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•  1. Cost of Life Insurance Over $50,000.  For any employee that will be retiring at the end of the fiscal year, calculate the cost of life insurance over $50,000. Using the Payroll>Payroll Payments - Future or Payroll Payments - Current, enter the calculated life insurance cost as part of their final pay using a Pay Type of Life Insurance Premium. Click here for more information from the IRS regarding Group-Term Life Insurance and related costs.  Click here for the SSDT Redesign checklist regarding reporting taxable amounts of life insurance premiums. 
•  2.  Run the STRS Advance Reports to begin checking and balancing the reports. 
  • 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 starting date for the academic year or choose the starting date of the academic year from the calendar.
    • Ending Date for the Academic Year - Enter ending date for the academic year or choose the ending date of the academic year from the calendar.
    • Click Generate Advance Fiscal Year to Date Report.
    • Click Generate Advanced Positions Report.
    • Click Non-Advance Positions Report.
  • Link to STRS Advance Common Errors & Warnings
  • Link to STRS Advance Balancing Slides

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•  3.  Process any Monthly/Quarterly outstanding payables, since June is also the end of the quarter.  
  • Go to Processing>Process Outstanding Payables.
    • Generate the Payable Reports.
      • Click Payable Reports.
      • Check the Page Break On Payroll Item code checkbox.
      • Move the Monthly and Quarterly payment cycle to the Selected (right) side.
      • Click Full Report.
      • Click Summary Report.
      •  Close the window.
    • Post the payables.
      • Move the Monthly and Quarterly payroll cycle to the Selected box.
      • Click the Select All checkbox.
      • The payables will be moved to the Selected Payables Summary (right) side.
      • Click Post.
      • Issued Date - enter date to be printed on the checks.
      • Bank Account - select from dropdown.
      • Output Format - XML.
      • Starting Check Number - Leave blank to default to the next available check number on file.
      • Click Post.
      • Upload the Checks.XML file to your printing software.
      • Print and/or save the Payables Payment Report.
•  4.  Verify all outstanding payables.
  • Go to Processing>Process Outstanding Payables to make sure all payables have been processed for the month/quarter.
•  5.  Run and balance STRS Monthly

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  • Go to Reports>STRS Reporting>STRS Monthly Report.
    • Report Title - Default is STRS Monthly Report.  Can be changed if desired.
    • Month - Choose the appropriate month from the drop down.
    • Year - Verify year.  Can be selected from drop down.
    • Sort By - Employee Name or change using the drop down.
    • Report Format - PDF or choose format from drop down.
    • Click Generate Report.
•  6.  Run and balance SERS Monthly

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  • Go to Reports>SERS Reporting>SERS Monthly Report.
    • Report Title - Default is SERS Monthly Report.  Can be changed if desired.
    • Month - Choose the appropriate month from the drop down.
    • Year - Verify year.  Can be selected from drop down.
    • Sort By - Employee Name or change using the drop down.
    • Report Format - PDF or choose format from drop down.
    • Click Generate Report.
•  7.  Run the CENSUS Report and create submission file for Annuity reporting

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  • Go to Reports>CENSUS Report.
    • File Name - Defaults to CENSUS.CSV.  Can be changed if desired.
    • Employee Selection - Select option from drop down.
    • Deduction Stop Date - Enter a date or select from calendar.
    • Last Paid Date - Enter a date or select from calendar.
    • Include Archived Employees? - By default archived employees will be included.  Can uncheck if desired.
    • Use User Defined Date 2 for Rehired Date? - By default the checkbox is checked.  Can uncheck if desired.
    • Move all desired fields to the Selected side.
    • Click Generate File.
    • Upload the file to INGVOYA.
•  8.  Run the AFFORD Report (Affordable Care Act Report) and create the submission file

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  • Go to Reports>AFFORD Report.
    • Report Title - Defaults to AFFORD Report.  Can be changed if desired.
    • Sort By - Employee Name or change using the drop down.
    • Beginning Date - Enter or choose a date from the calendar equaling the beginning of your measurement period.
    • Ending Date - Enter or choose a date from the calendar equaling the ending of your measurement period.
    • Exclude based on termination date? Check the checkbox to exclude employees whose termination date is prior to the Ending Date.
    • Exclude employees with insurance? Check the checkbox to exclude employees that have an active health payroll item (noted by the 'Employer Heath Coverage checkbox on the Payroll Item Configuration screen).
    • Calculate based on number of weeks or months? Select from drop down.
    • Calendar for calculating breaks - Select from drop down.
    • Select Pay Groups - Move any that apply to the Selected side.  Selecting none will select all.
    • Select Employee and click Add - Enter the employee and click Add.  Selecting none will select all.
    • Generate Report.
    • Generate CSV.
    • Upload CSV to the ACA provider.
•  9.  Process benefit accruals   
  • Go to Processing>Benefit Update and Projection.
    • Report Title - Default name is Benefit Accrual Report. Can be changed if desired.
    • Accrual or Projection - Default is Accrual Projection report. Choose from drop down. Recommendation is to process in Projection first.
    • Benefit Accrual Option - Choose from drop down.
    • Specific Accrual Date - Enter or chose from calendar the specific accrual date.
    • Include Ineligible Positions - Check the checkbox if you want to include ineligible positions. 
    • Sort Options - Choose the sorting option from the drop down.
    • Select Pay Groups - Move any specific to the Selected side.  Not selecting any, selects all.
    • Specific Employees - Move any specific to the Selected side.  Not selecting any, selects all.
    • Click Generate Report.
    • Change Accrual or Projection to Accrual Report from the drop down.
    • Click Generate Report.
•   10. Balance the payroll clearance account.
  • Reconcile all checks per your bank statement. 
    • To Auto-reconcile checks with a file from the bank:
      • Go to Payments>Check Register.
      • Click  Auto-Reconcile. 
      • Enter a date in the Reconciliation Date field.
      • Select the Pay Rec Format from the drop down (this will stay after entering the first time).
      • Verify Bank Account.
      • Click Choose File.
      • Browse to locate the bank file.
      • Click Upload.
    • To reconcile checks manually:
      • Go to Payments>Check Register.
      • Check the checkbox next to the the checks you want to reconcile.
      • Click Reconcile.
      • Enter the date in the Reconcile Date pop-up box.
      • Click Reconcile.
  • Generate a list of outstanding checks.
    • From the Home page>SSDT Outstanding Checks Report.
      • Format-Choose format from drop down.
      • Page Size-Choose from drop down.
      • Orientation- Choose from drop down.
      • Name-Default name is Outstanding Checks. Can be changed if desired.
      • Summary Report- Check the checkbox if you only want a summary report with totals only.
      • Start Date-Enter in a start date in MM/DD/YY format.
      • End Date- Enter in an end date in MM/DD/YY format.

      • Click Generate Report.

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    • Go to Reports>Payment Transaction Status Report.
      • Sort Option - Check Number.
      • Payment Transaction Type Options - All Types.
      • Payment Transaction Status Options - All Types.
      • Bank Account - Verify bank name is listed.
      • Starting Check Number - Leave blank.
      • Ending Check Number - Leave blank.
      • Issue Start Date - Leave blank.
      • Issue Stop Date - Leave blank.
      • Reconciled Start Date - Leave blank.
      • Reconciled Stop Date - Leave blank.
      • Void Start Date - Leave blank.
      • Void Stop Date - Leave blank.
      • Generate Report.

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•  12.  Balance the Quarter Report.
  • Go to Reports/Quarter Report.
    • Year - Choose year from drop down. Default should be current year.
    • Quarter - Choose from drop down. Default should be current quarter.
    • Sort By - Choose sorting option.
    • Click Generate Report.

  • Assure Total Adjusted Gross and Calculated Adjusted Gross on Quarter Report balance.

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    In the 'Totals Summary' section of the Quarter Report, the Calculated Adjusted Gross is calculated by the following:   Total Gross (Total gross paid on all Position records.) - Total Annuities (Total of Payroll Items with the Type equaling Annuity and all Adjustments.) +Non-Cash Earnings (Total of all Life Insurance paid using Payroll Payments - Future or Payroll Payments - Current) ----------------------- Calculated Adjusted Gross If in balance, the Total Gross paid on all Compensations minus the Total Annuities plus the Non-Cash Earnings should equal the Applicable Gross from the Core>Payroll Item>Federal records. This would be the case since the total gross from the jobs should equal the total gross from the Federal tax records. In other words, the gross paid on all jobs is potentially subject to federal taxation. If the 'Calculated Adjusted Gross' figure differs from the adjusted gross on the Federal tax records, an additional amount prints on the Quarter Report. This difference could represent manual adjustments or problems with annuity error adjustments and should be researched. For more information and specifics, please refer to the User Guide Chapter titled, "Quarter and Year-end Balancing."

    
    

  • Verify all Payee checks for the quarter equals the Payroll Items total listed on Quarter Report. (Including Electronic Transfer payments such as Federal and Medicare).
  • Verify the Total Gross on Quarter Report equals the total of all USAS payroll disbursement checks (on the USAS side>Transaction>Disbursements>Type=Payroll) processed for the quarter. (These are created from the USAS Integration>USAS Payroll Submission>Post to USAS process on the USPS side).
  • The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS disbursements.
  • For city withholdings, verify the Applicable Gross times the city tax percentage should equal the tax withheld.  Mobile employees can cause discrepancies.

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•  22.  

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  Merge your STRSADXX06.TXT with your third party file.  The third party file will need to be in the proper STRS Annual Record Layout.  
  • Go to Reports>STRS Reporting>STRS Advance.
  • Upload Advance Submission File For Merge, click Choose File.  This is the Redesign STRSADXX06.TXT file. 
  • Uploaded File to Merge, click Choose File.  This is the third party file.  
  • Click Generate STRS Merge Report.  Verify the information in the report.
  • Click Merge Files.
•  23.  Upload the file to STRS.
  • Reports>STRS Reporting>STRS Advance.
  • Upload Submission File.  Click Choose File.  Browse to locate the STRSADXXXX.TXT file.
  • Click Submit Uploaded File to STRS.

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• • Go to System>Configuration>STRS Advance Configuration.  
  • If the STRS Advance balanced, the Advance Amount should be 0.00, the Advance Mode checkbox should not be checked, the Amount Paid Back should be 0.00.  Nothing further is required.
  • If the STRS Advance did not balance, there will be values remaining.   These will need to be researched.
    • Run the Reports>STRS Reporting>Check STRS Advance report.   
      • Start Date - Enter the pay period start date of your first STRS advance pay in July.
      • End Date -  Enter the pay period end date of your last  STRS advance pay date.
      • Sort By - Select the same sort option that was selected when the STRS Advance Positions Report was run.
      • Report Format - PDF.  Can be changed using the drop down.
      • Generate.
    • Compare the amounts for each employee on the STRS Advance Positions Report and the Check STRS Advance Report. 
    • Report any discrepancies to STRS as prior fiscal year corrections.

    • Post Core>Adjustments for the 450 and/or 591/691 using the Total Gross (450) and Amount Withheld (591/691) and the Fiscal Year To Date date option.

      Tip
      Contact The Fiscal Team, mail_staff_fis@nwoca.org or 419-267-2808, if you have any remaining STRS advance amounts removed from STRS Advance Configuration

      
      

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