W2 Processing Cheat Sheet
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- Emil Robertson
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1 W2 Prcessing Cheat Sheet **IGNORE any errrs related t YTD adjustments. IT is wrking with Escape t get these crrected** Verify Payrll Data Review the fllwing reprts: [HR/Payrll- Reprts- Payrll] - Pay 31 (W2 Errr) - Pay 26a (Emplyer W2 Cpy) - Pay 24a (Earnings Histry) ************************************************************************************* - Pay 31 (W2 Errr) W2 Prcessing Cheat Sheet 2010 Page 1
2 ************************************************************************************* - Pay 26a (Emplyer W2 Cpy) W2 Prcessing Cheat Sheet 2010 Page 2
3 ************************************************************************************* - Pay 24a (Earnings Histry) W2 Prcessing Cheat Sheet 2010 Page 3
4 Emplyee Recrd Changes - Name Fix in Emplyee r Emplyee Pay Management - Address Fix in Emplyee r Emplyee Pay Management Only enter a mailing address (3- Mailing Address/Emergency/Spuse sectin) if emplyee has a different physical and mailing address. Escape will use the address listed in 1- Persnal if there is n mailing address in 3- Mailing Address/Emergency/Spuse (which is recmmended if the physical and mailing address are the same). - Scial Security Number Cntact yur IT Analyst fr assistance Dependent Care Review the dependent care deductin setup: [HR/Payrll- Setup- Payrll- Deductins Management] - Open 125DEP Cde (r whatever cde yur dependent care deductin has been set up under) - Review Sectin 3- Systems Overrides, Retirement/W2 W2 Bx = 10 {Bx 10 Dependent Care} - Any deductin taken using this Deductin Cde will be reprted in W2 Bx Cntact yur IT Analyst if yur Dependent Care deductin is nt setup this way. Health Savings Accunt (HSA) Review health savings accunt deductin setup: [HR/Payrll- Setup- Payrll- Deductins Management] - Open HSA Cde (r whatever cde yur dependent care deductin has been set up under) - Review Sectin 3- Systems Overrides, Retirement/W2 W2 Bx = 12 {Bx 11 Reprting Elements} W2 Categry = W {HSA Cntributins} - Any deductin taken using this Deductin Cde will be reprted in W2 Bx Cntact yur IT Analyst if yur HSA deductin is nt setup this way. W2 Prcessing Cheat Sheet 2010 Page 4
5 TSA403B Emplyer Paid Cntributins Review TSA403B cntributin setup: [HR/Payrll- Setup- Payrll- Cntributin Management] - Open TSA403B Cde (r whatever cde yur TSA cntributin has been set up under) - Review Sectin 2- Systems Overrides, Retirement/W2 W2 Bx = 12 {Bx 11 Reprting Elements} W2 Categry = E {Deferred Cmp 403} - Any cntributins made using this Cntributin Cde will be reprted in W2 Bx Cntact yur IT Analyst if yur TSA403B Cntributin is nt setup this way. TSA457B Emplyer Paid Cntributins Review TSA457B cntributin setup: [HR/Payrll- Setup- Payrll- Cntributin Management] - Open TSA457B Cde (r whatever cde yur TSA cntributin has been set up under) - Review Sectin 2- Systems Overrides, Retirement/W2 W2 Bx = 12 {Bx 11 Reprting Elements} W2 Categry = G {Deferred Cmp 457} - Any cntributins made using this Cntributin Cde will be reprted in W2 Bx Cntact yur IT Analyst if yur TSA403B Cntributin is nt setup this way. W2 Prcessing Cheat Sheet 2010 Page 5
6 Dmestic Partner Nn-Registered Dmestic Partner: Verify yur district has the DOMESTIC Addn Calculate the emplyee s adjustment amunt [HR/Payrll- Payrll-Adjust Payrll] - Open December pay cycle fr the affected emplyee - Addn tab, NEW Addn = DOMESTIC Unit = 1 Amunt = (frm calculatin) - Save/Clse - Save/Clse - Escape will calculate the taxes Registered Dmestic Partner: Verify yur district has the DOMREGIS Addn Calculate the emplyee s adjustment amunt [HR/Payrll- Payrll-Adjust Payrll] - Open December pay cycle fr the affected emplyee - Addn tab, NEW Addn = DOMREGIS Unit = 1 Amunt = (frm calculatin- frm example abve = 55.20) - Save/Clse - Save/Clse - Escape will calculate the taxes W2 Prcessing Cheat Sheet 2010 Page 6
7 Life Insurance ver 50k Determine if yur district has emplyer paid term life insurance in excess f $50,000. Verify yur district has the LIFEADJ Addn Calculate the emplyee s adjustment amunt: Cst Per $1,000 f Prtectin fr One-mnth Perid: Under age 25 $ thrugh thrugh 54 $ thrugh thrugh thrugh thrugh thrugh thrugh thrugh and abve 2.06 Fr example, if a district pays the premium n a $70,000 grup term life insurance plicy fr a 50-year-ld emplyee, the cst f the plicy t be reprted n the emplyee s Frm W-2 is calculated as fllws: Ttal insurance cverage $70,000 Less amunt excluded frm taxatin 50,000 Excess subject t cmpensatin 20, units X.23 X 12 mnths = $55.20 [HR/Payrll- Payrll-Adjust Payrll] - Open December pay cycle fr the affected emplyee - Addn tab, NEW Addn = EE-LIFE Unit = 1 Amunt = (frm calculatin- frm example abve = 55.20) - Save/Clse - Save/Clse - Escape will calculate the taxes NOTE: Tax Year 2011 Yu can add the EE-LIFE addn in Emplyee Pay Management fr each emplyee and this adjustment will be prcessed every mnth with regular payrll and will NOT have t be made fr the Tax Year Cntact yur IT Analyst fr setup. W2 Prcessing Cheat Sheet 2010 Page 7
8 Affrdable Health Care Act (Health care fr children years ld) Determine if any district emplyee has health care fr a dependent under the Affrdable Health Care Act that was added via pen enrllment AFTER the September 23, 2010 mandate. Verify yur district has the CHILD27 Addn Calculate the emplyee s adjustment amunt [HR/Payrll- Payrll-Adjust Payrll] - Open December pay cycle fr the effected emplyee - Addn tab, NEW Addn = CHILD27 Unit = 1 Amunt = (frm calculatin) - Save/Clse - Save/Clse - Escape will calculate the State taxes NOTE: Tax Year 2011 Yu can add the CHILD27 addn in Emplyee Pay Management fr each emplyee and this adjustment will be prcessed every mnth with regular payrll and will NOT have t be made fr the Tax Year Any dependent added via pen enrllment PRIOR t the September 23, 2010 mandate dn t have t be reprted until Tax Year W2 Prcessing Cheat Sheet 2010 Page 8
9 Fringe Benefits/ Miscellaneus Incme/ Mileage Update Determine if any district emplyee has any: - Un-accuntable expense reimbursements; - Itemized miscellaneus incme nt reflected in the emplyee s pay histry; - Mileage reimbursement rate higher than the gvernment specified rate f $0.50 per mile; - Other items that need t be reprted. Verify yur district has the fllwing adjustment Addns (as needed): Z-FIT (FIT Grss) Z-GROSS (Grss Pay Adjustments) Z-MEDI (Medi Grss) Z-OASDI (OASDI Grss) Z-SDI (SDI Grss) Z-SIT (SIT Grss) Z-SUI (SUI Grss) Z-WC (Wrk Cmp Grss) Calculate the emplyee s adjustment amunt Determine which subject grss is affected [HR/Payrll- Payrll-Adjust Payrll] - Open December pay cycle fr the effected emplyee - Addn tab, NEW Addn = (the pertaining Z- addn) Unit = 1 Amunt = (ttal amunt frm calculatin) - Save/Clse (child recrd) - Add additinal Z- addns as needed - Save/Clse (child recrd) - Save/Clse (parent recrd) - Escape will calculate the apprpriate taxes W2 Prcessing Cheat Sheet 2010 Page 9
10 Third Party Sick Determine if yur district has emplyer paid third party sick pay. - Cntact Bambi r yur IT Analyst fr further assistance. Reprts Due t SCOE (Bambi) by January 19, 2011 Review verificatin reprts: [HR/Payrll- Reprts- Payrll] - Pay01 (Payrll Summary) - Pay26a (Emplyer W2 Cpy) - Pay27 (W2 Summary) - Pay31 (W2 Errrs) - Print and sign reprts W2 Prcessing Cheat Sheet 2010 Page 10
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