June 2014

Disclaimer 2 This document is to be used as supplemental information only. This document is not a complete Fiscal Year End Checklist and should not be used as one. If you use this as a checklist, you will miss steps necessary for properly closing of the fiscal year.

Pre-Closing NC1 Payments Cost of Life Insurance over $50, for those employees retiring as of June 30. The NC1 amount should be processed to prevent manual changes at calendar year-end. Reference IRS Publication 15-B UPDCAL: 3

Pre-Closing NC1 Payments Federal, State nor OSDI taxes are withheld Added to wages even though no tax is withheld Medicare and FICA are withheld Flag in DEDNAM city records controls whether city tax is withheld. Even if flag is set to “N”, the amounts are added to the wages. 4

Pre-Closing USPSDAT/DEDNAM 5

Pre-Closing Run SURCHG program – surcharge minimum level for 2014 is $20, Complete EMIS YEAREND Staff Reporting – in USPSDAT/USPCON, change the reporting period to ‘N’ for June reporting. Run the RETIRE, SERSREG program – do NOT create the tape file at this time. Verify all information is correct. Once information is correct, run again and create the tape file. 6

Pre-Closing Run CHKSTA or PAYREC to reconcile checks Run USPRPT/CHKSTS to get list of outstanding checks Balance payroll account 7

Pre-Closing Run the ERNREG for the quarter and/or 6 mo. period. Run the USPRPT/EMPMST report including all data as of the end of the fiscal year. Run the BENOBL program and WAGOBL program. These are required by auditors for GAAP. 8

Quarter-End Closing Run QRTRPT to generate demand report-Option N. Lists all QTD figures from JOBSCN and DEDSCN Compare totals of deduction checks written to the totals for each deduction code. Be cautious of deductions combined by vendor number. Any differences should be resolved. 9

Quarter-End Closing Compare the ‘Total Gross’ listed to the total of all payroll clearance checks written from USAS. Subtract gross for payroll checks voided during the quarter from payroll clearance checks written. 10

Quarter-End Closing Balance ‘Adjusted Gross’ on QRTRPT If the ‘Calculated Adj Gross’ equals the ‘Total Adjusted Gross’, the ‘Difference’ will be listed as Difference should be resolved Link- End+Balancing Verify the non-cash amounts. Verify the total annuities equal total of all deduction checks payable to annuity companies. Run AUDRPT, look for manual changes to JOBSCN total gross, annuity amounts, federal taxable gross. 11

Quarter-End Closing W2PROC Balance the W2REPT to minimize problems at calendar year-end. Deduction totals for taxes Deduction totals for annuities Complete and balance a W2 reconciliation sheet. 12

Quarter-End Closing Run PAYDED to generate a non-zero deduction report. Run the ODJFS program setting the ‘Create a submission file’ to N to generate a report only. Check totals for accuracy. Make any necessary adjustments. DO NOT CREATE THE TAPE FILE AT THIS TIME OR CLOSE ODJFS FOR THE QUARTER!!!! 13

Fiscal Year-End Closing Verify service credit Employees with 120 or more days receive 100% credit Employees with less than 120 days receive credit based on STRS decision tree Employees classified as part-time have service credit based on STRS decision tree Part-time flag on 450 must be set as needed If uncertain of an employee’s status contact STRS Re-employed retirees will always have 0% credit reported with contributions Calculated service credit for rehired retiree will flag a warning 14

Fiscal Year-End Closing Staff retiring and rehired in the same fiscal year will appear twice on the report, one line for contributions prior to retirement, one line for after retirement contributions. 15

Fiscal Year-End Closing STRS annual report processing STRSAD Select option ‘1’ STRSAD selects all employees and jobs that were subject to STRS withholding All employees with any amount are listed on the STRSAD.RPT - Service credit is calculated based on the STRS decision tree 16

Fiscal Year-End Closing NONADV.TXT Lists some of the employees with jobs that are not advancing If job has no amounts remaining to pay but meets all other criteria If days worked plus remaining days from calendar through June 30 th exceed the total work days Not a catch of all potential jobs/employees DO NOT RUN OPTION 2 OF STRSAD YET! Do this after you files have been backed up! 17

~IMPORTANT~ TRECA at to have your files backed up. When you requesting your backup, be sure that all users are logged out and remain logged out until the backup is completed! DO NOT PROCEED UNTIL YOU RECEIVE CONFIRMATION FROM TRECA THAT YOUR BACKUP IS COMPLETE!!!!! 18

Fiscal Year-End Closing Run the ODJFSRPT program again indicating to create the tape file for submission to ODJFS. Run the STRSAD program again selecting Option 2. This creates the tape file for submission to STRS and also puts eligible jobs into advance mode. Under USPS_ANN run ANNSTRSSND to electronically submit your STRS tape file to the state. This is due by Friday, August 8,

Fiscal Year-End Closing Certain pay types affect balance of USPCON advance amount DCK BCK TRM (usually creates a few cents difference) POF (usually creates a few cents difference) If ITC modifies the pays and pays paid to be different by 1 (forcing a contract pay off) the amount in USPCON may not balance. 20

Fiscal Year-End Closing After all June pays are completed: If aware of dock amounts on 1 st July payroll enter those in ‘Dock Next Pay’ on JOBSCN Will be included in calculations by STRSAD If aware of early contract pay offs Change the number of pays Be cautious – pay per period may get changed 21

Fiscal Year-End Closing STRS 1% INCREASE INSTRUCTIONS: After the last payroll in June has been completed you will need to change the employee share of STRS from 11% to 12%. Remember to run a BACKPAY FIRST! Access the USPS/CHGDED program to enter the percentage change. Verify changes were made correctly by viewing several employees deduction screens. 22

Fiscal Year-End Closing Verify each pay the advance amount showing in USPCON is decreasing After all summer pays are complete Verify advance amount in USPCON is zero If not zero, run CHKSTRS and compare employee totals to see who’s amount withheld on accrued earnings does not equal the amount STRSAD calculated File corrections with STRS as needed 23

Fiscal Year-End Closing Under RETIRE run the STRSMONTH program to clear MTD totals on deduction 450. Run USPAUDIT to create USPS submission files for AOS audits. Run AUDRPT choosing the O-Official option. This will create a report that will be CD Archived for your records. 24

Fiscal Year-End Closing Run QRTRPT Select option ‘F’ to clear all data for the quarter and fiscal year. To ensure all data cleared correctly, run the QRTRPT program again choosing the demand option (N) and set back to the second quarter June Verify that all fiscal year to date totals are zero. 25

Other Items to Remember Job Calendars Job calendars for the school year can be added to the system as soon as board approved. Utilize USPSDAT/CALMNT option. Reminder of the ‘Copy’ function. REMEMBER – If you have a DEFAULT calendar, it should contain NO days! 26

Other Items to Remember Run BENACC to reset personal days for FY15. New Contracts New contracts can be entered for those positions with a July 1 start date. Contracts with other start dates can be entered if the information is available REMEMBER: Do NOT change calendar start dates!! 27

Additional Information The system is not able to convert files from PDF format to the CD Archives correctly. Any reports that are created and appear the CD Archives, need to be.TXT files. Create the reports leaving them in the.TXT format, then convert the report to a.PDF file and FTP the file for your records. If you create the report as a PDF, it will not be readable when you view it in the CD Archives. 28