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Fiscal Year-End Closing Procedures by USPS Fiscal Team FYE19

Learn about pre-closing procedures for FYE19 including NC1 payments, new contracts, job calendars, staff data verification, and STRSAD execution. Ensure accurate quarter-end and month-end closings for smooth operations. Visit NEONET.ORG for detailed instructions.

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Fiscal Year-End Closing Procedures by USPS Fiscal Team FYE19

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  1. NEOnetPresented By: Fiscal Team USPS FYE19 Closing Procedures

  2. NEOnetPresented By: Fiscal Team Pre-Closing Procedures

  3. Pre-Closing Procedures NC1 Payments • For those employees retiring as of June 30th the NC1 amount should be processed to prevent manual changes at CYE • Reference IRS Publication 15-B http://www.irs.gov/pub/irs-pdf/p15b.pdf

  4. Pre-Closing Procedures NC1 Payments • UPDCAL

  5. Pre-Closing Procedures NC1 Payments • 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 the flag is set to “N”, the amounts are added to the wages • Manually change the wages if not the desired effect

  6. Pre-Closing Procedures NC1 Payments • USPSDAT/DEDNAM

  7. Pre-Closing Procedures NC1 Payments • NC1 amounts are not included in total gross pay charged to USAS • Reports provide special totals for balancing • PAYRPT • PAYSUM • QRTRPT • NC1 payment is added to special fields on JOBSCN, 3 of 3.

  8. Pre-Closing Procedures New Contracts • New contracts can be entered for those positions with a July 1 start date • Contracts with other start dates can be entered if the information is available • NEWCNT/PURGE – be cautious in answering the question regarding updating JOBSCN EMIS contract fields with values from old contract. (handout can be found at NEONET.ORG > Applications > Fiscal Applications > USPS Meetings > Fiscal Year End) • Tips: • Sort NEWCNT by # of pays to ID any with less than 26/24 pays • Verify that employees on NEWCNT will be on FY19 Payroll

  9. Pre-Closing Procedures Job Calendars • Job calendars for the 19-20 school year can be added to the system as soon as board approved • Utilize USPSDAT/CALMNT option • Reminder of the ‘Copy’ function

  10. Pre-Closing Procedures EMIS Staff • If you have not already completed the EMIS year-end reporting cycle, this can done • Run USPEMS/PERDET to verify staff data • Data collection for staff data can be initialized • Run CLRATD only when no additional staff extractions for EMIS are needed for 19L • Can be run anytime prior to the entry of long term illness days for 18-19 school year

  11. Pre-Closing Procedures USPSDAT/USPCON • Verification STRS Advance fields are zero before you run STRSAD Actual

  12. Pre-Closing Procedures STRSAD • You should already be executing the STRSAD in projection for balancing and verification of data • Selection option ‘1’ • Program will project days through the end of the fiscal year to determine jobs to advance and calculation of credit • Earnings include those in the future • Advance amount will be too large until all June pays are completed

  13. NEOnetPresented By: Fiscal Team Month-End Closing

  14. Month-End Closing RETIRE/SERSREG • Verify the data using projection • Total contributions should equal total deduction and warrant checks payable to SERS • ‘Earnings x 10%’ should equal contributions

  15. Month-End Closing RETIRE/SERSREG • Verify service days for all employees • Run actual option, answer ‘Y’ to the ‘Create SERS Tape File’ prompt • Run only after FIS_BACKUP is done, “Please follow the checklist” • Clears SERS MTD accumulated amounts from 400, 590, and 690 records • Creates submission file • Upload the submission file to eSERS

  16. Month-End Closing • Run CHKSTA or PAYREC to reconcile checks • Run USPRPT/CHKSTS to get list of outstanding checks • Balance payroll account • Run BENACC if necessary for the month

  17. NEOnetPresented By: Fiscal Team Quarter-End Closing

  18. Quarter-End Closing • Run QRTRPT option “N” to generate demand report • List all QTD figures from JOBSCN and DEDSCN • Compare totals of deduction checks written to the totals for each deduction code • Be cautious of deductions combined by vendor number • Any differences should be resolved

  19. Quarter-End Closing • Compare the ‘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

  20. Quarter-End Closing • Balance ‘Adjusted Gross’ on QRTRPT • If the ‘Calculated Adj Gross’ equals the ‘Total Adjusted Gross’, the ‘Difference’ will be listed as 0.00 • Difference should be resolved • Verify the non-cash amounts • Verify the total annuities equal to all deduction checks payable to annuity companies • Run AUDRPT, look for manual changes to JOBSCN total gross, annuity amounts, federal taxable gross

  21. Quarter-End Closing

  22. Quarter-End Closing W2PROC • Balance the W2REPT to minimize problems at CYE • Deduction totals for taxes • Deduction totals for annuities • Complete and balance a W2 reconciliation sheet

  23. Quarter-End Closing PAYDED • Generate a non-zero deduction report • Enter an ‘A’ in the Payment Option field • Leave cycle blank • Leave codes blank • Generally there are no outstanding deductions at quarter-end

  24. Quarter-End Closing ODJFSRPT • Check all totals and weeks • When all data is correct, enter ‘Y’ for creation of submission file • Run only after FIS_BACKUP is done, “Please follow the checklist” • Reminder – Taxable amount listed on report is used only for contributing employers, calculated value based on ODJFS rules • Tip: Look for employees with weeks and no wages. This would indicate they need a calendar stop date.

  25. Quarter-End Closing

  26. NEOnetPresented By: Fiscal Team Fiscal Year-End Closing

  27. Fiscal Year-End Closing STRS annual report processing • STRSAD • Selection option ‘1’ • STRSAD selects all employees and jobs that were subject to STRS withholding • All employees with any amount are listed on the STRSAD.RPT • Service credit is calculated based on the STRS decision tree

  28. Fiscal Year-End Closing STRSAD.RPT • Credit = Calculated based on the STRS decision tree • STRS Days = Job Calendar (thru June 30) + ATDSCN records • Earnings = FTYD Amount on 450 + Amount Earned but Not Paid • Deposit\Pick Up = ‘FYTD Totals” Amount on 591 record • Advanced Amount (if applicable) • Total = Deposit/Pick Up + Advanced Amount

  29. Fiscal Year-End Closing STRS annual report processing • STRSAD.RPT – This is a complete fiscal year-end report for all STRS employees and jobs that were subject to STRS withholding, including all advance and non-advance employees. • USPS Reference Manual STRSAD lists messages and possible solutions. See the handout on our website for the list of possible Warnings and Errors.

  30. Fiscal Year-End Closing • 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 must be set as needed • If uncertain of an employee’s status contact STRS • Re-employee retirees will always have 0% credit reported with contributions • Calculated service credit for rehired retiree will flag a Warning

  31. Fiscal Year-End Closing • Staff 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

  32. Fiscal Year-End Closing STRSAD.RPT • Balance the amount showing in the ‘Deposit/Pickup’ column included on the report • Should total the deduction checks already written payable to STRS plus the warrant checks for pick-up amounts • If not in balance and can’t resolve at the district • Contact NEOnet as needed • STRS can usually find the problem • STRS balances by employee as well as by district

  33. Fiscal Year-End Closing For a Job to Advance • Employees with STRS jobs (and district calculates STRS based on gross): • Work days equal days worked • Amount remaining to pay greater than zero • Pays greater than pays paid

  34. Fiscal Year-End Closing • For any job meeting the criteria mentioned, an accrued contribution amount will be calculated. This accrued amount will be the amount of earnings not yet paid times the employee’s STRS withholding rate. • Accrued contribution amount is calculated using the pay per period from JOBSCN for the remaining pays minus 1, then last pay calculation occurs.

  35. Fiscal Year-End Closing STRSAD Sample Calculation: Obligation = $39,100 Pay per period = $1,504 Pays/pays paid = 26/22 23rd pay $1,504 x 14% = $210.56 24th pay $1,504 x 14% = $210.56 25th pay $1,504 x 14% = $210.56 26th pay Obligation $39,100 • Paid 25 pays $37,600 ------------------------------------------------- Remaining $1,500 x 14%=$210.00 Total accrued contributions calculated by STRS $210.56 + $210.56 + $210.56 + $210.00=$841.68

  36. Fiscal Year-End Closing STRS annual report processing • STRSAD.TXT – List all employees with an accrued contribution calculation • Report will be empty if STRS is based on earnings • May be inflated if fringe benefit flag on 450 is set to ‘Y’ and employee has 691 with inflated rate • Should be checked carefully • Be consistent with prior years • Check supplemental contracts, many times missed

  37. Fiscal Year-End Closing STRSAD.TXT • Credit = Calculated based on the STRS decision tree • Contract Amount Due = Obligation – Amount Paid – Amount Docked • Advanced Employee Amt = Should be zero • Total Amt Advanced = Advanced Employee Amt + Total Amt Advanced

  38. Fiscal Year-End Closing STRS annual report processing • NONADV.TXT – List some employees with jobs that are not advancing • If job has no amounts remaining to pay but meets all other criteria • If days worked plus remaining days from calendar through June 30th exceed the total work days • Not a catch of all potential jobs/employees • Look for employees that should be on the STRSAD.TXT

  39. Fiscal Year-End Closing • After all June pays are completed • If aware of dock amounts on 1st July payroll enter those in ‘Dock Next Pay’ on JOBSCN • Will be included in calculations by STRSAD • If aware of early contract pay offs • Change the number of pays • Be cautious – pay per period may get changed

  40. Fiscal Year-End Closing • Run FIS_BACKUP before creating any tapes or clearing any QTD or FYTD fields • Once STRSAD information is correct, run option ‘2’ • Sets advance flag on jobs to ‘*’ • Sets closing date in USPCON • Places total accrued contribution amount in USPCON • Creates annual reporting submission file

  41. Fiscal Year-End Closing • Creates temporary holding file for retirement deduction rates as they were in DEDSCN when option ‘2’ ran; known as SAVADV.IDX • Advance field appears on JOBSCN • Advance error adjustment fields appear on STRS deduction records • Creates Payroll CDROM reports for STRSAD

  42. Fiscal Year-End Closing • Print final copies of reports as needed • If 3rd party data needs to be included in the advance tape file, the file from the 3rd party vendor will need to be merged with the tape file before submission. • Renhill • Rachel Wixey • STRS Nurses • PSI Nurses • Children’s Hospital • Run ANNSTRSSND to submit annual report to STRS • Updates USPSDAT/USPCON information • Deadline for submission is August 2, 2019 • Would like to have all files on or before July 25th, 2019 for merging.

  43. Fiscal Year-End Closing • Run SURCHG • Creates a worksheet districts might use for SERS surcharge calculation verification • Minimum annual compensation is $21,600.00 • Run USPAUDIT to create USPS submission files for AOS audits • Run AUDRPT choosing the O-Official option. Check the payroll CDROM to verify that the Official AUDRPT copied out properly • Run fiscal file copy save procedure

  44. Fiscal Year-End Closing • Run QRTRPT • Select option ‘F’ • DO NOT clear JOBSCN EMIS contract fields unless Period 19L is closed, check with your EMIS Coordinator.

  45. NEOnetPresented By: Fiscal Team Post Closing

  46. Post Closing • During the payroll process • FYTD amounts on the 450, 591 and 691 deductions will not be updated by any accrued earnings or contributions • FYTD amounts on the JOBSCN will be updated regardless • FYTD amounts on the 450, 591 and 691 deductions are updated only by new earnings and contributions on those new earnings

  47. Post Closing • During advance cycle certain pay types can not be used on jobs with advance flag set to “*” • REG • IRR • Do not change any retirement deduction associated with job while in STRSAD mode.

  48. Post Closing • Certain pay types affect balance of USPCON advance amount • DCK • BCK • TRM (usually creates a few cents difference) • POF (usually creates a few cents difference) • If ITC modifies the pays and pays paid to be different by 1 (forcing a contract pay off) the amount in USPCON may not balance

  49. Post Closing • Verify each pay the advance amount showing in USPCON is decreasing • After all summer pays are complete • Verify advance amount in USPCON is zero • If not zero, run CHKSTRS and compare employee totals to see who’s amount withheld on accrued earnings does not equal the amount STRSAD calculated • File corrections with STRS as needed

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