1 usps calendar year-end review calendar year 2013
TRANSCRIPT
![Page 1: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/1.jpg)
1
USPS Calendar Year-end Review
Calendar Year 2013
![Page 2: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/2.jpg)
2
Pre-W2PROC
• OSDI abbreviations– Include OSDI code number in first part of
description in USPSDAT/DEDNAM
![Page 3: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/3.jpg)
3
Pre-W2PROC
• Verify ‘Entity code’ in USPSDAT/DEDNAM is completed for any magnetic reporting to any city.
![Page 4: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/4.jpg)
4
Pre-W2PROC
![Page 5: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/5.jpg)
5
Pre-W2PROC
• CCA/RITA Reporting– Verify values in USPSDAT/DEDNAM are set– RITA/CCA codes are required for tax data to be
included on a submission file• See information from RITA/CCA web sites on
codes as defined
![Page 6: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/6.jpg)
6
Pre-W2PROC
![Page 7: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/7.jpg)
7
Pre-W2PROC– Verify the “Employ/Residence” value on all city
deductions on DEDSCN that report to CCA or RITA• Is this city tax record required because of the employees place of:
C = Employment R = Residence
![Page 8: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/8.jpg)
8
Pre-W2PROC
• Health Savings Account (HSA)– The Annuity Type in DEDNAM must be set to
“I” (Section 125, Health Savings Acct (HSA)) even if no employee amounts are withheld
![Page 9: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/9.jpg)
9
Pre-W2PROC
• DEDNAM
![Page 10: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/10.jpg)
10
Pre-W2PROC
• Employee Expense Reimbursements– If district desires amounts paid through warrant
to appear on the W2 form as wages• Special processing may be needed
• Manual changes may be needed
![Page 11: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/11.jpg)
Pre-W2PROC
11
• Dependent Care
- If NOT using the DPCARE deduction type
*Manually enter dependent care amounts into the federal tax field for dependent care. The cap is $5000.00.
![Page 12: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/12.jpg)
12
Pre-W2PROC• Fringe benefit amounts - Contact legal advisor with questions *Enter taxable amount in fringe benefit field on the federal tax record
![Page 13: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/13.jpg)
13
Pre-W2PROC• Pension Plan in DEDSCN 001 - This is used to determine if the retire plan box on the W2 form should be marked.
A = Automatically check the retire plan box per the calculations of W2Proc (must have an active Retirement Deduction).
Y = Yes, always check the retire plan box.
N = No, do not check the retire plan box.
Employees eligible for STRS or SERS who have waived the option (typically students or board members), must have the Pension Plan field on the 001 record set to “Y”.
![Page 14: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/14.jpg)
14
Pre-W2PROC• Employee Name must match the Social Security card.•The W2 form will only show the middle initial.•The report FULL_EMP shows employee names.•Legal name is on BIOSCN, page 2.
![Page 15: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/15.jpg)
15
Pre-W2PROC• Reporting Taxable Amount of Life Insurance
• IRS Publication 15-B Section 2 pages 11-14
(http://www.irs.gov/pub/irs-pdf/p15b.pdf) contains the calculation table to figure the cost.
• USPSCN/UPDCAL_CUR or USPSCN/UPDCAL_FUT program, the amount should be entered using a pay type of NC1. This pay type represents one kind of non-cash earnings for the employee. Do not enter amount in Life Ins field on 001 deduction record. This gets updated when CHKUPD is ran.This pay type will be treated differently for taxation purposes. Using this non-cash earnings amount, the tax amounts for Medicare and Social Security will be calculated during the CALCPAY and UPDCAL_CUR programs. No Federal, Ohio, or OSDI tax amounts will be calculated. All of these will be treated according to the federal rules. The software provides the ability to withhold city tax on non-cash earnings. This can be activated by setting the "Tax non-cash earnings" flag to Y (yes) on the city tax record in the USPSDAT/DEDNAM program.
![Page 16: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/16.jpg)
16
Taxable Third Party Sick Pay
• Taxable Third Party Sick Pay– Users need to add the Third Party Sick pay
amount to the total and taxable gross fields on the federal, Ohio and OSDI records as needed
– Will cause gross amount on W2REPT to be higher
![Page 17: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/17.jpg)
17
Non-Taxable Third Party Sick Pay
• Non-taxable third party sick pay– Does not affect balancing– Does not affect taxes– Entered on federal record by the user
• District is notified how much to enter
![Page 18: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/18.jpg)
18
Non-Taxable Third Party Sick Pay
![Page 19: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/19.jpg)
Employer Sponsored Health Care Cost on W2
• If any employee is paying for their insurance out of pocket, this will need to be manually added to the ‘Emplr Hth’ field on the employee’s 001 Deduction record.
• If the employee is paid half a year out of pocket and the other half through payroll, these two amounts will need to be added together and reported on field ‘Emplr Hth’ .
• If the district only tracks the employee portion of health care costs in the USPS system, the district will need to create a spreadsheet with the employee YTD costs for health insurance and the Board YTD costs for Employee Health Insurance and then total these two amounts. Then using USPLOAD, this figure will need to be loaded into the ‘Emplr Hth’ field on the 001 Federal deduction record.
• This field overrides any DEDSCN records that have the DEDNAM records marked ‘Y’ for Employer Sponsored Health Care. This amount would then be reported on the Employee’s W-2.
19
![Page 20: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/20.jpg)
Employer Sponsored Health Care Cost on W2
•Must report the cost of employer-sponsored Health Coverage in Box 12 using Code DD for 2013
•Life, Dental and Vision are not required to be included in the total if they are separate plans and not included as part of the medical plan
•The contribution amount by Employee and Employer for Health Saving Account (HSA) is NOT to be included as employer-sponsored health coverage. This is reported in Box 12 using(Code W).
•HSA Insurance Premiums ARE to be included in the cost of Employer-Sponsored Health Coverage in Box 12 using(Code DD). This total includes both employee and employer contributions.
•Employer-sponsored Health coverage is required for employers who filed 250 or more W2’s for the preceding calendar year
http://www.irs.gov/uac/Form-W-2-Reporting-of-Employer-Sponsored-Health-Coverage20
![Page 21: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/21.jpg)
Employer Sponsored Health Care Cost on W2
21
![Page 22: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/22.jpg)
Employer Sponsored Health Care Cost on W2
• The “Emplr Hth:” field on the 001 Federal Deduction record will allow a specific value to be reported in Box 12 Code DD.
• This will override any automatic totaling done by W2PROC based on the DEDNAM records
22
![Page 23: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/23.jpg)
Employer Sponsored Health Care Cost on W2
23
![Page 24: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/24.jpg)
Employer Sponsored Health Care Cost on W2
• When processed, W2PROC will total the employee and board contribution amounts from all deductions flagged as applicable in DEDNAM
• If there is a value in the Emplr Hth field on the federal DEDSCN field, this value will be used
• The total will be copied to Box 12 Code DD• The submission files created by W2PROC will
also contain the total in the appropriate fields.
24
![Page 25: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/25.jpg)
Employer Sponsored Health Care Cost on W2
• If district only tracks Employee portion in USPS
- Spreadsheet needs to be created containing total of the employee and employer contributions for Employer Sponsored Health Care
.25
![Page 26: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/26.jpg)
Employer Sponsored Health Care Cost on W2
• USPLOAD/DEDSCN can be used to load data into the employer sponsored health coverage field on the federal DEDSCN record – EMPLR_HEALTH_COV
• Must be numeric
26
![Page 27: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/27.jpg)
27
Pre-W2PROC
• Run W2PROC before last pay of 2013 has been completed– Balance to-date data
– Review and correct warnings and errors
– Do not create the Tape file at this point
– W2PROC can be run multiple times
![Page 28: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/28.jpg)
28
Last Payroll for 2013
• Complete processing of last payroll for current year. – Pay all accumulated deductions. – If any NC1 payments make sure that they are
handled with this payroll.
![Page 29: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/29.jpg)
29
Month-End Closing
• Complete Regular Month-End Closing– Run Retire/Sersreg– Balance the payroll account
![Page 30: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/30.jpg)
30
Quarter – End Closing• Balance QRTRPT
– Run for demand option (N)– Balance
• Balance Deductions– Run Payded to verify no outstanding deduction
amounts– The total of all board paid amounts = warrant
checks to the deduction company– Complete and file and quarter-end submission
forms
![Page 31: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/31.jpg)
31
Quarter – End Closing
• ODJFS– Run program ODJFSRPT– Check Totals for Accuracy– 13 weeks in this quarter– Update weeks worked in ATDSCN– When add data is correct, run ODJFSRPT– Send Email to us
![Page 32: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/32.jpg)
32
Quarter – End Closing
• Print any additional Reports
DO NOT RUN QRTRPT FOR OPTION Y
![Page 33: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/33.jpg)
33
Quarter-End Closing
• Balance your W2REPT.TXT– See the additional handout for information on
balancing your W2REPT.
![Page 34: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/34.jpg)
34
W2 Balancing
• Information on W2REPT.TXT should balance to:– 941 totals as reported– ERNREG/ERNSUM figures
• Represents amounts as withheld from employees
– QRTRPT figures• Represents amounts as current in the YTD figures
– Balance Federal, Ohio, and City taxes and gross amounts
![Page 35: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/35.jpg)
35
W2 Balancing
• Items that affect balancing between W2PROC and QRTRPT– Dependent care benefits over limit
– Fringe Benefits
– Medicare pickup amounts
– Taxable third party sick pay
– Use of company vehicle
– Employee expense reimbursements paid through warrant
![Page 36: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/36.jpg)
36
Quarter-End Closing
• Run YTDRPT if desired.
![Page 37: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/37.jpg)
37
Balancing Problems
• Voided checks from prior calendar year– CHKSTS report
• Refund of annuity withheld in prior calendar year– AUDRPT
• Manual Updates– AUDRPT
• Search for YTD changes using VIEW from MENU
![Page 38: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/38.jpg)
38
W2PROC
• Run the program W2PROC– We will be sending tape files to:
• Social Security Administration Office
• Ohio State Department of Taxation
• Findlay City Tax Department
• CCA (for those districts requesting it)
• Rita (for those districts requesting it)
![Page 39: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/39.jpg)
39
W2PROC
• User must enter district data– Name– Address– Identification numbers
• Federal
• Ohio
• Verify values on W2REPT.TXT
![Page 40: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/40.jpg)
40
W2PROCUser must decide sorting:
Any sort is acceptable for electronic filing
![Page 41: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/41.jpg)
41
W2PROC
– Did another entity report taxes withheld for third party sick payments?
![Page 42: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/42.jpg)
42
W2PROC
![Page 43: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/43.jpg)
43
W2PROC
• Do you want to create a W2 tape file (Y/N <N>):_– Answer Y to create Tape file
![Page 44: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/44.jpg)
W2PROC• New for 2013
5 new prompts have been added to W2PROC when
“Y” is selected in the Create Tape File field:
– Contact name
– Contact phone number
– Contact phone extension
– Contact fax Number
– Contact e-mail address
These fields are not required to be filled out , but it is highly recommended that they be populated so the data is included on the W2TAPE file.
44
![Page 45: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/45.jpg)
W2PROCThe prompt for type of employer in W2PROC:
45
S
S
![Page 46: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/46.jpg)
46
W2PROC
– Additional deduction codes• Allows districts to print additional information in
box 14, “Other”
• Six can be entered– Prints the first 3 for each employee in the order entered
![Page 47: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/47.jpg)
47
W2PROC
![Page 48: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/48.jpg)
48
W2PROC
– Alignment forms-Would you like to print a dummy W2 for form alignment?
• It is not necessary to print alignment forms
– Multiple W2’s – if an employee has more than 2 state, city, or OSDI tax records, the additional W2’s will print immediately following the primary W2.
![Page 49: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/49.jpg)
49
W2PROC
– W2ERR.TXT
– W2REPT.TXT
– W2BREAK.TXT
– W2CITY.DAT file used for special city submissions
– W2 tape submission file
• W2TAPE.SEQ
• W2FORM.DAT
• W2FORM.TXT
• W2CCA.SEQ
• W2RITA.SEQ
• W2CITY.DAT
![Page 50: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/50.jpg)
50
W2PROC
– The option to Delay printing of your W2 forms exists. If you wish to delay W2 printing please notify [email protected] for further instructions.
![Page 51: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/51.jpg)
51
W2PROC
– When information is correct, give the command: W2_Print
– Wait for a email message– W2s will be printed at NOACSC
![Page 52: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/52.jpg)
52
W2PROC
– Send an email message to USAS_LIAISONS when your W2 report is ready to be sent on tape.
– Do not submit form W3 for federal withholding.
– The IT-3 for state reporting MUST be sent to NOACSC. It can be scanned and emailed to [email protected]
![Page 53: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/53.jpg)
53
Late Distributions
– Make sure ALL December late distributions have been distributed. Do NOT do January’s. Check with your Treasurer.
![Page 54: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/54.jpg)
54
CalendarCD
– Run the procedure CALENDARCD– Select to process NOW. This is the default.
![Page 55: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/55.jpg)
55
CalendUSPS
– Run the procedure CALENDUSPS– All users must be logged off.– ODJFS must be closed before running.– Wait for an email message.– Then run QRTRPT to verify all YTD and
QTD totals are 0.
![Page 56: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/56.jpg)
56
You Made It!
– Begin Payroll Processing for 2014
![Page 57: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/57.jpg)
57
Preparing for 2014
• Enter changes in tax withholding rates effective January 1, 2014– City rates
• http://incometax.columbus.gov/search_taxmunicipalities.aspx/index.asp
– OSDI rates• http://www.tax.ohio.gov/school_district_income.aspx
![Page 58: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/58.jpg)
58
Preparing for 2014
– Unsure if employee should be taxed
https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/default_schooldistrict.aspx
• Lookup Tax Rate
• Address
• Zip Code 5 digit or 9 digit
• Latitude/Longititude
– Use CHGDED for updates to deduction screens
![Page 59: 1 USPS Calendar Year-end Review Calendar Year 2013](https://reader031.vdocument.in/reader031/viewer/2022012922/55166817550346a2698b543b/html5/thumbnails/59.jpg)
59