AlphaStaff’s Year-End Process - 2013

Presented by Simplifying business. Benefiting people

2013 Webinar Series

December 19, 2013

Mike Johnson, CCP – Sr. Manager of Payroll AlphaStaff

Address Changes

W-2s are mailed to the employee address on file

Review Employee Addresses on InfoSource

• Web Reporting / HR Template / Employee Master

Submit address changes to Payroll Maintenance by December 27, 2013

Year-End Adjustments

• Void checks

• Manual checks

• All fringe benefits to be reported on a W-2

Adjustments Include

• Any currently known adjustments must be submitted by Thursday, December 26th

Deadline to Report

• W-2c will be required after this deadline has passed

All other adjustments must be received by

Friday, December 27th

Year-End Bonus

Bonus schedules should be communicated to AlphaStaff one week before the processing

date

Your payroll specialist will go over the check

list

Discuss your processing preferences with your

Payroll Specialist

•Will you want all live checks? •Will the checks be processed as separate checks? •Should retirement deductions be withheld?

Employer-Paid H.S.A.

W-2 Box 12, Code W

AlphaStaff administered plans are automatically updated

Submit Employer Paid Portion of H.S.A. for Client Plans by

December 16th

The Patient Protection and Affordable Care Act of 2010

The Affordable Care Act requires employers to report the cost of coverage under an employer-sponsored group health plan.

• This does not mean that the amount reported is taxable

• The amount reported is excluded from income

• The reporting is for informational purposes only

The Patient Protection and Affordable Care Act of 2010

AlphaStaff Administered Plans

• Automatically reviewed

• Qualifying plans will be reported

• No additional action required

The Patient Protection and Affordable Care Act of 2010

• Deduction Listing

• Benefit Reporting Template Last Payroll

• Numbers final early? Contact your Payroll Specialist

• To avoid delays, do not modify your spreadsheet Processing Quick Tips

• Template due January 3, 2014 Deadline

http://www.irs.gov/uac/Form-W-2-Reporting-of-Employer-Sponsored-Health-Coverage

Self-Employed Individuals

Who are Self-Employed Individuals?

• S-Corp - More than 2% Shareholders

• LLP - Partners of a Limited Liability Partnership

• LLC taxed as a Partnership - the Partners of the LLC

• LLC taxed as an S-Corp - those who are more than 2% Shareholders

Participation (Medical, Dental, Vision)

• Contribution must be 100% employer paid

• If there is an owner contribution, the contribution must be post-tax

• Self-employed individuals may not participate in the FSA program

Responsibility

• It is the owner’s responsibility to report if they are not eligible for pre-tax deductions

Deadline

• Owners should report any changes by December 16th

Third-Party Sick Pay

What is Third-Party Sick Pay?

• Disability payments

• Payments are considered wages and must be reported on the W-2

Responsibility • AlphaStaff will retain the

information for all AlphaStaff plans

• For client sponsored plans you must submit the information from your provider

• In all cases, the employer is responsible for the employer’s portion of taxes

Deadline

• 10 am EST December 27, 2013

• Any Third-Party Sick Pay received after this time are subject to receive a W-2c for a $30 fee per adjustment

Group Term Life

• Imputed income is the taxable value of group life insurance over $50,000 that is provided to employees

Imputed Income

• The AlphaStaff plans are not subject to imputed income

• No action or additional taxation is required

AlphaStaff Sponsored Plans

• You must include in your employee's wages the cost of group-term life insurance beyond $50,000 worth of coverage, reduced by the amount the employee paid toward the insurance

• For more information go to http://www.irs.gov/pub/irs-pdf/p15b.pdf

Client Sponsored Plans

• All Imputed income must be reported by December 27, 2013

Deadline

W-2 Delivery Options

Electronic W-2 Registration

• www.paperlessemployee.com/alphastaff

• Electronic registration must be done no later than January 4, 2014

• Employees who registered last year will automatically receive an electronic copy of their W-2 for 2013

Paper W-2

• For those not registered for an electronic W-2, paper W-2s will be issued no later than January 31, 2014

• W-2 will be mailed to the address in the system as of December 27, 2013

• If an employee had received an electronic copy last year but would like to switch to paper, they need to log in to www.paperlessemployee.com/alphastaff and “Opt Out”

All active employees will have access to their W-2 on InfoSource February 15, 2013

What if my employees have questions?

W-2 Call Center Opens 2/6/14

(888)778-9128

Fax

E-mail W2generalinquiries @alphastaff.com

(866)616-5034

www.paperlessemployee.com/alphastaff

**Processing fees apply**

• Adjustment Due – 12/13/2013 – Final Adjustments Due 12/26/2013

• Self Employed Info and H.S.A. Figures Due – 12/16/2013

• Address Changes and Third-Party Sick Pay Due – 12/27/2013

December

• Benefits Reporting Template Due – 1/3/2014

• Last Day to Register for Electronic Delivery of 2013 W-2s – 1/4/2014

• W-2s Must be Postmarked and Mailed – 1/31/2014

January

• W-2 Call Center Opens and W-2 Reissue Requests Begin – 2/6/2014

• W-4 Exempt Employees Claim Due for 2014 - 2/12/2014

• W-2s Available for Employees on InfoSource – 2/15/2014

February

QUESTIONS?