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The checklist below is intended for general guidelines only.  Your ITC may supply slightly different instructions depending on their policies and procedures.  Please contact your ITC for their checklist. 

ITC USPS-R Fiscal Year End Checklist

This procedure outlines the steps to be taken to close the USPS fiscal year.

**NOTE** Payrolls with July or later pay dates in the new fiscal year cannot be processed unless STRS Advance has been completed. An error will be given if trying to Initialize the first pay in July: ****RUNNING A PAYROLL IN JULY BEFORE RUNNING STRS ADVANCE ****

Cost of Life Insurance over $50,000

_____1) For any employee that will be retiring at the end of the fiscal year, calculate the cost of life insurance over $50,000. Using the PAYROLL PAYMENTS-CURRENT or PAYROLL PAYMENTS-FUTURE program, the amount should be included as part of their final pay using a pay type of Life Insurance Premium. For an example and in depth discussion of the calculation process, refer to the

_____2) Verify in System/Configuration/STRS Advance Configuration that the Advance Amount and Advance Paid Back amount are zero and Advance Mode flag is unchecked.

_____3) Go to Reports/STRS Advance run the Advance Positions Report, Non-Advance Positions Report and Advance Fiscal Year to Date Report. These reports can be used to begin balancing and verification of data.

EMIS Staff Reporting

Follow the Final L Reporting Checklist- FINAL L REPORTING USPS-R EMIS CHECKLIST

_____4) Make sure all Long Term Illness data from previous fiscal year have been cleared. To remove prior fiscal year long-term illness days use the Mass Change option in the Employee screen. (Contact ITC for assistance)

_____5) Enter new Long Term Illness (15 or more consecutive absences)  data for the new fiscal year on the Employee record in the Long Term Illness field.

_____6) EMIS absence and attendance days are calculated for you through the job calendars and attendance posting. Make any necessaryadjustments using CORE/ADJUSTMENTS.

       ____A) Click Create

       ____B) Find Employee by typing a few characters of first or last name and then click on employee name

       ____C) Go to Type and choose EMIS Attendance or EMIS Absence from drop down option

       ____D) Enter in a Transaction Date

       ____E) Enter in the Amount of days needed

       ____F) Click Save

_____7) Create CC and CJ records as needed

**NOTE** Make sure to check employee's who are no longer with the district and have a Position Status of 'U', that they have a Separation Reason and Separation Date (employee's last day) entered in the employee Position/EMIS Related Information for EMIS reporting.  Districts can create a report using Position grid with Position status, Separation Reason, filtered to 'U' and Separation Date. They can then make sure at FYE and CYE, for employee's that have left and a separation date has been entered.

Month-End Closing

_____8) Go to Reports/SERS Per Pay

        ____A) Verify the data by clicking on the Generate Report button

        ____B) Verify service days for all employees

        ____C) Total contributions should equal total deduction and warrant check payable to SERS

        ____D) Earnings x 10% should equal contributions

        ____E) Create SERS Submission File and upload to eSERS

_____9) Go to Reports/STRS Monthly Report (optional)

          ____A)  Report Title-Default is STRS Monthly Report this can be changed if desired

         ____ B) Month-Choose the Month from the drop down

         ____ C) Year-Verify year-can be chosen from drop down

         ____ D) Sort By-Default is Employee Name this can be changed using drop down

         ____ E) Report Format-Choose format from drop down

         ____ F) Click Generate Report

____10) Balance the payroll account (when statement is received from bank)

      ____A) Go to Reports/Report Manager/SSDT Outstanding Checks Report. Click (generate)

                            1- Format-Choose format from drop down

                            2- Page Size-Choose from drop down

                            3- Orientation- Choose from drop down (landscape/portrait)

                            4- Name-Default name is Outstanding Checks. Can be changed and named whatever desired

                            5- Summary Report- If you only want a summary report with totals check the box                   

                            6- Show Report Options-Will print options page showing how report was set up if box is checked                                 

                            7- Start Date-Enter in a start date in MM/DD/YY format

                            8- End Date- Enter in an end date in MM/DD/YY format

                            9- Click Generate Report

      ____B) Go to Payments/Check Register to reconcile checks manually or use Auto Reconcile.

                            1- Click the Auto Reconcile tab

                            2- Reconciliation Date- The current date is defaulted. Can be changed by using MM/DD/YYYY format                                                

                            3- Pay Rec Format-Choose format from the drop down

                            4- Bank Account-Chose correct Bank Account from drop down

                            5- Click Choose File-Locate the file from the bank

                            6- Click Upload

  ____11) Go to Processing/ Benefit Update and Projection /Accrual to accrue leave.

                            1- Report Title-Default name is Benefit Accrual Report. Can be changed if desired.                     

                            2- Accrual or Projection-Default is Accrual Projection report. Choose from dropdown. Recommendation is to process in Projection first

                            3- Benefit Accrual Option-Choose from drop down

                            4- Specific Accrual Date-Enter or chose from calendar the specific accrual date

                            5- Include Ineligible Positions-If you want to include ineligible positions check the box

                            6- Sort Options-Choose the sorting option from the drop down

                            7- Selects Pay Groups or Specific Employees-Move to the Selected box

                            8- Click Generate Report

                            9- View the report for accuracy

                            9- Change Accrual or Projection to Accrual Report from the drop down

                          10- Click Generate Report

Quarter-End Closing

____12) Go to Reports/ Quarter Report

                            1- Year-Choose year from drop down. Default should be current year

                            2- Quarter-Choose from drop down. Default should be current quarter

                            3- Sort By-Choose sorting option

                            4- Click-Generate Report

In the "Totals" section of quarter report, the gross and adjusted gross should balance using a manual calculation

             Total Gross             - Annuities             + Non-Cash Earnings              ___________________             Adjusted Gross Calculated

* Balance ‘Calculated Adjusted Gross’ on the Quarter Report

*The ‘Total Gross’ minus the ‘Total Annuities plus Non-Cash Earnings should equal the Calculated Adjusted Gross. If off check:

•       Verify the total annuities equal total of all Outstanding Payable payments made to annuity companies

•       Go to Reports/Audit Report- look for manual changes to total gross, applicable gross, Payroll  Item annuity amount withheld, federal applicable gross

•       Verify the non-cash amounts

____13) All Payroll Item checks for the quarter should equal the total Payroll Items showing on quarter report. Be sure to verify the electronic transfers of federal and Medicare payments as well. This should be true for every Payroll Item.

____14) The total gross showing on quarter report should equal the total of all payroll disbursement checks created during Payroll Posting to USAS for the quarter.

____15) It is recommended that you balance the W2 Report quarterly to minimize problems at calendar year-end.

      _____A) Go to Reports/W2 Report and Submission and check for any errors on the report.

                     1-Output Type-Click on the option you will be processing (report)

                     2- Format-Choose the format from the drop down

                     3- Report Title-Default is W2 Report. Can be changed to desired name                      

                     4- Federal ID Number-Defaulted to district Federal Id number

                     5- State ID Number-Defaulted to district State ID number

                     6- Kind of Employer-Choose from drop down

                     7- Sort Options-Choose sorting option from drop down.

                     8- Report for Year-Current year should be defaulted. Can choose from drop down if need

                     9- Include Fringe Benefits in Box 14-Check box if you want Fringe Benefits to appear in Box 14 on the W2.

                   10- Report Employee with errors only-Check box if you want to see only employees with errors

                   11- Select Payroll Item Configuration you wish to appear in Box 14 and click add

                   12- If you wish to create the report for an individual employee Select Employee and click add.

                   13- If you wish to process the report for specific pay groups move pay groups(s) to Selected area

                   14- Click Generate Report

     _____B) Complete and balance the W2 Report Reconciliation Worksheet for the quarter following the directions on the Worksheet. W2 Reconciliation Worksheet

     _____C) Balance the Payroll Item totals (taxes and annuities) on the W2 Report with the totals from the Outstanding Payables reports that were created each pay from the quarter.

                    1- Another option-- Go to Payments/Payee/Payee Checks

                    2- Filter Transaction date on the grid by the quarter (Ex. 01/01/2019..03/31/2019)

                    3- Click on Report

                    4- A report of all Payee checks for the quarter will be produced with a Grand Total

                    5-Follow the same process for Payee Electronic Transfers

     _____D) Balance the gross amounts on the W2 Report with Pay Reports for the quarter.

     _____E) If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or adjustments. The Audit Report (Reports/Report Manager/SSDT Audit Report can                   be useful in identifying these problems.

                     1- Format-Choose format from drop down

                     2- Page Size-Choose from drop down.

                     3- Orientation-Choose from drop down (landscape or portrait)

                     4- Name- Default is Audit Report can be changed if desired.

                     5- Summary Report-If you only want a summary report click the box

                     6- Show Report Options-Will print options page showing how report was set up if box is checked

                     7- Start Date- Enter a start date you wish to begin your audit from.        

                     8- End Date- Enter an end date you wish to process the report through.

                     9- Click Generate Report

_____16) Go to Processing/Outstanding Payable and verify that there are no outstanding Payroll Items. (Screen should be empty)

_____17) The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS accounts payable checks to the vendor or deduction company.

_____18) Complete and file any required quarter-end submission forms. (Federal- 941 and Schedule B, State -942, OSDI, Cities, etc.)

_____19) For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

**NOTE** Mobile employees could cause discrepancies.

 ____20) Go to Reports/ODJFS Report.

                            1-Year-Default is current year. Choose year from drop down

                            2-Quarter-Current quarter should be defaulted. Can choose from drop down

                            3- Sort By-Choose sorting option from drop down

                            4- Click Generate Report

Check all totals carefully for accuracy. If necessary, go to Core/Adjustments and add the appropriate number of ODJFS weeks.

When all data is correct click on Generate Submission File

     _____A) Transfer the file to your desktop or folder of your choosing and securely email the file to your ITC for submission

STRS Advance Processing

 Even Though the board will not be advancing the money to STRS as in the past, the process for the annual reporting is the same as prior years.

♦ Employees flagged as full-time must have at least 120 service days to be granted a full year of service credit toward retirement. Employees flagged as part-time will be given credit according to STRS rules outlined in the STRS Employer's Manual. If you are in doubt about an employee's part-time or full-time status, contact STRS and obtain a ruling.

_____22) Go to Reports/STRS Advance

                            1- Sort By-Choose sorting option from drop down option  

                            2- Start Date for Academic Year-Choose or enter starting date for academic year

                            3- Ending Date for Academic Year-Choose or enter ending date for academic year             

                            4- Click Generate Advance Fiscal Year to Date Report     

                            5- Click Generate Advanced Positions Report

                            6- Click Generate Non-Advanced Positions Report     

These options can be ran as many times as needed.

-The Advanced Positions Report lists all advanced jobs for the district.

-The Advance Fiscal Year to Date Report is the complete fiscal year-end report for all STRS employees.

-The Non-Advanced Positions Report lists STRS employees whose jobs will not be advanced.

Verify the data on the reports. On the Advance Fiscal Year to Date Report, check each employee's service credit and FYTD totals. At the bottom of this report, there is an amount labeled Taxed + Non-taxed. The amount shown should equal the amount deposited with STRS during the fiscal year plus the amount of accrued contributions on summer pays.

_____23) Once the data has been verified for the advance, in the Reports/STRS Advance click on the Generate Submission File option. Save the file to your desktop or a folder of your choosing

♦ This option will flag all eligible jobs as in advance mode, set the system Advance Mode flag and then create the Advance Amount figure. Each time Outstanding Payables are processed for STRS the Advance Pay Back field on the System/Configuration/STRS Advance Configuration screen will be increased by the advance amount figure paid. 

_____24) *If applicable** If  third party files need to be merged with the STRS advance file that was created send that third party file along with your advance file securely to your ITC. The ITC will combine the necessary data and securely email the file back to you so it can be submitted.

_____25) Submitting STRS Advance file

     ______A) Go to Reports/STRS Advance

     ______B) Click Choose File-Find your STRS Advance file

     ______C) Click Submit Uploaded File to STRS

_____26) Notify your ITC letting them know that your STRS  Advance data has been submitted to STRS electronically.

Quarter-End Closing Completion

_____27) A Surcharge report can be created

      ______A) Go to Reports/SERS Surcharge Report

      ______B) Fiscal Year-Choose from drop down (default should be current fiscal year)

      ______C) Include Fixed Pay Accounts-Checked s the default if do not want Fixed Pay Accounts uncheck

      ______D) Report Format-Choose format from drop down

      ______E) Click Generate SERS Surcharge Report

Save the report for comparison with data that is sent to the district pertaining to SERS Surcharge employees.

_____28) Run the Wage Obligation by Employee report selecting only SERS pay groups

      ____ A.) Go to Reports/Wage Obligation by Employee

      ____B.) Format-Run the report in PDF and CSV for GAAP auditing.

      ____C.) Report as of- The default date will be the current date

      ____D.) Date to Calculate Payables Through-Enter the ending date of the fiscal year (ex. 6./30/YY

      ____E.) Sort By- Choose sorting option

      ____F.) Appointment Type-Choose Classified

      ____G.) Pay Groups- Select any pay groups that withhold SERS.

      ____H.) Click Generate Report

Save the report for a SERS Liability Report for the auditors.

____29) Run the ‘Auditor of State CSV Report’ located under Reports, to create files for Auditors. Once the file has been created, you will need to email this to with a subject line formatted as "999999_YEAR_USPS-R" replacing the nines with your IRN and the "YEAR" with the 4 digit fiscal year end (i.e. 2021).

You have completed the USPS Fiscal Year End Closing procedures.

Post Fiscal Year-End Closing

Restrictions during the advance:

♦ Modifications cannot be made to certain fields on Position/Compensation records in the advance mode.

♦ Certain Pay Types cannot be processed on advance jobs REG or IRR

_____1) STRS follow-up on the Advance after all summer pays:

   _____A) Core/Organization-At the time of the last advance payment if all advances have been paid correctly the Pay Back field will match the Advance Amount and the Advance Mode flag will be turned off.  The Advance Amount figure will need to be removed manually. If that figure is not removed it will be overwritten the following fiscal year by the new advance amount.

♦ After the advance is complete to find any discrepancies between what was contributed to STRS and what was reported on the advance submission tape file a report in the redesign, SSDT Check STRS Advance Report, can be ran to compare totals for each employee to those on the Advance Positions Report. Any employee showing a differing amount should be researched.

 ♦ Any difference should be reported to STRS as a prior fiscal year correction if necessary.

  _____ B) Contact your ITC to have any remaining STRS advance amounts removed from STRS Advance Configuration

New Fiscal Year

_____1) Go to Core/Posting Period and create the July Posting Period

_____2). To begin July payroll processing go to Core/Posting Period and Create a July Posting Period. The Posting Period must be at least Open in order to begin payroll processing. The Posting Period will need to be set to Current before Payroll Posting takes place.

_____3) Create Job Calendars for the upcoming school year

_____4) Create New Contracts for employees.

  • Go to Processing/New Contracts and use one of the following options or manually create new contracts in Compensations
    • New Contract Maintenance
    • Mass Copy Compensations
    • Import New Contracts

_____5) Non Contract Compensations cannot be loaded through New Contract. One of two options can be used:

  • Go to Reports/Report Manager and click on Generate SSDT Non-Contract Compensation Mass Load Extract
    • This file is created in excel format. Update the file removing employees, updating pay data, etc and then save as csv
    • If wanting to add “new” non contract compensations the code field must be defined on the csv file
  • Go to Utilities/Mass Load, find your file and then under Importable Entities choose Compensation and click load
  • Other option is to manually update Non Contract Compensations records accordingly


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