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NEWCNT New Contract Programs

This guide provides a detailed overview of the New Contract Programs (NEWCNT) for setting up employee contracts for the next fiscal year within the USPS system. It outlines the necessary steps for creating salary notices, generating reports, and adding, modifying, or purging employee contracts. Key functionalities include mid-year adjustments, access to contract management modules, and payroll calculations. Users can efficiently manage contract information while ensuring compliance with organizational guidelines.

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NEWCNT New Contract Programs

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  1. NEWCNT New Contract Programs

  2. NEWCNT • Setup contracts for next fiscal year • Create Salary Notices • Generate reports • Summary, Detail & New Pay

  3. If Employee is currently paid in USPS Job in USPS can be pulled into NEWCNT 1. Mid-year No Retro 2. Mid-year Retro with Spread 3. Mid-year Retro Lump Sum Retro is based on past days worked 4. New Contracts

  4. Accessing the New Contract Programs • USPS Main Menu • type in:>NEWCNT

  5. 1. Maintenance ModuleAdd-Modify-Delete-Purge ---------------------------------------------------- • Add employee contracts one at a time • Use data entered for salary notices • Purge individual contracts into JOBSCN

  6. ToADD a New Contract - Press F12 add - Enter Employee Name then Select the JOB • Pulls the Employee’s Job into New Contract Module

  7. ADD Function:Data displayed is a snap shot of how it looks in JOBSCN • JOB 01 - Duck Principal • Press the Ctrl+F11 • to clear last years data: • Amount Paid, • Amount Due • Amount Earned • Amount Docked • Pays Paid • Worked (days) • Pay Period • Daily/Hrly Rate • New Hire Date

  8. MAINT – To Adding information after the Clear Function • JOB 01 – Screen 1 of 3 • Spread Employees: • New cont type = “4” New Contract • Enter Obligation “Spread Employees” • Enter New Contract : (same as obligation) • Contract Start: • 1st day employee is paid on new rate • Equal pays = “Y” • # of Pays/# of Work Days • The following fields will be calculated: • New Pay Period & Daily Rate • NON Spread Employees: • New Cont type= “4” New Contract • Enter New Contract: • Enter Cont Start : • 1st day employee is paid at new hourly rate • Equal pays = “N” • The following fields will be calculated: • Hourly Rate & Obligation • By pressing enter this will accept your changes and continue to screen 2 of 3: Screen 1 of 3

  9. ADD New Contract Screen 2 of 3 Calendar, EMIS & Reset Benefits Calendar Type: Blank default to Default calendar Calendar Start Date : Date the system will be counting working days on the calendar: No Calendar will be set to the Default. Reset Benefits Fields: Personal Leave: reset to beginning balance. Does an AC PL in ATDSCN screen to bring you to the beginning balance. This looks at your balance and does an AC PL . Example: 1 PL Remains Reset Value=3 ATDSCN is updated, AC PL is 2.0 for 3 days total Reset Sick Advance: NO attendance record is created. This resets to 0 Adjust Vacation Balance: input # of days to be added to balance or hours to be given. ATDSCN is updated with AC VA transaction EMIS Contract: The S11 Clear function will clear the EMIS Contract Info if data exists. FTE will remain.

  10. ADD Screen 3 of 3Adding of Payroll accounts –Pay Account displayed is from the current JOBSCN • Pay Account Information: • Ability to change the pay accounts: • Percent or Fixed: Must always = 100%. • If fixed is used there must be a one Percentage record. Fixed accounts are charge first. • Benefits are not charge to a fixed amount account: (Vacation, sick, jury duty etc) • Maximum to Charge: Total amt for the account. As the employee is paid this will have a declining balance. • S11 Reset key will clear this information • Account Status: A=Active I=Inactive • Start/Stop Dates: Date to start using or stop using the account. Blank is always available • Leave Projection: Used for LEVPRO to charge out leave from ATDSCN to corresponding leave acts • Board Distribution: Use for BRDDIS/ Insurance Payment • Note* Import Option does not pull in the pay accounts. This is why you need to build them then do the import. • Contact ACCESS For assistance.

  11. 2. BUILD Module • Mass builds New Contracts by Pay Group • Bus Drivers, Cooks, • 260 Day • Teachers • Administrators • Creates new contracts and directly loads them into the maintenance module with Pay Accounts • Pulls contracts by Pay Group & Job Status on previous jobs. • Assigns a contract start date entered

  12. BUILD Option • Zeroes all contract-to-date figures from previous contracts • Contract Amount paid • Contract Amount earned • Contract Amount Docked • Contract Amount Due • Days worked • Pays paid • Lump Sum Retro • Dock Next Pay

  13. BUILD Option • Contract start Date: 1st day the employee is to be paid at new rate. • Contract stop date: Leave Blank or enter last day paid to pay BE CAREFUL!! • Selection Criteria: • Include Jobs of concealed employees? Y or N • Job Status: 1=Active 0=Inactive *=Both • Pay groups: Enter your pay groups you would like to update. • Press enter to continue the build based on your options: • The employee new contracts will be placed in the MAINT screens • View, modify or delete any contract via the MAINT screen of NEWCNT

  14. 3. Purge • Contracts are Mass Purge into JOBSCN of USPS • Contract Start Date • Appoint type • Contract Type • User defined in Jobscn-1 • Calendar Type • Pay Groups • Reset New hire date If “Y” value enter in Maint or new contract start date. BIOSCN flag Y to be reported. (R chg to Y) • Generate Report

  15. PURGE Option • Purges New Contract into JOBSCN • Updates JOBSCN information with NEWCNT data • Adds LPE/LPA pay types to UPDCAL_FUT for pay off amounts on previous contract, the one in JOBSCN • Uses last pay calculation obligation minus amount paid minus dock • LPE = Last pay earned • USES THE CURRENT CALENDAR AND REMAINING DAYS TO DETERMINE WHAT IS OWED TO EMPLOYEE • LPA = Last pay accrued • AMOUNT PAID PLUS LPE AMOUNT AND MINUS THIS FROM THE OBLIGATION. If overpayment would occur it will be a negative amount to reduce the figure. If under paid it will be a positive amount. This would be money earned but not yet paid.

  16. PURGE Option /JOB History • Purge takes a snap shot of JOB in USPS prior to New Contract • Information is stored in USPJOBHIS database • JOBHIS Report is only used by NEWCNT. • Creates and stores past jobs to history file • Data is then reportable by running JOBHIS report

  17. PURGE OPTION …. • Pay accounts in PAYSCN are all set to inactive • Any accounts in NEWCNT are reactivated • New accounts are added • Resets new hire reporting date if needed • The NEW Hire Reporting Flag in USPSCN/BIOSCN does not change. • Deletes new contract data from NEWCNT Module • Contract data screen • Pay account data screen

  18. PURGE Option • All changes are written to audit file • AUDRPT • Allows selection of just the NEWCNT purge data

  19. PURGE Option Only informationthat meets the criteria will be purged!

  20. DELETE Option • MASS Deletes New Contracts • Contracts were pulled into new contract anticipating a Negotiated Change • Salary Notices are required by a certain date. • Generate reports to assist with funding

  21. DELETE Option Only informationthat meets the criteria will be Deleted!

  22. IMPORT Option • Allows importing from outside source • Spreadsheet files • Third party vendor salary schedules • CSV (comma separated values) • Tab delimited • All contract types can be imported: • New, Mid Year, Mid Year Retro

  23. IMPORT Option • Three Required Fields: • Employee ID Employee_ID • Job number JOB_NO • Contract type Contract_type Other fields required will depend on what the type of contract to import Hours in Day: Hrly Jobs Req’d: Days_Since_Raise: Mid Yr Retro Req’d • All calculations are completed as if the MAINT option was used • Pay per period (obligation/#pays) • Retro amounts, etc. (Days since Raise)

  24. IMPORT Option

  25. IMPORT Option • Sample CSV import file

  26. IMPORT Option

  27. REPORT Option • Generates report • Reports all NEWCNT data • MAINT • BUILD • IMPORT • Summary report • Detail report • Generate Salary Notices

  28. REPORT Option

  29. USPS_ANNSALNOTICE

  30. SAMPLE OF SALNOTICES REPORT GENERATED IN USPS

  31. NEWCNT Calculations • Rounding • All intermediate calculations use 5 decimal places • The rounding is completed at the end of all processing • Based on rounding flag in USPSDAT/USPCON • (screen 2 of 3) NEWCNT rate rounding : 3

  32. NEWCNT Fields Defined • Days since raise • Must be greater that zero for retro payments • Must be less than or equal to days worked • Used to calculate retro earned • Contract obligation • Amount district owes to employee

  33. NEWCNT Fields Defined • New Contract • Location of current job on the salary schedule • Total contract that could be payable to the employee for the job • Amount Paid – Amount the employee has received • Amount Due – what is owed to the employee • Amount earned by employee on job but not yet paid to that employee • = (Amt Earned – Amt Paid )–Amt Dock • Amount Earned _ Uses the calendar to calculate amount during payroll processing • = Days Worked * Daily Rate (Spread with Daily rate) • = Days worked * (Hrs * Hrly Rate)(Non spread) • Amount Docked • Keeps a running total for an employee with DCK pay type • # of Pays • # Wrk days – Looks at the calendar and give a work day when processing payroll.

  34. Purging of New Contract Data • When to purge new contract • Before last pay of old contract • If first physical work day of new contract is inclusive of pay period begin/end dates for the last pay in old contract. • purge when pays in old are one remaining • If the 1st work day to be paid is > last processing period for the last payroll to be paid, you can wait until the old contract is paid off before purging

  35. Purging of New Contract Data • After last pay can cause incorrect data and manual updates if payroll period begin/end dates for both last pay of old and first pay of new contracts are not adjusted • Affect depends on contract start/stop dates as well as period begin/end dates of last pay in contract and first payroll in new contract

  36. Purging of New Contract Data • Incorrect purge timing can cause: • Days worked will be lost (Calculates begin/end dates during INICAL & JOB Calendar) • STRSAD doesn’t advance the right jobs • Mid year change calculations incorrect • Amount earned incorrect (Days work * Daily Rate) or (Hrs/day*Hrly Rate* days worked) • Accrued wages incorrect (Amt Earned – Amt Paid = Accrued Wage) • Pay off of accrued is incorrect amount • WAGOBL is incorrect

  37. NEWCNT Purge Example Contract 47019.00 minus Amt Pd 45210.50 minus dock=0.0 (47019-45210.50 = 1808.50 owed to employee)

  38. NEWCNT Purge Example

  39. NEWCNT Purge Example

  40. NEWCNT Purge Example

  41. NEWCNT Purge Example

  42. NEWCNT Purge Example

  43. NEWCNT Purge Example

  44. NEWCNT Purge Example • If neither option is used • Days from 8/23/2004 – 8/27/2004 are lost • Amount earned becomes incorrect • Accrued wages are incorrect • Days worked are incorrect

  45. NEWCNT Purge Example

  46. NEWCNT Purge Example

  47. Mid-Year Changes • Can not be built in NEWCNT until last payroll to be paid at the old rate is complete • ‘Clear’ function should not be used • Effective at period begin date is ideal • Doesn’t currently work if zero days worked • Contract amount due on JOBSCN must be accurate • Days worked on JOBSCN must be accurate • Retro on a check by itself • NEWCNT does not support doing this • Manual intervention is required

  48. Mid-Year Changes • Optional solution for mid pay period mid year contract changes • Pay one pay period beyond the effective date and retro pay • Change effective 3/8/2004 • Payroll dates 2/29 – 3/13 pay date 3/19 • Complete 3/19 payroll at old rates

  49. Mid-Year Changes • Prior to 4/1 payroll • Process mid-year contract change with retro • Process 5 retro days, which would be 3/8 – 3/12 • 4/1 payroll would include new pay per period plus the 5 days with the retro amounts • No manual updates required

  50. New Contract Caution Areas • Use of ‘Clear’ function • Should only be used for ‘new contract type’ • Employee new to district • Add contract directly in JOBSCN • Contract is not in NEWCNT, amount can’t be used in balancing • Contract start date • Used to calculate LPE/LPA amounts on the last pay of old contract • Should be first physical day of work on the new contract

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