TXEIS 2014 W-2 CHECKLIST REGION 18 INFORMATION SYSTEMS

Transcription

1 TXEIS 2014 W-2 CHECKLIST REGION 18 INFORMATION SYSTEMS

2 W-2 DUE DATES By January 31 provide each employee a completed W-2 form. By February 28 file Copy A of the W-2 form with the SSA if filing paper copies. By March 31 file electronic W-2 forms with the SSA if filing electronically. For more information on reporting W-2 information to the SSA electronically, visit the Social Security Administration s Employer W-2 Filling Instructions & Information webpage at 11/21/2014 2

3 HELPFUL RESOURCES IRS Current Forms and Publications Publ 15 : Circular E, Employer s Tax Guide Publ 15-A : Employer s Supplemental Tax Guide Publ 15-B : Employer s Tax Guide to Fringe Benefits Form W-2 : Wage and Tax Statement Inst W-2 and W-3 : Instructions for Forms W-2 and W-3, Wage and Tax Statement and Transmittal of Wage and Tax Statements. Employer Sponsored Health Coverage: Sponsored-Health-Coverage All Forms and Publications listed above can be found at 11/21/2014 3

4 VERIFY W-2 INFORMATION W-2 Information should be balanced and reviewed for accuracy before printing and distributing W-2 forms to employees or sending the W-2 file to the Social Security Administration (SSA). Compare the following reports: HRS3000 Calendar Year To Date Report HRS Worksheet HRS5100 W-2 Validation Report HRS5200 Third Party Sick Pay Report All four quarterly 941 reports submitted during the year NOTE: If your district has multiple payroll frequencies, you will need to run each report for all frequencies. 11/21/2014 4

5 HOW W-2 BOXES ARE POPULATED W-2 Box W-2 Report Third Party Sick Calculation (from Calendar YTD page) 1 Withhold Gross WH Gross Contract Pay + Non-Contract Pay + Supplemental Pay + TRS Supplemental + Tax Emplr Ins Contr + Non-TRS Bus Allow + N-TRS N-Tax Bus Allow + Non-TRS Reimbr Excess + N-TRS N-Pay Bus Allow + N-TRS N-Tax N-Pay Allow + Tax Emplr Grp Ins Contr + Emplr Depend Care - Annuities - Cafeteria TRS Salary Red Emp Contr + Third Party Sick Pay W/H Gross 2 Withhold Tax WH Tax Withholding Tax + Third Party Sick Pay Withholding Tax 3 FICA Gross FICA Gross FICA Gross + Third Party Sick Pay FICA Gross 4 FICA Tax FICA Tax FICA Tax + Third Party Sick Pay FICA Tax 5 Med Gross Med Gross Medicare Gross + Third Party Sick Pay Med Gross 6 Med Tax Med Tax Medicare Tax + Third Party Sick Pay Med Tax 9 EIC Earned Income Credit 10 Dep Care Dependent Care + Emplr Depend Care 12C Taxed Cont Tax Emplr Grp Ins Contr 12E Annuities Annuities 12G 457 Comp 457 Emp Contr Emplr Contr 12J Non Tax Third Party Sick Pay Non-Tax 12L Emp Business Expense 12P Moving Exp Reimbr 12BB Annuity Roth 12DD Emplr Sponsored Health Coverage 12W Health Savings Account HSA Emp Sal Red Contr + HSA Emplr Contr 14(TRS) TRS Salary Red 14(TXA) Non-TRS Reimbr Base + Non-TRS Bus Allow + Non-TRS Reimbr Excess + N-TRS N-Pay Bus Allow 14(TFB) Tax Fringe Bnft Taxed Fringe Benefits + Tax Emplr Ins Contr 14(CAF) Cafeteria (NTA) N-TRS N-Tax Bus Allow + N-TRS N-Tax N-Pay Allow 14(HEALTH) Health Ins 11/21/2014 5

6 1. CALENDAR YEAR TO DATE REPORT Reports > HR Reports > Year To Date Reports The totals at the bottom of this report will be used to compare to the other reports. 11/21/2014 6

7 WORKSHEET Reports > HR Reports > Quarterly/Annual Reports The totals at the bottom of this report will be used to compare to the other reports. 11/21/2014 7

8 QUARTERLY REPORTS Add totals from each of the four 941 Quarterly Reports previously filed by the district and compare to the 941 Worksheet. If the totals do not match (due to voided checks, etc.), you may need to file an amended 941 Quarterly Report. 11/21/2014 8

9 941 QUARTERLY REPORTS CON T 11/21/2014 9

10 4. ENTER THIRD PARTY SICK PAY Enter Third Party Sick Pay, if applicable, on the Maintenance > Calendar YTD Data > Third Party Sick Pay tab. Generally, if the premiums were taxed, then the sick pay is not taxable. If the premiums were not taxed or the district pays all or part of the premiums then the sick pay is taxable. 11/21/

11 5. THIRD PARTY SICK PAY REPORT Print the HRS Third Party Sick Pay Report to verify totals from Reports > HR Reports > Quarterly/Annual Reports page. 11/21/

12 6. W-2 VALIDATION REPORT Reports > HR Reports > Quarterly/Annual Reports>HRS5100 W-2 Forms 11/21/

13 W-2 VALIDATION REPORT CONT D At the prompt, select Report and then click OK. When the report appears, click Validation. The totals at the bottom of this report will be used to compare to other reports. 11/21/

14 7. COMPARE REPORTS Compare the following on the Calendar YTD, 941 Worksheet, Third Party Sick Pay, and the W-2 Validation reports: Taxable Gross / Withholding Gross Withholding Tax FICA Gross FICA Tax Medicare Gross Medicare Tax Earned Income Credit (EIC) NOTE: If the totals do not match (due to voided checks, etc.), you may need to file an amended 941 Quarterly Report. 11/21/

15 REPORTS COMPARISON CONT D W-2 Validation Report Calendar YTD Report 11/21/

16 REPORTS COMPARISON CONT D 941 Worksheet for the year Third Party Sick Pay Report 11/21/

17 8. PRINT EMPLOYEE W-2 FORMS To print the W-2 Forms for employees, go to Reports > HR Reports > Quarterly/Annual Reports > HRS5100 W-2 Forms. Enter U to print employee copies on preprinted forms. Or Enter N to print employee copies on blank forms. Final Run Create W-2 Historical Record? (Y/N): Enter Y to update the historical file on the W-2 Inquiry tab, otherwise enter N. The historical file will be overwritten each time the report is pulled if the Final Run field is Y. 11/21/

18 EMPLOYEE S W-2 FORMS CONT D At the prompt, select Report and then click OK. 11/21/

19 9. VERIFY W-2 FORMS PRINTED Verify that a form printed for every employee and all the information on the W-2 is correct. 11/21/

20 10. CREATE FILE OR FORMS FOR SSA To print or create the W-2 Form to be submitted to the SSA, go to Reports > HR Reports > Quarterly/Annual Reports > HRS5100 W- 2 Forms. A = Copy A, 2-part form if submitting paper copies to the SSA (not filing electronically) F = W-2REPORT File to create a file to be submitted to the SSA electronically Required for electronic filing 11/21/

21 FIELDS FOR ELECTRONIC FILE Required if filing electronically: Resubmit W-2 Indicator (0) or (1): Enter 0 for first submission this year or 1 if you are resubmitting a corrected file. Resubmit WFID sent by SSA: Leave blank unless resubmitting. If you are resubmitting enter the Wage File Identifier given to you from the SSA. Problem Notification Code (1) or (2): Enter 1 to be notified of any problems by or 2 to be notified by postal service. Preparer Code (A), (L), (S), (P), or (O): Enter O for Other. User ID (8 characters): Enter the district s PIN number. Information about the PIN can be obtained at: Business Terminated? (Y/N): Enter N. Kind of Employer (F), (S), (T), (Y), (N): Enter Y for school district or T for charter school. 11/21/

22 ELECTRONIC FILE If you are filing electronically, at the prompt select Text and then click Export. When creating a file, after clicking Run Preview, the Save As screen opens. Select where you want to save the file. The file may need to be renamed to W-2REPORT prior to submitting to the SSA (drop off.txt extension). 11/21/

23 PAPER SUBMISSION W-3 FORM REMINDER: If you do not file electronically, you will need to complete a W-3 to mail with the W-2 paper copies being sent to the SSA. 11/21/

24 11. CHECK FILE THROUGH ACCUWAGE For districts electronically filing ONLY. Check the W2report.txt file through AccuWage. AccuWage is a free software that identifies most of the common format errors. Using this software reduces submission rejections. Keep in mind, your submission could be returned due to other errors. AccuWage can be downloaded from the following website 11/21/

25 12. SUBMIT FILE TO SSA For districts electronically filing ONLY. Submit the W2report.txt file online at 11/21/

26 13. VERIFY EMPLOYEE S CALENDAR YTD Verify the employee s 2014 W-2 data is displayed on the Maintenance > Calendar YTD Data > W2 Inquiry tab. NOTE: If the data does not display, run the HRS5100 W-2 Forms report again and make sure to input Y in the Final Run Create W-2 Historical Record? (Y/N) field. 11/21/

27 14. EMPLOYEE ACCESS SETTINGS Districts using Employee Access need to update the W-2 Latest Year field under Tables > District EA Options to the latest reporting year, which allows employees to print their most recent W-2 forms online. The historical file must be updated in order for the current year W-2 data to display in Employee Access. 11/21/

28 QUESTIONS??? Information System Department Christina Aranda Information Systems Business Consultant Sarah Cagle Information Systems Business Consultant /21/