local Taxes:
    Kansas City https://docs.su-inc.com/taxes/KansasCityLocal2015.pdf
    St. Louis https://docs.su-inc.com/taxes/StLouisLocal2015.pdf
• 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.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server. If needed, contact your technology coordinator to install the update on the web server.
  • Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 14.12.01.01 (or higher, if applicable).
• Web Link > Data Entry
  • In some web browsers, the + key (plus sign) and – key (minus sign) were not working properly to increment/decrement a numeric value in the Receipt Number field in the Cash Receipts option. This has been corrected.
• Web Link > Employee Information
  • The dropdown on the Year field in the W2s option has been updated to display the years in descending order.
• Web Link > Reports
  • In some instances, when selecting a Report Parameter on the various Activity Fund Balance Reports, the system was displaying a timeout error. This has been corrected.

• Payroll > Maintenance
  • On some computer monitors, not all fields were accessible in the W2 Information section of the Deduction File. This has been corrected.
• Payroll > Options
  • In the Balancing Information option, if a Payment In Kind pay code was selected on the Pay Codes tab, the system was still not including it for the calculations. This has been corrected.
• Payroll > Government Reporting
  • Missouri Only: The Missouri Retirement Report was returning an error when clicking the Save button. This has been corrected.

• Accounts Payable > Government Reporting
  • The Vendor 1099 changes for Calendar Year 2014 have been included in this update.
• Payroll > Check Cycle
  • The Last Worked Date field in the Employee File will only be updated if the employee has earnings.
  • The Payroll Messages screen has been updated to include a new question mark icon next to each message. When selected, the Help File will open to the description for the applicable message.
  • Missouri Only: Employees who have Kansas State Income Tax were receiving a warning message during the payroll calculation indicating SIT Gross does not equal FIT gross plus retirement. This message should only be appearing for school districts in Kansas and has been corrected.
  • A new option has been added to assist districts with balancing the W2s. The Balancing Information option, located under both the Check Cycle menu and the Options menu, completes the calculation of the formulas for taxes used to balance Employee W2s. Using the user designated pay groups, deductions, and pay codes, the system will calculate the Gross Earnings, FIT Gross, SIT Gross, Medicare Gross, Social Security Gross, and FIT/Medicare and display a variance between the calculated amounts and actual amounts. The user can generate the information by Batch, Check Date, or Processing Month. Several reports can also be printed from within the Balancing Information option. Refer to the Balancing Information topic in the Help File for step-by-step instructions.
• Payroll > Maintenance
  • Several enhancements have been made to the Deduction File. The W2 Information section has been updated to allow a deduction to display in more than one box on the W2. Under the Options menu, a new option for W2 Box 14 Default Order has been added to allow the user to designate the order to print the Box 14 information. Also under the Options menu, a Convert IDs to Alpha feature has been added allowing the Deduction IDs to be converted to alpha using the first 10 characters of the deduction description. On the Deductions Payable tab, a Hold on Check field has been added. This allows either an entire deduction to not print on a check (Hold on Check on the General tab) or to not print the amount by a specific checking account and fund (Hold on Check on the Deductions Payable tab). Also on the Deductions Payable tab, a totals row has been added. Refer to the Deduction File topic in the Help File for additional information regarding these enhancements.
  • Convert IDs to Alpha has been added to the Pay Code File under the Options menu. This feature allows the Pay Code IDs to be converted to alpha using the first 10 characters of the pay code description. The W2 Box 14 Default Order has been added to allow the user to designate the order to print the Box 14 information.
  • In the Taxes File, on the Taxes Payable tab, a Hold on Check field has been added. This allows either an entire tax to not print on a check (Hold on Check on the General tab) or to not print the amount by a specific checking account and fund (Hold on Check on the Taxes Payable tab). Also a totals row has been added.
• Payroll > Options
  • A new option has been added to assist districts with balancing the W2s. The Balancing Information option, located under both the Check Cycle menu and the Options menu, completes the calculation of the formulas for taxes used to balance Employee W2s. Using the user designated pay groups, deductions, and pay codes, the system will calculate the Gross Earnings, FIT Gross, SIT Gross, Medicare Gross, Social Security Gross, and FIT/Medicare and display a variance between the calculated amounts and actual amounts. The user can generate the information by Batch, Check Date, or Processing Month. Several reports can also be printed from within the Balancing Information option. Refer to the Balancing Information topic in the Help File for step-by-step instructions.
• Payroll > Government Reporting
  • A new option has been added to assist districts with completing the EEO-5 report. An EEO-5 Classification field has been added to the Employment tab in the Employee File. By completing this field along with the gender, race and ethnicity for each employee, the EEO-5 Survey report can be generated. To easily update your employees, an Adjust EEO-5 Classifications option has been added to the Options menu in the Employee File. The EEO-5 Survey government report will display the applicable employees for each classification along with any employees who are missing the appropriate information. Paper reports can be printed for viewing and a file can be generated to upload into the Equal Employment Opportunity Commission’s website. Refer to the EEO-5 Survey topic in the Help File for step-by-step instructions.
  • On the Affordable Care Act (ACA) Reporting option, in some cases the Weeks column for To Date was not reflecting the accurate number of weeks. This has been corrected.
  • The 403b administrator name for ING has been changed to Voya.
  • The Employee W2 changes for Calendar Year 2014 have been included in this update.
  • Nebraska Only: The Nebraska Staff Demographics Report, found under the Reports option within the Nebraska Staff Reporting option, has been updated to include birth date, email address and primary subject area.
  • North Dakota Only: The North Dakota PERS Deferred Compensation Report Provider list for the Deductions tab has been updated to change ING to Voya and include modifications to reflect the current state providers.
  • North Dakota Only: In the North Dakota Employee Compensation Report option, the Employee Compensation Report Totals and Employee Compensation Report, found under the Reports menu, have both been updated to include Report Selections for Summary by Code and Detail by Code. The Detail by Code will display additional details for each code.
  • Wyoming Only: Terminated employees will only show on the Wyoming Monthly Retirement Report if their terminated date falls within the month to report. Also, the header fields in the Contribution File have been updated to match the information from the Wyoming Retirement System.
• Payroll > Reports
  • Deduction Listing – Detail: The W2 information has been updated on this report.
  • Deduction/Pay Code W2 Boxes Listing: The W2 Boxes Listing report was renamed to Deduction/Pay Code W2 Boxes Listing and updated to allow for multiple W2 boxes per deduction.
  • Deductions and Taxes Payable Report: This report was updated to include a column for Hold on Check.
  • Employee Contact Information Report: This new report displays the employee name, address, and phone numbers.
  • Employee Email Address Report: This new report displays the employee ID, employee name, email address, email address type, and whether it is used for direct deposit, tax forms, and other communication. If an employee has more than one email address they will be listed on this report multiple times.
  • Employee Listing – Custom Date Field Information, Employee Listing – Custom Numeric Field Information, Employee Listing – Custom Referenced Field Information Listing, and Employee Listing – Custom Text Field Information: These four reports have been updated to include a Report Parameter for Blank Field Value. To generate a report for those employees who do not have a value for the custom field, select True for this report parameter. The default will be False (showing only those employees with a value) unless changed.
  • Pay Period Entries-Summary: The dollar amount for each chart of account number split has been added to this report.
  • Substitute Listing: The dollar amount for each chart of account number split has been added to this report.
  • Employee Absence Report with Balances: This report has three Report Selections: Unposted, Posted and All. When displaying the balances for each report selection, the Unposted option will show the Total Balance, the Posted option will show the Posted Balance, and the All option will show Total Balance.
• General Leger > Maintenance
  • When adding a new account number to the Chart of Accounts, the system was not defaulting in a description. This has been corrected.
• Human Resources > Maintenance
  • In the Employee File under Options, the Add Benefits to Employees option has been renamed to Adjust Benefits.
• Human Resources > Options
  • Tenure Date was added as a selection in the Select Email Criteria option.
    Once Sick Bank Deposit entries were posted to a Payroll Pay Period Entries batch, that batch would return an error message when attempting to open it. This has been corrected.
• Negotiations > Options
  • When using the Update Payroll with Packages feature and selecting to Calculate Retroactive Pay which posted entries into a Payroll Pay Period Entries batch, that batch would return an error message when attempting to open it. This has been corrected.
• Report Writer
  • Because of a recent change we made in Report Writer for the employee custom fields to allow fields to print on reports that have no value in the employee file, a report selection may have to be added to user defined custom reports. The view group name affected is PR Employee Pay Codes and a Blank field was added to Employee Custom Date Fields, Employee Custom Numeric Fields, Employee Custom Reference Fields, and Employee Custom Text Fields.
  • In the PR Entries-Employee Absences-Substitutes view group, the Pay Code ID and Pay Code Description have been added.

• Accounts Payable > Options
  • If purchase orders were expensed in the prior fiscal year, these amounts were reducing the Budget Balance when entering purchase orders in the new fiscal year and should not have been. This has been corrected.
• Payroll > Government Reporting
  • Iowa Only: The Iowa BEDS Report has been updated with new Permitted Values for fiscal year 2014-2015.
  • Missouri Only: Several enhancements have been made to the Missouri Retirement Report. The options under the Government Reporting menu have been renamed and the “Old Format” has been moved under the Options menu for the current version. On the Report Options tab, in the upper right corner, a list of all the Payroll Batches is displayed and the user will need to select which batches to include in the report. In the Payroll Cycles to Include section, for each added Payroll Cycle, the Contract Dates to Report (Start Date and End Date) will need to be entered and the applicable batches for each payroll cycle selected. All employees in the selected batches will be reported regardless of their last date worked. On the View/Edit Data tab, several changes have been made. Fields that are gray in color are not editable, while data in white fields can be modified. New columns have been added for Reporting Start Date and Reporting End Date. For contract pay codes, this information accumulates from the Payroll Cycles to Include on the Report Options tab. For hourly pay codes, these fields will accumulate based on data entered in the Start Date and End Date fields in Pay Period Entries or Employee Absences batches. An issue that was also fixed pertained to multiple pay codes for an employee with only part of them cross-referenced to retirement. The amount was being prorated across all pay codes and should not have been.
• General Leger > Main Screen
  • In some instances, after processing void checks back to the prior fiscal years, districts were receiving an out of balance error under the Alerts and Information section on the General Ledger screen. This issue has been corrected. For those affected by the issue, during the update, the system will automatically repost the beginning of the fiscal year balances and this warning message will disappear. Please note that upon installing the update, the figures on the balance sheet for the funds that were out of balance will be corrected and thus the figures on some accounts may be different than they were prior to installing the update.
• General Ledger > Government Reporting
  • Nebraska Only: The GASB 34 Reports for 2013-2014 have been updated.
  • South Dakota Only: The District Number dropdown field in the GASB 34 Reports option has been updated to include district name changes for 2013-2014.
  • Wyoming Only: The Annual Report project code list has been updated for 2013-2014.

• Main > Utilities
  • For those districts that have purchased the Web Link module, a new report, Web Link Instructions for Users, has been added to User Security. This report will display the Web Link address, which can be added to the Web Link Setup Options screen, User ID, Employee Name, and the list of Web Link options and reports the user can access.
• Accounts Payable > Options
  • Several system changes were made to the void check process. In some cases, after voiding a check an out of balance message would appear on the general ledger main screen. This has been corrected.
• Payroll > Check Cycle
  • When attempting to update a Purchase Order payroll type, the system was returning an error message. This has been corrected.
• Payroll > Maintenance
  • Maryland State Income Tax has been added to the Taxes File.
  • In the Employee File, under certain circumstances, the Taxes screen would freeze. This has been corrected.
• Payroll > Government Reporting
  • A few enhancements were made to the Affordable Care Act (ACA) Reporting option. On the Adjustments tab for Adjustment Option Pay Period Entries, a new field has been added for Zero Hours Worked. This feature will allow a user to zero out the hours worked for a pay code. If the Measurement Period was set up with 0 for the Service Break Weeks and the employee file was set up with an override, the override value was being ignored. Also, if the Measurement Period (Months) field was set up with something other than 12, the information was being saved but not displayed on the screen. These items have been corrected. A new report has been added, Monthly Hours Worked Report, which displays the hours worked by month for the employees. All the reports have been updated to include a Report Parameter for Exempt from Tracking Hours.
  • If an adjustment was made to a pay code tied to a leave via the Adjust Hours Worked tab (available only from within certain Government Reporting options), it could have caused the employee’s leave balances to be out of balance. If this happened in your district, an Alert & Information message requesting the user to contact Customer Support will appear on the Payroll main screen.
  • Nebraska Only: The 2014-2015 Nebraska Staff Reporting report is now available. A new field for Primary Subject Area has been added to the Report Options tab. A default value can be used as well as setting up a Custom Field. Also, Email Address has been added to the Staff Demographics tab.
  • Wyoming Only: A few changes have been made to the Wyoming Monthly Retirement Report to accommodate those districts with a transitional payroll. For step-by-step instructions on completing the options for this report, select the following link: /training/WYRetirementReport.pdf.
• Payroll > Reports
  • Iowa Retirement Variance Report: This new report, available for Iowa customers only, can be printed for unposted or posted check runs and displays a list of employees comparing their federal unemployment gross wages to their IPERS gross wages and indicates if anyone has a variance. The report is located under the Pre-Check Reports menu.
• General Leger > Data Entry
  • When using the Grid Entry in Cash Receipts, periodically an application error was being displayed. This has been corrected.
• General Ledger > Government Reporting
  • Kansas Only: The Kansas Budget Report for 2014-2015 is now available.
  • Nebraska Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
  • North Dakota Only: When generating the Certificate of Levy report nothing was appearing when selecting Requested for the Column to Display Budget. If Final was selected, the amounts were appearing in both the Requested and Final columns on the report. This has been corrected.
  • South Dakota Only: Several changes were made to the GASB 34 Reports. On Exhibit I (G1), the words Unavailable Revenue-Property Taxes were changed to read Property Taxes Levied for Future Period. Exhibit II (G2) was printing in a very small font. On Exhibit X (G10) the lines for 8110, 8120 and 8150 were not generating as negative numbers. All of these have been updated. To have the correct figure appear on Exhibit X for the functions noted, it will need to be either re-generated or manually edited.
• Human Resources > Reports
  • Employee Listing – Training Event Information: This report has been updated to include a column for Hours along with a total by employee.
• Negotiations > Salary Schedule
  • When using the Lock option on the Salary Schedule-Amounts and Salary Schedule-Percents tabs, a user was still allowed to recalculate. This has been corrected.
• Fixed Asset Inventory > Assets
  • When using the Web Link Room Inventory feature and the quantity of a new asset was greater than 1, in the Add New Assets batch, the quantity was being added as 1 instead of the original value of the entry. This has been corrected for future entries.

• Main
  • For those districts using the Online version of the School Accounting System, any backup made in the system, either manually or via the daily backup option, will now be stored on your Shared Drive (S:) in the online environment.
• Payroll > Data Entry
  • When making leave entries in an Employee Absence or Pay Period Entries batch, if the entry being made is to reduce a leave balance and the leave is inactive for the employee, an error will be displayed. This has been corrected so that entries are not inadvertently made against a leave that is no longer active.
  • The Start Date and End Date have been added to the Batch Options screen for Pay Period Entries and Employee Absences. The values entered here will be the default values displayed when making individual entries, but can be changed. Also, a Change Entry Dates option has been added to the Options menu allowing all the entries in a batch to be easily updated at one time.
• Payroll > Maintenance
  • The Check Setup – Employees option has been updated to include a field for Current Hours Worked. This new field can be added to the Wages section of the stub and will display the total number of hours entered for employee Add type Pay Codes. To add this field to your check stubs, refer to the Check Setup – Employees topic in the Help File for step-by-step instructions.
  • A new ACA tab has been added to the Employee File to view an individual employees Affordable Care Act hours tracking information. In addition, an Adjust Affordable Care Act Data option is available under the Options menu to allow for easy setup of the employee’s ACA information.
  • A new Hours Per Unit field has been added to the Pay Code File. If the Hours Worked field is selected and an Hours Per Unit value is designated, when entries are made in a Pay Period Entries or Employee Absence batch, the number entered here will be multiplied by the number entered in the Units field and the total will display in the Hours field.
• Payroll > Government Reporting
  • A new feature has been added to the Payroll module for Affordable Care Act hours tracking. The new option is used to view hours worked for new and ongoing employees in order to determine if the employees are considered full time (or trending towards full time) and then must be offered health insurance. Refer to the Affordable Care Act (ACA) Reporting topic in the Help File for step-by-step instructions on this option.
• General Leger > Maintenance
  • For those districts using the new Account Type IDs of 3.5 (Deferred Outflows of Resources) and 6.5 (Deferred Inflows of Resources), there was an issue with balances being posted correctly for some processes. This has been corrected.
• General Ledger > Government Reporting
  • Illinois Only: The Annual Report for 2013-2014 and Budget Report for 2014-2015 are now available.

• Accounts Payable > Data Entry
  • When using the percent sign (%) in the Split Percent column in Invoices, the system was displaying an error message. This has been corrected.
    When invoicing a purchase order, the Detail Information section was not displaying the line items in the same order they were entered for the purchase order. Also, once the invoice was saved, the detail lines were not being displayed in the same order they were entered. This has been corrected.
• Accounts Payable > Reports
  • Requisition Inquiry: This report has been updated to include a Report Parameter for Actual Approver ID. This will allow an approver to view any requisition they have previously approved.
• Payroll > Government Reporting
  • Wyoming Only: The Wyoming Retirement System’s new Retirement Administration & Investment Network (RAIN) program is set to launch on May 20. Several enhancements have been made to the Wyoming Monthly Retirement Report option, including the Create Employee File option for new employees and reporting the rehired employees with the rest of the monthly contributions. Before filing your May report, we encourage you to refer to the Wyoming Monthly Retirement Report topic in the Help File for step-by-step instructions.
• General Leger > Maintenance
  • Due to the recent implementation of GASB Statement No. 63 and 65, Deferred Outflow of Resources and Deferred Inflow of Resources have been added as two new Account Type IDs. If these accounts are needed by your district, you will use the Chart of Accounts option with Account Type ID 3.5 for Deferred Outflows of Resources and 6.5 for Deferred Inflows of Resources.
• General Ledger > Government Reporting
  • Iowa Only: The GASB 34 Reports for 2013-2014 are now available.
  • Missouri Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
  • North Dakota Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
  • South Dakota Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
  • Wyoming Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
• Web Link > Reports
  • When generating a report via Web Link with a Report Parameter, the Web Link system was displaying an error message. This has been corrected with a program change in the School Accounting System (no Web Link update is needed).

• Accounts Payable > Data Entry
  • For vendors set up with default chart of account numbers in the Vendor File, during invoice entry, if any Detail Information lines are added or deleted, the system was displaying an error message and the invoice could not be saved. This has been corrected.

• Note:
  • For those districts that have the Web Link module, you will also need to be at Web Link version 14.04.21.01 (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.
• Main Menu > Utilities
  • In the User Security option a new field has been added for Allow Employee Selection on WL Reports. By selecting the applicable module, PR for Payroll, HR for Human Resources and NG for Negotiations, a Web Link user will be allowed to generate assigned reports for any employee in the Employee File. Previously only Human Resources reports could be generated for all employees. Once the update is installed, reports from all three modules will now be for only the Web Link user logged in unless the User Security screen is updated.
• Accounts Payable > Data Entry
  • A new feature has been added to Accounts Payable: Receiving. This exciting new option is used when the merchandise from purchase orders is physically received by the school district. Within the Receiving option, a user designates the quantity received for the items on a purchase order, enters the date the items were received, and enters any additional comments as needed, while the system automatically tracks the ID of the user who entered the receiving information. The receiving information then appears when invoicing purchase orders. Refer to the Receiving topic in the Help File for step-by-step instructions for using the Receiving option. There is also a training tutorial available with information on using this new option.
  • An Asset Details feature has been added to the Detail Information section of the Invoices option. This new feature allows a single invoice line to have multiple assets assigned to it. It also allows details regarding the asset such as a description, serial number, etc., to be entered at the time the invoice is entered. The asset information will then be available in the Fixed Asset Inventory module when using the Add New Assets option. A new report, titled Asset Details Report for Invoices, has also been added to the Reports menu to view the entered information.
  • For districts that operate on an accrual basis, if a posted purchase order was brought back into a purchase order batch, the Encumbrance Commitments and Less Encumbrance Commitments accounts were not being updated properly. The same issue was also experienced when using the Cancel Outstanding Purchase Orders option. These issues have been corrected for accrual customers.
• Accounts Payable > Maintenance
  • In the Report Fields section of the Board Report Setup option, a new field has been added: Invoice Detail Expensed. When this field is used, an asterisk (*) will display if the invoice was expensed using the Expense Outstanding Payables option.
• Accounts Payable > Reports
  • Expense Outstanding Payables Report by Chart of Account Number or by Vendor: These reports were showing an amount of zero for expensed purchase orders that were later invoiced. The reports have been updated to maintain the original purchase order amount.
  • Invoice Listing – Summary and Invoice Listing – Detail: These two reports were updated to include a Report Parameter for Prepaid.
  • Asset Details Report for Invoices: A new report to display the asset information entered for an invoice detail line.
  • Detail Check Register: If an invoice was expensed using the Expense Outstanding Payables option, an asterisk (*) will display next to the detail amount field.
• Payroll > Data Entry
  • In Pay Period Entries and Employee Absences, if an entry was made with only a dollar amount (units, hours, and pay rate are left blank) the system was zeroing out the dollars when saved. This has been corrected.
• Payroll > Check Cycle
  • If a unit pay code was expensed and more is being paid out than what is reflected in the remaining expense field, the system was allowing the remaining expense to reflect a negative value which would cause inappropriate entries in General Ledger. This has been corrected.
• Payroll > Maintenance
  • There have been several enhancements made to the Deductions tab in the Employee File. The format for the Employee and Employer Amounts Lists have been changed to only show the designated frequencies and new entries can be added by selecting the asterisk in the list. In this same section, new rates can be entered along with a Rate Change Date to allow new rates to be entered prior to them taking effect. A Move Deduction Rates option has also been added to the Options menu to assist with moving the new rates to the current rates after the change date has passed. When a deduction is changed to inactive, the field values will no longer be removed; instead they will be grayed and un-editable.
  • The Leaves tab in the Employee File has been updated with two new fields. The Maximum Earned field is only applicable when using Units Per Pay Period and is used to designate a maximum amount the employee can earn in the year from the units per pay period. The Unit of Tracking field will display the value set up in the Leaves option under Maintenance. The Leave Detail List has been updated to include columns for Earned and Taken along with totals. The Employee Leaves List columns have been reordered and several additional columns were added.
  • In the Employee File, under the Options menu, the Add Deductions to Employees option was renamed to Adjust Deductions.
  • In the Employee File, a new option was added to the Options menu: Adjust Last Date Worked. This feature will allow a user to easily modify the Last Date Worked for their employees, if needed.
  • In the Employee File, under the Options menu, the Adjust Leave Balances option has several additions and changes. When using the Create New Year or Update Current Year options, a checkbox for Copy Previous Year Beginning Balance has been added. When using the Roll Other Leaves option, a Maximum to Roll value can be entered, the remaining balance can be zeroed out by selecting the Zero Remaining Balance field, and a Warnings column has been added to the Adjust Leave Entries List to display any applicable warning messages. Also, two new options have been added for Convert Days to Hours and Convert Hours to Day. These new options allow a user to easily convert employee leave information from days to hours or hours to days.
  • New 2014 tax tables have been added for Wisconsin State Income Tax. Select this link to view and verify the tables: https://docs.su-inc.com/taxes/Wisconsin2014.pdf
• Payroll > Options
  • The Employee Check Calculation has been updated to take into account any end dates and rate change dates for deductions based on today’s date.
• Payroll > Government Reporting
  • The 403b administrator name for CPI has been changed to CPI/Omni Group.
  • For 403b administrator ING, the Employment Status Date field should have been displaying the latest hire date rather than the oldest. This has been updated.
  • Illinois Only: In some cases, an application error was displayed when using the Create Employment/Position Report File option in the Illinois Employment Information System option. This has been corrected.
  • Iowa Only: Two changes have been made to the Iowa BEDS Report. On the Pay Codes tab, Health Benefits has been added as a Pay Type. When using the Create BEDS Report File option, the user will be able to view a list of any omitted records.
• Payroll > Reports
  • Distribution Report by Expense Account Summary: This new summary report will display each expense account along with the corresponding employees, their net check and expenses total.
  • Employee Leaves Over Maximum Report: This new report will display any employee whose leave balance is currently over their Carry Over Maximum.
  • Employee Listing – Deduction Information and Employee Deduction Report: These two reports have been updated to include three Report Selections: Current Rates Only, Rates as of a Specific Rate Change Date, and All Rates (Current and New). Also, Declining and Regular Pay Period Only were added as Report Parameters.
  • Employee Leave Balance Report: This report was changed to landscape orientation and reformatted to better match the information in the Employee File.
  • Employee Listing – Leave Information: The report was reformatted to better match the leave information in the Employee File.
  • Benefit Statement Report: The report was reformatted slightly to better accommodate including a page break between employees if desired.
  • Deduction Register by Fund: A count of the number of employees for each fund was added to this report.
  • Earnings Report by Employee and Earnings Report by Pay Code: These two reports were modified to allow a user to generate them for either unposted or posted payroll check batches.
  • Employee Detail Listing with Signature: The employee’s hire date was added to this report.
• General Ledger > Government Report
  • Missouri Only: The Missouri SDAC option has been updated for the 2014 year.
• General Ledger > Maintenance
  • In the Flexible Financial Report Setup option, when using the Grand Total field and including both revenue and expenditure accounts, there were several fields that were not properly displaying the difference between these account types. Combined field values were added where appropriate and any flexible financial report you’d like to see these new values on will need to resaved. To resave a report, select Flexible Financial Report Setup from the Maintenance menu, enter the name of the report to edit, type the same number in the Top Margin field that is already displayed (i.e. 0.25) and click the Save button.
• Human Resources > Reports
  • Employee Listing – Demographic Information: The Emergency Contact Person and Emergency Contact Relationship fields were reversed. This has been corrected.
• Negotiations > Salary Schedules
  • In some cases, there was a problem calculating half steps on salary schedules. This has been corrected.
• Negotiations > Reports
  • Salary Schedule Report: This report was changed from portrait to landscape and modified to display additional columns per page.
• Fixed Asset Inventory > Assets
  • If there was an open Add New Assets batch, the depreciation information for all assets was being hidden in the Asset File Maintenance. This has been corrected.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server. If needed, contact your technology coordinator to install the update on the web server. For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
  • Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 14.04.21.01 (or higher, if applicable).
• Web Link > Data Entry
  • A new feature has been added to Accounts Payable: Receiving. This exciting new option is used when the merchandise from purchase orders is physically received by the school district. Within the Receiving option, a user designates the quantity received for the items on a purchase order, enters the date the items were received, and enters any additional comments as needed, while the system automatically tracks the ID of the user who entered the receiving information. The receiving information then appears when invoicing purchase orders. Refer to the Receiving topic in the Help File for step-by-step instructions for using the Receiving option. There is also a training tutorial available with information on using this new option in Web Link.
  • If a date prior to 1/1/1980 was entered in a date field, the system was returning an error. This has been corrected.
• Web Link > Reports
  • When using the search feature on Chart of Account Numbers, the system was not displaying the entire number. This has been corrected.
  • If a report has a Chart of Account Number Report Parameter and a user wanted to manually enter in a number, they will now be able to do this without keying the spaces between the account pieces.

• Accounts Payable > Data Entry
  • When using the Import Invoices option, an error message was being displayed if the user’s set screen preferences were set up with Received In Full as the first field. This has been corrected.
• Accounts Payable > Maintenance
  • If an invoice was paid in one calendar year and voided in another, the void amount was not displaying properly on the Adjust 1099 screen; however the Vendor 1099 will generate with the correct value.
• Accounts Payable > Reports
  • Vendor Tax Information: This report has been updated to include a Report Parameter for W9 Received Date.
  • Voucher and Warrant by Invoice and Voucher and Warrant by Account Number: These two reports have been updated to include a Report Parameter for Check Number.
• Payroll > Data Entry
  • In Pay Period Entries and Employee Absences, if the Units field is changed to zero, then the Dollars field will update to reflect zero as well. Also Payment In Kind pay codes can now be entered on the Grid Entry tab.
• Payroll > Check Cycle
  • If an employee has two Balance direct deposit types with one not marked as Regular Pay Period Only and distribution method of Check, the employee was receiving two checks during an extra payroll. This has been corrected.
  • If an employee had a direct deposit item set up as declining with a balance, the balance field was not being reduced. This has been corrected
• Payroll > Government Reporting
  • The Quarterly 941 and Schedule B for 2014 have been added to the system.
• Payroll > Reports
  • Deduction/Tax Adjustment Listing: A Report Parameter for Deduction/Tax ID has been added to this report.
  • Employee Employment Dates Report: This new employee report includes all the date fields from the Employment tab in the Employee File.
  • Pay Period Entries Listing – Summary and Pay Period Entries Listing – Detail: Both reports have been updated to include a Report Parameter for Pay Group, an additional sort by entry Start Date, and Fund Totals at the end of the report.
• General Ledger > Government Report
  • Iowa Only: The Iowa Budget Summary Report has been updated for 2014-2015. For step-by-step instructions on generating this report, refer to the “Iowa Budget Summary Report” topic in the Help File.
• General Ledger > Maintenance
  • When using the Potential Budget field in the Flexible Financial Setup option, only unposted budget batches marked as New Budget were being included. The system has been changed to include all unposted budget batches.
• General Ledger > Reports
  • Manual Journal Entries Listing – Summary and Manual Journal Entries Listing – Detail: Report Parameters for Entry Date and Reference Number have been added to these reports.
• Human Resources > Maintenance
  • On the Dependents tab in the Employee File, if two dependents had the exact same first, middle and last name, the system was not using the suffix field to distinguish them apart. This has been corrected.
• Negotiations > Options
  • When using the Update Overtime Pay Codes option in Update Payroll with Packages, in some instances the system was creating the overtime pay code rate with three decimal places. Also, if an employee is set up with their expense account split between multiple chart of account numbers, the dollars for the expense accounts were not always splitting correctly. These errors have been corrected.
• Negotiations > Reports
  • Employee Step/Lane Listing – Employee Negotiation Rates: This report has been updated to include employees whose step was greater than what the salary schedule contained.
• Fixed Asset Inventory > Asset
  • If a Depreciation Accumulated amount was entered for a new asset, when viewing the saved asset before posting the batch this amount field was blank even though the value was originally saved. This has been corrected.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server. If needed, contact your technology coordinator to install the update on the web server. For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
  • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
• Web Link > Employee Information
  • An error is being displayed when a user selects to view their detailed leave balance information. This has been corrected.

• Payroll > Government Reporting
  • Missouri Only: When creating the submission file in the Missouri Retirement – New Format option, the system was including an extra character on the end of each line causing the user to receive an error during the upload. Also, if an employee does not have the designated override value for the wage type and the employee’s retirement deduction is marked as inactive, the wage type for the corresponding deduction is being reported instated of ignoring the deduction and reporting X for the Non-Member. These errors have been corrected.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
  • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
• Web Link
  • The Web Link module has been updated for Microsoft® Internet Explorer 11.
• Web Link > Reports
  • For users tied to Account Groups for Web Link Reports, an error message was being displayed when generating a report with an Account Group Report Parameter. This has been corrected.

• Payroll > Government Reporting
  • In a recent update, a change was made that caused some of the state government reports to return an error when selecting the Adjust Hours Worked tab. The affected reports were the Nebraska Monthly Retirement Report, North Dakota Teachers Retirement Report, Wyoming Monthly Retirement Report, Wyoming Unemployment Report, and the Wyoming Workers Compensation Report. All of these reports have been corrected.

• Important Tax Information
  • Note: This update contains changes to the Missouri and North Dakota State Income taxes. All other tax and unemployment changes (if necessary) were implemented on Version 13.12.16.01 and the information for those taxes can be viewed in the release notes for that version found below.
  • Missouri Only: The Missouri Department of Revenue has released the tax table information for 2014. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Missouri2014.pdf
  • North Dakota Only: The Office of the State Tax Commissioner has released the tax table information for 2014. Once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/NorthDakota2014.pdf
• Payroll > Employees
  • Missouri Only: A new Retirement Payroll Cycle Override field was added to the Wages screen of the Employee File. This field can be completed if the employee’s payroll (reporting) type for a particular pay code is different than the default one entered in the Payroll Cycle custom field (on the Custom Fields screen).
• Payroll > Government Reporting
  • Missouri Only: Several changes were made to the Missouri Retirement Report – New format option. A field was added to the Report Options tab for Annual Base Salary. Select the numeric custom field defined in the Employee File to track the amount to report as the annual base salary for the employees if different than the amount automatically generated by the system. Additionally, the Hours Worked tab has been replaced by a new View/Edit Data tab. This tab will allow you to view and edit the reportable data. In order to generate the information for this tab, choose the Options menu and then Generate. For detailed instructions, see the “Missouri Retirement Report – New Format” topic in the Help File.

• Recommendation
  • The end of calendar year is just around the corner and soon you’ll be working on generating your 2013 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 7 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2013, repeat Steps 1-7 when completing the end of calendar year process).
• Important Tax Information
  • Tax Tables with changes for 2014: Federal Income Tax, Social Security, Kansas State Income Tax, Minnesota State Income Tax, and Idaho State Income Tax (changed in May 2013)
  • Tax Tables with NO changes for 2014: Medicare, Federal Unemployment, Illinois State Income Tax, Iowa State Income Tax, Nebraska State Income Tax, Montana State Income Tax, Wisconsin State Income Tax, St. Louis Local Income Tax, and Kansas City Local Income Tax
  • Tax Tables that have not yet been released: Missouri State Income Tax and North Dakota State Income Tax. The Department of Revenue in each state has not yet released the state withholding tables for 2014. Once the tax tables are released, we will plan to prepare an additional release which will include the new tables.
  • States with unemployment Taxable Wage Base changes for 2014: Illinois, Iowa, North Dakota, South Dakota, and Wyoming
  • States with NO unemployment Taxable Wage Base changes for 2014: Kansas, Missouri, and Nebraska
  • Once you install the 13.12.16.01 update, you will have the released 2014 information for the federal, state and local income taxes and unemployment taxable wage base limits for applicable states. To view and verify this information, please print the appropriate documents using the links below. The tables in these documents MUST be compared to your tax information in the Taxes option under the Maintenance menu in Payroll prior to calculating your first payroll in January 2014.
  • If you are currently using the Negotiations module with the School Accounting System, the 2014 tax and unemployment information will update automatically upon installing the update.
  • Federal Taxes: https://docs.su-inc.com/taxes/Federal2014.pdf
  • State Taxes/Unemployment:
    Idaho https://docs.su-inc.com/taxes/Idaho2014.pdf
    Illinois https://docs.su-inc.com/taxes/Illinois2014.pdf
    Iowa https://docs.su-inc.com/taxes/Iowa2014.pdf
    Kansas https://docs.su-inc.com/taxes/Kansas2014.pdf
    Minnesota https://docs.su-inc.com/taxes/Minnesota2014.pdf
    Missouri https://docs.su-inc.com/taxes/Missouri2014.pdf
    Montana https://docs.su-inc.com/taxes/Montana2014.pdf
    Nebraska https://docs.su-inc.com/taxes/Nebraska2014.pdf
    North Dakota https://docs.su-inc.com/taxes/NorthDakota2014.pdf
    South Dakota /taxes/SouthDakota2014.pdf
    Wisconsin https://docs.su-inc.com/taxes/Wisconsin2014.pdf
    Wyoming https://docs.su-inc.com/taxes/Wyoming2014.pdf
  • Local Taxes:
    Kansas City https://docs.su-inc.com/taxes/KansasCityLocal2014.pdf
    St. Louis https://docs.su-inc.com/taxes/StLouisLocal2014.pdf
• All System
  • Prior to installing the previous update, some customers experienced a delay when attempting to log into the School Accounting System. For those users currently on the 13.12.02.01 version, this process has been updated. Users that are running a version prior to 13.12.02.01 may experience this issue until they update to the most current release.
• Main Screen
  • The main screen continued to indicate a Web Link update was available even after it had been installed. This has been corrected for those districts that have the Web Link module.
• Accounts Payable > Data Entry
  • When using the Import Invoices option, found under the Options menu in Invoices, the system was allowing detail line items to import with invalid chart of account numbers. This has been corrected.

• All System
  • Several new options have been added to the menu which appears when using the mouse right-click feature: Add, Edit, Search, What’s This?, and Spell Check. If your cursor is in a field that has a down-arrow button (i.e Vendor ID in Invoices or a date field), the Search option will open the Search screen. If the field has a maintenance option, Edit will open the maintenance screen with the record displayed and Add will open the maintenance screen ready to add a new record. The What’s This? option will open the Help File displaying the information for the field. Spell Check is a new feature. The system will indicate misspelled words with a red underline (ignores words in all caps or with numbers). Using the Spell Check option, words can be ignored, added to the user’s dictionary, or changed using words from the dictionary.
  • A new report titled Entities Listing for Check Date Range has been added under Reference Reports on the General Ledger, Accounts Payable, and Payroll main screens. When generated, this report will print for entities who received a check for the selections specified.
  • When using the Export Options while printing a report, for each user, the system will remember what they last selected for the File Type and Open After Save fields. Also, the Export Options screen will no longer remain open once the process is complete.
  • If a report has a Chart of Account Number Report Parameter and a user wanted to manually enter in a number, they will now be able to do this without keying the spaces between the account pieces.
• Main Screen
  • A few changes have been made to the main screen. A section has been added displaying upcoming training along with a link directly to the complete training calendar. The Software Unlimited, Inc. logo, when selected, will link directly to our website. Also, an informational message will appear for those users whose computers have Microsoft® Windows XP. Since Microsoft will no longer support Windows XP after April 2014, we highly recommend these computers be updated to a new version of the Windows operating system.
• Main Screen > Utilities
  • On the User Options screen, a new feature has been added for Auto Copy Report Choices. If this field is selected, the selections specified will automatically be copied to the Sub Heading field for the report.
  • The User Security screen has been modified for easier viewing. On the General tab, the bottom section for Account Groups, Approval Trees and Fixed Asset Inventory Rooms has been moved to a tabbed format. Also, in the Account Groups section two of the column labels have been renamed: AP & WL Data Entry and GL & WL Data Entry.
• Accounts Payable > Requisitions
  • If an approval tree is set up with an approver who has a minimum amount to approve without an account number or mask designated, and the requisition line item was entered without a chart of account number, the approver was not receiving notification. This has been corrected.
• Accounts Payable > Options
  • A new feature, Resend Email Direct Deposit Stubs, has been added to the Direct Deposit Options menu. The Resend Email Direct Deposit Stubs option is used to email direct deposit stubs for a previously posted check cycle batch.
• Payroll > Data Entry
  • When making entries for a contract type pay code in Pay Period Entries and Employee Absences, if the contract does not exist for the fiscal year end specified on the batch options screen, the system will no longer prompt to copy the contract pay code to the new year. Additionally, entries can only be made for the contract type pay codes that are in the employee’s Wages screen in the Employee File for the specified fiscal year end.
• Payroll > Options
  • A new feature, Resend Email Direct Deposit Stubs, has been added to the Direct Deposit Options menu. The Resend Email Direct Deposit Stubs option is used to email direct deposit stubs for a previously posted check cycle batch.
• Payroll > Government Reporting
  • North Dakota Only: The Create File format for the Workers Compensation Report by Class has been changed from .TXT to Microsoft® Excel.
  • Nebraska Only: On the Report Options screen of the Nebraska Monthly Retirement Report, the District field could not be changed. This has been corrected.
  • Wyoming Only: The Rehired Retiree Payment Report has been updated to reflect the correct percentages in the field labels.
• Payroll > Reports
  • General Ledger Distribution Report – Summary: This report has been updated with a Chart of Account Number Report Parameter.
• General Ledger > Check Options
  • A new feature has been added to the Options menu in Checks File Maintenance: Change Void Date on Checks. The option is used to change the date entered as the Void Date for a previously voided check, direct deposit stub, or automatic payment stub.
• General Ledger > Maintenance
  • In the Flexible Financial Report Setup option, on the Field Section tab, the Double Space field in the Report Layout section was not properly working. This has been corrected.
• General Ledger > Government Reporting
  • Nebraska Only: The 2012-2013 Educational Service Unit Annual Report is now available.
• Human Resources > Maintenance
  • If a user was set up with full access to Human Resources but did not have access to Payroll, they were not able to open the Custom Fields option. This has been corrected.
• Report Writer
  • The Ship To Addresses fields have been added to the AP Requisitions view group.
  • When adding a subreport to a main report, an error was being displayed for the subreport link. This has been corrected.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
  • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
• Web Link
  • The Web Link module has been updated for Microsoft® Internet Explorer 11.
    • 12/11/2013 NOTE: This feature is currently not working properly. A future update will be released for Internet Explorer 11.
• Web Link > Data Entry
  • The Requisition Status screen has been updated to display 12 lines at a time and all columns have filters available.
  • In the User Security option in the School Accounting System, if a user was assigned an Account Group for Web Link Reports only, when entering Requisitions or Purchase Orders the user was also restricted to only these chart of account numbers. This has been corrected.
• Web Link > Reports
  • When generating a few select reports (i.e. Balance Sheet – Combined), the system was returning a printer error message. This has been corrected.

• Important Note
  • When installing update 13.10.17.01, all computers and servers which run the School Accounting System will be required to have Microsoft® .NET Framework 4.0 Full/Extended (or higher). The Client version of .NET Framework 4.0 is not sufficient. If your machine doesn’t currently have this version of the .NET Framework installed, as long as you have administrator rights, it will be installed for you during the update process. If you encounter an error installing the update due to not having administrator rights, contact your Technology Coordinator for assistance.
• Accounts Payable > Government Reporting
  • All 1099 changes for Tax Year 2013 are included in this release. For detailed instructions on completing the End of Calendar year, see the “Accounts Payable End of Calendar Year Checklist” topic in the Help File.
• Payroll > Government Reporting
  • All W2 changes for Tax Year 2013 are included in this release. For detailed instructions on completing the End of Calendar year, see the “Payroll End of Calendar Year Checklist” topic in the Help File.
  • Wyoming Only: Two new reports have been added to the Wyoming Monthly Retirement Report option: Wyoming Monthly Retirement Summary Report and Wyoming Monthly Retirement Detail Report. Until Wyoming Retirement’s RAIN system is fully functional, the summary report can be printed, any additional fields completed manually and the report can be included with the check to the retirement office.
• General Ledger > Reports
  • Activity Fund Balance Reports: The reports with Include Encumbrances and Include AP Only were not including outstanding accounts payable items. The reports have been corrected.

• Payroll > Government Reporting
  • North Dakota Only: For those districts who use either Teachers Fund for Retirement Model 2 (All) or Model 2 (Partial), when generating the North Dakota Teachers Retirement Report, the system was excluding the information for the Contract/Addl TFFR Salary column. This has been corrected and districts should install this update prior to generating their September report. Also, if an employee’s status is Terminated or Deceased, the Last Date Worked column should contain a date. The electronic file was reporting the date accurately, but the information was being excluded from the paper copy of the report. This has been updated.
• Payroll > Reports
  • Payroll Register – Batch: When generating this report for either the Unposted – Unitemized or Posted – Unitemized Report Selection, the itemized information was still being included. This has been corrected.

• Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
  • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
• Web Link > Employee Information
  • The Check History option was not working properly for those customers who use check writing software in Payroll in the School Accounting System. This feature has been updated. To utilize it, a new Check Setup – Employees format will need to be added in Payroll. Once created, the format will be linked to your Check Writing Software report by entering the check format name in the Check Format for Web Link field found on the Check Writing Software screen. Refer to the “Check Setup – Employees” and “Check Writing Software” topics in the Help File in the School Accounting System.
• Web Link > W2s
  • When printing the W2s, the system was not including the calendar year on the document. This has been corrected.

• Payroll > Maintenance
  • When using the Update Existing feature in the Add New Deductions option found under the Options menu in the Employee File, the system was not updating the amounts if the change between the old and new value was less than 50 cents. This has been corrected.
• Payroll > Government Reporting
  • Nebraska Only: In the Nebraska Staff Reporting option, when generating the Staff Demographics File, the Number of Days Contracted was displaying the value from the Regular Days field found on the Wages screen in the Employee File. The value should also have been including the Additional Days field. This has been corrected.
  • Wyoming Only: The Wyoming Retirement Office is implementing the Retirement Administration & Investment Network (RAIN) for managing employee data. The migration to RAIN will begin in the coming months, but the September contribution report must be filed using the new Contribution Template format. When selecting the Wyoming Monthly Retirement Report option, a new screen will appear. For step-by-step instructions on completing the options for this report, select the following link: /training/WYRetirementReport.pdf or refer to the “Wyoming Retirement Report Setup Procedures” and “Wyoming Monthly Retirement Report” topics in the Help File.
• General Ledger > Maintenance
  • When using the Outstanding Unapproved Requisitions and Outstanding Approved Requisitions fields on Flexible Financial reports, the values were including requisitions that had been canceled. This has been corrected.

• All System
  • After installing this update, all release notes will be available on our website in the following location:/updates.asp. This new location will allow users easier access to see release notes from the current version as well as previous updates. The links to the release notes when installing an update and on the main School Accounting System screen have also been updated to this same location.
  • An additional feature has been added to the screens listed below allowing a user to easily expand and collapse items in the grid by using these new buttons.
    • Main: User Security
    • Accounts Payable: Vendor Inquiry, Purchase Order Inquiry, Requisition Inquiry, and Requisition Options
    • Payroll: Employees (Certifications tab) and various state government reports
• Main > Help
  • A new option for System Specifications has been added. When selecting this option, the user’s computer information will be displayed.
  • A link to our Privacy Policy has been added to the Help menu.
• Accounts Payable > Options
  • On the Void Invoices and Void Checks screens, an additional field has been added for Reversal Option. This field will be available when voiding accrual basis invoices or cash basis invoices that were either expensed or happen to cross fiscal years. The dropdown will display the choices available for the reversing entries. If using the option involving the Prior Years’ Expenditure Account, this account must be set up accordingly in the Fund File in General Ledger.
• Accounts Payable > Reports
  • Vendor Inquiry: The status of GL has been changed to PAID for this report. Also, the sort order has been updated to display entries in the following status order: REQ, PO, INV, then PAID.
• Payroll > Data Entry
  • In some instances, when using the F9 shortcut key to save an entry in a Pay Period Entry batch, the system was creating two entries. This has been corrected.
• Payroll > Check Cycle
  • If wages were expensed in the prior fiscal year with absence from contracts, the system wasn’t always reversing the full amount from the payables account. This has been corrected.
• Payroll > Maintenance
  • When entering Employee Sort Groups for an employee, if the user manually entered the data instead of using the dropdown option, the system was displaying the first matching record and would not allow the user to continue typing to select another option. This has been corrected.
• Payroll > Government Reporting
  • Illinois Only: The Create Final Salary Data file option has been added to the Illinois Employment Information System option. For step- by-step instructions on completing this option, refer to the “Illinois Employment Information System” topic in the Help File.
• General Ledger > Government Reporting
  • Nebraska Only: The 2012-2013 Nebraska Annual Report is now available.
• General Ledger > Reports
  • Activity Fund Balance Report – Detail – Include Encumbrances: This report was including accounts payable voided checks from a prior fiscal year. It was been corrected.
• Human Resources > Reports
  • Employee Detail Listing for Human Resources: When including dependent information on this report and their birth date field is blank, the report was displaying information in the Age field and should not have been. This has been corrected.
• Negotiations > Options
  • When using the Calculate Budget option to calculate a Unit package type, the individual pay period amounts were not calculating properly. This has been corrected.
• Fixed Asset Inventory > Assets
  • When adding a new asset, if the Class ID and Sub Class ID fields were manually entered instead of retrieved using the dropdown menus, the system was not prompting to copy the information from the sub classes file. This has been corrected.
• Fixed Asset Inventory > Options
  • A new option has been added to the Process Replacement Cost Batch screen allowing a user to indicate if the batch should also process catch-up replacement cost. When selected, the system will determine if an asset’s replacement cost hasn’t been generated recently and will catch up the replacement cost amount.

• Payroll > Check Cycle
  • When using the Recalculate These option on the Advanced Options tab of the Calculate Payroll screen, if an employee was listed more than once, the system was not properly calculating the payroll for this person. This has been corrected.
• Payroll > Government Reporting
  • North Dakota Only: When generating the North Dakota Employee Compensation Report, the system was automatically including amounts that were expensed to the prior fiscal year and paid in the current year. This has been corrected. If you have already generated this report and your district expenses payroll wages at the end of fiscal year, you will need to regenerate the report to obtain the accurate information.
  • North Dakota Only: The upload file specifications for the amount column for the Workers Compensation Report by Class changed to include a decimal point between the dollar and cents.
• General Ledger > Government Reporting
  • Iowa Only: The 2014 Iowa Budget Summary Report is generating with 2012-2013 dates rather than 2013-2014. The data on the file is all correct, only the report heading and column headings are incorrect.
  • Missouri Only: When printing the Missouri Annual Report, the system was not always printing the report with the correct page orientation. This has been corrected.

• Payroll > Data Entry
  • In Pay Period Entries, if the Pay Code ID field is set to repeat on the Set Screen Preferences screen and multiple entries were made at one time for an employee using different pay codes, the system was not always accurately reflecting the correct pay code information on the employee’s check stub. This has been corrected
• Payroll > Check Cycle
  • If an employee had Nebraska State Income Tax set up as Exempt with an override amount, in some cases the system was withholding more than the override amount. This has been corrected.
• Payroll > Reports
  • Combined Earnings Report with Benefits and Combined Earnings Report without Benefits: When generating either of these reports and selecting Include Expensed Wages for the Report Selection Description, the report was including expensed information for both the current year and previous year. These reports have been corrected.
  • Distribution Report by Expense Account with Detail Earnings, Distribution Report by Expense Account with Summary Earnings, and Distribution Report by Employee: For wages that were previously expensed (using the Expense Contracts Payroll Type), these reports were displaying the original salary account information instead of the payables account information. They have been updated.
• General Ledger > Government Reporting
  • Wyoming Only: The Project Codes for the 2012-2013 Annual Report have been updated to reflect the most current information available from the Department of Education.
  • North Dakota Only: The Certificate of Levy has been updated to correct a few cell formatting issues.
• General Ledger > Reports
  • Iowa Only: The Outstanding Checks Listing was including Reversing GAAP entries and should not have been. The report has been updated.
• Negotiations > Options
  • When generating the Calculate Budget information, the system was sometimes inaccurately figuring the budget values. This has been corrected.

• Accounts Payable > Data Entry
  • When posting a batch of recurring invoices, in some instances, the system was returning a time out error. This has been corrected.
• Payroll > Options
  • When using the Replace/Reprint Checks option with a check format that displays the leave information in detail, the Earned Per Pay Period amounts were being included in the Beginning Balance and should not have been. This has been corrected.
• Payroll > Government Reporting
  • North Dakota Only: The file created for the State of North Dakota was including employees with negative quarterly totals. This has been corrected.

• All System
  • Since the last release, when keying into a search screen, the first character is not always getting picked up. This has been corrected.
• Accounts Payable > Data Entry
  • If an invoice batch is setup as a credit card payment batch, when using the Copy Invoice option to copy an invoice into that batch, it was not generating with the proper check information. This has been corrected.
  • If an invoice, which was previously part of an expense outstanding payables batch, was later used with the Copy Invoice option, the new invoice was being marked as expensed as well. This has been corrected.
• Payroll > Check Cycle
  • If an employee pay code is set up with a value in the Percent of Deductions field and multiple pay period entries are included in the payroll calculation, the system was taking the percentage on each entry instead of splitting it between the entries. This has been corrected.
• Payroll > Maintenance
  • North Dakota Only: The North Dakota State Income rates have changed effective 7/1/2013. Once you install this update, you have the new tax table changes for state income tax. To view and verify the information, please print the document found in this link: https://docs.su-inc.com/taxes/NorthDakota2013.pdf
• General Ledger > Reports
  • Activity Fund Balance Reports: The nine reports that include accounts payable encumbrance information are displaying end of year expensed data twice; once in the expense column and again in the encumbrance columns. This has been corrected.
  • Check Reconciliation Report: For Iowa districts, this report was including reversing GAAP amounts in the Cash Account Balance total. This has been corrected.

• Web Link updates are available for download from the File Transfer Center:
  https://transfer.su-inc.com
• Important Notes
  • Web Link updates must be installed on your web server. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
  • Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 13.06.17.01 (or higher, if applicable).
• Web Link > Data Entry
  • A new feature for Room Inventory has been added to Web Link for those districts that also have the Fixed Asset Inventory module. This option allows teachers and other employees of the district who are assigned to a specific room to complete an inventory of their room for the business office. They’ll be able to indicate if an asset is in their room, moved to another location or if it’s a new asset not currently on the list. A report will be available listing the assets in their assigned room. The business office will have control of when employees can view their room to complete the inventory process. Refer to the “Room Inventory Setup and Completion Checklist” and “Room Inventory” topics in the Help File.
• Web Link > Employee Information
  • Employees will be allowed to view and print their W2s via Web Link. The business office will determine when the yearly W2s will be made available. Employees can consent to only receiving their W2s via Web Link (no paper copy) or they can use this option to view and print an additional copy if needed.