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June 2014

USPS Fiscal Year-End Review

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USPS Fiscal Year-End Review. June 2014. Disclaimer. This document is to be used as supplemental information only. - PowerPoint PPT Presentation

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Page 1: USPS Fiscal Year-End Review

June 2014

Page 2: USPS Fiscal Year-End Review

Disclaimer

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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.

Page 3: USPS Fiscal Year-End Review

Pre-ClosingNC1 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:

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Page 4: USPS Fiscal Year-End Review

Pre-ClosingNC1 Payments

Federal, State nor OSDI taxes are withheld Added to wages even though no tax is withheld

Medicare and FICA are withheldFlag in DEDNAM city records controls whether

city tax is withheld. Even if flag is set to “N”, the amounts are added to the wages.

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Page 5: USPS Fiscal Year-End Review

Pre-ClosingUSPSDAT/DEDNAM

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Page 6: USPS Fiscal Year-End Review

Pre-ClosingRun 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.

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Page 7: USPS Fiscal Year-End Review

Pre-Closing

Run CHKSTA or PAYREC to reconcile checks

Run USPRPT/CHKSTS to get list of outstanding checks

Balance payroll account

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Page 8: USPS Fiscal Year-End Review

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.

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Page 9: USPS Fiscal Year-End Review

Quarter-End ClosingRun QRTRPT to generate demand report-Option

N.

Lists all QTD figures from JOBSCN and DEDSCNCompare 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.

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Page 10: USPS Fiscal Year-End Review

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.

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Page 11: USPS Fiscal Year-End Review

Quarter-End ClosingBalance ‘Adjusted Gross’ on QRTRPTIf the ‘Calculated Adj Gross’ equals the

‘Total Adjusted Gross’, the ‘Difference’ will be listed as 0.00.Difference should be resolvedLink-

https://wiki.ssdt-ohio.org/display/usps/Quarter+and+Year- End+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

Page 12: USPS Fiscal Year-End Review

Quarter-End ClosingW2PROC

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.

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Page 13: USPS Fiscal Year-End Review

Quarter-End ClosingRun 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!!!!

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Page 14: USPS Fiscal Year-End Review

Fiscal Year-End ClosingVerify 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

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Page 15: USPS Fiscal Year-End Review

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.

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Page 16: USPS Fiscal Year-End Review

Fiscal Year-End Closing

STRS annual report processingSTRSAD

Select option ‘1’STRSAD selects all employees and jobs that

were subject to STRS withholdingAll employees with any amount are listed on

the STRSAD.RPT- Service credit is calculated based on the STRS

decision tree

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Page 17: USPS Fiscal Year-End Review

Fiscal Year-End ClosingNONADV.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!

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Page 18: USPS Fiscal Year-End Review

~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!!!!!

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Page 19: USPS Fiscal Year-End Review

Fiscal Year-End ClosingRun 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.

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Page 20: USPS Fiscal Year-End Review

Fiscal Year-End ClosingCertain pay types affect balance of

USPCON advance amountDCKBCKTRM (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.

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Page 21: USPS Fiscal Year-End Review

Fiscal Year-End ClosingAfter 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 STRSADIf aware of early contract pay offs

Change the number of paysBe cautious – pay per period may get changed

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Page 22: USPS Fiscal Year-End Review

Fiscal Year-End ClosingSTRS 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.

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Page 23: USPS Fiscal Year-End Review

Fiscal Year-End Closing

Verify each pay the advance amount showing in USPCON is decreasing

After all summer pays are completeVerify advance amount in USPCON is zeroIf 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

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Page 24: USPS Fiscal Year-End Review

Fiscal Year-End ClosingUnder 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.

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Page 25: USPS Fiscal Year-End Review

Fiscal Year-End Closing

Run QRTRPTSelect 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.

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Page 26: USPS Fiscal Year-End Review

Other Items to RememberJob 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!

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Page 27: USPS Fiscal Year-End Review

Other Items to RememberRun BENACC to reset personal days for FY15.

New ContractsNew 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!!

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Page 28: USPS Fiscal Year-End Review

Additional InformationThe 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.

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