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

2. 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

3. 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

4. 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

5. Life Insurance
1b) Include NC1 pay types for employees with life insurance over $50,000 before their last pay
Otherwise, manual updates to correct W2 are needed at and the Board may need to pay Employee’s share of Medicare

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

7. 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)

8. Pre-Closing Procedures
1e) USPSDAT/DEDNAM

9. 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

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

11. 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

12. 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

13. Pre-Closing Procedures
5) Job Calendars
Job calendars for the 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)

14. 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)

15. 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 school year
Run USPEMS/PERDET to verify staff data
Data collection for staff data can be initialized and submitted

16. 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***

17. 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

18. 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

19. 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

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

21. 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

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

23. 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

24. 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

25. Quarter-End Closing (initial)

26. 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

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

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

29. 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

30. 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.

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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)

37. 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’.

38. 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

39. Fiscal Year-End Closing
Run SURCHG
Creates a worksheet used for SERS surcharge verification
See 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)

40. 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*
when you are ready for Connect to check your backup

41. Fiscal Year-End Closing
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

42. 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

43. 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

44. 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

45. 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

46. 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

47. Questions?

48. Thank You