2008

Pre-Closing NC1 Payments Verification USPCON STRS advance amount is zero from previous fiscal year Run STRSAD Create new job calendars EMIS staff reporting for yearend cycle Register for on-line Recap sheet reporting New contracts for July 1 start dates 2

Pre-Closing 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 Page 10 3

Pre-Closing USPSDAT/USPCON STRS Advance fields should be blank 4

Pre-Closing STRSAD Can be executed now to begin balancing and verification of data Select option ‘1’ 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 will be too large until all June pays are completed 5

Pre-Closing 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 6

Pre-Closing EMIS Staff If district has not already completed the EMIS year-end reporting cycle, this can be done Run USPEMS/PERDET to verify data Run USPEMS/USPEMX to create extraction file for load into EMIS database Run CLRATD only when no additional staff extractions for EMIS are needed 7

Pre-Closing STRS allows districts to complete their recap sheets on-line. Districts must register in advance to utilize this option. Information is available after logging into the on-line employer account. 8

Pre-Closing 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 NOTE: When adding new employees over the summer to be paid in September, do not add a contract amount in JOBSCN if you intend to add them in NEWCNT. 9

Month-End Closing RETIRE/SERSREG Verify the data using projection Total contributions should equal total deduction and warrant checks payable to SERS ‘Earnings x 10%’ should equal contributions 10

Month-End Closing Verify service days for all employees Run actual option, answer ‘Y’ to the ‘Create SERS Tape File’ prompt Clears SERS MTD accumulated amounts from 400, 590 and 690 records Creates submission file Sets closing date 11

Month-End Closing 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 12

Quarter-End Closing Run QRTRPT to generate demand report 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 Verify electronic transfers for Federal, State and Medicare tax Any differences should be resolved 13

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 14

Quarter-End Closing 15

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 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 16

Quarter-End Closing QRTRPT 17

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 18

Quarter-End Closing PAYDED Generate a non-zero deduction report Leave cycle blank Leave codes blank Generally there are no outstanding deductions at quarter-end 19

Quarter-End Closing ODJFSRPT Check all totals and weeks When all data is correct, enter ‘Y’ for creation of submission file Reminder - Taxable amount listed on report is used only for contributing employers, calculated value based on ODJFS rules 20

Quarter-End Closing ODJFSRPT 21

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 22

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 23

Fiscal Year-End Closing If district is STRS based on gross and employees with STRS jobs that have: 1) Work days equal days worked 2) Amount remaining to pay greater than zero 3) Pays greater than pays paid Will have an accrued contribution amount calculated for them. This accrued amount will be the amount of earnings not yet paid times the employee’s STRS withholding rate. 24

Fiscal Year-End Closing Manual adjustments may need to be made to JOBSCN or calendars for the correct jobs to advance. If the first days of school were not included on the first pay on a contract; then days worked will not equal work days when the last pay is initialized. For example: new contracts for teachers were not purged until after the last pay on the old contract; first day of school was 8/29/07; the first pay on contract is 9/15/08 with a period start and end date of 9/1- 9/15/08. In this situation, work days between 8/29/07 and 9/1/07 were not counted as days worked on this contract. 25

Fiscal Year-End Closing Run RPTSUM to see the current count for all work days. Determine how many days remain to be initialized before 6/30/08. If work days will not equal days worked, there are 2 options to rectify work day shortages: Add the number of days to the calendar affected on non work days. In the example given above, 3 days were not initialized for this new contract. In this situation, add a W (work) on the calendars affected for 2 Saturdays and 1 Sunday in the last pay period. Or, after the final pay where work days are initialized, modify JOBSCN days worked to equal work days and modify amount earned = contract amount. Keep the JOBSCN balanced. AMT PAID + AMT DUE + AMT DOCKED=AMT EARNED. 26

Fiscal Year-End Closing Accrued contribution amount is calculated using the pay per period from JOBSCN for the remaining pays minus 1, then last pay calculation occurs 27

Fiscal Year-End Closing STRSAD sample calculation 28

Fiscal Year-End Closing STRSAD.RPT Service Credit is determined by STRS Decision tree. Employment relationship = compares academic year dates entered in STRSAD to the hire date in BIOSCN record. It will take this date or July 1, whichever is later and calculate the work days from that date to the termination date in BIOSCN or June 30, whichever is earlier. Termination date in BIOSCN should be completed for any staff that left mid year. See STRSAD.RPT report definition 29

Fiscal Year-End Closing Verify service credit Employees with 120 or more days receive 100% credit 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 30

Fiscal Year-End Closing STRSAD.RPT Balance the amount showing in the ‘Deposit/Pickup’ column included on the report Should total the deduction checks already written payable to STRS plus the warrant checks for pick-up amounts 31

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 32

Fiscal Year-End Closing STRSAD.TXT Lists all employees with an accrued contribution calculation Report will be empty if STRS is based on earnings May be inflated if fringe benefit flag on 450 is set to “Y” and employee has 691 with inflated rate Should be checked carefully Be consistent with prior years Check supplemental contracts, many times missed 33

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 34

Fiscal Year-End Closing Check reports for warnings and errors USPS Reference Manual STRSAD chapter lists messages and possible solutions 35

Fiscal Year-End Closing Complete STRS Recap sheet Sent to districts by STRS Balance Recap sheet includes instructions Recap sheet guide assists with where to get the figures from the USPS generated reports If not in balance and can’t resolve at the district Contact ITC as needed STRS can usually find the problem STRS balances by employee as well as by district 36

Fiscal Year-End Closing Once STRSAD information is correct, run option ‘2’ Sets advance flag on jobs to “*” Sets closing date in USPCON Places total accrued contribution amount in USPCON Creates annual reporting submission file 37

Fiscal Year-End Closing Creates temporary holding file for retirement deduction rates as they were in DEDSCN when option ‘2’ ran Advance field appears on JOBSCN Advance error adjustment fields appear on STRS deduction records Creates PayrollCD reports 38

Fiscal Year-End Closing Print final copies of reports as needed Run ANNSTRSSND to submit annual report to STRS Updates USPSDAT/USPCON information Send STRS Recap sheet the same day the file is submitted STRS prefers districts who have submitted file through ITC to send recap sheet immediately Can submit STRS Recap sheet on-line Must register to use this option 39

Fiscal Year-End Closing Run SURCHG Creates a worksheet districts might use for SERS surcharge calculation verification Run USPAUDIT to create USPS submission files for AOS audits Run fiscal file copy save procedure PAYCOPY 40

Fiscal Year-End Closing Run QRTRPT Select option ‘F’ 41

Post Closing During the 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 42

Post Closing During advance cycle certain pay types can not be used on jobs with advance flag set to “*” REG IRR 43

Post 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 44

Post 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 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 45