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HR/Payroll Year End Processing
Sandy Distefano, Product Owner – October 3, 2016
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2 | © Tyler Technologies 2016
FILL OUT the CPE ENROLLMENT FORM• Select every CPE Session you plan on attending
– 1 CPE SESSION PER TIME SLOT
• After you have finished attending all of your CPE sessions AT THE END OF THE CONFERENCE
– SIGN & TURN IN YOUR FORM to the Registration Desk to confirm your attendance in each CPE session you selected
SCAN IN• WITHIN 10 MINUTES of the
start of each session
• EACH SUBMISSION WILL BE TIME STAMPED for verification
SCAN OUT• WITHIN 10 MINUTES at the
end of each session
• Complete the Survey
CPE SessionsPlease visit the Registration Desk with any questions regarding CPE credits
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3 | © Tyler Technologies 2016
1094-C Transmittal of Employer-Provided Health Insurance Offer and Coverage Information Returns (employer summary)1095-C Employer-Provided Health Insurance Offer and Coverage (employee)
Forms 1094-C and 1095-C
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4 | © Tyler Technologies 2016
If an organization is self-insured they may have individuals who are not current employees for which they need to report covered individuals (COBRA, retirees, outside agency employees)
• Workforce entries with Offer of Coverage details for the calendar year will be pulled into 1095-C processing, regardless of their status
• Non-Employees– According to the IRS if an individual was not an employee, Part II of the
1095-C must be completed by using code 1G– 6055 Reporting flag on Non-Employee Benefit Plan– Covered Individuals will come from the non-employee benefit plan
enrollment (won’t be locked down once used in 9.3 SP1)– Company dropdown on Non-Employee for multiple EIN’s
1095-C’s for Other Individuals
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5 | © Tyler Technologies 2016
• Create 1095-C Data• Applicable Large Employer Member List• 1095-C Employee List• Print 1095-C Forms• Create 1095-C Transmittal
1095-C Processing
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6 | © Tyler Technologies 2016
• Tax Year– Recalculates Data for ALL Employees
• Employee– Updates only the employee selected
1095-C Processing – Create Data
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7 | © Tyler Technologies 2016
• System Generated– Name and Address– Authoritative transmittal– Full-time and total employee count
• User Entered– Certifications of Eligibility– MEC Offer Indicator– Section 4980H Transition Relief
Indicator
1095-C Processing - Employer
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8 | © Tyler Technologies 2016
1095-C Processing - Employee
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9 | © Tyler Technologies 2016
1095-C Processing – Covered Individuals
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10 | © Tyler Technologies 2016
• Click Print on the 1095-C Processing – Employee List to print a detail report used to verify the employees’ setup.
• You can turn on and off sections based on the check boxes selected: Offer and Coverage and Covered Individuals.
1095-C Processing – Register – Detail
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11 | © Tyler Technologies 2016
• Employees without offer of coverage (box 14) information for the entire year - should be blank as this is not allowed by the IRS.
• Terminated employees from prior year receiving a 1095-C – COBRA individuals and covered retirees.
• Active employees not receiving a 1095-C – part-time employees who did not have coverage during any month of the year.
• All three sections show the name and other information to help identify the employee.
1095-C Processing – Register – Audit
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12 | © Tyler Technologies 2016
• Sort by name or department • The standard form prints on 8
½” x 11” paper• Substitute form prints “portrait”
instead of “landscape” and folds to fit in a window envelope
• There is also a Z-Fold form available
• Select by status to distribute with checks
1095-C Processing – Print 1095-C Forms
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13 | © Tyler Technologies 2016
• The transmittal files are XML• Communication Test files
– Test scenario data – not real data– Required to be sent by all customers first year only!
1095-C Processing – Create 1095-C Transmittal
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14 | © Tyler Technologies 2016
Four files are created• Validation of Manifest (Transmission Data File)• Validation of Data• Manifest (Transmission Data File)• Data
1095-C Processing – Create 1095-C Transmittal
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15 | © Tyler Technologies 2016
1095-C Processing – Submitting to IRS
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16 | © Tyler Technologies 2016
1095-C Processing – Submitting to IRS
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17 | © Tyler Technologies 2016
1095-C Processing – Submitting to IRS
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18 | © Tyler Technologies 2016
W-2 Processing
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19 | © Tyler Technologies 2016
• Box 10 – Dependent Care Benefits– Benefits, Deductions, Hours Codes
• Box 12 – Codes are defined by the IRS– Benefits, Deductions, Hours Codes
• Box 14 – Codes are defined using validation set 265– Benefits, Deductions, Hours Codes, Other Taxes
W-2 Processing – Setup
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20 | © Tyler Technologies 2016
• Imputed Income: Box 12 – Code C– W-2 Setup– Benefit Type is Life Insurance
W-2 Processing – Setup for Special Codes
Imputed Income may be entered using a taxable only hours code.
If you do so, the new Adjustment Import may be used to quickly create adjustments for every employee.
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21 | © Tyler Technologies 2016
• Employer-Sponsored Health Coverage: Box 12 –Code DD– W-2 Setup– User Defined Field: “2016
Box 12-DD”
W-2 Processing – Setup for Special Codes
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22 | © Tyler Technologies 2016
• Retirement Plan: Box 13 Checkbox– Deduction or Benefit Type is
Pension or Deferred Compensation
– Pension Number in Workforce
– User Defined Field: “Box 13 Retirement Plan”
W-2 Processing – Setup for Special Codes
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23 | © Tyler Technologies 2016
• Tax Year– Recalculates Data for ALL Employees
• Employee– Updates only the employee selected
W-2 Processing – Create Data
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24 | © Tyler Technologies 2016
Employer Identification Number (EIN) – Box b• Company Suite Settings• Override by selecting a Company on an employee
– Validation Set 377
W-2 Processing – Company List
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25 | © Tyler Technologies 2016
Employer’s State ID Number – Box 15• Company Suite Settings• Alternate Value on State Tax
– Validation Set 3
W-2 Processing – Company List
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26 | © Tyler Technologies 2016
What makes W-2’s available to be printed in eSuite?
W-2 Processing – Company List
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27 | © Tyler Technologies 2016
• Reconciling W-2’s to 941’s– Print W-2 Register
• Detail• Summary• User Adjustments
– Payroll History Report– Quarterly Wage Report– Earnings History Report for
imputed income
W-2 Processing – Employee List
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28 | © Tyler Technologies 2016
• Select by status to distribute with checks
W-2 Processing – Print Form
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29 | © Tyler Technologies 2016
W-2 Processing – Create Transmittal
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30 | © Tyler Technologies 2016
How do I get the system to create a 1099-R instead of a W-2 for an employee?
1099-R Processing
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31 | © Tyler Technologies 2016
• 1099 Company List– Shared with Financial
Management– Needs to be setup prior to
creating data– Contains an Available in
eSuite flag
1099 Processing – Company List
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32 | © Tyler Technologies 2016
• Box 7– 7 – Normal distribution– 1 – Early distribution– 3 – Disability– 4 - Death
1099 Processing – Setup
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33 | © Tyler Technologies 2016
• 1099 Type must be 1099-R• Create 1099 Data
– Human Resources– Financial Management
1099 Processing - List
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34 | © Tyler Technologies 2016
• Verify 1099-R information• 1099-R is the only
available type• Report Type
– Summary– User Adjustment Listing
1099 Processing – Register
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35 | © Tyler Technologies 2016
• 1099 Type must be 1099-R• Each Form Type is printed
individually
1099 Processing – Form
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36 | © Tyler Technologies 2016
• Transmittal Type– Federal– State
• Combine Federal/State– Miscellaneous Income– Interest Income– Government Payments– Retirement
1099 Processing – Transmittal
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Questions
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Thank You
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39 | © Tyler Technologies 2016
• Please Take a Moment to Help Us Improve Our Sessions and the Value of the Conference– Go to the conference app
• Select this specific session• Select Survey/Rate• Respond to the 5 questions listed
– At the end of the conference • Select the Conference Survey Icon• Respond to the overall conference experience questions• Stop by the registration desk for your customer appreciation gift
Your input is extremely valuable
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40 | © Tyler Technologies 2016
• Accrued Expense/Split Payroll Processing Review– Monday, 2:10 PM– McArthur 1 & 2
• Ask the Expert – Position Budgeting– Tuesday, 11:10 PM– Flagstaff (Lab 2)
• HR Year End Checklist– Tuesday, 1:10 PM– Casa Grande
Additional Opportunities
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41 | © Tyler Technologies 2016
FILL OUT the CPE ENROLLMENT FORM• Select every CPE Session you plan on attending
– 1 CPE SESSION PER TIME SLOT
• After you have finished attending all of your CPE sessions AT THE END OF THE CONFERENCE
– SIGN & TURN IN YOUR FORM to the Registration Desk to confirm your attendance in each CPE session you selected
SCAN IN• WITHIN 10 MINUTES of the
start of each session
• EACH SUBMISSION WILL BE TIME STAMPED for verification
SCAN OUT• WITHIN 10 MINUTES at the
end of each session
• Complete the Survey
CPE SessionsPlease visit the Registration Desk with any questions regarding CPE credits