USAS Calendar Year-End Procedure

The following checklist outlines the steps to be followed when closing out USAS for the month, quarter and calendar year-end.

___

Check 1099 data with the Datatrieve report VENSSN.

Check that all vendors flagged to receive 1099’s are accurate and have a social security or tax ID number; use either of the following options:

___ 1099-MISC Vendors Only (Regardless of YTD Activity)

OR

___ 1099-MISC Vendors AND YTD Activity meeting IRS requirement

___

Check those vendors not flagged as shown

___ NOT 1099-MISC Vendors AND YTD Activity > $599.99

___

Enter all transactions for the current month.

___

Attempt to reconcile USAS records with your bank(s).

___

Perform the Bank Reconciliation Procedure described in the "Useful Procedures" section of the USAS User Guide.

___

Generate Cash Reconciliation using the cash reconciliation (option 1) of the 4502 program, FINSUMM, PODETL (Outstanding PO’s) and BALCHK Reports.

___

Examine the MTD, YTD, and FYTD Expenditure lines on the BALCHK report. The dollar amounts for cash, budget, and appropriation accounts should be identical for each line on the report.

___

Examine the MTD, YTD, and FYTD Revenue lines on the BALCHK report. The dollar amounts for cash and revenue accounts should be identical for each line on the report.

___

Compare Current Encumbered totals from the BALCHK and PODETL reports. They should be identical. If they are not, execute the program FIXENC to correct and then regenerate BALCHK and compare totals. If the totals still do not balance contact your DAS for assistance.

___

Run FINSUMM, selecting “Y” to “Generate FINDET report for comparison” option. This will cause the FINDET report to be generated with identical selection criteria as the FINSUMM and will determine if it balances with FINSUMM. Please note that selecting “Y” will cause the report to take substantially longer to generate. The total will display on the video therefore it’s not necessary to print the report. Compare the total from FINDET and FINSUMM. They should be identical.

___

If all the above steps are performed and totals all agree, you are in balance and may proceed.

___

If desired, run the CALC option from the SM12 program. The CALC option works the same way as the SM2 calculate option – it calculates the SM2 for the month. Print the resulting report.

___

Generate all needed Month-End Reports. The following is a listing of the MINIMUM report listings recommended for retention on a monthly basis:

___ USARPT/BUDSUM using YTD (or Split) Budget Summary-All Funds

___ USARPT/APPSUM using YTD (or Split) Appropriation Summary-All Funds

___ USARPT/REVSUM using YTD option Revenue Summary-All Funds

___ Detailed PODETL-All Funds in Account Order

___ USARPT/FINDET and USARPT/FINSUMM reports

___ RECLED Reports-All Funds, All Options

___ Detailed Check Register for the Month

___ Cash Reconciliation Report using the cash reconciliation (option 1) of the USAEMSEDT program

___

Run the MONTHLYCD procedure if it is being utilized at your ITC.

___

Generate any additional Calendar Year End Reports

___

Create a copy of the files.

___

Run the VENHIRE/VHRESET to reset all vendors flagged as “Reported” to “Reportable”

___

Run the ADJUST program selecting the "Month End" option.

___

Run the F1099 program.

___

Run the ADJUST program selecting the "Year End" option and run for "Calendar".

___ No other programs (USAS or USPS) can be used when running ADJUST.

___

Begin January processing