End Of Year Processing Training Webinar

Transcription

1 End Of Year Processing 2013 Training Webinar

2 2 Meet The Processing Team Carey Sowle Chief Operating Officer Aaron Goff Senior Implementation Specialist Rhonda Borton Administrative Coordinator

3 3 Welcome New Users/Customers

4 4 What We Will Cover Processing Steps Setup Verification Software Demonstration Tie-Out Numbers/Verify Data Send Files to Solana Employer Packets Important Dates Required Forms Filing Deadlines and Responsibilities Additional Information Your Questions

5 5 Processing Overview Setup Verification Software Demonstration Tie-Out Numbers/Verify Data Send Files to Solana

6 Setup Verification

7 7 Database Preferences/Subsidiary Groups Go To: ProviderPro: Tools >Database Preferences Verify: Federal ID Number Company Name Address ISS: System Manager>Subsidiary Groups

8 8 PR Taxes Go To: Payroll>Setup>Taxes Verify: Other Tax ID Numbers Pre-Tax Deductions EIN Groups

9 9 PR Deduction Types Go To: Payroll>Setup>Deduction Types Verify: W-2 Types and W-2 Codes

10 10 PR Deduction Types Continued Verify: Deduction Breakout Types Health Care Reportable Premium Amounts

11 11 PR Non-Payroll Benefit Types Go To: Payroll>Setup>Non-Payroll Benefits Verify: Health Coverage Reportable Premium Amounts

12 12 PR Employees Verify: No missing Social Security Numbers

13 13 PR Employees Correct and Complete Address

14 14 PR Employees Benefits Tab: Employee Deductions Employee Non-Payroll Benefits

15 15 PR Employees Non-Payroll Compensation

16 16 AP Vendors Reference your prior year 1099s to compare and verify: Correct and Complete Address

17 17 AP Vendors No Missing or Duplicate Taxpayer ID Numbers Correct Default 1099 Form and Box

18 Software Demonstration

19 Tie-Out Numbers/ Verify Data

20 20 Tie Out Numbers/Verify Data Gather the following reports: 1. All four quarters 941 Reports 2. Tax Summary Report for Federal Withholding, Earned Income Credit, Medicare, Medicare Company, Social Security and Social Security Company ProviderPro: ISS: Go to Payroll>Standard Reports>Tax Summary By Tax and select these taxes to include for the last pay period of the year 3. Tax Summary Report for All City Work Taxes, if you have city taxes ProviderPro: ISS: Go to Payroll>Standard Reports>Tax Summary By Tax and select the type of City Work as a filter for the last pay period of the year

21 21 Tie Out Numbers/Verify Data, Cont. 4. Tax Setup Listing ProviderPro: Go to Payroll>Setup>Taxes and select Listing under the Reports toolbar menu ISS: Go to Payroll>Setup>Taxes and click Listing 5. Deduction Summary Report for each tax (You will have multiple reports) ProviderPro: ISS: Go to Payroll>Standard Reports>Deduction Summary and select the deductions that are listed as Pre-Tax for a tax from the Tax setup listing for the last pay period of the year. 6. Agency Check Register for entire year. If you have been reconciling this quarterly, you may skip this. ProviderPro: ISS: Go to Payroll>Date Range Reports>Agency Check Register and select dates from 1/1/13through 12/31/13

22 22 Click Tie Out to Numbers/Verify edit Slide Title Data, cont. Tip: From the Print Preview Window: Export the Agency Check Register to Excel ProviderPro: Export>Excel ISS: Press the Ctrl and E keys together Open the report in Excel Sort by Agency Name and Date Use the Subtotal feature to quickly confirm the total paid to each agency

23 23 Click Tie Out to Numbers/Verify edit Slide Title Data, cont. 7. Non-Payroll Compensation Report ProviderPro: Go to Payroll>Non-Payroll Compensation>Non-Payroll Compensation Entries, click Reports on the toolbar. Click Next and set the date range to 1/1/13 to 12/31/13 and click Run Report. ISS: Go to Payroll>Utilities>Non Payroll Compensation, enter 1/1/13 to 12/31/13 for the Date Range, and select Listing

24 24 Click Tie Out to Numbers/Verify edit Slide Title Data, cont. 7. Federal Summary Report from W-2s Gather Process ProviderPro: Go to Payroll>Tax Forms>Employee W-2s and click Reports on the toolbar ISS: Go to Payroll>Utilities>Process W2s and complete the process to the Reports screen 8. State and Local Summary Report from W-2s Gather Process ProviderPro: Go to Payroll>Tax Forms>Employee W-2s, click Reports on the toolbar ISS: Go to Payroll>Utilities,>Process W2s and complete the process to the Reports screen

25 25 Click Tie Out to Numbers/Verify edit Slide Title Data, cont. 9. Use the information from the various reports to verify information. DEMONSTRATION

26 Send To Solana

27 27 Send to Solana Send Files to Solana This is the simplest way to transfer your data for processing. ProviderPro: From Employee W-2s, select Send Files to Solana, verify the settings and click OK. ISS: Select the Send Files to Solana for Processing option from the last screen of the Payroll Process W2s Utility/Accounts Payable 1099 Export Utility and click on Finish. A box will appear with a confirmation message when the files have uploaded successfully.

28 28 Send to Solana, cont. If for some reason, you cannot successfully send your files directly through the software, you can instead create the files and the use secure ftp to submit them to Solana. ProviderPro: From Employee W-2s, select Create Files to Send to Solana Manually, verify the settings, select the location in which to save your data and click OK. ISS: Choose the option to Create File Package to send to Solana for Processing. You will then select a location in which to save your data. Do not send your files to Solana by this is not a secure way of transferring data. Instead, submit a support request to support@solanapro.com to receive instructions for transferring your files via secure ftp.

29 29 Send to Solana, cont. Once you have sent your files to Solana, always send a separate to EndOfYear@solanapro.com to let us know that you have transmitted your data and it is ready to process. The separate is important so that we will know that you attempted to send your data. We will then be able to follow up with you if there are any issues with the receipt of your files. You will be receiving an order confirmation via fax, not . The fax will include a confirmation code, which will also be your sftp password.

30 30 Click Send to to edit Solana, Slide cont. Title

31 Employer Packets

32 32 Employer Packets If you requested your W-2s and/or 1099s to be mailed out, they will be sent by our third-party printer. If you requested your W-2s and/or 1099s to be shipped back to you, you will receive one shipment. It will contain the employee/payee copies and the state and local forms for you to file.

33 33 Employer Packets, cont. Employer copies and any state or local electronic files will be uploaded to your sftp site. You must download these files. Solana does not guarantee keeping an archived copy. Solana will be removing these files beginning the first week of March 2013.

34 34 Employer Packets, cont. If you would like a paper copy of your employer W-2s or payer 1099s, you can print it from the files you download from your sftp site.

35 35 Employer Packets, cont. Paper forms on perforated 4-Up paper are provided to send to state and local tax agencies. If you receive an electronic file, you will not also receive the state and local paper copies. A Summary Journal with the tax agency code written on top will be included at the start of each agency s forms. You will complete any reconciliation form required by each tax agency and submit it along with the provided paper forms or electronic files to each state and local agency. However, the Summary Journal is only for your internal records.

36 36 Employer Packets, cont. If you ordered State Magnetic Media (State Electronic File), YOU must file that with your state tax agency in whatever method they require. If you have taxes to report to one of the following Ohio cities/tax agencies AND you selected to receive an electronic file on your processing selection form, you will receive an electronic file that you must submit instead of paper copies. We recommend that you begin now to confirm your procedures for filing with an electronic file for these agencies.

37 37 Employer Packets, cont. Akron Bowling Green CCA Cincinnati Fairfield Findlay Forrest Park North Ridgeville Perrysburg RITA Sylvania Walton Hills

38 38 Employer Packets, cont. Using The SFTP site: To access your SFTP site go to: User name is the agency name (from confirmation fax) with no spaces and it is case sensitive. Password will be the confirmation code (from confirmation fax) and it is case sensitive. After you are logged in click on download in the lower left corner. It will then ask you for the location to save the file. You need to download each file individually. Again, you must download these files. Solana does not guarantee keeping an archived copy. Solana will be removing these files beginning the first week of March 2013.

39 39 Important Dates December 9, 2013 Scheduled Fourth Quarter Release of the Integrated Software Series (ISS) and ProviderPro available to Citrix customers and for download for LAN customers. January 2014 First Pay Run the Update Withholding Tables Utility (Integrated Software Series only) for each database that you have before processing payroll for your first pay for January 8, 2014 End of Year Processing Webinar January 16, 2014 Customer deadline to submit 1099/W-2 data. Customer deadline to return Authorization Form Customer deadline to return Electronic Submission Information Form(s) Solana will not begin to process your W-2s/1099s until all of the above information is received. January 17-20, 2014 Customer late Processing Window- Guaranteed processing by January 31, 2014, for all data submitted during this time frame. Additional fees will apply.

40 40 Required Forms All required forms must be submitted to Solana before we will begin processing your order. They include: W-2 Electronic Submission Information 1099 Electronic Submission Information Authorization to Process 2013 W-2/1099 Tax Form You can find these forms On our support website under Forms In Appendix B (Related Forms) of the 2013 End Of Year Processing Guide.

41 Filing Deadlines and Responsibilities

42 42 Federal Filing As in years past, Solana is responsible for filing the provided W-2 information with the Social Security Administration and the provided 1099 information with the Internal Revenue Service. This filing is scheduled to begin on February 3, 2014.

43 43 Federal Filing, cont. Be sure to review your employer information prior to that time to ensure that you did not submit any incorrect information to Solana. After this filing is done, you will be responsible for filing any W-2 or 1099 corrections. We will work with customers to devise a plan for handling any corrections that are brought to our attention prior to this filing.

44 Additional Information

45 45 Resources Support Website Webinar Archive 2013 End of Year Processing Guide Support Personnel Issue support request marked EOY Accounts Payable or EOY Payroll

46 46 Additional Information The Affordable Care Act reporting of Employer Provided Health Coverage is optional for Tax Year This is currently in development Agencies should begin populating the Total Cost property in the Deduction setup. Updates will be coming throughout the year.

47 47 Click ProviderPro to edit Slide Report Title Chart ISS Report Agency Check Register Deduction Summary Non-Payroll Compensation Tax Setup Listing Tax Summary ProviderPro Report Agency Payment Register PR YTD One Payroll Group Deduction Summary PR Non-Payroll Compensation By Employee PR Taxes Detailed PR YTD One Payroll Group Tax Summary

48 QUESTIONS

49 49 Contact Information Solana 122 South Fulton Street Wauseon, Ohio Phone: press 7 Fax: support@solanapro.com Web: