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Payrolls with July or later pay dates that are in the new fiscal year, cannot be processed unless the STRS Advance has been completed. The following error will be produced if trying to initialize the first pay in July before creating the STRS Advance Submission File.

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•  1. Cost of Life Insurance Over $50,000.  For any employee that will be retiring at the end of the fiscal year, calculate the cost of life insurance over $50,000. Using thePayroll>Payroll Payments - Future or Payroll Payments - Current, enter the calculated life insurance cost as part of their final pay using a Pay Type of Life Insurance Premium. Click here for more information from the IRS regarding Group-Term Life Insurance and related costs.  Click here for the Redesign checklist regarding reporting taxable amounts of life insurance premiums. 
•  2.  Run the STRS Advance Reports to begin checking and balancing the reports. 

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•  18.  Run SERS Surcharge Report.  This report can be run now, saved, and used along with the SERS Surcharge Report sent by SERS.  Payment of the Surcharge amount is due within 30 days from notification that the final Surcharge amount has been calculated. This will need to be completed in the Payment Remittance application on eSERS.

• • Reports>SERS Reporting>SERS Surcharge Report.
    • Fiscal Year - Defaults to the current year.  Can be changed if desired.
    • Include Fixed Pay Accounts - Defaults to be included.
    • Sort By - Defaults to Fund.  Can be changed using drop down.
    • Include Subtotal by Selected Sort Option? - Default to not subtotal by sort option.  Changed be changed by checking the checkbox.
    • Report Format - PDF.  Can be changed by using drop down.
    • Click Generate SERS Surcharge Account Report.

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•  20.  Generate the STRS Submission File. **NOTE** This HAS to be completed before running the first pay in July** Verify that the amount is correct, comparing this to your STRS Advance Position report and the 'Advance Mode' box is checked, in Configuration/STRS Advance Configuration**
  •  District will receive an email from STRS, confirming the file was processed and received.

• • Reports>STRS Reporting>STRS Advance>Generate Submission File.
  • Save the STRSADXX06.TXT to your computer.

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•  21.  IF APPLICABLE:  Merge your STRSADXX06.TXT with your third party file.  The third party file will need to be in the proper STRS Annual Record Layout.  **NOTE** If district has not received the 3rd Party file at this time, they can move on with July payroll and merge the 2 files at a later time** As long as they have created the STRS Submission file and are in Advance - Double Check**

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  24.   Schedule Extracts for the Auditor of State.   The District Audit Job can be scheduled through the Job Scheduler to generate the AOS Employee Report, AOS Payment History Report, and AOS Payment Distribution Report for the previous fiscal year based on the current period. The reports will be sent to the Audit Reports section of the File Archive and they will be sent via SFTP directly to AOS when the job runs. Since this generates reports for the previous fiscal year, this should be scheduled after July of the new fiscal year has been made current.  This may be scheduled for the district's typical type of audit.

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• • Go to System> STRS Advance Configuration.  
  • If the STRS Advance balanced, the Advance Amount should be 0.00, the Advance Mode checkbox should not be checked, the Amount Paid Back should be 0.00.  Nothing further is required.
  • If the STRS Advance did not balance, there will be values remaining.   These will need to be researched.
    • Run the Reports>STRS Reporting>Check STRS Advancereport.   
      • Start Date - Enter the first STRS advance July pay date.
      • End Date - Enter the last  STRS advance pay date.
      • Sort By - Select the same sort option that was selected when the STRS Advance Positions Report was run.
      • Report Format - PDF.  Can be changed using the drop down.
      • Generate.
    • Compare the amounts for each employee on the STRS Advance Positions Report and the Check STRS Advance Report. 
    • Report any discrepancies to STRS as prior fiscal year corrections.
    • Post Core>Adjustments for the 450 and/or 591/691 using the Total Gross (450) and Amount Withheld (591/691) and the Fiscal Year To Date date option.
    • Report the discrepancies to the ITC so the STRS Advance Configuration screen can be updated.

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