Preparing for Year End: Year-End Calendars and Checklists

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Preparing for Year End Year-End Calendars and Checklists V11301674091_1CHR

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Questions and Answers 3

Resource List 4

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Certificate of Completion At the end of the session, click the Certification icon at the bottom of the screen. A Certification window opens. Click the Certificate icon in the lower-right corner to download your Certificate of Completion. 6

Our Facilitator Jennifer Massari Jennifer has a degree in early childhood education and 30 years experience as a learning specialist at ADP. She has delivered payroll, reporting, time and attendance, and soft skills courses with a specialization in harassment and diversity training. Jennifer also holds a number of certifications: Professional in Human Resources (PHR) Certified Technical Trainer (CTT+) Society for Human Resource Management Certified Professional (SHRM-CP) Fundamental Payroll Certification (FPC) Certified Human Resources Specialist (CHRS) Jennifer lives and works in Milford, Connecticut, with her husband. She has three grown daughters. 7

Course Purpose This webinar prepares you to use source documents needed for a successful quarter-end and year-end closing. 8

Objectives Upon completing this webinar, you will be prepared to do the following: Identify the source documents needed for quarter-end and yearend closing. Identify key dates and deadlines. Identify documents that require a response to ADP. 9

Agenda Introduction Year-End Calendars and Checklists 10

Introduction 11

Monthly Newsletters Sent to assist you with year-end processes Outline activities that need to begin or be completed during that month Sent by email message during the last week of the month for the subsequent month 12

Year-End Calendars and Checklists Overview In this topic, we will discuss the following: November calendar and checklist Payroll Schedule Special accumulators and clearings Year-End Client Booklet Tax reports and reminders Annual enrollment in HR & Benefits December calendar and checklist January calendar and checklist 13

November Calendar ~ November 2016 ~ Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 8 9 10 11 Veterans Day Holiday Most banks are closed. 12 13 14 15 16 17 18 19 20 21 22 23 24 Thanksgiving Day Holiday ADP and banks are closed. 25 26 27 28 29 30 11/11: Veterans Day Most banks are closed. 11/24: Thanksgiving Day ADP and banks are closed. **Allow an extra day for direct deposits. 14

November Checklist Assemble a year-end committee. Verify the following: The 2017 Payroll Schedule The Management Report Schedule The In-Line Monthly Summary Schedule Special accumulators and clearings Review the Year-End Client Booklet. Review the Quarterly Tax Verification letter (QTVL). Enter special compensation options. 15

November Checklist (cont.) Schedule bonus and adjustment payrolls. Order payroll supplies. Use check stub messages for employee reminders. Preview all Forms 1095-C on the ADP Health Compliance pages and make changes, as necessary. Complete the ACA Data Maintenance Checklist. Ensure that your ADP SmartCompliance registration is completed and active. 16

Payroll Schedule: Cover Sheet 17

Payroll Schedule Specific deductions and associated frequency codes Pay dates and period-ending dates Last pay date of each quarter Management reports 19

Verify Special Accumulators and Clearings Clearing Frequency Quarter 1 Quarter 2 Quarter 3 Year end Every quarter Never Description Clear at the end of the first quarter. Clear at the end of the second quarter. Clear at the end of the third quarter. Clear at the end of the fourth quarter. Clear at the end of every quarter. Never clear. 20

Special Clearings Clearing Frequency Group Payroll Special Effect Code Description Group 1 65 Clear group 1 accumulators. Group 2 66 Clear group 2 accumulators. Group 3 67 Clear group 3 accumulators. 21

Master Control Company Options 22

Year-End Client Booklet Delivery Schedule OCTOBER NOVEMBER DECEMBER JANUARY Book 1 Book 2 Book 3 Book 4 23

Quarterly Tax Verification Letter (Top) 24

Quarterly Tax Verification Letter (Middle) 25

Quarterly Tax Verification Letter (Bottom) 26

Remaining November Checklist Items Enter special compensation options. Schedule bonus and adjustment payrolls. Order payroll supplies. Use check stub messages for employee reminders. Preview all Forms 1095-C on the ADP Health Compliance pages and make changes, as necessary. Complete the ACA Data Maintenance Checklist. Ensure ADP Smart Compliance registration is completed and active. 27

Ensure Compliance with New FLSA Overtime Rules The U.S. Department of Labor issued final rules on May 18, 2016, that would substantially increase the minimum salary requirement to be exempt from overtime under the FLSA. On November 22, 2016, a federal judge in the U.S. District Court for the Eastern District of Texas issued an injunction and temporarily blocked the new overtime rule. 28

Ensure Compliance with New FLSA Overtime Rules (cont.) For the latest information about the final decision on the FLSA overtime rules, visit ADP s Eye on Washington web page. 29

Payroll Funding Reminders Letter (Top) 30

Payroll Funding Reminders Letter (Bottom) 31

What Do You Think? Payroll Document? Which document includes your company's quarter-closing dates, federal ID number, legal name and address, special compensation options, and state identification numbers? a. The Payroll Schedule b. The Quarterly Tax Verification letter c. The Payroll Funding Reminders letter 32

HR & Benefits: Preparing for Annual Enrollment Identify changes that affect your plan setup. Notify your annual enrollment specialist of any new carrier connections. Provide your annual enrollment specialist with the carrier account manager and the account structure documentation for plan changes. Review your Employee Self Service content and workflow rights (and update if applicable). 33

HR & Benefits: Preparing for Annual Enrollment (cont.) Provide deduction code information for newly added benefit plans. Contact your payroll service team regarding changes affecting your payroll. Attend annual enrollment training. Review the Annual Enrollment section of the ADP Support Center. 34

HR & Benefits: Completing Annual Enrollment The Activity report has the following characteristics: Is associated with the annual enrollment profile Reports employees activity within the annual enrollment profile: Includes employees who have and who have not submitted changes Includes employees who have and who have not selected the Accept with No Changes option 35

HR & Benefits: Completing Annual Enrollment (cont.) Use the Comparison report to do the following: Audit annual enrollment elections. Review current and future elections using point-in-time reports. The Confirmation Statement has the following characteristics: Includes employee signature line Confirms elections Provides a concise format for employee enrollments 36

HR & Benefits: Completing Annual Enrollment (cont.) The Benefit Statement has the following characteristics: Provides detailed coverage information Includes employer contributions and employee compensation 37

Year-End Payroll Processing Considerations Test payroll files contain the following: Future-dated election information A preview of data included in your payroll file as of January 1 Payroll processing dates include two key dates: Date of last transmission with current year election Date of first transmission with new elections 38

Ordering Payroll Supplies Check envelopes Employee calendar cards Form W-2 envelopes https://support.adp.com 39

December Calendar ~ December 2016 ~ Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 12/26: Christmas Day (observed) ADP and banks are closed. **Allow an extra day for direct deposits. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Christmas Day 26 Christmas Day (observed) Holiday ADP and banks are closed. 27 28 29 30 31 40

December Checklist Return items requiring a response to ADP. Obtain 2016 Forms W-4 for employees. Complete prior quarter adjustments or amendments. Process year-end bonus and adjustment payrolls and verify their accuracy. Notify ADP if you need new management reports. Review your Preview Forms W-2 and Preview Wage and Tax Register so that you can verify the accuracy of your Social Security numbers, names, and addresses. 41

December Checklist (cont.) Submit your W-2 Release Form by January 25, 2017, to release your Forms W-2 and request Direct Mail Service. Work with your payroll service team to set up new special accumulators. Verify that all manual and voided checks and special compensation moneys have been accurately submitted. Review the final payroll of 2016. Enter backup withholding. Submit your SUI and workers compensation rate change requests through the ADP Support Center. 42

Direct Mail Benefits ADP can mail employee Form W-2 or Form 1099 documents directly to each employee s home, providing the following benefits: Convenience Confidentiality Ease of distribution (especially for terminated employees and multiple work sites) Elimination of postage metering and handling Outsourcing of a non-core task that frees up your time to focus on critical issues 43

Direct Mail Process Direct Mail Service no longer requires an advance request. Forms W-2 are postmarked by January 31, 2017. Submit your W-2 Release Form no later than Wednesday, January 25, 2017, and indicate whether you want Direct Mail Service. If forms are not received by this date, ADP will deliver paper Forms W-2 to the employer s legal address. 44

Direct Mail Process (cont.) The W-2 Release Form is available on the ADP Support Center. Submissions through the ADP Support Center are sent directly to your dedicated service team. You can also request a PDF version of the release form from your dedicated service team. You can send the PDF version of the form by email to HRServices@adp.com. Pricing for this service includes a $45.00 base charge per company code and a $1.15 charge per mailed document, including all postage metering and handling. All employer copies and other year-end reports will be delivered to the employer s address that is on record with ADP. 45

Items Requiring a Response Payroll Schedule Special Effects Schedule Management Report Schedule W-2 Release Form (to release your Forms W-2 as paper copies or to select Direct Mail Service) Quarterly Tax Verification letter (QTVL) It is critical that you return these items to ADP promptly! 46

January Calendar ~ January 2017 ~ Sunday Monday Tuesday Wednesday Thursday Friday Saturday 3 4 5 6 7 1 New Year s Day 2 New Year s Day (observed) Holiday ADP and banks are closed. 8 9 10 11 12 13 14 15 16 M. L. King Day Holiday Most banks are closed. 17 18 19 20 21 22 23 24 25 26 27 28 28 29 30 31 01/02: New Year s Day (observed) ADP and banks are closed. 01/16: M. L. King Day Most banks are closed. **Allow an extra day for direct deposits. 47

January Checklist Verify receipt of all reports. Submit your W-2 Release form to ADP by January 25, 2017. Forms W-2 will not be produced until the release form is received, authorizing ADP to release them. Indicate on the release form whether you want Direct Mail Service. Review Forms W-2 and distribute them by January 31. Verify 2017 schedules. Verify new company setups. Have employees claiming tax-exempt status complete new Forms W-4. 48

Additional Resource To learn more about the new overtime regulations, access http://www.adp.com/tools-and-resources/flsa.aspx. This resource helps you answer the following questions: What are the FLSA overtime changes? Do the FLSA overtime changes affect me? What do I need to do to comply with the FLSA overtime changes? When do I need to take action regarding the FLSA overtime changes? 49

Topic Summary You have year-end activities to complete in November through January. The Payroll Schedule verifies your company s payroll week numbers, schedule deduction codes, pay and period-ending dates, and quarter-end closing dates. During year end, you should verify the following schedules: Management Report In-Line Monthly Summary Verify special accumulators and clearing schedules, and set up new special accumulators required for the next year. 50

Topic Summary (cont.) Review the Quarterly Tax Verification letter for accuracy. Identify and communicate to ADP any changes to your HR & Benefits plan setup or information for annual enrollment. Return items requiring a response to ADP. Review Forms W-2 and distribute them to employees. Forms W-2 will not be produced until the W-2 Release Form is received by ADP. Indicate on the W-2 Release Form whether you want Direct Mail Service. 51

Course Closing Objectives Now that you have completed this webinar, you are prepared to do the following: Identify the source documents needed for quarter-end and yearend closing. Identify key dates and deadlines. Identify documents that require a response to ADP. 52

Training Evaluation 53

Thank You! It was my pleasure to work with you today! 54