Run the Enterprise Reporting General Ledger Analysis Flexible Report for Fund 035 after AFRS has closed for the month. This report will show detailed accounting activity for all GLs in Fund 035 for the month.
Run the Enterprise Reporting General Ledger Trial Balance Report for Fund 035 after AFRS has closed for the month. This report will assist in determining what your agency’s General Ledger balances are in Fund 035 as of the end of the month.
Use the monthly HCA reports you have received from HCA, the Reconciliation Template found on the OFM website, and the Health Care Reconciliation Report to reconcile the differences between PAY1 and HRMS amounts related to Account 035/GL 5181 and W-2 reporting requirements. . Use the Health Insurance Sample Reconciliation and Instructions resource as needed.
Run the IT1018 Position Cost Distribution report to identify positions with a mis-match in funding. Cost Distribution should match your business area coding. To update a Cost Distribution (0027) infotype record on the employee, refer to the Employee Cost Distribution – Change Existing Record user procedure.
Run the IT0027 Employee Cost Distribution report to identify employees with a mis-match in funding. Cost Distribution coding should match your business area. To update a Cost Distribution (0027) infotype record on the employee, refer to the Employee Cost Distribution – Change Existing Record user procedure.
Run the Payroll Posting Report to check for accounting or funding discrepancies in payroll processing. This report will assist in reconciliation of GLS 1324, 5124, 5145, 5180, 5181, 5187, 5189, and 5199.
Run the Active Employees with No Retirement Deductions Taken report (GAP 24 report) to check for any active employees who will not have retirement deductions taken for the period. Corrections should be made to Savings Plans (0169) infotype if necessary.
Run the Payroll Journal Report to examine Gross and Net Pay as well as audit to ensure all LNI Risk codes are coded to your agency. (This is an alternative to going into each employee’s pay results one at a time.)
Mid-Jan - Ensure that all IRS Forms 941/941X/W-2/W-2c are in balance prior to sending off IRS Form 941 for 4th quarter. Forms are due January 31st.
Mid-Feb - Hold an internal agency year-end debriefing meeting. Document lessons learned during year end in preparation for the next year-end.