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W2 Precheck

Hard to believe it’s W2 time AGAIN! There are payments that need to be created before the last pay of December and adjustments that need to be entered before completing W2 processing. Please follow the USPS Calendar Year-End Closing Checklist.

Items that need entered before last pay of an employee:

• Life Insurance - Enter in Payroll Payments>Current or Future, Pay Type of ‘Life Insurance’, the amount calculated for the life insurance premium amount. Click here for more detail instructions.

• Adoption Assistance - Enter in Payroll Payments>Current or Future, Pay Type of ‘Adoption Assistance’ and the amount to be reported on the employee’s W2. Click here for more detail instructions.

• Reimbursable Employee Expenses - Click here for more detail instructions.

• Taxable Benefits - Enter in Payroll Payments>Current or Future, type' Non-cash Taxable Benefit'.

Items that need to be entered before creating W2’s:

• Dependent Care - If not using the Dependent Care Payroll Item type during payroll, enter the amount for Dependent Care benefits using Core>Adjustments, type 'Dependence Care'.

• Third Party Sick Pay - Use Core>Adjustments to enter ‘Taxable’ or 'Non-Taxable Third-Party sick pay. Click here for more detail instructions.

• Life Insurance - Life Insurance not entered before the last pay of employee, adjustments need to be entered in Core>Adjustments. Click here for more detail instructions.

• Fringe Benefits - Enter in the amount of the Fringe benefit (also Tuition Reimbursement) using Core>Adjustments, type ‘Fringe Benefits’.

• Moving Expenses - Enter in the amount of moving expenses using Core>Adjustments, type ‘Moving Expenses’ (only for active military employees)

• Company Vehicle - Enter in the amount of Vehicle Lease using Core>Adjustments, type ‘Vehicle Lease’.

• Adoption Assistance - If Adoption Assistance pay type was NOT used prior to the last pay of the calendar year, use Core>Adjustment, type ‘Adoption Assistance’. Click here for more detail information.

• Taxable Benefits - If the ‘Non-cash taxable benefit’ pay type was NOT used during payroll processing, use Core>Adjustment, type ‘Taxable Benefits’.

• Health Reimbursement Arrangement Information - Enter in Core>Adjustments, type ‘Health Reimbursement’. (only applies to small employers with less than 50 Full-Time Equivalent employees)

Deleting Requisitions

If you find yourself reviewing data for clean up, one place you may look is to the Requisitions grid. This grid can be filtered down to show any requisitions that have not been converted to Purchase Orders. This can be a handy filter to use when converting, but if it's cluttered up by old transactions that is not ideal. A recent USAS update will help with the process of cleaning up old transactions.

To start, any Requisitions that were migrated from the Classic software are able to be deleted. Simply click the X icon on the row and remove these. Additionally, any requisitions that have not been converted and are in an open Posting Period qualify to be deleted and will show the X icon as an option.

Can I delete a Requisition that is in a closed posting period?

In general, when adding or editing any transaction, the posting period must be open to keep the accounts and reports up to date. Since requisitions are ‘requests’ for goods/services and are not official until approved/converted into a purchase order, we have had requests to allow these to also be deleted without the past posting period being reopened. This update was recently released in USAS and is now available.

In order to do so, however, there are a couple requirements that need to be met:

1. There is a Rule that will prevent deleting requisitions in closed periods by default. If you’d like to use this option, this rule needs to be disabled.
   
   The rule is labeled as RequisitionClosedPeriod. For users with access, this is found on the System > Rules grid. The Enable box would need to be unchecked to disable this rule. Once the updated rule is saved, make sure to also use the Activate option at the top of the Rules grid to implement the change.
   

   

2. The Pre-Encumbrance module must not be enabled. By default, requisitions do not encumber monies on the expenditure accounts until approved/converted to a purchase order; however, due to the flexibility of the application, the district may have chosen to enable the Pre-encumbrance module to track the requisition amounts on the accounts.  This module also calculates the real time remaining balance on the account(s) making it necessary to only make changes in an open posting period.  This module may also be enabled if your district uses the User Based Balance checking so that Requisition submitters get warnings for exceeding budget. 
   
   Deleting requisitions from previous posting periods can impact these pre-encumbrance calculations. If you do use this module and want to proceed with deleting transactions, the module will need to be disabled. It can be disabled temporarily and then re-enabled. If so, the pre-encumbrance calculations in the current period would be based on the current transactions when it’s re-enabled. This could cause differences between pre-encumbrance totals for archived reports and any generated retroactively. Generally, these calculations are tracked for the fiscal year so the impact of this may be minimal if deleting requisitions from prior fiscal years. 
   
   The Pre-Encumbrance module can be found on the System > Modules page for users with appropriate access. If the module is enabled, simply click the - icon to disable it.
   

   

3. IF your district uses the Requisition Workflows option, any requisitions that are still in the process of going through a workflow cannot be deleted. Requisitions that are Pending, Rejected, or Canceled can be deleted. There is an additional update that will be released this month to allow requisitions that are Approved, but not converted, to be deleted as well.
   
   Requisitions that are currently In Progress, but you want to delete would need to be Recalled or Rejected in order to delete. There are currently posting period requirements for Workflow Approval Status changes, so Requisitions in this situation may require further action depending on the Requisition Date. We do have further updates planned to allow these to be addressed without reopening previous posting periods.

Please see our wiki for more information about Requisitions.