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Info
Please note the EMIS year-end reporting process may or may not be completed, depending on your internal policy.  Please refer to the Classic USPS EMIS Initial Staff and Course Collection Checklist to be certain all areas have been completed throughout the school year.

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  •  

    2A.  Run the USPEMS/USPEMX program to generate a file(s) containing your fiscal year information prior to entering information for the next fiscal year. 

    •  Once your USPEMX.SEQ file has been created, send an email to mail_staff_fis@nwoca.org stating so.  
    •  You will receive email confirmation from NWOCA fiscal staff confirming your file is ready and you may continue processing.
Warning

Due to the importance of your USPEMX.SEQ and/or USPEMX_EMISR.SEQ file(s), please do not proceed with the next step until notified by NWOCA with an email.  NWOCA will run a procedure on their end to preserve the file(s).


Month-End Closing

  •  3. 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 employee' flag (previously Y and R) 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
  •  4.  Run RETIRE/SERSMONTH.  When the 'Clear SERS MTD accumulators' field is set to Y, the month-to-date accumulators on the 400, 590, 690 DEDSCN records are cleared and teh the 'New employee' flag (previously set to Y or R) will be set to 'N' on the 400 DEDSCN record. 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
  •  5. 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
  •  6. 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.

Quarter-End Closing

  •  7. Run QRTRPT selecting the demand option (NN - No Totals Zeroed (Demand Report).
  •  

    8.  In the "Totals" section of QRTRPT, the gross and adjusted gross should balance using a manual calculation

    Panel

        Gross
      - Annuities

    Adjusted gross calculated


    Tip
    The Adjusted gross calculated should equal the adjusted gross amount from QRTRPT. This should be true for all adjusted gross figures in the "Totals" section


  •  

    9. 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
  •  10. 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

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  •  17. Send an email to mail_staff_fis@nwoca.org and inform them that you have created the ODJFS tape file.
  •  18. Only if Process hard copies of quarter end reports are desired, run the following:(Optional).
    •  

       USRPT/EMPMST (all data)

    •  

       USPRPT/ERNSUM (all data for the quarter) – condensed version of ERNREG (170 column report)

    •  

       ERNREG – (all data for the quarter)

    •  

       QRTRPT – (all data –demand report)

  •  19.  Run SURCHG (Optional).  This report can assist you with SERS surcharge calculations and GAAP reporting.  For questions, please refer to SERS's website.

STRS Advance Processing 

Info

Employees flagged as full-time must have at least 120 service days to be granted a full year of service credit toward retirement. Employees flagged as part-time will be given credit according to STRS rules outlined in the STRS Employer's

Manual

Manual. If you are in doubt about an employee's part-time or full-time status, contact STRS and obtain a ruling.

In order for a job to advance, it must meet these three criteria:

  • On JOBSCN, the work days must equal the days worked.
  • On JOBSCN, the number of pays paid must be less than the number of pays.
  • On JOBSCN, the contract obligation can not equal the amount paid plus any amount docked (if applicable).
  •  

    20, Run the STRSAD program and select the projection only (option 1). This option Verify and balance the STRSAD reports.

    • Run STRSAD choosing the option 1- Projection of STRS advanced payments.  This can be run as many times as needed.
    The program produces three reports. The
      • STRSAD.
    TXT
      • TXT - report lists all advanced jobs for the district.
    The STRSAD.RPT report is the
        • Verify the following:
          • Credit = Based on full or part-time flag on the 450 DEDSCN record + Job Calendar defined on JOBSCN +AD RE records in ATDSCN. Then the STRS Decision Tree.
          • Deposit/Pick Up = 
          • Pay per period X remaining number of pays = Advanced Amount.
      • STRSAD.RPT - report lists complete fiscal year-end report for all STRS employees
    . The NONADV.TXT
      • .
      • NONADV.TXT - report lists STRS employees whose jobs will not be advanced. 
        • Verify the
    data on the reports. On the STRSAD.RPT report, check each employee's service credit and FYTD totals. At the bottom of this report, there is an amount labeled Total Taxed + Non-taxed. The amount shown should equal the amount deposited with STRS during the fiscal year plus the amount of accrued contributions on summer pays. 21.
        • following:
          • Jobs listed on the report should not be advancing.
Note

Information regarding STRSAD errors and warnings can be found here.


  •  21.  Create the STRSAD.YY06 submission file.
    • Option 2 - Actual STRS advance payment calculation and STRS fiscal report generation.
      • STRSAD.YY06 is generated
      • Sets the STRS Period Closing Date in USPSDAT/USPCON to 06/YYYY
      • Flags all 
  •  Once the data has been verified for the advance, run the STRSAD program again, this time selecting Option 2. This option creates the file that will be submitted electronically to STRS and sets the STRS period closing date field in the USPSDAT/USPCON to 06/YYYY.

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  •  22. Notify NWOCA via email (mail_staff_fis@nwoca.org) that your STRS data is ready to submit to STRS electronically.  Even though you are submitting your own file to STRS, NWOCA runs a procedure on the STRSAD file and reports so they are not ever purged off the system.
Warning

Due to the importance of your STRSAD reports, and STRSAD file, please do not proceed with the next step until notified by NWOCA with an email.

  •  22.  IF you have third party information (for example, Rachel Wixey) that needs merged with your STRSAD.YY06 file.  Send the third party file(s) to NWOCA using the secure file transfer option.  NWOCA will merge the information and send the updated file back to you.
  •  23. Run ANNSTRSSND to submit STRS annual reporting information STRSAD.YY06 file electronically to STRS.

Quarter-End Closing Completion

  •  24. Run SURCHG if desired. This program is designed to assist you with verifying the SERS surcharge calculations and GAAP reporting. See the SURCHG chapter of the USPS Reference Manual for more information.
  •  25. Run CLRATD after the year-end EMIS staff data is complete and the quarter end reports are printed, but before long term illness days are input for the new fiscal year. This program will clear the long term illness field on USPSCN/BIOSCN Verify the file was sent on the system by going to the second screen of USPSDAT/USPCON.  Your user name should appear in the STRS Ann. File Sent By field and a current date in the STRS Ann. File Sent On field.

Fiscal Year-End Closing

  •  2624.  Run @PAY:USPS_FISCAL_COPY or from the MENU>USPSFISCAL to make a copy of your payroll files for the fiscal year.
Warning
Due to the importance of securing a copy of the payroll files once the fiscal copy procedure is complete, you will receive an automated email message indicating you are NOT to proceed with the next step in this procedure until notified by NWOCA.  The NWOCA Fiscal Staff will insure the copy procedure ran successfully and will then respond to you via email with instructions to continue with the procedureyour closing process. Please wait until this message is received from NWOCA before proceeding. We will attempt to contact you as soon as possible. 
  •  2725. Run USPAUDIT to create a USPS submission file for Auditors.
  •  28. Run AUDRPT choosing the O-Official option. Check the payroll CD to verify that the Official AUDRPT copied out properly.
  •  29. Run QRTRPT again, this time clearing all data for the quarter and the fiscal year (option F)
    • Fiscal Year of extraction = current fiscal year
    • Start Date = 07/01/YYYY
    • Stop Date = 06/30/YYYY
    • Send data to AOS now = Y
  •  26. Run the official option of AUDRPT.
    • Demand of Official Report = O
    • Detail or Summary or Both = B
    • Print employee name on report = Y
    • Sort Options = ID
    • Specific Operations = A
    • Date selection = 07/01/YYYY to 06/20/YYYY
    • Specific Files = leave blank
    • Specific Usernames = leave blank
    • Specific Employees = leave blank
  •  29. Run QRTRPT selecting option F - Zero QTD and FTD Totals. In addition, when this option is chosen a prompt will ask if you would like to clear the EMIS specific fields in on JOBSCN.
  •  30. To insure the data cleared correctly, run the QRTRPT program again (demand option N) and verify that the fiscal year to date totals on the report are zeroRun QRTRPT selecting option F - Zero QTD and FTD Totals to insure the quarter and fiscal year to date data was cleared, 


YOU MAY BEGIN PROCESSING FOR THE NEW FISCAL YEAR.

Post Fiscal Year-End Closing

Warning

Restrictions during the advance:

  • Modifications cannot be made to certain fields on jobs in the advance mode.
  • Certain Pay Types types of REG and IRR can not be processed on jobs flagged in the advance jobs. See the STRS chapter of the USPS User Guide for details
  • Pay types of DCK, BCK, TRM, and POF can be processed, but keep in mind could effect STRS advance balancing.
  •  31. STRS follow-up on the Advance after all summer pays: Run USPSDAT/USPCON. Verify the advance amount now shows as zero dollars. After all fiscal year pays have been paid, go to the second screen of USPSDAT/USPCON and verify the following:
    • STRS Advance Mode field is blank
    • STRS Advance Amount field is blank 
      • If not, run CHKSTRS
    ,
      • (sorting it the same
    as
      • as the STRSAD.TXT is sorted). Compare totals for each employee
    to those
      • on the
    STRSAD
      • two reports.
    TXT.
      •   Any employee showing a differing amount should be researched.
     
      • Any difference should be reported to STRS as a prior fiscal year correction if necessary.
     
      • Contact NWOCA to have any remaining STRS advance amounts removed from USPSDAT/USPCON
    .

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