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  •  1. Create Life Insurance records in Payroll/Future 
    •  Go to Payroll//Future
      • Click Create
      • Choose Life Insurance Premium from Pay Type drop down 
      • Populate remaining fields and click Save
Info
See the chapter called Life Insurance Premium in the USPS Manual.
    •  If the Life Insurance Premium pay type was not used on or before last pay of the year, this can be handled through Core/Adjustments to update total and taxable fields on all necessary records.
      • Go to Core/Adjustments click Create
      • Find the Employee
      • Under the Payroll Item drop down choose the 001 record
      • Under Type choose Life Insurance Premium
      • Enter in a Transaction Date
      • Enter in the Amount of the Life Insurance Premium
      • A Description can be entered (optional)
      • Click Save
Warning
This will update the Federal, State, City, OSDI and Medicare total and taxable gross figures for W2 reporting purposes.
    •  Use Core/Adjustments to manually add the Medicare Amount Paid-(board will need to pay for both Employee and Employer portion of Medicare and employee can reimburse the district if board desires.)
      • Go to Core/Adjustments click Create
      • Find the Employee
      • Under the Payroll Item drop down choose Medicare Tax 692
      • Under Type choose Amount Withheld
      • Enter in a Transaction Date
      • Enter in the Amount owed for employee and employer Medicare for the Life Insurance Premium. (board will need to pay both employee and employer share and employee can reimburse the district if the board desired.)
      • A Description can be entered (optional)
      • Click Save
Warning
Medicare withholding will be updated on the W2 Report. Can run W2 Report and Submission to verify

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      • Pay Title- SERS Per Pay Report-Can be changed if desired
      • Sort By- Choose from drop down option
      • Begin Each Employee on New Page-Check if desired
      • Show Detail on report-Default as checked.
      • Show informational Messages on Report-Defaulted as checked.
      • Pay Date- Enter or choose Pay Date from calendar
      •  Under eSERS Pay Cycles enter
        • Pay Cycle
        • Pay Cycle Code
        • Begin Date
        • End Date
    • Click Generate Report
      •  Review the report and verify employee earnings, days and hours.
      •  Review the report and if needed clean up any possible errors.
      •  Verify that the total contribution amounts listed on the report equal the total Payroll Item checks for SERS withholdings plus any USAS checks written for pick-up on pick-up.
      •  Verify that contributions by employee equal earnings times the applicable retirement percentage. Allow for rounding (within a few cents).
    •  Once satisfied that the data is correct, run the SERS Per Pay Report program again
    •  Generate Submission File for Adjustments only-Check if needed
      • Set Employees Within Submission File As Reported to SERS- Defaulted as check.
      • Pay Cycle, Pay Code, Begin Date and End Date should be defaulted from report run
      • Click Generate Submission File
    •  Save the file to your desktop or a folder of your choosing
    •  Click the Link to eSERS option and upload your file to eSERS
  •  3. Complete and submit the SERS monthly payments as required.
  •  4. Verify that all "new" SERS employees have been reported as new hires. Reports/SERS New Hire Report could be used
  •  5.  STRS Report
    •  Go to Reports/STRS Report
      • Report Title- STRS Report-Can be changed if desired
      • Sort By-Choose sort option from drop down
      • Payment Method-Check is default can be changed using drop down
      • Check or Transaction Number-Populate if applicable
      • Report Format-Choose from drop down format type
      • Check the box next to the Historical Payroll date you will be creating the report for
      • Click Generate Report
        •  Review the report and verify employee earnings, days and hours.
        •  Review the report and if needed clean up any possible errors
        •  Verify that the total contribution amounts listed on the report equal the total Payroll Item checks for STRS withholdings plus any USAS checks written for pick-up on pick-up.
        •  Verify that contributions by employee equal earnings times the applicable retirement percentage. Allow for rounding (within a few cents).
    •  Once satisfied that the data is correct, run the STRS Report again

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        •  Save the file to your desktop or a folder of your choosing
        •  Click the button
        •  Click the button to send the file to STRS
  •  6. Verify that all "new" STRS employees have been reported as new hires. Reports/STRS New Hire Report could be used
  •  7. Balancing the payroll account (when statement is received from bank).
    •  Reconcile checks 
      •  To Auto-reconcile checks with a file from the bank:
        • Go to Payments/Check Register and click on Auto-Reconcile tab. 
          •  Enter Reconciliation Date for reconciliation.
          •  Be sure Pay Rec Format is correct (will stay after entering first time)
          •  Choose file and Click UPLOAD
      •  To reconcile checks manually:
        • Go to Payments/Check Register
          • Use Grid to Filter to get just status of “Paid”
          • Click the box next to the checks you want to reconcile
          • Click on Reconcile Tab
  •  8. Generate an Outstanding Checks Report

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    •  Go to Reports/SSDT Outstanding Checks Report and click the Generate option Image Modified
      • Format-Choose the format from the drop down Image Modified
      • Page Size-Choose from drop down Image Modified
      • Orientation-Choose from drop down Image Modified
      • Name-Default is Outstanding Checks. Can be changed f desired
      • Start Date-Enter in a Start Date
      • End Date-Enter in an End Date
      •  Click Image Modified
                             OR
  •  Go to Reports/Payment Transaction Status Report
      • Sort Options-Select from the drop down
      • Payment Transaction Type Options-Select from drop down
      • Payment Transaction Status-Select from drop down
      • Bank Account-Select from drop down
      • Starting Check Number-enter a specific check number or leave blank for all outstanding
      • Ending Check Number-enter a specific check number or leave blank for all outstanding
      • Issue Start Date-enter a specific issue start date
      • Issue Stop Date-enter a specific issue stop date
      • Reconciled Start Date-enter a specific reconcile start date or leave blank for all outstanding
      • Reconciled Stop date-enter a specific reconcile stop date or leave blank for all outstanding
      • Void Start Date-enter a specific void start date or leave blank for all outstanding
      • Void Stop Date-enter specific void stop date or leave blank for all outstanding
        Anchor
        _GoBack
        _GoBack
      •  Click
  •  9. IF APPLICABLE Go to Processing/Benefit Update and Projection
    •  B) Accrual Tab
      • Report Title-Defaulted to Benefit Accrual Report-Can be changed if desired
      • Accrual or Projection-Accrual Projection Report is defaulted in the drop down (suggested to run initially)
      • Benefit Accrual Options-Choose from drop down
      • Specific Accrual Date-Enter date MM/DD/YY format or choose date from calendar
      • Include Ineligible Positions-Check box if desired
      •  Sort Sort Options-Choose from drop down
      • Select by Pay Groups-Move available pay groups to Selected
Tip
Double click on pay group or to select all click first pay group record, scroll to bottom hit the shift key and click on the last pay group- All records will be highlighted and click the Image Modified
      • Select Employees-Move desired employees to Selected.
Tip
Double click on employee name or to select all click first employee record, scroll to bottom hit the shift key and click on the last employee record All records will be highlighted and click the Image Modified
      • Click Image Modified
      • View the Benefit Accrual Report. If satisfied with results.
      • Change Accrual or Projection field to Accrual Report using the drop down
      • Click Image Modified

Quarter-End Closing

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

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    •  View W2 Report check for any errors on the report. If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes in Core/Adjustments. 
Tip

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

    •  Clean up errors and re-run W2 Report and Submission
    •  Complete and balance the W2REPT Reconciliation Worksheet for the quarter following the directions on the Worksheet
    •  Balance the Payroll Item totals (taxes and annuities) on the W2 Report report with the totals from the Outstanding Payables reports from the quarter
    •  Balance the gross amounts on the W2 Report.TXT report with Pay Reports for the quarter 

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

  •  14. Go to Processing/Outstanding Payables and verify that there are no outstanding Payroll Item amounts

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  •  19. Check all totals (wages and weeks) carefully for accuracy. If necessary, adjustments can be made in Core/Adjustments
    •  o Go to Core/Adjustments
      • Click
      • Find the employee by typing in a few characters of first or last name or id
      • Under Type choose from the drop down ODJFS Weeks or ODJFS Total Gross
      • Enter or choose from the calendar a Transaction Date
      • Enter in the amount of weeks/Wages needed in the Amount field
      • A Description can be entered if desired
      • Click
  •  20.   When all data is correct, run Report/ODJFS Report again and select
  •  21. Save the file to your desktop or a folder of your choosing 
  •  22. Securely email as an attachment to your ITC.
Info
title ITC appending instructions for ODJFS tape file:

Create a directory of your own to transfer these ODJFS.18QX files to.

Rename the ODJFS.18QX file from the district to something defining the district Ex. MAODJF.18QX (The MA defining the district)

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

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


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  •  34. Securely email the W2TAPE.SEQ file to your ITC for federal and state reporting.
Info
titleITC appending instructions for SSA File

Create a directory ex.-W2-R_18 of your own to transfer these W2TAPE.SEQ files to.

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

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 file that you submit for all of your districts.

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  •  36. Securely email the W2RITA.SEQ file to your ITC for RITA reporting.
Info
titleITC appending instructions for RITA file

Create a directory ex. W2-R.18 or W2-R_RITA.18 of your own to transfer these W2RITA.SEQ files to.

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

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

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

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  •  38. Securely email the W2CCA.SEQ file to your ITC for CCA reporting
Info
titleITC appending instructions for CCA file

Create a directory ex. W2-R.18 or W2-R_CCA.18 of your own to transfer these W2CCA.SEQ files to.

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

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

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

  •  3839.  Creating a City submission file
    •  Go to Reports/W2Report and Submission/Submission
      • Click (City file is being worked on currently and will be available soon)
Info
This will produce is a file called W2CITY.SEQ
  •  3940. Securely email the W2CITY.SEQ to your ITC for specific city reporting
Info
titleITC appending instructions

Create a directory ex.-W2-R.18 or W2-R_CITY.18 of your own to transfer these W2CITY.SEQ files to.

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

Follow Creating City record instructions document to create each districts city .SEQ 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 file for the specific city that you submit for all of your districts.

  •  4041. Creating the XML file-- that will be used to print the actual W2's using EDGE software. 
    •  Go to Reports/W2 Report/Submission 

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Info
This will produce is a file called W2Form Data.XML
  •  4142. Securely email the W2Form Data.XML  to your ITC for W2 printing
Note
If employees have more than two state, city, or OSDI tax records, the extra W-2 form necessary to accommodate this information will print on the W-2 immediately following the employee's primary W-2 .
  •  4243. Inform your ITC with instructions on how to print the W-2 forms. 
    • Notification will be sent by your ITC personnel when the W2's have been printed.
  •  4344. Mail the State IT-3 form and select city taxation form(s) (if applicable) to your ITC.
Info
titleITC instructions for printing W2 from EDGE using XML file

Create a W2-R.XX or W2-R_XML.18 directory of your own to transfer these W2 Form Data.XML files to.

Rename the W2 Form Data.XML file to something defining the district Ex. MAWDATA.XML (The MA defining the district)

Using EDGE, click on the Import/Export option then click Continue, select the "Get Payer Information from File" option. Click on W2 and hit Ok. Find your
W2-R_XX subdirectory. Find the .xml file of the district that you are importing.
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.


 
 You have completed the USPS Calendar Year End Closing procedures