2008 USPS Calendar Year-End Closing Procedure

2008 USPS Calendar Year-End Closing Procedure

2008 USPS Calendar Year-End Closing Procedure Revised: December 3, 2008 The following checklist outlines the steps to be followed when closing out USPS for calendar year-end. _ 1. Complete processing of last payroll for current year. Pay ALL of your Date/Time accumulated deductions! _ 2. Complete regular month-end closing. Date/Time ___ Run the RETIRE/SERSREG program. Choose first to NOT create the tape file. This program generates a report of earnings, deposits, and days paid for the retirement system. If necessary, adjustments can be made using USPSCN/ATDSCN.

 Verify that the total contribution amounts listed on the report equal the total deduction checks for the withholding plus any warrant checks written for board paid employee amounts.

 Verify that contributions by employee equal earnings times the applicable retirement percentage. Allow for rounding (within a few cents)  Review service credit days for all employees on the report.  Verify that paperwork has been completed for employees listed on the report as “new”. ___ Once satisfied that the data is correct, run SERSREG again and choose to create the tape file. This will clear totals and create the tape submission file called SERS.yymm.

___ Complete and submit SERS monthly reports and payments as required. ___ Verify paperwork has been completed for employees listed on the report as ‘new’. ___ Balance the payroll account. This step may be completed after you receive your bank statement.  Run the CHKSTA program to reconcile checks.  Run the USPRPT/CHKSTS program to generate an outstanding check register. Verify that your payroll clearance account balances with the bank. - 1 -

2008 USPS Calendar Year-End Closing Procedure _ 3. Quarter-end closing. Date/Time Balance QRTRPT ___ Run the demand option of QRTRPT (N).

The report shows quarter, fiscal, and annual totals. Check all totals for accuracy. ___ In the ‘Totals’ section of QRTRPT, the gross and adjusted gross should balance using a manual calculation: Gross - Annuities - - Adjusted Gross Calculated The adjusted gross calculated should equal the adjusted gross amount from QRTRPT. This should be true for all adjusted gross figures in the ‘Totals’ section. ___ All deduction checks for the quarter should equal the total deductions showing on QRTRPT. This should be true for every deduction code. Be sure to verify the electronic transfers of federal and Medicare payments as well.

___ The total gross showing on QRTRPT should equal the total of all payroll clearance checks created during CHKUPD for the quarter. If totals do not balance, attempt to isolate the problem. Contact Help Desk or NOACSC Fiscal Staff for assistance if necessary. Balance Deductions ___ Run PAYDED to verify there are no outstanding deduction amounts. ___ The total of all board paid amounts (if tracked on the system) should equal the total of all warrant checks to the vendor or deduction company. ___ Complete and file any required quarter-end submission forms. ___ For city withholding, take the taxable gross times the percentage to be sure the tax withheld and submitted are correct.

Please note that mobile employees could cause discrepancies.

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2008 USPS Calendar Year-End Closing Procedure ODJFS ___ Run the program ODJFSRPT and generate a report only.  Check all totals carefully for accuracy. There are 13 weeks in this quarter.  If necessary, weeks worked may be updated utilizing the USPSCN/ATDSCN program. ___ If your district has been contacted by ODJFS and they are asking you to file the “Multiple Worksite Report” you will need to contact NOACSC staff either thru email or help desk. This report MUST be processed before your next step.

___ When all data is correct, run the ODJFSRPT program again, this time indicating that you want to create a tape file for submission to ODJFS.

 Send electronic mail to USAS_LIAISONS, indicating that you have created the ODJFS tape file. Mail, both top and bottom portions of the ODJFS form directly to ODJFS. ___Only if hard copies of quarter end reports are desired and once satisfied with all totals, generate file copies of all desired reports. At a minimum it is suggested that you print:  USPRPT/EMPMST (all data)  USPRPT/ERNSUM (All data for quarter) – condensed version of ERNREG (170 column report)  USPRPT/ERNREG (all data for the quarter)  QRTRPT (all data - demand report) DO NOT RUN QRTRPT FOR OPTION Y - 3 -

2008 USPS Calendar Year-End Closing Procedure _ 4. Run the program W2PROC. Date/Time We will be sending tape files to: Social Security Administration office Ohio Sate Department of Taxation Findlay City Tax Department (for those districts requesting it) CCA (for those districts requesting it) RITA (for those districts requesting it) MAKE SURE YOU ANSWER “Y” WHEN IT ASKS IF YOU WANT TO CREATE A TAPE FILE! You will need to enter your Federal and State identification numbers. IT IS CRITICAL THAT THESE NUMBERS BE CORRECT!

Additional deduction information can be provided to your employees using the box labeled “Other” on the W2 forms.

Entering deduction code (s) will cause the year-to-date amount to print on the forms. Up to 3 deduction codes will be printed for your employees. Examples would be union due, uniform allowance and retirement. If you are having NOACSC print your W2 forms, please do not request any alignment forms. This program can create the following files:  W2ERR.TXT - W2 error report, created if you receive any errors or warnings  W2REPT.TXT - A report for you  W2BREAK.TXT - A report showing you where the W2 forms should be separated when the sort field changes.

 W2FORM.TXT - The file to print on your W2 forms YOU SHOULD NOT PRINT ANY OF THE FOLLOWING FILES  W2TAPE.SEQ - The file to be copied to tape and submitted to the Social Security Administration.  W2FORM.DAT – The data file used to create the forms file  W2CCA.SEQ – only CCA entities file used to send data to CCA  W2RITA.SEQ – only RITA entities file used to send data to RITA  W2CITY.DAT – Data file to be used to create city tape file to be sent electronically - 4 -

2008 USPS Calendar Year-End Closing Procedure _ 5. Balance your W2REPT.TXT report. Date/Time See the additional handout titled BALANCING YOUR W2REPT.TXT for information on getting your W2REPT balanced.

You have the option to complete the W2 process at this time, or to DELAY printing your W2 forms. If you wish to DELAY printing your W2’s at this time, please go to step 10. _ 6. If at this time, you feel confident that the information on the W2 forms is Date/Time correct and you would like to have your W2 forms printed at NOACSC, give the command: W2_PRINT Then WAIT for a mail message! This program will submit your W2’s for printing. After giving this command, WAIT for a mail message. Read the mail message. If the mail message tells you that you may proceed then, and ONLY then, you may go on to the next step.

All W2’s will be printed at the NOACSC, unless you have ordered you own forms. Since we are printing laser forms, we do not have a supply of pin fed forms for you to print on the Printek and OTC printers. _ 7. Send a mail message to USAS_LIAISONS when your W2 report is Date/Time ready to be sent on tape. Do not submit form W3 for federal withholding. The form IT-3 for state reporting MUST be mailed to NOACSC. _ 8. Make sure ALL DECEMBER late distributions have been distributed! Do Date/Time NOT do January's! Check with your treasurer. _ 9. Run the procedure CALENDARCD.

Date/Time When running this option select to process it NOW.

Do not select to run this later, which is the default. You will need to check to make sure the procedure has finished before going on to the next step. To do this, give the command: MENU> SHOW_QUEUE SYS$BATCH - 5 -

2008 USPS Calendar Year-End Closing Procedure Your job will show executing something similar to this: When your job is finished you will not see an entry any longer. _ 10. Run the program: CALENDUSPS Date/Time Then WAIT for a mail message! This program will make a copy of your payroll files. After giving this command, WAIT for a mail message. Read the mail message. If the mail message tells you that you may proceed then, and ONLY then, you may go on to the next step. We would like to point out that this does not actually change your current files or your ARCHIVE files, this simply makes a copy of your files for us to save on tape.

After you receive the mail message, use the program QRTRPT again to insure that this was done properly. Check this report closely to make sure all YTD and QTD totals printed are 0.00! _ 11. Begin Payroll Processing for 2009 Date/Time - 6 -

2008 USPS Calendar Year-End Closing Procedure THE FOLLOWING SHOULD ONLY BE PROCESSED, TO COMPLETE PRINTING OF W2 FORMS AFTER YOU HAVE CLOSED OUT _ 1. Select W2 Files. Date/Time At the menu give the command: MENU> DELAY_W2 This command will do the necessary functions needed to allow you to work on your W2’s at any time.

After giving this command you may then work in the ARCHIVE files. You may make necessary changes that are needed to print your W2 forms. Every time you wish to work on the W2’s, you _MUST_ give the DELAY_W2 command.

_ 2. Run the program W2PROC. Date/Time We will be sending tape files to: Social Security Administration office Ohio Sate Department of Taxation Findlay City Tax Department (for those districts requesting it) CCA (for those districts requesting it) RITA (for those districts requesting it) MAKE SURE YOU ANSWER “Y” WHEN IT ASKS IF YOU WANT TO CREATE A TAPE FILE! You will need to enter your Federal and State identification numbers. IT IS CRITICAL THAT THESE NUMBERS BE CORRECT! Additional deduction information can be provided to your employees using the box labeled “Other” on the W2 forms. Entering deduction code (s) will cause the year-to-date amount to print on the forms.

Up to 3 deduction codes will be printed for your employees. Examples would be union due, uniform allowance and retirement.

If you are having NOACSC print your W2 forms, please do not request any alignment forms. - 7 -

2008 USPS Calendar Year-End Closing Procedure This program can create the following files:  W2ERR.TXT - W2 error report, created if you receive any errors or warnings  W2REPT.TXT - A report for you  W2BREAK.TXT - A report showing you where the W2 forms should be separated when the sort field changes.  W2FORM.TXT - The file to print on your W2 forms YOU SHOULD NOT PRINT ANY OF THE FOLLOWING FILES  W2TAPE.SEQ - The file to be copied to tape and submitted to the Social Security Administration.

 W2FORM.DAT – The data file used to create the forms file  W2CCA.SEQ – only CCA entities file used to send data to CCA  W2RITA.SEQ – only RITA entities file used to send data to RITA  W2CITY.DAT – Data file to be used to create city tape file to be sent electronically _ 3. Balance your W2REPT.TXT report. Date/Time See the additional handout titled BALANCING YOUR W2REPT.TXT for information on getting your W2REPT balanced.

_ 4. If at this time, you feel confident that the information on the W2 forms is Date/Time correct and you would like to have your W2 forms printed at NOACSC, give the command: W2_PRINT Then WAIT for a mail message! This program will submit your W2’s for printing. After giving this command, WAIT for a mail message. Read the mail message. If the mail message tells you that you may proceed then, and ONLY then, you may go on to the next step. All W2’s will be printed at the NOACSC, unless you have ordered you own forms. Since we are printing laser forms, we do not have a supply of pin fed forms for you to print on the Printek and OTC printers.

_ 5. Send a mail message to USAS_LIAISONS when your W2 report is Date/Time ready to be sent on tape. Do not submit form W3 for federal withholding. The form IT-3 for state reporting MUST be mailed to NOACSC. - 8 -

2008 USPS Calendar Year-End Closing Procedure - 9 - _ 6. When you finished working on your W2’s you must remember to give the Date / Time HOME command at the menu prompt. At the menu give the command: MENU> HOME This will return you to your current payroll files.