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  •  1. Run QRTRPT selecting the demand option (N).
  •  

    2.  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


  •  

    3. All deduction checks for the quarter should equal the total deductions showing on QRTRPT.

    Tip

    This should be true for every deduction code

      Be sure to verify

    the

    all electronic

    transfers of federal and Medicare

    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


  •  4. The total gross showing on QRTRPT should equal the total of all payroll clearance checks created during CHKUPD for the quarter.
       

      5. Balance the W2REPT quarterly to minimize problems at calendar year-end.

      •  

         Run W2PROC. Check the W2ERR.TXT report for errors.

      •  

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

      •  

        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 

      Tip
      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.

      Tip
      The AUDRPT program can be useful in identifying these problems
    •  

      6. 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.

    •  

      7. 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.

    •  

      8. Complete and file any required quarter-end submission forms.

    •  

      9. For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

      Tip

      Mobile employees could cause discrepancies.

       

      10. Run ODJFSRPT setting the "Create a submission file" to N to generate a report only

       

      Check all totals carefully for accuracy.

      Tip
      If necessary, adjustments can be made using USPSCN/ATDSCN.
       

      11. When all data is correct, run ODJFSRPT again, this time indicating that you want to create a tape file for submission.

       Contact NWOCA via email (mail_staff_fis@nwoca.org) and
      • 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
    •  

      5. 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
    •  

      6. 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 PAYDED.TXT reports from the quarter.
        • Balance the gross amounts on the W2REPT.TXT report with BUDDIS.TXT reports for the quarter.

          Tip

          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.

    •  

      7. Run PAYDED to generate a non-zero deduction listing.  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.

    •  

      8. 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
    •  

      9. Complete and file any required quarter-end submission forms.

    •  

      10. For city withholding, take the total gross on W2REPT.TXT times the 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
    Tip

    Mobile employees could cause discrepancies.


    •  

      11.  Process ODJFS report and submission file.

    • Run ODJFSRPT for verification purposes.
      • Create a submission file = 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 and inform them that you have created the ODJFS tape file.
    •  12. 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)

      •  

         ERNREG – (all data for the quarter)

      •  

         QRTRPT – (all data –demand report)

        Warning

        If you ARE ready to complete W2 Processing , Proceed to Step 13.

        If you are NOT ready to complete W2 Processing, Proceed to W2 Processing at a Later Date


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