Year End Survival

1. Year End Survival Brenda Mott 2/20/14

2. Form W-2

3. Year-Round Readiness Plan

4. Year-Round Readiness Plan • Agenda • Year-Round Checklist • Training & Resources • Proactive Approach • Dates & Deadlines • Make the most of your workday Jan 1…………..…………..12/31

5. Plan of Attack • Build a foundation • Create a year-round team • Include all who touch year end • Develop a strategy plan • Simple but detailed • Proactive • Stay on track

6. Year-Round Checklist • Items to list • Tasks, activities, processes • Include year-round items • Monthly/ Quarterly / Year End • Accountability • List who, what, where, when, and resources to accomplish task • Living document • Add, change, delete throughout year

7. Training: Knowledge is Power • Training is an investment • Know resources • Payroll Provider • User Groups: APA • Websites • Agencies: Federal, State, Local • Industry: HR, Payroll, Benefits • www.Ascentis.com • Menu > Resources

8. Website Resources: Agencies

9. Website Resources: HR/Payroll

10. Website Resources – For Employer IRS: www.IRS.gov • What’s Hot • Voluntary Worker Classification Settlement Program (VCSP) • E-Newsletters: http://www.irs.gov/uac/e-News-Subscriptions-2

11. Website Resources – For Employees IRS: www.IRS.gov • What’s Hot SSA: www.socialsecurity.gov • My Social Security Account • Communicate with employees • Review your paystub • Print & review Employee Profile document (sign-off) • Bulletin Board

12. Proactive Approach: Company-Level • Review quarter-end and year-end data now • System Reports • Fica Variance Report • W2 Audit Report • EE and ER Taxes • Company level • Company name and address • Company tax id numbers • Company unemployment rates • Compliance and Record Retention

13. Verify, Track & Communicate: Internally & Externally • Payroll changes: Changing banks, frequencies, transfers • Tax changes: Mergers, acquisitions, closures, ID changes • Benefit Changes: Plans, Tiers, Rates, Open Enrollment • Bank Information: Changing accounts • Reporting requirements: 401(k) • Timekeeping system updates: Accruals, Schedules, Holidays • Application Updates: Software, computers, system backups • Reconcile outstanding checks > 30 days old • Reconcile accounts payable activity for W2 accuracy • Deduction/Earning Codes limits & updates • General ledger updates • Vacation/sick/holiday policy changes • Pay Grade Changes • Bonus or special payouts • Wage and tax adjustments

14. AUDIT! AUDIT! AUDIT! You are responsible! • Reconciling & Balancing is key to success • Balance As You Go • Each Payroll • Each Month-end • Each Quarter-end • Result: No Yearend Surprises • Use everything in your power: • Reports: Payroll Register, Labor Distribution, Payroll Summary, etc. • Payroll Provider or In-House program

15. Proactive Approach: Employee-Level • Ongoing Review of Employee Data Now • Employee level • Name, address, SSN, wages, taxes, deductions, W-2 • Review terminated and inactive employees during year • Social Security Administration (www.ssa.gov) • E-Verify : online verification tools available • Ongoing Review of W2 Data • W2 boxes are updated correctly • Xmust print in Box 13 for each active participant covered by qualified plan via employee or employer contribution at any time during the year • Contact CPA, tax attorney or advisor if unsure

16. Know Your Dates & Deadlines

17. 2014 Know Your Dates

18. Make the Most of Your Workday • Smile: National Holidays • http://www.holidayinsights.com/moreholidays/february.htm • http://www.brownielocks.com/month2.html February 20: National Hoodie-Hoo Day • On this winter day, people go out at noon, wave their hands over their heads and chant "Hoodie-Hoo". It is a day to chase away winter blahs, and bring in spring.

19. Make the Most of Your Workday MS Outlook • Create folders to organize emails

20. Make the Most of Your Workday MS Outlook: Options • Auto Signatures: To increase time in email replies

21. Make the Most of Your Workday MS Outlook: Options • Spelling & Autocorrect

22. Make the Most of Your Workday MS Outlook: Options • Autocorrect: To increase typing speed and accuracy of words, company name, software application names, terminology used frequently in emails mp → MPAY psa → PSA psag → Payroll Service Agreement pe → Payentry dcs → DocuSign recieve → receive anme → name s&m → Sales & Marketing

23. Make the Most of Your Workday MS Outlook / Word / Excel / PowerPoint: Options • Customize the Toolbar for quicker navigation

24. Make the Most of Your Workday MS Outlook: Categorize to help organize, sort and search for emails

25. Make the Most of Your Workday MS Outlook: Notes For quick reference of logins, references, contacts, websites Login Info: FYI Note: Website Info:

26. Make the Most of Your Workday MS Outlook: Shortcut Keys • Control/Enter Sends email you’re composing • Control/R Reply • Control/F Forward • Control/N New email • Control/Shift/A New appointment

27. Make the Most of Your Workday MS Word & Excel: Shortcut Keys • Shift/F7 Thesaurus • Control/A Select All • Control/B Bold • Control/I Italicize • Control/U Underline • Control/P Print Preview • Control/Z Undo

28. Make the Most of Your Workday MS Excel: Shortcut Keys • Control/F9 Minimize current window • Control/Space Selects entire column • Shift/Space Selects entire row • Control/Page Up Moves between tabs within Excel spreadsheet • Control/Page Down

29. Make the Most of Your Workday MS Word: Shortcut Keys • Control/1 Single space • Control/2 Double space • Control/5 1.5 space • Control/F2 Print Preview • Control/Shift/< Decrease Font Size • Control/Shift/> Increase Font Size • Control/Shift/F Change Font • Shift/F3 uppercase→Uppercase→UPPERCASE→lowercase hello – Hello – HELLO - hello

30. Recap • Plan for Quarter-end / Year-end Now • Review activities and processes • Know where to look for answers • Communicate internally and externally • Understand all actions that affect the W-2 • Audit! Audit! Audit! • Be on the look out for what’s new • Life/Work balance