Payrolls with July or later pay dates that are in the new fiscal year cannot be processed unless the STRS Advance has been completed. The following error will be produced if trying to initialize the first pay in July before creating the STRS Advance Submission File.
***Error - STRS Advance must be processed before running a payroll with pay date in July***

Pre-Closing Procedures

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

Month-End Closing for June

Quarter-End Closing

In order to upload the file you must have an account.  To register for an account if you do not already have one, click here.


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 to identifying these issues.


STRS Advance Processing

Employees flagged as full-time must have at least 120 service days to be granted a full year of service credit toward retirement. Employees flagged as part-time will be given credit according to STRS rules outlined in the STRS Employer's Website. If you are in doubt about an employee's part-time or full-time status, please contact STRS and obtain a ruling.  The part-time or full-time status is located in the employee's 450 payroll item.


The STRS Advance must be completed in the posting period month of June and before your first July payroll is processed.

When the STRS Submission file is created, the system flags all eligible jobs in advance mode, sets the Advance Amount and Advance Mode checkbox.  These fields can be viewed in Core>Organization under STRS Advance Configuration.

Each time Outstanding Payables are processed for STRS, the Amount Paid Back field in Core>Organization is increased by the advance amount paid until the two amounts equal, taking the district out of advance mode. 

Once the STRS Advance submission file is uploaded to STRS, the Submitted to STRS Timestamp field is updated and can be used for verification purposes.  This is found in Core>Organization under the STRS Advance Configuration.


Restrictions during the advance:

  • Modifications cannot be made to certain fields on Position/Compensation records in the advance mode.
  • Certain Pay Types cannot be processed on advance jobs REG or IRR.

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

Post Fiscal Year-End Closing

After the last advance pay:

  • If the Amount Paid Back is equal or greater than the Advance Amount, then the district will come out of advance and the Advance Mode checkbox on the STRS Advance Configuration will be un-checked.
    • When the Advance Mode checkbox on the STRS Advance Configuration is unchecked, the Amount Paid Back will always display zero.
  • If the Amount Paid Back is less than the Advance Amount after the last pay, then the Advance Mode checkbox on the configuration will not be un-checked and the Amount Paid Back will continue to show on the STRS Advance Configuration.

SSDT District Audit Job is scheduled to run on the evening of August 1st. When the Audit Job runs, it will generate preconfigured reports for the prior fiscal year, which is determined by the current period, and send them to the File Archive under the Audit Files tab. The reports are also zipped and securely sent to the Auditor of State via SFTP.

The District Audit Job runs the following reports:

  • AoS Employee Report 
  • AoS Payment History Report 
  • AoS Payment Distribution Report