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  •  4. Run RETIRE/STRSMONTH.    When the 'Clear STRS MTD accumulators' field is set to Y, the month to date accumulators on the 450/591/691 DEDSCN records are cleared and the new 'New employee' flag (previously Y and R) for new employees will be set to "N"on the 450 DEDSCN record.   
    •  Under Reporting Options:
      • Single or Double spaced detail = your preference
      • Clear STRS MTD accumulators = the report can be generated the first time with this prompt set to N for verification purposes, then another time with this prompt set to Y.
      • Reporting month and year = current processing month
      • Include employees with FYTD amount only = user preference
  •  Run RETIRE/SERSMONTH.   The SERSMONTH is a mandatory report since it also creates month-end reporting for CHKSTS, BENRPT and ABS101  When SERSMONTH is ran and the 'Clear SERS MTD accumulators? (Y,N): ' field is set to Y,  it will automatically generate AUDRPT, CHKSTS, BENRPT and ABS101, clear out the month-to-date accumulators on the 400, 590 and , 690 DEDSCN records and also set any New Employee flag that was set to "R" are cleared and teh 'New employee' flag (previously set to Y or R) will be set to 'N' on the 400 DEDSCN record to an "N".  The running of SERSMONTH also places the PAYROLLCD reports in the correct directories.
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  • . AUDRPT creates month-end reporting for CHKSTS, BENRPT, ABS101, and SERSMONTH out on PAYROLLCD.  
    •   Under Reporting Options:
      • Single or Double spaced detail = your preference
      • Clear SERS MTD accumulators = the report can be generated the first time with this prompt set to N for verification purposes, then another time with this prompt set to Y.
      • Reporting month and year = current processing month
      • Include employees with FYTD amount only = user preference
  •  6. Balance the payroll account (when statement is received from bank).
    •  Run CHKSTA/RECONCILE or PAYREC to reconcile checks.
    •  Run CHKSTS to generate an outstanding check register.
      • Print Option = P (Paid)
      • Check Type= A (All Checks)
      • Check Selection/Issue Date/Reconciliation Date = all fields should blank
  •  7. Run BENACC (if applicable).
    •  Accrual = Use for vacation and/or sick leave.
    •  Reset = Use for personal leave.
    •  PLTOSI = Use to convert unused personal leave to sick leave.
    •  PLTOPAY = Use to convert unused personal leave to pay.

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  •  10. All deduction checks for the quarter should equal the total deductions showing on QRTRPT. Be sure to verify all electronic payments as well. 
    • CHKSTS can be run to generate a listing of deduction check totals.
      • Sort Option = C
      • Print Option = A
      • Check Type = D, E, G
      • Leave all other selection fields blank
  •  11. The total gross showing on QRTRPT should equal the total of all payroll clearance checks created for the quarter.
    • CHEKPY can be run to generate a listing of all payroll clearance check.
      • Sort options = C
      • Sub-total by vendor = N
      • Print missing check numbers = N
      • Check types to select = P
      • Check statuses to select = leave blank
      • Print vendor from PO or check = P
      • Date Selection = first day in quarter to last day of quarter
      • Check Selection = leave blank
      • Summary or Detail report = S
      • Single or Double space summary report = S
  •  12. It is recommended that you balance the W2REPT quarterly to minimize problems at calendar year-end.
    •  Run W2PROC (saying "N" to Create Tape file prompt) to generate W2 reports.
      • Balance the deduction totals (taxes and annuities) on the W2REPT.TXT report with the totals from the DEDRPT.TXT reports from the quarter.
      • Balance the gross amounts on the W2REPT.TXT report with PAYRPT.TXT reports for the quarter.
    •  View the W2ERR.TXT report for errors.  All fatals must be corrected.  Review warnings and informational messages.  Correct if necessary.
    •  Complete and balance the W2REPT Reconciliation Worksheet for the quarter following the directions on the Worksheet.
Tip
If errors are discovered, check the AUDRPT program can be helpful in identifying these problems.  Check employees that had exception exceptions processing during the quarter such as voided checks, error adjustments, or manual changes in USPSCN. The AUDRPT program can be useful in identifying these problems
  •  13. Run PAYDED, to generate a non-zero deduction listing. To do so, set the "Payment Option" to A, leaving the "Pay Cycle" and "Deduction Codes" fields blank. On DEDRPT.TXT, verify that there are no outstanding deduction amounts.
  •  14. The total of all board paid amounts (if tracked on the system) should equal the total of all warrant checks to the vendor or deduction company.
  •  15. Complete and file any required quarter-end submission forms.
  •  16. For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

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