This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.

Month-End Closing

1. Create and Submit SERS Per Pay Report

• 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 
  • 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.  Submit SERS New Hire Reporting

• Go to Reports/SERS New Hire Report
  • Generate Report for verification purposes.
  • Once verifying the report information is correct, select Generate File option.
  • Upload the file to eSERS.

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
                  OR
  • Click the option

• • • Save the file to your desktop or a folder of your choosing
    • Click the button
    • Click the 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. 

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 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 down 

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

    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

    
    

  • Select Employees-Move desired employees to Selected.

    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

    
    

  • Click Generate Report

• View the Benefit Accrual Report for accuracy
•  Change Accrual or Projection field to Accrual Report using the drop down

• • Click Generate Report

Quarter-End Closing

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         
• 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

• Payroll Item checks for the quarter should equal the total Payroll Items showing on the Quarter Report. 
  • Be sure to verify the electronic transfers of Federal and Medicare payments as well. This should be true for every Payroll Item code.

•  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.

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

• 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.

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

• 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.
• Complete and file any required quarter-end submission forms..

10.  Create and Submit ODJFS File

• Run ODJFS Report for verification purposes 
  • Go to Reports/ODJFS Report

• • Year-Defaulted to current year
  • Quarter-Defaulted to current quarter
  • Sort By-choose sorting option from drop down 
  • Click Generate Report

• Check all totals (wages and weeks) carefully for accuracy. 

  If necessary, adjustments can be made in Core/Adjustments

  • Go to Core/Adjustments
  • • Click Create
    • Find the employee by typing in a few characters of first or last name or id
    • Under Type choose from the drop down ODJFS Weeks or ODJFS Total Gross
    • Enter or choose from the calendar a Transaction Date
    • Enter in the amount of weeks/Wages needed in the Amount field
    • A Description can be entered if desired

• • • Click Save

• Run Report/ODJFS Report again and select Generate Submission File

• Save the file to your desktop or a folder of your choosing

• Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org

W2 Processing

1. Pre W2 Processing

• Check W2 abbreviations on all city Payroll Item Configuration records.
  • Go to Core/Payroll Item Configuration.

• Check City Entity Codes for Electronic Filing 

• • Go to Core/Payroll Item Configuration, Tax Entity Code should equal the following:

• Check for any cities using either the Regional Income Tax Agency (RITA) or the Central Collection Agency (CCA) to report city tax information, verify the Tax Entity Code, the appropriate RITA and/or CCA three digit code. Contact RITA or CCA to obtain the entity codes.
  • Go to Core/Payroll Item Configuration

Contact NWOCA with any other cities that require electronic reporting.

• Check OSDI codes on Ohio School District Income payroll items

  • Go to  Core/Payroll Item Configuration

    The four digit OSDI code is required to be printed on the W2. Verify the four digit OSDI code appears first, followed by the school name (if there is space).

    
    

• Add any special W2 Reporting Situations.
  1. Dependent Care:  If an employee has reportable dependent care information that needs to appear in Box 10 of the W2 form, there are two ways of reporting:

Option #1:

• Go to Core/Adjustments
• Click Create
• Find the Employee by typing in a few characters of the first or last name or id
• Under Payroll Item from the drop down , choose Federal Tax, Code: 001
• Under Type Choose Dependent Care
• Enter or choose a Transaction Date from the calendar
• Enter in the Amount for Dependent Care
• A Description can be added if desired
• Click Create

    Option #2:  If the DPCARE Payroll Item has been used during normal payroll processing no further action is necessary.

2.  Third Party Sick Pay:  There are two types - taxable and non taxable.        Taxable Sick Pay:

• Go to Core/Adjustments
• Find the Employee
• Choose the Payroll Item from the drop down 
• Choose the Type-Total Gross
• Enter or choose a Transaction Date
• Enter in the Amount of the third party Pay
• A Description can be added (optional)
• Click Save
• Follow the same steps as above for the Applicable (taxable) Gross

Non-Taxable:

• Go to Core/Adjustments
• Find the Employee
• Choose the Payroll Item from the drop down 
• Choose the Type-Third Party Pay
• Enter or chose a Transaction Date
• Enter in the Amount of the non taxable Third party Pay
• A Description can be added (optional)
• Click Save

3.  Life Insurance :  Process life insurance costs over $50,000 if not processed before the employee's last pay of the current calendar year.

• Go to Core/Adjustments
• Click Create
• Find the Employee
• Under the Payroll Item drop down and choose the 001 record
• Under Type choose Life Insurance Premium
• Enter in a Transaction Date
• Enter in the Amount of the Life Insurance Premium
• A Description can be entered (optional)
• Click Save

• • Use Core/Adjustments to manually add the Medicare Amount Paid-(board will need to pay for both Employee and Employer portion of Medicare and employee can reimburse the district if board desires.)
    • Go to Core/Adjustments click Create
  • • Find the Employee
    • Under the Payroll Item drop down and choose Medicare Tax 692
    • Under Type choose Amount Withheld
    • Enter in a Transaction Date
    • Enter in the Amount owed for employee and employer Medicare for the Life Insurance Premium. (board will need to pay both employee and employer share and employee can reimburse the district if the board desired.)
    • A Description can be entered (optional)
    • Click Save

2. Generate and Balance W2 Report 

• Generate the report for verification purposes

• Go to Reports/W2 Report and Submission
• Output Type = Report
• Format = PDF
• Report Title = Defaults to W2 Report. This can be changed if desired.
• Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
• State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
• Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
• Sort Options = Choose from the drop down option how the report should be sorted.
• Report for Year = XXXX
• Include Fringe Benefits in Box 14? = Check the box so these are included on W2
• Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2
• Click Generate Report
• Print the W2 Report and verify the data. 

3. Create the W2 Print File

• Generate the W2 Forms:
  
  • Go to Reports/W2 Report and Submission
  • Output Type = XML
  • XML Title = Defaults to W2 Form Data. Can be changed if desired.
  • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
  • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
  • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
  • Sort Options = Choose from the drop down option how the report should be sorted.
  • Report for Year = XXXX
  • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
  • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
  • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
  • Employer City = Defaults to City in Core/Organization. Check for accuracy.
  • Employer State = Defaults to State in Core/Organization. Check for accuracy.
  • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
  • Include Fringe Benefits in Box 14? = Check the box so these are included on W2.
  • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2.
  • Select Generate XML Output
• Save the W2 Form Data.XML to your desktop or a place on your computer
• Send the W2.XML file to NWOCA for printing
• Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
  • Once the file transfer opens include the following: 
    • Subject = W2 Form Data.XML
    • Message =
      • Authorization that your W2's are ready to be printed
      • If a CD is desired (if not included in email assuming no)
      • Whether you will be picking up the W2 from the West office or would like them to be mailed
    • Check the Private Message box
    • Select Add Files and browse to locate W2 Form Data.XML
• Notification will be sent by NWOCA when the W2's have been printed.

4. Generate the W2 Submission File for Federal and State.

• Create the submission file

• • Go to Reports/W2 Report and Submission
  • Output Type = Submission
  • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
  • Additional Federal ID Number = If additional Federal ID number is available enter here.
  • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
  • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
  • Sort Options = Choose from the drop down option how the report should be sorted.
  • Report for Year = XXXX
  • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
  • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
  • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
  • Employer City = Defaults to City in Core/Organization. Check for accuracy.
  • Employer State = Defaults to State in Core/Organization. Check for accuracy.
  • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
  • Contact Name = Enter name of employee creating the tape file (required).
  • Contact Phone Number = Enter phone number of person creating tape file (required).
  • Contact Phone Extension = Enter extension of person creating tape file (optional).
  • Contact Fax Number = Enter fax number for person creating tape file (optional).
  • Contact Email Address = Enter email address of person creating tape file (required).
  • Click Generate SSA W2 Submission File

• Save the W2TAPE.SEQ file to your desk top or somewhere on your computer
• Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
  • • Subject = W2TAPE.SEQ
    • Message = Include in email message authorization for your W2 information to be submitted to IRS and Ohio Department of Taxation
    • Check the Private Message box
    • Select Add Files and browse to locate W2TAPE.SEQ

5.  Generate the CCA Submission File (if applicable)

• Generate the CCA Submission File

• • • Go to Reports/W2 Report and Submission
    • Output Type = Submission
    • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.
    • Report for Year = XXXX
    • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core/Organization. Check for accuracy.
    • Employer State = Defaults to State in Core/Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the tape file (required).
    • Contact Phone Number = Enter phone number of person creating tape file (required).
    • Contact Phone Extension = Enter extension of person creating tape file (optional).
    • Contact Fax Number = Enter fax number for person creating tape file (optional).
    • Contact Email Address = Enter email address of person creating tape file (required).
    • Click Generate CCA W2 Submission File
• Save the W2CCA.SEQ file to your desktop or somewhere on your computer
• Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
  • • Subject = W2CCA.SEQ
    • Message = Include in email message authorization for your CCA information to be submitted on your behalf
    • Check the Private Message box
    • Select Add Files and browse to locate W2CCA.SEQ

6.  Generate the RITA Submission File (if applicable)

• Generate the RITA Submission File:
  • • Go to Reports/W2 Report and Submission
    • Output Type = Submission
    • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.
    • Report for Year = XXXX
    • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core/Organization. Check for accuracy.
    • Employer State = Defaults to State in Core/Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the tape file (required).
    • Contact Phone Number = Enter phone number of person creating tape file (required).
    • Contact Phone Extension = Enter extension of person creating tape file (optional).
    • Contact Fax Number = Enter fax number for person creating tape file (optional).
    • Contact Email Address = Enter email address of person creating tape file (required).
    • Click Generate RITA W2 Submission File
• Save the W2RITA.SEQ file to your desktop or somewhere on your computer
• Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
  • • Subject = W2RITA.SEQ
    • Message = Include in email message authorization for your RITA information to be submitted on your behalf
    • Check the Private Message box
    • Select Add Files and browse to locate W2RITA.SEQ

7.  Generate City Submission File (if applicable)

• Generate the City Submission File:

• • • Go to Reports/W2 Report and Submission
    • Output Type = Submission
    • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.
    • Report for Year = XXXX
    • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core/Organization. Check for accuracy.
    • Employer State = Defaults to State in Core/Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the tape file (required).
    • Contact Phone Number = Enter phone number of person creating tape file (required).
    • Contact Phone Extension = Enter extension of person creating tape file (optional).
    • Contact Fax Number = Enter fax number for person creating tape file (optional).
    • Contact Email Address = Enter email address of person creating tape file (required).
    • Click Generate City W2 Submission File

• Save the W2CITY.SEQ file to your desktop or some where on your computer
• Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
  • • Subject = W2CITY.SEQ
    • Message = Include in email message authorization for your City information to be submitted on your behalf
    • Check the Private Message box
    • Select Add Files and browse to locate W2CITY.SEQ

8.  Send IT-3 Form  and any city taxation form(s) to NWOCA

209 Nolan Parkway

Archbold, OH 43502

ATTN: Fiscal Department