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Fiscal Year End Payroll Procedures

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1 Fiscal Year End Payroll Procedures Use this checklist when closing Payroll (USPS) (Addi onal Explana ons for each step are a ached) Revised June 2020 Pre-Closing Steps Step 1: Complete Staff EMIS Repor ng procedures... 3 Step 2: Process any group Life Insurance Over $50, Step 3: Begin to Verify & Balance STRS Advance... 5 Step 4: Create job calendars for the school year.. 7 Step 5: Start on your New Contracts Step 6: Send Salary No ces Step 7: Send Non-Renewal le ers.. 8 Step 8: Verify SERS Employer Surcharge Report... 9 Step 9: Run BENACC/ PLTOSI and PLTOPAY as needed Finalize last pay of June and Complete Month-End Closing Step 10: Run PAYDED Step 11: Run RETIRE : STRSREG, STRS_SEND, SERSREG, STRSMONTH, and SERSMONTH 11 Step 12: Validate Re-Employed Re rees.. 12 Step 13: Run GAAP Reports 12 Step 14: Balance the Payroll Bank Account. 13 Quarter-End Closing Step 15: Balance QRTRPT (DO NOT CLEAR TOTALS).. 13 Step 16: Balance the W2REPT.. 14 Step 17: Run ODJFSRPT. 15 STRS Advance Processing Step 18: Run STRSAD Op on 1 (Projec on only).. 15 Fiscal Year End Payroll Procedures 1

2 Step 19: Run STRSAD Op on 2 (Once the informa on is correct). 17 Fiscal Year End Closing Step 20: Run SURCHG 18 Step 21: Run AUDRPT. 18 Step 22: Run USPAUDIT 18 Step 23: Finalize all Staff EMIS data. 19 Step 24: Call LACA for final closing 19 Post Fiscal Year End Closing Step 25: Verify all calendars for the next fiscal year 19 Step 26: Run MASSTOP to update employee records (Op onal). 19 Step 27: Run MASCONC to conceal previous employees. 20 Step 28: Deac vate users in the Kiosk.. 20 Step 29: Update BENSCN for employees to reflect new accum rates and maximums 20 Step 30: Run BENACC 20 Step 31: Purge new contracts using your Purge Worksheet.. 20 Step 32: Update subs tute pay rates as applicable. 21 Step 33: AUTOPOST any July payroll batches & BRDDIS batches. 21 Step 34: Run USPCHG 21 Step 35: Run CLRATD. 21 Step 36: Run MASCHG/ MASINC 21 Step 37: Restric ons during the STRS advance.. 22 Step 38: Check your USPSDAT/USPCON.. 22 Fiscal Year End Payroll Procedures 2

3 Fiscal Year End Payroll Procedures Pre-Closing Steps Step 1 Complete Staff EMIS Reporting procedures See document on LACA website under Fiscal Services: Staff EMIS Reporting Documentation. Who to Report All employees Anyone employed during current fiscal year Anyone no longer employed, but reported in previous year end Anyone on a leave of absence Contracted Staff Substitutes who are teacher of record All Supplemental Contracts including employees whose only position is a supplemental contract Separation Date & Reason on Job Screens Update separation dates & reasons on employees known to be resigning or retiring over the summer and not returning the next fiscal year. Enter Long Term Illness days on BIOSCN/DEMSCN Run CLRATD to clear last year s values. Enter number of Long Term Illness days for FY20. These days are included in your posted Absence days. LT Illness days are 15 or more consecutive days of FMLA absence. Run RPTSUM to see the projection of attendance/absence days. EMIS absence/attendance days are calculated for you through job calendars and/or attendance posting; however, adjustments can be made on ATDSCN if needed. Run USPEMS/PERDET - Can be run multiple times to correct any & all errors Run PERDET for employees with a Position Status of U Verify the employees listed are no longer employed and did not work any days in the current fiscal year. Verify Job Screen has a calendar stop date entered for these employees. Verify Job Screen has a reason for separation entered for these employees. Fiscal Year End Payroll Procedures 3

4 Run PERDET for EMIS reportable employees with Errors Only using the following options: Exclude concealed employees from being reported - N Select by specific employees - N (you want all employees) Select only those employees that contain errors - Y Select employees reportable to EMIS - Y Select by specific position status - N Run PERDET for all employees reportable to EMIS. Verify all new employees and those with supplemental contracts are included. Run USPEMS/USPEMX to create a USPEMX.SEQ file. If the USPEMX_EMISR.SEQ file is also created, run EMISSTFFTP to transfer it to the Data Collector. Work with your EMIS Coordinator to review errors in the Data Collector. Make changes in USPS to resolve all errors. Repeat this step until all errors are resolved. Step 2 Process any group Life Insurance over $50,000 Life Insurance over $50,000 must be calculated for employees retiring or resigning at the end of the fiscal OR contract year. See document on LACA website under Fiscal Services: Life Insurance Premium Reporting. Figure the monthly cost of the insurance to include in the employee s wages. Use the employee s age on the last day of the tax year. Use the chart in IRS Publication 15-B. Fiscal Year End Payroll Procedures 4

5 Post the calculated amount as NC1 pay type in UPDCAL_FUT or UPDCAL_CUR before the final pay of the employee s contract. If you have a lot of retirees, this can be loaded using USPIMPORT. Federal, State, and OSDI taxes are NOT withheld. Taxable wages are increased even though no tax is withheld. Medicare and FICA are withheld. City taxes are withheld if flag is Y on DEDNAM city records. If flag is set to N, the amounts are added to the wages and you will need to manually change the wages if this is not the desired effect. NC1 amounts are not included in total Gross Pay that is charged to USAS accounts. PAYSUM, PAYRPT, and QRTRPT provide special totals for balancing. NC1 payments are added to the Non-cash earnings fields on screen 3 of JOBSCN. If life insurance is not entered as an NC1 pay type before the employee s last pay, a lot of manual intervention is required. Please refer to the document on the LACA website called Life Insurance Premium Reporting and call LACA if you need assistance. Step 3 Begin to Verify & Balance STRS Advance Verify STRS Advance fields are blank in USPSDAT/USPCON If not, contact LACA. Fiscal Year End Payroll Procedures 5

6 Run STRSAD option 1 (Projection) now to begin balancing & verifying info. This can be run as many times as needed. Academic start date is the first work day for teachers. Program will calculate: Projected STRS deposits for the fiscal year Earnings for all STRS employees Days through the end of the fiscal year (to determine jobs to advance). STRSAD.TXT report lists the employees and amounts that will be advanced. Review this report to ensure all employees that should advance are included. Some errors may be easier to correct through a payroll, so it is advised to review the report prior to the last payroll of the fiscal year. To be included on this report: Number of work days must equal number of days worked. Amount remaining to pay must be greater than zero. Number of pays must be greater than pays paid. STRSAD.RPT report lists total employee deposits to-date and advanced amounts. Verify each employee s service credit and FYTD totals. Refer to the STRS Decision Tree. NONADV.TXT report lists employees that are not advancing. Check this report to make sure a job or employee is not missed. Correct all errors. Analyze each situation to determine if manual updates are needed on the JOBSCN or if days are needed on the calendar to ensure that the correct jobs will advance during the summer. For more information, detailed explanations of each report, sample error messages and possible solutions, see: Step 18 below T he STRS Advance document on LACA s website The USPS Reference Manual s STRSAD chapter at Fiscal Year End Payroll Procedures 6

7 Step 4 Create Job Calendars for the school year Job calendars can be added to the system as soon as they are Board approved. Use USPSDAT/ CALMNT to add months to your existing calendars for school year. Do not delete old calendars. Start with a basic calendar. Then use the copy feature in CALMNT (F20) to copy from one completed calendar to another, and make modifications as needed. Remember to add months with no work days to your default (DEF) calendar. Run CALRPT for each calendar type for the entire contract year and verify total days, holidays, etc. are correct. Step 5 Start on your New Contracts NEWCNT will allow you to enter next year s contract information now. However, do not purge until after the fiscal year is closed! See New Contract Documentation on LACA website under Fiscal Services. Complete your Purge Worksheet ( Available on the LACA website under Fiscal Services ). If you would like LACA to review your worksheet, it to Timing is important when purging new contract info out of NEWCNT. Incorrect purge timing can cause: Days worked to be lost STRSAD doesn t advance the right jobs Mid-year contract change calculations will be incorrect Accrued wages to be incorrect Pay off of accrued amount will be incorrect WAGOBL (wage obligation) will be incorrect Amount earned to be incorrect Decide to Purge ahead or Adjust Period Beginning/Ending Dates If the last pay of the old contract contains days for the old contract and the new contract, meaning the first work day of new contract is included in period begin/end dates of the last pay in old contract, you have two options: Purge when there is one pay left in old contract -OR- Adjust the period begin/end dates of last pay of old contract and first pay of new contract Fiscal Year End Payroll Procedures 7

8 Example First work day of new contract is July 1 Last pay in old contract INICAL Period June 20 July 3 Options: Purge when there is one pay left in old contract -OR- Adjust the period begin/end dates of last pay of old contract and first pay of new contract Last pay old contract: June 20 June 30 First pay new contract: July 1 July 17 If using the Purge Ahead process: USPS will add LPA/LPE pay type to UPDCAL_FUT for the pay-off amount of the old contract using the last pay calculation (Obligation minus Paid minus Dock). LPA = Last pay accrued LPE = Last pay earned USPS updates days & earnings on the new contract in JOBSCN during last pay of old contract. If adjusting the period begin/end dates of last pay of old contract and first pay of new contract: USPS updates days & earnings on the old contract in JOBSCN during last pay of the old contract. USPS updates days & earnings on the new contract in JOBSCN during first pay of the new contract. Step 6 Send Salary Notices Create and send salary notices to all employees. Following district procedure. Must be sent no later than June 30 th via mail or . You can utilize Mail Merge to accomplish task. Additional documentation is available on the LACA website under Fiscal Services/Payroll Documentation. Step 7 Send Non-Renewal Letters Send non-renewal letters to substitute employees if district procedure dictates. Fiscal Year End Payroll Procedures 8

9 Step 8 Verify SERS Employer Surcharge Report See document on LACA website under Fiscal Services: SERS Employer Surcharge. Verify information entered on all SERS/400 deduction records. Validate that the Surcharge exempt flag on all employees 400 SERS DEDSCN records is set correctly. N=Non Exempt Y=Exempt - If employee is retired, has refunded their SERS account, received disability benefits, died before July 1, or is a Re-employed Ohio public retiree. In addition to verifying the Surcharge exempt flag, verify that rehired retirees also have a Rehired Date entered and the Retiree Flag is marked Y. Verify Amounts Deducted and Paid during this fiscal year after Retiree Flag was marked. Amount will equal Total Deducted & Paid during fiscal year if retiree status all year. Make adjustments if the Retiree Flag was marked at the incorrect time. You can utilize Safari from the DED_SERS View to assist in verifying these fields. See Step 12 for more details. Run SURCHG to generate an estimated SERS surcharge report. The SERS minimum salary for FY20 is $19,600. The Surcharge is calculated as 14% of the difference between the member s fiscal year compensation paid less $19,600. This is pro-rated for any SERS members paid for less than 120 days. 180 days = One full year of service Example of SERS Surcharge Calculation Minimum Annual Compensation $19,600 Salary Paid to Member $8,200 Difference $11,400 Board Share of Retirement 14% Initial Surcharge Calculation (11,400 x 14%) $1,596 Pro-rated Fraction (100 days worked/180 days) Pro-rated Surcharge (0.556 x $1,596) $ Step 9 Run BENACC/PLTOSI and PLTOPAY as needed BENACC assists in converting personal leave to sick leave or personal leave to pay. Refer to your district policy or negotiated agreements to determine if this step is required. Fiscal Year End Payroll Procedures 9

10 PLTOSI will convert unused personal leave to sick leave. The following options are available: Convert one personal leave day to one sick day. Convert 50% of unused personal leave to sick days. Convert the unused personal leave balance minus 1 to sick days. Carryover personal leave day and convert the remainder (balance minus 1) to sick days. When the program is run in actual, AC PL and AC SI records are added to ATDSCN. Accumulations may differ if excluding partial days. Accumulations may differ depending on conversion options selected. PLTOPAY will convert unused personal leave to MIS payment. The following Convert Personal Leave Options are available: Flat rate for each unused personal day. Up to 4 rates can be entered to allow a different rate for each day. Rate type can be hourly or daily. Rate from JOBSCN for each unused personal day. You can convert based on a Percentage of Balance if desired. Enter the percent of personal leave balance you wish to convert to pay. If you do NOT include partial days, partial days are subtracted first, then percentage is calculated. Percentage entered does not affect option to zero out the personal leave balance. There is an option to zero out personal leave balance. The default is Y to zero leave balance, which will add a negative AC PL record to ATDSCN. Run in Actual. AC PL records added to ATDSCN if Y zero out personal leave balance. MIS pay added to UPDCAL_FUT if Y to post payments to future. Run FUTPAY report and verify. The pay account from first eligible job or first active job will be used. The object code is changed to 122 (certified) or 152 (classified). Number of units is included in pay stub descriptions (i.e. 1 PLUNUSED, 1.5 PLUNUSED, etc.). Enter an effective date inclusive of period beginning and ending dates or leave blank to include in next payroll. Fiscal Year End Payroll Procedures 10

11 Finalize Last pay of June & Complete Month End Closing Step 10 Run PAYDED Run PAYDED for all deduction checks to be issued; per-pay, monthly, and quarterly. Run PAYDED again to generate a non-zero deduction report. Select Payment Option A. Leave Pay Cycle and Deduction Codes blank. Verify any deductions with an outstanding balance as generally there are none at the end of the quarter. Step 11 Run Retire options: STRSREG, STRS_SEND, SERSREG, STRSMONTH, and SERSMONTH STRSREG Run in projection by answering N to create STRS tape file. Verify the total contribution amount equals the STRS deduction checks plus warrant checks written for the pickup. Verify that contributions by employees equal earnings times 14%. Verify service days for all employees. If necessary, adjustments can be made using USPSCN/ATDSCN. Once correct, run STRSREG again answering Y to create STRS tape file. Run STRS_SEND to send your STRS per pay tape. SERSREG Run projection by answering "N" to create SERS tape file. Verify the total contribution amount equals the SERS deduction checks plus warrant checks written for the pickup. Verify that contributions by employees equal earnings times 10%. Verify service days and hours for all employees. If necessary, adjustments can be made using USPSCN/ATDSCN. Once correct, run SERSREG again answering "Y" to create SERS tape file. Submit the.seq file(s) on the esers website within 5 days of pay date. Run STRSMONTH to create monthly report and clear MTD accumulators. Run SERSMONTH to create monthly report, clear MTD accumulators on 400, 590 and 690 records, set New Employee Flag on the 400 record to N, and create monthly reports for BeAR. Fiscal Year End Payroll Procedures 11

12 Step 12 Validate Re-Employed Retirees In USPSCN/DEDSCN, validate the following fields on Re-Employed Retirees: 400,450 Retiree flag 400,450 Rehired date 400 Surcharge Exempt Flag 400,450 Retiree Service Days These Fields Reflect the 400,450,590,591 Retiree FTD W/H Portion as a Re-Employed 400,450,690,691 Retiree FTD Board Retiree 400,450 Retiree FTD Gross If using Safari ODBC: From the DED_SERS or DED_STRS view, select: Employee_ID, Full_Name, Ded_Code, Board_FTD_Deducted, Gross_YTD, Retiree_FTD_Board_Amount, Retiree_FTD_Gross, Retiree_Flag, Surcharge_Exempt_Flag, Rehired_Date Filter: Ded_Code equals 400 (or 450 for STRS) Optional Filter: Gross_YTD greater than 0 (to only see employees paid this fiscal year) Sort by Retiree_Flag, then Surcharge_Exempt_Flag Verify that all of your rehired retirees have a Rehired_Date entered. Ensure all employees with a Rehired_Date have Y for Retiree_Flag. Ensure Surcharge_Exempt_Flag is Y for all employees who are exempt. Exempt if retired, refunded their account, received disability benefits, died before July 1, or reemployed Ohio public retirees. If an employee retired during the fiscal year, the Board_FTD_Deducted and Gross_YTD will not equal the Retiree_FTD_Board_Amount and Retiree_FTD_Gross. The Board_FTD_Deducted and Gross_YTD include all amounts for the full fiscal year. The Retiree_FTD_Board_Amount and Retiree_FTD_Gross only include amounts withheld and paid after the Retiree_Flag was set to Y. Confirm that the Retiree amounts are correct. If the flag was set at the wrong time, correct the Retiree_FTD_Board_Amount and Retiree_FTD_Gross on the 400/450, 590/591, and 690/691 deductions. All other fields should not be changed. They show full Gross, Board, etc. Step 13 Run GAAP Reports Run the following BENOBL reports which will be on your PayrollCD: BENACT BENEMP Fiscal Year End Payroll Procedures 12

13 Run the following WAGOBL reports which will be on your PayrollCD: WAGEMP WAGACT Run the BIRTHDAYS report from the USPS_LCL menu and retain a copy. This will NOT be on your PayrollCD. Step 14 Balance the Payroll Bank Account Balance the payroll account, if you have your statement. If not, continue with closing. Run the CHKSTA or PAYREC program to reconcile checks. Run the CHKSTS option from the USPS_RPT menu to generate an outstanding check register. Select Print Option P for paid checks. Quarter-End Closing Careful! Watch your clearing options!!! Step 15 Balance QRTRPT (DO NOT CLEAR TOTALS) QRTRPT lists QTD figures from JOBSCN and DEDSCN. Run QRTRPT program option (N) no to clearing. Check all totals for accuracy. Compare total of checks written (CHKSTS) to the total of each deduction code. Verify electronic transfers of federal tax and Medicare payments with deductions. Compare Total Gross listed to the total of all payroll clearance checks written from USAS. Fiscal Year End Payroll Procedures 13

14 Verify the Calculated Adj Gross and the Total Adjusted Gross agree. If not, a Difference in Gross amount prints. All differences should be resolved. To find possible causes: Verify non-cash amounts. Verify that total annuities equal total of annuity deduction checks written. Run AUDRPT to look for manual changes to JOBSCN total gross, annuity deduction amounts, or federal taxable gross. Additional tips can be found in the Useful Procedures Chapter of the USPS Manual at End+Balancing Step 16 Balance the W2REPT Balance the W2REPT quarterly to minimize problems at calendar year end. Run W2PROC and check the W2ERR.TXT report for errors. Complete and balance the W2REPT Reconciliation Worksheet for the quarter (or your district s form/spreadsheet). Balance the deduction totals (taxes and annuities) on the W2REPT.TXT report with the totals from all DEDRPT.TXT reports for the quarter. Balance the gross amounts on the W2REPT.TXT report with all PAYRPT.TXT reports for the quarter. These amounts may not balance due to the way W2PROC handles certain amounts (i.e. Medicare pickup). If errors are discovered, check employees who had exceptions processed during the quarter such as voided checks, error adjustments, or manual changes in USPSCN. The AUDRPT program can be useful in identifying these problems. Fiscal Year End Payroll Procedures 14

15 Step 17 Run ODJFSRPT Run ODJFSRPT program selecting N to Create submission file. Check all totals and weeks for accuracy. If necessary, adjustments can be made using USPSCN/ATDSCN by posting an AD OB entry. When all data is correct, run ODJFSRPT again to create a tape file for submission to ODJFS and close for the quarter. indicating you have created your ODJFS tape. STRS Advance Processing Step 18 Run STRSAD Option 1 (Projection only) Run STRSAD Option 1 (Projection only). Three reports will be generated. These reports can be run as many times as necessary until all information is correct and all warnings and errors are resolved. For assistance with error messages and possible solutions: Refer to the STRS Advance document on LACA s website. See the USPS Reference Manual s STRSAD chapter at STRSAD.TXT STRS Advanced Payment Report This report lists all advanced jobs for the district. Employees will advance if their STRS job has: Work days equal to days worked, Amount remaining to pay greater than zero, and Number of pays greater than pays paid. Verify all jobs that should be advancing are listed on the report. It is important to be consistent with prior years. Verify rehired retirees are appearing as they should. Fiscal Year End Payroll Procedures 15

16 Check supplemental contracts, because many times they are missed. You will see an accrued contribution amount calculated for each advanced employee. This accrued amount will be the amount of earnings not yet paid times the employee s STRS withholding rate. Accrued contribution amount is calculated using the pay per period from JOBSCN for the remaining pays minus 1, then the last pay calculation occurs. ((# pays left 1) X (pay per period X 14%)) + (last pay in contract X 14%) Note: This may be inflated if the fringe benefit flag on 450 is set to Y and the employee has a 691 with an inflated rate. Sample calculation of STRSAD Accrued Contribution: STRSAD.RPT - STRS Fiscal Year-To-Date Report This report is the complete fiscal year-end report for all STRS employees paid any amount this fiscal year. On this report you should check each employee s service credit and FYTD totals. Employees flagged as full-time must have at least 120 service days to be granted a full year of service credit toward retirement. Employees with less than 120 days receive credit based on the STRS decision tree. Employees flagged as part-time on 450 deduction will be given credit according to STRS rules outlined in the STRS Employer's Manual. See STRS decision tree in STRS Advance document on LACA website. If you are in doubt about an employee's part-time or full-time status, contact STRS and obtain a ruling. Fiscal Year End Payroll Procedures 16

17 Re-employed retirees should have 0% credit reported with contributions. Calculated service credit for a rehired retiree will flag a warning on the report. If retired and rehired in same fiscal year, the employee will appear twice on this report, once with contributions and service credit prior to retirement, and once with contributions after retirement. If retired all fiscal year, the employee should only have one line. Manually correct the Retiree fields on the 450 and 591/691 deduction records as needed. See Rehired Retired Employees document on LACA website. Balance the amount showing in the Deposit/Pickup column with deduction checks written payable to STRS plus warrant checks for pickup amount. NONADV.TXT - List of some STRS jobs that are not being advanced. This report lists jobs which have a contract obligation, or number of pays in contract is greater than zero, and have not been paid in full that are not advanced. This can happen for several reasons: There are days remaining on the calendar to be worked on or after July 1. The days worked on JOBSCN or the calendar could be incorrect. The following tricks can be used to make the advance amount correct: If you are aware of a dock to be processed with the first payroll of July, you should: Enter the amount in the Dock next pay field on screen 2 of JOBSCN after the final pay of June but before running the final STRSAD. This will cause the Dock to be included in the calculation by STRSAD. If you know you will have a resignation, retirement, termination, or other early contract payoff, before running the final STRSAD, you should: Change the number of pays in JOBSCN. Check the pay per period; it may have changed. Step 19 Run STRSAD Option 2 (Once the information is correct) Once all information is correct with STRSAD Option 1 Projection, Run STRSAD Option 2. Run this ONLY ONCE. This is the FINAL run. This option: Creates the tape file that will be submitted by you to STRS. Sets the STRS period closing date field to 6/2020 in USPSDAT/USPCON. Sets the STRS Advance mode flag to * in USPSDAT/USPCON. Enters the Advance Amount in USPSDAT/USPCON. Fiscal Year End Payroll Procedures 17

18 Option 2 also flags eligible jobs as in advance mode until the last payment in the contract has been paid or paid off through NEWCNT. At that time, the advance flag is turned off and the job is no longer considered in advance mode. Option 2 also creates PayrollCD reports. Verify that all fiscal year end reports appear in BeAR. If third party data (i.e. Renhill) needs to be included in the advance tape file, the file from the third party vendor must be merged with the tape file before submission. Obtain the file from the third party vendor and transfer it into Reflection as type ASCII. Since the file contains SSNs, it should not be sent through . Then contact LACA to run STRSMRG. Print and file the final copies of the STRSAD.TXT, NONADV.TXT, and STRSAD.RPT reports if needed (they are part of the PayrollCD on BeAR). Run USPS_ANN/ANNSTRSSND to send your STRSAD file to STRS. that you have transmitted your STRS data. If you void a check the last pay of the contract, call LACA to verify advance fields. Fiscal Year End Step 20 Run SURCHG Run SURCHG to generate a report of the estimated SERS Employer surcharge. Keep or save a copy of the report for your records. For assistance: See Step 8 in this checklist. Refer to SERS Employer Surcharge document on LACA website. Go to for complete details. Step 21 Run AUDRPT Run AUDRPT selecting O-Official option and the date selection 7/1/2019 to today or leave blank. Step 22 Run USPAUDIT Run USPAUDIT to generate USPS submission files for AOS. Fiscal Year End Payroll Procedures 18

19 Enter current fiscal year. Enter date selection 7/1/2019 to 6/30/2020. Answer Y to send data to AOS now. If desired, enter an address on screen 2 for yourself, your CPA, etc. Step 23 Finalize all Staff EMIS data Finalize all Staff EMIS data. For further explanation, see Step 1 above and document on LACA website under Fiscal Services: Staff EMIS Reporting Documentation. Run USPEMS/USPEMX to create a USPEMX.SEQ file. All Staff EMIS changes must be entered before this final extraction. Run this prior to purging any FY21 contracts. If the USPEMX_EMISR.SEQ file is also created, run EMISSTFFTP to transfer it to the Data Collector. when file has been created so that LACA can archive file prior to closing the fiscal year payroll. LACA will copy files to the data collector. Step 24 Call LACA for final closing LACA will create FY20 directory and copy district s files for later reference in CHGYR. LACA will Backup payroll files to the StorServer. LACA will run QRTRPT to clear QTD/FTD fields. LACA will call you when you can begin processing July payrolls. Post Fiscal Year End Closing Step 25 Verify all calendars for the next fiscal year Verify that you have added all calendars for the next fiscal year. Step 26 Run MASSTOP to update employee records (Optional) MASSTOP can be used to update employee s stop dates, leave balances, etc. Using MASSTOP, the following fields can quickly be updated on selected employees: Termination date in BIOSCN Termination date on JOBSCN Contract Stop Date on JOBSCN Calendar Stop Date on JOBSCN Disable Benefits Zero out leave balances for sick, vacation, and personal Fiscal Year End Payroll Procedures 19

20 Deduction stop dates Pay account stop dates Note: Although there are also options to update the following fields using MASSTOP, LACA recommends the following fields be updated manually or through other programs: EMIS Separation Date (update manually instead) EMIS Separation Reason (update manually instead) Clear Retirement Code on JOBSCN (instead of clearing, review the Surcharge report and report any exceptions to SERS) Update Conceal Employee Flag (can be done with MASSTOP if you are careful with timing; otherwise, this will be done by MASCONC when run at fiscal year end). Step 27 Run MASCONC to conceal previous employees Run MASCONC using 6/30/19 to conceal previous employees. After adding stop dates to non-returning employee s records using MASSTOP above, use MASCONC to conceal any employees not already concealed. NOTE: Any employee paid in the current calendar year must not be concealed for W2 purposes. Step 28 Deactivate users in the KIOSK If you have not deleted users from Kiosk as they are terminated, resign, or retire, use MASCONC.TXT as a guide to do so now. Step 29 Update BENSCN for employees to reflect new accum rates and maximums Update BENSCN for employees to reflect new accum rates and maximums, if necessary. Step 30 Run BENACC Run BENACC to accrue Sick, Personal, and/or Vacation leave as applicable. Step 31 Purge New Contracts using your Purge Worksheet Use your Purge Worksheet (created in Pre-Closing Step 5) for purge timing and possible INICAL Additions. Don t forget to purge new contracts for substitutes. Use the NEWCNT/BUILD Option. Clears prior year amounts from screens 2 and 3 of JOBSCN. Select Y to Reset New Hire Date to allow employee to be reported through NEWHIRE. Fiscal Year End Payroll Procedures 20

21 Step 32 Update substitute pay rates as applicable You can use MASCHG/ MASRATE to update rates as necessary. Step 33 AUTOPOST any July payroll batches & BRDDIS batches Process AUTOPOST after June s accounting period and fiscal year 2020 have been closed. Step 34 Run USPCHG Run USPCHG, Option 3, to change Report to EMIS flag to N. Use separation date 6/30/2020. Step 35 Run CLRATD Run CLRATD to clear the long term illness field on USPSCN/BIOSCN before any long term illness days are input for the new fiscal year. Step 36 Run MASCHG/MASINC MASCHG/MASINC can be used to mass change and/or mass increment experience fields such as: Total Authorized In District Building OH Public OH Private NonOH Public NonOH Private Accredited Military Retirement Trade School Purchased Current Class Principal Districts are required to report years of experience for principals and teachers. Update on other staff if desired by your district. Fiscal Year End Payroll Procedures 21

22 Step 37 Restrictions during the STRS Advance The following are restrictions during the advance: Modifications cannot be made to certain fields on jobs in advance mode. You cannot change the job number on any job during the advance. The following explains the effects of UPDCAL pay types used during the advance on advanced jobs : Types that will not affect the advance: MIS, OT, SHP, NC1 Types that can be used but will affect the advance: DCK, BCK, TRM, POF Types that cannot be used: REG, IRR Voiding a payroll check that was advanced will cause the USPCON amount to be wrong. Step 38 Check USPSDAT/USPCON At the end of August, after all summer pays are complete, you will need to check your USPSDAT/USPCON. On Screen 2 of USPSDAT/USPCON, the STRS Advance Mode flag should be clear and the STRS Advance amount must be 0.00!!! If the fields are not blank, meaning the advance does not balance: Run CHKSTRS from a MENU prompt and generate the report. Be sure to sort the CHKSTRS report in the same order that your STRSAD.TXT report was sorted at the end of June. The CHKSTRS report will total all amounts paid back to the board during the advance by employees. Compare these totals with the original STRSAD.TXT report to determine which employee(s) caused the discrepancy. Any employee showing a difference should be researched. File corrections with STRS as needed. LACA to have the remaining STRS Advance Amount removed. Call LACA if you need help! Fiscal Year End Payroll Procedures 22

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