USPS Fiscal Year End Checklist
- Former user (Deleted)
- Andrea Boehm
- Lori Miller
Individual ITC's may supply slightly different instructions depending on the policies and procedures of the ITC. Therefore, these procedures are intended to be general guidelines only.
Payrolls with a July or later pay date in the new fiscal year cannot be processed unless the STRS Advance has been completed. The following error will be produced if a payroll is initialized with a July or later pay date before creating the STRS Advance Submission File.
****RUNNING A PAYROLL IN JULY BEFORE RUNNING STRS ADVANCE ****
Pre-Closing Steps
The following pre-closing steps can be completed any time prior to processing the last payroll of the fiscal year.
Go to Payroll>Payroll Payments - Future or Payroll Payments - Current.
Click Create.
If using Payroll - Payroll Current, select the appropriate payroll.
Employee = Select the appropriate employee.
Compensation = Select the appropriate compensation.
Description = Enter if desired.
Pay Type = Life Insurance Premium.
Units = 1.
Rate = Amount of the calculated life insurance cost.
Click Save.
Go to Reports>STRS Reporting>STRS Advance.
Sort By = Employee Name. Can be changed from drop down if desired.
Report Format = PDF. Can be changed from drop down if desired.
Starting Date for the Academic Year = Enter 07/01/YYY or choose 07/01/YYYY from the calendar.
Ending Date for the Academic Year = Enter 06/30/YYY or choose 06/30/YYYY from the calendar.
Click Generate Advance Fiscal Year to Date Report.
Click Generate Advanced Positions Report.
Click Non-Advance Positions Report.
Month End Closing Steps
Quarter End Closing Steps
Fiscal Year End Closing Steps
The following steps can be processed once the final payroll of the fiscal year has been processed.
Go to Reports>Wage Obligation Reports>Wage Obligation By Employee.
Format = PDF and CSV for GAAP auditing purposes.
Report as of = Enter 06/30/YYY or choose 06/30/YYYY from the calendar.
Date to calculate payables through = Enter 06/30/YYY or choose 06/30/YYYY from the calendar.
Sort By = Employee Number.
Appointment Type = Classified.
Include Positions of archived Employees = Leave unchecked.
Select Pay Groups = Move all classified pay groups to the Selected (right side) side.
Click on the field under the Un-Selected (left side) section so it is highlighted. Click the right arrow to move the field to the Selected (right side) section.
Double click on the field under the Un-Selected (left side) section. This will move the field to the Selected (right side) section.
Select Employees = Leave blank.
Click Generate Report.
Save the report on your computer for the Auditors use at a later time.
Reports>SERS Reporting>SERS Surcharge Report.
Fiscal Year = Defaults to the current year. Can be changed by using drop down if desired.
Include Fixed Pay Accounts? = Defaults to be checked.
Sort By = Defaults to Fund. Can be changed if desired.
Include Subtotal by Selected Sort Option? = Default is to not subtotal by sort option. Changed be changed by marking the checkbox.
Report Format = PDF. Can be changed by using drop down if desired.
Click Generate SERS Surcharge Account Report.
Save the report on your computer for use at a later time.
Employees flagged as full-time must have at least 120 service days to be granted a full year of service credit toward retirement. Employees flagged as part-time will be given credit according to STRS rules outlined in the STRS Employer's Manual. If you are in doubt about an employee's part-time or full-time status, please contact STRS and obtain a ruling.
Go to Reports> STRS Reporting>STRS Advance.
Sort By = Employee Name. Can be changed from drop down if desired.
Report Format = PDF. Can be changed from drop down if desired.
Starting Date for the Academic Year = Enter 07/01/YYY or choose 07/01/YYYY from the calendar.
Ending Date for the Academic Year = Enter 06/30/YYY or choose 06/30/YYYY from the calendar.
Click Generate Advanced Fiscal Year To Date Report.
Click Generate Advance Positions Report.
Click Generate Non-Advanced Positions Report.
STRS Advance Reports:
Advance Fiscal Year to Date Report - A list for all STRS employees for the fiscal year. Verify service credit and FYTD totals for each employee. Criteria for employees to appear on the report include:
Employee must have a Position with Retirement Code = STRS.
Employee must have earnings in the fiscal year. Earnings are a sum of 3 values:
For an advancing Compensation, the accrued wages will be added to earnings (Accrued Wages = Contract Obligation – Amount Paid – Amount Docked).
Core>Adjustments to the Payroll Item with Type = Strs (450) with the Type of Total Gross for the employee with a Transaction Date within the fiscal year.
The Applicable Gross of historical STRS Payroll Items paid to the employee on payrolls that have a pay date within the fiscal year.
Employee must have a Compensation with the following:
Type equaling Contract with a Compensation Start Date and Compensation Stop Date date range that the current date falls within AND the Compensation>Pays Paid is not equal to Pays In Contract or the Compensation has been paid in the fiscal year OR the employee must have a Compensation with the Type equaling Non Contract and the Compensation Start Date and Compensation Stop Date date range that is inclusive of the fiscal year.
To balance the Advance Fiscal Year to Date Report, the Taxed + Non Taxed Deposit Pickup should equal what has been paid to STRS to date plus the STRS Advance amount. Keep in mind, STRS Advance amounts from the previous fiscal year are not tracked on the report (they are tracked separately behind the scenes). Those figures come from:
The Payroll Item>Type = Strs (450, if Taxed) or Payroll Item>Type = StrsAnnuity (591, if non taxed) and Payroll Item>Type = EmployerStrs (691, if STRS pickup)>YTD Withholding (not including any advance amounts).
Any new earnings that will be paid over the summer months while in advance.
Advanced Positions Report - A list of all advanced Positions. Verify all Positions listed are accurate. Criteria for a Position to advance:
The employee must have a Compensation with Type equaling Contract with a Compensation Start Date and Compensation Stop Date date range that the current date falls within.
The employee must have a Position Retirement Code = STRS and a Position>Job Status = Active or Inactive.
The Compensation>Contract Days Worked and Compensation>Contract Work Days must be greater than 0.
The Compensation>Pays Paid must be less than Pays In Contract.
The Compensation>Contract Days Worked will equal the Contract Work Days or the Contract Days Worked will equal the Contract Work Days as of June 30 (determined by counting the number of work days remaining on the Job Calendar assigned).
Non-Advanced Positions Report - A list of all Positions not advancing. Verify all Positions listed should not be advancing. Criteria for a Position to not advance:
The employee must have a Compensation with Type equaling Contract with a Compensation Start Date and Compensation Stop Date date range that the current date falls within.
The employee must have a Position Retirement Code = STRS and a Position>Job Status = Active or Inactive.
The Compensation>Contract Days Worked and Compensation>Contract Work Days must be greater than 0.
The Compensation>Pays Paid must be less than Pays In Contract.
The Compensation>Contract Days Worked will not equal the Contract Work Days or the Contract Days Worked will equal the Contract Work Days as of June 30 (determined by counting the number of work days remaining on the Job Calendar assigned).
Go to Reports>STRS Reporting>STRS Advance.
Click Generate Submission File.
Save the STRSADYY06.TXT to your computer.
Go to Core>Organization>STRS Advance Configuration information.
Advance Amount - Value should equal the STRS Advance amount.
Advance Amount - Checkbox should be marked.
Go to Utilities>File Archive>Payroll Archive.
Filter the list by entering the appropriate year in the Year filter field.
Single click YYYY - Fiscal Year Reports line. The following reports should be listed:
STRS Advance FYTD Report.
STRS Advanced Positions Report.
STRS Non-Advanced Positions Report.
STRSADYY06.txt.
Go to Reports>STRS Reporting>STRS Advance>STRS Merge Files.
Upload Advance Submission File For Merge - Click Choose File, browse to locate the USPS STRSADYY06.TXT file.
Uploaded File to Merge - Click Choose File, browse to locate the third-party file.
Click Generate STRS Merge Report. Verify the information in the report.
Click Merge Files.
Go to Reports>STRS Reporting>STRS Advance.
Upload Submission File - Click Choose File, browse to locate the USPS STRSADYY06.TXT file.
Click Submit Uploaded File to STRS.
Go to Core>Organization>STRS Advance Configuration information.
Submitted to Strs - Verify the date and timestamp applies to the current year’s submission.
Close the June YYYY Posting Period.
Go to Core>Posting Periods.
On the June YYYY line, click the icon to close June YYYY.
Create the July YYYY Posting Period.
Click Create.
Calendar Month - July
Calendar Year - YYYY
Current - Mark the checkbox to make the July posting period Current.
Click Create
Verify the banner in the upper right hand corner states July XXXX (FY YYYY).
Go to Utilities>File Archive>Payroll Archive.
Filter the list by entering the appropriate year in the Year filter field.
Single click YYYY - Fiscal Year Reports line. The following reports should be listed:
Attendance Journal Report.
Benefit Obligation Report by Account.pdf.
Benefit Obligation Report by Employee.pdf.
Benefit Obligation Report by Account.csv.
Benefit Obligation Report by Employee.csv.
Leave Balance Report.
Payment Transaction Status Report.
Earnings Register.
Wage Obligation Report by Account.pdf.
Wage Obligation Report by Employee.pdf.
Wage Obligation Report by Account.csv.
Wage Obligation Report by Employee.csv.
Payrolls with July or later pay dates in the new fiscal year cannot be processed unless STRS Advance has been completed. An error will be produced if trying to Initialize a payroll with a pay date in July and the STRS Advance has not been completed. If the error occurs, you WILL NOT be able to proceed with payroll until STRS Advance has been completed.
***Error - STRS Advance must be processed before running a payroll with pay date in July.***
There are a few restrictions during the advance:
If wanting to change Position numbers for employee's that are in advance, it is advised to not create new Payroll Items and assign them to the new Position. This will affect the employee's advance.
The Pay Types of Regular and Irregular can not be created for a Compensation if the Strs Advance checkbox is marked.
The following Pay Types will affect the Core>Organization>STRS Advance Configuration>Amount Paid Back value.
Dock
Retro
Termination
Pay off accrued wages
Follow-Up Steps
The System>Application Configuration>User Job Execution Enabled checkbox must be checked for the reports to automatically be sent to the Auditor of State.
Go to File Utilities>Job Scheduler.
Click Create.
Job Type - class org.ssdt_ohio usps.reporting.aos.DistrictAuditJob.
Cron Schedule - Create the event trigger by doing one the following:
If needing assistance creating the cron expression, click here.
Use the appropriate tabs to select the July 1, the current year, and the current time.
Copy the cron expression (found after Resulting Cron Expression).
Paste the cron expression in the Cron Schedule field.
Click Submit.
After the last advance pay, if the Amount Paid Back is equal or greater than the Advance Amount, the district will no longer be in the 'advance mode' and the Advance Mode checkbox on the Core>Organization>STRS Advance Configuration checkbox will not be marked. When the Advance Mode checkbox on the STRS Advance Configuration is not marked, the Amount Paid Back will always display zero. If the Amount Paid Back is less than the Advance Amount after the last pay, then the Advance Mode checkbox will continued to be marked and the Amount Paid Back will continue to appear.
Go to Core>Organization>STRS Advance Configuration.
If the STRS Advance did balance, the Advance Amount should be 0.00, the Advance Mode checkbox should not be marked, and the Amount Paid Back should be 0.00. Nothing further is required.
If the STRS Advance did not balance, the Advance Amount will not 0.00, the Advance Mode checkbox will be marked, and the Amount Paid Back will not be 0.00. The employee(s) that caused the balancing issue will need to be researched.
Go to Reports>STRS Reporting>Check STRS Advance.
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 generated.
Report Format - PDF. Can be changed using the drop down if desired.
Click Generate.
Compare the amounts for each employee listed on the STRS Advance Positions Report and the Check STRS Advance Report.
Report any discrepancies to STRS as prior fiscal year corrections.
Create Core>Adjustments for the following:
To remove the Non-taxed Earnings (employee’s earnings) -
Payroll Item - 450
Type - Total Gross
Transaction Date - A date within the fiscal year.
Amount - Enter the positive or negative amount needing to be removed.
Description - Enter a description for future reference.
To Date Options - Check the Fiscal Year To Date checkbox.
To remove Taxed + Non-taxed and Non-taxed Total (employee contributions) -
Payroll Item - 591
Type - Amount Withheld
Transaction Date - A date within the fiscal year.
Amount - Enter the positive or negative amount needing to be removed.
Description - Enter a description for future reference.
To Date Options - Check the Fiscal Year To Date checkbox
To remove Taxed + Non-taxed and Non-taxed Total (employee contributions) -
Payroll Item - 691 (if applicable)
Type - Board’s Amount of payroll item
Transaction Date - A date within the fiscal year.
Amount - Enter the positive or negative amount needing to be removed.
Description - Enter a description for future reference.
To Date Options - Check the Fiscal Year To Date checkbox
Report the discrepancies to the ITC so the STRS Advance Configuration values can be updated.