USPS Month End Closing Checklist

Owned by Former user (Deleted)
Last updated: Nov 11, 2024 by Lori Nye
6 min read

 

The checklist below is intended for general guidelines only.  Your ITC may supply slightly different instructions depending on their policies and procedures.  Please contact your ITC for their checklist. 

1._____ Reconcile all payments that have cleared the bank.

  • To auto-reconcile payments with a file from the bank:

    • Go to Payments>Check Register and select Auto-Reconcile. 

      •  Reconciliation Date - Enter or choose the appropriate date from the calendar to be used as the reconciliation date.

      •  Pay Rec Format - Select the appropriate format from the dropdown.

      •  Bank Account - Select the appropriate bank account from the dropdown.

      • Click Choose file and browse to locate the appropriate bank file. Click Upload.

  • To manually reconcile payments :

    • Go to Payments>Check Register.

      • In the Status filter field, enter Paid.

      • Click the checkbox next to the payment(s) you want to reconcile.

      • Click Reconcile.

  • If any payment(s) were reconciled in error, the Unreconcile option can be used.

    • Click the checkbox next to the payment(s) you want to unreconcile.

    • Click Unreconcile.

2._____ Generate an outstanding payments report.

  • Go to Payments>Check Register.

    • In the Status filter field, enter Paid.

    • Click Report.

      • Format - Select the appropriate format.

      • Name - Defaults to Check Report. Can be changed if desired.

      • Click Generate Report.

  • Go to Reports>Payment Transaction Status Report.

    • Report Format - Select the appropriate format from the dropdown.

    • Sort Options - Select the appropriate sorting option.

    • Payment Transaction Type Options - All Status.

    • Payment Transaction Status Options - Paid.

    • Bank Account - Select the appropriate bank account from the dropdown.

    • Click Generate Report.

3.____ Generate the STRS Monthly Report. (Optional)

  • Go to Reports>STRS Reporting>STRS Monthly Report.

    • Report Title - Defaults to STRS Monthly Report. Can be changed if desired.

    • Month - Defaults to the current system month. Select the appropriate reporting month from the dropdown.

    • Year - Defaults to the current system year.

    • Sort By - Select the appropriate sorting option..

    • Report Format - Select the appropriate format from the dropdown.

    • Click Generate Report.

4.____  Generate the SERS Monthly Report. (Optional)

  • Go to Reports>SERS Reporting>SERS Monthly Report.

    • Report Title - Defaults to SERS Monthly Report. Can be changed if desired.

    • Month - Defaults to the current system month. Select the appropriate reporting month from the dropdown.

    • Year - Defaults to the current system year.

    • Sort By - Select the appropriate sorting option.

    • Report Format - Select the appropriate format from the dropdown.

    • Click Generate Report.

5.____ Generate the CENSUS Report. (Optional - many use this file for ING reporting requirements) 

  • Go to Reports>CENSUS Report.

    • File Name - Defaults to CENSUS.CSV. Can be changed if desired. 

    • Deduction Stop Date - Enter or choose the appropriate date from the calendar.

    • Last Paid Date - Enter the appropriate date or choose the date from the calendar.

    • Include Archived Employees ? - Defaults to be checked. Can be uncheck if desired.

    • Use User Defined Date 2 For Rehired Date? - Defaults to be checked. Can be uncheck if desired.

    • Property Selection - Move any desired properties to the Selected (right side) section.

      • 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.  

    • Click Generate File. 

  • Upload the file to your provider.

6.____ Generate the AFFORD Report. (Optional - used for Affordable Care Act (ACA) reporting requirements)

  • Go to Reports>AFFORD Report.

    • File Name - Defaults to AFFORD Report. Can be changed if desired.

    • Sort By - Select the appropriate sorting option from dropdown.

    • Beginning Date - Enter the appropriate date or choose the date from the calendar.

    • Ending Date - Enter the appropriate date or choose the date from the calendar.

    • Include Employees with no retire hours on CSV file? - Defaults to be unchecked. Can be check if desired.

    • Exclude based on termination date? - Defaults to be unchecked. Can be check if desired.

    • Exclude employees with insurance? - Defaults to be unchecked. Can be check if desired.

    • Calculate based on number of weeks or months? - Select the appropriate option from the dropdown.

    • Calendar for calculating breaks - Select the appropriate calendar from the dropdown if desired.

    • Select Pay Groups - Move any desired pay groups to the Selected (right side) section.

      • 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 - Move any desired employees to the Selected Employees section.

      • In the Select Employee and click Add field, begin typing the desired employee name or id. Select the employee from the dropdown. Click Add. The selected employee will be moved to the Selected Employees section.

    • Click Generate Report.

    • Click Generate CSV.

  •  Upload the file to your provider.

7.____ Process benefit accruals (when it’s the appropriate time).

  • Generate the projection report.

    • Go to Processing>Benefit Update and Projection>Accrual.

      • Report Title - Defaults to Benefit Accrual Report. Can be changed if desired.

      • Report Format - Select the appropriate format from the dropdown.

      • Accrual or Projection? - Accrual Projection Report.

      • Benefit Accrual Options - Choose the appropriate leave type from dropdown.

      • Specific Accrual Date - Enter the appropriate date or choose the date from the calendar.

      • Include ineligible Positions? - Defaults to be unchecked. Can be check if desired.

      • Sort Options - Select the appropriate sorting option from dropdown.

      • Select Pay Groups - Move any desired pay groups to the Selected (right side) section.

        • 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 - Move any desired employees to the Selected (right side) section.

        • 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.  

      • Click Generate Report and review for accuracy.

    • Process the accrual.

      • Accrual or Projection? - Accrual Report.

      • Click Generate Report.

8.____ Process any monthly outstanding payables.

  • Generate the payables reports.

    • Go to Processing>Outstanding Payables.

      • Click Payable Reports.

      • Report Output Format - Select the appropriate format from the dropdown.

      • Page Break On Payroll Item Code - Defaults to be unchecked. Mark the checkbox.

      • Payment Cycle - If you pay your payables by Payment Cycle (by defining the appropriate Payroll Item Configuration>Payment Cycle), move the Monthly cycle to the Selected (right side) section.

        • Click on the Monthly field under the Available (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 Monthly field under the Available (left side) section. This will move the field to the Selected (right side) section.  

      • Payroll Item Configurations - If you pay your payables by Payment Item code (using the Payroll Item Configuration>Code), move the appropriate Code(s) to the Selected (right side) section.

        • Click on the appropriate code(s) under the Available (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 appropriate code(s) under the Available (left side) section. This will move the field to the Selected (right side) section.  

      • Click Full Report. Print and keep for future reference.

      • Click Summary Report. Print and keep for future reference.

  • Generate the payables payments.

    • Select the monthly payables. Once the payables are selected, they will be removed from the grid (on the left side) and placed on the summary side (on the right side).

      • If you pay your payables by Payment Cycle (by defining the appropriate Payroll Item Configuration>Payment Cycle), move the Monthly cycle to the Selected (right side) section.

        • Click on the Monthly field under the Available (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 Monthly field under the Available (left side) section. This will move the field to the Selected (right side) section.  

      • If you pay your payables by Payment Item code (using the Payroll Item Configuration>Code), mark the checkboxes next to all payables you are wanting to post.

    • Click Post.

      • Issued Date - Defaults to the current system date. Can be changed if desired.

      • Bank Account - Select the appropriate bank account from the dropdown.

      • Output Format - Select the appropriate option based on your printing software.

      • Starting Check Number - Defaults to the next available check number. Can be changed if desired.

    • Click Post.

      • Print and keep (if desired) a copy of the Payables Payment Report.

      • Submit the Checks.XML file to your printing software.

9._____ Before closing Payroll for the month, verify if any adjustments need to be made for weeks, days or hours. For example ODJFS weeks, SERS and STRS days and hours, EMIS adjustments. 

10.____ Close the current month’s Posting Period and create the next month’s Posting Period.

  • Go to Core>Posting Periods. 

    • To close the current month, click on the image-20241106-162729.png  icon.  The Open field should say False.

    • To open the next month, click Create.

      • Calendar Month - Select the appropriate month from the dropdown.

      • Calendar Year - Enter the appropriate year in the field.

      • Current - Mark the checkbox to make the next month the current month. The Open field and Current field should say True.

11.____ Verify the monthly report bundles.

  • Go to Utilities>File Archive>Payroll Archive.

    • Filter the list by entering the appropriate year in the Year filter field.

    • Singe click YYYY - Monthly Reports. You should see the following reports.

      • Attendance Journal Report

      • Leave Balance Report

      • Payment Transaction Status Report

      • STRS Monthly Report

 

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