December 2022 Major Release - 20.11.48 (December 2)

The Position Control list page has been modified to include the Position Title in the search criteria and in the results list. The Position Control detail page has been modified to use Position Title as the field label instead of Description. The report which can be generated from the Position Control list page has been modified to include the Position Title. Advanced Search was modified to use Position Title instead of Position Description for this field.

The same changes were also made in Batch Position Control.

One of three HRMS Roles can be assigned to each HRMS user.

• HR Director (HRMS-DIR) with Permission package 302

• Supervisor (HRMS-SUP) with Permission packages 309, 311, 10250, 10316, and 10473

• Staff (HRMS-STF) with No Permission packages

The PowerSchool ERP pages that users can access from the HRMS Manager or Staff Portal are based on the permissions of the assigned role. A user can only have one assigned role.

These roles are intended to be assigned only to HRMS users, and only if the district has implemented the HRMS Portal.

Users can log in using Single Sign-On (SSO). Users are only allowed to access menu items for which the user has permission in EAC. The user will always be directed to the new EAC portal.

If the user is an Administrator and the EAC Profile option 2707 - Prevent Enrollment flag is set to No, then in the Manager’s Portal when the user selects Benefits, then selects Create District Benefits Plans, it opens EAC Benefits Enrollment Setup in the Administrator area of EAC.

If the user is not an Administrator or the district does not use annual enrollment, this option is not available.

Users can log in using Single Sign-On (SSO). Users will only be allowed to access menu items for which they have permission in EAC. The user will always be directed to the new EAC portal.

Users that are assigned HRMS roles (HR Director, Supervisor, or Staff) are able to access the following links of EAC from HRMS Portal (Staff View)

• Select Personal Info, then Emergency Summary to open EAC Employee Information page.

• Select My Benefits, then Salary and Benefits to open EAC Salary and Benefits Information page.

• Select My Benefits, then View/Update Beneficiaries to open EAC Dependents page.

• Select My Benefits, then Deduction and Benefits to open EAC Deduction and Benefits page.

A new menu option was added to list all users who have assigned themselves Key Performance Indicators, KPIs, on My Dashboard that they do not have the security resource. Within this option, the administrator can remove those KPIs from these users' MyDashboard. If a user should be authorized to see the KPI, the administrator can assign the appropriate security resource to the user before using the remove option.

The menu path for the new option is System Administration > Administration > Security > Unauthorized KPI Access. To access this option the administrator will need to be assigned to the security resource 562 May Run Unauthorized KPI Access or be assigned to one of the superuser resources for the package SYS.

As a reminder, the security resources for the KPIs are listed below:

Human Resources KPI Security Resources:

• 10517 Absence Pattern KPI
• 10518 Absenteeism by Building KPI
• 10519 Certifications Expiring KPI
• 10520 Current Staffing KPI
• 10521 Current Staffing by Job Class KPI
• 10522 Retention KPI
• 10523 Vacant Position KPI

Financial Accounting KPI Security Resources:

• 10235 Budget vs Actual KPI
• 10236 Budget vs Actual by Building KPI
• 10237 Purchase Order Aging KPI
• 10238 Revenue Budget vs Actual KPI
• 10239 Vendor Payments KPI

When receiving a new employee with Gender field data from Talent, PowerSchool ERP will map the Gender value to the Sex at Birth field in Employee Information. The Gender Identity field will be updated with the same value of Sex at Birth.

When an updated record is passed to PowerSchool ERP:

• If the Sex at Birth and Gender Identity fields have the same value in PowerSchool ERP, the record from Talent updates both the Sex at Birth and Gender Identity fields in the employee record to the same new Gender value.
• If the Sex at Birth and Gender Identity fields hold different values in PowerSchool ERP, the record from Talent updates only the Sex at Birth field in the employee record to the new Gender value. The Gender Identity field retains its current value.

When a user hides a column or changes the order of the columns in a base PowerSchool ERP list page, the changes were not saved when the user logged out. This has been updated so the user changes will be retained when the user returns to the page.

Users can now specify a transaction date that is different than the Fund Accounting profile transaction date when copying a journal entry through the Display Journal Entries option.

The report output from the Position Control list page has been modified to include the available FTE and all other columns from the list when Excel output is selected.

When defaulting purchase order charging from the purchase order table also factor in the change orders so that the proper amounts are defaulted.

When Advanced Workflow is enabled, to reactivate a terminated employee the users can navigate to the same termination page as before.

Added a new attachment group called RECEIPT that is based on year, payer, and receipt number. This group is used in Batch Receipts and Post Receipts.

Any attachments that were attached to receipts before this update have been moved to a group called RECEIPTS PRIOR.

The old attachment group needed to be changed because it was based only on the payer number, which resulted in the attachment displaying on unrelated receipt transactions of that payer. RECEIPTS PRIOR was created so those attachments are not lost, but it is recommended that districts move these attachments to the new group.

Completed the following fixes:

• Fix the validation of the NCES School ID existing so that it does not consider it a duplicate if the NCES School ID is on the record you are changing.

• Don’t change the State Location Code to the NCES School ID.

• Allow the NCES School ID and Reporting Structure to be saved independently of one another. It was incorrectly not saving all of the information all of the time.

• Handle blanks in the Reporting Structure when looking for duplicates. Records with blanks were making the Reporting Structure required for other codes as it considered the blank a duplicate.

• Correct the clearing of the page and properly display the labels back. Sometimes prior information was not cleared. Sometimes field labels were cleared in error.

When an employee submits an Expense Reimbursement Form with non-reimbursable amounts, they will be excluded from the batch payables.

Fixed the issue with Batch Manual A/P Checks where the system displayed a duplicate Check Number message when trying to update the Check Issue Date in cases when there are multiple checks with same number for the same vendor and the same date.

With this change, the system updates the Check Issue Date for all the transactions in the same batch with the same check number if the Check Issue Date is changed in any of the batch's transactions.

Fixed: Doubling of Pending Leave Calculation

The issue with the doubling of pending leave value has been fixed.

When a purchase order line item description is updated in a Change Order, the updated description displays in the Description field of the Batch Accounts Payable and Post Accounts Payable pages.

Previously SSN was being passed in the URL to retrieve dependents' data, now the SSN is encrypted and not passed as part of the URL.

Fixed notification issue when the PO is Posted so that legacy workflow can send emails and activities about this action.

In the new Employee Access Center, corrected an issue with displaying the Task List associated with the Dynamic Workflow Employee Leave Request.

Corrections have been made to ensure that the second address line will print on the 1099-NEC Copy A form when there is no address 1 line. The recipient's address on the Copy-B form is also realigned to show in the envelope window for mailing.

The 1095 XML File Name is now editable for corrected records. The XML File Name field is now a dropdown field and dropdown values are populating as XML File Name from XML File Transmission Tracking which has the receipt id for that tax year. This change can enable the user to Update the XML File name.

The values in Box 14 of the W2 mailer are slightly adjusted to print properly within the box and not on the line.

Affordable Care Act information used for processing the 2022 electronic file and providing the updated 2023 Affordability Factor and Poverty Level has been made available for 1095-B and 1095-C processing. The database update process will install this information for you.

All 1099-MISC, 109-NEC, 1099-INT, and 1099-G forms are updated for the tax year 2022 formatting changes and current instructions on the backs of the forms.

The backs of forms W2 and 1099-R are now updated for 2022 tax year information.

Per the 2022 federal 1099-Misc requirements, box number 13 has been assigned to the Foreign Account Tax Compliance Act (FATCA) Filing Requirement checkbox. Subsequently, old box numbers 13 through 17 have been renumbered to new box numbers 14 through 18, respectively. Due to this change, the following updates have been made:

1. The Fund Accounting - Periodic Routines - 1099 Processing - Setup 1099-Misc/NEC Parameters option is updated to reflect the new box numbers 14-18 for the setup of former boxes 13-17 for the tax year 2022 and greater.

2. The Fund Accounting - Periodic Routines - 1099 Processing - Maintain 1099-Misc Work Files is updated to reflect the new box numbers in the maintenance window for the tax year 2022 for the previous boxes 13-17.

3. The Fund Accounting - Periodic Routines - 1099 Processing - Print 1099-Misc Edit List option is updated to print the new box numbers for the tax year 2022 for the previous boxes 13-17 for both the hard copy and Excel formats.

4. The Fund Accounting - Periodic Routines - 1099 Processing - Print 1099-Misc Forms is updated to print the new box numbers for the tax year 2022 for the previous boxes 13-17 for ALL form types.

5. The Fund Accounting - Periodic Routines - 1099 Processing - Print Audit Listing option is updated to print the new box numbers for the tax year 2022 for the previous boxes 13-17 for both the hard copy and Excel formats.

The Fund Accounting - Periodic Processing - 1099 Processing - Print Audit Listing of Changes option is updated to order the report by the tax year and row ID from newest to oldest. The change prevents extraneous page breaks from occurring.

The W2 4UP, W2 mailer, W2 utility, W2C, and 1099-R forms are updated to correct minor printing alignment issues.

The 1099-MISC, 1099-MISC mailer, 1099-NEC, 1099-NEC mailer, and 1099-G forms with pre-printed fronts are updated to correct minor printing alignment issues.