STRS Advance Post Fiscal Year End Balancing

Owned by Sara Glore
Last updated: Sep 13, 2023
2 min read

Each year a follow-up check on the STRS Advance is needed after all the summer pays have been completed. Below are the instructions. 

  • Go to Core/Organization after the last advance payment is made

    • If all advances have been paid correctly, the Advance Amount and Amount Pay Back field will zero out and the Advance Mode flag will be turned off as shown below.

    • If the Advance Amount and the Amount Paid Back do not match, this means what was sent to STRS over the summer pays and what was reported on the advance submission tape file were not the same.
      • A report in the redesign, Reports/STRS/Check STRS Advance, can be ran to compare totals for each employee to those on the Advance Positions Report. 
        • Start and End Dates–Dates are the pay period start date of your first advance payroll, and the end date of your final advanced payroll (not the pay dates).
        • Report can be run in Excel to subtotal by employee.
      • Any employee showing a differing amount should be researched.
      • Any difference should be reported to STRS as a prior fiscal year correction if necessary.
      • Once the discrepancy is determined and corrected with STRS, the advance mode and amounts in the Amount Paid Back and Advance Amount fields will need to be cleared.
        • System/Configuration/STRS Advance Configuration

        • Click edit and uncheck the advance mode 

        • Click on Save.   

          The Advance Amount and Amount Paid Back field are automatically cleared when the 'advance mode' checkbox is unchecked and then saved. 

      • If you need assistance or have any questions/concerns, please send an email to the Fiscal Team at mail_staff_fis@nwoca.org.