STRS Annual Reporting
Commonly Asked Questions
Q. What starting and ending dates should be used when running STRSAD?
A. When running the STRSAD program, enter the first and last day of the academic year. This date range is used for calculation of service credit for part-time and for those employees who did not work for 120 days.
- Verify board checks for 691 match the board amounts showing for the appropriate employees.
- Check error adjustments to the STRS records.
- Check prior fiscal year adjustments.
- Check manual changes to the 450/591/691 records.
- Review voided checks for STRS employees.
Q. If we did not advance some jobs last year that should have been advanced and those amounts are appearing on this year's report, can we manually change the figures in the DEDSCN so that STRSAD will have the correct figures?
A. Yes, you should manually reduce the FYTD contributions and gross figures showing
on the 591/691 and 450 records. The reduction should be the amount of monies that
were not advanced and should have been last fiscal year. After all adjustments are made the total current FYTD figures reported should be for new earnings only. If it hasn't already been done, corrections may need to be filed with STRS.
Q. How does STRS balance the figures and reports I send to them?
A. The STRS Advance is processed to allow STRS to balance FYTD information. STRS requires districts report contributions in the fiscal year they are earned, not the fiscal year they are paid. Because of this requirement, the USPS system needs to still flag the jobs that are being paid contract amounts that were earned in the previous fiscal year, known on our system as "the advance". Districts are no longer required to make payments to STRS for the contributions on the previous year's earnings, but they must report them correctly due to the manner in which STRS balances these figures.
STRS balances the annual reporting information to the per pay reporting for the fiscal year, also using the previous year's reported advanced amounts. STRS does this balancing in the following manner:
Per pay amounts reported to STRS in the current fiscal year
- Accrued contributions reported in the previous fiscal year, advance amount
+ Accrued contributions reported in the current year, advance amount
+/-Net effect of any prior fiscal year adjustments
Total contributions for employees in current fiscal year's annual report
Q. What are the restrictions during the advance?
A. Once a district is in 'advance mode', the job is flagged as an advanced job if the work days in the contract equals contract days worked and there are still pays remaining on the job.
You may make additional payments on advanced jobs, and the software will be able to determine what should be considered prior year's earnings and what should be considered new earnings. The software will automatically determine which payments are new earnings, which is all pay types with the exclusion of 'REG' (regular), 'ACC' (accrued), and 'BCK'(retro). This means you can make a 'MIS' (miscellaneous) payment on the advanced job and the miscellaneous payment will be considered new wages while the regular wages will be considered advanced.
Q. A district needs to do a payoff of a contract that is in the advance. How can the ITC intervene to make this work?
A. NWOCA will need to run USPSCN/JOBSCN and set the pays and pays paid to be different by 1 pay. Once this is done, the district can run their payroll and the contract will pay off based on a last pay situation.
Q. How do I handle a dock situation at end of fiscal year?
A. There are a couple options:
- If you know there will be a dock situation before they are in the advance mode, the amount may be placed in the 'dock next pay' field in JOBSCN. When STRSAD is run, the advance will be calculated to include the dock amount.
- If the dock will not be processed on the first pay of the advance, an UPDCAL
- entry will be needed to include this dock amount.
Note: For docks that need to be made after you are in the advance (not placed in the dock next pay field before running option 2), keep in mind the advance will not balance back to zero.