Welcome FISCAL YEAR END- USPS May 22, 2019 Elyria May 23, 2019 Valley View

Closing procedure chapters: Pre-closing procedures Month-end closing Quarter-end closing Fiscal year-end/STRS advance processing Fiscal year-end closing Before 1st pay in July Post closing procedures

Pre-Closing procedures: NC1 Payments Verify USPCON STRS advance amount field is zero Review STRSAD Review W2PROC Create new job calendars New contracts for July 1 start dates EMIS Staff Year End Reporting – Period L

Pre-Closing Procedures 1a) NC1 Payments: 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 www.irs.gov/pub/irs-pdf/p15b.pdf

Life Insurance 1b) Include NC1 pay types for employees with life insurance over $50,000 before their last pay https://www.irs.gov/pub/irs-pdf/p15b.pdf Otherwise, manual updates to correct W2 are needed at and the Board may need to pay Employee’s share of Medicare

Pre-Closing Procedures 1c) In UPDCAL (CUR or FUT) NC1 pay type is selected.

Pre-Closing procedures 1d) NC1 Payment Added to wages even though no tax is withheld (Federal, State nor OSDI taxes) 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 (You may manually change the wages)

Pre-Closing Procedures 1e) USPSDAT/DEDNAM

Pre-Closing Procedures 1f) NC1 Payment: NC1 amounts are not included in total gross pay charged to USAS Reports provide special totals for balancing PAYRPT PAYSUM QRTRPT NC1 payment added to special fields on JOBSCN, screen 3

Pre-Closing Procedures 2) USPSDAT/USPCON Verify STRS Advance field is blank

Pre-Closing Procedures 3) STRSAD Can be executed now to begin balancing and verification of data Select option ‘1’ (projection) Program will project days through the end of the fiscal year to determine jobs to advance and calculation of credit Earnings include those in the future Advance amount overstated until all June pays are completed “Notification for Employer Pickup of Employee Contribution” may need to be updated with STRS

Pre-Closing procedures 4) W2PROC Can be executed now to begin balancing and verification of data It is recommended that you begin balancing your W2PROC to minimize problems at year end Check W2ERR.TXT report for errors & make corrections until you no longer have them

Pre-Closing Procedures 5) Job Calendars Job calendars for the 2019-2020 school year can be added to the system as soon as they are board approved Utilize USPSDAT/CALMNT option Remember the ‘Copy’ function (F20 or Shift + F10)

Pre-Closing Procedures 6) New Contracts You may enter new contracts (in NEWCNT) for those pay groups with a July 1 start date Contracts with other start dates can be entered if the information is available Questions concerning EMIS information will be asked when purging contracts (July 1 contracts particularly affected)

Pre-Closing Procedures 7a) EMIS Staff District should begin to submit EMIS year-end data Run CLRATD anytime prior to the entry of long term illness days for 18-19 school year Run USPEMS/PERDET to verify staff data Data collection for staff data can be initialized and submitted

Pre-Closing Procedures 7b) EMIS Staff Run the USPEMS/USPEMX program to report EMIS staff information for the second window of reporting period L. Refer to the EMIS Staff Reporting Guide for complete reporting procedures. Use the Data Collector (EMIS-R) to report period L Staff Information ***FINAL STAFF AND COURSE COLLECTION SUBMISSION IS UNTIL AUGUST 9, 2019***

Month-End Closing (initial) RETIRE/SERSREG Run SERSMONTH to clear MTD Totals for 400, 590 and 690 records It helps prevent any Payroll CD errors that can occur when SERSMONTH isn’t done monthly

Month-End Closing (initial) Run CHKSTA or PAYREC to reconcile checks Run USPRPT/CHKSTS to get list of outstanding checks Balance payroll account Run BENACC if necessary for the month

Quarter-End Closing (initial) PAYDED Generate a non-zero deduction report Enter an “A” in the Payment Option field Leave cycle blank Leave codes blank Generally there are no outstanding deductions at quarter- end May be 450 amounts if STRSMONTH is not run consistently

Quarter-End Closing (initial) ODJFSRPT Do NOT create a Submission file until Quarter is completely balanced

Quarter-End Closing (initial) ODJFSRPT Once your report is created: Check all totals and weeks Pay attention to: 0 weeks with reported gross and to work weeks with 0 $ amounts

Quarter-End Closing (initial) Run QRTRPT to generate demand report (Option N)

Quarter-End Closing (initial) 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 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

Quarter-End Closing (initial) 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 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

Quarter-End Closing (initial)

Quarter-End Closing (initial) W2PROC Balance the W2REPT to minimize problems at calendar year-end Deduction totals for taxes Deduction totals for annuities Review any W2ERR.txt files to correct items now

Fiscal Year-End/STRS Advance Processing STRS Annual Report Processing Run STRSAD Select option ‘1’

Fiscal Year-End/STRS Advance Processing STRS Annual Report Processing Generates reports for balancing and reporting purposes STRSAD.TXT STRSAD.RPT NONADV.TXT

Fiscal Year-End/STRS Advance Processing After all June pays are completed: If aware of dock amounts in July (or later) enter entire dock amount 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

Fiscal Year-End/STRS Advance Processing STRSAD.TXT Employees with STRS jobs will be in ADVANCE if: 1) Work days equal days worked 2) Amount remaining to pay greater than zero 3) Pays greater than pays paid Check supplemental contracts: many times these amounts are missed or not calculated correctly because of work days Lists all employees with an accrued contribution calculation May be inflated if fringe benefit flag on 450 DEDSCN is set to “Y” and employee has 691DEDSCN with inflated rate The accrued contribution amount will be calculated. This accrued amount will be the amount of earnings not yet paid times the employee’s STRS withholding rate.

Fiscal Year-End/STRS Advance Processing STRSAD.RPT This is the complete fiscal year-end report for all STRS employees, including all NON and ADVANCED employees. 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

Fiscal Year-End/STRS Advance Processing STRSAD.RPT Balance the amount showing in the ‘Deposit/Pickup’ column included on the report Should total ALL the deduction checks already written payable to STRS plus the warrant checks for pick-up amounts If not in balance and can’t resolve at the district Contact Connect as needed STRS can usually find the problem STRS balances by employee as well as by district

Fiscal Year-End/STRS Advance Processing STRSAD.RPT 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

Fiscal Year-End/STRS Advance Processing NONADV.TXT Lists employees with jobs that are not advancing Should not have ANY employees on it that have completed their work days PRIOR to June 30th, especially teachers Compare to last years NONADV.TXT report. Should contain the same positions if there were no changes to the number of contract days

Fiscal Year-End/STRS Advance Processing Once STRSAD information is CORRECT and you no longer need to process anything for payroll, run option ‘2’ ACTUAL Sets advance flag on jobs to “*” Sets closing date on USPCON screen Places total accrued contribution amount in USPCON Creates annual reporting submission file Advance field appears on JOBSCN Advance error adjustment fields appear on STRS deduction records Creates information for PayrollCD reports

Fiscal Year-End/STRS Advance Processing Print final copies of reports as needed If you need Renhill, Wixey (or other Sub hiring companies) on your STRS annual report…send file to Connect for inclusion… **Do not run ANNSTRSSND until notified** Run ANNSTRSSND to submit annual report to STRS Updates USPSDAT/USPCON information STRS DEADLINE IS FRIDAY AUGUST 2, 2019 (First Friday in August)

Fiscal Year-End Closing Once you are CERTAIN that ALL of your data is correct, you are ready to close the Quarter and Fiscal year Run STRSMONTH to clear STRS MTD fields Run ODJFSRPT and answer ‘Y’ to the ‘Create a submission file’.

Fiscal Year-End Closing All Absences have been posted Run ABSRPT or BENRPT ABSRPT and BENRPT do not have the ability to print a prior balance report after future absences have been entered Run BENACC PLTOSI (personal leave to sick) PLTOPAY (personal leave to pay) IF your district uses any of these features Run WORKCOMP and/or SRTCMP Need work comp % and totals from W2REPT

Fiscal Year-End Closing Run SURCHG Creates a worksheet used for SERS surcharge verification See http://ohsers.org/surcharge for complete details. Run WAGOBL WAGEMP (Wages by Employee) WAGACT (Wages by Account) Sort/subtotal by fund/func/obj Utilize Spreadsheet option – name spreadsheet and put in .csv Keep all reports and spreadsheets Run BENOBL BENEMP (Benefits by Employee) BENACT (Benefits by Account)

Fiscal Year-End Closing Run PAYCOPY procedure ALL payroll users must be out of payroll at this time Will perform backup of files Will generate USPAUDIT (submission file for Auditors) *IMPORTANT* E-mail: fiscal-cherwell@ohconnect.org when you are ready for Connect to check your backup

Fiscal Year-End Closing EMAIL fiscal-cherwell@ohconnect.org you have completed PAYCOPY **Do NOT continue until Connect verifies you have a good backup** Once Connect confirms/notifies you the backup was successful Run QRTRPT and select F to clear QTD and FTD totals Answer N to clear EMIS data Quarter and Fiscal will be closed once this is run

Fiscal Year-End Review of Fiscal Year End Checklist MASCHG MASSTOP (various stops on employees) MASPAY (change of pay accounts – grants) MASINC (increment an employee’s experience) only to be run ONCE by the district MASADD (add deductions) MASEMIS (update EMIS contract info) CHGDED – change deductions amounts/dates

Before 1st pay in July: Run CHGDED (option C – Employee or Board amounts) Update the 500’s or 600’s for district wide changes Some deduction records may need to be manually updated

Post Closing During the summer payroll process: FYTD amounts on the 450, 591 and 691 deductions will not be updated by any accrued earnings or contributions FYTD amounts on the JOBSCN will be updated regardless FYTD amounts on the 450, 591 and 691 deductions are updated only by new earnings and contributions on those new earnings

Post Closing During advance cycle certain pay types can not be used on jobs with advance flag set to “*” REG IRR 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 Connect modifies the pays and pays paid to be different by 1 (forcing a contract pay off) the amount in USPCON may not balance

Post Closing Verify each pay that the advance amount showing in USPCON is decreasing and run CHKSTRS (in the same SORT as you ran STRSAD) 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 Run CLRATD to clear long term absences

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