USPS CYE PRE-CLOSING. W2MAINT Instructions:

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1 USPS CYE PRE-CLOSING Confirm Name/SSN SSN/Name Confirmation is available by sending a file to SSA Register with SSA/Business Services Online This takes a few weeks if not already registered Run W2MAINT to create a file to upload to the BSO site W2MAINT Instructions: 1

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3 Sample Report: NC1 NC2 NC3 & DEPENDENT DAYCARE 1. Complete additional payroll entries prior to final payroll. All NC1, NC2 and NC3 pay types should be entered in UPDCAL_CUR o Non-cash earning pay types should be entered after running final INICAL and payroll is balanced. o NC1 Calculator on HCC Website o NC3 Fringe Benefits: Refer to EXPENSE REIMBURSE document in 2016 CYE DOCUMENTS for options how to report Employee Expense Reimbursements. o See IRS Pub 15-B Employer s Tax Guide to Fringe Benefits (page 5137) 3

4 CHKUPD will add NC1, NC2 and NC3 pay types to 001 Federal Deduction DEPENDENT CARE If you DO NOT use the DPCARE deduction type, manually add Dependent Care benefits from 125 Plan employee contributions to the 001 deduction screen. Add any lease, car payments or moving expense reimbursements to the 001 deduction screen 4

5 THIRD PARTY SICK PAY Third Party Sick Pay If disability deduction is taken after tax, third party disability payments are non-taxable. Add the amount paid to the employee in the THIRD PARTY PAY field on the 001 federal deduction. If 3 rd party pay is taxable Manual changes to total and taxable gross are required on Federal, Ohio and OSDI deduction records. See Publication 15a, Pages and W2 Instructions page 11 5

6 Add the amount paid to the employee in the THIRD PARTY PAY field in the 001 DEDSCN. 2. Complete final payroll for ACA reporting: Make sure all files have submitted to your ACA vendor without error. Once the Quarter is closed, the gross pay will be cleared and will no longer be available to submit to ACA vendors for reporting. PAYDED:NON-ZERO DEDUCTIONS: 4. Create a NON-ZERO Deduction Report to be sure you have paid ALL accumulated deductions. Use PAYDED to create this report by removing any payment cycles and/or deduction codes so the system will report any deduction that does NOT have a zero balance. 5. Verify, in AUTOPOST, using the F7 key on the Files to Process line for LEVPRO, PAYROLL, BRDDIS, VOID and UNVOID; 6

7 To confirm there are no outstanding files for 2016 payroll to post. If there are any old outstanding files, please copy and paste the file that needs deleted and send in a HELP DESK ticket. AUTOPOST SERS 6. Type RETIRE at your menu prompt and choose the SERSREG option. First, run this program without creating the tape file. This program generates a report of earnings, deposits, and days paid for the retirement system. Verify the SERSREG data on the report per the steps below: 7

8 Verify that the total contribution amounts listed on the report equal the total deduction check for the withholding (SERS) plus any warrant checks written for pick-up on pick-up. Use the CHKSTS program for checks issued to SERS during the calendar year. Verify that employee contributions equal gross pay times the applicable retirement percentage (10%). Allow for rounding (within a few cents). Review service credit days and retire hours for all employees on the report. If necessary, adjustments to days or hours paid can be made using USPSCN/ATDSCN (AD RE or AD RH). 8

9 Once satisfied that the data is correct, run RETIRE/SERSREG again selecting the Y option to create the submission tape file (called SERS.YYMM) which HCC will send to SERS. This will also clear MTD totals. Running RETIRE/SERS Actual, places month end reports in the PayrollCD files. 9

10 STRS: REMINDER: STRS_SEND - Be sure you have balanced and submitted your STRS submission file for the last payroll of the year. Note: Once you have SENT your STRS file: To verify if the file has been submitted you can use the F7 function key, while in STRS_SEND. If you receive the message: No files available to Process you know your file was submitted. 10

11 7. Complete all quarter-end closing procedures: ODJFSRPT Run the demand option (N) of the ODJFSRPT program. Number of weeks=number of Saturdays in quarter. If necessary, make adjustments using the USPSCN/ATDSCN program. Check all totals carefully for accuracy. When all data is correct, run the ODJFSRPT program again. Create a tape file for submission to ODJFS and close ODJFS for the quarter. ODJFSRPT: 11

12 QRTRPT: Run the demand option of QRTRPT (N) (no totals zeroed). This report shows the quarter, fiscal, and annual totals. Check all totals for accuracy before proceeding.. DO NOT CLEAR ANY TOTALS! THIS WILL HAPPEN DURING THE BACKUP PROCEDURE 12

13 CHKSTS: Run the CHKSTS program to generate a check register to verify checks written equal deduction totals for the period(s) being checked Gross amounts should equal the total of all payroll clearance checks issued during the particular period(s) being checked less voided payroll checks. AUDRPT: 8. Run the AUDRPT program, selecting the official report option. DO NOT PRINT. This report creates a list of changes made in USPS from the date the last official report was run. 13

14 PRE-W2PROC: RITA/CCA Reporting Verify Entity codes in USPDAT/DEDNAM 14

15 PRE-W2PROC: RITA/CCA codes and names are required for tax data to be included on a submission file 15

16 PRE-W2PROC: 16

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18 PRE-W2PROC: 18

19 W2PROC: 9. Run the W2PROC program. Answer No to creating a W2 tape file. This program generates several text files for printing. Review the W2ERR report (if warnings and/or errors are given). Review the W2REPT report checking totals for accuracy. 19

20 W2PROC BALANCING: Information on W2REPT.TXT should balance to: 941 totals as reported for 4 quarters ERNREG/ERNSUM figures o Represents amounts as withheld from employees QRTRPT FIGURES o Represents amounts as current in the YTD figures Balance Federal, State and City taxes and gross amounts 20

21 ERNREG QRTRPT 21

22 W2REPT.TXT W2REPT BALANCING 22

23 W2 BALANCING PROBLEMS W2ERR 23

24 W2PROC Common Messages W2PROC Common Messages 24

25 W2PROC Common Messages W2PROC Common Messages 25

26 W2PROC Common Messages IRS W2 Instructions Specific details on W2 form reporting requirements see General Instructions for Forms W-2 and W-3 W2PROC-Creating W2 files 26

27 W2PROC-Creating W2 files When all data is correct, run the W2PROC program again answering Yes to creating a W2 tape file. Please verify federal and state ID numbers and district name and address to include on the W2 form. Make sure to enter CONTACT information, when prompted. Contact info is not populated on W2 s, it s for IRS officials in the event there is a question. 27

28 W2PROC-Creating W2 files W2PROC-Creating W2 files 28

29 W2PROC-Creating W2 files W2PROC-Creating W2 files 29

30 W2PROC-Creating W2 files W2PROC Contact Information Y is selected in the CREATE TAPE FILE field: o Contact Name o Contact Phone Number o Contact Phone Extension o Contact Fax Number o Contact Address These fields are required to be completed! NOTE: The IRS has changed the employer electronic submission date to January 31, To assure we are submitting all districts, to the IRS, in a timely manner, HCC s deadline date for W2 s is January 15, After this date we will no longer be able to backup district files to correct W2 s The districts will need to make corrections directly to the IRS using form W2C Do NOT submit the sample form shown online. Per IRS regulations you must obtain the red scannable document issued by IRS. REMINDER: Please complete Ohio IT-3 and submit to HCC finance. CITY & STATE TAXES: 10. The city and state tax deduction reports will be created by the DUCK program at HCC and ed to you. These reports include the employee name, SSN, gross wages, taxable wages and tax deductions for the year. If no taxes were deducted during the year, enter a stop date on the employee s DEDSCN record. Use USPS/DEDLST report to review stop dates and for lists of other deductions you may need. Sort by deduction code, then employee, and select the deduction codes you want. See a sample of the report below: 30

31 CHERWELL TICKET: 11. Submit a Cherwell ticket to indicate the above steps are complete and you are requesting USPS to be closed. Requests for backups are taken in the order they are received. We will contact you when we are ready to close your district. Everyone would need to log out at that time. HCC s hours of service are 7:30-4:30 M-F. We are closed 12/23, 12/26, 12/30, and 1/2. During periods of high volume, districts may experience a delay. We appreciate your understanding of this policy and promise to assist you as promptly as possible. During the back-up of your district files, the QRTRPT will be processed for clearing the quarter-to-date and calendar year-to-date totals and the USPS data will be purged through 12/31/

32 After the back-up is complete, HCC staff will notify you via Cherwell ticket. At that time processing for January 2017 can begin. 12. W2 s will be printed from OnBase by the district. HCC will add the W2 and 1099 forms to OnBase and W2 s will be added to Kiosk. Once they have been loaded HCC will notify the district when they are available for printing. All W2 s, employer forms, and reprints will be done by the district. Congratulations you made it through another year! NOTE: Regarding esers meeting-ssdt is writing a procedure to provide each district with an FTP file to submit directly to SERS. The file will not have to be processed by HCC. Just a reminder about information needed for ACA reporting and the location the information needs to be entered. If your district is contracting with a new ACA vendor for 2017 these procedures could change. We will update this information as needed. AFFORDABLE CARE ACT PROCEDURES Adding New Hires: Hire Date / BIOSCN BIOSCN: Please remember no punctuation in Name and Address fields. FT/PT Status / USPSWEB /Query EMPLOYEE/ Modify EMPLOYEE DETAILS / /User Defined Field 4 32

33 Position Start Date / JOBSCN Status Code / JOBSCN Building IRN / JOBSCN Building/Dept / JOBSCN Hours Per Day / JOBSCN Pay Unit / JOBSCN / 2 nd page (Daily or Hourly rate) FTE hours / JOBSCN / Salary Schedule Field Start Date / DEDSCN / Benefits Terminating Employees: Termination Date / BIOSCN / 2 nd page Status Code / JOBSCN Stop Date / DEDSCN / Benefits Separation Reason/ JOBSCN (even if not EMIS reportable) Adding New Jobs: Position Start Date / JOBSCN Status Code / JOBSCN Building IRN / JOBSCN Building/Dept / JOBSCN Hours Per Day / JOBSCN Pay Unit / JOBSCN / 2 nd page (Daily or Hourly rate) FTE hours / JOBSCN / Salary Schedule Field If FT/PT STATUS changes due to this position change, or adding new job: please remember to update status in USPSWEB/EMPLOYEE DETAILS (see procedure in section ADDING NEW HIRES) Inactivating Jobs: Termination Date / JOBSCN Status Code / JOBSCN Separation Reason /JOBSCN (even if not EMIS reportable) Payroll Procedures: Please use UPDCAL Pay Types properly: REG, MIS, OT, DCK, BCK (ACA vendors are monitoring wages based on the above, especially OT) Retire Hours: ACA vendors will retrieve Retire Hours from: JOBSCN / HOURS PER DAY UPDCAL / RETIRE HOURS ATDSCN / AD RH (if adjusting hours, date field must be pay date) 33

34 PREPARING FOR 2017: Enter changes in tax withholding rates effective January 1, 2017 City Rates: OSDI Rates: Unsure if Employee should be taxed. Look up tax rate: Use CHGDED for updates to DEDSCN Thank you Merry Christmas Enjoy Your Holiday!! 34