Pre-Closing Procedures

The following pre-closing procedures can be completed any time prior to closing the fiscal year.

• 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

Month-End Closing for June

• 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 OPTIONAL.
  • 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 OPTIONAL.
  • 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 OPTIONAL
  
  • 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 VOYA.
• 8.  Run the AFFORD Report (Affordable Care Act Report) and create the submission file OPTIONAL
  
  • 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.

        OR

    • 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.

Quarter-End Closing

• 11.  Process ODJFS Report and create submission file.
  • Create and verify the ODJFS Report. 
    • ODJFS Checklist
    • Go to Reports>ODJFS Reporting>ODJFS Report.
      • Year - Default is current year. Choose year from drop down if needed.
      • Quarter - Current quarter should be defaulted. Can choose from drop down if needed.
      • Sort By - Choose sorting option from drop down.
      • Click Generate Report.
      • Check all totals for accuracy.  
        • ODJFS changes can be made by going to Core>Adjustment and using the Type of ODJFS Total Gross and/or ODJFS Weeks.
  • Create the ODJFS Submission File.
    • Go to Reports>ODJFS Reporting>ODJFS Report.
      • Year - Default is current year. Choose year from drop down if needed.
      • Quarter - Current quarter should be defaulted. Can choose from drop down if needed.
      • Sort By - Choose sorting option from drop down.
      • Transmitter's Name - Should default.  Verify.
      • Transmitter's Phone Number - Should default. Verify.
      • Transmitter's Phone Extension - Should default. Verify.
      • Transmitter's Email - Should default. Verify.
      • Click Generate Submission File.
      • Save the ODJFS_YY_QQ.TXT file on your computer.

• • • • Submit the ODJFS file yourself, upload the file to The Source. 
        • Go: https://thesource.jfs.ohio.gov/
        • Enter username and password
        • Go to Quarterly Reports, Click on "File Electronic Quarterly" Reports. Then Browse for the file.  The file format should be set to ICSEA.
        • Print confirmation of upload.
        • Verify the file upload successfully (usually within 24 hours)
        • Print confirmation of file receipt

• 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.

    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 need.
    • 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 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

      OR

    • 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.

    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 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.
    • Save the report 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.  Can be changed by using drop down.
    • Click Generate SERS Surcharge Account Report.

STRS Advance Processing

• 20.  Verify and balance all STRS Advance reports.  

  These reports can be run as many times as needed.
  • 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 Generate Non-Advance Positions Report.

  • Link to STRS Advance Common Errors & Warnings 

  • Link to STRS Advance Balancing Slides

  • STRS Advance Reports:
    Advance Fiscal Year to Date Report - A complete list fiscal year-end report for all STRS employees.  Verify service credit and FYTD totals for each employee. 

    Criteria for employees to appear on the report:

    • Employee must have a position with retirement system set to STRS
    • Employee must have earnings in the fiscal year. Earnings are a sum of 3 things.  For an advancing compensation, the accrued wages will be added to earnings (accrued wages = contract obligation – amount paid – amount docked).  Adjustment journals of type Total Gross that are applied to the STRS item for the employee with a transaction date within the fiscal year will be added to earnings.  Finally, the applicable gross of historical STRS pay items paid to the employee on payrolls that are not imported from classic and have a pay date within the fiscal year will be added to earnings.
    • Employee must have a contract (or legacy) compensation with a date range that the current date falls within the fiscal year AND the compensation pays paid is not equal to pays in contract or the compensation has been paid in the fiscal year, OR Employee must have a non contract compensation with a date range that overlaps the fiscal year.

    To balance the Advance Fiscal Year to Date Report, the Taxed + Non Taxed Deposit Pickup should equal what has been paid to STRS to date plus the STRS Advance amount.  Advance amounts from the previous FY are not tracked on the report and are tracked separately behind the scenes.  Those figures come from the 450 (if Taxed) or 591 (if Non Taxed) and 691 (Pickup) withholding amounts for the current fiscal year (not including any advance amounts) and any new earnings that will be paid over the summer months while in advance.

    Advanced Positions Report - Lists all advanced positions for the district.  Verify that all positions listed are accurate and no one is missing. 

    Criteria for a position to advance:

    • Employee must have a position with retirement system set to STRS and position must have a job status of Active or Inactive
    • Employee must have a contract (or legacy) compensation with a date range that the current date falls within the fiscal year.
    • The compensation work days must equal the contract work days on the compensation or the compensation work days must equal the contract work days as of June 30 (determined using work days from the calendars). 
    • Contract work days and days in contract must be greater than 0. 
    • Pays paid on the compensation must be less than pays in contract.
    • The compensation contract obligation – amount paid – amount docked must be greater than 0.

    Non-Advanced Positions Report - Lists all positions not advancing. Verify all positions listed are accurate and no one is missing.  Core>Adjustments>Type equaling STRS Retirement Days and/or Core>Compensation Adjustments to update the Days Worked can be used to correct. 

    Criteria for a position to not advance:

    • Employee must have a position with retirement system set to STRS.
    • Position must have a job status of Active or Inactive.
    • Employee must have a contract (or legacy) compensation with a date range that the current date falls within the fiscal year.
    • The compensation pays paid must be less than pays in contract and there must be contract work days on the compensation greater than 0.
    • The compensation work days does not equal work days in contract or the compensation work days does not equal the contract work days as of June 30 (determined using work days from the calendars).

                   

• 21.  Generate the STRS Submission File.
  • Reports>STRS Reporting>STRS Advance>Generate Submission File.
  • Save the STRSADXX06.TXT to your computer.

• 22.  IF APPLICABLE 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.

• 24. Close the June XXXX posting period and create the July XXXX posting period.
  • Go to Core>Posting Periods.
  • On the June XXXX line, click the icon to close June XXXX.
  • Click Create.
  • When the pop-up box appears, set the Calendar Month to July, the Calendar Year to XXXX, and check the Current checkbox.  Click Create.
  • The upper hand banner should now say July XXXX (FY XXXX).

You are now closed for the fiscal year, proceed with July's payroll processing.

Post Fiscal Year-End Closing

• 25.  After all the advance payrolls have been completed, verify the STRS advance balanced.     

• • 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.

      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