January 2024 Monthly Release - 23.10.3 (January 12)

EFIN-112127

Export Tool: User Interface Enhancements to the Export Tool

The following modifications have been made in the Export Tool:

• Scheduled Exports

  • There are four possible Status settings for records:

    • Active

    • Deactivated

    • Error

    • Expired

  • Items listed in Options are dependent on the Status:

    • Active: Delete Export or Deactivate

    • Deactivated: Delete Export or Activate

    • Expired: Delete Export

• Export Results

  • A Delete option has been added to each row for any status except In Progress.

• Alignment issues for delete, activate, and deactivate confirmation messages have been fixed.

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-111817

Columns Added to Balance Sheet, Expenditure Ledger, and Revenue Ledger Transaction List Export to Excel When Using Full Account Format

In Fund Accounting, when the district uses Full Account Format, the Balance Sheet, Expenditure Ledger, and Revenue Ledger Transaction Detail, when exported to Excel, now includes columns for Account Number in full account format and Title.

EFIN-111419

Import Tool: Human Resource Reference Tables Import Area Allows Insert and Update

This functionality is now enabled for Human Resources Reference Tables import area.

In System Administration, Imports & Exports, in the Import Tool users can choose to process imports using Insert, Update, or both modes, depending on the data in the import file.

• The Set Required Values page is only used for insert records.

• If only Update is selected, the Set Required Values page will display the message: All required fields are mapped. Click Next to proceed.

• If Insert and Update are both selected, fields on the Set Required Values page will apply only to the records being inserted. The page will not apply values to records being updated.

• For Insert records all required fields must have values assigned, either in the import file or on the Set Required Values page, otherwise they will not be inserted.

• Update records only need to contain information in key fields and in fields that need to be updated. 

EFIN-110464

Export Tool: Export Areas Added

In System Administration, Administration, Imports & Exports, Export Tool, the following 30 export areas have been added in this release:

Account Approval
Advanced Pay
Asset Only
Batch Asset Update
Batch Beneficiaries
Batch Benefits
Batch Demographic
Batch Receivable
Benefits Table
Budget Class
Employee History
Employee Only
Inventory Adjust
Location Activity
Payable
Payroll Payrate
Position
Position Budget
Position History
Project
Project Ldgr No Acct
Project Ledger No Ac
Requisition
Requisition Charge
Salary Schedule
Staff
Timecard
Vendor Only
Warehouse Location
Workers Comp

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-37301

Advanced Workflow: Automated Vendor ID Creation in Expense Submissions

To ensure expense payments go through smoothly, each employee must be set up as a vendor. In the past, if an employee didn't have a vendor profile, payments would stall until a vendor record was established and linked to the employee.

When using Advanced Workflow for Expense requests, we have implemented automation to create a vendor record for an employee when an expense request is submitted. For this functionality, in the Fund Accounting profile, System Options, the Numbering Option for User Assigned Vendor Numbers must be clear (not selected) so that the system automatically assigns the next available vendor number.

Here are the key points: 

• When User Assigned Vendor Numbers is not selected: If no Vendor ID exists for the employee submitting the expense, a vendor record is created using the data from the employee record (for example, the address). This occurs even if no direct deposit bank record exists in their Deduction record.

• The success message after auto Vendor ID creation displays: Expense <EXxxxx> submitted successfully. If you have a net pay direct deposit deduction, your bank information will be used to process the payment. Otherwise, a cashable check will be generated. Contact Human Resources with any questions.

• When User Assigned Vendor Numbers is selected: If no Vendor ID exists for the employee submitting the expense, a message directs the employee to save the expense as a draft and contact the district to add a vendor record, and then submit the expense after the vendor record has been added.

• Expense Submission Failures: If an expense cannot be submitted due to network issues or other exceptions apart from a missing Vendor ID, the employee is directed to save the expense as a draft and attempt submission later.

• Changes in Canceling an Expense:

  • The dialog box header was changed to Cancel Expense.

  • The Cancel button label was changed to Back, redirecting back to the expense.

  • The Confirm button label was changed to Cancel Expense.

When a vendor record is created by this automated process generated from an expense request in Employee Access Center (EAC), there is no security check for the vendor creation resource. If the Advanced Workflow for Expense requests is not used, the security check for vendor creation operates as usual, without any changes.

EFIN-112783

Import Tool: User Defined Information

In the Import Tool, using the Employee Information import area and importing user defined information, a Process Import Error was occurring, caused by attempting to store the employee number in a variable that was too small.  This has been corrected.

EFIN-112304

Import Tool: Education Degree Subjects Reference Table 

In the Import Tool, when using the Human Resources Reference Table import area to insert or update Education table Degree Subjects, if a required unique field, Degree Subject code, Title or Subject Type is blank in the import file, an appropriate error message displays in the summary report after the import completes. Previously, a message about a Utility Process Import Error was displayed.

EFIN-112303

Effective Date Changes - Direct Deposit Deductions Updates

Three issues have been addressed and resolved related to Effective Date Changes - Deductions.

• When an Effective Date Changes direct deposit deduction record contained a bank code that existed in the bank code table, the Effective Date Changes - Deductions page reported an incorrect error message indicating that the bank code did not exist. This has been corrected and the error message now only displays when the bank code on the record does not exist in the bank code table.

• The Effective Date Changes - Deductions edit report also reported the incorrect error message that the bank code did not exist. This has been corrected and the edit report will only display the error message when the bank code does not exist in the bank code table.

• On the Effective Date Changes page for direct deposit, the bank name now displays for records where the bank code already existed in the table, for records that were recently added to the table, and for records that were added by the employee but do not yet have a bank code set up. 

EFIN-112302

Excel Pre-calculation Journal: Corrected Amounts on Deduction Summary Tab

In Human Resources, Pay Run Processing, when the Pre-Calculation Reports are run to Excel, on the Deduction Summary worksheet the Employee Deduction, Employer Contribution and Arrears values have been corrected to report the totals for all the employees included in the report. Previously, the amounts reflected totals for a single employee instead of all employees.

EFIN-112241

New Employee Access Center (EAC) Benefit Enrollment Deduction Title Display

In new EAC, for the profile Benefit Setup, when identifier 2193 is set to N or changed from Y to N, only the Plan Title entered in EAC Benefits Enrollment Setup is displayed. When the identifier is set to Y, both the Plan Title and the Deduction Title from the Deductions reference table are displayed. An issue was discovered that when the identifier was set to N, both parts of the name were removed and a blank line appeared next to each radio button selector. This issue has been resolved. 

EFIN-112232

Import Tool: Employee Information Update Does Not Require Base Location

In the Import Tool, using the Employee Information import area and running as Update, an import error to specify a base location was occurring if the Base Location field on an existing employee record has a Location Code of 0 (zero). The logic was reading the zero as blank or null. This has been resolved.

EFIN-112174

Import Tool: Expenditure Ledger Title not populating correctly During Import

In the Import Tool, using the Fund Accounting Ledgers import area to insert or update records, if an import file column name for the ledger title was different from the default field description on the Map Import Fields page, a Utility Process Import error appeared in the summary. This has been resolved.

EFIN-112092

Batch Journal Entry with Posting Error Status Can Be Posted

A journal entry on the Batch Journal Entries or Batch Last Year Journal Entries page now posts successfully after the condition causing the Posting Error has been resolved. Previously, if a journal entry had a Posting Error status, the Post action did not process correctly.

EFIN-112069

New Employee Access Center (EAC): Salary and Benefits Displayed Incorrect Message

An issue was discovered in new EAC when navigating to Salary & Benefits, then selecting Salary & Benefits from the menu. In the Salary section, the message appeared: No location, grade info retrieved. The message was added in error and has been removed from the Salary & Benefits page.

EFIN-111887

Import Tool: User Security Update Assigns Dashboards as Expected

In the Import Tool, running a User Security update import, if a user already had one or more Dashboards assigned prior to the import, the update did not add dashboards even if they were entered correctly in the import file. This has been resolved.

EFIN-111786

Export Tool: Table Names and Column Names Listed in Alphabetical Order

In the Export Tool, on the Select Export Area page, the Export Area list has been modified to be in alphabetical order. On the Select Table and Columns page, the Tables list and resulting Columns list have been modified to be in alphabetical order.

EFIN-111650

Removed Unnecessary Error Message in Batch Manual Checks Post

In Fund Accounting, on the Batch Manual Checks page, when posting a batch accounts payable manual check, the system was incorrectly checking the general ledger for the accounts payable account in the disbursement fund. This validation has been removed and the error will not occur.

EFIN-111524

Fixed Assets: Add Asset from Acquisition Interface Processes Without Default Information Populated

On the Fixed Assets, Acquisition Interface page, an issue was discovered if a user entered an existing asset number. An error appeared indicating that the asset number was already in use, but if the user edited the asset number and then proceeded to tab through the page, the information from the originally entered asset number was populating in the page fields. This data could be overwritten by the user, but if the user tabbed through  populated fields, the wrong information could be saved in the record. This has been resolved.

EFIN-111477

Advanced Workflow: Requisitions Post After Approvals Are Completed

This applies if the Fund Accounting profile has the Full Account Format option selected.

When the System Administration, Fund Accounting profile, Requisitions / POs tab, Miscellaneous section has the checkbox selected for Automatically Create POs from Fully Approved Requisitions, and the site is using Advanced Workflows for Requisitions, an issue was identified where the purchase orders were not being saved and could not be printed, and they did not post to transactions and ledgers. A user needed to use one of these options:

• Exception Post POs

• Mass Convert Reqs to POs

• Open the specific purchase order and click Save

Exception Post and Mass Convert options could be used if the Fund Accounting profile has Create Purchase Orders for Fully Approved Requisitions Only selected.

This may have been caused by using Advanced Workflows for Requisitions, but not for Purchase Orders, and it has been resolved.

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-111381

User Maintenance in Employee Time Sheets (ETS) Added Password Restriction Message

In ETS, on the User Maintenance page, a message has been added to indicate that the maximum password length is 16, so that it is clear to the person resetting the password that the maximum password length is 16 characters. This message was already present on the Employee Access Center (EAC) User Maintenance page, and ETS and EAC use the same password. The message about the maximum of 16 now appears on both EAC and ETS User Maintenance pages.

EFIN-111322

Import Tool: User Security Import for New User with User Access and User Views

In the Import Tool, an issue was discovered using the User Security import area that prevented a successful insert if an import file contained information for a new user along with User Access and User Views for that user. This has been resolved.

EFIN-110990

Export Tool: Special Characters in Conditions Page Filter

In the Export Tool, on the Conditions page, an issue was discovered if the filter was set up where the Condition or Operator of Contains was used and a special character (for example, underscore or hyphen) was entered. This scenario will now return the correct records.

EFIN-110914

New Employee Access Center (EAC) Annual Benefits Enrollment Confirmation Plan Year Beginning Date

In new EAC, Salary and Benefits, Annual Benefits Enrollment, when an employee completes the review of all the benefits and deductions, on the Enrollment Review page the date for the field Plan Year Beginning is set to the date entered in the EAC administration profile for Benefits Setup identifier 2141: Effective Date for Annual Benefits Enrollment.

EFIN-110899

Import Tool: Insert New Fund in Organization Chart Allows Same Fund as Its Own Disbursement Fund

In System Administration, Import Tool, when inserting or updating an Organization Chart record, a Level 1 fund can be used as its own disbursement fund. Previously, an error occurred when the same fund was added as its own disbursement fund.

EFIN-110782

Batch Accounts Payable Created when Use Employee's Charging Fund for Payroll Liabilities (Not Payroll Fund) Is Enabled

On the Fund Accounting profile, System Options tab in the Balance Sheet Options section, when Use Employee's Charging Fund (Not Payroll Fund) is selected, the Batch Accounts Payable entries for payroll liability payments cannot be created completely when balance sheet accounts are not set up for the payroll expense funds. In this case, errors will now display along with the original charging when batch accounts payable records are created in a fund only database. The original charging information will help the user to correct the entries before posting.

EFIN-110726

Import Budget updated to default budget control budget unit and budget control account when adding a budget expenditure ledger

In Budget Preparation, Entry & Processing, Budget Administrator, Import Budget, when adding an expenditure ledger record, if the Budget Control Budget Unit and Budget Control Account were not in the import file, an error displayed indicating that the Budget Control Account is required. This has been resolved by defaulting the Budget Control Budget Unit and Budget Control Account from the Budget Unit and Account.

EFIN-110680

New Employee Access Center (EAC) Salary and Benefits Message When No Pay Rate Assigned

In new EAC if an employee does not have a pay rate assigned and navigates to the Salary and Benefits page, the message appears: No Data to Display. Previously, an incorrect error stated: Nullable Object must have a value.

EFIN-110679

What If Paycheck Calculator Cannot Be Used if Primary Pay Rate Is Missing

The new Employee Access Center (EAC) What If Paycheck Calculator displays an error if the employee record is missing a primary pay rate. With this condition, the Next button is inactive and the employee cannot proceed through the tool. The message is consistent with the one displayed in the old EAC: Payroll must first set you up with a primary pay rate before this option can be utilized.

EFIN-110381

Import Tool: Modified Error for Fund Accounting Ledgers

In the Import Tool, a lengthy error message appeared in the log file if the import file had blank field cells in the following scenarios:

• When using full account structure and the account number field was blank

• When not using full account structure and the budget unit and account fields were blank

This was happening because of the validation of budget unit and account or account number was not handled properly in the Fund Accounting Ledgers import program. The issue has been resolved.

EFIN-110151

Pending Employee EAC ETS Password Checkbox Marked on Finish

In Human Resources, in the Pending Employee Center, if a user opens the EAC/ETS Password page and clicks Finish, the EAC/ETS Password checkbox is marked as completed. Previously, the EAC ETS Password page was not updating the checkbox when a user clicked Finish. 

EFIN-110130

Batch Receipts Import Cash Account Number Mapping Added When Using Full Account Structure

In Fund Accounting, Batch Receipts, using the Import option from the action bar, mapping for Cash Account Number is now displayed when Full Account Format is selected in the Fund Accounting profile.

Previously, this mapping was not possible because the option to map the Cash Account Number was not displayed. Users were not able to enter a Cash Account Number in the import process. 

EFIN-110070

Employee Timesheet Audit Trail Report Range Search

In Human Resources, Reports, the Employee Timesheet Audit Trail report has been modified so that when you search the Employee Number and Pay Period fields in the Key group, the expected results are returned. Prior to this modification, the process was using a character search on integer values and would return unexpected results.

When the wet_time_clock - Clocked Time table name is selected, the Clock In/Out Date and In/Out fields were added to the search fields in the Key group.

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-109862

Pending Employee Pay Rates Page Distribution Area Display

In Human Resources, Pending Employee Center, when adding or editing a pay rate for a pending employee, the Position, Organization, and Project distribution grids display the Delete Row button when appropriate and the focus is on each grid, and miscellaneous items were removed from the action bar.

EFIN-109637

Employee Access Center (EAC): Request to Edit Employee Paid Percentage on Deduction

An issue was discovered on the EAC Deductions and Benefits page that impacted the validation of deduction percentages for deductions of type R - Employee %. In EAC administration, Extended Deduction Information, if a deduction of type R did not have the option Requires a Bank Account? (Direct Deposit) selected, the deduction was being calculated in the total percentage for direct deposit deductions. The validation should exclude these deductions.

The issue was causing an error when employees tried to modify the employee-paid percentage for a non-direct deposit deduction, for example a retirement deduction. The message appeared: The total direct deposit would exceed 100% of net. The change could not be saved.

The issue has been resolved. The validation calculates the total percentage only for type R deductions with the Requires a Bank Account? (Direct Deposit) option selected.

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-108802

Add Prior Year Revenue Ledger Records when Using Full Account Format

In Fund Accounting, Revenue Ledger, an error was occurring when the Fund Accounting profile was set to use Full Account Format and a user tried to enter a record for the prior fiscal year using Period 13. The error indicated that the account number already existed. This was happening because of an incorrect validation that the system was performing when entering revenue ledger entries for previous year and it been resolved.

EFIN-108328

Export Tool: Alignment for Grouping Conditions

In this update, we have enhanced the user interface for grouping conditions:

• Alignment Fix: Grouping conditions are now correctly aligned, resolving previous misalignment issues.

• Automatic Deselection: Selected conditions are now automatically deselected after being acted upon.

• Visual Consistency: Condition lines/rows between search text and action plus icon are now properly aligned

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-106031

Back Out of Import Report Destination Window Fatal Error Resolved

On multiple pages including Human Resources Attendance and Fund Accounting Batch Journal Entries where the action bar has an Import menu, after a user completed the initial steps of an import process and errors and warnings appeared, if the user clicked Print to generate a list of the messages, and then on the Report Destination window the user clicked Back to not generate the list, a fatal error was occurring. This has been resolved.

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-103228

New Employee Access Center (EAC) Leave Calendar Colors Retained

In new EAC, if an administrator used the profile for Leave Setup to change the colors that should display for identifiers 2172 Calendar Weekday Color and 2103 Calendar Work-Day Color, the colors were not being retained and would revert to a white color. This has been resolved.

EFIN-100655

Import Tool: User Security Records Marked for Full Security

In the Import Tool, when a User Security import is processed and import file records have the Full Security field marked Y, then the View Text field is set to _1=1 (space then 1=1), consistent with the behavior when Full Security is selected on the User Views page in the software.

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.