January 2024 Monthly Release - 20.11.66 (January 12)

EFIN-112125
EFIN-111659
EFIN-111329
EFIN-110111
EFIN-110101
EFIN-109393

Advanced Workflow: Budget Exceeded Flags Added on Purchasing Approval List and Detail Pages

When using Advanced Workflow, budget checking utilized during the creation of Requisitions and Purchase Orders has now been implemented at every approval level. During the approval process, Budget Exceeded indicators appear on both the List and Detail pages and a Budget Exceeded Log button has been added.

The indicators are determined by the Fund Accounting reference tables for:

• Organization Chart:

  • Check Budget Balance when set as Warning or Fatal

  • Pre-encumber Requisitions (Requisitions only) when set as Warning or Fatal

• Project List: Check Budget Balance when set as Warn or Fatal if overspent

The Budget Exceeded Log indicates the specific line items responsible for exceeding the budget. If a requisition or purchase order has multiple line items using the same budget units and accounts (or account numbers if using full account structure), resulting in a total that exceeds the budget limit, a consolidated entry appears in the log. This entry indicates the related budget unit and account, or account number. You can select this log entry to expand it and display the individual line items connected to that specific combination of budget unit and account, or specific account number. Multiple line items can be displayed for all budget type checks: pre-encumbrance, budget and project. The pre-encumbrance flag is only applicable for requisitions.

EFIN-110301

Integration: Teacher Number in PowerSchool SIS Populates Employee Number from PowerSchool ERP

When new employee records are synced from PowerSchool ERP to PowerSchool SIS, the Teacher Number field populates with the Employee Number.

EFIN-111392

Dynamic Leave Request Approval Statuses

There were inconsistencies in the way statuses were checked and updated during the dynamic leave approval process. We have resolved the issue by adjusting the approach for updating the statuses.

EFIN-110014

Custom Approval Page Access from Dashboard Task Panel

This fix only affects customers on version 20.11 or later that have custom approval pages for the legacy Fund Accounting (FAM) and Purchasing (PUR) approvals that are routed from Workflow.

The problem was if an approver had set eForms & Tools, User Preferences, Workflow tab, Send Workflow Items to Both or Activities Page when a record that uses the legacy FAM or PUR workflow is routed for approval, the approver is notified in the Workflow Task Alert panels that display on the dashboard. If the approver clicked on the tile, it would direct them to the related Approve/Deny page for the base software, not the custom page. The only way to access the custom page was by navigating through the full menu options.

The fix is that for customers that have custom Approve/Deny pages for legacy FAM or PUR workflows, those custom pages can now be accessed from both the full menu option and the Workflow Task Alert panels.

EFIN-109481

Integration: Redirects from Employee Access Center (EAC) to SmartFind Express (SFE) for Leave Requests

An issue was discovered where employees who are considered to be SFE employees were not being appropriately routed to SFE when they created a leave request in EAC. This has been resolved and these employees will be redirected to SFE to create a leave request or absence.

EFIN-108914

Position Control Error Caused by Pending Employee with Incomplete Pay Rate Resolved

In Human Resources, Position Control, when adding a new position in Position Control, the software was preventing the add if a pending employee record had a pay rate using that job class without an assigned position. An incorrect error displayed, indicating that the class is not operating under position control.  An incomplete pay rate for a pending employee will no longer prevent a position from being created. 

These incomplete pay rates are created by the Records integration. The user needs to update the remaining pay rate information for the pending employee pay rate, including the position assignment.

The Pending Employee Center will now prevent the user from finishing and removing the pending status for an employee if there is a pay rate that is incomplete.

EFIN-108150

Employee Access Center (EAC) Bank Account Information Fields Apply Admin Modify Settings

In both versions of EAC, an issue occurred that made bank account information fields editable, even when the Administration, Extended Deduction Information setting that allows employees to modify all year was turned off for direct deposit deduction codes. The fields could be edited, but there was no Save button. This has been fixed. The fields cannot be edited unless allowed by the setting, and a Save button appears.

EFIN-108064

Information Section of Pages Not Cleared When User Clears Saves Search Criteria or Filters

In Human Resources, on pages with Information or Report Information where prior search or selection criteria are saved and appear the next time the same user opens a page, an issue was discovered that when the user clicked the button in the action bar to clear the filter, the Information or Report Information text was also removed from the page. This has been resolved.

EFIN-106765

Integration: Clear Substitute Information if Create Timecard not Selected as Substitute Rule for SmartFind Express (SFE)

In System Administration, Integration, Absences and Substitute Payment Rules, when a record has the Substitute option selected and in the Substitute Rules, Create Time Card is not selected, then the system will only generate data on a Human Resources, Attendance record for employees, and not for substitutes. Previously, even when the Create Time Card option was not selected, substitute information was being added in the Attendance record.

EFIN-104504

Improved Requisition Number Processing in Advanced Workflow

Previously, there was an issue where requisition numbers with fewer than eight characters were not processing in the TIBCO application. This problem has been resolved. Requisition numbers from one to eight characters will now be effectively processed by TIBCO. The requisition number field has a maximum of eight characters.

EFIN-104384

 Advanced Workflow: Administrator Error Notification Issue Resolved

Previously, when leave requests for multiple days were approved, an administrator would receive email notifications about exceptions during data posting to Employee Timesheets (ETS). This was caused by not having a validation check for timesheet data changes that occurred during processing, and mishandling of multiple-day leave requests. This has been resolved by implementing the necessary validation check and modifying the handling of multi-day leave requests.

EFIN-100395
EFIN-96579

Employee Mobile App (EMA) the Year to Date Values for Pay Check Layouts of E-Extended or R-Extended with Rate No Longer Duplicate

In EMA, if the Pay Check Layout is E-Extended or R-Extended with Rate, and if an employee was paid on the same pay code for more than one job class, then the Year to Date (YTD) value was displayed for each job class and caused an error where the sum of YTD did not match YTD totals. EMA has been modified and will display the pay code YTD total in one row for one job class, and additional rows using the same pay code but different job classes will have blank YTD totals to eliminate the duplicate calculation errors. 

EFIN-95504

Payroll Check History Message When No Matching Records Are Found

In Human Resources, Detailed Displays, on the Check History page, the message displayed when there are no matching records for the search criteria has been made consistent with other pages and now displays 0 match(es) found. Previously, it was blank where the 0 (zero) should have appeared.

EFIN-112171

1099-Misc: Display Issue Corrected and Error Message Enhanced with Field Name Detail

In Fund Accounting, 1099 Processing, Maintain 1099-Misc Work Files, on an open record two issues have been resolved:

• A display issue occurred if the field values in the 1099-Misc Detail Information section were blanked out. The 0.00 default now re-populates if the user deletes the default 0.00, leaves the field blank, and tabs to the next field.

• Box 17-Payer State was recently changed to only accept numeric input. If a user enters any characters other than numbers, a message appears. The error message now states: Payer state must be numeric.

EFIN-112169

1099 NEC: Updated Error Message For Box 6-Payer State

In Fund Accounting, 1099 Processing, Maintain 1099-NEC Work Files, on an open record if a user enters any characters other than numbers in the box 6-Payer State field, the error message now states: Payer state must be numeric. 

EFIN-112067

Restart 1099 Printing for Misc and NEC Attachment Error Resolved

In Fund Accounting, 1099 Processing, Print 1099-Misc or Print 1099-NEC, when Restart 1099 Printing is selected, an error was occurring under the following conditions: After entering a Last Good Vendor number to print fewer 1099s, remain on the restart page and enter a different Last Good Vendor number to print more 1099 forms, followed again by entering a Last Good Vendor to print fewer 1099 forms. The user was getting an error when trying to create the attachment on the 3rd pass for the vendor number entered in the Last Good Vendor field. The restart process will now clear out the temporary table for the attachments.

EFIN-111272

1099-Misc and 1099-NEC Maintenance Payer State Must Be Numeric

In Fund Accounting, Periodic Routines, 1099 Processing, on the Maintain 1099-Misc or 1099-NEC Work Files pages, the Payer State field has been modified to only allow numeric entry. A message appears if alpha or special characters are entered. Previously, the field allowed characters to be entered, but only numeric values were printed.

EFIN-111248

1099 Electronic File Change for Prior Year 1099s

The IRS federal publication states that the 1099 position 6 on the transmitter (T) record is required to be a P when generating an electronic file for prior years (2013-2022). For 2023 (the most recent tax year to be reported), position 6 on the transmitter (T) record must be blank. Previously, the software always generated a blank in position 6 regardless of the year.

In Fund Accounting, 1099 Processing pages for all four Generate Electronic File options (1099-Misc, 1099-NEC, 1099-G, and 1099-Int) have been modified to include a new checkbox field: Prior Year File. This field is cleared by default. If the checkbox is cleared, when the electronic file is generated, position 6 on the transmitter (T) record will be blank. If the checkbox is selected, when the electronic file is generated, position 6 on the transmitter (T) record will be populated with P.

To generate a prior year 1099 electronic file:

• In Fund Accounting, 1099 Processing, on the Setup Main 1099 Parameters page change the Tax Year to the appropriate year.

• Vendor records for that tax year need to be in the appropriate Maintain 1099 Work Files pages.

• When running the appropriate Generate 1099 Electronic File, the user must select the Prior Year File checkbox for position 6 on the transmitter (T) record to populate with P.

The system does not validate when the Prior Year File field is selected or cleared. The user must select the box if generating the electronic file for a prior year.

EFIN-111168

1099 Minor Enhancements and Corrections Discovered by Internal Testing of the 2023 1099 Release.

In Fund Accounting, minor enhancements and corrections have been made to options on 1099 Processing pages to address issues discovered during the internal end-to-end testing of the 2023 1099 release. These corrections have no impact on the ability to successfully create, print, and file the 2023 1099s.

EFIN-110846

Cosmetic Report Heading Changes to W2 Edit Report PDF and Excel

In Human Resources, W2 Processing, the Employee W2 File Edit Reports have been updated to line up the headings on the PDF report and standardize the headings for the Excel spreadsheet.

EFIN-108978

Employee Access Center (EAC): 2023 1095-B and 1095-C Forms Are Available

The 1095-B and 1095-C forms have been updated for the tax year 2023 in both the legacy and new versions of EAC. 

EFIN-99040

Correct 1095 Employee Record Creation for New Hire Coverage

Corrected processing of new hires for districts that use the hire date with days offset for coverage start date. This will now correctly give the coverage code for months that are fully covered.