New Vision Paymate Payroll. FAQ January 2017

Transcription

1 New Vision Paymate Payroll FAQ January 2017

2 Table of Contents New Vision Paymate Payroll... i FAQ January i 2016 Tax Year W2 Form Printing Tax Year 1095B and 1095C Form Printing... 3 Quarterly 941 reports... 3 Payroll Code SETUP... 4 Year END Archives... 4 NEW YEAR PURGE... 4 ACA Electronic Filing for 2016 Tax Year... 4 Minnesota PERA Audit report requests... 5 NEW Year Maintenance Tax Year W2 Electronic filing Tax Year ACA Electronic filing... 6 Calculation Errors Employee Maintenance for Year End processing Tax Year W2 transfer.... 7

3 2016 Tax Year W2 Form Printing Do NOT process the W2s print spool forms as PDF before trying to print on the actual forms. They will not print correctly. The W2 forms must be printed directly from the iseries, with no reformating from another software Tax Year 1095B and 1095C Form Printing The 1095B and 1095C forms are LANDSCAPE. Do NOT process the 1095 print spool forms as PDF before trying to print on the actual forms. They will not print correctly. The 1095 forms must be printed directly from the iseries, with no reformating from another software. The 1095 forms are automatically on HOLD. Do not use F6 on the Run Instructions to put them on Hold again. Quarterly 941 reports This must be completed BEFORE any processing is started for the New Quarter. At the beginning of EACH quarter, after ALL Payroll codes have been Setup for New Month and New Quarter, go to the Federal Reports Menu and run the 941 Report in current data. Run the 941 Report with no payroll code indicated on the screen. Be sure the following Medicare and Social Security codes have been entered on the screen. Very very few track Benefit Code for FUTA Tax so that should be blank. W/H Codes for Medicare Ben Codes for Medicare Ben Codes for Social Security The report should be all zeroes, NO dollars found for the New Quarter. If dollars are found, then one or more Payroll codes have NOT been Setup for New Quarter. Go back and rerun the Setup for the Payroll code(s) for New Month and New Quarter. Please add this processing to your reference guide for processing payroll for your agency. Page 3 of 8

4 A new copy of the Payroll Sequence Guide 2 has been posted on the web site. Search for SEQUENCE. Payroll Code SETUP When running the Payroll Setup for New QUARTER and New YEAR ALL Payroll Codes should be Setup for the NEW period. Please do not leave $ from the previous QUARTER or YEAR in the Current data. An Archive copy of the Current data must be made to access the previous quarter. Those quarterly archives should be kept for at least one year for Year End proofing. Year END Archives Year END archive must NEVER be deleted from the computer. They may needed to accesse the previous years retirement report requests or W2s information requests. Quarter End archives should be kept the current year and the previous year. Quarterly archives older than two years are not required to be kept, unless you are keeping a Fiscal copy that is different from your Year End Archives. NEW YEAR PURGE The New Year PURGE can ONLY be run immediately after ALL Payroll Codes have been Setup for NEW YEAR. Future Maintenance (if completed) is moved in, other Maintenance is completed. THEN and ONLY then can the Purge be run. Once Time Card Entry, Validation or Calc has been completed on ANY payroll code(s), the Purge can NOT be run. The New Year Purge has a very narrow window when it can be processed and if that is missed, it cannot be processed until the next New Year Setup. ACA Electronic Filing for 2016 Tax Year ACA forms to the employees should be given to the employees with their W2s. Electronic filing CANNOT be started until February. Due to an unannounced change in the IRS electronic file format, a software update from Paymate is required. This software release will not be ready until the second week in February. IF your agency passed a Communication test, for tax year 2015 with the IRS, that test will not be done again. IF you have submitted electronically this year for tax year 2016 and have not passed the Communication test that will also have to wait until February. Page 4 of 8

5 Minnesota PERA Audit report requests If your agency is required to submit a report for a PERA Audit, please run the following: 6. Payroll Reports Menu 4. State Specific Reports Menu 25. Minnesota 1. PERA CAMI Retirement Menu 1. Clear CAMI Contributions for new Processing Cycle Clear out any data that is from a previous reporting cycle 2. Update Retirement Contribution from History Using Payroll ENDING DATES, not CHECK DATES, request the report for the time frame required by the Audit. 4. Retirement Contribution Proof Report Print this report. If you have more than one PERA Employer Code, this three-step process must be completed for each one. Your Employee History should contain the current year and a full previous year. If it does not, the report will have to be completed from two different payroll data libraries. NEW Year Maintenance Double check the following: SS Withholding and Benefit master codes MC Withholding and Benefit master code FD Withholding Tax Tables. State Withholding Tax Tables. (if you have state withholding.) Have the 2017 rates and $ been entered, the description change to reflect 2017 and are the $ and % correct? Page 5 of 8

6 2016 Tax Year W2 Electronic filing The electronic filing for 2016 Tax Year W2s must be completed by January 31th to avoid penalties. Accuwage 2016 is the SSA software required to do the submission to SSA. Please be ready to file on Thursday the 26th, Friday the 27th or at the latest on Monday the 30 th. We do not advise waiting until the 31th Tax Year ACA Electronic filing The electronic filing for 2016 Tax Year ACA 1094/1095 forms must not attempted until a software release from Paymate has been installed. After the software update, filing should be started and completed by March 10 th. Anticipated release date for the ACA software update is the second week of February. This must not delay your printing and distribution of the 1095 forms to the employees. The second week of February update is for Electronic filing only. Calculation Errors The Calculation process does not issue a report. If there are warnings or Errors, it will print a one page report. If a report is generated, it is critical it be reviewed. G/L xxxxxxxxxxxxxxxx G/L xxxxxxxxxxxxxxxx G/L xxxxxxxxxxxxxxxx G/L xxxxxxxxxxxxxxxx NOT FOUND/ACTIVE FOR BEN FEAT NOT FOUND/ACTIVE FOR PAY FEAT NOT FOUND/ACTIVE FOR ABT FEAT NOT FOUND/ACTIVE FOR TAX FEAT If a message, like the above is received, the GL number is not in the master GL Account codes. Determine if it is a valid format and if it is, the required GL number must be created. If the format is not what would be expected, then there is an error somewhere in the other master codes. Page 6 of 8

7 2016 Employee Maintenance for Year End processing Any changes made in employee demographics for W2s processing or ACA 1095 processing, after the archive library was created, should also be made in the Current year data. If the employee is no longer active then it is not necessary to make those changes Tax Year W2 transfer. Using the documentation for W2s for 2016, found on the web site, check the icon when ready to download the PR480P3 file to the PC. The file name and data library are on the Ninth Screen of the W2s Report. The transfer icon MUST match the screen. Microsoft will not allow the file to be downloaded directly to C: drive. It must be in a folder. This is a sample screen but of course your box (1)IBM I name:, box(2)ibm i File name (data library name) will be different. The box (4) PC File name location may be different but the file must be named W2REPORT. That is the only name accepted by the IRS. Page 7 of 8

8 Please refer to the W2 documentation for complete details on the download to the PC. Page 8 of 8