USAS Calendar Year-end Closing Checklist
This procedure outlines the steps to be taken to close USAS for the calendar year in the Redesign.
NWOCA 1099 Printing Deadline
Thursday, January 25th, 2024
1099 reprints are $5.00 each.
Pre-Closing Procedures
The following pre-closing procedures can be completed any time prior to closing the calendar year.
- 1. Go to System/Configuration
- Click on edit beside IRS Form 1099 Submission Configuration
- Make sure 'District will Submit 1099 File to IRS' is checked
- Enter your IRS issued Transmitter Control Code for the district
Enter DISTRICT Contact Name, Phone (no dashes) and Email
- Enter the Job Parameters as desired
The 'Approved for the combined Federal/State Filing Program' check box should only be checked IF you have submitted a test file and have received an approval letter from the IRS.
- 2. Review Vendors for 1099 processing
Add the Type 1099, Tax ID Type, ID # and YTD Taxable Total to your Vendor grid using the More Button.
Query Vendors with a 1099 Type specified
Under 'Type 1099' filter by <> non 1099 to query all 1099 vendors. You can then use the YTD Taxable Total to filter on amounts (i.e. >=600).
- YTD Taxable Total amount greater than or equal to 600
YTD Taxable Total amount less than or equal to 600
You can use the 'Report' button on the grid to drop the filtered results into a PDF, Excel, etc.
- Review the Type 1099, Tax ID Type and Id# (SSN or EIN) for all 1099 vendors to make sure they are correct and identified.
- If Vendors do not have a Tax ID Type or Id#, use the edit on the vendor grid beside the vendor to update the record to include this information.
If needed enter Vendor Adjustments to Correct YTD Taxable Total amounts.
- If the YTD Taxable Total needs to be updated for a vendor (Void Prior FY Check, Royalties, combining Vendor records) the Vendor Adjustments option can be used to modify the YTD Taxable Total and YTD Total fields.
- The Vendor Adjustments option can be found by clicking the View icon
on the Vendor. The amount can be entered as positive or negative to increase or decrease the totals. - Make sure the 'Taxable' check box is marked in order to update the YTD Taxable Total.
- For more information see the Vendor Adjustments section on the Vendors page
- If there are numerous Vendor Adjustments to make you may also use a spreadsheet to Import them. For more information and a template spreadsheet see the Add Vendor Adjustment Criteria section on the Vendors page.
Query Vendors that do not have a 1099 type specified but have a qualifying YTD Taxable Total.
Under Type 1099 enter Non 1099 and on the YTD Taxable Total enter <=600
You can use the 'Report' button on the grid to drop the filtered results into a PDF, Excel, etc.
- If Vendors are marked as "Non 1099" but should be receiving a 1099, update the Vendor's Type 1099 field, Tax ID Type, and Tax ID # and verify the Name and Address marked as the 1099 Location.
3. Run the SSDT 1099 Vendor Report to check 1099 data in order to ensure 1099 names, addresses, ID # and amounts are correct.
By default, the report includes all 1099 types. You have the ability to include all 1099 types regardless of YTD amounts or those meeting the IRS requirement. You may also run the report for specified 1099 Types (i.e. royalty payments)
Month-End Closing
- 4. Enter all transactions for the current month
- 5. Attempt to reconcile USAS records with your bank(s)
Perform bank reconciliation procedure
Under the Periodic menu, select 'Cash Reconciliation' to enter your cash reconciliation information for the month
- 6. Generate the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.
- The SSDT Financial Detail Report may be run for the month only to compare MTD totals to the Cash Summary Report.
Compare the totals from reports... they should match with the exception of encumbrances.
Encumbrances on these two reports may not match.
Cash Summary picks up total encumbrances (including carry-over encumbrances).
Financial Detail Report picks up encumbrances for the current fiscal year.
- The SSDT Financial Detail Report may be run for the month only to compare MTD totals to the Cash Summary Report.
If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
- 7.OPTIONAL Run a 'Spending Plan Summary' report.
- 8. Manually run and review desired reports (Monthly CD Reports will be generated when step 11 is completed)
Monthly CD Report Bundle
The Monthly CD Report Bundle is now available and will automatically run when the Posting Period is closed. The bundle includes 24 SSDT Template reports. A list of reports can be found here. Reports can be found in File Archive under the Utilities menu.
Calendar Year-End Closing
If you are in January processing and want to generate reports containing prior year calendar year-end amounts, the account-based reports have an "As of Period"
You also have the ability to temporarily change the current period to December. Once you are finished running your reports, you may switch the current period back to January.
If a Posting Period is re-opened, the Monthly CD Bundle will automatically run again when the period is closed. If a monthly report bundle already exists in the archive a second copy of the reports will be added to the existing Monthly CD reports. To avoid this, delete the first Monthly CD Reports bundle before re-closing the reopened posting period to prevent duplicate copies of reports from being stored for that month OR disable the Monthly CD Reports bundle prior to re-closing the posting period to retain the original reports. Currently, you cannot delete individual reports from within a monthly archive.
9. Generate any additional Calendar Year-End Reports desired
Calendar Year End Report Bundle
The SSDT Calendar Year end Report Bundle will automatically run when the December Posting Period is closed (as long as it is enabled). A list of reports can be found here. Reports can be found in the File Archive under the Utilities menu on the Calendar Year Reports Archive Tab.
The Proration Utility (under Utilities) may be used to generate a template for Worker's Comp.
- 10. Go to Periodic/1099 Extracts
- Generate Reference Copies (Copy C for district records)
- Select 2023 as the Payment Year to pull the correct YTD information
- Select Type of Return - checkmark BOTH
1099-NEC
- 1099-MISC
- Select Output File Type:
- Reference Copies - generates as PDF to save for your records
- 1099 Copy: Copy C - for Payer
Review the File Name, TIN, Address and enter contact information
District contact information
- Submission Type: Original
- Prior Year Submission - should be UNchecked
Approved for the Combined Federal/State Filing Program - should be UNchecked unless you have submitted a test file via Test Fire System and received an approval letter from the IRS.
Verify Amount and Royalty Type Limit
Click on 'Print Report' to generate the 2 different 1099 Extract Report(s) in (1099-MISC.PDF and 1099-NEC.PDF) PDF format
Save the PDFs for your records and/or print to your local computer.
Click on 'Generate' to generate the PDF print output files (.i.e. District_1099_BOTH_REF_C.pdf)
- Save the PDFs for your records and/or print to your local computer.
- Generate Reference Copies (Copy C for district records)
- Generate the Printer/Sealer Copies - generates as a PDF form and will contain both Copy 2 and Copy B for each 1099 vendor.
- Select 2023 as the Payment Year to pull the correct YTD information
- Select Type of Return - checkmark BOTH
1099-NEC
- 1099-MISC
- Select Output File Type:
- Printer/Sealer Copies - generates as PDF to save for your records
Review the File Name, TIN, Address and enter contact information
District contact information
- Submission Type: Original
- Prior Year Submission - should be UNchecked
Approved for the Combined Federal/State Filing Program - should be UNchecked unless you have submitted a test file via Test Fire System and received an approval letter from the IRS.
Verify Amount and Royalty Type Limit
Click on 'Generate' to generate the PDF print output files (.i.e. District_1099_NEC_SEALER.pdf, District_1099_MISC_SEALER.pdf)
Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org attaching the District_1099_NBEC_SEALER.pdf, District_1099_MISC_SEALER.pdf copies. You will also want to include in the message if you will be picking up the 1099s at the Archbold office (by appointment only) or send them via UPS.
NWOCA 1099 Printing Deadline
Thursday, January 25th, 2024
NWOCA File Transfer requires a login. Users can login with their email address and DISTRICTLAND (same login to fiscal applications) password. For full instructions on how to use NWOCA File transfer please refer to our wiki
NWOCA will print your 1099s and notify you when its complete.
- Generate IRS format - output file type will generate the district's TAP file used to submit to the IRS and the 1099.TXT transmitter report that will be stored in the Calendar Year Report Archive.
- Select 2023 as the Payment Year
- Type of Return - checkmark BOTH
- 1099-NEC
- 1099-MISC
- Select Output File Type:
- IRS Format
- Review the File Name, TIN, Address and enter contact information
District contact information
- Submission Type: Original
- Prior Year Submission - should be UNchecked
- Approved for the Combined Federal/State Filing Program - should be UNchecked unless you have submitted a test file via Test Fire System and received an approval letter from the IRS.
Verify Amount and Royalty Type Limit
Click on 'Generate' to generate the Printer/Sealer copies to send to NWOCA for printing.
- You will receive 2 output files. 1 is the .TAP file which is used to submit to IRS and the other is 1099.TXT file. Print and keep that for your records.
- Generate the Printer/Sealer Copies - generates as a PDF form and will contain both Copy 2 and Copy B for each 1099 vendor.
11. Go to the IRS Fire System and upload TAP file.
Review Publication 1220 for Calendar Year End 2023 for Fire System details and deadlines.
Log onto IRS Fire System
Upload the TAP File to FIRE
Checking the Status of your File
- 12. To close the month, under the Core menu, click on Posting Periods.
- Click on
if you would like to 'Close' the current period. - Once closed your "Calendar Year End" Monthly report bundle will run. Go to the Utilities menu, and File Archive to see your calendar year reports processing.
- Do not make the next month "Current" (the next month can be "open" for continued processing) until your report bundles have finished running.
- Click on
to create the new posting period. Select the month, enter the calendar year and checkmark the 'current' box to make the new posting period the current period.
- Click on
- 13. You are now closed for the month and calendar year.
All1099CopiesJob is scheduled to run on the first Saturday of February. When the All1099CopiesJob runs it will generate the 1099 reference copies and place them in the File Archive/Calendar Year End. The job utilizes a "Payment Year" to run the 1099s for and this is determined by looking at the current posting period, determining the first month of the FY related to that period, and then generating the reports for that Calendar year. So for example, if you run the report with the current period of January 2023 it will look at July 2022 as the first period of that related FY and then use 2022 as the "payment year" to generate the files. Or, more simply put - It will still run for the prior CY through June.
The All1099Copies Job runs the following:
- Copy 1 - For State Tax Department
- Copy 2 - Recipient's State Copy
- Copy A - Internal Revenue Service Center copy
- Copy B - For Recipient
- Copy C - For Payer