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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 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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•  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.

•  13.  Balance the W2 Report and Submission.
  • Go to Reports>W2 Report and Submission.
    • Output Type - Report.
    • Format - PDF or choose from the drop down.
    • Report Title - Default is W2 Report. Can be changed to desired name.
    • Federal ID Number - Defaulted to district Federal ID number.
    • State ID Number - Defaulted to district State ID number.
    • Kind of Employer - Choose from drop down.
    • Sort Options - Choose from drop down.
    • Report for Year - Defaults to current year.  Can choose from drop down if needneeded.
    • Include Fringe Benefits in Box 14? - Check the checkbox if wish to include.
    • Report Employees with errors only? - Check the checkbox to generate an errors only report.
    • Select Payroll Item Configuration and click Add - If the 'Include Fringe Benefits in Box 14' checkbox is marked, select payroll items to be printed in Box 14 on the W2.
    • Select Employee and click Add - Enter an employee and click Add.  Selecting non none will select all.
    • Select Pay Groups - Move any that apply to the Selected side.  Selecting none will select all.
    • Select By City Tax Entity Code - Leave blank.
    • Generate Report.
  • Complete and balance the W2 Report Reconciliation Worksheet.xlsx - Google Sheets.pdf for the quarter. 
  • Using the Report Summary section of the W2 Report, balance the payroll item totals to all Payee checks processed in the quarter.

    • Utilities>File Archive>Payee Payment Detail>Payables Summary Report

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    • Generate a report using the Payments Grid
      • Payments>Payee>Payee Payment Checks (for physical checks).
        • Filter the grid using Issue Date equaling the quarter (For example - 010122..033122).
        • Click Report and generate in format of your choice.
      • Payments>Payee>Payee Electronic Transfers (for electronic payments).
        • Filter the grid using Issue Date equaling the quarter (For example - 010122..033122).
        • Click Report and generate in format of your choice.
  • Balance the Total Gross amounts in the Report Summary section of the W2 Report with the Gross on the Pay Reports for the quarter.

  • For city withholdings, verify the Applicable Gross times the city tax percentage equals the Tax Withheld.  Mobile employees can cause discrepancies.

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    If Errors: Check employees that had exceptions processed during the quarter.  Such as: Voids Error Adjustments Changes added through Core/Adjustments The Reports>Audit Report can be helpful in to identifying these issues.

    
    

•  14.  Verify all outstanding payables.
  • Go to Processing>Process Outstanding Payables.  The payables grid should be empty.
•  15.  The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS disbursements.        
•  16.  Complete and file all required quarter-end submission forms.  (For example - City reconciliations, 941)
•  17.  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.
•  18. Create the SERS Liability Report for the Auditors.
  • Go to Reports>Wage Obligation by Employee.
    • Format - PDF and CSV for GAAP auditing purposes.
    • Report as of -  June 30, XXXX.
    • Date to calculate payables through - June 30, 20XX.
    • 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 side.
    • Select Employees - Leave blank.
    • Generate Report. (run twice, PDF and CSV)
    • Save the report reports on your computer for the Auditors use at a later time.
•  19.  Run SERS Surcharge Report.  This report should be run now, saved, and used along with the SERS Surcharge Report sent by SERS.
  • Reports>SERS Reporting>SERS Surcharge Report.
    • Fiscal Year - Defaults to the current year.  Can be changed if desired.
    • Include Fixed Pay Accounts - Defaults to be included.
    • Sort By - Defaults to Fund.  Can be changed using drop down.
    • Include Subtotal by Selected Sort Option? - Default to not subtotal by sort option.  Can be changed by checking the checkbox.
    • Report Format - PDF is default. Run as CSV.  Can be changed by using drop down.
    • Click Generate SERS Surcharge Account Report. 

STRS Advance Processing

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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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