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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.

Month-End Closing

  •  43. 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 '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
  •  65. 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
  •  76. 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

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  •  87. Run QRTRPT selecting the demand option (option N).
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    8.  In the "Totals" section of QRTRPT, the gross and adjusted gross should balance using a manual calculation

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Gross
- Annuities
____________
Adjusted Gross Calculated
  •     Gross
      - Annuities

    Adjusted gross calculated
    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

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  •  10

    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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    11. The total gross showing on QRTRPT should equal the total of all payroll clearance checks created during CHKUPD 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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    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 DEDRPTPAYDED.TXT reports from the quarter.
      • Balance the gross amounts on the W2REPT.TXT report with

        PAYRPT

        BUDDIS.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.

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      • These amounts may not balance due to the way W2PROC handles certain amounts (e.g. Medicare pickup).

        If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes in USPSCN.  The AUDPRT can be useful in identifying these problems.

    •  

      Complete and balance the W2REPT Reconciliation Worksheet for the quarter following the directions on the worksheet.

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    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,

    .  This will assure all deductions have been paid to date.

    • Under Selection Criteria:

      • Payment option = A
      • Pay cycle = leave blank
      • Deduction codes = leave blank
    • Once the report is generated, view the DEDRPT.TXT and verify that there are no outstanding deduction amounts.

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    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.

    • CHEKPY can be run to generate a listing of all board paid deduction checks.
      • Sort options = C
      • Sub-total by vendor = Y
      • Print missing check numbers = N
      • Check types to select = M,W
      • Check statuses to select = leave blank
      • Print vendor from PO or check = P
      • Date Selection = January 1, XXXX to last day of quarter
      • Check Selection = leave blank
      • Summary or Detail report = S
      • Single or Double space summary report = S
      • Include or Exclude the following vendors? = I
      • Vendors = enter the vendor numbers for all board paid deductions
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    15. Complete and file any required quarter-end submission forms.

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    16. For city

    withholdings

    withholding, take the total gross on W2REPT.TXT times the

    percentage to be sure the tax withheld and submitted are correct.

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  • city tax percentage.  The calculated figure should equal the amount listed on the W2REPT.TXT.  This amount should also equal the total checks submitted. 

  • CHKSTS can be run to generate a report of all checks created.
    • Sort Option = C
    • Print Option = A
    • Check Type = A
    • Specific Deduction Codes = enter all city deduction codes
    • Check Selection = leave blank
    • Issue Date = 01/01/XXXX to last day in quarter

Mobile employees could cause discrepancies.

  •  

    17.

    Run ODJFSRPT setting the "

      Process ODJFS report and submission file.

  • Run ODJFSRPT for verification purposes.
    • Create a submission file

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  • Check all totals carefully for accuracy. If necessary, adjustments can be made using USPSCN/ATDSCN.

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    • = N
    • Reporting Year = enter appropriate year
    • Reporting Quarter = enter appropriate quarter
    • Max number of weeks = number of Saturdays in the quarter
    • District name = should default
    • Street address = should default
    • City = should default
    • State = should default
    • Zip = should default
  • Review ODJFSRPT.TXT.  If adjustments are necessary, USPSCN/ATDSCN - AD/OB can be entered.
  • Run ODJFSRPT to create the tape file.
    • Create a submission file = Y
    • Reporting Year = enter appropriate year
    • Reporting Quarter = enter appropriate quarter
    • Max number of weeks = number of Saturdays in the quarter
    • District name = should default
    • Street address = should default
    • City = should default
    • State = should default
    • Zip = should default
  • Send an email to mail_staff_fis@nwoca.org

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  •  and inform them that you have created the ODJFS tape file.

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  •  18. Only if hard copies of quarter end reports are desired, run the following:
    •  

       USRPT/EMPMST (all data)

    •  

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

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       ERNREG – (all data for the quarter)

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       QRTRPT – (all data –demand report)

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

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