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					                                                                             Calendar Year End Checklist
                                                                                      Section #: PAY 530




                         Click here to see the changes made to this document.

Description                 This Business Process lists the steps to complete the Calendar Year End
                            processes.

                                Following the steps in this checklist will produce a W-2 file to submit
                                 to the Social Security Administration (SSA) and the Georgia
                                 Department of Revenue electronically.
                                  NOTE: Effective 02/28/2006, the Social Security Administration
                                     will accept no longer accept a file via diskette.
                                The W-2 file must be submitted by following the instructions in the
                                 “BSO Handbook”. This handbook is located on the web at
                                 www.ssa.gov/bso/bsowelcome.htm. Be sure to note the system
                                 requirements for submitting a file.
                                Be sure to change your password in December to keep your PIN from
                                 expiring. Passwords must be changed at least once every 365 days.
                                 This is done on the BSO Welcome Page.
                                  NOTE: New MMREF registrants will not be able to register
                                     online unless your current employer filed a Form W-2 for you
                                     with the SSA for the prior Tax Year. If you are unable to register,
                                     call 1-800-772-6270 to speak with an Employer Reporting Branch
                                     representative. Registration requirements are detailed in the SSA
                                     handbook mentioned above.
                                The deadline to submit W-2 files electronically to the Social Security
                                 Administration (SSA) is March 31st of the following calendar year.
                                Effective 02/01/2007, the Georgia Department of Revenue will no
                                 longer accept a file via diskette from institutions reporting 250 or more
                                 income statements.
                                The G1003 Annual Income Statement Transmittal and W2 file must be
                                 submitted by following the instructions found on the Georgia e-File &
                                 e-Pay System at www.gaefile.dor.ga.gov. Be sure to note the system
                                 requirements for submitting a file.
                                Passwords used to submit the G1003 Annual Income Statement
                                 Transmittal and W2 file are the same passwords used when submitting
                                 Withholding Tax payments. You must register using your Personal
                                 Identification Number (PIN), STI Number, and/or tax-specific
                                 identification number(s) in order to access the system.
                                  NOTE:           Registration     help     may      be found    at:
                                     https://gaefile.dor.ga.gov/Helplinks/HelpTOC.html.
                                The deadline to submit W-2 files electronically to the Georgia
                                 Department of Revenue is February 28th of the following calendar
                                 year.

      I.           SETTING TABLE OPTIONS AND PARAMETERS FOR CREATING W-2S

              A.      ESTABLISH TAX REPORT TYPE ON THE COMPANY TABLE
General Information         For the system to recognize that W-2s should be processed for a company’s
                            employees, the Tax Report Type must be set to W-2 on the Company


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                                                                        Calendar Year End Checklist
                                                                                 Section #: PAY 530



                      Table. State tax reporting information is maintained on the Company State
                      Tax Table.

   Path               Set Up HRMS, Foundation Tables, Organization, Company

                           Enter the Company to access the page.
                           The Company Location page displays.
                           Go to the Default Settings page.

      Step 1                                    PAGE: DEFAULT SETTINGS

                           Default Settings group box
                             Click on the USA flag to expand the group box.
                             Click on the FICA/Tax Details link to display the FICA/Tax
                                Details page.
      Step 2                                    PAGE: FICA/TAX DETAILS

                      Verify the following on this page:

                           Fed EIN: Verify this field is populated and the number is correct.
                           Tax Report Type group box
                             Verify that the W-2 or Territories radio button is selected.
   Path               Set Up HRMS, Product Related, North American Payroll, Federal/State
                      Taxes, Company State Tax Table

                           Enter the Company to access the page.
      Step 3                                         PAGE: GENERAL

                           State Withholding group box
                             Employer ID: Verify this field is populated and the number is
                                correct. This field must contain the 9-digit State Control Number,
                                consisting of 7 numeric and 2 alpha characters without dashes.

                       B.        ENTER W-2 COMPANY DATA
General Information        The W-2 Company Data table stores company information associated
                            with that company’s W-2s for a given calendar year. This information
                            will be used on transmitter (RA) records and employer (RE) records
                            for electronic files, and for employer data on printed W-2s.
                           NOTE: Year end records will not be loaded if a row for the calendar
                            year being reported has not been inserted into the W-2 Company
                            Table.
   Path               North American Payroll, Annual Processing, Define Annual Tax Reporting,
                      W-2 Company Data

                           Enter the Company to access the page.




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      Step 4                                    PAGE: W-2 COMPANY DATA

                          W-2 Information group box
                               Click on the + to insert a new row.
                               Calendar Year: YYYY (the calendar year for W-2s being
                                processed)
                               W-2 Reporting Company: Verify the Institution number.
                               Federal EIN: Verify this field is populated and the number is
                                correct.
                               Verify that the employer description and address information is
                                correct.
                               Any MQGE Employees?: ON
                          Save the page.

                  C.   ESTABLISH TAX REPORTING PARAMETERS
General Information    These pages control the execution of the many quarterly and annual tax
                       reports, and specify data needed for electronic filing.

   Path                North American Payroll, Annual Processing, Define Annual Tax Reporting,
                       Tax Reporting Parameters

      Step 5                                PAGE: ANNUAL TAX REPORTING PARM

                       Enter or select the following:

                          Balances for Year: YYYY (the current year)
                          Electronic Mag Media Rpt Parms group box
                            Transmitter ID: Company
                            Organization Type: Other
                            Type of Employment: Regular (All Others)
                            Recording Code: ASCII
                          Year End Form Parameters group box
                            Alignment Pages: Leave blank.
                            W2 Form ID: Effective 01/01 of the tax year
                               LPS4V: Wallace Pressure Sealed
                               LSR02A: Cut Forms
                               M1286V: Moore Pressure Sealed
                            Employees per Page:
                               1: Printing a W-2 for just the employee.
                               4: Printing a copy for the company.
                                   NOTE: The W-2 Print SQR (TAX960B) for Form ID
                                      LPS4V and (TAX960MO and TAX960MX) for Form ID
                                      M1286V will not allow printing of 4 Employees/Page. If
                                      it is necessary to have a hard copy to keep in the payroll
                                      office, change the W2 Form ID to LSR02A with
                                      Employees/Page = 4 and run the process again using
                                      TAX960US and printing to plain paper. Keep in mind
                                      though, that W-2 information is now visible on-line, so a
                                      hard copy for the Payroll office may not be needed.



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                         Save the page.

                          D.      CONTROL W-2 PRINTING
General Information   The Tax Form Print Parameters table controls most aspects of the print of
                      W-2 forms. This page is used to make adjustments in alignment if
                      necessary.

   Path               North American Payroll, Annual Processing, Define Annual Tax Reporting,
                      Tax Form Print Parameters

                         Enter the following to access the page:
                           Tax Form Identification: W-2
                           Effective Date: 01/01 of the tax year
                           Correct History: ON
      Step 6                               PAGE: TAX FORM PRINT PARAMETERS

                         Effective Date group box
                           Verify the Effective Date.
                         Form Information group box
                           Click on the View All link to display all the print parameters.
                           Locate the Form ID that corresponds to the type of form your
                             institution is using. Look at the following parameters for your
                             form and compare to the fields on the Tax Form Print Parameters
                             page. Make corrections to the fields if necessary.
                         Form ID: LPS4V (Wallace Pressure Seal)
                           Form Information group box
                              Layout Style: 4Vertical
                              Last Print Line: 16
                              Top Margin: 9 (Change to 8 if using a Xerox printer.)
                              Top Split: 5
                              Center Split: 4
                              Bottom Split: 5
                         Form ID: LSR02A (Cut Sheet)
                           Form Information group box
                              Layout Style: 4Corner
                              Last Print Line: 38
                              Top Margin: 3 (Change to 2 if using a Xerox printer.)
                              Locals Per Form: 1
                              Top Split: blank
                              Center Split: 2
                              Bottom Split: blank
                           Box Print Parameters group box
                              NOTE: Make these changes only if using a Xerox printer.
                              Click on the > or the View All link to locate and revise the
                                 following parameters.
                                  Box 9: Change the Print Format to B999999.99 (Delete
                                      one “9”).
                                  Box 10: Change the Print Format to B999999.99
                                      (Delete one “9”).


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                                                                                Section #: PAY 530



                                       Box 12A through Box 12Z: Change the Print Format to
                                        B999999.99 (Delete one “9”).
                                       Box 17: Change the Print Format to B999999.99
                                        (Delete one “9”).
                          M1286V (Moore Pressure Sealed)
                            Form Information group box
                               Layout Style: 4Vertical
                               Last Print Line: 17
                               Top Margin: 3
                               Locals Per Form: 1
                               Top Split: 3
                               Center Split: 3
                               Bottom Split: 3
                            Box Print Parameters group box
                               Click on the > or the View All link to locate and revise the
                                 following parameters.
                                  Box 12A through Box 12W: Change the Print Column
                                      to 42.
                          Save the page.

                      E.       DEFINE AND VERIFY TAX FORMS
General Information    The Year End process uses this table to associate amounts stored in tax,
                       earnings, and deduction records with the various boxes on the W-2. Verify
                       that everything you should see on the W-2 is reflected on this page.

   Path                North American Payroll, Annual Processing, Define Annual Tax Reporting,
                       Tax Form Definitions

                          Enter the following to access the page:
                            Tax Form Identification: W-2
                            Effective Date: 01/01 of the tax year
                            Correct History: ON
      Step 7                                  PAGE: TAX FORM DEFINITION

                          Effective Date group box
                            Verify the Effective Date.
                          Box group box
                               Click on the > to locate Box 10, Dependent care benefits.
                          Deductions group box
                            Verify the following for this Dependent care benefit plan:
                               Plan Type: FSA Depnd
                               Deduction Code: DEPCAB
                               Ded Class: B (Before Tax)
                               Sales Tax: B (None)
                          Box group box
                               Click on the > to locate Box 12AA, Designated Roth contributions
                                to a section 401(k) plan.
                          Deductions group box


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                      Verify the 401(k) plans have been entered for the tax year.
                      Click on the + or – to insert or delete rows to make additions or
                       deletions as needed.
                  Box group box
                      Click on the > to locate Box 12BB, Designated Roth contributions
                       under a section 403(b) salary reduction agreement.
                  Deductions group box
                    Verify the 403(b) plans have been entered for the tax year.
                    Click on the + or – to insert or delete rows to make additions or
                      deletions as needed
                  Box group box
                      Click on the > to locate Box 12C, Group term life.
                        NOTE: The change in the “Age as of” to 12/31 in the life
                           calculation rules effective 01/01/2004 stopped imputed
                           income for all model life and supplemental life plans. If your
                           institution offers non-model life and supplemental life plans,
                           and imputed income was calculated for employees during the
                           calendar year, make sure Box 12C is populated with all plans
                           with Ded Class = T. All institutions with model life and
                           supplemental life plans can proceed to the instructions for
                           Box 12E.
                  Box group box
                      Click on the > to locate Box 12E, 403(b).
                  Deductions group box
                    Verify the 403(b) plans have been entered for the tax year.
                    Click on the + or – to insert or delete rows to make additions or
                      deletions as needed.
                  Box group box
                      Click on the > to locate Box 12G, 457(b).
                  Deductions group box
                    Verify the 457(b) plans have been entered for the tax year.
                    Click on the + or – to insert or delete rows to make additions or
                      deletions as needed.
                  Box group box
                      Click on the > to locate Box 12P, Excludable Moving Expenses.
                  Earnings group box
                    Earnings Code: Enter or select QME, Qualified Moving
                      Expenses.
                  Save the page.
                  NOTE: Only four Box 12 items can be printed on a single W-2. If
                   more than four Box 12 items are reported for an employee, the system
                   will generate additional W-2s containing only employer and employee
                   identification and the additional Box 12 items. If space permits, a
                   message “FEDERAL W-2 DATA IS REPORTED ON SEPARATE
                   W-2 FORM” will be printed in Box 14 on the second year-end form
                   when a second form is generated for an employee as a result of the



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                                                                                Section #: PAY 530



                           need to report more than four Box 12 items.
General Information    Run the Tax Form Definition Report (TAX710) report to verify contents of
                       the Tax Form Definition Table.

   Path                North American Payroll, Annual Processing, Define Annual Tax Reporting,
                       Tax Form Definition Report

                          Enter an existing or add a new Run Control ID to access the page.
      Step 8                             PAGE: TAX FORM DEFINITIONS REPORT

                          Report Request Parameter(s) group box
                            Reporting Country: USA
                            Current Table Entries Only: ON
                            Reporting Option: Selected Tax Form IDs
                          Tax Form IDs Selected for Reporting group box
                            Form ID: W (W-2)
                          Click on Run to run the report.

               F.     DEFINE ELECTRONIC REPORTING PARAMETERS
General Information    The TAX960FD.SQR and the TAX960ST.SQR programs use the
                       information entered on the Electronic Reporting Parameters page define
                       electronic transmitter records for the magnetic media reporting when
                       creating federal and state files.

   Path                North American Payroll, Annual Processing, Define Annual Tax Reporting,
                       Electronic Parameters

      Step 9                          PAGE: ELECTRONIC REPORTING PARAMETERS

                          Media Transmitter Information group box
                            Resubmit Indicator: OFF. This box is clicked ON only when
                              creating a file for resubmittal in response to a notice received from
                              the Social Security Administration
                            WFID: If resubmitting a file to SSA, enter the WFID displayed on
                              the notice sent to the institution by SSA.
                          Reporting Parameters group box
                            User ID: Enter the User ID assigned to the employee who is
                              authorized to submit the W-2 data file.
                            Enter the Contact Name of the person to be contacted concerning
                              any processing problems. Also enter this person’s telephone
                              number, extension, FAX Number, and email address in the fields
                              provided.
                            Notify Method: Select the preferred method for contacting the
                              person identified as the Contact Name.
                          Save the page.




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                              II.      PROCESS W-2S

          A.    UPDATE THE RETIREMENT PLAN CHECK BOX ON W-2 BOX 13
General Information      Running TAX504.SQR updates the PENSION_PLAN field on the
                          PS_FED_TAX_DATA record based on retirement plan-related
                          information entered on the Update YE Reporting Info (TAX504.SQR)
                          Run Control page. The value of the PENSION_PLAN field does not
                          appear on the employee’s Federal Tax Data page, but the system uses
                          the value to complete the Retirement Plan check box in box 13 of the
                          W-2 form.
                         The deduction codes for all retirement (including GDCPA) and 403(b)
                          plans should be entered on this page.
                           NOTE: Do not include deduction codes for 457 plans.
                         TAX504 will insert a new row in FED_TAX_DATA with an Effective
                          Date equal to the last day of the tax balance year (if data with that
                          Effective Date does not already exist). If an employee has existing
                          STATE_TAX_DATA and LOCAL_TAX_DATA with an Effective
                          Date prior to the last day of the tax balance year, data will be copied
                          forward and a new row with an Effective Date equal to the last day of
                          the tax balance year will also be inserted into these records. TAX504
                          inserts this row so that other changes (e.g., from Self-Service
                          transactions) can be distinguished from Retirement Plan updates made
                          by the TAX504.SQR process.
                         NOTE: Changes made via Self Service will not be recognized when
                          TAX504 is run prior to midnight on 12/31/YYYY, due to the copy and
                          insert process. When TAX504 is run prior to midnight 12/31/YYYY,
                          users should query the Federal Tax Data Table to verify any changes
                          made via Self Service during the window between the run date and
                          12/31/YYYY.
                           NOTE: Changes will require manual entry on the Update
                               Employee Tax Data pages to ensure that the requested changes are
                               recognized for the new year.
   Path               North American Payroll, Annual Processing, Year End Reporting, Update
                      Year End Reporting Info

                         Enter an existing or add a new Run Control ID to access the page.
      Step 10                                  PAGE: RUN PARAMETERS

                         Update Existing Tax Data: OFF
                         Effective Date for Inserts: Enter 12/31/YYYY, where YYYY is the
                          tax year.
                         Year End Process: ON
                         Retirement Plan Deductions group box
                             Enter the plans as follows. Click on the + to insert a new row for
                              each Plan Type as needed.
                               Plan Type: 00
                               Deduction Code: GDCPA

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                                                                              Section #: PAY 530



                                  Plan Type: 00
                                  Deduction Code: Enter all 403(b) deduction codes. Click on
                                   the + to insert a new row for each code.
                                  Plan Type: 7W
                                  Deduction Code: ERSA
                                  Plan Type: 7Y
                                  Deduction Code: ORPB
                                  Plan Type: 7Z
                                  Deduction Code: TRSB
                          Save the page.
                          Click on Run to run the process.

                B.    LIST AND RESOLVE TAX900 ERROR CONDITIONS
General Information       The TAX900 Error Listing report lists employees who have negative
                           tax balances and also checks for a variety of other error conditions
                           including:
                            Missing social security number
                            Invalid social security number (including 999-99-9999)
                            Negative amounts
                            Missing EIN
                            Invalid EIN
                            Social security wages and tips greater than the annual maximum
                                social security wage base
                            Social security tax withheld does not equal the lesser of 6.2% of
                                social security wages and tips or the annual maximum social
                                security tax
                            Medicare wages and tips are not equal to or greater than social
                                security wages
                            Medicare tax withheld is not equal to 1.45% of Medicare wages
                                and tips
                            Advance EIC payment is greater than the annual maximum
                            Non-employee with taxable gross and/or tax withheld
                            Missing Federal Tax Data record
                          It is recommended that TAX900.SQR be run routinely throughout the
                           year to check Social Security numbers or to check for negative tax
                           balances and other error conditions.
   Path                North American Payroll, Annual Processing, Year End Reporting, Error
                       Listing Report

                          Enter an existing or add a new Run Control ID to access the page.
      Step 11                                    PAGE: RUN CONTROL

                          Click on Run to run the report.
                          Correct any errors listed on the report. Repeat this step, running
                           TAX900, until the report indicates that all possible error conditions
                           have been eliminated or otherwise resolved.




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                       C.       LOAD W-2 RECORDS WITH TAX910LD
General Information         When the data is all in place and tables are set up as described, run the
                            TAX910LD process to load employee data and tax, earnings, and deduction
                            balances to the W-2 records. The system takes the data from these year-
                            end records when printing year-end tax forms and creating files.

   Path                     North American Payroll, Annual Processing, Year End Reporting, Year
                            End Data Record Load

                               Enter an existing or add a new Run Control ID to access the page.
      Step 12                                     PAGE: YE DATA RECORD LOAD

                               Report Request Parameters Type of Processing group box
                                 Verify the All Employees radio button is selected.
                               Click on Run to display the Process Scheduler Request page.
                               Select the YE Data Record Load process.
                               Click on OK to run the process.

                  D.        EXAMINE AND CORRECT W-2 INFORMATION
General Information            Once W-2 records are loaded, you can view W-2 information online.
                               The W-2 address will default to the MAIL address. If a MAIL address
                                is not specified, the W-2 will be sent to the HOME address.

   Path                     North American Payroll, Annual Processing, Year End Forms & W2
                            Adjustment, Update Year End Forms

                               Enter an EmplID to access the page.

      Step 13                                        PAGE: YEAR END FORMS

                               W-2 Status group box
                                 Process Flag
                                    Complete: This is the default when the system loads year-end
                                       data records.
                                    Void: Prevents an employee’s W-2 set from printing or being
                                       included in magnetic media reports. This value can be set
                                       manually on this page, or theTAX910ER process can be used
                                       to set this value for year end reports that contain errors.
                                        NOTE: TAX910ER automatically voids forms for non-
                                            employees and forms with negative amounts.
                                    W-2C issued: This status indicates that one or more W-2c
                                       forms have been issued to replace the W-2 record being
                                       viewed.
                               W-2 Details group box
                                 Review the employee’s Name and Address information.
                                    NOTE 1: Late changes in employee name or address
                                       information, or in W-2 box 13 checkbox information, may be
                                       made by manually updating the appropriate fields on an


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                                        employee’s Year End Forms page. However, any such
                                        changes made directly to this page will be lost if the
                                        TAX910LD YE Data Record Load is re-run.
                                      NOTE 2: If a W-2 is void because of an incomplete address
                                        and an address change is made on the Year End Forms page,
                                        remember to change the status from V=Void to C=Complete.
                                        If this value is not changed, then the W-2 will remain voided
                                        and no W-2 will be printed for the employee. When this page
                                        is saved after changing the status to Complete, the following
                                        message appears: “Warning – All rows with same
                                        emplid/Reptng company/calendar year and taxform ID will be
                                        changed. (2000,473).” When this message is received, click
                                        OK.
                                    Sequence: Sequence numbers greater than 1 indicate that multiple
                                     W-2 forms will be printed for the employee.
                              Employee Status group box
                                Verify the appropriate Employee Status check box(es) is (are)
                                  selected.
                              W2 Info group box
                                    Click on the > or the View All link to review every line of
                                     information.
                                      NOTE: The fields in this group box are not available for
                                          modification.    If out-of-balance conditions exist, or if
                                          balances are not correct, follow the normal adjustment
                                          process, change the payroll balances, and then reload the data
                                          by rerunning TAX910LD.
                              Save the page if any changes were made.
                              NOTE 1: The Year End Forms page will not allow any online changes
                               to the W-2 information to be saved if the employee does not have a
                               state or postal code, such as with a foreign address. The state or postal
                               code changes must be made in Personal Data and the W-2 information
                               reloaded.
                              NOTE 2: It is recommended that changes be made to this page only
                               after the final run of the TAX910LD process to avoid losing the
                               changes.

                      E.           LIST ERRORS WITH TAX910ER.SQR
General Information           The TAX910ER – YE Record Error Listing report is similar to the
                               TAX900 – Error Listing report, except the data being verified is the
                               data in the year-end records loaded by the YE Data Record Load
                               (TAX910LD) process. In addition to checking for many of the same
                               error conditions listed for the TAX900 report, TAX910ER also checks
                               for the following W-2 error conditions:
                                Box 11 Non-qualified plans is greater than Box 1 wages
                                Incomplete employer or employee address
                              In addition to producing an error report, TAX910ER gives you the
                               option of setting the Status of W-2s found in error to “V” (Void) to
                               prevent invalid W-2s from being produced or included in reporting
                               totals.


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   Path                North American Payroll, Annual Processing, Year End Reporting, Year
                       End Record Error Report

                          Enter an existing or add a new Run Control ID to access the page.
      Step 14                                   PAGE: RUN PARAMETERS

                          Update Status to VOID if Error: ON
                            NOTE: Even if this check box is OFF, the system voids forms for
                              non-employees and forms with negative amounts.
                          Balances for Year: Verify YYYY (the current year).
                          Type of Processing group box
                            Verify the All Employees radio button is selected. This informs
                              the system to look at every employee.
                            Verify the All W-2 Reporting Companies radio button is
                              selected.
                          Click on Run to run the report.
                          NOTE 1: When running TAX910ER, you can choose to set the
                           Process Flag on the Year End Forms page to “Void” for any employees
                           whose year end records continue to contain error conditions which
                           would preclude the production of accurate or legitimate year end
                           forms.
                          NOTE 2: It is imperative that the TAX910ER is run after loading year
                           end records. The TAX910ER program will automatically void any W-
                           2s with invalid net negative amounts. If the TAX910ER is not run, a
                           W-2 will be printed reporting the invalid negative amounts.

                             III.     RUN W-2 REPORTS
General Information    PeopleSoft provides a series of W-2 reports that should be run to review the
                       information in the loaded W-2 records.

          A.    RUN THE W-2 STATEMENTS – AUDIT REPORT (TAX910AU.SQR)
General Information       This report creates a listing of the amounts to be reported on employee
                           W-2s. The data reported here comes from the year-end data records
                           created by TAX910LD. This will be a big report. Reconcile total
                           taxable wage and tax amounts from TAX910AU Year-End Data Audit
                           with the total taxable wage and tax amounts quarterly 941 reports for
                           the year.
                          NOTE: The TAX910AU does not include earnings of voided W-2s.
                           The TAX910AU totals will differ from the quarterly 941 reports for
                           the year by any voided W-2 amounts.
   Path                North American Payroll, Annual Processing, Year End Reporting, Year
                       End Data Audit Report

                          Enter an existing or add a new Run Control ID to access the page.




Page 12 of 22                                                        Last Update Date: 01/14/09
                                                                              Calendar Year End Checklist
                                                                                       Section #: PAY 530




      Step 15                                        PAGE: RUN PARAMETERS

                              Balances for Year: Verify YYYY (the current year).
                              Select the preferred options for Sort Report By and Within Sort,
                               Order By.
                              Type of Processing group box
                                Verify the All Employees radio button is selected. This informs
                                  the system to look at every employee.
                                Verify the All W-2 Reporting Companies radio button is
                                  selected.
                              Click on Run to run the report.

          B.     RUN THE STATE W-2 TAX TOTALS REPORT (TAX916ST.SQR)
General Information        This report gives transmittal information for states receiving W-2
                           statements: number of W-2 statements, total state wages, and total state
                           income tax.

   Path                    North American Payroll, Annual Processing, Year End Reporting, State W-
                           2 Tax Totals Report

                              Enter an existing or add a new Run Control ID to access the page.

      Step 16                                        PAGE: RUN PARAMETERS

                              A detail listing may be printed if desired by clicking the Print EE
                               Detail Listing? check box ON. Otherwise, only a total page is printed.
                              Click on Run to run the report.
                              Balance with totals from 941’s. Reconcile with totals from periodic
                               state tax filings and remittance reports for the year.
                                NOTE: The State Withholding Tax gross should agree with the
                                    Federal Withholding Tax gross. If it does not, verify the
                                    withholding status of the employees. No employee should have
                                    the status “Do Not Maintain Taxable Gross and Do Not Withhold
                                    Tax.”
                                    IV.      CREATE W-2S

                      A.        RUN THE TAX960US.SQR PROCESS
General Information           This process creates a W-2 form print file.
                              After running the process, review the Trace File. Reconcile the total
                               amounts from the Trace File with the total amounts from TAX916ST.
                              A test file of a small number of employees should be printed to align
                               the W-2s. The test file should be printed repeatedly, if necessary, until
                               the W-2s are fully aligned.
                                NOTE 1: Are bulk mailed pressure sealed forms or standard cut
                                   sheet forms used? This is very important, as the correct form
                                   should be loaded into the printer, as well as specifying the


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                                                              Calendar Year End Checklist
                                                                       Section #: PAY 530



                        corresponding Form ID in PeopleSoft, as detailed in Section I-C of
                        this checklist.
                       NOTE 2: Make sure the correct printer is designated on the BOR
                        Check Printing Options page before printing W-2s. Go to the
                        Check Print Option page (Board of Regents, BOR Payroll,
                        Utilities, BOR Check Printing Options) to verify that the printer
                        selected is correct. W2’s have been tested successfully on two
                        printers:
                         Xerox
                         HP
   Path         North American Payroll, Annual Processing, Year End Reporting, Year
                End Forms Print

                   Enter an existing or add a new Run Control ID to access the page.

      Step 17                          PAGE: US/TERRITORY PRINT

                   Balances for Year: YYYY (the current year)
                     NOTE: Verify that this field is populated with the tax year for
                        which W-2s are being processed. If the tax year is incorrect, it
                        must be changed on the Tax Reporting Parameters page.
                   Select the desired Sort option.
                     NOTE 1: The Mail Drop ID will print on the outside of the self-
                        mailer W-2 when Mail Drop is selected as the sort option. The
                        Mail Drop ID will not print on the cut-sheet (non-pressure sealed)
                        forms.
                     NOTE 2: The Mail Drop ID for each employee will print in the
                        trace output file if Mail Drop is included as a sort option.
                     NOTE 3: W2s for inactive employees will appear at the beginning
                        of the file.
                   Type of Processing group box
                     Select the appropriate radio button.
                        All Employees: Create file that includes all employees.
                        Selected Employees: Print specific W-2s. Enter the EmplID
                            number.
                   Click on Run to display the Process Scheduler Request page.
                   Select the appropriate process based on the type of form used:
                     W-2 US Print File (LPS4V) (TAX960B.SQR) for the Wallace
                        pressure sealed form
                     W-2 US Print File (LSR02A) (TAX960US.SQR) for the cut
                        sheet form
                         NOTE: If printing a W-2 on a cut sheet form, verify that
                             Regular Check Stock is selected as the Check/Advice Stock
                             Selection option on the Check Print Option page (Board of
                             Regents, BOR Payroll, Utilities, BOR Check Printing
                             Options, Check Print Option).
                     W-2 US Print (M1286V) (TAX960MO.SQR) for the Moore
                        pressure sealed form using either HP or Lexmark printers
                     W-2 US Print (M1286V) (TAX960MX.SQR) for the Moore
                        pressure sealed form using Xerox printers



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                                                                                        Section #: PAY 530




                              Click on OK to run the process.
                              Click on the Process Monitor link to display the Process List page.
                               Verify that the report has completed processing.
                              Click on the Details link to display the Process Details page.
                              Click on the View Log/Trace link to display the View Log/Trace
                               page.
                                Click on the Trace File link to review the sqr results.
                                    Reconcile total amounts from the SQR log of TAX960US
                                       with total amounts from TAX916ST.
                                Click on the tax960xx.lis link to download the W-2s.
                                    Refer to Business Process PAY 235, Step 2 (Downloading the
                                       .LIS file) to download the W-2s into your desired directory.
                                    Refer to Business Process PAY 235, Step 3 (Printing the .LIS
                                       file) to print the W-2s.
                                        NOTE: Make alignment adjustments as needed by going
                                             to the Tax Form Print Parameters page in Correction
                                             mode, as noted in Step 6.

                      B.         RUN THE TAX960FD.SQR PROCESS
General Information        This process creates a file(s) for SSA submission of W-2s using the
                           electronic format.

   Path                    North American Payroll, Annual Processing, Year End Reporting, Create
                           Federal W-2 File

                              Enter an existing or add a new Run Control ID to access the page.

      Step 18                                    PAGE: CREATE FEDERAL W-2 FILE

                              Click on Run to run the process.
                              Save the file(s) created to the desired directory as a text (.txt) file(s).
                              Rename the file(s) so that the number of the file becomes the
                               extension.
                                W2REPORT_001.txt should be renamed W2REPORT.001, etc.
                      C.         RUN THE TAX960ST.SQR PROCESS
General Information        This process creates a file using the electronic format for submission to the
                           State of Georgia.

   Path                    North American Payroll, Annual Processing, Year End Reporting, Create
                           State W-2 File

                              Enter an existing or add a new Run Control ID to access the page.

      Step 19                                      PAGE: CREATE STATE W-2 FILE

                              Report Request Parameters States group box
                                Reporting Medium: Blank
                                   NOTE: Effective 02/01/2007, the Georgia Department of


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                                                                    Calendar Year End Checklist
                                                                             Section #: PAY 530



                            Revenue will no longer accept a file via diskette from
                            institutions reporting 250 or more income statements.
                       Diskette Type: Blank
                       States: GA
                   Click on Run to run the process.
                   Save the file(s) created to the desired directory as a text (.txt) file(s).
                   Rename the file(s) so that the number of the file becomes the
                    extension.
                     TAX960GA_001.txt should be renamed TAX960GA.001, etc.
                   Submit the file via the Georgia e-File & e-Pay System at
                    www.gaefile.dor.ga.gov by following the online instructions.
                     It is recommended to process file in Demo Mode prior to
                       submitting live data. Verify that Demo Mode is displayed on
                       each screen as you proceed, else you will have entered transfer for
                       live data.
                        Login again.
                        Click on I am a Business User.
                        Enter your State Tax ID number and press LOGIN.
                        Enter your User ID and Password and press LOGIN.
                        Select the Withholding tax type.
                        Select the G1003 Annual Income Statement Transmittal
                            radio button.
                        Select the Federal File Upload radio button.
                        Select the Send File Now radio button.
                        Click on Browse, and locate the TAX960GA.001 file.
                        Click on Continue. A sample of the first 10 records will be
                            displayed.
                        Click on Continue. Bulk File Processing: W2 Federal
                            Format will be displayed until complete.
                        Select the Send File Now radio button.
                        Click on Continue.
                        Once completed, Bulk View Results: W2 Federal Format
                            will be displayed. Verify the number of records imported.
                            Results may be viewed and/or saved. You will need to verify
                            that all RS Records were successfully loaded.
                             NOTE: Georgia Department of Revenue receives all
                                 MMREF file specifications but will only read the RS
                                 Records. In the Bulk File Preview, the RA, RE, RW, RT
                                 and RF Records will have a result of Skipped. This is not
                                 an error.
                        Once validated, proceed with live data submission.
                   Complete Form G1003, Income Statement Transmittal, after
                    submitting income statements. If you are filing an original G1003, the
                    system will populate the fields on the form based on the income
                    statements uploaded or entered online. Review the form carefully to
                    ensure all information is correct. If any information is incorrect,
                    review the information uploaded or entered online and resubmit it if
                    necessary.
                   Verify wage and taxes with TAX960FD Trace File and reconcile with
                    the quarterly G7 reports for the year.


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                                                                                  Section #: PAY 530




                      D.         RUN THE TAX962FD.SQR REPORT
General Information        This is an audit report for federal W-2 records created by TAX960FD.
                           TAX962FD reads and lists the contents of the output file from TAX960FD,
                           and is used to audit the file. Reconcile the totals from TAX962FD to the
                           quarterly 941 reports for the year.

   Path                    North American Payroll, Annual Processing, Year End Reporting, Federal
                           W-2 File Audit

                              Enter the same Run Control ID used in Step 18 to run the TAX960FD
                               process to access the page.
                                NOTE: The Run Control ID must be the same to process
                                   successfully.
      Step 20                               PAGE: FEDERAL W-2 FILE AUDIT REPORT

                              Report Request Parameters Totals Only: ON or OFF. ON will
                               produce a printout with Totals Only.
                              Attached File group box
                                Click on the Add button to access the upload file capability.
                                Click on Browse and select the file produced when TAX960FD
                                   was run in Step 18 (W2REPORT.001).
                                Click the Upload button to upload the file.
                                The Federal W-2 File Audit Report page will display.
                                Verify correct file was uploaded. The file name should appear on
                                   the parameters page.
                              Click on Run to run the report.
                              Reconcile the totals from TAX962FD to the quarterly 941 reports for
                               the year.

                      E.        RUN THE TAX962ST.SQR PROCESS
General Information        This is an audit report for state W-2 magnetic media records created by
                           TAX960ST. TAX962ST is similar to TAX962FD, but is used to audit state
                           files. Reconcile totals to TAX916ST.

   Path                    North American Payroll, Annual Processing, Year End Reporting, State W-
                           2 File Audit

                              Enter the same Run Control ID used in Step 19 to run the TAX960ST
                               process to access the page.
                                NOTE: The Run Control ID must be the same to process
                                   successfully.
      Step 21                                PAGE: STATE W-2 FILE AUDIT REPORT

                              Report Request Parameters Totals Only: ON or OFF. ON will
                               produce a printout with Totals Only.
                              Attached File group box.
                                Click on the Add button to access the upload file capability.


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                                                                                   Section #: PAY 530



                                  Click on Browse and select TAX960GA.001.
                                  Click the Upload button to upload the file.
                                  The State W-2 File Audit Report page will display.
                                  Verify correct file was uploaded. The file name should appear on
                                   the parameters page.
                             Click on Run to run the report.
                             Verify wage and taxes with TAX960FD Trace File and reconcile with
                              the quarterly G7 reports for the year.

            V.        REPRINT A W-2 ISSUED FOR TAX YEARS PRIOR TO 2001

                  A.       ESTABLISH TAX REPORTING PARAMETERS
General Information       In order to reprint a W-2 from tax years prior to 2001, the appropriate year
                          must be entered on the Tax Reporting Parameters Table. The process to
                          reprint a W-2 includes the setup of the Tax Form Print Parameters based on
                          the year entered on the Tax Reporting Parameters page.

   Path                   North American Payroll, Annual Processing, Define Annual Tax Reporting,
                          Tax Reporting Parameters

      Step 22                                PAGE: ANNUAL TAX REPORTING PARM

                             Click on Correct History.
                             Balances for Year: Enter the Tax Year of W-2 to be reprinted.
                             Electronic Mag Media Rpt Parms group box
                               Transmitter ID: Company
                               Organization Type: Other
                               Type of Employment: Regular (Others)
                               Recording Code: ASCII
                             Year End Form Parameters group box
                               Alignment Pages: Leave blank.
                               W2 Form ID: Select the W2 form to be printed.
                                  NOTE 1: The Effective Date of the form must agree with the
                                     Tax Year for the W-2 to be printed.
                                  NOTE 2: The print parameters for the cut sheet form prior to
                                     CY2001 were associated with Form ID = LSR02B.
                                  NOTE 3: If reprinting a W-2 on a cut sheet form, verify that
                                     Regular Check Stock is selected as the Check/Advice Stock
                                     Selection option on the Check Print Option page ( Board of
                                     Regents, BOR Payroll, Utilities, BOR Check Printing
                                     Options, Check Print Option).
                               Employees/Page: 1
                                  B.      REPRINT THE W-2
   Path                   North American Payroll, Annual Processing, Year End Forms & W2
                          Adjustment, Forms Prior 2001 Print

                             Enter an existing or add a new Run Control ID to access the page.



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                                                                        Calendar Year End Checklist
                                                                                 Section #: PAY 530




      Step 23                                       PAGE: W-2 PRINT

                          Select the preferred options for Sort Report By and Within Sort,
                           Order By.
                          As Of Date: Enter the appropriate Date.
                          Type of Processing group box
                            Click on Selected Employees.
                            The Employee(s) group box displays.
                          Employee(s) group box
                            Enter the EmplID number(s) of the employees whose W-2s are
                              being reprinted.
                               Click on the + to insert a new row for each employee entered.
                          Click on Run to run the process.
                            Type: Web
                            Format: LP

           VI.    REPRINT A W-2 ISSUED FOR TAX YEARS 2001 AND LATER

                  A.    ESTABLISH TAX REPORTING PARAMETERS
General Information    In order to reprint a W-2 from tax years 2001 and later, the appropriate year
                       must be entered on the Tax Reporting Parameters Table. The process to
                       reprint a W-2 includes the setup of the Tax Form Print Parameters based on
                       the year entered on the Tax Reporting Parameters page.

   Path                North American Payroll, Annual Processing, Define Annual Tax Reporting,
                       Tax Reporting Parameters

      Step 24                             PAGE: ANNUAL TAX REPORTING PARM

                          Click on Correct History.
                          Balances for Year: Enter the Tax Year of W-2 to be reprinted.
                          Electronic Mag Media Rpt Parms group box
                            Transmitter ID: Company
                            Organization Type: Other
                            Type of Employment: Other
                            Recording Code: ASCII
                          Year End Form Parameters group box
                            Alignment Pages: Leave blank.
                            W2 Form ID: Select the W-2 form to be printed.
                               Refer to the options listed in Section I.C., Step 7.
                                   NOTE 1: The effective date of the form must agree with
                                      the Tax Year for the W-2 to be printed.
                                   NOTE 2: If reprinting a W-2 on a cut sheet form, verify
                                      that Regular Check Stock is selected as the
                                      Check/Advice Stock Selection option on the Check Print
                                      Option page (Board of Regents, BOR Payroll, Utilities,
                                      BOR Check Printing Options, Check Print Option).


Page 19 of 22                                                         Last Update Date: 01/14/09
                                                              Calendar Year End Checklist
                                                                       Section #: PAY 530



                        Employees /Page: 1
                    B.       REPRINT THE W-2
   Path         North American Payroll, Annual Processing, Year End Reporting, Year
                End Forms Print

                   Enter an existing or add a new Run Control ID to access the page.

      Step 25                          PAGE: US/TERRITORY PRINT

                   Balances for Year: Verify YYYY (the current year).
                   Select the preferred options for Sort Report By and Within Sort,
                    Order By.
                   Reprint: ON
                   Reprint Description: Select the appropriate Reprint Description.
                   Type of Processing group box
                     Click on Selected Employees.
                     The Employee(s) ID group box displays.
                   Employee(s) ID group box
                     Enter the EmplID number(s) of the employees whose W-2s are
                       being reprinted.
                        Click on the + to insert a new row for each employee entered.
                   Click on Run to run the process.
                     Type: Web
                     Format: LP




Page 20 of 22                                                Last Update Date: 01/14/09
                                                                                 Calendar Year End Checklist
                                                                                          Section #: PAY 530




                                     Calendar Year End Checklist


 Step    Complete                                            Description
   1.               Establish Tax Report Type on the Company Table
   2.               Enter W-2 Company Data
   3.               Establish Tax Reporting Parameters
   4.               Establish Control of W-2 Printing
   5.               Define Tax Forms
   6.               Run the Tax Form Definition (TAX710) Report to Verify Tax Form Definition
   7.               Define Electronic Reporting Parameters
   8.               Update the Retirement Plan Check Box on W-2 Box 13
   9.               List and Resolve TAX900 Error Conditions
   10.              Run the TAX910LD Process to Load W-2 Records
   11.              Examine and Correct W-2 Information
   12.              Run the Record Listing Error (TAX910ER) Report
   13.              Run the W-2 Statements – Audit (TAX910AU) Report
   14.              Reconcile Total Taxable Wage and Tax Amounts from TAX910AU Year-End Data Audit with
                    the Total Taxable Wage and Tax Amounts from quarterly 941 reports for the year
   15.              Run the State W-2 Tax Totals (TAX916ST) Report
   16.              Balance with Totals from 941’s
   17.              Reconcile with Totals from Periodic State Tax Filings and Remittance Reports for the Year
   18.              Run the TAX960US Process to Create the W-2 Print Form File
   19.              Print the W-2s
   20.              Run the TAX960FD Process to Create the Federal SSA Submission File(s)
   21.              Submit the File(s) to SSA
   22.              Run the TAX960ST Process to Create the State of Georgia Submission File(s)
   23.              Submit the File(s) to the State of Georgia
   24.              Run the TAX962FD Report
   25.              Reconcile the Totals from TAX962FD to quarterly 941 reports for the year
   26.              Run the TAX962GA Report
   27.              Reconcile Totals to TAX916ST
   28.              Establish Reporting Parameters to Reprint W-2s Issued Prior to 2001
   29.              Reprint the W-2s
   30.              Establish Reporting Parameters to Reprint W-2s Issued After 2001



Page 21 of 22                                                                   Last Update Date: 01/14/09
                                    Calendar Year End Checklist
                                             Section #: PAY 530




   31.          Reprint the W-2s




Page 22 of 22                      Last Update Date: 01/14/09

				
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