This procedure outlines the steps to be taken to close the USPS fiscal year for NWOCA districts.
Please note the EMIS year-end reporting process may or may not be completed. Please refer to the USPS EMIS Staff and Course Collection Checklist to be certain all areas have been completed throughout the school year. |
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.
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). |
8. In the "Totals" section of QRTRPT, the gross and adjusted gross verify there is no amount listed in the Difference in Gross columns.
Gross +Non-Cash Earnings Total Adjusted Gross Calculated Adj Gross |
Total Gross = Total gross on all USPSCN/JOBSCN (third screen) records under the QTD Amount column. Total Annuities = Total of all Deduct Total in the QTD Totals column on all USPSCN/DEDSCN records with Deduction Type equaling Annuity. Non-Cash Earnings = Total of all Non-Cash earn in the QTD Amount column on all USPSCN/JOBSCN (third screen) records. Total Adjusted Gross = Total Tax gross in the QTD Totals column on all USPSCN/DEDSCN/Federal Tax records. Calculated Adj Gross = Total Gross - Total Annuities + Non-Cash Earnings Total Adjusted Gross = Calculated Adj Gross If it does not, please reference the chapter in SSDT's User Guide/Userful Procedures called 'Quarter and Year End Balancing.' |
9. All deduction checks for the quarter should equal the total deductions showing on QRTRPT. Be sure to verify all electronic payments as well.
11. It is recommended that you balance the W2REPT quarterly to minimize problems at calendar year-end.
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:
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.
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
Mobile employees could cause discrepancies. |
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)
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 to obtain a ruling. In order for a job to advance, it must meet these three criteria:
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20, Verify and balance the STRSAD reports.
Information regarding STRSAD errors and warnings can be found here. |
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. |
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 respond to you via email with instructions to continue with your closing process. Please wait until a message is received from NWOCA before proceeding. |
YOU MAY BEGIN PROCESSING FOR THE NEW FISCAL YEAR.
Restrictions during the advance:
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