USPLOAD ohio.org/display/usps/USPLOAD+PAYROLL+ FILES+IMPORT+PROGRAM 1

USPLOAD  To load data from a spreadsheet or other outside sources into USPS file structures  To modify data already stored in existing USPS master files  Data format  CSV format  TAB delimited format 2

How districts Might use USPLOAD  To initially load data files from other payroll systems  Eliminates manual entry of all records  Insures validity of data for USPS processing  USPLOAD does not allow invalid values  All records are initialized properly  To update existing data on USPS files  Update YTD figures  Varying rate changes CHGDED is not capable of  Pay accounts  Pay account changes needed where history is to remain with old account, so ACTCHG can’t be used  Outside data base  Employee name and address updates, etc 3

USPLOAD Add Option Add Option - Validates to USPS required elements - Based on same rules USPSCN modules use - Based on same rules USPSDAT/DEDNAM use -If any field is included in CSV or TAB file, the values USPSLOAD can interpret, are required -For example, DEGREE_TYPE must have a value of 0-9 -Detailed in USPS manuals All additions are written to the audit report 4

USPLOAD Fields Defined Fields can be in any order Header record is required with fields defined Field names must match pre-defined names USPS manuals contains all fields Data is loaded based on order in header record Second field is defined as “LAST_NAME” in header Second field in data record is loaded into the ‘last name’ field on BIOSCN All fields available in USPS are not mandatory for the import file Partial records can be loaded into USPS Some fields are required 5

USPLOAD Required Fields Certain fields are required for add option BIOSCN load True SSN Employee last name Employee first name State Direct deposit employee flag Report to EMIS flag 6

USPLOAD REQUIRED FIELDS BENSCN load Employee ID Rate for leaves JOBSCN load Employee ID Job number Pay plan Type of retirement Certified/Classified job Report job to EMIS 7

USPLOAD REQUIRED FIELDS PAYSCN load Employee ID Job number Account code Percent/fixed Board distribution flag Status of account Deduction code Deduction Company State 8

USPLOAD REQUIRED FIELDS DEDNAM Deduction code Deduction Company State Deduction type Annuity Type OSDI code DEDSCN load Employee ID Deduction type Rate Cycle to withhold Varying other fields dependent on deduction type Documented in USPS Reference Chapter: 9

USPLOAD REQUIRED FIELDS ATDSCN load Employee ID Date of absence, attendance or adjustment Unit of absence Some fields are required based on values of others Appointment type is dependent on value entered of type of retirement 10

BIO.CSV Example 11

USPLOAD Menu 12

USPLOAD add screen 13

Bioscn load – Excel Spreadsheet s/u 14

BIOSCN - LOAD Save the spreadsheet as a.CSV file and transfer the file to your directory. Go to USPLOAD/BIOSCN Enter in ‘CSV’ in the ‘Format of import file’ Since we are updating existing records, make sure the option ‘Update existing records (Y/N) is marked as ‘Y’ Enter in your spreadsheet in the ‘Name of import file’ field: ‘For example’: SAMPLELOAD.CSV 15

BIOSCN.TXTBIOSCN.TXT 16

BIOSCNBIOSCN 17

USPLOAD Key Fields – updates only BIOSCN  EMPLOYEE_ID BENSCN  EMPLOYEE_ID JOBSCN  EMPLOYEE_ID  JOB_NO PAYSCN  EMPLOYEE_ID  JOB_NO  ACCOUNT_COUNTER 18

USPLOAD Key Fields-updates only DEDNAM  DEDUCTION_CODE DEDSCN  EMPLOYEE_ID  DED_CODE  JOB_NO ATDSCN  EMPLOYEE_ID  TRANSACTION_DATE  JOB_NO  RECORD_NO 19