USPS CALENDAR YEAR END

CHECKLIST REVISED DECEMBER 2014

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USPS RELEASE NOTES

• SEPTEMBER 2014 - USPS RELEASE SEPT 2014

• DECEMBER 2014 - USPS RELEASE DEC 2014

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FRINGE BENEFITS/OTHERIT IS PREFERABLE TO REVIEW/ENTER THESE ITEMS PRIOR TO FINALIZING THE

LAST PAYROLL OF THE YEAR.

____LIFE INSURANCE > $50,000 –ENTER AS NC1 WITH LAST PAYROLL OF THE YEAR *

____3RD PARTY SICK PAY. DO YOU HAVE A TAXABLE OR NON-TAXABLE PLAN? *

____REVIEW EMPLOYEE REIMBURSEMENTS HANDOUT *

____HSA PLANS – COMBINED EMPLOYEE/BD. SIDE AMTS. WILL PRINT TO BOX 12, CODE W.

DEDNAM MUST BE DEFINED AS TYPE “I”. EMPLOYER SPONSORED HEALTH CARE = N

____PPO PLANS – COMBINE EMPLOYEE/BD. SIDE AMTS. WILL PRINT TO BOX 12, CODE DD.

DEDNAM MUST BE DEFINED AS TYPE “D”. EMPLOYER SPONSORED HEALTH CARE = Y, IF APPLICABLE

____EMPLOYER SPONSORED HEALTH PLANS - IF PRINTING >250 W2’S, COMBINED

EMPLOYEE/BD/SIDE AMTS. WILL NEED TO PRINT IN BOX 12, CODE DD . IN DEDNAM, SET FLAG

“INCLUDE AS EMPLOYER-SPONSORED HEALTH COVERAGE” TO Y. RUN YTDDED REPORT.

____OTHER FRINGES – ADD TO DEDSCN 001 – EX. - MOVING EXPENSE, VEHICLE LEASE

____ACTIVE MILITARY *

____TERMINATED EMPLOYEES *

____DECEASED EMPLOYEES *

*DOCS ARE AVAILABLE ON ABOVE TOPICS FURTHER IN CHECKLIST AND ON OUR WEBSITE UNDER CY DOCUMENTATION

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MONTH END CLOSING____COMPLETE LAST PAYROLL OF THE YEAR

____RUN BENACC TO ACCUMULATE SICK/VACATION LEAVE.

____CHECK YOUR NEGOTIATED AGREEMENT PER HB 153, IF YOU ARE REQUIRED TO ACCRUE 4.6 HRS.

SICK PER >80 HRS WORKED. IF REQUIRED, SET BIOSCN PART-TIME FLAG TO Y. RUN MASCHG/MASSICK*

____RUN BRDDIS TO COLLECT BD. SIDE AMTS. FROM DEDSCN’S.

____RUN RETIRE FOR SERSREG AND STRSREG IN P MODE. VERIFY TOTALS EQUAL DEDUCTION OR

ELECTRONIC CHECKS. CORRECT DAYS IN ATDSCN USING AD RE AND/OR AD RH ENTRY. CREATE TAPE.

____RUN STRS_SEND TO AUTO E-MAIL STRSREG TO STRS.

____MDECA SENDS THE SERS TAPE FILE TO SERS BY THE 15TH OF THE NEXT MONTH

____RUN STRSMONTH WITH EACH PAYROLL TO CLEAR MTD TOTALS FROM 591/450/691 DEDSCN’S.

____RUN STRSHIRE/SERSHIRE/NEWHIRE TO COLLECT NEW EMPLOYEES FOR REPORTING. *

FOR OPTIONS IN SENDING THESE THREE NEW HIRE REPORTS.

___ RECONCILE CHECKS VIA THE CHKSTA PROGRAM.

____OPTIONALLY, RUN LEVPRO TO CHARGE SICK,VACATION,PERSONAL LEAVE TO BENEFIT ACCTS.

____IN AUTOPOST, ENSURE BATCHES HAVE BEEN POSTED: PAYROLL, VOID PAYROLL, BRDDIS, LEVPRO

____E-MAIL MDECA IF YOU HAVE OLD AUTOPOST BATCHES NEEDING DELETED.

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QUARTER AND YEAREND BALANCING

___RUN PAYDED IN P MODE WITH NO CYCLES/DED. CODES TO CHECK FRO UNPAID BALANCES. DEDUCTIONS MUST BE PAID

IN YEAR INCURRED.

____RUN QRTRPT FOR INDIVIDUALS, OPTION N (DEMAND=DO NOT CLEAR). DEDUCTION TOTALS MUST EQUAL DEDUCTION

CHECKS/ELECTRONIC CHECKS AND CORRESPONDING WIRE TRANSFERS.

____RUN W2PROC. BALANCE TOTALS FROM QRTRPT AND W2REPT TO YOUR SPREADSHEET. *

QRTRPT MUST BE BALANCED TO W2REPT PRIOR TO CREATING ADMOLD BACKUP DIRECTORY.

____THE (4) 941’S FOR THE YEAR MUST EQUAL W2REPT TO AVOID IRS PENALTIES.

____OPTIONALLY, FROM USPS_LCL, RUN PROGRAM BAL_QRTRPT. VIEW DEDGROSS.TXT AND JOBGROSS.TXT TO FURTHER ASSIST

WITH BALANCING. AUDRPT CAN BE RUN TO LOCATE MANUAL CHANGES.

____RECONCILE CHECKS USING CHKSTA PROGRAM. CHKSTA UNRECONCILED CAN BE USED IF A CHECK RECONCILED IN ERROR.

____RUN CHKSTS TO VERIFY ALL CHECKS STATUSES MATCH YOUR BANK STATEMENT.

____RUN CHKSTS IN VARIOUS FORMATS. RUN FOR P (OUTSTANDING) CHECKS. THIS IS ESPECIALLY HELPFUL IF SORTED BY

DEDUCTION CODE BY DATE TO ASSIST IN BALANCING.

____RUN ODJFSRPT WITH N TO CREATE TAPE. VERIFY TOTALS AND WEEKS. IN ATDSCN, AD OB +/- ENTRY CAN BE ENTERED TO

CORRECT WEEKS. *

____RUN ODJFSRPT WITH Y TO CREATE TAPE FILE. MDECA SUBMITS ALL DISTRICTS ODJFS TAPE FILES QUARTERLY.

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CREATE ADMOLD BACKUP DIRECTORY

• ONCE ALL TOTALS ARE IN BALANCE, GO TO USPS_LCL AND RUN CPY2ADMOLD TO CREATE THE BACKUP DIRECTORY “ADMOLD.” THIS STEP CAN ONLY BE RUN ONCE.

• IMMEDIATELY OPEN A NEW SESSION AND LOG INTO ADMOLD.

• ADMOLD USERNAME = XXADMOLD, PASSWORD = XX_TREAS. (XX=2-DIGIT DISTRICT NAME) YOU’LL THEN BE PROMPTED TO CHANGE THE PASSWORD. IF USAS STAFF CREATED ADMOLD FIRST THE PASSWORD HAS ALREADY BEEN CHANGED. ASK THEM FOR P/W.

• RUN A REPORT, EXAMPLE QRTRPT, IN ADMOLD TO VERIFY TOTALS FROM THE CURRENT DIRECTORY AND ADMOLD DIRECTORY ARE THE SAME.

• DO NOT CLEAR THE QRTRPT IN ADMOLD!

• ADMOLD DIRECTORY IS NOW AVAILABLE FOR USE IN CREATING W2’S.

• ADMOLD WILL BE MOVED TO USPS_HIST AFTER 4/15/15, THEN ADMOLD WILL BE DELETED.

• ONLY COSMETIC CHANGES SHOULD BE DONE IN ADMOLD.

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WHAT TO DO IN THE CURRENT DIRECTORY• AFTER YOU HAVE VERIFIED ADMOLD HAS BEEN SUCCESSFULLY CREATED, LOG INTO THE

CURRENT DIRECTORY AND CLEAR QRTRPT.

• QRTRPT SHOULD BE RUN, OPTION Y TO CLEAR QTR/YTD. YOU CAN RERUN CHOOSING OPTION N TO ENSURE ALL YTD’S ARE ZERO. DO NOT CLEAR FYTD.

• CHKSTA CAN BE RUN TO CLEAR RECONCILED CHECKS. MDECA PURGES CHECKS FROM THE CURRENT DIRECTORY EACH SEPTEMBER. SEPTEMBER 2015, CHECKS WILL BE PURGED THRU 6/30/14.

• PAYDEL CAN BE RUN TO MASS DELETE OLD PAY ACCOUNTS. RUN IN PROJECTION MODE BEFORE MASS DELETING PAYSCN’S. IT IS BEST TO RUN PAYACC PRIOR TO PAYDEL

THERE ARE 4 SELECTION CRITERIA OPTIONS IN PAYDEL PROGRAM:

DELETE PAY ACCOUNTS WITH AN INACTIVE PAY ACCOUNT STATUS (Y/N)

DELETE PAY ACCOUNTS THAT DO NOT HAVE A USAS BUDGET ACCOUNT? (Y/N)

DELETE PAY ACCOUNTS THAT ARE NO LONGER ACTIVE IN USAS? (Y/N)

DELETE PAY ACCOUNTS BASED ON THE FOLLOWING STOP DATE?__/__/__

• CHGDED PROGRAM CAN BE USED TO DO MASS CHANGES TO DEDSCN’S.

PRIOR TO STARTING A 2015 PAYROLL … 1. ENTER CHANGES IN TAX WITHHOLDING RATES EFFECTIVE JANUARY 1, 2015

CITY TAX RATES OSDI TAXES

2. CHECK FOR CHANGES IN PAYEE NAMES/ADDRESSES. CHANGE IN DEDNAM

3. RUN CHGDED PROGRAM TO MASS CHANGE OLD/NEW VALUES ON DEDSCN’S

4. UNSURE IF EMPLOYEE SHOULD BE TAXED? USE OHIO DEPT. OF TAXATIONS

THE FINDER TO LOOKUP BY ADDRESS, ZIP OR LATITUDE/LONGITUDE. LINK:

READY, SET, GO! YOU ARE NOW READY TO BEGIN A JANUARY PAYROLL

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SIGN INTO ADMOLD WHEN READY TO WORK ON W2’S PRE-W2 CLEANUP

• WHEN LOGGING INTO ADMOLD IN REFLECTIONS, THE SCREEN MAY CHANGE

COLOR. CTRL/F3 TO SET COLOR BACK.

• IF LOGGING INTO ADMOLD IN USPSWEB AFTER ENTERING ADMOLD’S

USERNAME/PASSWORD, USE THE DROP DOWN BOX TO CHOOSE ADMOLD

DIRECTORY OTHERWISE YOU WILL BE IN THE CURRENT DIRECTORY.

• VERIFY EMPLOYEE NAMES/SSN’S. VERIFYING SOCIAL SECURITY CARD NAME

• DO NOT ENTER PUNCTUATION AS IRS WILL NOT ACCEPT.

• SUFFIX = JR, SR, I,II,III, IV,V, MD, CPA, ESQ (NOT MR./MRS./MS)

• NO HYPENS IN LAST NAMES

• ENSURE NEW SOCIAL SECURITY CARD WAS PROVIDED IF EMPLOYEE CHANGED

NAMES SO THAT W2 PRINTS TO NAME ON SS CARD.

• THERE ARE 3 MASS CHANGE PROGRAMS IN USPS:

MASCHG, USPCHG AND CHGDED. ACCESS TO SEE VARIOUS OPTIONS

PRE-W2PROC – OSDI ABBREVIATIONS

• INCLUDE 4-DIGIT OSDI CODE NUMBER IN FIRST PART OF DESCRIPTION IN USPSDAT/DEDNAM – ONLY THE FIRST 6 WILL APPEAR ON W2.

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PRE-W2PROC - CITIES

• VERIFY ABBREV FOR CITY IS NOT “CITY”, AS THE CITY NAME NEEDS TO

PRINT ON W2.

• START/STOP DATES SHOULD BE ENTERED IN DEDSCN IF CHANGES

OCCURRED MID-YEAR

• VERIFY HONOR-ANNUITY CODES ARE ALL EXCEPT FOR SECTION 125

PLANS IN DEDNAM

• VERIFY ‘ENTITY CODE’ IN DEDNAM IS ACCURATE FOR CITIES FILING BY

TAPE.

• MDECA CREATES CITY TAPE FILES FOR.

DAYTON – ENTITIY CODE MUST BE DAYTO

ENGLEWOOD – ENTITY CODE MUST BE ENGLE

TROY – ENTITIY CODE MUST BE TROY

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PRE-W2PROC – RITA TAPE FILE REQUIREMENTS• VERIFY DEDSCN “EMPLOY/RESIDENCE” VALUE MUST BE ON ALL CITY

DEDUCTIONS THAT REPORT TO RITA

• IS THIS CITY TAX RECORD REQUIRED BECAUSE OF THE EMPLOYEES PLACE OF:

C = EMPLOYMENT R = RESIDENCE

** IF THE EMPLOYEE LIVES AND WORKS IN THE SAME CITY, ENTER AS “C”.

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PRE-W2PROC – USPSDAT/DEDNAMVERIFY RITA CODES ARE SETUP CORRECTLY IF YOU PLAN TO BE ON RITA’S TAPE FILE SEE WEBSITE: TAX RATES TABLES - REGIONAL INCOME TAX AGENCY WEB SITE

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PRE-W2PROC

• VERIFY THE PENSION PLAN BOX IS DEFINED IN 001 DEDSCN

THIS WILL DETERMINE IF AN “X” WILL PRINT TO BOX 13 OF W2’S

A=AUTOMATICALLY CHECK IF ACTIVE RETIREMENT RECORD IS FOUND

Y=ALWAYS CHECK THE PENSION PLAN BOX

N=DO NOT CHECK THE PENSION PLAN BOX

PRE-W2PROC – HSA ACCOUNTS• HSA’S NEED TO BE TYPE I” IN DEDNAM . COMBINED EMPLOYEE/BD. AMOUNTS WILL PRINT TO BOX 12 CODE W. EMPLOYER SPONSOR PLAN SHOULD BE “N.”

• MDECA CAN ASSIST WITH SETUP, BUT YOU WILL NEED TO PROVIDE EXACT DETAILS ON YOUR PLANS – 125’S OR HSAS AND Y/N TO EMPLOYER SPONSORED.

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PRE-W2PROC – EMPLOYEE EXPENSE REIMBURSEMENTS

• IF AMOUNTS PAID THROUGH WARRANT CHECK DOES IT NEED TO APPEAR ON THE W2 FORM AS WAGES?

• SPECIAL PROCESSING/MANUAL CHANGES MAY BE NEEDED

SEE DOC EXPENSE REIMBURSE 2014

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PRE-W2PROC – EXCLUDABLE MOVING EXPENSES

- CONTACT LEGAL ADVISOR WITH QUESTIONS

- MANUALLY ENTER EXCLUDABLE AMOUNTS INTO 001 RECORD.

- CONTACT LEGAL ADVISOR WITH QUESTIONS

- MANUALLY ENTER EXCLUDABLE AMOUNTS INTO 001 RECORD.

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PRE-W2PROC – FRINGE BENEFITS

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• Fringe benefit amount- will increase gross/taxable gross on w2

- Contact legal advisor with questions *Enter taxable amount in fringe benefit field on the federal tax record

PRE-W2PROC – DEPENDENT CARE

THIS SHOULD ONLY BE ENTERED IN THE 001 RECORD IF YOU DO NOT HAVE A DEDNAM RECORD, TYPE DPCARE ALREADY ASSIGNED AND BEING COLLECTED AS A WITHHOLDING.

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PRE-W2PROC – USE OF COMPANY VEHICLE

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- CALCULATE LEASED VEHICLE VALUE

- MANUALLY ENTER LEASED VEHICLE VALUE AMOUNT INTO THE FEDERAL TAX FIELD.

• - WILL INCREASE GROSS/TAXABLE GROSS ON W2

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PRE-W2PROC – LIFE INSURANCE >$50,000 ALSO SEE LINK - LIFE INS COST

• IT IS BEST TO ENTER WITH A LAST PAYROLL OF THESE YEAR AS PAY TYPE “NC1”.

• NC1 TYPE CAN BE ENTERED IN USPSCN/UPDCAL_CUR OR USPSCN/UPDCAL_FUT

PROGRAM.

• 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 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.

• SEE IRS PUBLICATION 15-B FOR MORE INFORMATION

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LIFE INSURANCE OOPS…FORGOT TO ENTER AS AN NC1 WITH THE LAST PAYROLLENTER HERE…AND UPDATE YTD’S (SEE DOC)

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PRE-W2PROC – SEE LINK: THIRD PARTY SICK PLANSTHIRD PARTY SICK - TAXABLE PLAN THESE TOTALS WILL NEED TO BE ADDED MANUALLY BY INCREASING THE TOTAL AND TAXABLE GROSS FIELDS ON THE FEDERAL, OHIO, OSDI AND MEDICARE RECORDS

THIRD PARTY SICK - NON-TAXABLE PLAN

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EMPLOYER SPONSORED HEALTH CARE COST ON W2

IF PRINTING >250 W2’S COMBINED EMPLOYEE/BOARD SPONSORED INSURANCE MUST BE REPORTED ON THE W2, BOX 12 CODE DD. MARK THE BELOW FIELD AS Y IF THE PLAN SHOULD BE REPORTED ON THE W2. HSA PLANS SHOULD NOT BE MARKED Y.

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EMPLOYER SPONSORED HEALTH CARE COST ON W2 AND HOW TO OVERRIDE THE DEDSCN’S YTD FIELDS

• W2PROC WILL COLLECT THE COMBINED YTD VALUES FROM DEDSCN’S FLAGGED IN DEDNAM AS EMPLOYER SPONSORED PLANS.

• IF AN EMPLOYEE IS PAYING FOR INSURANCE OUT OF POCKET, THIS WILL NEED TO BE MANUALLY ADDED TO THE ‘EMPLR HTH’ FIELD ON THE EMPLOYEE’S 001 DEDUCTION RECORD. DO NOT INCREASE GROSS/TAXABLE GROSS ON DEDSCNS.

• 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’ IN DEDSCN CODE 001.

• IMPORTANT - RUN YTDDED TO VERIFY THE EMPLOYEE/BD. SIDE YTD TOTALS BY DEDUCTION CODE. VERIFY THE COMBINED TOTAL FROM THE YTD FIELD ON DEDSCN’S SHOWN. IF YOU NEED TO OVERRIDE THESE VALUES, ENTER THE COMBINED CORRECTED TOTAL ON THE 001 DEDSCN IN FIELD “EMPLR HTH’.

• BOTTOM LINE – WHAT IS IN THE EMPLR HTH FIELD WILL THEN PRINT TO THE W-2 INSTEAD OF THE TOTALS FROM THE YTD DEDSCN FIELDS. VERIFY ON W2REPT

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W2PROC – EXPLANATION OF PROMPTS DID ANOTHER ENTITY REPORT TAXES WITHHELD FOR 3RD PARTY SICK PAYMENTS? THIS WOULD BE THE TAXABLE PLAN.

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W2PROC – NEW FIELDS IN 2013• 5 PROMPTS WERE ADDED TO W2PROC WHEN “Y” IS

SELECTED TO CREATE THE 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.

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W2PROC – DEFINE DISTRICT, ANNUITY WARNING, FRINGES…

• ANSWER PROMPTS RELATING TO DISTRICT NAME, FEDERAL STATE ID’S - OR - TAKE THE DEFAULT VALUES AS ENTERED IN USPCON SETUP SCREEN.

• DEFINE KIND OF EMPLOYER – IF UNSURE ASK YOUR TREASURER. VIEW PAYROLLCD TO SEE LAST YEAR’S W2REPT IF NEEDED. SCHOOLS ARE S OR Y

• IF AN ANNUITY RECORD WARNING APPEARS DUE TO ANNUITY TYPE NOT DEFINED, YOU MUST DEFINE IN DEDNAM RECORD .

• DO YOU WANT BOX 14 TO PRINT FRINGE BENEFITS IF THERE ARE ANY?

W2PROC – ADDITIONAL DEDUCTIONS ON W2

• ALLOWS DISTRICTS TO PRINT ADDITIONAL INFORMATION IN BOX 14, “OTHER”

• OPTIONAL - ADDITIONAL DEDUCTIONS NOT REQUIRED BY THE IRS

EX-RETIREMENT, UNION DUES

• SIX CAN BE ENTERED

• LEASED VEHICLE VALUE IS ALWAYS INCLUDED

• OTHER USER VALUES ARE SECONDARY

• PRINTS THE FIRST 3 FOR EACH EMPLOYEE IN THE ORDER ENTERED

• DO NOT ENTER EMPLOYER SPONSORED HEALTH CARE OR HSA CODES HERE!

• ALIGNMENT FORMS-WOULD YOU LIKE TO PRINT A DUMMY W2 FOR FORM ALIGNMENT? ANSWER N, AS THIS IS NOT REQUIRED FOR EDGE PRINTING

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W2 BALANCING-IMPORTANT!

• INFORMATION ON W2REPT.TXT SHOULD BALANCE TO:

• QRTRPT AS QRTRPT TOTALS ARE USED TO COMPLETE 941

• ERNREG/ERNSUM FIGURES

• REPRESENTS AMOUNTS AS WITHHELD FROM EMPLOYEES

• BALANCE FEDERAL, OHIO, AND CITY TAXES AND GROSS AMTS.

• ALL DEDUCTION CHECKS/WIRES MUST BALANCE

• MOST DISTRICTS ALSO KEEP A SPREADSHEET OF EACH PAYROLLS TOTALS AND BALANCE THE SPREADSHEET TO QRTRPT/W2REPT

• IT IS BEST TO FOLLOW THIS PROCESS EACH PAYROLL ESPECIALLY IF CORRECTIONS HAVE BEEN MADE TO EMPLOYEE RECORDS.

• AUDRPT SHOULD ALWAYS BE RUN TO LOOK FOR MANUAL CHANGES

• ALL 4 941’S MUST EQUAL THE FINAL W2REPT

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W2 BALANCING – VIEW END OF QRTRPT.TXT

31 Amounts in this column on QRTRPT should be using

for balancing

W2 BALANCING – VIEW END OF W2REPT.TXT

32 Amounts in this column on balancingW2REPT.TXT should be used

for

W2 BALANCING

• ITEMS THAT AFFECT BALANCING BETWEEN W2PROC & 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

• DEPENDENT CARE BENEFITS

• AMOUNTS OVER LIMIT ($5,000.00) ADDED TO TOTAL AND TAXABLE GROSS AMOUNTS ON FEDERAL, OHIO AND CITY TOTAL AND TAXABLE GROSS FIELDS ON THE W2REPT

• EXAMPLE-IF $6000.00 IS ADDED TO DEPENDENT CARE FIELD ON 001 RECORD $1000.00 WILL BE ADDED TO TOTAL AND TAXABLE GROSS FIELDS. DO NOT ADD $ HERE IS YOU HAVE A DEDNAM CODE, TYPE DPCARE

• WILL CAUSE GROSS AMOUNTS ON W2REPT TO BE HIGHER.33

W2 BALANCING

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W2 BALANCING FOR CITY OF “WORK” DEDNAM RECORDS- EMPLOYEES WITH PICKUPS:

• IF THE “TAX BOARD AMOUNT “ FLAG IS SET TO N:

• NO CITY TAX IS WITHHOLD WITH EACH PAYROLL

• EMPLOYEE WILL OWE WHEN THEY FILE TAXES WITH THE CITY

• TAX MED/FICA PICKUP SHOULD BE “Y” IF THE CITY TAXES THE MEDICARE PICKUP,

THEN ADD THE DED. CODE IN THE BLANK FIELDS BELOW: EXAMPLE : 690, 691, 694

• IF THE ‘TAX BOARD AMOUNT’ IS SET TO Y:

• THE TAX IS WITHHELD DURING THE PAYROLL

• NO MEDICARE PICKUP IS ADDED TO THE CITY WAGES ON THE W2REPT. EVEN IF THE ‘TAX MED/FICA PICKUP’ FLAG IS “Y”

• USE OF COMPANY VEHICLE FIELD

• ADDS THE VEHICLE LEASE AMOUNT FROM THE 001 FEDERAL RECORD TO THE TOTAL AND TAXABLE GROSS FIELDS ON THE FEDERAL, AND OHIO TOTAL AND TAXABLE GROSS FIELDS ON THE W2 REPORT.

• WILL CAUSE THE GROSS AMOUNTS ON W2REPT TO BE HIGHER

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EMPLOYEE EXPENSE REIMBURSEMENTS• IF YOU ADDED EMPLOYEE REIMBURSEMENTS ORIGINALLY

PAID THROUGH WARRANT CHECKS MANUALLY TO THE DEDSCN’S SO TOTALS WOULD APPEAR ON THE W2 AS WAGES, THIS WILL CREATE A BALANCING DIFFERENCE BETWEEN QRTRPT AND W2PROC

• MAY CAUSE W2PROC TO SHOW HIGHER GROSS AMOUNTS THAN ACTUALLY PAID THROUGH USPS

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W2/W2REPT BALANCING PROBLEMS

• VOIDED CHECKS FROM PRIOR CALENDAR YEAR• RUN CHKSTS REPORT

• REFUND OF ANNUITY WITHHELD IN PRIOR CALENDAR YEAR

• RUN AUDRPT

• RUN W2PROC TO CHECK FOR W2ERR’S ON ANNUITIES

• MANUAL UPDATES• RUN AUDRPT

• DO A FIND ON QTD AND YTD TO LOCATE OLD/NEW VALUES

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W2PROC REPORT

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Special amounts for W2s

Descriptions for W2 boxes from

DEDNAM

From DEDSCN

Calculated gross minus taxable

gross

COMMON W2PROC MESSAGES

• FATAL ERRORS MUST BE RESOLVED .

• A TAPE FILE CAN NOT BE SENT WITH FATALS.

• REVIEW THIS LINK FOR A COMPLETE LISTING OF W2ERR’S

• SEE LINK - W2PROC ERRORS WARNINGS

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W2 INSTRUCTIONS REVIEWED

• DECEASED EMPLOYEE’S WAGES

SEE IRS.GOV - INSTRUCTIONS FOR FORMS W-2 AND W-3

• IF PAYMENT IS MADE IN YEAR EMPLOYEE DIED

• W2 REPORTING REQUIRED

• 1099 REPORTING REQUIRED

• IF PAYMENT IS MADE IN YEAR AFTER THE DEATH OF EMPLOYEE

• 1099 REPORTING REQUIRED

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W2 INSTRUCTIONS REVIEWED• DESIGNATED ROTH IRA AMOUNTS- DEDNAM TYPE “REG”,

THEN FURTHER

DEFINE THE TYPE OF DESIGNATED ROTH FLAG CHOICES.

• EDUCATIONAL ASSISTANCE

• VERIFY TAXABILITY WITH LEGAL ADVISOR

• EMPLOYEE BUSINESS EXPENSE REIMBURSEMENTS

– 2014 INSTRUCTIONS FOR FORMS W-2 AND W-3

• VERIFY TAXABILITY WITH LEGAL ADVISOR

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W2 INSTRUCTIONS REVIEWED• SEE IRS.GOV, PUBLICATION 15-B

• EMPLOYEE TAXES PAID BY EMPLOYER - MEDICARE PICKUP

• FRINGE BENEFITS

• VERIFY TAXABILITY WITH LEGAL ADVISOR

• GROUP-TERM LIFE INSURANCE

• OVER $50,000 PROVIDED

• MUST USE PUBLICATION 15-B TABLE AND CALCULATE TAXABLE VALUE OF PREMIUM

• NOTE: PRINT 15-B NOW – IRS UPDATES EARLY FOR NEW TAX YEAR

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W2 INSTRUCTIONS REVIEWED• BOX A -2014 INSTRUCTIONS FOR FORMS W-2 AND W-3 EMPLOYEE SSN AS ENTERED IN BIOSCN

• BOX B - 2014 INSTRUCTIONS FOR FORMS W-2 AND W-3

FEDERAL EIN

• BOX C - 2014 INSTRUCTIONS FOR FORMS W-2 AND W-3

EMPLOYER INFORMATION AS ENTERED IN W2PROC

• BOXES E & F - SEE INSTRUCTIONS FOR FORMS W-2 AND W-

3

• EMPLOYEE’S NAME AND ADDRESS

• DATA FROM BIOSCN

• USES LEGAL NAME IF A DIFFERENT NAME IS ENTERED ON BIOSCN SCREEN 2

• OTHERWISE, USER NAME FROM BIOSCN SCREEN 1

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W2 INSTRUCTIONS REVIEWED

BOX 1 – WAGES FROM FEDERAL TAXABLE GROSS - FROM FEDERAL 001

RECORD

BOX 2 -SEE 2014 INSTRUCTIONS FOR FORMS W-2 AND W-3

TAX WITHHELD FROM YTD FIELD ON FEDERAL 001 RECORD

BOX 3 –SEE 2014 INSTRUCTIONS FOR FORMS W-2 AND W-3

SOCIAL SECURITY WAGES FROM 692/693 RECORDS FLAGGED WITH DEDUCTION CATEGORY “F”

BOX 4 – SEE INSTRUCTIONS FOR FORMS W-2 AND W-3

FICA TAXES WITHHELD FROM 692/693 AND 694/694 FLAGGED WITH DED. CATEGORY “F”

BOX 5 – INSTRUCTION FOR FORMS W-2 AND W-3

MEDICARE WAGES FROM 692/693 RECORDS FLAGGED WITH DED. CATEGORY OF “M”

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W2 INSTRUCTIONS REVIEWED• BOX 12-CODES - SEE INSTRUCTIONS FOR FORMS W-2 & W-3

CODE C- GROUP-TERM LIFE OVER $50,000 COST

CODE D - 401(K) AMOUNTS

CODE E - 403(B)

CODE F – 408 (K) (6)

CODE G – 457 (B) 457 (F)

CODE H – 501 C(18) (D)

CODE J – NON TAXABLE SICK PAY

CODE P - EXCLUDABLE MOVING EXPENSES

CODE T - ADOPTION BENEFITS

CODE W - EMPLOYER /EMPLOYEE EXTRA CONTRIBUTIONS TO HSA’S

**EMPLOYER CONTRIBUTIONS INCLUDE SECTION 125 ANNUITY AMOUNTS THE EMPLOYEE CONTRIBUTES

CODE AA - DESIGNATED ROTH - SECTION 401(K)

CODE BB – DESIGNATED ROTH CONTRIBUTIONS – 403(B) PLAN

CODE DD – COST OF EMPLOYER SPONSORED HEALTH COVERAGE

CODE EE – DESIGNATED ROTH - 457 (B) PLAN

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W2 INSTRUCTIONS REVIEWED

• BOX 13 – SEE 2013 INSTRUCTIONS FOR FORMS W-2 AND W-3

• RETIREMENT PLAN

• 401(A)

• 401(K)

• 403(B)

• 408(K)

• 501C(18)

• NOTICE 87-16 DEFINES “ACTIVE PARTICIPANT”

• BOX 14 - OTHER – SEE 2014 INSTRUCTIONS FOR FORMS W-2 & W-3

• VALUE OF VEHICLE LEASE FROM FEDERAL TAX RECORD

• THE ADDITIONAL DEDUCTIONS ENTERED IN W2PROC

• OPTIONAL POSSIBILITIES INCLUDE

• UNION DUES

• RETIREMENT

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W3 INSTRUCTIONS • W3 FORM, NOT REQUIRED TO BE SENT TO IRS UNLESS

FILING ON PAPER

• MDECA ELECTRONICALLY FILES FOR ALL DISTRICTS IN FEBRUARY

• W2TAPE.SEQ TAPE FILE TOTALS (W2 SUBMISSION FILE) IS THE SUBSTITUTE FOR W3

• NO W3 NEEDS TO BE SUBMITTED TO MDECA.

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RUN W2PROC AND CREATE TAPE FILE “Y”

• YOU ARE NOW READY TO RUN W2PROC AGAIN THIS TIME ANSWERING Y TO CREATE TAPE FILE . (MDECA WILL ALWAYS USE THE LATEST .SEQ TAPE FILES CREATED)

• YOU WILL SEE THE FOLLOWING FILES CREATED:

W2FORM.TXT

W2REPT.TXT

W2CITY.DAT (IF DEDNAM ENTITIY CODE IS DEFINED, FOR DAYTON, TROY, ENGLEWOOD)

W2BREAK.TXT (ONLY IF SORT IS OTHER THAN S OR N) SORT ORDER IS YOUR CHOICE

W2ERR.TXT

W2RITA.SEQ (IF DEDNAM ENTITY AND RITA CODE ARE DEFINED)

W2TAPE.SEQ

• RUN EMAIL_PDF TO CONVERT ANY .TXT REPORT TO .PDF AND AUTO E-MAIL YOURSELF THE PDF..

• OPTIONALLY, RUN YTDRPT, A REPORT OF YTD EARNINGS/BENEFIT STATEMENTS.

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INFORM MDECA W2’S ARE READY!• E-MAIL WILLHOITE@MDECA.ORG WHEN READY TO HAVE W2’S PRINTED PLEASE

CC: TREPAL@MDECA.ORG, OTOSKI@MDECA.ORG

• INDICATE IF YOU NEED ONE OR TWO SETS OF EMPLOYEE W2’S

• DEADLINE FOR PRINTING IS 1/29/15.

• MDECA WILL E-MAIL YOU WHEN FORMS ARE READY FOR PICKUP.

• REPRINTS – IF ON KIOSK, EMPLOYEES CAN VIEW THEIR OWN FORMS OR AN EMPLOYER COPY CAN BE GIVEN. MDECA POSTS W2’S TO KIOSK MID-FEBRUARY AFTER THE TAPE FILE HAS BEEN SENT TO THE IRS/SSA.

• MDECA CAN REPRINT SPECIFIC W2’S AND 1099’S UPON REQUEST

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REPORTS, TAPE FILES AND FORMS• STATE OF INDIANA. IF YOU HAVE >25 W2’S, YOU MUST FILE ELECTRONICALLY. REGISTER

PRIOR TO 12/31/XX. VISIT INDIANA DEPT. OF REVENUE’S WEBPAGE FOR INSTRUCTIONS.

• IT-941, IT-942 AND SD141 SHOULD BE FILED VIA OHIO BUSINESS GATEWAY.

• MDECA WILL SUBMIT W2 FILE TO THE STATE OF OHIO. ALL DISTRICTS MUST FAX/E-MAIL/MAIL AN IT-3 FORM TO MDECA BY 2/7/14.

• FILE WITH CITIES - DETERMINE WHICH CITIES NEED COPIES OF W2’S, WHICH WILL ACCEPT REPORT DEDW2CITY OR IF YOU PLAN TO BE INCLUDED ON A TAPE FILE.

• VANDALIA TAX HUB PROCESSES VANDALIA, UNION, BROOKVILLE, CLAYTON AND W. MILTON

• HAMILTON TAX HUB PROCESSES PHILLIPSBURG

• TAPE FILES ARE AVAILABLE FOR:

DAYTON REQUIRED IF >100 W2’S, SUBMIT FORM DW-3 TO MDECA BY 2/7/14

TROY, SUBMIT FORM TW1 TO MDECA BY 2/7/14

ENGLEWOOD, SUBMIT FORM W-3 TO MDECA BY 2/7/14.

RITA, REQUIRED IF >250 W2’S, SUBMIT FORM 17 TO MDECA BY 2/7/14.

• ALL OTHER CITES WILL NEED TO BE FILED MANUALLY.

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W2 FOLLOWUP/ CALENDARCD• IN ADMOLD, UNDER USPS_ANN, DISTRICTS MUST RUN PROGRAM CALENDARCD

TO PLACE CY END REPORTS AND W2’S ON PAYROLLCD.

• IF YOU SHOULD FIND ERRORS IN W2’S PRIOR TO MID-FEBRUARY, CORRECTIONS CAN BE MADE IN ADMOLD AND A NEW W2TAPE FILE CREATED. EMPLOYEE(S) WITH CORRECTIONS ONLY CAN BE RE-PRINTED. CONTACT MDECA

• IF YOU SHOULD FIND ERRORS IN W2’S AFTER MID-FEBRUARY AND MDECA HAS ALREADY SENT THE TAPE FILE TO THE IRS/SSA. YOU WILL NEED TO COMPLETE A MANUAL W2-C. CONTACT MDECA SHOULD THIS ARISE.

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AND THAT IS IT FOR 2014 W2’S!• OPEN A HELPDESK TICKET IF YOU HAVE QUESTIONS.

• QUESTIONS WILL BE ANSWERED IN ORDER OF SEVERITY

• IF THE CALL CANNOT WAIT, CONTACT FISCAL SERVICE AT 937-223-1112

DECEMBER 2014