Transcript USPS Fiscal Year

June 2014
Disclaimer
 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.
2
Pre-Closing
 NC1 Payments
 Cost of Life Insurance over $50,000.00 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 $20,250.00.
 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
0.00.
 Difference should be resolved
Link- https://wiki.ssdt-ohio.org/display/usps/Quarter+and+YearEnd+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 30th 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~
 Email TRECA at fiscal_support @treca.org to have your
files backed up.
 When you email 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, 2014.
19
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 1st 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 2014. Verify that all
fiscal year to date totals are zero.
25
Other Items to Remember
 Job Calendars
 Job calendars for the 14-15 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