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  •  Go to Reports/SERS Per Pay Report
    • Pay Title- SERS Per Pay Report-Can be changed if desired
    • Sort By- Choose from drop down option Image Removedoption 
    • Begin Each Employee on New Page-Check if desired
    • Show Detail on report-Default as checked.
    • Show informational Messages on Report-Defaulted as checked.
    • Pay Date- Enter or choose Pay Date from calendar
    • Under eSERS Pay Cycles enter
      • 1) Pay Cycle
      • 2) Pay Cycle Code
      • 3) Begin Date
      • 4) End Date
    • Click Generate Report
  •  Review the report and verify employee earnings, days and hours.
  •  Review the report and if needed clean up any possible errors.
  •  Verify that the total contribution amounts listed on the report equal the total Payroll Item checks for SERS withholdings plus any USAS checks written for pick-up on pick-up.
  •  Verify that contributions by employee equal earnings times the applicable retirement percentage. Allow for rounding (within a few cents).
  •  Once satisfied that the data is correct, run the SERS Per Pay Report program again, selecting Generate Submission File.
  •  Save the file to your desktop or a folder of your choosing.
  •  Click the Link to eSERS option and upload your file to eSERS

2. 

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3. Verify that all "new" SERS employees have been reported as new hires. 

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Submit SERS New Hire Reporting

  •  Go to Reports/SERS New Hire Report

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4. Create and Submit STRS Per Pay Report

  •  Go to Reports/STRS Report
    • Report Title- STRS Report-Can be changed if desired
    • Sort By-Choose sort option from drop down Image Removed
    • Payment Method-Check is default can be changed using drop down Image Removed
    • Check or Transaction Number-Populate if applicable
    • Report Format-Choose from drop down Image Removed format type
    • Check the box next to the Historical Payroll date you will be creating the report for
    • Click Generate Report
      •  Review the report and verify employee earnings, days and hours.
      •  Review the report and if needed clean up any possible errors
      •  Verify that the total contribution amounts listed on the report equal the total Payroll Item checks for STRS withholdings plus any USAS checks written for pick-up on pick-up.
      •  Verify that contributions by employee equal earnings times the applicable retirement percentage. Allow for rounding (within a few cents).
  •  Once satisfied that the data is correct, run the STRS Report again to generate and/or submit the file to STRS.
    •  To Create and submit STRS file to STRS click Image Removed
                    OR
    • Click the Image Removed option
      •  Save the file to your desktop or a folder of your choosing
      •  Click the Image Removed button
      •  Click the Image Removed button to send the file to STRS

5.  Verify that all "new" STRS employees have been reported as new hires. Reports/STRS New Hire Report could be used

Tip

Reports/STRS New Hire can be used.

6.  Balance the payroll account (when statement is received from bank).

  •  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
  •  Generate an Outstanding Checks Report

Go to Reports/SSDT Outstanding Checks Report and click the Generate option Image Removed

  •  
      • Format-Choose the format from the drop down Image Removed
      • Page Size-Choose from drop down Image Removed
      • Orientation-Choose from drop down Image Removed
      • Name-Default is Outstanding Checks. Can be changed f desired
      • Start Date-Enter in a Start Date
      • End Date-Enter in an End Date
      • Click Image Removed
                                             OR
    • Go to Reports/Payment Transaction Status Report
      • Sort Options-Select from the drop down Image Removed
      • Payment Transaction Type Options-Select from drop down Image Removed
      • Payment Transaction Status-Select from drop down Image Removed
      • Bank Account-Select from drop down
      • Starting Check Number-enter a specific check number or leave blank for all outstanding
      • Ending Check Number-enter a specific check number or leave blank for all outstanding
      • Issue Start Date-enter a specific issue start date
      • Issue Stop Date-enter a specific issue stop date
      • Reconciled Start Date-enter a specific reconcile start date or leave blank for all outstanding
      • Reconciled Stop date-enter a specific reconcile stop date or leave blank for all outstanding
      • Void Start Date-enter a specific void start date or leave blank for all outstanding
      • Void Stop Date-enter specific void stop date or leave blank for all outstanding
      • Click Image Removed
  •  9.  IF APPLICABLE  Go to Processing/Benefit Update and Projection
    •  B) Accrual Tab
      Report Title-Defaulted to Benefit Accrual Report
    • Generate Report for verification purposes.
    • Once verifying the report information is correct, select Generate File option.
    • Upload the file to eSERS.
Note

Criteria needed for an employee to be on the SERS New Hire report- An employee has to have a SERS =400 payroll item with the new employee box checked  Image Addedand hold a position that has SERS as the retirement code  and a Position Start Date (both found on the Position screen) must be within 180 days of the current date for the employee to be eligible for the report.

3. Complete and Submit STRS Per Pay Report

  •  Go to Reports/STRS Report
    • Report Title- STRS Report-Can be changed if desired
    • Sort By-Choose sort option from drop down 
    • Payment Method-Check is default can be changed using drop down 
    • Check or Transaction Number-Populate if applicable
    • Report Format-Choose format type
    • Check the box next to the Historical Payroll date you will be creating the report for
    • Click Generate Report
  •  Review the report and verify employee earnings, days and hours.
  •  Review the report and if needed clean up any possible errors
  •  Verify that the total contribution amounts listed on the report equal the total Payroll Item checks for STRS withholdings plus any USAS checks written for pick-up on pick-up.
  •  Verify that contributions by employee equal earnings times the applicable retirement percentage. Allow for rounding (within a few cents).
  •  Once satisfied that the data is correct, run the STRS Report again to generate and/or submit the file to STRS.
    •  To Create and submit STRS file to STRS click Image Added
                    OR
    • Click the Image Added option
      •  Save the file to your desktop or a folder of your choosing
      •  Click the Image Added button
      •  Click the Image Added button to send the file to STRS

5.  Submit STRS New Hire Reporting

  •  Go to Reports/STRS New Hire Report
    • Generate Report for verification purposes.
    • Once verifying the report information is correct, select Generate File option.
    • Save the file to your computer.
    • Select the Choose File option and locate the saved file.
    • Select the Submit Uploaded File to STRS option to send the file to STRS. 


Note

Criteria needed for an employee to be on the STRS New Hire report- An employee has to have a STRS =450 payroll item with the new employee box checked  Image Addedand hold a position that has STRS as the retirement code and a Position Start Date (both found on the Position screen) must be within 180 days of the current date for the employee to be eligible for the report.

6.  Balance the Payroll Account (When Statement is Received From Bank).

  •  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
  •  Generate an Outstanding Checks Report.
    • Go to Reports/SSDT Outstanding Checks Report
      •  Forma-Choose the format from the drop down 
      •  Page Size-Choose from drop down 
      •  Orientation-Choose from drop down 
      •  Name-Default is Outstanding Checks. Can be changed f desired
      •  Start Date-Enter in a Start Date
      •  End Date-Enter in an End Date
      •  Click Generate Report

                                                -OR-

  • Go to Reports/Payment Transaction Status Report
    •  Sort Options-Select from the drop down
    •  Payment Transaction Type Options-Select from drop down
    •  Payment Transaction Status-Select from drop down 
    •  Bank Account-Select from drop down
    •  Starting Check Number-enter a specific check number or leave blank for all outstanding
    •  Ending Check Number-enter a specific check number or leave blank for all outstanding
    •  Issue Start Date-enter a specific issue start date
    •  Issue Stop Date-enter a specific issue stop date
    •  Reconciled Start Date-enter a specific reconcile start date or leave blank for all outstanding
    •  Reconciled Stop date-enter a specific reconcile stop date or leave blank for all outstanding
    •  Void Start Date-enter a specific void start date or leave blank for all outstanding
    •  Void Stop Date-enter specific void stop date or leave blank for all outstanding
    •  Click Generate Report

7.  Process Sick/Vacation Benefit Accruals (If Applicable) 

  •   Go to Processing/Benefit Update and Projection/Accrual
    • Report Title-Defaulted to Benefit Accrual Report-Can be changed if desired
    • Accrual or Projection-Accrual Projection Report is defaulted in the drop down (suggested to run initially)
    • Benefit Accrual Options-Choose from drop

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    • down 
    • Specific Accrual Date-Enter date MM/DD/YY format or choose date from calendar
    • Include Ineligible Positions-Check box if desired
    • Sort Options-Choose from drop

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    • down 
    • Select by Pay Groups-Move available pay groups to Selected

      Tip
      Double click on pay group or to select all click first pay group record, scroll to bottom hit the shift key and click on the last pay group- All records will be highlighted and click the Image Modified


    • Select Employees-Move desired employees to Selected.

      Tip
      Double click on employee name or to select all click first employee record, scroll to bottom hit the shift key and click on the last employee record All records will be highlighted and click the Image Modified


    • Click

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    • Generate Report
  •  View the Benefit Accrual Report . If satisfied with results.for accuracy
  •   Change Accrual or Projection field to Accrual Report using the drop down
    • Click

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    • Generate Report

Quarter-End Closing

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8.  Balance Quarter 

  •  Run Quarter Report
    • Go to Reports/Quarter Report
    • Year- Should be defaulted to current year
    • Quarter-Should be defaulted to current quarter
    • Sort By- Choose sorting option from drop down
    • Click Generate Report         

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  •  Balance Quarter Report
  •  Balance Gross

In the "Totals Summary" section of the Quarter Report, the gross and adjusted gross should balance using a manual calculation.

                      Gross

                    ‾ Annuities

                    Calculated Adjusted Gross

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  • Payroll Item checks for the quarter should equal the total Payroll Items showing on the Quarter Report. 

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        • Be sure to verify the electronic transfers of Federal and Medicare payments as well. This should be true for every Payroll Item code.

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      •  The total gross showing on Quarter Report should equal the total of all payroll disbursement checks created during Payroll Posting to USAS for the quarter.
      •  Once balanced if a hard copy of the report is desired print the  Quarter Report.

      ...

      Note

      In the redesign software there is no clearing of quarter to date totals.

      •  13. It is recommended that you balance the W2Report quarterly to minimize problems at calendar year-end.
        •  Go to Reports/ W2Report and Submission. Output type should be set to Report. Check the report for errors.
        •  Complete and balance the W2Report Reconciliation Worksheet for the quarter following the directions on the worksheet.
        •  Balance the Payroll Item totals (taxes and annuities) on the W2Report with the totals from the Payables Reports from the quarter.
        •  Balance the gross amounts on the W2Report with Pay Reports for the quarter.
      Warning
      These amounts may not balance due to the way W2Report handles certain amounts (e.g. Medicare pickup.)

      ...

      9.   Balance W2 Report

        •  Run W2 Report for Error Checking
          • Go to Reports/ W2Report and Submission 
          • Output type - Report
          • Format - PDF
          • Report Title - defaults to W2 Report
          • Federal ID Number - defaults to IRN on Organization record
          • State ID Number - defaults to ID on the Organization record
          • Sort Options - choose from drop down
          • Report for Year - defaults to the current calendar year
          • Include Fringe Benefits in Box 14 - uncheck box
          • Report Employees with errors only- check box
          • Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14) - leave blank
          • Select Pay Groups - Highlight all pay groups and click right arrow
        •  Research and Correct Any Errors
      Info

      If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes made through Core/Adjustments. The Audit Report (Reports/Report Manager/SSDT Audit Trail can be useful in identifying these problems.

      • Format-Choose format from drop down
      • Page Size-Choose from drop down.
      • Orientation-Choose from drop down (landscape or portrait)
      • Name- Default is Audit Report can be changed if desired.
      • Summary Report-If you only want a summary report click the box
      • Start Date- Enter a start date you wish to begin your audit from.        
      • End Date- Enter an end date you wish to process the report through.
      • Click Generate Report

      ...

      problems.

      • Format-Choose format from drop down
      • Page Size-Choose from drop down.
      • Orientation-Choose from drop down (landscape or portrait)
      • Name- Default is Audit Report can be changed if desired.
      • Summary Report-If you only want a summary report click the box
      • Start Date- Enter a start date you wish to begin your audit from.        
      • End Date- Enter an end date you wish to process the report through.
      • Click Generate Report
      •  Run W2 Report for Balancing Purposes
        • Go to Reports/ W2Report and Submission 
        • Output type - Report
        • Format - PDF
        • Report Title - defaults to W2 Report
        • Federal ID Number - defaults to IRN on Organization record
        • State ID Number - defaults to ID on the Organization record
        • Sort Options - choose from drop down
        • Report for Year - defaults to the current calendar year
        • Include Fringe Benefits in Box 14 - if want to include, check the box
        • Report Employees with errors only- leave unchecked
        • Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14) - enter payroll item and click Add
        • Select Pay Groups - Highlight all pay groups and click right arrow
          •  Balance the Payroll Item totals (taxes and annuities) on the W2Report with the totals from the Payables Reports from the quarter.
          •  Balance the gross amounts on the W2Report with Pay Reports for the quarter.
      Warning

      These amounts may not balance due to the way W2Report handles certain amounts (e.g. Medicare pickup.)

      •  For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.
      Tip

      Mobile employees could cause discrepancies.


      •  Complete and balance the W2Report Reconciliation Worksheet for the quarter following the directions on the worksheet.
      •  Verify there are no outstanding payroll Items. 
        • Go to Processing/Outstanding Payables.  Screen should be empty
      •  The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS accounts payable checks to the vendor or deduction company.
      •  16. Complete and file any required quarter-end submission forms. 17. For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

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      • .


      •  18. Go to Reports/ODJFS Report

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