This procedure outlines the steps to be taken to close the USPS fiscal year for NWOCA districts.


Pre-Closing Procedures

The following pre-closing procedures can be completed any time prior to closing the fiscal year.

Please note the EMIS year-end reporting process may or may not be completed.  Please refer to the USPS EMIS Staff and Course Collection Checklist to be certain all areas have been completed throughout the school year.  These steps listed under Step 2 below are part of the USPS EMIS Staff and Course Collection Checklist.  This step only needs to be completed once.

Due to the importance of your USPEMX.SEQ and/or USPEMX_EMISR.SEQ file(s), please do not proceed with the next step until notified by NWOCA with an email.  NWOCA will run a procedure on their end to preserve the file(s).

Keep in mind dock payments.  If you know docks that may be occurring during the advance, enter the total dock amount in the USPSCN/JOBSCN 'Dock next pay' field prior to running STRSAD.  These figures will be included in the STRSAD calculations.  Remove the dock amounts before going further in your closing process. 


Month-End Closing

Quarter-End Closing


Mobile employees could cause discrepancies.

STRS Advance Processing 

Employees flagged as full-time must have at least 120 service days to be granted a full year of service credit toward retirement. Employees flagged as part-time will be given credit according to STRS rules outlined in the STRS Employer's Manual. If you are in doubt about an employee's part-time or full-time status, contact STRS to obtain a ruling.

In order for a job to advance, it must meet these three criteria:

  • On JOBSCN, the work days must equal the days worked.
  • On JOBSCN, the number of pays paid must be less than the number of pays.
  • On JOBSCN, the contract obligation can not equal the amount paid plus any amount docked (if applicable).

Keep in mind dock payments.  If you know docks that may be occurring during the advance, enter the total dock amount in the USPSCN/JOBSCN 'Dock next pay' field prior to running STRSAD.  These figures will be included in the STRSAD calculations.  Remove the dock amounts after creating the submission file in Step 22.


Information regarding STRSAD errors and warnings can be found here.


Due to the importance of your STRSAD reports, and STRSAD file, please do not proceed with the next step until notified by NWOCA with an email.

Fiscal Year-End Closing

Due to the importance of securing a copy of the payroll files once the fiscal copy procedure is complete, you will receive an automated email message indicating you are NOT to proceed with the next step in this procedure until notified by NWOCA.  The NWOCA Fiscal Staff will insure the copy procedure ran successfully and will respond to you via email with instructions to continue with your closing process. Please wait until a message is received from NWOCA before proceeding. 


YOU MAY BEGIN PROCESSING FOR THE NEW FISCAL YEAR.

Post Fiscal Year-End Closing

Restrictions during the advance:

  • JOBSCN fields that can not be modified to a job in the advance mode are:
    • Contract Start
    • Contract Stop
    • Job Status
    • Pay Plan
    • Retirement Code
    • Obligation
    • Amount
    • Amount Paid
    • Amount Due
    • Amount Docked
    • Equal Pays Flag
    • Hours Per Day
    • Pay Unit
    • Pay Per Period
    • Unit Amount
    • Number of Pays
    • Number of Pays Paid
    • Work Days
    • Days Worked
  • Pay types of REG and IRR can not be processed on jobs flagged in the advance. 
  • Pay types of DCK, BCK, TRM, MIS, OT, SHP, NC1, and POF can be processed, but keep in mind could effect STRS advance balancing.