The Financial Edge Roundtable December 13, 2012

Transcription

1 The Financial Edge Roundtable December 13, 2012 PAYROLL END -OF-YEAR TRAINING The audio for this webinar will be broadcast through your computer. Once you join the presentation, a small audio broadcast box will appear on your screen and you will hear the host through your computer speakers. To join an Audio broadcast in WebEx, click on the Communicate menu in your WebEx screen and select Join Audio Broadcast. If you are having problems connecting with the audio broadcast server you can still join using the teleconference. To join the teleconference follow the steps below: 1.Leave the audio broadcast by clicking on Communicate > Leave Audio Broadcast. 2.Get the teleconference number, click on Communicate > Join Teleconference. If you are unable to listen to the audio through your computer and wish to dial into the conference line, please use the information below: Teleconference information: Call-in toll-free number: (US) Call-in number: (US) Conference Code: /13/2012 Footer 1

2 RELEASE UPDATES The EOY release is not expected until the mid to late December. This is so that we can include as much information about the upcoming year s tax code as possible. It will NOT contain changes to Federal tax tables. It will include changes to state tax tables and a structural change to Medicare (and 1099 media file updates for those who use Accounts Payable). 12/13/2012 Blackbaud Confidential 3

3 OVERVIEW How to set up system security Who is Aatrix How to install Aatrix - Windows 7 installation How to register Aatrix How to reconcile Federal tax reports How to correct 941 amounts How to correct W-2 amounts How to create W-2s How to prepare for the upcoming year 12/13/2012 Blackbaud Confidential 4

4 HOW TO SET UP SYSTEM SECURITY Grant user access to State and Federal Tax Reports - In Administration, Set up system security, open the user s security group - Grant the user rights to Mail, State Tax Reports, and Federal Tax Reports 12/13/2012 Blackbaud Confidential 5

5 Questions about setting up security? 12/13/2012 Blackbaud Confidential 6

6 WHO IS AATRIX? Aatrix is a leader in payroll tax forms Aatrix provides over 300 certified state payroll reporting forms Integrates directly with The Financial Edge Why is it beneficial to e-file? Saves time More cost efficient Streamlines tax process Green 12/13/2012 Blackbaud Confidential 7

7 HOW TO INSTALL AATRIX Aatrix installs automatically when you click State and Federal Tax Reports You must have Internet access to install Aatrix Each installation of Aatrix works independently from each workstation 12/13/2012 Blackbaud Confidential 8

8 HOW TO INSTALL AATRIX WINDOWS 7 Disable the User Account Control (UAC) settings (BB414033) Run The Financial Edge as an administrator 12/13/2012 Blackbaud Confidential 9

9 Install Aatrix from the Blackbaud Management Console Install Aatrix button is grayed out in BBAdmin.exe (BB716830) 12/13/2012 Blackbaud Confidential 10

10 HOW TO REGISTER AATRIX Remove expired registration codes Display the 941 to access the registration screen Fill out the information and click OK 12/13/2012 Blackbaud Confidential 11

11 Questions about Aatrix, installation, or registration? 12/13/2012 Blackbaud Confidential 12

12 HOW TO RECONCILE FEDERAL TAX REPORTS 4th Quarter 941 (BB242156) - Payroll Register - Adjusted Gross Wage Report Employee W-2 (BB706787) - Employee Profile Report - Adjusted Gross Wage Report - Deduction Profile - Employee Record - Configuration 12/13/2012 Blackbaud Confidential 13

13 HOW TO CORRECT 941 AMOUNTS Line 7a of 941 is negative or has more than a few cents displayed 12/13/2012 Blackbaud Confidential 14

14 HOW TO CORRECT 941 AMOUNTS Create a Pay Type query with the following criteria to find the problematic pay types: - Medicare Report only, no withholding OR - Social Security Report only, no withholding Create a Payroll Register filtered by the query to find the affected calculations 12/13/2012 Blackbaud Confidential 15

15 HOW TO CORRECT 941 AMOUNTS 12/13/2012 Blackbaud Confidential 16

16 12/13/2012 Blackbaud Confidential 17

17 Questions about correcting 941 amounts? 12/13/2012 Blackbaud Confidential 18

18 HOW TO CORRECT W-2 AMOUNTS W2 Wizard 12/13/2012 Blackbaud Confidential 19

19 Questions about correcting W-2 amounts or the W-2 Wizard? 12/13/2012 Blackbaud Confidential 20

20 HOW TO CREATE W-2S 12/13/2012 Blackbaud Confidential 21

21 HOW TO CREATE W-2S 12/13/2012 Blackbaud Confidential 22

22 HOW TO CREATE W-2S 12/13/2012 Blackbaud Confidential 23

23 HOW TO CREATE W-2S Employee W-2s will display and print as a 4-up form Federal, State, and Employer W-2s will display and print as a 2-up form. 12/13/2012 Blackbaud Confidential 24

24 Questions about creating W-2s or forms? 12/13/2012 Blackbaud Confidential 25

25 START OFF THE YEAR, WITHOUT ANY FEAR Update the Financial Edge to the End of Year release and patch Create 2013 tax tables Copy 2012 schedules using the same Schedule ID Create group assignments to globally add and expire pay types, deductions, and benefits 12/13/2012 Blackbaud Confidential 26

26 HOW TO PREPARE FOR THE UPCOMING YEAR Add the new tax table in Configuration. Specify the appropriate Pay stub ID. Enter the appropriate General Ledger Distribution for each tax. 12/13/2012 Blackbaud Confidential 27

27 Additional Medicare Tax- Effective 1/1/2013 Effective 1/1/2013, as part of the Affordable Care Act, an additional.9 percent Medicare withholding tax will be charged for employees earning over $ 200, in Medicare taxable wages in a calendar year. Items of note: This is only on the employee side. There is no matching employer tax. Every employee, regardless of filing status, is required to have the additional withheld over the $ 200, ceiling. There are some filing status differences in terms of tax credits for different statuses (in terms of married vs.single, for example), but they are only on the individual s 1040 tax return. Nonresident aliens are also subject to the tax. There are no provisions for employees requesting additional Medicare withholding. An employer is required to begin withholding additional Medicare tax in the pay period in which an employee crosses the $ 200, limit, and from there until the rest of the year. Noncash fringe benefits are included. Pre-tax/cafeteria plan deductions function the same way as before (and should in Financial Edge). There will be changes to the 941 and eventually the W-2. 12/13/2012 Blackbaud Confidential 28

28 HOW TO PREPARE FOR THE UPCOMING YEAR Highlight the 2012 schedule and use copy from to create the new 2013 schedule. The above prompt will be given when calculating payroll for the first time after creating a new schedule. 12/13/2012 Blackbaud Confidential 29

29 HOW TO PREPARE FOR THE UPCOMING YEAR Create Group Assignments globally assigns and expires compensation types Use the Edit Deduction button to load the new schedule on the deduction being assigned. 12/13/2012 Blackbaud Confidential 30

30 Questions about creating tax tables, schedules, or pay types? 12/13/2012 Blackbaud Confidential 31

31 END-OF-YEAR RESOURCES W-2 Wizard, an interactive wizard which takes you step-by-step through the process of making adjustments and correcting information. Tips for Payroll Processing, your one-stop end-of-year help destination.. The Financial Edge End-of-Year Guide (PDF) for more information about the end-of-year process. Knowledgebase which has new features so you can quickly find answers to questions and troubleshoot software issues. Forums to discuss best practices with your peers and review Client Documents they've shared. Blackbaud Forms to order W-2 and other tax forms. These resources are all available in an that was sent out with a link to 12/13/2012 Blackbaud Confidential 32

32 APPENDIX BB What is personal information in security BB State and Federal Tax Reports missing in mail BB How to install or update Aatrix BB Demo do not file prints on W-2s or 941 BB How to register Aatrix BB How to reconcile 4th quarter 941 BB How to verify W-2 information BB How to add a historic entry BB How to prepare and print W-2 forms in Aatrix in Payroll 7 BB How to add or update tax tables in Payroll 7 BB How to copy pay schedules BB How will a schedule update for the new year BB How to globally add compensation types to employees in Payroll 7 12/13/2012 Blackbaud Confidential 33