This procedure outlines the steps to be taken to close the USPS quarter-end.
Select the SERSREG option. Choose to NOT create the tape file.
Review the SERSERR.TXT report and if needed clean up any possible errors.
Review the SERSDET.TXT report and verify employee earnings, days and hours.
Verify that the total contribution amounts listed on the SERSDET.TXT report equal the total deduction checks for SERS withholdings plus any warrant checks written for pick-up on pick-up.
Verify that contributions by employee equal earnings times the applicable retirement percentage. Allow for rounding (within a few cents).
Once satisfied that the data is correct, run the program again and answer YES to create the, SERS submission file (SERS.YYYYMMDDXXXX.SEQ).
Email the file to yourself
At the Menu> go to USPS and then USPS_LCL and choose the SERS_EMAIL process.
|This option may need to be executed more than once if there are multiple SERS tape files.|
Open the attachment in your email and save it to your desktop or a folder of your choosing.
Upload your SERS tape file(s) to the eSERS website.
Before you begin running payroll for the next month run the SERSMONTH program.
|The actual option of SERSMONTH will clear the MTD accumulators on the 400/590 and 690 DEDSCN records, as well as,set the New Employee flag on the 400 DEDSCN record to N and copy the following reports out to the PAYROLLCD, AUDRPT, ABS101, BENRPT, CHKSTS and SERSMONTH.|
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.|
8. All deduction checks for the quarter should equal the total deductions showing on QRTRPT.
This should be true for every deduction code
Balance the gross amounts on the W2REPT.TXT report with PAYRPT.TXT reports for the quarter
These amounts may not balance due to the way W2PROC handles certain amounts (e.g. Medicare pickup)
14. For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.
Mobile employees could cause discrepancies.
Check all totals carefully for accuracy.
|If necessary, adjustments can be made using USPSCN/ATDSCN.|
You are now ready to proceed with payroll for the new quarter.
MASCHG/MASINC-At the end of the third quarter the MASCHG/MASINC program should be processed to increment Total and Authorized years of experience for EMIS reporting purposes.
USPEMS/PERDET-Before an EMIS data collection for employee data is processed, the USPEMS/PERDET program should be ran and checked for possible errors. These errors should be corrected in the payroll system and USPEMS/PERDET should be ran again until all employee errors are cleaned up.