Introduction

This guide is for payroll officers who need to submit time sheets to USPS. It will walk you through the steps to navigate the workflow, make selections, and ensure time sheets are processed accurately within the system.


Redesign/USPS does not allow direct submission of time sheets from Workflow to USPS. They must be exported from MySCView, and then uploaded to USPS.


A. Problem Statement

The payroll submission process can be complex, particularly when dealing with a large number of time sheets and varying pay categories. Mistakes can lead to payroll discrepancies and impact employee satisfaction. An efficient and error-free system for submitting time sheets is crucial for accurate payroll management.


B. Solution

Step 1:

Navigate to Workflow.


Step 2:

Open the Payroll queue

Note: This may be labeled differently.


Step 3:

Check the boxes next to each time sheet we would like to submit to USPS at this time.
(We can check the top-most checkbox in order to check all time sheets on that page at once.)


Step 4:

Click Submit to USPS. This will open the confirm action popup.

Note: This may be labeled differently.



***For Districts Using Special Projects Time Sheets***
A validation message stating: "N time sheets contain deductions against special projects." may appear at the top of the popup. This message just provides further confirmation that N (number of time sheets) contain entries for special projects.


Step 5:

Select from the Post To dropdown. We will have the following options:
a. Attendance Only
b. Attendance/Future Pay
c. Future Pay Only


If using the Job Calendar feature within SCView, you will not see the Post To dropdown. When this setting is enabled, it pulls down the days and compares what the user worked to what they should work according to the Calendar within USPS. If they work more than what the calendar says they should, it gets posted to future pay. If they worked the intended hours, then it's processed as attendance. Once a time sheet has been processed, it sets a column in the database that it's been processed; If that time sheet is processed again, then it will treat it as future pay.


Example: If the employee is scheduled for 7 hours on the USPS Calendar, and enters 8 hours on the time sheet in MySCView, MySCView will only export the 1 hour of extra work.


Step 6:

Choose your Period Ending date. This ties into the Effective Date column X in the export file. The effective date only applies to FUTURE entries.


If we are submitting multiple pay periods at the same time, we will have the option to choose a second date under Next Period Ending.


Step 7:

(Optional) We can edit how an employee's time sheet will export.

a. Click the caret next to a time sheet.
b. Click the Edit button.
c. We can change the default settings for a line that is edited.


The options will appear as blank. If nothing is selected, it will still save the default options based on Site Settings or what was pulled from USPS.
If something is edited, it will override the default settings for that particular line.

This is only available to those who have access to the workflow queue which contains the Submit to USPS button.
  • Account - USPS provides the default based on the Position selected. MySCView is not able to control this, but it can be manually changed from this screen.
  • Days - This is auto calculated using the number of hours worked on the line. Updating to a negative number or a number greater than 23 will throw an error when attempting to save. Updating to 0 will convert the number back to its original calculated value on save.
  • Type - The default type is set under Admin > Site Settings > Time Sheets (REG, MIS, etc.).
  • Tax Option - The default type is set under Admin > Site Settings > Time Sheets
    (1-Sup. ANN to reg, 2-Tax reg wages, 3-Sup. ANN to sup).
  • Post To - This selection was made in step 5 under the Post To dropdown; but the line being edited can override that selection.
  • Board Distribution - The default type is set under Admin > Site Settings > Time Sheets (Yes or No).

Step 8:

Click the Download button at the bottom. Save the file to your computer. The time sheet/s will then move to the Completed workflow queue.


Step 9:

Click the Close button once the file has been downloaded.

  • Once we click the Close button on the Confirm Action screen, this will finalize all time sheets that were selected by locking them from further edits and will move them to a Completed workflow queue.
  • If we click the Cancel button on the bottom or the X icon in the top right corner, the time sheet/s will stay where they are, and nothing will change in MySCView.


Step 10:

Upload the CSV file to USPS.


C. Best Practices

  • Always verify the accuracy of time sheets before submission.
  • Familiarize yourself with your organization's payroll queue labeling to avoid confusion.
  • Use the bulk select feature responsibly to ensure that only the relevant time sheets are submitted.
  • Understand the differences between attendance, future pay, and how these are treated in your system.
  • Keep payroll submission periods organized and separated to avoid overlaps or missed entries.


D. Troubleshooting

  • Any questions involving uploading to USPS will need to be directed to your ITC. If there are issues with the exported time Sheet file prior to uploading, there may need to be adjustments made within USPS, or made with the employee's time sheets in MySCView.
  • You may have to make changes to the CSV due to your settings in USPS before uploading. Your ITC will be able to assist with this if needed.


E. Related Articles

Time Sheets: Special Projects


Conclusion

Following these steps ensures a smooth submission process of time sheets to USPS. By utilizing system features effectively, you can avoid errors and ensure your employees' time is accounted for correctly. Always remember to review and confirm each step for a hassle-free payroll cycle.