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

Process any Life Insurance payments

Be sure to process the Life Insurance pay type for life insurance premiums over $50,000 before your last payroll of the calendar year.
See the chapter called Life Insurance Premium in the USPSR Manual
This will update the Federal, State, City, OSDI and Medicare total and taxable gross figures for W2 reporting purposes.
Medicare withholding will be updated on the W2 Report. Can run W2 Report and Submission to verify

Month-End Closing

Quarter-End Closing

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

Be sure to verify the electronic transfers of Federal and Medicare payments as well. This should be true for every Payroll Item code.
In the redesign software there is no clearing of quarter to date totals.
These amounts may not balance due to the way W2Report handles certain amounts (e.g. Medicare pickup.)


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
Mobile employees could cause discrepancies.

NWOCA File Transfer requires a login. Users can login with their email address and Exchange email password.  If you are a member district, but do not use the Exchange email system, send an email to the Hardware Group and they will create you an account. For full instructions on how to use NWOCA File transfer please refer to our wiki


If you are ready to complete W2 processing, proceed to Step 23 W2 Processing.

If you need to begin January payroll processing before completing W2 Processing, Leave December reporting period Open and create your January reporting period through Core/Posting Period and make that Current. After your January pay has been completed you can then process W2s. 

W2 Processing

NWOCA can file your city tax information for any of the entities listed below. If any other cities need to be submitted electronically and are not listed, please contact Fiscal Staff, mail_staff_fis@nwoca.org or 419-267-2808. If you have any employees who have the city payroll item for the following, please assure the proper tax entity code is entered.

CityTax Entity Code
Bowling GreenBOWLI
MaumeeMAUME
NapoleonNAPOL
OregonOREGO
PerrysburgPBURG
SylvaniaSYLV
ToledoTOLED
WhitehouseWHOUS

OR

Questions on whether the dependent care is reportable or not should be directed to your district legal adviser
These adjustments will need to be made on the 001, 002, city if honored, OSDI and Medicare records accordingly.-See Third Party Document
If Medicare tax was not withheld by the Third Party vendor then an Adjustments journal entry for Medicare-Amount Withheld will need to be processed. The board will pay the employee and employer amount and can ask the employee for reimbursement if desired.
This information will go on the W2 in Box 12 as a Code J.

W2 Report and Submission/Generate Report can be run as many times as necessary until all data on report is correct.

NWOCA

209 Nolan Parkway

Archbold, OH 43502

ATTN: Fiscal Department

You have completed the USPS Calendar Year End Closing procedures