Transcript USAS Software Updates

2014 CALENDAR YEAR-END
CHECKLIST
REVISED DECEMBER 2014
Release Notes:
September 2014 USAS Release Notes
December 2014 USAS Release Notes
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Month-End Closing
•Complete all work to be included in the month of Dec. 2014.
 Balance & run reports for month end closing as you normally do (but do not run
ADJUST yet!)
 See Link: USAS Month End.pdf
 Examine recommended reports to ensure you are in balance
 USAEMSEDT – Option 1 – Enter Cash Rec totals (optional)
 PODETL
 BALCHK
 MTD, FTD, YTD expended amounts are identical
 MTD, FTD, YTD received amounts are identical
 Outstanding encumbered amount agrees with outstanding PODETL encumbered amount. If they
don’t, run FIXENC.
 Run FINSUMM selecting “Y” to generate FINDET at the same time. The current fund
balances should be identical on each report.
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Month-End Closing
SM12 is optional. Run SM2CALC option first if running SM2
prior to ADJUST (the SM2 will auto-calc when ADJUST is run).
 View ACTSCN/CASHSCN- ‘Include on SM1/SM2’ flag will only be
modifiable if the cash account is in the '002' fund with a '9xxx' special
cost center
 All other cash accounts will display a Y or N to indicate whether or not
this fund is included
 Any budget or revenue accounts in the 002 fund with an 8001 special
cost center are also included on the SM1/SM2
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Month-End Closing
 RCNCLE: Run a check register - CHECKS or CHKREG
 Reconcile checks minimally through 6/30/14, if not
already done
 Checks must be reconciled thru June 2014 before
MDECA runs the purge
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Calendar Year-End Closing
 VALACT: Accounts Validation Program
 Note: Please do not rely on State Software to be 100% up to date on invalid
funds/functions etc.
 Run VALACT at CY End to ensure no valid accts. exist so there’s not so
much to fix at FY End
 Fatals should be addressed
 Warnings on required SUBJ or IL should be reviewed & corrected if
appropriate (but can usually be ignored)
 Warnings for invalid accts. with zero amounts can be ignored
 Fatals on EMIS fund categories should be resolved, & warnings
considered. See Link: VALACT.TXT
 Review AOS USAS Manual Appendix A for latest changes from Spring
2013. See Link: Appendix A
 Note – Spring 2013 invalid codes will be removed from the software
with the December release and will appear on VALACT.
• ACTCHG (Change account codes). To change invalid accounts to valid accounts
• FNDCHG Used to collapse invalid funds to new funds not currently in system
• Account Corrections - See Link: ACTCHG & FNDCHG.pdf
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Calendar Year-End Closing
** ADMOLD **
•When the above steps are completed, go to USAS_LCL/CPY2ADMOLD and copy
your USAS files to the backup directory (ADMOLD)
• This step can only be run once – contact MDECA to re-run if necessary
• *DO NOT RUN ADJUST UNTIL AFTER THE ADMOLD BACKUP DIRECTORY HAS BEEN
CREATED AND VERIFIED*
• From this point on, some steps are done in the current directory, and some are done in
the ADMOLD backup directory
• After running the CPY2ADMOLD program, log out of current in Reflections and log into
ADMOLD
• ADMOLD username will be xxadmold (xx = your 2 digit district abbreviation)
• If payroll already created ADMOLD for USPS, then they set the password and you will need to get it from them.
If not, the password will be xx_treas
• Compare a report from current to a report run in ADMOLD to verify the backup has
good data
• Once data is verified, log out of ADMOLD and log back into your current directory
(CTRL-F3 to restore screen to white – or click Setup/Display and uncheck Inverse Video)
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Calendar Year-End Closing
** CURRENT **
•The following should be run from your district’s CURRENT directory
•Run VENHIRE/VHRESET
• If using VENHIRE, run the VHRESET option to Reset all vendors flagged as
“Reported” to “Reportable”
• Vendor will be reported again the next year if they are paid at least $2,500
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Month-End ADJUST
** CURRENT **
 Run ADJUST and select “month-end”
You must NOT be running any other programs
during this process.
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Calendar Year-End ADJUST
** CURRENT **
 Run ADJUST and select Option 2: Year End Processing
 Then type in “C” for Calendar
You must NOT be running any other programs during
this process.
MonthlyCD will auto-create
 Verify reports are viewable on MonthlyCD – notify
MDECA if reports do not appear within a few minutes
 Note – When CY End ADJUST is run it will duplicate Dec.
reports and place them on Jan. MonthlyCD – please
ignore. Actual Jan. totals will overwrite them when Jan. is
closed.
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Calendar Year-End Closing
** CURRENT **
 Verify that MTD/YTD totals are 0
 Run BALCHK to check balances
 You may now begin January 2015 USAS processing
in current
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1099 Processing
** ADMOLD **
 Please log into your ADMOLD directory for all 1099 processing
 You will have an xxadmold directory in Reflections to run
reports
 You will also have an xxadmold directory in USASWeb for
vendor clean up etc.
 Make sure you choose ADMOLD from the drop down menu
after signing into USASWeb with your ADMOLD username
& password to avoid being logged into current
 If making changes to amounts, please contact MDECA. The
current directory may also need to be changed or fund
balances will be incorrect.
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Vendor Names
**ADMOLD **
•If the vendor uses a different name for 1099 reporting, the
district may enter the 1099 reportable name on the “2nd
Name” field.
•Enter the digits 1099: followed by the IRS-1099 name.
•The F1099 program will strip off the “1099:” and use the
name following it as the primary name on the 1099
reporting form and submission file
•See Link: 1099 Different Name
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To display the individual’s name on the 1099 but keep
the business name as the first name on the PO,
you can enter 1099:individual’s name
on the 2nd name field of the
vendor record.
1099 will display:
KARA JONES
123 MAIN STREET
SAMPLEVILLE, OH 55555
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VENSSN – Verify 1099 Data
** ADMOLD**
•Run USAS_DTR/USAS_DTROT/VENSSN Check Data for
1099 Vendors
• VENSSN Option 4 or 6
• Review carefully!
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VENSSN - Verify 1099 Vendors
** ADMOLD **
•Check that all vendors that should be are flagged
• VENSSN Option 5
• Review list for any vendors that should get 1099
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VENSSN - Verify 1099 Vendors
** ADMOLD **
•Other good reports to run for vendor verification are:
• USAS_LCL/VENDORS/VE1099
• USAS_RPT/F1099 (N to create tape file)
• *The IRS requires that you send a 1099 for fees greater than
$599.99 for the year to attorneys
• Please Note: Attorney’s Fees of $600 or more are 1099-Type
“Non-Employee Compensation”, reported in Box 7 like your
other vendors. Only gross proceeds paid to attorneys are
reported as 1099-Type “Attorney (Gross Proceeds)”, reported in
Box 14 (for any amount – for example, from a suit settled on
your behalf). Don’t report in Box 14 if reported in Box 7.
•(Reminder: All 1099 reports can be run and checked throughout the
year.)
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VENSSN - Verify 1099 Vendors
** ADMOLD **
•Based on report results, changes can be made in the
USASWeb vendor screens
•The override field may be marked on individual vendor
screens if you would like 1099’s to print for all monies
earned, even if under the $600 threshold
•After making necessary changes, continue to run above
reports until all vendors are correct
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1099 Processing
** ADMOLD**
•Run the F1099 program which creates 1099s for the 2014 calendar
year
• Input Y to create the tape file – by creating a tape file you are
designating that you are ready for MDECA to submit your 1099 info to
the IRS
2014
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1099 Processing
** ADMOLD **
 Upon completion, the F1099 program generates
the following:
 F1099.TXT – report of 1099 vendors sorted by miscellaneous income
type
 F1099.DAT – file containing the 1099 data that is to be used with lasergenerated forms
 F1099.FRM – file containing vendor 1099 information to be printed on
blank pin-fed 1099 forms
 F1099.TAP – tape file containing the vendor 1099 information to be
sent to the IRS
 Review the F1099.TXT report carefully
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1099 Printing Procedures
** ADMOLD **
•Notify MDECA that forms are ready to be printed and data submitted to
the IRS
• Email [email protected] (Our receptionist Teri Willhoite does the physical
1099 printing and sealing)
• Carbon copy [email protected] & [email protected]
•We take the F1099.DAT file and use it with the EDGE software to
generate 1099 forms to print on self-sealing 1099-MISC laser forms
•You will be notified by Teri via email when your 1099 forms are ready to
be picked up
•Reminder: 1099 PDF copies will be placed on FiscWeb in early Feb., so
keeping physical copies is up to you
•See Link: 1099 Frequently Asked Questions.pdf
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1099 Printing Procedures
** ADMOLD **
• *** DEADLINE FOR PRINTING 1099’S IS JANUARY 30,
2015. DON’T WAIT UNTIL THE LAST MINUTE! ***
• If you have questions during this process please enter
a ticket so we can respond as quickly as possible.
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WORKCOMP
** ADMOLD **
•Run USAS_LCL/WORKCOMP
• Collect totals from the final W2REPT
• Enter the total gross from the 001 federal taxes
• Compute taxable gross by taking total gross less dep. care, 457’s, and
section 125 plans
• Enter your BWC % Rate
OR
•To balance with expenditures:
• Run BUDSUM choosing Y to obtain CY YTD expenditures
• Restrict to obj. 1** only
• You may also need to run BUDLED restricted to obj. 1** to look for reimbursements, subrepayments, or manual changes to 1** obj., excluding payroll and LEVPRO
•This report is due at BWC by 5/15/15.
• See Link: Workcomp.pdf
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Calendar Year End
** ADMOLD **
•Create Report CD’s
• Any TXT reports can be converted to PDF format and placed on CD.
• Run EMAIL_PDF to convert .txt to .pdf and have the report auto emailed
to you
• Save .pdf reports to a folder on your computer and then burn them to a
CD
• Enter a Helpdesk ticket if you need assistance with this process
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QUESTIONS?
Have a very safe and happy
Holiday Season!
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