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ITC- USPSR-Calendar Year-end Closing Checklist

USPSR Calendar Year-End Closing Procedure

This procedure outlines the steps to be taken to close the USPSR calendar year-end.
Each ITC is encouraged to configure the checklist to their own specifications.

Process any Life Insurance payments

Be sure to process the Life Insurance pay type for life insurance premiums over $50,000 before your last payroll of the calendar year.
1.____ Go to Payroll//Future
       A) Click Create
       B) Choose Life Insurance Premium from Pay Type drop down
       C) Populate remaining fields and click Save
       See the chapter called Life Insurance Premium in the USPS Manual. https://wiki.ssdt-ohio.org/display/uspsrdoc/Life+Insurance+Premium

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L) Go to Core/Adjustments click Create
      M) Find the Employee
       N) Under the Payroll Item drop down choose Medicare Tax 692
       O) Under Type choose Board's Amount of Payroll Item
       P) Enter in a Transaction Date
       Q) Enter in the Amount owed for the Board Portion  (board will need to pay for both Employee and Employer portion of Medicare and employee can reimburse the district if board desires.)
       R) A Description can be entered (optional)
       S) Click Save
***NOTE-Medicare withholding will be updated on the W2 Report. Can run W2 Report and Submission to verify

Month-End Closing

2.____ SERS Per Pay Report

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M) Change Accrual or Projection field to Accrual Report using the drop down

N) Click

Quarter-End Closing

10.____ Run Quarter Report-Go to Reports/Quarter Report

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C) Sort By-Default is Employee Name. Can be changed if desired using drop down

D) Click

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

Gross - Annuities* + NC1 (if applicable) =  Adjusted gross calculated

***NOTE- The Adjusted gross calculated should equal the Calculated Adjusted Gross amount from Quarter Report. This should be true for all adjusted gross figures in the "Totals" section.

All Payroll Items 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 code

The total gross showing on Quarter Report should equal the total of all payroll clearance checks created during Payroll Posts for the quarter.


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

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15.____Balance the gross amounts on the W2 Report.TXT report with Pay Reports for the quarter 

**NOTE- These amounts may not balance due to the way *W2 Report handles certain amounts (e.g. Medicare pickup)

16.____Go to Processing/Outstanding Payables and verify that there are no outstanding Payroll Item amounts

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{}IF YOU ARE READY TO COMPLETE W2 PROCESSING,* PROCEED TO STEP 23 *W2 Processing.
IF YOU NEED TO BEGIN JANUARY PAYROLL PROCESSING BEFORE COMPLETING W2 PROCESSING, Leave December reporting period Open and create your January reporting period through Core/Posting Period and make that Current. After your January pay has been completed you can then process W2's starting with Step 23.

* W2 Processing

23. ____ Go to Core/Payroll Item Configuration. Check W2 abbreviations on all city Payroll Item Configuration records.

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35.____ Print the W2 Report and verify the data. Make changes to the data, if necessary, and rerun W2 Report and Submission again. This program can be run as many times as needed until all data is correct.

If ITC is submitting files for districts, please follow steps below:

36.____ Creating W2 SSA Submission File--When all W2 data has been verified and is accurate run W2 Report and Submission again this time choosing the Submission option

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This will produce a file called W2TAPE.SEQ TXT which will need to be either securely emailed to your ITC for SSA Reporting OR loaded on the BSO website by the district user.

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Create a directory ex.-W2-R_20 of your own to transfer these W2TAPE.SEQ TXT files to.

Rename the W2TAPE.SEQ TXT file to something defining the district Ex. MAW2TAPE.SEQ TXT (The MA defining the district)

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They should then be included in your W2MAST.SEQ TXT file that you submit for all of your districts.

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This will produce is a file called W2RITA.SEQ TXT which will need to be either securely emailed to your ITC for RITA Reporting OR loaded on the RITA website by the district user.

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Create a directory ex. W2-R20 or W2-R_RITA.20 of your own to transfer these W2RITA.SEQ TXT files to.

Rename the W2RITA.SEQ TXT file to something defining the district Ex. MAW2RITA.SEQ TXT (The MA defining the district)

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They should then be included in your W2MSTRITA.SEQ TXT file that you submit for all of your districts.

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This will produce is a file called W2CCA.SEQ TXT which will need to be either securely emailed to your ITC for CCA Reporting OR loaded on the CCA website by the district user.

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Create a directory ex. W2-R.20 or W2-R_CCA.20 of your own to transfer these W2CCA.SEQ TXT files to.

Rename the W2CCA.SEQ TXT file to something defining the district Ex. MAW2CCA.SEQ TXT (The MA defining the district)

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They should then be included in your W2MSTCCA.SEQ TXT file that you submit for all of your districts.

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  • Verify all data is populated accordingly
  • Enter the Tax Entity Code for the city you are creating the file for.
  • Click
  • This will produce is a file called W2CITY_ENTITY.SEQ which TXT which will need to be securely emailed to your ITC for city reporting OR log into the city website using your account information and uploaded the City W2 file on their website if they allow electronic filing..

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Create a directory ex.-W2-R.20 or W2-R_CITY.20 of your own to transfer these W2CITY.SEQ TXT files to.

Rename the W2CITY.SEQ TXT file to something defining the district Ex. MAW2CITY.SEQ TXT (The MA defining the district)

  • Follow Creating City record instructions document to create each districts city .SEQ TXT file

When you append the district data be sure that you pull these files from your directory.

They should then be included in your W2MAST.SEQ TXT file for the specific city that you submit for all of your districts.

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  • Click on the bubble next to the State you wish to create a submission file Default is -Indiana, Kentucky, Michigan, Ohio, Pennsylvania, West Virginia
  • Populate the Contract Name, Contact Phone Number and Contact Email Address fields.
  • Click
  • This will produce is a file called W2OH.SEQ which TXT which will need to be securely emailed to your ITC for State reporting OR log into the State website using your account information and uploaded the State W2 file on their website.

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  • You will then choose the Print option in the EDGE software. Click on Forms and find the district that you are processing, click on W2. Choose the copy version that you are going to print.


If district is submitting their own W2 submission files, please follow these instructions:

W2 Report and Submission#CreatingaSubmissionFileforDistricttoSubmit

You have completed the USPS Calendar Year End Closing procedures