USPS Fiscal Year-end Review 2011
Pre-Closing Procedures • The following steps can be completed prior to fiscal year-end (in any order): • Life Insurance over $50,000 – NC1 pay type • Run STRSAD - Option 1 • Register for on-line Recap Sheet reporting • Create new job calendars • Send Salary Notices and Non-Renewal letters • Run SURCHG • EMIS staff reporting for year-end • New contracts for July 1 start dates
Pre-Closing – NC1 • For those employees retiring June 30 (end of contract) • Figure the monthly cost of the insurance to include in the employee’s wage • Use the employee’s age on the last day of the tax year • Use the chart in your packet • Post in UPDCAL_CUR or UPDCAL_FUT • Use an NC1 pay type • Can be loaded using USPImport
Cost per $1,000 of Protection For 1 Month AgeCost Under 25 .05 25 – 29 .06 30 – 34 .08 35 – 39 .09 40 – 44 .10 45 – 49 .15 50 – 54 .23 55 – 59 .43 60 – 64 .66 65 – 69 1.27 70 and older 2.06 Pre-Closing - NC1 Example: District provides $100,000 group term life for the Superintendent. The Superintendent is 54 years old on the last day of 2011 and is retiring effective July 1, 2011. The non-cash earnings would equal (.23 X 50 X 6)= $69.00
Pre-Closing - NC1 • UPDCAL
Pre-Closing - NC1 • Neither Federal, State nor OSDI taxes are withheld • Added to wages even though no tax is withheld • Medicare and FICA are withheld • Flag in DEDNAM city records controls whether city tax is withheld. Even if flag is set to “N”, the amounts are added to the wages • Manually change the wages if not the desired effect
Pre-Closing - NC1 • USPSDAT/DEDNAM
Pre-Closing – NC1 • NC1 amounts are not included in total gross pay charged to USAS • Reports provide special totals for balancing • NC1 payment added to special fields on JOBSCN, screen 3
Pre-Closing - STRSAD Run STRSAD program. Select option 1, Projection of STRS advanced payments. Program will project days through the end of the fiscal year to determine jobs to advance Verify and correct any errors Refer to information in packet Academic start date is first work day
Pre-Closing Procedures • Create job calendars for 2011 – 2012 school year. • Start on your New Contracts • Create and send Salary Notices to all Employees • No later than June 30th • Send non-renewal letter to subs if desired
Pre-Closing Procedures • Validate Surcharge exempt flag on all 400 records • N = Non Exempt, Y = Exempt • Retired, died, rehired retired, board members • Run SURCHG program • Surcharge minimum level for 2010 – 2011 is $35,800.
Month-End ClosingFollow the normal process of closing for the month • Run PAYDED for all deduction checks • Per-pay, monthly, quarterly • Run PAYDED for non-zero deductions • View DEDRPT.TXT and verify there are no outstanding deductions
Month-End Closing • Run Retire – STRSREG • Run STRSREG using projection option • Verify the total contribution amounts equal deduction checks plus warrant checks • Verify contributions by employees equal earnings time 10%
Month-End Closing • Verify service days for all employees • Once correct, run again answering “Y” to tape • Run STRS_SEND to send STRS tape
Month-End Closing • Run RETIRE - SERSREG • First not creating the tape file. • Verify the total contribution amounts equal the SERS deduction checks plus warrant checks written for pickup.
Month-End Closing • Verify contributions by employee equal earnings times the applicable retirement percentage, 10%, (allow a few cents for rounding). + X 10% =
Month-End Closing • Review service credit days for all employees. • Once satisfied that all data is correct, run SERSREG again and answer ‘Y’ to the ‘Create SERS tape file’ prompt. • Clears SERS MTD totals and create submission file • Run STRSMONTH • Create monthly report and clear MTD accumulators • Post help desk ticket advising LACA to submit information to SERS.
Month-End Closing • Run USPSCN/DEDSCN • Validate Re-Employed Retirees • Run GAAP Reports • Run BENOBL • BENACT and BENEMP • Run WAGOBL • WAGEMP and WAGACT • Run BIRTHDAYS
Month-End Closing • Balance payroll clearance account. • Run CHKSTA or PAYREC to reconcile checks • Run CHKSTS to generate an outstanding check register. • If you have not received your bank statement, continue with closing
Quarter-End Closing Watch Your Closing Options
Quarter-End Closing • Run QRTRPT, select the Demand Report option (N) no to clearing. • Compare total of deduction checks written to the totals of each deduction code, CHKSTS • Compare “Total Gross” listed to the total of all payroll clearance checks written from USAS • Subtract gross for payroll checks voided during the quarter from payroll clearance checks written • Any differences should be resolved
Quarter-End Closing • If the ‘Calculated Adj Gross’ figure differs from the ‘Total Adjusted Gross’ a ‘Difference in Gross’ amount prints on the QRTRPT. • Any difference should be resolved • Verify the non-cash amounts • Verify the total annuities equal total of all deduction checks • Run AUDRPT, look for manual changes to JOBSCN
Quarter-End Closing • Balance W2REPT quarterly to minimize problems at calendar year-end. • Run W2PROC. Check W2ERR.TXT for errors. • Complete and balance the W2REPT Reconciliation Worksheet for quarter. • Balance the deduction totals on the W2REPT.TXT report with totals from DEDRPT.TXT reports for the quarter. • Balance the gross amounts on the W2REPT.TXT with the PAYRPT.TXT for the quarter
Quarter-End Closing • Run ODJFSRPT, selecting ‘N’ to ‘Create submission file’ • Check all totals and weeks carefully. • If necessary, enter adjustments (AD OB) in USPSCN/ATDSCN (check with LACA first). • Once all data is correct, run ODJFSRPT again, selecting ‘Y’ to ‘Create submission file’ • Post help desk ticket advising LACA to submit data
STRS Advance Processing • Tricks to make advance amount correct • If you need to dock someone, put amount in dock next pay amount field • If you know you will have a payoff, • Change number of pays in JOBSCN • Check the pay per period, it may have changed • If you know you will have a termination, • Change number of pays in JOBSCN
STRS Advance Processing • Run STRSAD, selecting Option 1 (projection only). • To be advanced, a STRS job must have • Work days equal to days worked • Amount remaining to pay greater than zero • Number of pays greater than pays paid
STRS Advance Processing • Accrued contribution amount equals earnings not yet paid times the employee STRS withholding rate • Three reports generated: • STRSAD.TXT • STRSAD.RPT • NONADV.TXT • Be consistent with prior years
STRS Advance Processing • STRSAD.TXT • Lists all employees with an accrued contribution calculation • May be inflated if fringe benefit flag on 450 is set to “Y” and employee has 691 with inflated rate • Verify all jobs that should be advancing are listed on the report. • Verify rehired retirees are appearing as they should • Check supplemental contracts, many times missed
STRS Advance Processing • STRSAD.RPT • Complete fiscal year-end report for all STRS employees • Balance the amount showing in the “Deposit/Pickup” column with checks written payable to STRS plus warrant checks for pickup amounts • Verify employee’s service credit and FYTD totals. • Employees flagged as full-time must have at least 120 days service days to be granted a full year of service credit • See Documents in packet
STRS Advance Processing • NONADV.TXT • Lists some of the employees with jobs that will not be advanced. • Days worked (on JOBSCN) plus the work days remaining on the job calendar through June 30 must equal the total Work days on JOBSCN. • Number of Pays paid on JOBSCN must be less than the number of Pays in JOBSCN. • Not a catch of all potential jobs/employees
STRS Advance Processing • Check all reports for warnings and errors • Verify service credit • Employees with 120 or more days receive 100% credit • Employees with less than 120 days receive credit based on STRS decision tree • Employees classified as part-time have service credit based on STRS decision tree • Part-time flag on 450 record must be set • If uncertain of status, contact STRS
STRS Advance Processing • Reemployed retirees will always have 0% credit reported with contributions • Employees retiring and rehired in the same fiscal year will appear twice on the report • one line for contributions prior to retirement • one line for after retirement contributions • If retired all year but still two lines, check rehired date on 450 record
STRS Advance Processing • Complete STRS Recap sheet • Sent to districts by STRS, also on Web • http://www.strsoh.org/employer/faqs/6.html#3 • Balance, see packet • If not in balance and can’t resolve • Contact LACA • Contact STRS, they can usually find the problem • STRS balances by employee as well as district
Once STRS Information is Correct • Run STRSAD - Option 2 (Run this only once) • Creates the STRS tape file • Updates USPSDAT/USPCON • Sets the STRS closing date to 06/2011 • Places an * in the STRS Advance Mode field • Places the total advanced amount in the STRS Advance Amount field • Flags eligible jobs in advance mode until the last payment in contract has been paid.
STRS Advance Processing • Advance field appears on JOBSCN • Advance error adjustment fields appear on STRS deduction records • Creates PayrollCD reports
STRS Advance Processing • Print final copies of reports if needed • Run ANNSTRSSND to submit the data electronically to STRS. • Send recap sheet the same day • Recap sheet can be submitted on-line • Post a help desk ticket stating you have completed you STRSAD.
Fiscal Year-End Closing • Run AUDRPT selecting the official report option • Run USPAUDIT to create a USPS submission file for Auditors.
Fiscal Year End • Call LACA for final closing • Create FY11 directory • Backup payroll files • Run QRTRPT – clear QTD/FTD fields • Run PAPURG – purge thru 6/30/2010 • LACA will call you to begin July processing
Post Fiscal Year-End Processing • After Accounting has closed for June and fiscal year end • AUTOPOST July payrolls and BRDDIS • Run MASCONC to conceal previous employees, recommend thru 6/30/10
Post Fiscal Year-End Processing • Restrictions during advance • Certain JOBSCN fields are non-modifiable • Affects of UPDCAL Pay types on advance jobs • No affect: MIS, OT, SHP, NC1 • Can be used but will affect advance: DCK, BCK, TRM, POF • Types that can not be used: REG, IRR
Post Fiscal Year-End Closing • After all summer pays are complete • View USPSDAT/USPCON • Verify STRS Advance Mode is blank • Verify STRS Advance Amount field is blank
Post Fiscal Year-End Closing • If not, run CHKSTRS, choosing the same sorting options as STRSAD. Compare totals for each employee to those on the STRSAD.TXT. Any employee showing a difference should be researched. • File corrections with STRS • Call LACA to clear the advance fields