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USPS Quarter End Checklist

USPS Quarter End 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. 

 

Note: If you need to begin a payroll that crosses into the next quarter, create that month/year Posting Period and mark it as Open (does not need to be Current).  However, before Posting the payroll the Posting Period will need to be marked as Current.

ODJFS Reporting

 1. Processing ODJFS Report and Submission File.

  • Go to Reports>ODJFS Report choose the Generate Report option.

    • Check all totals carefully for accuracy. If necessary, adjustments can be made creating a Core>Adjustment.

  • When all data is correct, click the Generate Submission File option.

  • Save the ODJFSYYQX. TXT file to folder on your computer.

  • Submit the ODJFSYYQX. TXT file to The Source. When uploading the file, the format type should be set to ICESA.

    • If your ITC submits your ODJFS file on your behalf, follow their procedures for them to access your file.

Quarter-End Closing

2. Generate the Quarter Report.

  • Go to Reports>Quarter Report.

    • Year - Should be defaulted to current year.

    • Quarter - Should be defaulted to current quarter.

    • Sort By - Choose sorting option from drop down.

  • Click Generate Report.

  2a. Balance the Gross.

  • In the ‘Totals Summary’ section, the Gross and Adjusted Gross should balance using a manual calculation.

                      Gross

                    ‾ Annuities

                    Calculated Adjusted Gross

  2b. Payroll Item checks for the quarter should equal the total Payroll Items showing on the Quarter Report.

  • Verify electronic payments as well.

  • This report,  , can be used to get a total of specific Payroll Items.  Keep in mind, refunds processed outside the payroll process will not be reflected on the Specific Payroll Items Report.  

  2c. The total gross showing on QRTRPT should equal the total of all payroll disbursement checks created during Payroll Posting to USAS for the quarter. Once balanced, if a hard copy of the report is desired, print the Quarter Report.

  • If these figures do not balance verify voids, Medicare pickup, or NC1 payments.

3. It is recommended that you balance the W2Report quarterly to minimize problems at calendar year-end.

  • Go to Reports>W2Report and Submission. Output type should be set to Report. Check the report for errors.

  •  Complete and balance the W2Report Reconciliation Worksheet for the quarter following the directions on the worksheet.

  • Balance the Payroll Item totals (taxes and annuities) on the W2Report with the totals from the Payables Reports from the quarter.

  • Balance the gross amounts on the W2 Report with Pay Reports for the quarter.

    • If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes made through Core>Adjustments. The Audit Report can be useful in identifying these problems. To process the Audit Report, go to Reports>Audit Report.

4. Verify all Payroll Items have been paid by going to Processing>Process Outstanding Payables and making sure that there are no outstanding payables that have not been paid.
5. The total of all board paid amounts (if tracked on the system) should equal the total of all USAS checks paid to the vendor or deduction company.
6.  Complete and file any required quarter-end submission forms.
7.  For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

  • Mobile employees could cause discrepancies.

8. Only if hard copies of quarter end reports are desired, run the following:

  • Reports>Employee Master

  • Reports>Employee Earnings Register

9. Run and balance the Qualified Overtime Report.

  • Go to Reports>Qualified Overtime Report.

    • Report Title - Default to Qualified Overtime Report.  Can be changed if desired.

    • Report Format - Defaults to PDF.  Can be changed if desired.

    • Sort Options - Defaults to Employee Name.  Can be changed if desired.

    • Start Date - Enter the first pay date to begin the report calculations. *Required*

    • End Date - Enter the last pay date to begin the report calculations. *Required*

    • Page Break on Employee? - Allows a page break to be inserted based on the Sort Option selected.

    • Select Employees - By not selecting any Employees, all Employees will be included. To select an employee, enter or select the employee in the Select Employee field and click Add.

    • Click Generate Report.

    • Verify Report for accuracy.

 

You are now ready to proceed with payroll for the new quarter.