Disclaimer*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.
Pre-ClosingNC1 PaymentsCost 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-BUPDCAL: *
Pre-ClosingNC1 PaymentsFederal, State nor OSDI taxes are withheldAdded to wages even though no tax is withheldMedicare 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.*
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.*
Pre-Closing Run CHKSTA or PAYREC to reconcile checks
Run USPRPT/CHKSTS to get list of outstanding checks
Balance payroll account
Pre-ClosingRun 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.*
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.*
Quarter-End ClosingCompare 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 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+BalancingVerify 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 ClosingW2PROCBalance the W2REPT to minimize problems at calendar year-end.Deduction totals for taxesDeduction totals for annuitiesComplete and balance a W2 reconciliation sheet.*
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!!!!*
Fiscal Year-End ClosingVerify service creditEmployees with 120 or more days receive 100% creditEmployees with less than 120 days receive credit based on STRS decision treeEmployees classified as part-time have service credit based on STRS decision treePart-time flag on 450 must be set as neededIf uncertain of an employees status contact STRSRe-employed retirees will always have 0% credit reported with contributionsCalculated service credit for rehired retiree will flag a warning*
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.*
Fiscal Year-End ClosingSTRS annual report processingSTRSAD Select option 1STRSAD 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*
Fiscal Year-End ClosingNONADV.TXTLists some of the employees with jobs that are not advancingIf job has no amounts remaining to pay but meets all other criteriaIf days worked plus remaining days from calendar through June 30th exceed the total work daysNot a catch of all potential jobs/employees
DO NOT RUN OPTION 2 OF STRSAD YET! Do this after you files have been backed up!*
~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!!!!!*
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.*
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.*
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 JOBSCNWill be included in calculations by STRSADIf aware of early contract pay offsChange the number of paysBe cautious pay per period may get changed
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.
Fiscal Year-End ClosingVerify 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 whos amount withheld on accrued earnings does not equal the amount STRSAD calculated File corrections with STRS as needed*
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.
Fiscal Year-End ClosingRun 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.
Other Items to RememberJob CalendarsJob 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!*
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!!*
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.