MICROSOFT DYNAMICS GP

MICROSOFT DYNAMICS GP 2017 Year-End Information for Payroll December 14, 2017

RSM Resources RSM National Dynamics GP Support Team gpsupport@rsmus.com 888-678-5536 2

Presenter Located in our Cedar Rapids, IA office, she specializes in consulting services related to the Microsoft Dynamics GP product line. 3

Payroll Closing Overview Year End and Tax Table Updates What s changed? Preparing to Close Payroll Payroll Year End Procedures ACA Additional Topics and Related Articles Key Points 4

US Payroll Year-End and Tax Updates Year End Update 2017 Year End Update Released November 2017 Supported versions Dynamics GP 2013 Last tax and year-end updates will be end of 2017 (Round 1 only) Mainstream support ends 04/10/2018 Dynamics GP 2015 Dynamics GP 2016 Tax Updates Release Dates 2018 Tax Table Update (Round 1) Target is mid-december 2017 **Do not install this update until ALL 2017 pay runs are completed and year end wage file created 2018 Tax Table Update (Round 2) mid January 2018 5

What s Changed Payroll Year-End No W-2 or W-3 Form changes EFW2 changes (Electronic Filing) Due date January 31, 2018 Box 12 Code FF has been added to the RW and RT records in the electronic file if you do not have the 2017 Year End Update installed prior to creating your wage file and EFW2 file, all employee records will be rejected with the following error: "Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement [Position 474-484]"..."This field must only contain numeric data. No negative amounts; right justify, and zero fill." Many states are now requiring electronic filing for more employers (lowering the threshold for number of employees, etc.) Accuwage is now entirely online, no downloadable option 6

What s Changed Payroll Year-End ACA Reporting Changes Deadline for 1095-C and 1095-B recipient forms 1/31/2018 Paper copies to IRS 2/28/2018, e-file to IRS 4/2/2018 No blank/empty fields on the form Microsoft does NOT support electronically filing the 1095-C Greenshades and Integrity Data are two ISVs that can be used, contact your consultant for more information ACA Form Changes - Changes to the filing instructions ACA - Handling of inactive employees when printing 1095-Cs Update box 16 to 2A (Employee not employed during the month) When you click the Print button for 1095-C form, if an employee has 2A in box 16 for all 12 months, their 1095-C form will not print The employees will still be part of the year-end wage file so if you need to you can edit their 1095-C information 7

What s Changed Payroll Year-End ACA - Multiple insurance plans (example dental and vision) Prior versions used the insurance benefit code that changed last, if that happened to be the Dental code which had None for ACA box 14 and box 16 fields, it would impact the resulting 1095-C information A change has been made to identify ACA-reportable benefit codes as follows: HR & Payroll area page >> Setup >> Human Resources >> Benefits and Deductions >> Health Insurance Only benefits that have been setup with something other than None for boxes 14 and 16 on this window will be included This will also then be the default setting for new employees, so pick values that will fit the majority of your employees, then change each employee s settings as needed. This needs to be set correctly BEFORE creating your year-end wage file If you are changing this setting now, do NOT roll down the change to employees. 8

What s Changed Payroll Year-End ACA Additional notes Plan Start Month field not required again this year, so GP will not populate this field The all 12 month checkbox is not required again this year, so GP will not populate this field, instead are populating each month Note however the Dependent covered all 12 months box will populate Free One-Window Utility from Integrity Data Allows you to edit information by employee that will impact the 1095-C Email your RSM consultant, they can email Integrity Data on your behalf to request this utility Product Quality Fixes related to Payroll and other modules **Recommend to install for payroll customers or anyone that would benefit from the reported fixes** 9

What s Changed 2018 Round 1 tax Tax Table Update Only FICA Social Security Limit $128,700 States (TBD) More to come before tax tables are released, likely 10

Reminders from last year GP2016 Only Printing W-2s with lines on blank paper New Form Type: 1 Wide - Forms with Box GP2016 and GP2015 Only Self-Service User 11

PREPARING TO CLOSE THE PAYROLL YEAR

Closing Fiscal Periods Administration Area Page>>Setup>>Company>>Fiscal Periods Mark Payroll Periods as closed Prevents transactions from being posted to closed periods or years 13

Set Up a New Fiscal Year* Administration Area Page >> Setup >> Company >> Fiscal Periods Type in year to be created Enter number of periods Verify First and Last Dates Calculate Change period beginning dates and period names as needed * A new Fiscal Year may already be setup only required to do this once per company 14

Backups Ask your IT team to make a backup (DYNAMICS and any/all company databases), or Initiating database backups from within Dynamics GP Must be on the server and logged in as the sa user No other users can be logged into GP Backup Dynamics(System) and every Company database Microsoft Dynamics GP drop-down menu >> Maintenance >> Backup 15

Verify date of last tax table update Administration Area Page >> Setup >> System >> Payroll Tax Last Tax Update from Microsoft was 08/11/2017 (2017 Round 6), however your date may be different if you did not apply all rounds of updates If your date is earlier than 12/16/2016 please contact your consultant before proceeding with the year-end update as your system does not have the latest Federal tax table information (Subsequent rounds impacted various states and will show varying dates in this field) Note The Last Tax Code Update field does not have any relevance to year end or tax table status 16

Verify Dynamics GP version numbers and last year-end update date GP 2013 = 12.00.2198 and Last Year-End Update = 11/17/2017 GP 2015 = 14.00.1079 and Last Year-End Update = 11/17/2017 GP 2016 = 16.00.0641 and Last Year-End Update = 11/17/2017 To verify your last year-end update (Option 1) HR & Payroll Area Page >> Setup >> Payroll >> Payroll, review Last Year-End Update date NOTE: this is only accurate if you are viewing this from the computer that actually processed the yearend update service pack (likely the server) 17

Verify Dynamics GP version numbers and last yearend update date (continued) Option 2: When you launch GP from any workstation where the update has been installed (which should be any/all active workstations), the Version number will display on the bottom left of the initial login window verify this matches the version numbers below: GP 2013 = 12.00.2198 GP 2015 = 14.00.1079 GP 2016 = 16.00.0641 18

Running a tax table update To apply the latest tax table update Microsoft Dynamics GP drop-down menu >> Maintenance >> US Payroll Updates >> Check for Tax Updates Caution: If you want to update to the last 2016 tax rates, verify the 2017 rates have not been released before doing this procedure (if they have, contact your consultant) Automatic or Manual Tax Updates Your Authorization Number is typically your company s main phone number which was given to Microsoft when you originally purchased Microsoft Dynamics GP, but could be different. 19

MAKE A BACKUP!

Preparing to close the payroll year Export all modified Reports and Forms using Customization Maintenance AND Make a copy of your reports.dic file (Best practice when there is a code change) Microsoft Dynamics GP >> Tools >> Customize >> Customization Maintenance, select all forms and reports and press the Export button: Note: If you have modified reports from other products, be sure to run the same process for those reports as well 21

Preparing to close the payroll year Verify if any companion/third party products need a year-end update that is compatible with the Dynamics GP update (if so, verify it is available before proceeding) Download and install 2017 US Payroll Year-End Update (also download pdf documentation) this is done at the server and all workstations where GP is installed This step can be done anytime after release date (November 17, 2017) and prior to running the Payroll year end routine to create the wage file Install 2017 Year End Update GP 2013 (includes all previous service packs and hot fixes) - https://mbs.microsoft.com/customersource/northamerica/gp/downloads/servicepacks/mdgp2013_patchreleases GP 2015 (includes all previous service packs and hot fixes) - https://mbs.microsoft.com/customersource/northamerica/gp/downloads/servicepacks/mdgp2015_patchreleases GP2016 (includes R2 and all previous service packs and hot fixes) - https://mbs.microsoft.com/customersource/northamerica/gp/downloads/servicepacks/mdgp2016_patchreleases IMPORTANT: Verify version numbers from previous slide after Updates are complete. 22

PAYROLL YEAR END PROCEDURES

Payroll closing process Complete 2017 pay runs Verify Employer State ID Number HR & Payroll Area Page >> Setup >> Payroll >> Tax ID Print and verify period-end reports. Print and verify quarter-end reports. 24

MAKE A BACKUP!

Closing a year/creating year-end wage file Before completing the 2017 Year-End Payroll Close process Verify appropriate W-2 checkboxes are marked Retirement Plan box for each employee HR & Payroll Area Page >> Cards >> Payroll >> Tax Verify state withholding information is entered for the company HR & Payroll Area Page >> Setup >> Payroll >> Tax ID Verify Benefits & Deductions are setup with the proper W-2 box and label information If using GP to produce 1095-Cs, confirm ACA related information is setup correctly (see ACA section of this presentation for more information) All noncash taxable benefits should be included in a 2017 payroll run 26

Closing a year/creating year-end wage file Open the Payroll Year-End Closing window HR & Payroll Area Page >> Routines >> Payroll >> Year-End Closing Enter the calendar year to close Choose Process Year-End wage file will be created 27

MAKE A BACKUP!

W-2 Validation Report Print the W-2 Validation Report HR & Payroll Area Page> Routines > Payroll > Print W-2s select Validation If there are errors, either Edit W- 2s or fix on Employee Card and recreate YE Wage File Edits to YE wage file will only change W-2 information and will not be reflected in Employee records. 29

Print the Year-End Employee Wage Report Print the Year-End Employee Wage Report Open the Year-End Wage Report window HR & Payroll Area Page >> Routines >> Payroll >> Year-End Wage Report Select a year Select the employee type Select a sorting order Enter a range of employees or choose All Choose Print Review data for accuracy 30

Payroll tax table update Install 2018 Payroll Tax Table Update If you intend to edit employee card information and re-create your 2017 wage file, do not install the 2018 tax table update until that is substantially complete. Microsoft Dynamics GP drop-down menu >> Maintenance >> U.S. Payroll Updates >> Check for Payroll Tax Updates This can be installed any time after the year-end wage file for 2017 has been created and verified Verify your Tax Table Updates The easiest way to do this is to check the FICA Social Security limit has been updated to the 2018 value ($128,700) Go to Administration Area Page >> Setup >> System >> Payroll Tax, select FICAS for the Tax Code Click Filing Status, choose the right arrow to select NA for Filing status Click Tables, the value for But Not Over column should be the new limit 31

SUTA Rate and Wage Limit Update the SUTA Rate and Wage Limit for your company HR & Payroll Area Page >> Setup >> Payroll >> Unemployment Tax Select your SUTA state, make updates as needed 32

Additional year-end payroll procedures Verify W-2 and 1099-R statement information Edit W-2 and 1099-R information if needed Human Resources Module Steps Print W-2 and 1099-R statements Create a W-2 electronic file (EFW2 file), if required 33

Editing W-2 records/editing 1099-R records Only the information in the Year-End Wage File changes, the employee record does not change HR & Payroll Area Page >> Routines >> Payroll >> Edit W-2 s or Edit 1099-R s Recommend to make similar changes to Employee master record information if the edit should be applied going forward (example marking the Retirement Plan check box, editing name or address, etc.) 34

Human Resource Module steps Optional: Archiving Human Resources Information for Inactive Employees HR & Payroll Area Page >> Utilities >> Human Resources >> Archive Employee Attendance Setup HR & Payroll Area Page >> Setup >> Human Resources >> Attendance >> Setup Possible additional accrual setup see documentation Only applicable if using the HR method for vacation / sick time accruals 35

Print W-2 and 1099-R statements HR & Payroll Area Page >> Routines >> Payroll >> Print W-2 s W-3 check box to print report is on this screen 1095-C check box to print forms is on this screen 1094-C Transmittal check box to print report is on this screen HR & Payroll Area Page >> Routines >> Payroll >> Print 1099-R s 36

Create Magnetic Media File (EFW2 File) Social Security Administration Website: www.socialsecurity.gov BSO (Business Services Online) Website: https://www.ssa.gov/bso/bsowelcome.htm EFW2 format HR & Payroll Area Page >> Routines >> Payroll >> W-2 Electronic Filing Recommend using AccuWage to verify file: https://www.ssa.gov/employer/accuwage/index.html 37

Processing 2018 payroll before W-2 s printed Complete all procedures other than printing the W-2 s Install the 2018 Payroll Tax Table Update Confirm your User Date is set to a 2018 date Process 2018 Payroll Print 2017 W-2 s when ready 38

ACA DYNAMICS GP

Requirements for ACA Compliance with Microsoft Dynamics GP for 2017 Install the 2017 Year End Update Affordable Care Act (ACA) changes will be implemented and supported for the following versions: Microsoft Dynamics GP 2013 and beyond The following steps should have been completed: Install Human Resources Update Employee information as needed Add all Employee Dependents only if you are self insured Ensure Benefits and Deductions exist both in Human Resources and Payroll (Integration between HR and PR complete) 40

Affordable Care Act Codes The Affordable Care Act Codes window contains a list of available (pre-determined) codes for lines 14 and 16 on Form 1095-C. Data for these windows is stored in the UPR40105 table. The Affordable Care Act Codes window can be opened by clicking on the Lookup buttons in the Health Insurance Setup window or in the Health Insurance Enrollment window. Also from the HR & Payroll Area Page >> Setup >> Payroll >> ACA Codes 41

Affordable Care Act Codes (continued) 42

Health Insurance Setup Window Offer Of Coverage Code (line 14) Safe Harbor Code (line 16) Lowest Cost Premium The codes you assign in this window will be stored in the BE020230 - HR Benefit Setup table. HR & Payroll Area Page>>Setup>>Human Resources>>Benefits and Deductions>>Health Insurance 43

Health insurance enrollment window Offer Of Coverage Code (line 14) Safe Harbor Code (line 16) Lowest Cost Premium ACA codes in this window (Offer Of Coverage Code and Safe Harbor Code) are be stored in the BE010130 - HR Benefit Master table. 44

Employee dependent Dependents in this window will default to covered. If the dependent is not covered, you will need to change the Health Ins. Coverage field to not covered in this window. Dependent coverage information is stored in the UPR00904 table and can be updated throughout the year. Dependent coverage data in the UPR00904 is not updated retroactively. As such, if the dependent is entered into the system on 03/15/2017: the UPR00904 will store records for that dependent starting in March of 2017 and going forward. 45

Free Utility from Integrity Data Allows you to edit the data in the UPR00904 and UPR00905 tables in one window, these are the tables used by the year-end payroll process to create the 1095-C records, so this window should be used BEFORE creating the year-end wage file This is a free tool, so no technical support is provided by Integrity Data Available for GP2013 R2, GP2015 R2, GP2016 This tool may allow you to create/edit data in a way that GP normally does not allow. In these situations, you may experience unexpected functionality in other areas within Dynamics GP, so use at your own risk and with caution. Request directly from Integrity Data via email TFranz@integrity-data.com or ask your RSM consultant to request and install on your behalf 46

Editing 1095-C The ability to edit 1095-C is similar to W2 edits Edit 1095-C Covered Individuals window will be stored in the UPR10108 table Edit 1095-C Dependent Information window will be stored in the UPR10109 table. Edits made in are only reflected in the wage file and do not update employee master record information for future, if you re-create the 2017 wage file, you will lose your edits 47

Editing 1095-C Edit on Line 14 Offer of Coverage Codes Section 4980H column is equivalent to the codes you want to show in Line 16 on the 1095-C 48

Editing 1095-C Edit on Dependent Coverage Add a dependent on the fly using the Add button this only adds the dependent to the current wage file, it does not create the dependent master record for going forward 49

Dynamics GP Year End Notes for ACA Dependents will not print on 1095-C unless plan is marked as self-insured in the Print W-2 window Plan Start Month is not required for 2017 so it is not currently populated 12-month checkbox is not required for employees so each individual amount for each employee will be populated For dependents, the covered all 12-month box will be marked For 2017, Microsoft Dynamics GP assumes the same ACA codes from the prior year unless you make changes to them in 2017 on the employee record Change User Date when entering changes to the employee records to update ACA codes correctly 50

Dynamics GP Year End Process for ACA Make sure all data pertaining to ACA is accurate Process Dynamics GP year end for payroll following yearend close process Similar to W-2 s Information for 1095 s is populated with year-end close Any edits made in the edit screens after the year-end close do not update the employee-level data in Dynamics GP and will be cleared if you redo your yearend close Electronic Filing is not supported by Dynamics GP Greenshades Integrity Data 51

ADDITIONAL TOPICS AND RELATED INFORMATION

Deleting inactive employee information Deletes inactive records in Payroll and Human Resources Use with caution If you choose to ONLY remove inactive records and you do NOT also remove history for inactive records, if you subsequently re-use an employee ID and run the employee reconcile utility, the old (not removed) history will reattach to the employee ID, but will now be related to a different employee. HR & Payroll Area Page >> Utilities >> Payroll >> Remove Inactive Records 53

Canadian payroll year-end closing Release Dates 2017 Year End Update & 2018 Tax Table Update Target Release week of 12/22/2017, but could be sooner Waiting on full change listing 54

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RSM Resources RSM National Dynamics GP Support Team gpsupport@rsmus.com 888-678-5536 56

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