Revision/Update Information: September, 2009
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This document is a reference manual for the Uniform Staff Payroll System (USPS). This manual is only intended for the explanation and use of the USPS software as produced by the Ohio Department of Education.
The reference section is organized alphabetically by program and contains details and examples for executing each program in the USPS package.
This manual is intended for both beginning and experienced users of the USPS system and for those who are responsible for generating payrolls.
USPS User Guide
The ABSRPT program offers four report options for tracking staff absences and attendance. The information on the reports is drawn from the USPSCN/ATDSCN module. The program provides flexible sort options and selection criteria which allow you to customize the reports to fit your needs.
The program may be executed by typing:
$ RUN OECN$PAY:ABSRPTat the $ prompt or in the menu system type:
Menu>ABSRPT
--------------------------------------------------------------------- | ABSRPT - USPS Staff Attendance Report Menu | | -------------------------------------------------------------------| | 1. ABS101 - Staff attendance reporting. | | 2. ABS102 - Staff attendance report with day-of-week graph. | | 3. ABS103 - Staff attendance summary report. | | 4. ABS104 - Staff attendance no activity report. | | 5. EXIT - Exit program | | | | | | | | | | | | Menu: ABSRPT Option> | | | ---------------------------------------------------------------------
Staff Attendance Reporting
ABS101, the Staff Attendance Report, provides a listing of attendance and absence categories by employee, by date. It also includes the day of the week the activity occurred, the length of the activity, and the subcategory if applicable. Totals by category for number of records, days, and hours are displayed at the end of the report.
Screen 1 of 3
------------------------------------------------------------------------ | | | ABS101 - Staff Attendance Reporting | | | |Report File Specifications: | | Output file ABS101.TXT | | Print options page? (Y,N) Y | | Optional report title ________________________________________ | | | |Print Options: | |Detail or Summary? (D,S): D | |Print all Employee ID's?(Y/N): Y Print sub for Employee ID? (Y,N): _ | | | |Sort, Subtotal Pagebreak Options: | | Sort: ID____________ Subtotal: _ Pagebreak: _ | | | |Selection Criteria: | | Job Status (0,1,8,9,*): _ Appointment Type (1,2): _ | | Transaction Type (AT,AB,AC,AD): _________ | | Date selection: From: __/__/____ To: __/__/____ | | | | Staff Attendance Reporting 1 of 3| | | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------Field Definitions
- ABS101.TXT is the default file name for the ABS101 report. This can be changed by entering a new file name in the Output file field.
- The ABSRPT program has the ability to create an options page for each report that is generated detailing how the program was run. The creation of the page is controlled by the Print options pages? field. "Y" (yes) will generate the page and "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
- Information entered in the Optional report title field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.
- The Detail option will list all selected tranasctions for employees. The Summary option will print employee subtotals without the transaction detail.
- The Print sub for Employee ID field (yes or no) determines whether the Employee ID will print on the Substituted for: line of the report.
- The Print all Employee ID's field (yes or no) determines whether the Employee's ID will print on the report.
- The Sort options field offers the following choices:
- ID - Employee ID
- N - Employee Name
- B - Building/Department
- P - Pay Group
- D - Report Date
- V - Substituted for SSN
- W - Substituted for Name
- U - Building only
- T - Department only
- G - Category
- C - Subcategory
- In the Subtotal option field, enter the option you wish the report to subtotal on. The choices are the same as the Sort Option list shown above. The option selected must also be one of the Sort Options chosen.
- In the Pagebreak option field, enter the field you wish the report to pagebreak on. The choices are the same as the Sort Options listed above. The option selected must also be one of the Sort Options chosen.
- The following options are available in the Job Status field:
- 0 - Inactive
- 1 - Active
- 8 - Deceased
- 9 - Terminated
- * - All jobs
- The following options are available in the Appointment Type field:
- 1 - Certified employees
- 2 - Classified employees
- blank - All employees
- The following options are available in the Transaction Type field. Enter as many transaction types as desired, separated by commas.
- AT - Attendance
- AB - Absence
- AC - Accumulation
- AD - Adjustment
- blank - All transaction types
- The Date selection fields offer the option of entering specific beginning and ending dates for report generation. Dates must be entered in month/day/year format.
The date range may be left blank to include all dates.
If only the beginning date is entered, the report will include all information from that date to the current date.
If only an ending date is entered, you will be asked to choose from the following:
- CYTD - current year to date information up to and including the ending date selected.
- FYTD - fiscal year to date information up to and including the ending date selected.
- Cancel - this will include all information from the beginning of the file up to and including the ending date selected.
Staff Attendance Reporting
Screen 2 of 3
---------------------------------------------------------------------- | ABS101 - Staff Attendance Reporting | |Selection Options (Continued): | | | | Day of week (SU,MO,TU,WE,TH,FR,SA) _ | | Records with blank Sub for Employee IDs: N | | Records not reported to USAS: N | | Records with deferred status: N | | | | Categories: SI __ __ __ __ __ __ __ __ __ __ __ __ __ | | | | Subcategories: __ __ __ __ __ __ __ __ | | | | Pay Groups: __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ | | | | Building Codes: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ __ | | | | Department Codes: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | | | Staff Attendance Reporting 2 of 3 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ----------------------------------------------------------------------Field Definitions
- If a specific day of the week for the selected Transaction type(s) is desired, enter one of the following in the Day of week field:
- SU - Sunday
- MO - Monday
- TU - Tuesday
- WE - Wednesday
- TH - Thursday
- FR - Friday
- SA - Saturday
- The Records with blank Sub for Employee IDs: field offers the following options:
- Select Y (yes) to include only records that have a blank Sub for Employee ID.
Select N (no) to include all records with or without a blank Sub for Employee ID.
This prompt may be helpful in identifying substitution attendance records that do not have the Sub for Employee ID field completed on USPSCN/ATDSCN.- The Records not reported to USAS: field offers the following options:
- Select Y (yes) to include only records not reported to USAS through LEVPRO.
Select N (no) to include all records regardless of USAS reporting.- The Records with deferred status: field offers the following selections:
- Select Y (yes) to include records with a deferred status.
Select N (no) to exclude deferred records.
Select 0 to include only deferred records, excluding all others.
The leave balance printed on the report will be the current balance and not the balance after the deferred days are processed.- The following Categories are available depending on the Transaction Type selected on the previous screen.
- SI - Sick
- CA - Calamity
- PR - Professional
- DO - Dock
- SB - Substituting
- RE - Retirement adjustment
- EB - EMIS absence adjustment
- PL - Personal
- MI - Military
- HO - Holiday
- UN - Unknown
- OB - ODJFS adjustment
- ET - EMIS attendance adjustment
- VA - Vacation
- JD - Jury duty
- OT - Other
- AT - Attendance
- The Subcategories field allows you to select specific subcategories for reporting purposes. Only those employees with the specified absence subcategory will be selected. If both a category and a subcategory are chosen, only those records containing both will be selected for the report.
- The Pay Groups field allows you to select specific Pay Groups for reporting purposes. The [Help] key brings up a listing of the Pay Groups unique to your district. Leaving this field blank will cause all Pay Groups to be selected.
- The Building Codes field allows you to select specific Building Codes. These codes are initially setup in the BLDDEP program. The [Help] key brings up a listing of the Building Codes unique to your district. Leaving this field blank will cause all Building Codes to be selected. This field can be used in conjunction with the Department Codes field to select specific Building/Department combinations you wish to report on.
- The Department Codes field allows you to select specific Department Codes. These codes are initially setup in the BLDDEP program. The [Help] key brings up a listing of the Department Codes unique to your district. Leaving this field blank will cause all Department Codes to be selected. This field can be used in conjunction with the Building Codes field to select specific Building/Department combinations you wish to report on.
Staff Attendance Reporting
Screen 3 of 3
---------------------------------------------------------------------- | ABS101 - Staff Attendance Reporting | |Selection Options (Continued): | | | | Specific Employees _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | _________ _________ _________ _________ _________ | | Press <Help> for find by name | | | | | | | | | | | | Staff Attendance Reporting 3 of 3 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | | | ----------------------------------------------------------------------Field Definitions
- Enter Specific Employees SSN, ID, or Employee Name or press the [Help] key to find by name. A name should be entered as LAST,FIRST If nothing is entered in these fields, all employees will be selected.
Sample ABS101 Report
DATE: 03/07/96 SAMPLE CITY SCHOOL DISTRICT PAGE: 1 TIME: 8:31 am (ABS101) Staff Attendance Report All Employees Abs. Att. Acc. Adj. Rec Wk Unit Sub ID Bld/Dept Employee Name Date Job No. Day Length Code Category Cat. Defer ---------------------------------------------------------------------------------------------------------- 111111115 003000 JONES, JOHN J. 05/05/95 01 1 FR 1.0000 D - Days PL - Personal D 05/01/95 01 1 MO 20.0000 H - Hours SI - Sick Accum 04/01/95 01 1 SA 1.0000 D - Days AT - Attendance 01/22/95 01 1 SU 1.0000 D - Days AT - Attendance 01/21/95 01 1 SA 1.0000 D - Days AT - Attendance 01/20/95 01 1 FR 1.0000 D - Days AT - Attendance 01/19/95 01 1 TH 1.0000 D - Days DO - Dock 01/18/95 01 1 WE 1.0000 D - Days DO - Dock 888888888 000000 STORM, WINTER 04/09/95 01 1 FR 1.0000 D - Days SB - Substitute ***** Substitited For: 333333333 BOPPER, BIG B. 04/08/95 01 1 TH 1.0000 D - Days AT - Attendance 01/05/95 02 1 TH 1.0000 D - Days AT - Attendance 01/04/95 02 1 WE 1.0000 D - Days AT - Attendance 01/01/94 01 1 SA 1.0000 D - Days AT - Attendance . . . Category Records Days Hours Weeks =================================================================== AT Attendances 8 8.0000 .0000 SB Substitutions 1 1.0000 .0000 SI Sick Accum 1 .0000 20.0000 VA Vacation Accum .0000 .0000 PL Personal Accum .0000 .0000 SI Sick .0000 .0000 VA Vacation .0000 .0000 PL Personal 1 1.0000 .0000 PR Professional .0000 .0000 DO Dock 2 2.0000 .0000 MI Military .0000 .0000 CA Calamity .0000 .0000 JD Jury Duty .0000 .0000 HO Holiday .0000 .0000 OT Other .0000 .0000 UN Unknown .0000 .0000 OB ODJFS Adjust 4 .0000 .0000 32.0000 EM EMIS Adjust .0000 .0000 RE Retire Adjust .0000 .0000 ---------- ------------ ---------- ---------- Totals 17 12.0000 20.0000 32.0000 * - Multiple transactions for the same date combined.
Staff Attendance Report With Day-of-Week Graph
ABS102, the Staff Attendance Report With Day-Of-Week Graph, offers the same information as the ABS101 report with the addition of the absence/attendance by day information displayed in graph format.
Screen 1 of 2
--------------------------------------------------------------------------- | ABS102 - Staff Attendance Report With Day-Of-Week Graph | |Report File Specifications: | | Output file ABS102.TXT | | Print options page? (Y,N) Y | | Optional report title _________________________________________ | | | |Print Options: | | Print Employee IDs? (Y/N): Y | | | |Sort, Subtotal, Pagebreak Options: | | Sort: ID Subtotal: _ Pagebreak: _ | | | |Selection Criteria: | | Job Status (0,1,8,9,*): _ Appointment Type (1,2): _ | | Transaction type (AT,AB,AC,AD) ____________ | | Date selection From __/__/____ To __/__/____ | | | | Categories: __ __ __ __ __ __ __ __ __ __ __ __ | | | | ABS102 - Day of Week Graph 1 of 2 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ---------------------------------------------------------------------------Field Definitions
- ABS102.TXT is the default file name for the ABS102 report. This can be changed by entering a new file name in the Output file field.
- The ABSRPT program has the ability to create an options page for each report that is generated detailing how the program was run. The creation of the page is controlled by the Print options pages? field. "Y" (yes) will generate the page and "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
- Information entered in the Optional report title field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.
- The Print all Employee ID's field (yes or no) determines whether the Employee ID will print on the report.
- The Sort options field offers the following options:
- ID - Employee ID Number
- N - Employee Name
- B - Building/Department
- P - Pay Group
- D - Report Date
- U - Building only
- T - Department only
- In the Subtotal option field, enter the option you wish the report to subtotal on. The choices are the same as the Sort Option list shown above. The option selected must also be one of the Sort Options chosen.
- In the Pagebreak option field, enter the field you wish the report to pagebreak on. The choices are the same as the Sort Options listed above. The option selected must also be one of the Sort Options chosen.
- The following options are available in the Job Status field:
- 0 - Inactive
- 1 - Active
- 8 - Deceased
- 9 - Terminated
- * - All jobs
- The following options are available in the Appointment Type field:
- 1 - Certified employees
- 2 - Classified employees
- blank - All employees
- The following options are available in the Transaction Type field. Enter as many transaction types as desired, separated by commas.
- AT - Attendance
- AB - Absence
- AC - Accumulation
- AD - Adjustment
- blank - All transaction types
- The Date selection fields offer the option of entering specific beginning and ending dates for report generation. Dates must be entered in month/day/year format.
The date range may be left blank to include all dates.
If only the beginning date is entered, the report will include all information from that date to the current date.
If only an ending date is entered, you will be asked to choose from the following:
- CYTD - current year to date information up to and including the ending date selected.
- FYTD - fiscal year to date information up to and including the ending date selected.
- Cancel - this will include all information from the beginning of the file up to and including the ending date selected.
- The following Categories are available depending on the Transaction Type selected on the previous screen.
- SI - Sick
- CA - Calamity
- PR - Professional
- DO - Dock
- SB - Substituting
- RE - Retirement adjustment
- EB - EMIS absence adjustment
- PL - Personal
- MI - Military
- HO - Holiday
- UN - Unknown
- OB - ODJFS adjustment
- ET - EMIS attendance adjustment
- VA - Vacation
- JD - Jury duty
- OT - Other
- AT - Attendance
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