July 2023 Monthly Release - 22.4.22 (June 23)

The 22.4.22.0 release is expected for the following date:

On-premise - June 23, 2023
Cloud - July 1, 2023

New Features

Reference	Area	Release Note
EFIN-103953, EFIN-103426, EFIN-102927, and EFIN-82679	Advanced Workflow Email Consolidation Feature for Requisitions and Purchase Orders	An optional email consolidation feature is being introduced for Advanced Workflows for requisitions and purchase orders. It provides the following advantages: It reduces the number of emails an approver receives for pending requests, which are otherwise sent for each individual line item. A single email contains approval notifications for all the line items for a requisition or a purchase order that are generated in a specific interval set on the Workflow Configuration Profile, Global Settings, Email Task Scheduler Settings tab. The consolidated emails will contain the following information: Requisition Workflow: Requisition Number, Line Numbers, Line Amounts, Vendor Numbers, Vendor Names, Requisition Amounts, Total Amount Purchase Order Workflow: Purchase Order Number, Line Numbers, Line Amounts, Vendor Numbers, Vendor Names, Purchase Order Amounts, Total Amount Approvers who would benefit are: Primary Approvers, Alternate Approvers and on the fly Delegated Approvers. It reduces the number of emails a requester receives if an approver has sent back multiple requests for correction or denied multiple requests. Customers migrating from legacy workflows to Advanced Workflows will have a consistent user experience. Pre-requisites for email consolidation functionality: On the Workflow Configuration Profile, on the Advanced Workflow Configuration page Advanced Workflow Settings tab, the following options must be selected. A district administrator with access to the Workflow Configuration Profile can edit these selections. Enable Advanced Workflows: If your site has never used Advanced Workflows, contact your Services Representative for assistance. Purchase Order or Purchase Requisition, or both. Purchase Requisition and Purchase Order Email Consolidation It is recommended to complete all pending requisition and purchase order approvals prior to activating the email consolidation feature. The following modification has been made along with the email consolidation: Advanced Workflows do not use legacy templates and rules from the Workflow Configuration Profile. If your organization has opted for Advanced Workflows for Requisitions or Purchase Orders, the corresponding email template menu is removed from the Service Maintenance list to avoid confusion. This is independent of whether you choose to use email consolidation. There are future enhancements planned for email consolidation. At launch: Consolidation emails that involve multiple requisitions or purchase orders with multiple line items may be cumbersome. An enhancement is planned to refine the filters by line items or amounts. For requesters, the comments from approvers regarding needs correction or denial are not included in consolidated emails. Line item details are only included in emails for denials. A requester will receive separate messages when a request is denied. They immediately receive a notification that the approval process has been completed, and then after the assigned interval from the Workflow Configuration Profile, they will receive the email indicating a request was denied. Consolidated email does not apply to scheduled delegation. It applies to delegation that is assigned during the approval process.
EFIN-103229, EFIN-101941, EFIN-101826, EFIN-101113, and EFIN-91526	Zero Gross Pay to Calculate Benefits When Employees Do Not Receive Regular Pay	A new feature was added to calculate benefits for employees during summer months when they do not receive regular pay. For benefits that are flat amounts, districts can choose to process the benefit over the full year. We recommend that you first run this option in a test environment to verify that the setup is complete and that the calculations are as expected prior to implementing in production. Reference Tables Set up a Job Class record and a Pay Code record for the benefits-only calculation. For the pay code, the type should be daily, hourly or per unit. Make sure the job class and pay code are excluded from your retirement calculation. This setup varies by state. You may set up separate deduction codes where one contains the employee deduction and the other is benefit-only because the employee deduction is calculated over 10 months and the employer-paid benefit is calculated over 12 months and the two may have different deduction frequencies. You need to identify the deduction frequencies for the benefit amount deductions to be calculated when the employees are not paid. Deductions with the selected deduction frequencies need to be assigned to each employee who needs benefits calculated when there is no gross pay. If you include both employee deductions and employer-paid benefits on the same deduction code, then you need to turn off Maintain Arrears on the deduction code to ensure the employee portion is not placed in arrears when benefits-only pays are processed. Human Resources Profile To activate this feature, you need to populate three new fields in the Human Resources profile Payroll tab: Calculate Benefits for Zero Gross Pay Zero Gross Job Class Code Zero Gross Pay Code Pay Run Setup When you set up the Pay Run in Pay Run Processing, if you are processing a combined payroll with Employee Time and Benefits Only, be sure the appropriate deduction frequencies are selected. To calculate the benefits for employees not being paid, include the Deduction Frequencies for calculating the Benefits Only. There is an opportunity to select Benefits Only frequencies on the Load Employee Time page. Load Employee Timecards Time Loading Options added ZEROPAY - Zero Gross Pay Only. A checkbox labeled Load Timecards for Employees with Zero Gross Pay appears. When selected, a list of Benefits Only Deduction Frequencies appears. Select the option to create zero gross pay timecards for eligible employees when the Standard Time Load or the new Zero Gross Pay time loading option is selected. The option is selected by default if you select the ZEROPAY Time Loading option. For Time Loading Options, choose either Standard Timecard or Zero Gross Pay Only. Select Load Timecards for Employees with Zero Gross Pay. Select the deduction frequencies for benefits to be calculated when the employees are not paid. The process creates a timecard record for any employee who has an active benefit (deduction) with the deduction frequency entered in the Benefits Only Deduction Frequency and does not already have a timecard. The timecard uses the Zero Gross Pay job class and pay code assigned in the Human Resources profile, Hours/Day of 1.0000 and Rate of .0001. Confirm that timecards were loaded for the appropriate employees. If timecards were created for employees who should not fall into the Benefits Only calculation, they can be deleted. Be aware that if you delete timecards and then run the load again, you may want to clear the Load Timecards for Employees with Zero Gross Pay checkbox. Pre-calculation and Payroll Calculation Updates Amount-type employer benefits are calculated for zero gross pay employees during the pre-calculation and payroll calculation processes. The Pre-calculation and Payroll Calculation exception messages have been updated to support Benefits Only pay. For employees with the benefits-only calculation, based on the pay code and the job class in the Human Resources profile, the message Payment Amount = 0 will not appear on the exception reports. A new warning will appear on the exceptions report for these employees if they also have a timecard in the same pay run and pay cycle with a non-zero amount. The warning states: Cannot have conflicting timecards - with and without gross wages. To correct this, delete the timecard entry which is not valid. Print Payroll Checks A new field has been added to the Print Pay Checks option in payroll processing: Print Zero Gross Pay Checks and Vouchers. This field only appears if there are zero gross pay timecards in the payroll. When the Print Zero Gross Pay Checks and Vouchers box is selected, the checks that meet the criteria for being a zero gross paycheck are printed. When the Print Zero Gross Pay Checks and Vouchers box is not selected, the checks that meet the criteria for being a zero gross paycheck are not printed. However, these checks are assigned a check or voucher number and will be processed like all other checks. The Print Zero Gross Pay Checks and Vouchers field has also been added to the page that appears when reprinting payroll checks. Send Paycheck Vouchers for Zero Gross Pay Checks Send Paycheck Vouchers uses the same logic to determine whether to send vouchers as the paycheck print process. If in the original check printing process, the user selected to print Zero Gross Pay checks and vouchers, then the Zero Gross Pay vouchers will be emailed. If in the original check printing process, the user did not select to print the Zero Gross Pay checks and vouchers, then the Zero Gross Pay vouchers will not be emailed. Payroll Processing Continue through the remainder of the Pay Run Processing procedures, including posting the Automated Payroll Interface in Fund Accounting and Batch Accounts Payable as applicable to district procedures. The benefit expense for the employees without gross pay is based on the budget units on the employee’s primary pay rate and the benefit account from the deduction table. The employees who had gross pay of zero with benefits calculated appear on all standard payroll reports and pages. Employees can use Employee Access Center to confirm that the benefits are being processed.
EFIN-101613	PCard Attachments Available in Fund Accounting	PCard attachments can be displayed in the Fund Accounting module in payable pages including Batch Accounts Payable and in Transactions. Previously, PCard attachments could only be displayed in the PCard module.
EFIN-100286	Profit and Loss Report: Added Detail Option and Support for Flexible Account Structure	A new detailed report option was added to the Profit and Loss report to display the details for all accounts, not just the summary accounts. The detail report displays a profit and loss (income) statement including the net position for all expenditure and revenue accounts. In Additional Report Criteria, select Detail Report. If the system is configured use Full Account format, the Report will display the account number as full account string instead of Budget Unit and Account.
EFIN-79308	Miscellaneous Billing: Screen Option Removed From Print Dialog for Invoice and Statement Printing	In Miscellaneous Billing, for all print options for statements and invoices the print dialog box no longer has a Screen option. The output options are Printer and File. The Screen option was producing a text-based statement or invoice and causing confusion. The Printer and File options produce formatted statements and invoices.

Resolved Issues

Reference	Area	Release Note
EFIN-104073	Profit and Loss Report Third Level Grouping Criteria	On the Profit and Loss report, when an Additional Report Criteria value was selected for Grouping Segment 3, the grouping was not happening correctly. The same third level grouping appeared for all rows. This has been corrected and rows in the report are sorted appropriately for the Grouping Segment 3 criteria.
EFIN-103521	Time Entry No Longer Required for EAC/ETS Change Password in Pending Employee Center	In the Pending Employee Center, an error message related to the Employee Access Center and Employee Timesheets (EAC/ETS) Change Password option appeared: Time Entry profile is not configured. This has been resolved by removing the Time Entry requirement for the option.
EFIN-103516	Bank Information on Non-Direct Deposit Deductions	The validation to prevent bank information from being added to non-direct deposit deductions now applies consistently across existing employee records, pending employee records, and Effective Date Changes for deductions. Prior to the fix, pending employee records and Effective Date Changes for deductions allowed bank information to be added to non-direct deposit deductions. This resulted in some deductions, such as retirement, not processing correctly during payroll.
EFIN-103393	New Employee Access Center (EAC) Change in W2 Print Option Updated W-4 Submission Date	In new EAC, when an employee submitted a request to change the W2 Print option and the update was posted through Effective Date Changes, it was updating the W-4 Submission Date field to the current date. If the employee previously had a Tax Calculation of Pre-2020, the field was being changed. This has been resolved and the W-4 Submission Date is no longer impacted by a W2 Print Option change.
EFIN-103211	Profit and Loss Report not Displaying Prior Year Values	The Profit and Loss report did not display the correct Prior Year Budgets and YTD amounts when the prior year organization was set on the organization chart. This applies to Texas customers who use the prior year organization because the year is part of their fund, and other customers who are using the prior year organization. The report has been corrected.
EFIN-102912	Added Pay Period Day to Other Time and Daily Time Table Entries of Employee Timesheets (ETS) Audit Trail	Added the Pay Period Day to Other Time and Daily Time table entries in the Timesheet Audit Trail report. This helps in identifying which day's information was changed when looking at the Audit Trail Report.
EFIN-102865	Batch Budget Transfer Error	In Batch Budget Transfer, an incorrect message was appearing: Exceeds Budget Balance. This has been fixed.
EFIN-102676	Integration: Employee Changed from Part Time to Full Time with Records Updates	When any updates coming from Records were pulled into PowerSchool ERP, the Personnel Part Time Status field was being updated to Full Time, even if the employee record had this field changed to Part Time before the update was posted. This has been corrected and the status is no longer changed when updates are posted.
EFIN-101741	Improved Performance in Budget Preparation and Personnel Budgeting When Not Using Full Account Structure	Software updates have been made to improve performance in Budget Preparation and Personnel Budgeting when Full Account Structure is turned off in the Fund Accounting profile.
EFIN-101372	Dashboard KPI Widgets Out of Memory Error	Dashboard KPI widgets were displaying Out of Memory error at times when users clicked View Details. This was happening because of a performance issue related to high consumption of memory resources. The issue has been resolved. The 13 KPI widgets were updated to improve performance and load details more efficiently.
EFIN-101329	Unselected Leave Codes Appeared on Leave Information Page in New Employee Access Center (EAC)	In new EAC, there were leave codes appearing on the Leave Information page even though the leave code record in the Human Resources Leave Codes reference table did not have Print Flag selected. This has been fixed.
EFIN-101116	Effective Date Changes Post for Direct Deposit Caused Prenote Status	When an employee used Employee Access Center and opened edit mode for a direct deposit deduction, then clicked Save without making any changes, a record was created in Effective Date Changes. When the record was posted from Effective Date Changes, the deduction was updated to a prenote status. This has been resolved and applies to both legacy and new EAC.
EFIN-100155	Multiple Profiles for Vendor Punch Out (VPO) in App Switcher When Using Single Sign-on (SSO)	On the Single Sign-On IDP Setup page, there is one VPO Redirect URI field. Previously, only one profile could be entered in the field, and the redirect URL needed to be manually updated to switch between environments such as Live, Train, and Test. A change has been made so that up to three comma-separated URLs can be added to the field to support multiple environments without manually changing the field. If multiple URLs are entered correctly, multiple VPO profiles will appear for selection in AppSwitcher. The Single Sign-On IDP Setup page is in the Environment Maintenance menu. On-premise administrators may have access to the page. Hosted customers can submit a Support case to update the page.
EFIN-100033	Vendor Payment History Produced Fatal Error When Multiple Vendors and Multiple Years Selected	A fatal error was occurring when running the Vendor Payment History report and selecting multiple years and multiple vendors as criteria. This has been fixed.
EFIN-99988	Multiple Bank Accounts Can Use the Same Account Numbers for Fees and Interest	A change has been made to the Bank Account Information page so that you can enter the same expenditure or revenue account numbers for Interest and Fees on multiple bank account records. Previously, a message appeared and prevented you from saving a second record with the same expenditure or revenue account information.
EFIN-99600	Student Activities: Enter Negative Deposits and Void Transactions Without a Deposit Number	An error was occurring when a user tried to void a Student Activities deposit: Student Activities Transaction Cannot Be Found. This has been resolved. Changes have been made to the deposit void functionality: Users can void deposits in Student Activities even if there is no associated Deposit Number. A Deposit Number is assigned when the deposit is posted to Fund Accounting. The Deposit Number is updated on the corresponding deposit in Student Activities if the transaction was created without a Deposit Number. To process a partial void for deposits, users can enter negative deposits in Student Activities.
EFIN-99542	Add New Pay Rate Could Not Change Employee Number After Error	On the Employee Pay Rates page, after selecting Add New, if an employee number was entered or selected and the employee had no primary pay rate, and the default was selected to Add Using Default Pay Rate Information, an error appeared because there was no primary pay rate. After the error, you could not enter or select a different employee number without first clearing the default option. The error would reoccur. This has been resolved and you can edit the employee number after encountering the error without clearing the checkbox.
EFIN-98364	AppSwitcher Icon Intermittent on Employee Access Center (EAC) When Using SSO	When logged in to new or legacy EAC using SSO, the AppSwitcher icon did not always appear. This has been corrected.
EFIN-97110	Changes to Other Phone from Employee Access Center (EAC) not Captured in Employee Activity or History	When the Other Phone field was updated from blank in the legacy or new EAC and then posted from Effective Date Changes, the Other Phone changes were not captured in Employee Activity. In addition, the changes to Other Phone did not display in the Personnel Activity Report, the Payroll Activity Report or the Activity History window in the Employee Information page. This has been resolved.
EFIN-96836	Check Location Column Title on LWOP Summary Report No Longer Abbreviated	Modified the LWOP Summary pre-calculation report so that the check location column title is not abbreviated.
EFIN-95794	Student Activities Check Void Only Voided One of Multiple Lines	An issue occurred when a Student Activities check with multiple lines was voided in the Student Activities module. Only one line was voided instead of the entire check. This has been corrected. Now when a line of a check is selected to void, all lines of the check are voided.
EFIN-94096	Integration: Pending Employee EEO Reported Set to EEO-5 School District When Updates Apply	When a pending employee record is created through integration from Applicant Tracking or Records, on the Personnel Information page the EEO Reported field defaults to EEO-5 School District. If the field was changed on the pending employee Personnel Information page, and a subsequent update was received from ATS or Records, the field was being reverted to EEO-5 School District. This has been resolved and the value will not be changed.
EFIN-92655	Attachments Uploaded to Wrong Purchase Order Records	An issue caused Purchase Order (PO) attachments to upload to incorrect older POs. A change was made to ensure PO attachments upload to their respective Purchase Order. The system attempts to upload PO attachments three times in the event of a technical issue. In addition, logging has been improved for troubleshooting.
EFIN-57793	More Information Moved on Transaction Detail Page	The More Info... action on the Transaction Detail page was incorrectly placed. The action was moved to the action bar menu and the name was changed to More Information. The functionality is the same.
EFIN-47651	Budget Control Reports No Records to Process Message Change	In Fund Accounting, when there were no records for the selected criteria, the three Budget Control Reports were displaying a Process Complete window indicating that there were no errors. This has been updated. The Process Complete window will no longer appear. Instead, a message will appear: No records to process.
EFIN-46692	Fund Accounting Balance Sheet Reports Displayed Repeated Values in Fund Type List	In Fund Accounting Reports, on each of the Balance Sheet report pages, if you ran the report multiple times without exiting the page, the Fund Type field displayed a duplicated set of selections. This has been corrected and the field displays one instance for each selected fund type.
EFIN-42689	Tab Order on Display Budget Page	In Budget Preparation, Budget Administrator, Display Budget page Search Criteria, tabbing from field to field follows the expected order down the first column of fields and then down the second column of fields.
EFIN-40996	Date and Period Alignment on Requisition List Page	The Requisition List page header displayed the Date and Period without proper spacing between fields. There is now space between the Date and the Period labels.
EFIN-20000	Confirmation Window When Deleting your Own Security User Account	In System Administration, on the Users page if you attempted to delete the user account of your current login session, if you selected Yes to the Confirmation a message appeared: May not delete yourself. The Confirmation window remained on the page until you selected No. This has been fixed. The Confirmation window closes after you select Yes. The message that you cannot delete yourself still appears, and you can exit the page.

Federal Reporting

There are no federal reporting issues addressed in this release.

State Reporting

This release includes updates and resolved issues for the following states: