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Business Services Meeting

Join us for the Business Services Meeting to discuss important topics such as 1099 forms, ACA forms, 3% lawsuit refund, web purchase orders, W2 preparation, and more. Don't miss out on valuable information!

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Business Services Meeting

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  1. Business Services Meeting Thursday, November 2, 2017 THE WAYNE COUNTY REGIONAL EDUCATIONAL SERVICE AGENCY Board of Education • James S. Beri • Mary E. Blackmon • Danielle Funderburg • Lynda S. Jackson • James Petrie • Randy A. Liepa, Ph.D., Superintendent

  2. Welcome Business Analysts: • Sharon Bourland Field Services: • Mikki Boury • Becky Meadors • Jewell Clair • Julie Pearson • Brett Forgach • Karen Keliher CDOT Consultants: • Peggy Liepa • Carole McNamara • Angie Schulz •Joy Sommers • Sherry Williams Manager, Business Service Systems: • Bob Gerrity

  3. Agenda • Welcome • 1099 • ACA • 3% Lawsuit Refund • Web PO and TA • W2 - Preparing / Printing • 1st Pay January 2018 • ORS • Workshops & Classes • Questions

  4. SMART 1099 Module • Use Module in SMART • SMART 1099 User’s Guide http://www.resa.net/services/computerconsortium/finance/documentation • DEMO….

  5. 1099 Forms 1099’s due to vendors by January 31, 2018 • 3 Part (A, B, & C) Laser Forms for 2017 • Available from RESA

  6. 1099 Forms • To Order: Call 734-334-1353 or Email bartzs@resa.net • When Ordering by phone: • Purchase Order Required • Counts for both Forms & Envelopes • Cost: 1099: $16.00 per 100 (Sets of 3) Envelopes: $10.00 per 100

  7. 1099 Issues Section 409A Deferrals and Income • Boxes 15A and 15B • 15A for Non-Qualified Deferral • 15B for Income • Amount in 15B is also shown in Box 7 • Used for Non-Qualified Deferred Comp Plan subject to provisions of Section 409A

  8. 1099 Issues Reporting Deceased Employee Wages • Accrued Wages must be reported. Vacation pay & other compensation is paid after date of death. • Issued to Estate or Beneficiary • If payment is made same year employee died it must also be reported on W2 • Reference 1099-MISC instructions for Details http://www.resa.net/services/computerconsortium/finance/documentation • Reported in Box 3 • Add Beneficiary to vendor file

  9. 1099 Issues Medical & Health Care Payments • Include payments to physicians & other health care providers • Corporations are not exempt from Medical & Healthcare payments • Reported in Box 6

  10. 1099 Issues Professional Service Fee • IRS guidelines state 1099’s should be issued for all professional fees: • Attorneys (even if incorporated) • Accountants • Architects • Remember to include PCs • Items remain in Box 7

  11. 1099 Issues 1099’s vs. W2’s • In almost all cases only one of the two should be issued. (Except for deceased employee) • W9 included for obtaining tax id# • Contact your tax professional or attorney if unsure

  12. 1099 Issues Types of Adjustments • Deceased Employee – Move $ to Box 3 • Attorney Settlement – Move $ to Box 14 • Vendor Adjustment – Move $ -/+ to Vendor. No Box Adjustment • Rent – Move $ to Box 1 • Royalties – Move $ to Box 2 • Medical – Move $ to Box 6 • Section 409A Deferrals – Move $ to Box 15A • Section 409A Income – Move $ to Box 15B

  13. 1099 Processing • Completed Authorization to RESA by January 26, 2018 • Data will be Locked by a RESA Consultant • Changes will require RESA to unlock • Taping Dates 1/27/2018 - 1/31/2018 • Required to IRS by 1/31/2018

  14. 1099 Corrections • Manual corrections to the IRS will need to be made by the District after Taping has occurred • Forms: • Form 1096 (Available from RESA) • Form 1099 (Use Corrected Box)

  15. State & City Filing • RESA reports to State of Michigan for each District • District is responsible to file with the City the 1099 is sent to. Check City website for address and transmittal form required. • Follow link for Cities requiring 1099’s: http://www.michigan.gov/taxes/0,4676,7-238-75545_43715-153955--,00.html

  16. 1099 Workshop • Contact Business Analyst • Assistance with 1099’s • Print 1099’s at RESA • Specific Questions

  17. ACA Forms • New Monthly Poverty Level • 2017 $95.93 • 2017 $96.08 • Due to Employees by 1/31/2018 • Will have 1095C Corrected forms • Module updated to print

  18. ACA Forms • To Order: Call 734-334-1353 or Email bartzs@resa.net • When Ordering by phone: • Purchase Order Required • Counts for both Forms & Envelopes • Cost: 1095C: $40 per 1,000 or $.04/ea Envelopes: $100 per 1,000 or $.10/ea

  19. 3% Lawsuit Refund • Checks • FICA • Inactive Employees

  20. Web Purchase Orders and Transaction Analysis • Link: https://itbs.resa.net/smartweb/Account/Login?ReturnUrl=%2Fsmartweb%2F • Documentation: http://www.resa.net/services/computerconsortium/finance/documentation/

  21. Preparing for Year End • W2 Health Care Cost Spreadsheet loaded into SMART W2 Module • 2 Column YTD Balancing Spreadsheet (SMART W2 Module) • Group Term Life over $50,000 – Process Taxable Amount through CYBORG or SMART Payroll beforelast pay in December • Wages paid through Accounts Payable – Process in CYBORG or SMART Payroll beforelast pay in December • No ‘Secret’ Folder!

  22. W2 - Health Care Reporting • Box 12DD on 2017 W2’s • Under Payroll Reports – Health Cost Summary • Options for calculating: • EA (Employee Analysis) • GLDIST (213*) posted for year plus Employee Health Deductions • Excel spreadsheet using SMART W2 Format

  23. Preparing for Year End • ‘Step by Step Preparation for Calendar Year End & W2’s 2017’ See Handouts • DEMO....SMART / Check & Wage Reporting / W-2 • Purchase Order for W2’s & Envelopes • Cost: W2’s: $40 per 1,000 or $.04/ea Envelopes: $100 per 1,000 or $.10/ea

  24. W2 Printing • Print out of SMART • Test print on forms • Set Year for eEmployee view in SMART

  25. eEmployee • IRS compliant copy of W2 • Copy B, C, and 2 are available • Social Security # input required • Prompt to elect paper or electronic copy of W2

  26. 2018 Tax Rate Information FICA TAX RATE • FICA OASDI Max Amount will be $128,700 6.2% FICA OASDI Max Withholding of $7,979.40 • FICA HI (Medicare) is 1.45% with no Max Amount • Additional Medicare tax of .9% for employees making over $200,000. No employer match.

  27. 2018 Tax Rate Information FEDERAL TAX TABLES • To Be Determined TSA/403B MAX AMOUNT INCREASES • Maximum Deduction Amount will be $18,500.00 • Maximum Catch Up Amount $6,000.00

  28. Cyborg 1stPay January 2018 PAYALL EXAMPLE • Remove asterisk from the RGTAX line to bring in 2018 tax table (Line 27 in Example) • Contact RESA if you are running an early Pay for 2018 • After Completing 1st Pay Replace asterisk in PAYALL note: disregard if using SMART Payroll

  29. Cyborg 1stPay January 2018 AE-SCR • Clear To-date: Clear MTD, QTD & YTD • Payment Date: --/--/2018 • Warning Message – ‘Do you really wish to clear YTD?’ Click to Check Box • IMPORTANT: Verify AE-SCR set-up by comparing Current and YTD Dollars on 22TL Report. note: disregard if using SMART Payroll

  30. ORS • ORS Changes for 2/01/2018 • New Member Election Forms – Handled by ORS • ORS pamphlets sent out by ORS, not by District, after first DTL1 record posts. • District no longer processes election form; employee elects through MiAccount, and district is informed thru Employer Website • You will always have at least one adjustment if EE chooses ‘L’ • Pension Plus 2 – Retirement Plan Code W • Option for new hires to MPSERS whose first day worked is on or after 2/1/2018. Original Hire Date is sent up to ORS, so enter dates carefully. • EE Contributions not graded – starts at 6.2% fixed • DB Contributions (ER and EE) can fluctuate yearly • Member and Employer split 50/50 of normal cost (starts at 6.2%), and 50/50 of any unfunded accrued liability. Final ER DB rate is being determined. ER Normal Cost has a FLOOR of 6.2% – can’t go below this.

  31. ORS • ORS Changes for 2/01/2018, continued • New Default Plan – starts out as W-Pens Plus2, Defaults into L-DC • Different from before (started out as ‘K’, defaulted into ‘K’). Now, starts at ‘W’, defaults in ‘L’, if employee doesn’t elect thru MiAccount • Can’t start as ‘L-DC’ because DTL4 is 9% to VOYA , and 3% with W-Pens Plus2. District can’t take money out of the 457 plan if EE decides they want the W plan, because the investment may go below original contribution. • Pension Plus Plan – Retirement Plan Code ‘K’ • Ceases to exist for New Hires to MPSERS with hire dates on or after 2/1/2018. • DC Plan – Retirement Plan Code ‘L’ • 1:1 match contributions up to 3%. • Standard percentages are 3%, 7%, 2%, 2% as of first Begin Date on or after 2/1/2018 • Those hired prior to 2/1/2018,who are 6%, 7%, 2%, 2% will NOT have EE-DC decreased

  32. ORS • VOYA – Small Steps Program Continues • 1% Increase per Year up to Total EE contribution of 10% for Employees eligible for DC and/or PHF. • No “Pre-List” through the DEG. Will still get feedback file for those who don’t opt out of the increase. • ORS Payroll Audit Findings 14/15 • Still finalizing reports • Retirees must be reported with Gross Earnings. Any earnings 30 days post retirement are reportable (including Sick/Vacation Payouts, Early Retirement Incentives, and ER contributions to 403b or 457) • Use HEDs 001-298 (or 0010 – 2980) once 30 days post retirement, and Gross wages will be automatically reported to ORS

  33. REP Workshops #6207 Friday, November 3, 2017 9:30AM – 4:00PM Friday, November 10, 2017 9:30AM – 4:00PM Friday, November 17, 2017 9:30AM – 4:00PM Tuesday, November 28, 2017 9:30AM – 4:00PM Thursday, November 30, 2017 9:30AM – 4:00PM Please schedule at: http://www.solutionwhere.com/wayneresa/cw/main.asp

  34. ACA Workshops #6259 Friday, December 1, 2017 Wednesday, December 6, 2017 9:30AM – 4:00PM 9:30AM – 4:00PM Wednesday, December 13, 2017 Wednesday, December 20, 2017 9:30AM – 4:00PM 9:30AM – 4:00PM **Walk-ins Available Entire Month of January** Please schedule at: http://www.solutionwhere.com/wayneresa/cw/main.asp

  35. Employee Analysis Workshops #6285 Wednesday, November 29, 2017 9:00AM – 12:00PM 1:30PM – 4:30PM Thursday, December 7, 2017 9:00AM – 12:00PM Please schedule at: http://www.solutionwhere.com/wayneresa/cw/main.asp

  36. W2 Workshops January 4-5 2018 January 8-12 2018 January 15-17, 19 2018 January 18TH all day @ LESA 8:00AM or 1:00PM (3 Districts per time slot) If you did not sign up for a workshop when you signed in See Debra Johnson before you leave

  37. Holiday Schedule • November 23rd& 24th Holiday RESA Closed; System Up Unattended • December 25th & 26th Holiday RESA Closed; System Up Unattended • December 27th,28th& 29th 8AM – 4PM RESA Closed; Consultant Available • January 1st & January 2nd Holiday RESA Closed; System Up Unattended

  38. Next Client Meeting Payroll Fiscal Year End Meeting May 3, 2018 9:00AM - Noon Boyd Arthur’s Auditorium

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