USPS Month End Balancing Checklist

Owned by Sara Glore
Last updated: Feb 28, 2024 by Stephanie Schmucker
4 min read

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

  • 1. Reconcile checks 
    • To Auto-reconcile checks with a file from the bank:
      • Go to Payments/Check Register and click on Auto-Reconcile tab. 
        •  Enter Reconciliation Date for reconciliation.
        •  Be sure Pay Rec Format is correct (will stay after entering first time)
        •  Choose file and Click UPLOAD
    • To reconcile checks manually:
      • Go to Payments/Check Register
        • Use Grid to Filter to get just status of “Paid”
        • Click the box next to the checks you want to reconcile
        • Click on Reconcile Tab
    If errors, Unreconcile any check by clicking the box for that check and then clicking on the Unreconcile button
    • To get list of outstanding (PAID) checks:
      • Go to Payments/Check Register
        • Use Grid to Filter to get just status of “Paid”
        • Once you have only “Paid” checks on your Grid, click on the REPORT Button
        • Select pdf, excel or preferred format
        • This is your outstanding checks list ((CHKSTS) to use for balancing
  • 2. Process any monthly Outstanding Payables - If not already done with your payroll process
    • Go to Processing/Outstanding Payables
      • Click the Payables Reports to get a report of all payables
        • Choose Format
        • Page break if desired
        • Choose Payment Cycle - Monthly
        • Generate Full Report and Summary Report
        • Close pop up box when finished
      • Click on the Monthly Payroll Cycle option
      • Any payroll Items that are paid monthly should appear
      • Click the Open Check box at top left of grid, under the Select Payroll Cycles Available box
      • All items will be checked and pulled over to the Selected Payables Detail area
      • Click the Post button
      • Transaction Date-Defaults to current date Can be changed if desired
      • Bank Account-Choose from Drop Down
      • Output Format-Choose (PDF) to create a PDF report with all payroll items paid listed. Choose XML to create a file tor check printing
      • Starting Check Number-Should default to the next available payroll check number
      • Click Post button
      • A file Check.xml file will be created that can be saved to your desktop or a folder of your choosing and then uploaded to your check printing software to print out your checks.
  • 3. OPTIONAL Run STRSMONTH 
    • Go to Reports/STRS Reporting/STRS Monthly Report
      • Report Title-Default STRS 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
      • Click Generate Report
  • 4.OPTIONAL Run SERSMONTH 
      • Go to Reports/SERS Reporting/SERS Monthly Report
        • 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
        • Click Generate Report
  • 5. ACA Reporting-CENSUS Reporting -If not already done with your payroll process
    • Go to REPORTS/CENSUS Report
      • File Name-Defaults to CENSUS.CSV can be changed if desired
      • Employee Selection-Choose from Drop Down
      • Deduction Stop Date-Enter or Choose a date from the calendar
      • Last Paid Date-Enter or Choose a date from the calendar
      • Include Concealed Employees ?-Is checked as default, can uncheck is desired
      • Use User Defined Date 2 for Rehired Date?- Is checked as default, can uncheck is desired
      • Property Selection-Double click or click and hit the arrow icon to move the selected property to the appropriate side.
      • Click Generate File
    • Upload the file to ACA Provider
  • 6. AFFORD Report - If not already done with your payroll process
    • Go to Reports/AFFORD Report
      • Report Title-Defaults to AFFORD Report can be changed if desired
      • Sort By:-Choose from Drop Down 
      • Beginning Date-Enter or Choose a date from the calendar
      • Ending Date-Enter or Choose a date from the calendar
      • Calculate based on number of weeks or month?-Choose from Drop Down 
      • Calendar for calculating breaks-Choose from Drop Down 
      • Select Pay Groups-Double click on the pay group or click the pay group and then click the arrow icon to move the pay group to the Selected box. If you want all pay groups click the first pay group, scroll down the the bottom of the pay groups and hold the Shift key and click the last pay group, click the arrow icon and all pay groups will be move to the Selected box.
      • Select Employees-To find an employee by name hold the CNTRL key and click on the F key. Type in a portion of the name and all occurrences of that will be highlighted in the Available employees all box. Double click on the employee name or click the employee's name and then click the arrow icon to move the employee to the Selected box. If you want all employees click the first employee, scroll down the the bottom of the employee names and hold the Shift key and click the last employee name, click the arrow icon and all employees will be move to the Selected box.
      • Click Generate Repot to create a report for review
      • Click Generate CSV to create a file for uploading to your ACA provider.
    • Upload the file to your ACA provider
  • 7. Processing Benefit Accruals
    • Go to Processing/Benefit Update and Projection
      • Report Title-Defaults to Benefit Accrual Report can be changed if desired
      • Accrual or Projection? -Default is Accrual Projections Report (suggested for initial run)
      • Benefit Accrual Options-Choose from drop Down 
      • Specific Accrual Date-Enter or Choose a date from calendar
      • Sort Options-Choose from Drop Down 

      • Select Pay Groups--Double click on the pay group or click the pay group and then click arrow icon to move the pay group to the Selected box. 

        If you want all pay groups click the first pay group, scroll down the the bottom of the pay groups and  hold the Shift key and click the last pay group, click the arrow icon and all pay groups will be move to the Selected box.

      • Select Employees-To find an employee by name hold the CNTRL key and click on the F key. Type in a portion of the name and all occurrences of that will be highlighted in the Available employees all box. Double click on the employee name or click the employee's name, and then click the arrow icon to move the employee to the Selected box. 

        If you want all employees click the first employee, scroll down the the bottom of the employee names and hold the Shift key and click the last employee name, click the arrow icon and all employees will be move to the Selected box.
      • Click Generate Report to create a report for review
      • If all data on the report is accurate go back to the report again
      • Accrual or Projection-Choose Accrual Report from Drop Down to post accrual.
      • Click Generate Report and accruals will be updated accordingly.
  • 9. To close Payroll, close the month go to Core/Posting Periods