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CALENDAR YEAR END 2011 PAYROLL

2. General Information. GW User's Community Web PageInformationClient Community, Systems, Training, Testing, Contact us and Links to various agencies.News Archives, Events, Bill's Client Message, Discussion Forums and Documents.Web Training Documents

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CALENDAR YEAR END 2011 PAYROLL

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    1. 1 CALENDAR YEAR END 2011 PAYROLL Presentation by Grant Wood Computer Staff Grant Wood Area Education Agency

    2. 2 General Information GW Users Community Web Page Information Client Community, Systems, Training, Testing, Contact us and Links to various agencies. News Archives, Events, Bills Client Message, Discussion Forums and Documents. Web Training Documents & Streaming located under Training Tab

    3. 3 General Information Operations Kathy Briggs 8:30 am to 5:00 pm ~ Monday thru Friday GWAEA Holiday Schedule Closes 3 pm Thursday, December 22nd. Re-open Monday, January 2nd. NO UPS during Holiday schedule. Make arrangements prior to Holidays with consultant for processing needs.

    4. 4 General Information Determine Consultant Availability Mainframe Client Request Help tab Web Client Application home page Consulting Requests - click Whos available Community Users Website - Contact Us tab

    5. 5 General Information RIC Reminder District is Responsible for insuring Yearly Maximums are not exceeded. Refer to the RIC Contract or contact Jenny Sandusky

    6. 6 Pre-December Payroll SSN & Name Verification File sent on November 4th. Error report sent to clients. Contact Consultant with questions. Can verify information @ SSA web site http://www.ssa.gov/employer/ssnv.htm Check Legal Names Mainframe Client Web Request Payroll Report UP0080 Employee Lists Name Exception Report Web Client Reports Panel Pre-Defined Employee Reports Name Exception

    7. 7 Pre-December Payroll (continued) Charity & Union Dues W-2 - box 14 If Dictionary Voluntary Deduction Charity/Union Dues is Yes amount appears. Default is No. If set last year, nothing to change. Review. RIC TSA Tracking Plan Status Employment Status Plan Entry Date

    8. 8 Pre-December Payroll (continued) 2011 TSA (403B): Limit - $ 16,500 Catch up = $ 5,500 if 50 + years old Special $ 3,000 catch-up if maximum not contributed in previous years $ 47,000 IRS Sect 415 Maximum Annual Contribution Check to see if employee exceeded maximum Mainframe Client Web Request Payroll Reports TSA vs Maximum report UP0166 Web Client Reports Panel Pre-defined Cycle Reports TSA vs maximum (UP0166)

    9. 9 Calendar Year End Processing Monthly reports are OPTIONAL. If multiple December payrolls were processed request any combination of: MTD Register, MTD Calculation Diagnostic, MTD Deduction Register or MTD TSA reports Verify against your documentation and make corrections if necessary. LEA/AEA Monthly IPERS do Trial and/or Final process. Monthly Zero Out request when certain all December payroll processing is completed. Plan Year Zero Out if applicable request Plan Year Totals Register prior to Plan Year Zero Out request.

    10. 10 Calendar Year End Processing (continued) Quarterly Trial Totals Register with IPERS, Job Service & 941 reports. IPERS Wage Exception save for IPERS Audit 4 Consecutive Qtrs w/No IPERS Pay List Reset Employee IPERS Requalification to 0 quarters Proof totals Quarterly Final 941, IPERS & Job Service reports Save IPERS Audit report for audit.

    11. 11 Calendar Year End Processing (continued) Quarterly Trial Mainframe Client Web Request Payroll Processes Request Quarterly Trial Web Client Processes Panel (more processes) Cycle-To-Date Processes Quarterly Trial Quarterly Final Mainframe Client Web Request Payroll Processes Request Quarterly Final Web Client Processes Panel (more processes) Cycle-To-Date Processes Quarterly Final

    12. 12 Calendar Year End Processing (continued) Plan Year if IRS 125 year starts in January Mainframe Client Web Request Payroll Processes Request Plan Year Zero Out Web Client Processes Panel (more processes) Cycle-To-Date Processes Plan Year Zero Out

    13. 13 Calendar Year End Processing (continued) Can do January Payroll input prior to W-2 Final Process Okay to request TRIAL January payroll at any time 2012 Statutory Maximums & Rate Changes Federal Tax Tables - changes State Tax Tables no changes (Iowa or Illinois) FICA OASDI Employee Contribution 6.2 % was 4.2 % FICA Maximum Wage - $ 110,100 Job Service Maximum Wage - $ 25,300 IPERS Maximum Wage - $ 250,000 Rate change effective July 1, 2012--.0578/.0867

    14. 14 Calendar Year End Processing (continued) W-4~~Annually--Recommended Tax Exemption Status Letter UP0161 Report only or Letter Mainframe Client Web Request Payroll Reports Tax Exempt Status Letter UP0161 Web Client Reports Panel Pre-defined Payroll Letters Tax Exemption Status Letter (UP0161)

    15. 15 W-2 Trial Process (see check list) Mainframe Client Web Request Payroll Processes Request W2 Trial Web Client Processes Panel (more processes) Step 1 W2 Trial Report

    16. 16 W-2 Trial Process (continued) W-2 Detail report (all clients) Proof totals to the four quarterly 941s. Line # 2 Wages, tips and other comp Line # 3 Federal Income Tax Line # 5a OASDI wage and tax Line # 5c Medicare wage and tax Proof IPERS wage and amount w/h Proof State Taxable wage and amount w/h Proof Annuity (403B/401) amount w/h Proof IRS 125 Dependent Care amount w/h Proof Non-student dependent insurance, Group Term Life, and IPERS Refunds

    17. 17 W-2 Final Process MTD zero out , Qtrly final, and if, applicable Plan Year zero out must be completed prior to W-2 Final W-2 Final Creates W-2 file IPERS Audit - Calendar year (UP0168) W-2 Detail Employee Publication List & File Zero Out calendar fields Mainframe Payroll Main Menu/Web GW Payroll Homepage W-2 Files Data for years since 1999 View W-2 data by employee

    18. 18 W-2 Final Process (continued) Mainframe Client Web Request Payroll Processes Request W2 Final Web Client Processes Panel (more processes) Step 2 Calendar Year-End Final ESS electronic release date determines when W-2 available Default date is January 31st

    19. 19 January Payroll Final and W-2 Reconciliation Process January Payroll Final Okay to request a FINAL January Payroll W-2 Reconciliation employee changes, if applicable - Contact consultant for assistant. Additions not processed with payrolls HSA - Health Savings Accounts Third Party Sick Pay Plan-Reporting Agent or Dummy Report Group Term Life Ins over 50k Payment in Kind - Employee convenience Changes Mailing address Legal Name Adjust W-2 Detail total page

    20. 20 W-2 Reconciliation Process (continued) W-2 Reconciliation Request ONLY if amount changes to W-2 data Proof W-2 Detail report (just like W-2 Trial Process) Proof totals to the four quarterly 941s. Line # 2 Wages, tips and other comp Line # 3 Federal Income Tax Line # 5a OASDI wage and tax Line # 5c Medicare wage and tax Proof IPERS wage and amount w/h Proof State Taxable wage and amount w/h Proof Annuity (403B/401) amount w/h Proof IRS 125 Dependent Care amount w/h Proof Non-student dependent insurance, Group Term Life, and IPERS Refunds Proof Third Party Sick Pay

    21. 21 W-2 Reconciliation Process (continued) Mainframe Client Web Request Payroll Processes Request W2 Recon Web Client Processes Panel (more processes) Step 3 W2 Reconciliation Report W2 Box 12/Box Other Report

    22. 22 W-2 Print Process Employee with calendar year wages receives W-2 form. Employee copy all Clients printed at GWAEA. Forms and Envelopes sent to Client for stuffing. Employer copy not generated until data electronically sent to IRS at end of February. Use W2 Files to view form & answer questions. W-2 Box 12 defaults 403b/401k Group Term Life HSA Non-Student Dependent Insurance Box 14 defaults IPERS IRS 125 Charity and Union Dues ONLY if Voluntary Deduction code is Yes.

    23. 23 W-2 Print Process (continued) Distribute by January 31st After data electronically sent to IRS, Employee and Employer copy sent to clients Document Storage folder. Pre-printed IRS W-2 & W-3 forms available upon request. Contact Consultant for forms. For use after GWAEA submits E-files. Mainframe Client Web Request Payroll Processes Request W2 Print Web Client Processes Panel (more processes) Step 4 W2 Print

    24. 24 W-2 Reprint Process Mainframe Clients only Reprints can be done all year long, for any year. Prior to sending E-file to IRS Payroll Main Menu W2 Files (F8) Select employee set Employee Reprint Flag to Y & press Enter key. Web Request - Payroll Processes Request W-2 Reprint. Type employee name in Notes window. Reprint mailed to Employee per W-2 address unless instructs otherwise in Notes window. After E-file sent to IRS If no changes to W2 file can use file sent to Document Storage or archived to CD if done. If changes generate reprint from Payroll Main Menu.

    25. 25 W-2 Reprint Process Web Clients only Reprints can be done all year long, for any year. Print using direct deposit stock perf paper. Prior to sending E-file to IRS. Data Entry Panel - W-2 Files Default year is 2011, change if applicable Select employee from list Click Print W-2 button Asked to print back page of W-2. OK= front & back Cancel is front only

    26. 26 W-2 Reprint Process Web Clients only Prior to sending E-file to IRS (continued) Data Entry Panel Employee List Select employee from list Select W-2 tab Click Print W-2 button Asked to print back page of W-2. OK= front & back Cancel is front only After E-file sent to IRS If no changes to W2 file can use file sent to Document Storage or archived to CD if done. If changes generate reprint from W2 File or Employee List

    27. 27 W-2 E-File Process File sent to IRS on Feb. 24th at 4:00 pm. GWAEA electronically files W-2 & W-3 data. Client will be notified after file is sent. After file sent via E-file, client is responsible for filing W-2 & W-3 for additions or changes if applicable. GWAEA will archive with Employee and Employer files after IRS indicates file received. Archive will include W-2 Files, Calendar Payroll History and 1099 Files.

    28. 28 IRS reporting is optional for 2011. Have chosen to not report for 2011. Regulations are not clear at this time. Required for 2012 Seeking advice on reporting regulations Payroll Dictionary Voluntary Deductions W-2 Health No is the default Yes will not do anything for 2011 Health Insurance W-2 Reporting

    29. 29 Mainframe clients Migration to be completed by May 2012 Consultant will contact client with training dates Except Cedar Rapids December 2012 LEA/AEA Client IPERS is sent Job Service data for 2011 IPERS uses data if audited If selected for audit, let IPERS know that you are a GW client General Reminders

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