USPS Month End Balancing Checklist

This procedure outlines the steps to close USPS for the month in the Redesign.

1. Reconcile Checks

A. Auto-Reconcile Checks (with Bank File)

1. Go to Payments > Check Register and select the Auto-Reconcile tab.

2. Enter the Reconciliation Date.

3. Ensure the Pay Rec Format is correct (it will remain after the first entry).

4. Choose the bank file and click UPLOAD.

B. Manual Check Reconciliation

1. Go to Payments > Check Register.

2. Use the grid filter to display only checks with status “Paid”.

3. Select the checks you want to reconcile by checking the boxes.

4. Click the Reconcile tab.

C. Generate Outstanding (PAID) Checks List

1. Go to Payments > Check Register.

2. Filter the grid to show only “Paid” checks.

3. Click the REPORT button.

4. Select your preferred format (PDF, Excel, etc.).

5. This report serves as your outstanding checks list (CHKSTS) for balancing.

2. Process Monthly Outstanding Payables

(If not already completed during payroll)

1. Go to Processing > Outstanding Payables.

2. Click Payables Reports to generate a report of all payables.

   • Choose format and page break options as desired.

   • Select Payment Cycle as "Monthly".

   • Generate both Full and Summary Reports.

   • Close the pop-up when finished.

3. Click the Monthly Payroll Cycle option.

4. Payroll items paid monthly will appear.

5. Click the Open Check box at the top left under "Select Payroll Cycles Available".

6. All items will be checked and moved to the Selected Payables Detail area.

7. Click Post.

   • Transaction Date: Defaults to current date (can be changed).

   • Bank Account: Select from drop-down.

   • Output Format: Choose PDF (for report) or XML (for check printing).

   • Starting Check Number: Defaults to next available payroll check number.

8. Click Post.

9. A Check.xml file will be created for check printing.

3. (Optional) Run STRSMONTH

1. Go to Reports > STRS Reporting > STRS Monthly Report.

2. Adjust the following as needed:

   • Report Title (default: STRS Monthly Report)

   • Month and Year (default: current)

   • Sort By and Report Format (choose from drop-downs)

3. Click Generate Report.

4. (Optional) Run SERSMONTH

1. Go to Reports>SERS Reporting>SERS Monthly Report

2. Adjust the following as needed:

   • Report Title (Default SERS Monthly Report can be changed if desired)

   • Month (Defaulted to current month)

   • Year (Defaulted to current year)

   • Sort By (Choose sorting option from Drop Down)

   • Report Format (Choose reporting format from Drop Down)

3. Click Generate Report.

5. ACA Reporting – CENSUS Reporting

(If not already completed during payroll)

1. Go to Reports > CENSUS Report.

2. Adjust the following as needed:

   • File Name (default: CENSUS.CSV)

   • Employee Selection (choose from drop-down)

   • Deduction Stop Date and Last Paid Date (enter or select from calendar)

   • Include Concealed Employees? (checked by default)

   • Use User Defined Date 2 for Rehired Date? (checked by default)

   • Property Selection (move desired properties to the appropriate side)

3. Click Generate File.

4. Upload the file to your ACA provider.

6. AFFORD Report

(If not already completed during payroll)

1. Go to Reports > AFFORD Report.

2. Adjust the following as needed:

   • Report Title (default: AFFORD Report)

   • Sort By (choose from drop-down)

   • Beginning Date and Ending Date (enter or select from calendar)

   • Calculation Method: Number of weeks or month (choose from drop-down)

   • Calendar for Calculating Breaks (choose from drop-down)

   • Select Pay Groups: Move desired pay groups to the Selected box.

   • Select Employees: Use Ctrl+F to search, then move to Selected box.

3. Click Generate Report to review.

4. Click Generate CSV to create a file for ACA provider upload.

5. Upload the file to your ACA provider.

7. Process Benefit Accruals

1. Go to Processing > Benefit Update and Projection.

2. Adjust the following as needed:

   • Report Title (default: Benefit Accrual Report)

   • Accrual or Projection? (default: Accrual Projections Report)

   • Benefit Accrual Options (choose from drop-down)

   • Specific Accrual Date (enter or select from calendar)

   • Sort Options (choose from drop-down)

   • Select Pay Groups: Move desired pay groups to the Selected box.

     • If you want to select all pay groups, click the first pay group, then scroll to the bottom of the list. Hold down the Shift key and click the last pay group. Next, click the arrow icon to move all pay groups to the Selected box.

   • Select Employees: Use Ctrl+F to search, then move to Selected box.

     • If you want to select all employees, click the first employee name, then scroll to the bottom of the list. Hold down the Shift key and click the last employee name. Then, click the arrow icon to move all employees to the Selected box.

3. Click Generate Report to review.

4. If data is accurate, repeat the report with Accrual or Projection set to "Accrual Report" to post accruals.

5. Click Generate Report to update accruals.

8. Close Payroll / Close the Month

• Go to Core > Posting Periods to close the payroll month.