USPS-R Month End Balancing Checklist
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.
Payroll Month-End Balancing
1._____ To auto-reconcile checks with a file from the bank:
Go to Payments/Check Register and click on Auto-Reconcile tab.
Enter Reconciliation Date for reconciliation.
Be sure Pay Rec Format is correct (will stay after entering first time)
Choose file and Click UPLOAD
2._____ To reconcile checks manually:
Go to Payments/Check Register
Use Grid to Filter to get just status of “Paid”
Click the box next to the checks you want to reconcile
Click on Reconcile Tab
If errors, Unreconcile any check by clicking the box for that check and then clicking on the Unreconcile button
3._____ To get list of outstanding (PAID) checks:
Go to Payments/Check Register
Use Grid to Filter to get just status of “Paid”
Once you have only “Paid” checks on your Grid, click on the REPORT Button
Select pdf, excel or preferred format
This is your outstanding checks list ((CHKSTS) to use for balancing
4.____ Run STRSMONTH (optional)
Go to Reports/STRS Monthly Report
Report Title-Default STRS Monthly Report can be changed if desired
Month-Defaulted to current month
Year-Defaulted to current year
Sort By-Choose sorting option from Drop Down
Report Format-Choose reporting format from Drop Down
Click
5.____ Run SERSMONTH (optional)
Go to Reports/SERS Monthly Report
Report Title-Default SERS Monthly Report can be changed if desired
Month-Defaulted to current month
Year-Defaulted to current year
Sort By-Choose sorting option from Drop Down
Report Format-Choose reporting format from Drop Down
Click
6.____ CENSUS Reporting for ING requirements
Go to REPORTS/CENSUS Report
File Name-Defaults to CENSUS.CSV can be changed if desired
Employee Selection-Choose from Drop Down
Deduction Stop Date-Enter or Choose a date from the calendar
Last Paid Date-Enter or Choose a date from the calendar
Include Concealed Employees ?-Is checked as default, can uncheck is desired
Use User Defined Date 2 for Rehired Date?- Is checked as default, can uncheck is desired
Property Selection-Double click or click and hit the
to move the selected property to the
Click
Upload the file to your Provider
7.____ AFFORD Report (ACA) Affordable Care Act
Go to Reports/AFFORD Report
Report Title-Defaults to AFFORD Report can be changed if desired
Sort By:-Choose from Drop Down
Beginning Date-Enter or Choose a date from the calendar
Ending Date-Enter or Choose a date from the calendar
Calculate based on number of weeks or month?-Choose from Drop Down
Calendar for calculating breaks-Choose from Drop Down
Select Pay Groups-Double click on the pay group or click the pay group and then click
to move the pay group to the Selected box. If you want all pay groups click the first pay group, scroll down the the bottom of the pay groups and hold the Shift key and click the last pay group , click the
key and all pay groups will be move to the Selected box.
Select Employees-To find an employee by name hold the CNTRL key and click on the F key. Type in a portion of the name and all occurrences of that will be highlighted in the Available employees all box. Double click on the employee name or click the employee's name and then click
to move the employee to the Selected box. If you want all employees click the first e , scroll down the the bottom of the employee names and hold the Shift key and click the last employee name , click the
key and all employees will be move to the Selected box.
Click
to create a report for review
Click
to create a file for uploading to your ACA provider.
8.____Processing Benefit Accruals
Go to Processing/Benefit Update and Projection
Report Title-Defaults to Benefit Accrual Report can be changed if desired
Accrual or Projection ?-Default is Accrual Projections Report (suggested for initial run)
Benefit Accrual Options-Choose from drop Down
Specific Accrual Date-Enter or Choose a date from calendar
Sort Options-Choose from Drop Down
Select Pay Groups--Double click on the pay group or click the pay group and then click
to move the pay group to the Selected box. If you want all pay groups click the first pay group, scroll down the the bottom of the pay groups and hold the Shift key and click the last pay group , click the
key and all pay groups will be move to the Selected box.
Select Employees-To find an employee by name hold the CNTRL key and click on the F key. Type in a portion of the name and all occurrences of that will be highlighted in the Available employees all box. Double click on the employee name or click the employee's name and then click
to move the employee to the Selected box. If you want all employees click the first e , scroll down the the bottom of the employee names and hold the Shift key and click the last employee name , click the
key and all employees will be move to the Selected box.
Click
to create a report for review
If all data or report is accurate Go back up to
Accrual or Projection-Choose Accrual Report from Drop Down
Click
All accruals will be updated accordingly.
9.____Process any monthly Outstanding Payables
Go to Processing/Outstanding Payables
Click on the Monthly Payroll Cycle option
Any payroll Items that are paid monthly should appear
Click
to get a report of all monthly payables to be paid
Click the
under the Select Payroll Cycles Available box
All items will be checked and pulled over to the Selected Payables Detail area
Click the
button
Transaction Date-Defaults to current date Can be changed if desired
Bank Account-Choose from Drop Down
Output Format-Choose (PDF) to create a PDF report with all payroll items paid listed. Choose XML to create a file tor check printing
Starting Check Number-Should default to the next available payroll check number
Click
A file Check.xml file will be created that can be saved to your desktop or a folder of your choosing and then uploaded to your check printing software to print out your checks.
10._____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. Once verified, go to Core/Posting Periods. Click the folder next to the month your are closing. Reports will be auto-generated to Utilities/File Archive/Monthly Reports.