USPS Roundtable ACCESS February 25 , 2010

1. USPS RoundtableACCESS February 25, 2010

2. Calendar Year End Recap All District Files Were Submitted on 2/16 • W2’s Social Security confirmed Completion on 2/19/2010 • Ohio Department of Taxation W2’s Electronic Media / IT-3 Rec’d confirmation 2/19 • Employee copies 11,248 • Employer copies: 5,624 • City Copies: 3,804 • Corrections can be processed with a W2-C to SSA

3. Post Calendar Year End Settings: • USPS Calendar Year-end Closing Procedures • RUN USPS_CY • Create ticket needs to be bolder and have a check off • Any other suggestions: • OSDI and City Taxes • New deductions?

4. Ohio Department of Taxation • Special note: The state income tax withholding tables have not changed for 2010. The tables issued effective Jan. 1, 2009 will continue to apply to 2010 and future years. • http://tax.ohio.gov/documents/forms/school_district_income/2010/WTH_EmployerLetter.pdf

5. Ohio Department of TaxationOhio Taxes withheld for neighboring state • In error, I withheld Ohio state income tax for an employee who lives in a neighboring state with which Ohio has a reciprocal agreement. How can my employee get a refund of their erroneous withholding? • A resident of Indiana, Kentucky, Michigan, Pennsylvania and West Virginia who had Ohio state income tax erroneously withheld from their wages during the preceding calendar year can file Ohio form IT 1040 to receive their refund. • The reciprocity wages earned in Ohio should be deducted on Schedule A of form IT 1040, and deducted on line 2 on the front of form IT 1040. Any remaining tax is deducted by calculating a non-resident credit on Schedule D of form IT 1040. • Visit The Ohio Department of Taxation for a question regarding errors and refunds • http://tax.ohio.gov/documents/forms/school_district_income/2010/WTH_EmployerLetter.pdf

6. Setup for Ohio/PA STATE TAX

7. ODJFS Report

8. Highlights USPS Software Updates:December 2009 Release The following fields must be filled in when flag is set to Reportable to EMIS “Y” • BIOSCN - Gender • DEMSCN – Sex, Race • JOBSCN – Position type, separation reason, Appointment type • POSSCN – Position type, Separation Reason, Certificate Application, Appointment Type, Qualified ParaPro and HQPD

9. Highlights December 2009 Release DEDSCN: The add function will now display the employee first name (prior only last name) BRDDIS: Account code has been added to the sort to prevent duplicate entries PERDET: Birth date Validation eliminated Master teacher field no longer reported

10. Highlights December 2009 Release QRTRPT: • Demand Report for previous closed quarter was not displaying correct year: The user will be prompted to enter the year and quarter on the demand report for a previous closed quarter • Vehicle Lease amount will be cleared on the 001 deduction record when user clears YTD Amounts • Warning Message if a user goes to clear YTD amount and the YTD has already been closed.

11. Third Party Software FormShare • Electronic Signature Approval of Requisitions and Leave forms. • CCTC Final Testing Phase • MCESC • Youngstown • Columbiana Ex. Village • Struthers CPI – 403B reporting • Replacement for Gatekeeper • 5 Programs have been added to the USPS_LCL Menu. • Documentation is available online

12. Refund of Annuity…why? Annuity Company Returned employee contributions and is no longer active participant in program. District received the full deduction check back. Payroll Error Money was taken out of employee’s payroll in error. How to return it: • Payroll with an error adjust on the deduction • REFSCN – Refund the deduction outside of payroll and provide the money in a physical check back to the employee. • Deduction Checks?

13. Refund of Annuity…why? Questions to Ask: 1. Annuity was originally taken in what year from the employee? 2010 or 2009 2. What is the YTD amount for this deduction 3. How do you handle the deduction check , or the deduction accumulators once we pay the employee.

14. Annuity Current Year 2010 Taxable Earning increase for QTD/YTD Taxes owed are placed on the DEDSCN accumulator for Federal, State, OSDI, & Local Taxes Annuity Deduction negative amt on the deduction accumulator and decrease employee’s YTD contributions. If deduction company sent you a check the negative ACCUM $$ on the annuity will need to be manually removed. Total Gross – Annuity= Taxable gross No adjustment to Gross wages ! Annuity Previous Yr 2009 Taxable Earning Increase for QTD/YTD 2010 Taxes owed are placed on the DEDSCN Federal, State, OSDI, & Local Taxes. Annuity DED - negative amt on the deduction accumulator and decrease employee’s YTD Contributions Be CAREFUL.. YTD is 2010 $$ refund is 2009. This will decrease 2010 contributions if YTD had money prior to refund process Remove the negative ACCUM on DEDSCN if deduction company returned the money. Increase GROSS Wages – Manually? Money from 2009 is not part of Gross wages in 2010. • Add the gross amount to the QTD, YTD on Fed, State, OSDI, Local taxes when applicable. Manual updates to Gross Wage Required !

15. 5 Steps to Refund of Annuity • Void the Deduction Check return to your District • or created in error via PAYDED • Enter a negative amount on the Employee DEDSCN (error adjust field) • Process thru next payroll or run REFSCN Process • Manual update in DEDSCN to clear the negative accum on the annuity • Update FED, State, OSDI & Local taxes when applicable. QTD/YTD Gross wages if refund is from a Previous Year Annuity. • Run HANDCK to produce a new deduction check to annuity company and/or run PAYDED if taxes cannot wait until next pay.