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Presented by ACCESS June 2012
USPS Fiscal Year-End Review
Pre-Closing
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NC1 Payments Verification USPCON STRS advance amount is zero from
previous fiscal year Run STRSAD Create new job calendars EMIS staff reporting for year-end cycle Register for on-line Recap sheet reporting New contracts for July 1 start dates
Pre-Closing
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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 http://www.irs.gov/pub/irs-pdf/p15b.pdf Page 12-15
Pre-Closing
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UPDCAL
Pre-Closing
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NC1 Payment 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 Manually change the wages if not the desired effect
Pre-Closing
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USPSDAT/DEDNAM
Pre-Closing
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NC1 amounts are not included in total gross pay charged to
USAS Reports provide special totals for balancing
NC1 payment added to special fields on JOBSCN, screen 3
Pre-Closing
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USPSDAT/USPCON STRS Advance fields should be blank
Pre-Closing
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STRSAD Should 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
Pre-Closing
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Job Calendars Job calendars for the 12-13 school year can be added to the
system as soon as board approved Utilize USPSDAT/CALMNT option Reminder of the ‘Copy’ function (F20 or Shift+F10)
Pre-Closing
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EMIS Staff If district has not already completed the EMIS year-end
reporting cycle, this can be done Run USPEMS/PERDET to verify staff data Data collection for staff data can be initialized
Run CLRATD only when no additional staff extractions for EMIS are needed Can be ran anytime prior to the entry of long term illness days for 12-13
school year
Pre-Closing
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STRS now requires districts to complete their recap sheets
on-line. Districts must register in advance to utilize this required feature. They can find information about this feature after logging into their on-line employer account.
Pre-Closing
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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
Month-End Closing
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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 Verify service days for all employees
Month-End Closing
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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
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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 Any differences should be resolved
Quarter-End Closing
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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
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Quarter-End Closing
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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
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QRTRPT
Quarter-End Closing
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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
Quarter-End Closing
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PAYDED Generate a non-zero deduction report Leave cycle blank Leave codes blank
Generally there are no outstanding deductions at quarter-end
Quarter-End Closing
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ODJFSRPT Check all totals and weeks Reminder - Taxable amount listed on report is used only for
contributing employers, calculated value based on ODJFS rules Generally School districts are REIMBURSING employers not
contributing employers….Taxable amounts on ODJFSRPT are less important to school districts than to entities paying monthly premiums.
Quarter-End Closing
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ODJFSRPT
Fiscal Year-End Closing
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After all June pays are completed If aware of dock amounts on July (or later) payrolls enter
those amounts 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 change
Fiscal Year-End Closing
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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
Fiscal Year-End Closing
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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.
Fiscal Year-End Closing
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Accrued contribution amount is calculated using the pay per period from JOBSCN for the remaining pays minus 1, then last pay calculation occurs
Fiscal Year-End Closing
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STRSAD sample calculation
Fiscal Year-End Closing
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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 (Advance vs NonAdvance… Administrators)
Check supplemental contracts, many times these amounts are missed or not calculated correctly because of work days
Fiscal Year-End Closing
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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
Fiscal Year-End Closing
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STRSAD.RPT - This is the complete fiscal year-end report for all STRS
employees, including all advanced employees.
Fiscal Year-End Closing
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Check reports for warnings and errors USPS Reference Manual STRSAD lists messages and possible
solutions. http://wiki.ssdt-ohio.org/display/usps/STRSAD+-
+STRS+Advance
Fiscal Year-End Closing
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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
Fiscal Year-End Closing
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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 Closing
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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
Fiscal Year-End Closing
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Complete STRS Recap sheet Completion of Recap required online 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 ACCESS as needed STRS can usually find the problem STRS balances by employee as well as by district
Fiscal Year-End Closing
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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
Fiscal Year-End Closing
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Advance field appears on JOBSCN Advance error adjustment fields appear on STRS deduction
records Creates PayrollCD reports
Fiscal Year-End Closing
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Print final copies of reports as needed
If you need Renhill (or other Sub hiring companies)on your STRS annual report….send file to ACCESS for inclusion …Do not run ANNSTRSSND until notified
Run ANNSTRSSND to submit annual report to STRS Updates USPSDAT/USPCON information Send STRS Recap sheet the same day the file is
submitted
Fiscal Year-End Closing
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Run actual option, answer ‘Y’ to the ‘Create SERS Tape File’
prompt to Complete the Month End Procedure Clears SERS MTD accumulated amounts from 400, 590 and
690 records Creates submission file Sets closing date
Run ODJFS and say Y to Create a submission file.
Fiscal Year-End Closing
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Since 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. Can still get balances through ERNSUM (just not as pretty)
BENACC PLTOSI (personal leave to sick) PLTOPAY (personal leave to pay) IF your district uses this feature
Fiscal Year-End Closing Reports
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Run SURCHG
You may want to run: Run WAGOBL WAGEMP (Wages by Employee) WAGACT (Wages by Account)
Run BENOBL BENEMP (Benefits by Employee) BENACT (Benefits by Account)
Run WORKCOMP/SRTCMP
Fiscal Year-End Closing
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RUN USPAUDIT RUN USPS_CY when ready to close ALL payroll users must be out of payroll at this time Will perform backup of files
NOTIFY ACCESS that you have completed USPS_CY Do NOT continue until ACCESS verifies you have a good
backup
Once ACCESS has notified you the Backup is good, go into 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
Post Closing
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During advance cycle certain pay types can not be used on jobs with advance flag set to “*” REG IRR
Post Closing
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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 ACCESS is asked to modify the pays and pays paid to be different by 1 (forcing a contract pay off) the amount in USPCON may not balance
Post Closing
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Verify each pay 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 (After period N
closes)
Fiscal Year End Continuation Review of Fiscal Year end Checklist MASCHG MASSTOP ( Various stops on employees) MASPAY (change of payaccts – Grants) MASINC ( increment an employee’s experience –ONCE in a
district) MASEMIS (Clears EMIS Contract info)
CHGDED - change deductions amounts/dates
Open Discussion
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