This procedure outlines the steps to be taken to close the USPS fiscal year for NWOCA districts.

Cost of Life Insurance over $50,000

• 1. For any employee that will be retiring at the end of the fiscal year, calculate the cost of life insurance over $50,000. Using the USPSCN/UPDCAL_CUR or USPSCN/UPDCAL_FUT program, the amount should be included as part of their final pay using a pay type of NC1. For an example and in depth discussion of the calculation process, refer to the Reporting Taxable Amount of Life Insurance Premiums.

EMIS Staff Reporting

• 2  If your EMIS Staff and Course Collection- Final is complete, proceed to step 3.  If your EMIS Staff and Course Collection - Final is not complete, please continue with step 2A.

• 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

• 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 '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 (N).

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

  
  

  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

  
  

• 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

•  

• 11. 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.

      
      

      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.

• 12. 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.

• 13. 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

• 14. Complete and file any required quarter-end submission forms.

• 15. 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

• 16.  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

• 17. Send an email to mail_staff_fis@nwoca.org and inform them that you have created the ODJFS tape file.
• 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)

  •  ERNREG – (all data for the quarter)

  •  QRTRPT – (all data –demand report)

STRS Advance Processing 

• 20, Run the STRSAD program and select the projection only (option 1). This option can be run as many times as needed. The program produces three reports. The STRSAD.TXT report lists all advanced jobs for the district. The STRSAD.RPT report is the complete fiscal year-end report for all STRS employees. The 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. 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.

♦  Option 2 also flags eligible jobs as in advance mode until the last payment in the contract has been paid. At that time, the advance flag is turned off and the job is no longer considered in advance mode. Print and file the final copies of the STRSAD.TXT and STRSAD.RPT reports.

• 22. Notify NWOCA via email (mail_staff_fis@nwoca.org) that your STRS data is ready to submit to STRS electronically.

• 23. Run ANNSTRSSND to submit STRS annual reporting information 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.

Fiscal Year-End Closing

• 26.  Run @PAY:USPS_FISCAL_COPY or from the MENU>USPSFISCAL to make a copy of your payroll files for the fiscal year.

• 27. 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). In addition, when this option is chosen a prompt will ask if you would like to clear the EMIS specific fields in 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 zero.

Post Fiscal Year-End Closing

• 31. STRS follow-up on the Advance after all summer pays:
  • Run USPSDAT/USPCON. Verify the advance amount now shows as zero dollars.
    • If not, run CHKSTRS, sorting it the same as STRSAD.TXT. Compare totals for each employee to those on the STRSAD.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.

You have completed the USPS Fiscal Year End Closing procedures.