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USAS Calendar Year End Checklist

USAS Calendar Year End Checklist

Individual ITCs may provide slightly different instructions based on their specific policies and procedures. Therefore, the following procedures should be used as general guidelines only.

Preliminary Steps for Calendar Year End Review

The following pre-closing procedures can be completed at any time before closing the calendar year.

Review IRS resources and Due Dates for IRS forms.
For the entity that will submit the 1099 forms to the IRS, verify that the IRS Form 1099 Submission Configuration is set up accurately under the System > Configuration menu.  
Optional - Review System>Configuration>Vendor Tax ID# Configuration for the desired validation when a new vendor is created in USAS.
Review all Vendors for 1099 Processing by verifying the vendors' 1099 Location, Tax ID Type, ID#, Type 1099, and Taxable YTD amounts using one or more options below:
The Vendor’s grid is one option that allows users to filter and review vendors' records for verification of 1099 information. To query information on 1099 vendors, using the MORE button and/or the Advanced Query button, add the following columns to your grid and/or Advanced Query: Type 1099, Tax ID Type (EIN or SSN), ID#, and YTD Taxable Total. The Default 1099 Location on the vendor may also be added to the Vendor’s grid. After applying your desired filters, you can print the grid’s results by selecting the Report button. The parameters used to generate the filtered report can be saved for future use. The Advanced Query can also be saved and recalled for future queries on the Vendor’s grid.
Filters & Advanced Query examples:
TYPE 1099
For ALL 1099 Vendors - Filter Grid - Type 1099: <> non 1099 (excludes non 1099 Types) or use the Advanced Query - Type 1099 Not Equals non 1099
For Non-1099 Vendors (marked not to receive a 1099 but to verify IF the vendor should) Filter Grid - Type 1099 = non 1099 or use Advanced Query - Type 1099 Equals non 1099
If Vendors are marked as "Non-1099" but should be receiving a 1099, update the Vendor's Type 1099 field, Tax ID Type, and Tax ID # while verifying the Name & Address marked as the 1099 Location on the Vendor’s record.
Filter by Specific Type 1099 (i.e. Royalty Payments or Non-Employee Compensation)
Other columns can be filtered/sorted by the user’s choice.
YTD Taxable Total - Filter Grid >=600 or use the Advanced Query - YTD Taxable Total Greater Than or Equal 600
SSDT 1099 Vendor Report in the Report Manager may be used to verify 1099 information. This report includes the vendor’s address information, Tax ID#, Tax ID Type, and YTD amounts. This report will display both active and inactive vendors.
The Configure Filters may be modified to generate reports for all or specified 1099 Types, regardless of YTD amounts or those meeting the IRS requirement.
1099 Extract Report found on the USAS menu Periodic > 1099 Extracts > Print 1099 Report may also be used to verify 1099 information.

NOTE:    An Error for Excessive Query may be received when Districts have a large number of vendors and only a few filters are being used on the Vendor's grid.  In this case, more filters can be added to the grid, or the Advanced Query may be used.  Another option would be to review the information by pulling a partially filtered grid into a Report with the type Excel-Data and then filtering on the remaining columns in the spreadsheet.

Tax ID Type (SSN or EIN) and ID # - Review all 1099 vendors to ensure they are correctly identified and accurate. If Vendors do not have a Tax ID Type or ID #, update the vendor record to include this information.
1099 Location - Review & verify that the correct 1099 Location (1099 address) is designated for each 1099 Vendor. The Vendor Name and Address used for 1099 reporting are based on the Vendor Location, with the 1099 checkbox marked selected on the Vendor record. The 1099 Location may differ from the PO and Check location assigned to the vendor. The SSDT 1099 Vendor Report can be a helpful tool for reviewing and verifying 1099 Vendor Locations.      
To change or update the Vendor Location, check the new applicable 1099 Location to be used.
Vendor Adjustments - Vendor adjustments may be necessary in situations such as voiding a check from a prior year, adding royalty payments to the vendor not previously recorded, or combining amounts for vendors that were set up separately in error. If needed, enter Vendor Adjustments to correct YTD Taxable Total amounts on the vendor record. The Vendor Adjustments option can be found by clicking the View icon located on the Vendor. The amount can be entered as positive or negative to increase or decrease the YTD Taxable Total and the YTD Total fields. Make sure the 'Taxable' checkbox is marked to update the YTD Taxable Total for 1099 purposes.  For more information, see the Vendor Adjustments section on the Vendors page.
It is recommended to date the adjustment in December, but the posting period does not need to be Open or Current to make the vendor adjustment.

  • If there are numerous Vendor Adjustments to make, you may create a file to import the vendor adjustments via a spreadsheet. For the formatted spreadsheet template and more information, please see the Add Vendor Adjustment Criteria section on the Vendors page.

Month-End Closing preparation steps

Enter all transactions for the current month. (receipts, disbursements, interest, payroll. etc)
Reconcile USAS records with your bank(s) with the bank reconciliation procedure.
Under the Periodic menu, select 'Cash Reconciliation'  to enter your cash reconciliation information for the month.
Generate the SSDT Cash Summary report and the SSDT Financial Detail Report.

◊  The Financial Detail Report may be run for the month only to compare MTD totals reported on the Cash Summary Report.

◊   Compare the totals from both reports... they should be identical.

If all the above steps are performed and the totals all agree, you are in balance and may proceed with the next step.

Optional Step:  Run a 'Spending Plan Summary' report.
Manually generate any additional reports that may not be included in the Monthly Reports Archive when the Month/Calendar year is closed.

The Monthly Reports Archive, located under the Utilities>File Archive menu, will automatically generate when the Posting Period is closed.  The Monthly Reports bundle includes 27 SSDT Template reports.  A list of included reports can be found here. 

Calendar Year-End preparation steps

Generate any additional Calendar Year End Reports desired.  For a list of the current Calendar End reports when the Posting Period is closed, please click here. These Calendar End reports will automatically generate when the December Posting Period is closed, unless manually disabled. The reports can be found under the Utilities>File Archive menu.

When the January posting period is set as the Current period and you want to generate reports containing prior year calendar year-end amounts, the account-based reports, such as the Cash Summary report, include an "As of Period" parameter that can be used to return amounts As Of a specific period (ex. FYTD or MTD totals), but does not limit the transactions included in the accounts. For transaction-based reports, such as the PO detail reports or the Financial Detail report, the As Of parameter must be used in combination with Start and Stop dates to filter the transactions included. Additionally, you have the option to temporarily change the current posting period to December to obtain the Current (December) figures on the Accounts & Reports. After completing your reports, you may switch the current period back to January.

  • The Proration Utility can be used to assist in calculating prorated amounts for various expenditures. Common examples include prorating Workers’ Compensation or insurance costs. For instance, when prorating an invoice amount across wage accounts, you can then map those wage-account amounts to the corresponding benefit accounts, create a file in order to import, and create a Purchase Order based on the calculated distribution.

 

Printing/Generating 1099 files

Generate and print 1099 Options after all 1099 data is verified and complete. Under the Periodic menu, select the 1099 Extracts program to generate the 1099 Extract Options. The 1099 Extract Options are defined below. Copies of the output files generated will be sent to the File Archive > Calendar Year Reports Archive.

Remember:    If the District is submitting files to the IRS, the IRS Form 1099 Submission Configuration must be completed under the System>Configuration menu.

 

Payment Year - Select 2025 to pull the correct YTD information. The December posting period must be created for the corresponding calendar year to appear as a selectable option.
Type of Return(s) - check one or both: 1099-NEC and/or 1099-MISC
Output File Type - select the Output File Type.
XML Format - The output file type used to generate the XML file used by third-party software to print the 1099s.  The file generated will be stored in the Calendar Year Report Archive.
IRS Format (TAP) - The output file type used to generate the TAP file for the IRS submission file. The file generated will be stored in the Calendar Year Report Archive.  
NOTE: If the entity has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file, the system will also generate a 1099.TXT transmitter report. 
Reference Copies - The output file type that, when selected, displays a dropdown to choose the 1099 Copy when the Payment Year selected is 2020 and beyond. 
1099 Copy: 
Copy 1 - For State Tax Department.
Copy 2 - Recipient's State Copy.
Copy A - Internal Revenue Service Center copy.
Copy B - For Recipient - If Copy B is chosen, you can also truncate the TIN/EINs. 
Copy C - For Payer
Printer/Sealer Copies - the output file type used to generate PDF forms and include both Copy 2 and Copy B for each 1099 vendor. These are formatted exclusively for 8½ × 11 Z-Fold forms Legacy Content.
Vendor - Can select specific vendors or leave blank to include all vendors.
Output File Name is pulling the information entered under the menu CORE/Organization; however, this may be modified.    
Exclude Vendors With No Tax ID? - By default, the system is set to exclude vendors without a tax ID, but it may be unchecked to include Vendors with No Tax ID.
Review Organization data:   Federal TIN, Name, Address, Phone.
Additional menu options are necessary when the District submits to the IRS:

Contact's Name, E-mail, Submission Type, Prior Year Submission?, and Approved for Combined Fed/State Filing Program.

Prior Year Submission? - This option is displayed only if the district has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file electronically. Check the box if submitting a 1099 file to the IRS for a past year, and the options will change. 
Approved for Combined Federal/State Filing Programs? -This option will only show if the district has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file electronically.  Select or deselect as appropriate.
Submission Type: 
Original - Submission type used for the original submission file.
Type 1 Correction - Submission type used for any Type 1 Corrections.
Type 2 Correction - Submission type used for any Type 2 Corrections.
Test - Submission type used by districts to test their first IRS submission with the IRS.
Amount Type Limit - Per the IRS, the limit is $600 or more for Non-employee Compensation and Misc.  USAS defaults this field to $600, but users can modify it as needed.
Royalty Type Limit - Per the IRS, if the total Royalty payments to a vendor equal or exceed $10 in a calendar year, a 1099 is required.  USAS defaults this field to $10, but users can modify it as needed.
Payer Name Control - Optional field for the 4-character code that the IRS assigned when the district applied for their TCC #.
Print 1099 Report - Click image-20251114-192114.png to generate 1099 reports in PDF format. This report will include both active and inactive vendors.
Can be used to review for accuracy before generating the final 1099 Extract Report when the Generate option is selected.

  • Generates a file named 1099-NEC.PDF if the '1099-NEC' is checked under Type of Return.

  • Generates a file named 1099-MISC.PDF if the '1099-MISC' is checked under Type of Return.

image-20251114-192830.png - Click Generate to generate each of the Output File Types needed. More information on each Output File Type can be found above. When the Output File Types are generated, they will be stored in the Calendar Year Report Archive.  
IRS Format
XML Format
Reference Copies
Copy 1 - For State Tax Department.
Copy 2 - Recipient's State Copy.
Copy A - Internal Revenue Service Center copy.
Copy B - For Recipient.
Copy C - For Payer.
Printer/Sealer Copies

The Job Scheduler on the Utilities menu can also be used to schedule the generation of 1099 forms. Jobs can be scheduled for individual 1099 forms, or you can select the “All” option to generate all 1099 Output File Types at once.

Closing December/Calendar Year

Close the Month and Calendar year - After completing all month-end and year-end tasks—including generating 1099s—go to Core > Posting Periods. Select the folder icon to close the current posting period (December). Once this is done, the month and calendar year are officially closed.

The Monthly Archive Report bundle will automatically generate when the December Posting Period is closed.

The Calendar Year Report bundle will automatically generate when the December Posting Period is closed.    

  • If custom Report Bundles are scheduled to run on the PostingPeriodCloseCompleted or the CalendarPeriodCloseCompleted event, users should allow the custom Report Bundles to complete before changing the current posting period to the new posting period.

Create new posting Period - January - Under the Core > Posting Period menu, click  
 to create a new posting period. Select the month and enter the calendar year. To make the new posting period the Current posting period, checkmark the 'current' box.

 

Submission of 1099 files/forms to the 1099 recipients and the IRS.
If the district submits the 1099 data to the IRS, the district will use the 1099.Tap file via the FIRE system.
If the ITC submits on behalf of the district, they will use the ITC Management Application to combine all 1099.Tap files to submit to the FIRE system.


Reminder

After the new posting period is open, please review any Pending Transactions in Transactions>Pending Transactions that are to be posted in the new period.   Please post accordingly.