October 2023 Monthly Release - 22.4.25 (September 29)

EFIN-100903

Separation of Access to Vendor Access Center (VAC) Vendor Management and Configuration Pages

In the System Administration module, resources have been refined to control access to Vendor Access Center (VAC) administration pages and tasks. Users may have more than one resource assigned.

• 5014: Users with this resource can edit email messages on the Workflow Configuration Profile, Vendor Access Center pages. This resource has not changed and is included here for clarity.

• 5027 May Update Vendor Configuration: Users with this resource can access the Configuration and Help Content pages. Previously, this resource also allowed users access to the Vendor Management page.

• 5028 May View/Update Vendor Management: Users with this resource can access the Vendor Management page. This is a new resource to provide separate access to the Vendor Management page.

EFIN-92095

Employee Access Center (EAC) Advanced Workflow Expense Form Account Display Restriction Update

We have added validation to expense forms, limiting the display of available account numbers in the lookup if the employee has access to both PowerSchool ERP (as a user) and EAC (as an employee). Validation is enforced through System Administration, Security, User Views.

Employees with only EAC access (employees who do not have PowerSchool ERP Security User records) will still see all information.

While we explore restrictions for EAC-only users, the recommendation to districts is to create core PowerSchool ERP users to be eligible expense request submitters and approvers as an interim solution.

EFIN-30896

Pre-Calculation Reflects Deductions that Reach Maximum Amount in a Pay Cycle

In Human Resources, Pay Run Processing, when a pay run contains multiple pay cycles, Pre-Calculation Reports have been adjusted to calculate deductions, taxes, and net pay correctly if there is an employee deduction that reaches a maximum amount in a pay cycle that is not the final one in the pay run. For example, if a pay run has three pay cycles, and an employee deduction reaches the maximum amount in Pay Cycle 1, then the deduction amount, impacted taxes, and net pay will calculate accurately for the additional pay cycles.

Pay Calculation has been calculated accurately, so previously there was a discrepancy in totals between pre-calculation and pay calculation reports under this scenario. This is also resolved.

EFIN-109304

Expense Advanced Workflow Default Account on Expense Category

In Fund Accounting, Reference Tables, Expense Categories, when a Default Account is added to a category it is retained on an expense report if the selected budget includes the default account. If the selected budget does not include the account, then the account is removed and the submitter or approver needs to select an account from a provided list. Previously, when a budget was selected in the entry or approval process of an expense report, the default account was deleted and had to be re-entered even if it was included for the budget.

EFIN-109215

Full Account Format on Batch Position Control Table Report

On the System Administration, Profiles, Fund Accounting Profile page, System Options, if Full Account Format is selected, then in Human Resources, Position Control, on the Batch Position Control page, after a search is performed and a user clicks Print, the report will use full account structure formatting. Previously the report was displaying budget unit and account, even if the database was set to use full account format.

EFIN-109087

Pending Employee EAC/ETS Password Saves on Finish

When updating the EAC/ETS password for a pending employee, clicking Finish was not saving the updated password.  Clicking Finish now saves the data.

EFIN-108537

Bargaining Unit on Job Class Reference Table with Print to Excel

On the Human Resources, Reference Tables, Payroll, Job Classes page, after a search is performed and a user clicks Print and selects Excel as the output, the Bargaining Unit appears as expected. Previously, there were customizations added for AL and VT that caused an issue with the Bargaining Unit column. This has been resolved by creating separate functions for state customizations.

EFIN-108321

Edit Employee Time Timecard Calculation

In Human Resources, Pay Run Processing, on the Edit Employee Time page, amounts that are calculated as Hours/Days times Pay Rate were calculating incorrectly when there was more than one record. They were calculating based on the last record. This has been resolved and each record will calculate the amount independently as expected.

EFIN-108069

Update Disbursement Fund in Organization Chart

In System Administration, Profiles, Fund Accounting Profile, if the System Option for Cash Interfund Balancing is not selected, then in Fund Accounting, Reference Tables, Organization Chart, the Disbursement Fund Used field can be set to any fund value that is already configured in the Organization Chart. Previously, validation was preventing users from setting the Disbursement Fund Used field to a fund other than the disbursement fund value assigned in the Fund Accounting profile.

EFIN-106773

Certification Types Align in Applicant Tracking and Personnel Reference Tables

In Human Resources, Reference Tables, if a user adds a record on the Applicant Tracking: Certification Types page or the Personnel: Certification Types page, the record is copied into both reference tables. Previously, if a user added a record on the Applicant Tracking: Certification Types page, the record was not copied into the Personnel: Certification Types page. If the user attempted to add the Certification Type in the Personnel reference table, an error appeared indicating a record already existed, but it was not listed in the Personnel reference table.

EFIN-106604

Vendor Access Center (VAC) Administration Loads Pages

Some customers experienced a blank page loading instead of the System Administration, Vendor Access Center, Configuration page. This has been resolved.

EFIN-106276

New Employee Access Center (EAC) Leave Requests Validation Added for Contract Dates

On the Workflow Configuration Profile page, when on the Global Settings tab the Employee Leave Request Type is set to Dynamic or Advanced, and on the Employee Leave Request tab, Calendar Validation - Employee is set to Fatal or Warning, New EAC processes validation correctly and produces messages aligned with the setting. This makes the calendar validation consistent with other leave request methods. Previously, calendar validation was not being applied for leave requests entered in New EAC.

EFIN-106273

New Employee Access Center (EAC) Add Beneficiaries in Open Enrollment

Previously, in New EAC Open Enrollment, when attempting to add a person as a beneficiary using a Social Security Number (SSN) that was used for a dependent, a duplicate error was generated. Validation was processed against the dependent records instead of the beneficiary records. This has been resolved. Beneficiary validation is against beneficiaries, and dependent validation is against dependents to prevent incorrect validation errors for duplicates.

EFIN-106264

Summer Fiscal Accruals Post Creates Accurate Batch Journal Entries

Summer Pay Fiscal Accrual posting has been updated so batch journal entries for Project (P and R) records are created correctly. Previously, an error was causing the source and status fields in batch journal entries for projects to be blank. These fields are now populated with the correct information in the journal entry records.

EFIN-106161

Student Activities Reports and Activity List Are Aligned

In Student Activities, the balances displayed on the Student Activity List page and various reports were inconsistent for some location activities. This was occurring because of:

• An issue with the calculation of ending balances for Student Activity reports when:

  • Deposits are created using an expenditure account.

  • Checks or manual checks are created using a revenue account.

• A difference in how the Beginning Balance was calculated for Student Activity List page and for reports.

In Fund Accounting, Periodic Routines, Year End, when the Interim Close was run an error occurred indicated there were no Student Activity ledgers to process, and the Interim Close was not processing correctly. This impacted prior year balances.

These issues have been resolved.

EFIN-105981

Employee Timesheets (ETS) Menu Links After Switching to Single Sign-on (SSO)

In ETS, an issue was discovered that occurred when a district started using SSO. Employees hired prior to using SSO experienced expected behavior. For employees with employee records that were added after SSO was implemented, menu links in ETS displayed as plain text and did not respond when selected. This has been resolved and ETS menu links work as expected.

EFIN-105577

Encumbrance Activity Report and Encumbrance Status Report Run Successfully

Using Full Account Format, in Fund Accounting, Reports, Financial Statements, Encumbrance Activity and Encumbrance Status report produced a fatal error if the full account number or account number components were used as Report Criteria. This has been resolved.

EFIN-104383

Non-Fund-Only Roll Prior Year Encumbrances Caused Fund Out of Balance

On the System Administration, Profiles, Fund Accounting Profile page, System Options, if the Balance Sheet Option for Use Fund Only is not selected, then in Fund Accounting, Periodic Routines, Year End, when a user ran Roll Prior Year Encumbrances, it caused Fund Out of Balance messages to occur because the encumbrances were not rolling to the correct accounts. This has been resolved.

EFIN-104080

Effective Date Changes Edit Report Included Employees with Blank Old and New Values

When information was sent from Records to PowerSchool ERP but no changes were required in PowerSchool ERP, employees appeared in the Effective Date Changes Edit Report with blank old and new values. This has been corrected and the employees will not be listed in the report.

A previous release (22.4.10) attempted to correct this but it was reported that the issue continued.

Existing blank records are not corrected with this fix. Delete or post existing blank records to clear them from Effective Date Changes.

EFIN-103850

Expenditure Recommended Worksheet Prints Account Titles and Ledger Names

In Budget Preparation, Reports, Expenditure, the Recommended Worksheet report was not printing account numbers and titles as the report header implies. This has been resolved.

EFIN-103621

Employee Name fields overlapping adjacent columns in Payroll Outstanding Checks Report 

In Human Resources, Reports, the Outstanding Check Report output to PDF (File or Screen) has been modified to print long employee names in multiple rows. Previously, long names extended and printed over the next columns which sometimes overlapped information and made it difficult to read.

EFIN-103159

Employee Access Center (EAC) Loads Dashboard from Login Button Using Single Sign-on (SSO)

When using SSO with Legacy or New EAC, if a user logged out and then clicked the Login button on the logout page while the SSO session was still active, they were directed to a login page with lists of districts and profiles, instead of having the EAC dashboard load. This has been resolved.

EFIN-101942

New Employee Access Center (EAC) Extended Check With Rate Prints YTD One Time

If a pay run included a timecard that included the same pay code multiple times with different rates, in new EAC the Extended Check with Rates format printed the YTD value on each line for the same pay code, which caused calculation errors for YTD totals. This has been resolved, and the YTD value will only print the first time a pay code appears.

EFIN-101866

New Employee Access Center (EAC) Login Page for Non-Single Sign-on (SSO) Profiles After Logout

In New EAC when not using SSO to log in to EAC and after setting up a redirect to route users to the individual profile login page, when a user logs out and then clicks the Login button on the logout page, the user is directed to their customary login page. Previously, in this scenario when users clicked the Login button from the logout page, they were directed to a login page with lists of districts and profiles and needed to select the correct combination for their employer.

EFIN-101229

Post Aesop Attendance Run Number Field Length Expanded

On the Human Resources, Aesop Interface, Post Aesop Attendance page, the field length for Aesop Run Number has been expanded to display the full value. Previously, the field was shorter and the value was cut off.

EFIN-101105

Combining Balance Sheet Report Groups by Fund Group

In Fund Accounting, Balance Sheets, the Combining Balance Sheet report has been corrected to display totals by Fund Group. Previously, it totaled by fund.

EFIN-101089

Employee Access Center (EAC) Logout Message for Single Sign-on (SSO) Session

In legacy and new EAC with SSO, when a user logs out of the application, the message has been updated for clarity: “Thank you for using Employee Access Center. You have been successfully logged out of the application. Your account was signed into Employee Access Center using your district's identity provider. You have not been logged out of the identity provider or any other applications.”

EFIN-100635

Defined Window for Page 31999 Employee Group Life Over 50K

On System Administration, Human Resources Profile, Defined Windows page, the system-defined page 31999 for Employee Group Life Over 50K has been updated.

• Added the Self Paid Ins field including default Help Text. This field was present in earlier versions of the software.

• Added default Help Text for the No. Pays and Grplife Ins fields. Previously, the default text was missing.

EFIN-100504

Integration: Aligned Field Length of Single Sign-on (SSO) Identifier Across Products

Recently, the Global SSO Identifier field was added to integrations between PowerSchool ERP, Applicant Tracking, Records, and PowerSchool SIS. Global SSO Identifier records from PowerSchool ERP were adding trailing spaces to fill 500 characters, but the receiving products had a character limit of 255 characters. This caused integration log errors to occur. To resolve this, the Global SSO Identifier field in PowerSchool ERP has been aligned to the 255 character limit and the integration will not add trailing characters if the value is fewer than 255 characters.

The Global SSO Identifier may be referred to as a Staff or Teacher Identifier in other products.

EFIN-99318

Advanced Workflow Attachments Display and Download

When a submitter or approver adds an attachment to an Advanced Workflow Leave Request or Expense Report, the file name can contain special characters and it will display and can be downloaded by the submitter or approver. The special characters allowed do not include standard restricted special characters: slash ( / ), backslash ( \ ), colon, asterisk (star), question mark, double-quote, less-than, greater-than, or pipe. Other special characters may be used.

Previously, there was an issue where if a file name contained any special characters, the attached document would not display to the employee or the approver, and it could not be downloaded (for example, if the file name contained a date using periods in the format mm.dd.yyyy).

The fix applies to new files that are uploaded after installing this software release. It does not apply retroactively to files that were uploaded prior to the fix.

This applies to legacy and new Employee Access Center (EAC) as well as the Attachments icon in the software.

EFIN-94094

Assignment Codes Reference Table Saves Edits

In Human Resources, Reference Tables, the Assignment Codes page saves edits to a record and closes the page as expected. Previously, if a user edited a field and clicked Accept to save the change, the page would hang, the user had to hard-exit the page by closing the browser window, and the edit was not saved.

EFIN-93010

Advanced Workflow Canceled Leave Entered in Employee Access Center (EAC) Reflects in Employee Timesheets (ETS)

In legacy and new EAC, if the district uses Advanced Workflow for leave requests and an employee entered a leave request, and the leave request was approved, and prior to submitting the timesheet the employee subsequently canceled the leave request and submitted a new leave request for the same date, and the new request was approved, the canceled leave request did not update in ETS. This caused ETS to reflect an inaccurate higher amount of leave time because it retained the canceled time, This has been resolved and ETS will reflect the correct leave time and subtract the canceled time.

EFIN-91924

Single Sign-on (SSO) Login from PowerSchool SIS Teacher Portal to Employee Access Center (EAC)

For districts using PowerSchool SIS and New EAC, an issue was discovered that if a user clicked the Applications icon and selected EAC, it was loading the legacy version of EAC. This has been resolved.

EFIN-84767

Job Posting Page Displays Full Account Format

In Human Resources, Posting Requisitions, the Job Posting Overview page displays full account format if the database uses it and it maintains full account format until a record is saved successfully. Full Account Format is set up in System Administration, Profiles, on the Fund Accounting profile System Options tab. Previously, the Job Posting Overview page displayed full account format until certain fields were edited, and then it displayed budget unit and account and an error occurred and the record could not be saved.

EFIN-40277

Directory Edit in File Name Field of Load Options No Longer Allowed

In Human Resources, on multiple pages used to load or import attendance, the File Name field has been modified to prevent a user from changing the default destination directory for the file. This prevents the user from altering the intended folder for the file.

File names may not contain the following special characters or character combinations: Semi-colon, colon, forward slash, backward slash, percent, dollar, number or pound, double-forward or double-backward slash, double quote, or asterisk (star).

The impacted page are:

• Aesop Interface, Load Aesop Attendance

• Payrun Processing, Load Employee Time, Time Loading Options: SUB - SubFinder

• SubFinder Attendance, Load SubFinder Attendance

• SFE Interface, Load SFE Attendance

• Batch Employee Time, Load (action bar)

EFIN-94423

1099-NEC: Foreign State Field Size Increased

In Fund Accounting, Periodic Routines, 1099 Processing, on the Maintain 1099-NEC Work Files, 1099-NEC Update page, the Foreign State field has been increased to 23 characters.

EFIN-92988

W2 Employer Address Line 2 Added

In Human Resources, Periodic Routines, W2 Processing, in the Set Up Employer Records step, on the W2 and 1099R Employer Maintenance page, a second address line has been added. When you add a new employer record, the second address line defaults from from the Set Up W2 Parameters page. This second address line will be included in print forms, Employee Access Center (EAC) forms, and in the electronic file.

The Address field label has been made consistent on the Set Up W2 Parameters, Set Up Employer Records, and Employee W2 File Update pages.