CALENDAR YEAR END 2009 PAYROLL

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					CALENDAR YEAR END 2009
      PAYROLL
      Presentation by
Grant Wood Computer Staff




        Grant Wood
                           1

   Area Education Agency
General Information
   GW User‘s Community Web Page
       Information
            Client Community, Systems, Training, Testing,
             Contact us and Links to various agencies.
            News Archives, Events, Bill‘s Client Message,
             Discussion Forums and Documents.




                                                             2
General Information
   Operations
       Kathy Briggs
            8:30 am to 5:00 pm ~ Monday thru Friday
   Computer Services Holiday Schedule
       Christmas/New Years
            Closed 3 pm Thursday December 24th and will Re-open
             Monday, January 4, 2010.
                NO UPS during this period.

            Make arrangements prior to these closings with your
             consultant for processing needs.

                                                                   3
General Information
   Phone Numbers
       Refer to the Help Tab at the Request Screen
       Refer to the Community User‘s Website under the
        Contact Us tab
   Iowa Workforce Reporting Update
       Beginning with QTR 1~2010 new upload
        procedures. Deadline is April 15, 2010.
       Iowa Workforce will offer training after January 1.
       GW Process will be similar to IPERS and RIC.

                                                              4
General Information
   RIC Update
       New Company List for CY 2010 – 2014.
       District is Responsible for insuring Yearly
        Maximums are not exceeded.
       Refer to the RIC Contract or contact Jenny
        Sandusky



                                                      5
    Pre-December Payroll
   SSN & Name Verification
      File sent November 3, 2009.

      Error report sent to clients 11/09/2009.

             Contact Consultant with questions.
        Can verify information @ SSA web site
             http://www.ssa.gov/employer/ssnv.htm
   Check Legal Names
      Name Exception Report – UP0080

   Charity & Union Dues
      Can show on W-2 - box 14

      If Dictionary Voluntary Deduction Charity/Union Dues

       is Yes. Default is No.
      If set last year, nothing to change. Review.
                                                              6
     Pre-December Payroll
     (continued)
   2009 TSA (403B):
      Limit = $16,500

      Catch up = $5,000~50 yrs +

      Maximum Annual Contribution

          $ 47,000 /IRS Sect 415
   TSA vs maximum report – UP0166
   RIC – F12 Screen for TSA Tracking
      Plan Status

      Employment Status

      Plan Entry Date
                                        7
    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.
   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.


                                                           8
    Calendar Year End
    Processing
      (continued)
   Quarterly Trial
      Totals Register and IPERS/Job Service reports.

         Proof totals

      UP0168~~IPERS Wage Exception

      4 Consecutive Qtr w/No IPERS Pay List

   Quarterly Final
      IPERS/Job Service reports

      Save IPERS Audit report for future audit.




                                                        9
     Calendar Year End
     Processing
        (continued)
   Okay to do January input
      2010 Federal and State Tax Tables

      2010 FICA Maximum Wage - $ 106,800

      2010 Job Service Max Wage - $ 23,700

      IPERS – Maximum Wage - Unavailable

            Rate change effective July 1, 2010--.045/.0695
      W-4~~Annually--Recommended
          Tax Status/Exempt Letter – UP0161
           Report only or Letter
      I-9~~New Hires

      W-5~~Earned Income Credit (EIC)

          Expires each December 31

   Okay to request TRIAL January payroll (any time)          10
     W-2 Trial Process
   W-2 Trial (UPW2Txx)-Creates temporary W-2 file
     Calendar Totals Register

     W-2 Detail report

         Proof totals to the four quarterly 941‗s.

              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/457/401) amount w/h

         Proof IRS 125 Dependent Care amount w/h

         Proof Non-student dependent insurance

         Proof Group Term Life
                                                       11
         Proof IPERS Refunds
      W-2 Final Process
   W-2 Final (UPW2UPxx)
      Creates W-2 file

      IPERS Audit - Calendar year (UP0168)

      W-2 Detail

      Employee Publication List & File

      Zero Out calendar fields

   Mainframe Payroll Main Menu
      F8) W-2 Files

          Data for years 1999 to 2009 available

          Default year is 2009

          F2 – W-2 detail amounts for employee

          F4 – View W-2 for employee

              Updated to mirror W-2 paper form    12
    January Payroll Final and W-2
       Reconciliation Process
   January Payroll Final
      Okay to request a FINAL January Payroll

   W-2 Reconciliation - changes the W-2 file
      Additions – not processed with payrolls

         Third Party Sick Pay

                Determine 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
                                                     13
    W-2 Reconciliation Process
    (Continued)
   W-2 Reconciliation (UPW2RCxx)
     Request ONLY if amount changes to W-2 file

     Proof W-2 Detail report (just like W-2 Trial
       Process)
         Proof totals to the four quarterly 941‗s.

             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/457/401) amount w/h

         Proof IRS 125 Dependent Care amount w/h

         Proof Non-student dependent insurance

         Proof Group Term Life

         Proof IPERS Refunds                         14
    W-2 Print Process
   Print W-2‘s (UPW2Fxx)
       Employee copy - 1 employee/page
            W-2’s and envelopes sent to district for stuffing.
       Employer copy - 3 employees/page
          Output is PDF.

       Box 12 defaults are;
          403b/457/401k

          Group Term Life

          Non-Student Dependent Insurance

       Box 14 default are;
           IPERS and IRS 125
          Charity and Union Dues ONLY if Voluntary Deduction

           code is Yes.                                           15
        W-2 Reprint Process
   W-2 Reprints (UPW2RPxx)
      Set Employee Reprint Flag to ―Y‖ in W-2 file
      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.
   Reprints can be done all year long.
      CD

      W-2 Reprint process.
                                                      16
      Mainframe W-2 Files – print screen function
     W-2 E-File Process
   GWAEA files on your behalf with SSA on or
    about Feb. 19th at 4:00 pm.
      GWAEA Electronically files W-2 & W-3
       information.
      GWAEA will notify all clients when file is
       sent.
   After GWAEA sends E-file, district is
    responsible for filing W-2 & W-3 for additions
    or changes.
   GWAEA creates an archival with Employee and
    Employer files. This file will include W-2 Files,
    Calendar Payroll History and 1099 Files.
                                                        17
    General Reminders
   Gross Pay line IPERS flag is REQUIRED
      New gross line default is space

      Valid codes are Yes - No - Exempt

      Online check for ―IPERS settings are different‖.

         Indicates some gross pay lines IPERS = Y and

          some gross pay lines IPERS = N.
         Do not ignore the message.

         Exempt should be used to circumvent edit

          check when necessary to have IPERS = Y and
          gross lines NOT subject to IPERS.
      Mixed IPERS Gross Lines report checks all
       employees similar to the online edit check -
       UP0167.                                            18
    General Reminders
   IPERS Re-qualification Process
      2 Consecutive Quarters -$ 1,000

         Quarterly Final process switches Gross Pay

          lines flagged as ―N‖
      4 Consecutive Quarters - No Pay

         Manual Intervention required

      Rehire – update first employment date

   IPERS Audit report - UP0168
      Calendar / Quarterly

      Automatic with Trials Respectfully
                                                       19
    General Reminders
   Benefit Exception - Board Share benefits
   Disability Insurance
   Group Term Life Ins. over $ 50k
      Refer to Circular E-Pub 15B for changes

        in cost per $1,000 per age range.
   Batch Edits – Self submission
      Ready the Batch/Batches (E-Y-Y F5)

      Submit Batch Edit (F8-F8 Y and ENTER)

   Financial Processing
      Web Request System

      Posting, Checks (current & next month), Closes,

        Check Reconciliation and Miscellaneous.
                                                         20
    General Reminders
   Review Reports/Available on Web
      Payroll History – UP0423

      Monthly Deduction Register - UP0244

      MTD Register by Maj. Sort – UP0007S

            Multiple Payrolls
       Payroll Labels for Folders - UP0071
            Print at Grant Wood Only
       Mass Gross Pay Worksheet – UP0152
       Payroll Budget Helpers
            Contract & Salaries – UP0231
            Benefits Amounts – UP0231B (Must be run multiple
             times by Major Sort)                               21
General Reminders
   Request made via WEB—Demo on Web
      Payroll Trials - ASAP

      Payroll Finals – ASAP

         Except Cedar Rapids-After 5 Only

      Quarter Trials & Finals - ASAP

      Plan Year - ASAP

      Calendar Year End – ASAP

      Payroll Reports – =>HOT

         End-user completes the set-up options and

          submits job that runs from Request screen.
         Can save the set-up for some reports for

          future use.                                  22