IN-HOUSE DISTRICTS Please contact your Technology person for details. Your district tech person will be receiving notice of this release directly.

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Jasper Magnus Simpson
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SMART HR Bulletin FY 2016-10 May 31, 2016 SMART Version 16.

1 SMART HR Bulletin FY May 31, 2016 SMART Version 16.2 Update RDS DISTRICTS If you are a district using the RDS system, the upgrade will be completed for your database between 6:00 8:00 AM on Thursday, June 2. You must be off SMART at 6:00 AM. We will send an once the update is complete. IN-HOUSE DISTRICTS Please contact your Technology person for details. Your district tech person will be receiving notice of this release directly. SMART er In 16.2 the menus for SMART er will be changing to be more mobile and browser friendly. We are hoping as browsers continue to change frequently this will allow our users to be able to access their information and navigate more easily. Following are some examples of various rights for employees, but should cover the most common scenarios. NOTE: An employee s ability to view menus will start with 1-No rights outside of own information, and based on their level of access, can range up to 4-rights to everything in er. 1. Normal Employee with no additional capability (ie: no ordering or transportation) NOTE: The Home page will be the same for everyone, and be the main page er starts from. C A B D E Page 1 of 9

Below is a key to the screen shot on the previous page. A- This is a new feature that will track the pages by user that are visited most frequently. It will list the top 5 most accessed.

2 Below is a key to the screen shot on the previous page. A- This is a new feature that will track the pages by user that are visited most frequently. It will list the top 5 most accessed. They are also available in the normal menu. After the conversion the user will see nothing until they access a page. B- This is a new feature that directly access the two most frequently used pages. It will provide the most current amounts available, but detail can be view by clicking on the link to View Detail. Old pay Stubs can also be found under the link. If a user has not been paid or the district is not using TimeOff, then the box will not display. C- All user maintenance for SMART er is now located in one place. The links for changing passwords or Security Questions are now easy to find and will always be located there. We still RECOMMEND that users logout of SMART er if on a public computer to keep their data safe. D- Menus can be opened or closed by clicking on the +. We automatically open SMART er to an employee s information to save them clicks. E- The browsers that are supported for the current release of SMART er can be found at the Visit our About page link. These are adjusted every release based on the users accessing SMART er statewide. If you have comments or suggestions about SMART er itself they can be ed to the address listed at the bottom of the page. Note: Questions about your particular employee information will not be answered from here, they need to be directed to the district at the top of the page in the District Information section. Printing a Pay Stub for a loan application or for personal record: 1) Click on the View Pay Stub Detail link: 2) It will open the Pay Stub information: Page 2 of 9

printed, choose to Print from your browser (IE -Print Preview if wanting to

3 3) To get to other older paystubs, click on the View Other Pay Stubs link to get a list to choose from: 4) Once the page is opened to the Pay Stub to be printed, choose to Print from your browser (IE -Print Preview if wanting to view on screen first). Print options are different based on browser selected. Page 3 of 9

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Note in this picture there is no My Frequent Places section it is because this person has not clicked on any pages in SMART er yet.

5 2. Normal Employee with Transportation and Ordering The only thing that will change from example #1 to this one is that in this situation there will be additional menu groups related to the pages for Ordering and Transportation. Note in this picture there is no My Frequent Places section it is because this person has not clicked on any pages in SMART er yet. Once they do, it will display. Expanding the groups will show the page and reports related to both: Menus can be opened or closed by clicking on the +. Page 5 of 9

Note for reports there will be additional filtering incorporated into 16.2.

6 3. Supervisor In this example the individual has access to Ordering and the Supervisor s Report of Accident 4. Business Manager In this example the individual has access to almost everything whatever roles are assigned. Note for reports there will be additional filtering incorporated into If there is no data in the table at all, then the report will not display in the list even if it is turned on. At the point the system recognizes there is data, the report will show-up (this is based on a SQL job that runs every hour). Page 6 of 9

2015 ACA Filing If you received a status of Accepted With Errors when you submitted your ACA file to the IRS there are additional steps needed. Please complete the following steps: 1.

7 2015 ACA Filing If you received a status of Accepted With Errors when you submitted your ACA file to the IRS there are additional steps needed. Please complete the following steps: 1. If you receive the Status = AcceptedWithErrors, you are NOT done filing for 2015 until some additional work is done. a. Click on the Print Emp Error Letters button on the front of the row to print the letters to the recipients who have an error. Note: The button should say Print Emp Error Letters it will generate a letter for anyone in the file that has a bad SSN Name combination. 2. All forms NEED to be given to the recipient so that it can be determined if a correction needs to be sent back to the IRS. This needs to be done as soon as possible and within 60 days. Page 7 of 9

8 If a letter is mailed, the IRS recommends getting a signature on it for proof that it was delivered to the recipient (in case they do not respond in a timely manner, or at all). Note: The report was designed so that if it is folded in thirds, it will go into a window envelope easily: Page 8 of 9

9 3. When the recipient gives information back Option 1 Copy of SSN card received If the SSN cards match what was sent to the IRS from the letter: Keep a copy of the cards as proof and nothing further needs to be done. You may want to save this information in the Save ACA Doco window if you ever need it for future proof. If the SSN cards do NOT match what was sent to the IRS from the letter: Keep a copy of the cards as proof and a mandatory correction will need to be made to the IRS. (You may want to save this information in the Save ACA Doco window if you ever need it for future proof. A window will be available in SMART HR in mid-june. Option 2 Letter returned with corrections (no SSN received) If the letter is returned with corrections because the information does NOT match what was sent to the IRS from the letter: Keep a copy of the information as proof and a mandatory correction will need to be made to the IRS. (You may want to save this information in the Save ACA Doco window if you ever need it for future proof. A window will be available in SMART HR in mid-june. New ACA User Documentation: New ACA User Doco can be found on our website under Support ACA and scroll down to Downloads. Page 9 of 9

SMART HR Add the Primary Status to the Binoculars select box display.

SMART HR Add the Primary Status to the Binoculars select box display. SMART HR Bulletin FY 2018-02 December 11, 2017 SMART Version 17.3 Update RDS DISTRICTS If you are a district using the RDS system, the upgrade will be completed for your database starting at 8:00 PM on