Presenter: QSS Account Manager, Lois Milstead
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1 December 5th, 2012 Presenter: QSS Account Manager, Lois Milstead 1
2 W2 Processing Release Overview The W2 software updated annually. Software for 2012 is designated as TX12. 2
3 Changes for 2012 W2 Tax Year Reporting General Overview Employee Social Security Tax Withholding Rate changes from 4.2% to 6.2% effective March 1 st, Cost of Employer-sponsored Health Coverage required changes in 2012 reporting. These changes will impact 2012 W2 processing. 3
4 How W2 Processing Works W2 information comes from two sources: Payroll records in PERPAY (personnel and payroll) d/b and Travel Claims in A/P system. W2 information is extracted from those two sources and combined into one consolidated file. W2 Media file is transmitted to the Social Security Administration (SSA). 4
5 W2/1099 Processing Branch 5
6 2012 W2 Processing Menu 6
7 2012 W2 Task List (Part 1) 7
8 2012 W2 Task List (Part 2) 8
9 W2 Processing Task Flowchart T denotes Technical Staff, PR denotes Payroll Staff, AP denotes Accounts Payable Staff 9
10 W2 Processing Identification Numbers Two numbers used in W2 processing: Federal EIN or State Identification Number. State ID hand input when prompted or read from DISTRICT record. 10
11 W2 Processing 2012 Mileage Payments 2012 rate is $.555 per mile Mileage payments in excess of Federal Government allowance must be reported. 11
12 W2 Processing Imputed Paylines Paylines for imputed gross occurs when taxes are owed on a benefit an employee receives. Imputed paylines needed to be processed on a payroll dated 12/31/12 or earlier. 12
13 W2 Processing Voluntary Deduction 8999 Group Life Insurance (GLI) is defaulted to Voluntary Deduction code of 8999 in QSS/OASIS payroll software. 13
14 W2 Processing Cell Phones Fringe benefits such as cell phones provided by employer subject to FIT, SIT, OASDI and Medicare taxes. 14
15 W2 Processing Default Deferred Compensation Determine default for Deferred Compensation plans Determine additional plan codes for alternate deferred compensation. 15
16 W2 Processing W212DC and W212DX Program Options 16
17 W2 Print Sort Options 17
18 W2 Processing Pay History Records W2 s will not print on employee unless Pay History records exist even if Travel Claim records exist. 18
19 W2 Processing Submitting to IRS Send Copy A of W2 forms (Wage and Tax Statement) to the SSA (Social Security Administration) by March 31 st,
20 W2 Processing Considerations and Cautions Program option record control reporting of Deferred Compensation amounts, Dependent Child Care, GLI, Roth IRA s, Federal/State subjectivity differences, Employer HSA s. Be sure Program Options are setup correctly. QSS supports Box 12 amounts Substantiated Employee Expense (Code L), Uncollected OASDI on GLI (Code M), Uncollected Medicare on GLI (Code N) and Adoption Benefits (Code T). Manual entries may be needed on W2 s. 20
21 W2 Processing Other Considerations and Cautions State ID entered in District Master file. How to handle Employees with no SSN. Security USERSEC setups for W2 processing. 21
22 W2 Processing USERSEC Entries Used by QCC 22
23 W2 Processing District Record containing State ID 23
24 Task 1-T (Tech) Install W2/1099 Release 24
25 Task 2-PR Maintain W2 Program Options (W2PO12) 25
26 W2 Option Maintenance (W2PO12) W2 Program Option Maintenance 26
27 W2 Option Maintenance (W2PO12) Control Window Access 27
28 W2 Option Maintenance(W2STID) State EIN Edit Mask 28
29 W2 Option Maintenance (W2EX12) Configure W2 Extract Program 29
30 W2 Option Maintenance (W212DC) Deferred Compensation Individual Voluntary Deductions 30
31 W2 Option Maintenance (W212DX) Deferred Compensation Voluntary Deduction Ranges 31
32 W2 Option Maintenance (W212DR) 403b/401k/457b Roth Contributions (Box 12) 32
33 W2 Option Maintenance (W212CC) Dependent Care Sec125 Voluntary Deductions (Individual) 33
34 W2 Option Maintenance (W212CX) Dependent Care Sec125 Voluntary Deductions (Individual) 34
35 W2 Option Maintenance (W212FA) Voluntary Deduction Ranges Add Back FIT 35
36 W2 Option Maintenance (W212SA) Voluntary Deduction Ranges Add Back SIT 36
37 W2 Option Maintenance (W212HS) Add Employer HSA Voluntary Deduction Codes 37
38 W2 Program Option (W212HC) Employer-Sponsored Health Plan Reporting 38
39 W2 Program Option (W212HX) Extension Employer-Sponsored Health Plan Reporting 39
40 Task 3-T Set Up Control Files CTW2TP12.W <your_account> contains Federal EIN for each district CTSUFFIX.W <your_account> Custom list of suffix names. CTW2RA12.W <your_account> Submitter Address for W2 transmittal file CTW2RP12.W <your_account> Defines custom report layouts for W2 Prelist (W2RP12). 40
41 Task 4-T (Tech) Zero Out YTD Pay Stub Totals for Payroll 41
42 Task 5-T (Tech) Obtain User ID and Password for File Submission 42
43 Task 6-PR Preliminary W2 Prelist Run Options 43
44 W2 Prelist Run Option 1 (Temp File) Run Option 2 (Extract File) 44
45 W2 Prelist Print W2ED12 Changes (only) 45
46 W2 Prelist Main Window Additional Report Settings 46
47 W2 Prelist S Report Option Select Field Ranges Window 47
48 W2 Prelist Report Totals 48
49 Task 7-PR Print Pay History Report (PAY830) QCC Job Menu 49
50 Pay History Report (PAY830) Main Window 50
51 Pay History (PAY830) DI/SSN Select Window 51
52 Task 8-PR Include Employees Without a Pay History Record (PHUPDT) 52
53 Task 9-PR Adding 2011 Pay History Setup PHUPDT USERSEC 53
54 Task 10-T (Tech) Extract W2 Data Y12W2EXTRACT Execute Y12W2EXTRACT. Payroll history, deduction history and payroll adjustments records are extracted for each 2012 payroll check. 54
55 Task 11-T (Tech) Report of W2 Records from Pay History Execute Y12W2REPORT. Travel Claims are not included in W2 Prelist at this point. 55
56 Task 12-T (Tech) Including Car Travel Claims Execute Y12W2TCEXT and Y12W2CKTCRPT Include Car Travel Claims before running Final Merge. 56
57 Task 13-AP Adjusting Travel Claims A/P Branch (TCPYMT) 57
58 Car Travel Claims (TCPYMT) Mileage Flag M 58
59 Vendor Maintenance (VEUPDT) Changing Vendor Tax ID 59
60 Task 14-T (Tech) Merge All Sources of W2 Information Execute Y12W2FNLMRG to create combined file even if there are no Car travel claims to process. Use caution when re-running Y12W2FNLMRG. 60
61 Task 15-T (Tech) Print W2 Prelist with Combined Information Execute Y12W2REPORT. W2 Prelist will contain combined W2 information. Pass the Point of No Return Considerations. 61
62 Task 16-PR Edit W2 Information (W2ED12) Adjust W2 amounts using W2ED12 62
63 W2 Edit Program (W2ED12) 63
64 W2 Edit Program (W2ED12) Advanced Search Feature 64
65 W2 Edit Program (W2ED12) Advanced Search Feature 65
66 W2 Edit Program (W2ED12) Returned Search Entry 66
67 W2 Edit (W2ED12) New Items ( ) Supported TSA Codes New fields added in 2009: R/ER MSA, (Medical Savings Acct), AA/Roth 401k and BB/Roth 403b. Supported Box12 codes: D (401k), E (403b), F (408kb), G (457b), H (501(c)(18)(d), S(408p) New fields added in 2011:Hired Exem Wages, Employer Health and EE (Roth 457b). 67
68 W2 Edit (W2ED12) W2 Data Source 68
69 Task 17-T (Tech) Final W2 Prelist Report Payroll Staff final review, use W2ED12 for any last minute corrections and rerun report. Report of W2 Edit Changes (W2RP12) 69
70 Task 18-T (Tech) Ready to Print W2 Forms Payroll approves the Final W2 Prelist. Three methods of printing: Pin-feed form printing, export to 3 rd party print system and laser printing. 70
71 Task 18-T (Tech) W2 s converted to PDF 71
72 2012 W2 Sample 72
73 Interval Between W2 Distribution and Creation of W2 File for SSA 73
74 Task 19-T (Tech) Create Electronic Transmittal File for SSA Execute Y12W2FILE. Transfer W2 Transmittal file to your PC using Reflections and Minisoft (see 2012 W2 Processing Manual) 74
75 Task 20-T (Tech) Create Transmittal Totals Report Execute Y12W2TFTOTAL. 75
76 Task 21-T Saving History Files Execute Y12W2SAVE. 76
77 Special Notes for W2 Processing If employee SSN changes in database during the year and the W2 file is already extracted, the W2 form for the employee will be printed with the bad SSN number. 77
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