CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll FIS-End of Calendar Year Payroll Processes Learning Guide 02/08/ Central Susquehanna Intermediate Unit, USA Page 1

2 Table of Contents Introduction... 3 Payroll End of Calendar Year:... 4 Federal Gross Validation... 4 Employer W2 Review... 5 Correcting Pay History information... 5 Calculate W2s... 5 SS# Verification File... 6 W2 Insurance File Import... 6 W2 Reporting... 7 W2 Forms/Report... 8 Year End Review Items Other Tax Reporting /08/ Central Susquehanna Intermediate Unit, USA Page 2

3 INTRODUCTION This learning guide will review the Calendar End of Year processes that need to be performed to report W2 related information to the government agencies and your staff. All menu options are found under the following Application menu option: HR/PAYROLL> END OF CALENDAR YEAR 02/08/ Central Susquehanna Intermediate Unit, USA Page 3

4 PAYROLL END OF CALENDAR YEAR: All of the End of Calendar Year processes are found under HR/PAYROLL>PAYROLL>END OF CALENDAR YEAR. The items are listed in the order they need to be completed. Please review all instructions below prior to starting the process. Federal Gross Validation Selecting this option immediately runs the Federal Gross Validation process for the current year. Updating the selected year will run the process for that year. Staff name and Pay History information will be displayed where the Federal Gross needs to be reviewed prior to continuing with the W2 process. Most information will be included because the Federal Gross amount that is recorded is different than the calculation that is performed using the taxable wages based on Payment Type rules exempt Deductions and Retirement. Review the information provided in the screen and select the report to aid in your review by selecting the Print button at the bottom of the screen. The report will provide you with additional information on why some staff and Pay History records are included in the process when the recorded Federal Gross and the Correct Federal Gross are the same amount. To quickly review the selected records, click on the Check # link to display the pay history information selected in this process. The Update option checkbox at the top of the screen is used with the individual checkboxes on each staff pay History record. You can use the Select All button or checkbox or individually select records as you review them. Update will replace the recorded Federal Gross with the Corrected Federal Gross for the selected records you agree are incorrect. Once the records you need to update have been selected the Update button at the bottom of the screen is available and needs to be selected to complete the process. After all records that would be errors have been corrected you can proceed to the next step. 2/08/ Central Susquehanna Intermediate Unit, USA Page 4

5 Employer W2 Review The Employer W2 Review is a pre-processing look at the Pay History information that will be used to create the W2 information for the selected year. This process can be ran for the entire year, a date range or one staff at a time depending upon your needs for this information. Only the Year is required and when ready select Run to view the report. This report will provide an alphabetical listing of all staff who were paid in the calendar year and the Run Options selected. The taxable Gross amounts are listed on the first line per Staff with the withheld amounts for each tax on the second line. Deductions that are reportable on the W2 are listed on the third line as applicable. Correcting Pay History information One of the common corrections needed for W2 s is a missed Group Term Life Benefit amount that was not recorded prior to the termination and final pay for an employee. Other correction records follow the same basic process. Please look at all of the options available to you when entering an adjustment check and make sure that the information entered is done so accurately. Please refer to Entering an Adjustment Check learning guide for examples. Calculate W2s After review of the year s information is completed and determined ready to create the W2s, select this option. The year will be defaulted for you. Update if needed. A message will display based on W2 information records being found or not for the selected year. If no records are found you will see the following message below the Year. Click the Calculate button to create the W2 records. Please make sure that you are ready to process the W2 s prior to calculating or extra steps will be needed to correct the W2 information as shown below. Also, once the process has been ran the W2 report information will be available to Staff via the Staff portal. 02/08/ Central Susquehanna Intermediate Unit, USA Page 5

6 When changes to Pay History information are made for a year where the W2 s have already been calculated, an informational message will display to alert you and allow you to recalculate the W2 information for the selected year. The recalculation does not replace W2 records but creates additional records. W2 records are created with the date and time they were processed to allow you to create a W2C if needed for any changes after the initial process is ran. If the Staff has not already filed their taxes a single W2 with all of the combined information will be available to print. If changes are made later and a W2C is needed you have the ability to print a W2C. Clicking on the Check Number link will allow you to review the entry that was not included in the previously processed W2 records. You can select individual records to recalculate or select all by checking the box in the header row and then click the calculate button to complete the process. SS# Verification File This process creates a file of all active staff for submission to SSA for verification purposes. This is not the W2 SSA file for reporting the year s wages and tax withholdings. If you have enrolled in this option to validate employee Social Security Numbers use this option. Otherwise this is not a process you need to select. W2 Insurance File Import This option provides you the ability to import and update the total cost of medical insurance provided through an employer provided plan, required as part of the employee s W2 information. Complete the File Import information fields at the top of the screen to identify the location and type of information that is found in the file and identify the file by navigating to it using the browse button. If there is a header record in the file (this is normal) check the box to the right of Skip Line 1 in File and select Run. 2/08/ Central Susquehanna Intermediate Unit, USA Page 6

7 Staff that have W2 history records are updated when found in the file and amounts can be verified. If changes to this information is needed after the import is performed, you can manually update an amount. You cannot reimport the file to correct already stored amounts. If Staff were missed in the file you can import for the staff who are missing an amount in the Box 12 DD Amount field. W2 Reporting Use this option to create files for submitting W2 information to the Social Security Administration and State of PA for the selected year. The Year dropdown is limited to years with W2 records already created. The report options on the left should be chosen to review the information for the employer submission and then when ready, click on the Download button for the file options on the right. After the files are created you can submit them to the appropriate Agency website. Note: When reporting the year end state tax file to Etides, please select the following: Then be sure to choose the option for the W2 EFW2 Format before choosing the file. The file will be automatically named w2state.txt when created through CSIU. 02/08/ Central Susquehanna Intermediate Unit, USA Page 7

8 Four records are expected to be ignored. These are comprised of the header and footer records. Do not forget to "INSERT RECORDS" to have information uploaded into the Etides system regarding all detail for employees. Then proceed to file the Quarterly reporting form through Etides. W2 Forms/Report This option is used to print the employee copy of the W2 and an employer W2 information report. The Year dropdown is limited to years with W2 records already created. When selecting to print the IRS Form W2, the staff who have agreed to receiving electronic access to print their own W2, will not be included in the process. The option to Print Side 2 Instructions is available to allow you to print the W2 s on plain paper and eliminate the additional expense of special forms. If you opted for a preprinted back page, do not select this option. To print a W2 for one staff, select them in the Name field and regardless of electronic access consent you can print their W2 if needed. 2/08/ Central Susquehanna Intermediate Unit, USA Page 8

9 IRS Form W2c will only be available when multiple W2 records are found for the same staff and calendar year. When this option is available and a W2c is needed, you will need to identify the information you want to be included on the W2c form. The correction records that were added after the initial W2 s were processed will be displayed and available for selection. Select all that you wish to print as a W2c. Staff that have corrections can be given a replacement W2 just by selecting the IRS Form W2 option. A W2c is needed after the employee has already filed their taxes and they need to file a correction. If you print on a color enabled printer the W2 form red text will print red, if not the text in black is acceptable on an employee copy. Everything now prints together without the need for micro-alignments that are necessary when working with a pre-printed form. 02/08/ Central Susquehanna Intermediate Unit, USA Page 9

10 The W2c is an all-black ink form regardless of the color setting on the printer. Year End Review Items State Tax: Changes to State tax rates for states other than PA are not maintained by the CSIU. Please review this information for any states that you are withholding or remitting staff state tax other than PA to see if your directory information needs to be updated for the new year. Local Tax: Changes to local EIT and LST tax rates are not maintained by the CSIU. Please review this information for any Municipalities that you are withholding EIT or LST tax to see if your directory information needs to be updated for the new year. LST Exemption Reason: Review staff who have a low earnings exemption reason and update for the new year based on qualifications and documentation they have provided. 2/08/ Central Susquehanna Intermediate Unit, USA Page 10

11 Other Tax Reporting EIT and LST files have options available in the Tax Collector Parameters Employer information to identify what information should be used in the file to identify a calendar years worth of information. Set this up once and it will create the file with the W2 value when ran from 1/1 12/31 of the year entered. 02/08/ Central Susquehanna Intermediate Unit, USA Page 11