Key-Payroll. User Meeting November 2017 Presented by: Jane Lyons and Joy Watson

Transcription

1 Key-Payroll User Meeting November 2017 Presented by: Jane Lyons and Joy Watson

2 I Key Payroll Help Table of Contents Foreword 0 Part I 2017 Enhancements 2 1 Enhancements... 2 Part II Special Features 11 1 Deduction... Scheduler 11 2 Special... Direct Deposit 13 Part III Year End 20 1 Year End... Checklist 20 2 Year End... Procedures 20 3 New Salary/Hourly... Amounts 22 4 W2 Process W2 Check List W2 Transactions Balancing W2's R... Process R Check List Creating 1099R Transactions Combine Multi Data Sets... (1099R) 47 6 Form 1094-C/1095-C Update ACA Coverage for... Employees Each Month_2 48 Create 1094/1095C File Edit 1094/1095 File Print 1094/1095 Forms Archive Mag File... Upload 55 Create Test Submission Files Create Live Submission Files Backup... Archive Files 69 Index 0

3 Part I

4 2 Key Payroll Help Enhancements 1.1 Enhancements Added a new table with the following fields to a new grid on the Misc Tab: Driver s License State Driver s License Date Driver s License Type Driver s License Required Emergency Contact Number Emergency Contact Name Emergency Contact Relation Emergency Contact Other Info 1 Emergency Contact Other Info 2 Last Background Check o Highlight the field you are wanting to add information to, the cursor will be in the bottom box

5 2017 Enhancements o Type in information o Click the Save Changes button above where you entered the information, the information will save in the grid. o This can also be updated through the Edit Wizard o All changes are recorded on the Change Log and will print on the Employee Masterfile Report. o Employee Listing report: o Can now group by Status o Added the Adjusted Hire Date to the report 3

6 4 Key Payroll Help Employee Verification of Wages report: o This report displays employee's name, address, position, location, department, status, SSN, employee number, hire date, termination date, adjusted hire date, gross base pay or salary. It also gives a breakdown of hours for Normal, OT, or Other. Can choose a date range by All Payfiles, Selected Payfile, Pay Period End Date, Check Date and Include Pending Payfiles. Group Range by All, Paygroup, Location, Single Employee, Selected Employees, Department or Status. Sort options by employee name or number Mandatory Police/Fire Employer Paid INPRS, Post Tax:

7 2017 Enhancements o Enter the amount to be withheld form the Employees paycheck in the Police and or Fire Retirement Amount. o Enter the amount that the unit will be paying in the Variable Police and or Fire Employer Portion. o The Employer amount will show up on the INPRS report under Employee Mandatory Pre-Tax Column. It does not show up on the employees check stub. NOTE: If the employer pays 100% of the mandatory contributions and it is reported to INPRS as post tax contributions, enter the mandatory amount in the Mand Police Employer Post Tax field. Print Selected Records button Report List is changed to Show Employer INPRS Liability transferred to Fund o Just like Employer Share of FICA/Med, you can now transfer Employer Share of INPRS to Fund. o Set up all INPRS distributions for each Fund o Attach the INPRS distribution to all the salary distributions. 5

8 6 Key Payroll Help o Create and complete your Payfile o MUST CREATE YOUR INPRS REPORT BEFORE SENDING TO FUND o Send to Fund Added Health Insurance and Retirement/Pension Options when calculating Wage Garnishment amount by percent: o The percent garnishment should be figured on the disposable income: o Gross Wages minus Federal, State, Local, FICA/Med Taxes minus qualified Health Insurance or Retirement Plans.

9 2017 Enhancements o If there are more than one % garnishment, they must be figured manually. o More information can be found at: o Check and Direct Deposit Count on Payfile: o After the Payfile is created, it will show you how many DDs and Cks you have for that pay. 7

10 8 Key Payroll Help address in Payfile for EDDA: o On the Misc Tab in the payfile, gives you the ability to change the address and mark it Allow Advice. o It can also update the Masterfile.

11 2017 Enhancements W2 Form Changes: o New Box 12 Code FF - to report the total amount of permitted benefits under a qualified small employer health reimbursement arrangement o Box 9 Verification Code - a 16 digit verification code. This is part of an effiort conducted by the IRS to protect taxpayers and strengthen anti-fraud efforts. Accuwage: o This is no longer downloadable. You must go to the Website and follow the instructions. o 9

12 Part II

13 Special Features 2 Special Features 2.1 Deduction Scheduler 11 Deduction Scheduler-Must be turned on by Keystone Support. Contact a Keystone Support Representative for assistance. The deduction scheduler has options for five weekly payrolls (If you pay bi-weekly you can use weeks 1, 2, & 3), pension, and five specialty payroll (A-E). Navigator Tree Deductions To set the scheduler for all deductions at once use the Schedule Button. The following screen appears: Check the boxes corresponding with the deductions and pay schedule you wish to withhold them. As an example, if you pay bi-weekly and have an insurance withholding that is not taken out of any pay that is the third pay for a month, you would select weeks 1 and 2 for that deduction.

14 12 Key Payroll Help Click Close Form button If you wish to schedule each deduction individually. You also have a scheduler on the deduction screen. Navigator Tree Deductions Double click the Deduction Deduction Type Info tab, Deduction Schedule, check the correct pays Click Save Changes and Exit

15 Special Features 13 When creating a payfile you will need to select the schedule you want to use. Create a Payfile You can override the deductions at any time. 2.2 Special Direct Deposit (Available for customers with Direct Deposit) This option is to be used for a 125, Deferred Comp, or Annuity that will be sent via the ACH system. If a Deduction is fully taxable then you will need to set up a regular Direct Deposit. NOTE: This new Direct Deposit option will allow the user to have a deduction that is a 125, Employer Paid 125 (such as Employer paid HSA), Annuity, Deferred Comp, or Employer share Deferred Comp, and also be tagged as a Direct Deposit record. The program will calculate the tax correctly. Create Direct Deposit records for net pay then add the special deduction to the Direct Deposit ACH file. Use the Standard Special Deposit Setup for a 125, Annuity, Deferred Comp You will need to use the Employer Paid Special Direct Deposit for an Employer Paid 125 (such as Employer paid HSA) or Employer share Deferred Comp. Available for customers with Direct Deposit) (Billable Option) Contact a Keystone Support Representative for assistance. This Questionaire for ACH Setup will need to be filled in and returned to a Keystone Support Representative - Direct Deposit Setup Questionaire This new Direct Deposit option will allow the user to have a deduction that is a 125, Annuity, Deferred Comp, or Employer Share Deferred Comp and also be tagged as a Direct Deposit record. The program will calculate the tax correctly. Create Direct Deposit records for net pay then add the special deduction to the Direct Deposit ACH file. Add the employees bank to the Banks & Vendors masterfile in the Navigator Tree if it is not already listed. Add a Bank/Vendor to the Banks and Vendor Table

16 14 Key Payroll Help Create New Special Direct Deposit Deduction Navigator Tree Deductions Click "Add New Record" button Add the deduction name (example: HSA-DD-Bank Name) Check Direct Deposit Check Special Direct Deposit (this switch doesn't show until you check Direct Deposit) Check the main deduction type (125, Annuity, Deferred Comp, or Employer Share Deferred Comp (Employer Share will still need a corresponding paytype) Click Save Changes and Exit ***You will need a deduction for each bank used (example: HSA-DD-Chase, HSADD-PNC, HSA-DD-USAA)*** If you have clearing the Fund and Function number is for the Direct Deposit Clearing Fund Add New Deduction to Employee Master Navigator Tree Employees Jobs Open selected employee

17 Special Features 15 Open job Click "Add New Record" button Select your new deduction You must enter a start date with this deduction. Remember the start date is the pay period beginning date for the Pay that this deduction will first be withheld Enter the amount or percent of the deduction Enter the Account number for the employee account this deduction is going to Select Checking or Savings Click Save Changes and Exit **If this employee has a standard deduction for this item you must put an end date in that deduction or the program will withhold both the standard and the direct deposited item from their pay check***. Employer Paid Special Deduction Navigator Tree Deductions Create New Special Direct Deposit Deduction ***These Direct Deposit records do not prenote at this time*** Click "Add New Record" button Add the deduction Name (example: HSA-DD-Bank Name) Check Direct Deposit Check Special Direct Deposit (this switch doesn't show until you check Direct Deposit) Check the main deduction type (Employer Paid 125, or Employer Share Deferred Comp)

18 16 Key Payroll Help You will need a deduction for each bank used (example: HSA-DD-Chase, HSA-DD-PNC, HSA-DDUSAA) If you have clearing the Fund and Function number is for the Direct Deposit Clearing Fund Add New Deduction to Employee Master: Navigator Tree Employees Open selected employee Open job Add new deduction Select your new deduction You must enter a start date with this deduction. Remember the start date is the pay period beginning date for the Pay that this deduction will first be withheld Enter the amount or percent of the deduction Enter the Account number for the employee account this deduction is going to Select Checking or Savings

19 Special Features 17 Click Save Changes and Exit **If this employee has a standard deduction for this item you must put an end date in that deduction or the program will withhold both the standard and the direct deposited item from their pay check** Add As New Paytype Navigator Tree Paytypes & PTO Click the Add New Record Button Pay Class Name - User Defined. Unique ID - Field is for Time Card interface. Check Paytype Type: Overtime Paytype - check for any overtime paytype. If setting up Workman's Comp and Overtime Paytype is selected the overtime type will be highlighted to select the correct Workman's Comp Column.

20 18 Key Payroll Help PTO Paytype - Paid Time Off. PTO can be marked "Inactive" you will still see it in the drop down just in-case you need to run a report for that PTO type. Example: I mark a PTO inactive today, then need to run a report for two months ago. The PTO type was used two months ago so I need to be able to see it in the selection drop down box. Longevity Paytype - If longevity is paid as a separate pay, this will allow the program to ask when creating a payfile if the user wants to pay Longevity in that pay. Employer Share Deferred Comp Paytype - this paytype also needs a deduction, the paytype amount is left empty. The deduction can be set up with a percent or flat amount. What is calculated in the deduction will be added to the paytype in the payfile. This paytype does need distributions. Certification Pay - special paytype for certifications. Standby Pay - special paytype for standby pay. Exclude from INPRS Wages - This will exclude the amount on this paytype from INPRS able wages Employer Paid This paytype will be linked with a 125 deduction. When this paytype is used, the distribution used will not incur FICA/Med liability. An Example of why this paytype would be used is to process Employer share of HSA. It will allow the user to send Employer Share HSA to the administrator using the Special Direct Deposit. Click Save Changes and Exit

21 Part III

22 20 Key Payroll Help 3 Year End 3.1 Year End Checklist Have the quarterly reports been created, printed and sent into the appropriate agency? 941 Report Employment Report 945 Report (if applicable) Have the W2s and 1099Rs (if applicable) been created, verified for accuracy, printed and sent to the IRS for 20XX wages? W2 Process 1099R Process (if applicable) **Note: W2 Box 12 Codes can be found in the IRS Publication15 Circular E or IRS General Instructions for Forms W2 & W3** Have the new salary/hourly amounts been entered for next year s wages? New Salary/Hourly Amounts Have the retirement rates changed for 20XX? System Settings Employer share Civil INPRS rate Police Certified Salary Police Retirement amount Fire Certified Salary Fire Retirement amount How many pay periods will there be in 20XX? Pay Groups Has the 100R been created, verified for accuracy, and uploaded into Gateway? Create Gateway 100R File Have you created an archive of years applicable? Archive Have you created a backup of your archived files? Backup Archive Files 3.2 Year End Procedures Since the Key-Payroll program is date specific (real time posting), procedures are different. Accumulations are not stored in a field to be reset, but rather gathered from a specified date range from the payfile list. The exception to this rule would naturally be the first year in use when we have "Starting Accumulations" created during conversion or put in during a new install. This procedure sheet will include the month, quarter and end of the year steps.

23 Year End FINISH THE LAST PAYROLL OF THE YEAR, AND BE SURE YOU BALANCE YOUR 941 REPORTS WITH YOUR YTD ACCUMULATION SUMMARY REPORT BEFORE YOU BEGIN THE YEAR END PROCEDURES. 2. BACKUP THE PAYROLL FILES UNDER KEYSTONE BACKUP UTILITY. Make at least TWO sets of backups. Label them "20XX Payroll year end, before W2s, Unit Name". Backup Utility 3. PRINT ALL PAYROLL REPORTS THAT YOU NEED. The reports below are GENERAL suggestions. Individual payroll requirements may vary. If in doubt print the report. Master Employee Reports QUARTERLY REPORTS: Payfile Employee Summary (for the specified date range) Employment Report 941 Report ANNUAL REPORTS: Payfile Employee Summary (for the specified date range) Employee Payfile History (Year-to-Date) YTD Employee Accumulation Detail YTD Accumulation Summary YTD Deduction Totals 945 Report (if applicable) CHECK ALL REPORT BALANCES FOR ACCURACY. MAKE CORRECTIONS IF NECESSARY AND RERUN REPORTS. 4. CREATE YOUR W2 and 1099R TRANSACTION FILES. This lists employees in a W-2 format and totals the amounts on a report. Balance this report to the YTD Employee Accumulation Detail and YTD Accumulation Summary. If you balance, continue with reports. The W-2 transaction file will stay intact. W2 Process, 1099R Process 5. BACKUP THE PAYROLL FILES UNDER KEYSTONE BACKUP UTILITY Make at least two sets. Label the backup,"20xx Payroll Year End, After Creating W-2s, Unit Name". Keep one copy in a safe place in your office. Keep the second set off site. Backup Utility 6. RESET PTO TAKEN (if applicable): Go to Housekeeping Reset/Year End Routines Reset PTO Records Reset PTO Taken 7. BACKUP THE PAYROLL FILES UNDER KEYSTONE BACKUP UTILITY Label "20XX Payroll, After Reset, After Creating W2 File, Unit Name" Backup Utility 8. MAKE ANY AND ALL MASTERFILE CHANGES: Go to Navigator Tree New Salary/Hrly Amts New Salary/Hourly Amounts 9. BACKUP THE PAYROLL FILES UNDER KEYSTONE BACKUP UTILITY. Payroll, After Masterfile Changes, Unit Name". Backup Utility Label "Jan 1, 20XX

24 Key Payroll Help New Salary/Hourly Amounts This process can be started at any time after your Salary Ordinance is passed. Navigator Tree New Salary/Hrly Amts Click "Add New Record button " Enter the pay period beginning date that this pay increase will take effect.. Click OK The user can create the new salary file by specific location, department, employee, or with all employees. Click OK

25 Year End 23 The Grid will fill with each employee and every paytype those employees have. Double click on the first Employee Start Date- allows the user to edit the start date for the salary/hourly changes. If there are no changes to the record the program will not update the record. If the Pay Type is "Normal" and "Salary" is marked, the Annual Salary field will be open to enter the new annual salary. If the Pay Type is "Normal" and "Hourly" is marked, the Hourly Amount field will be open to enter the new hourly amount. Use the Top, Previous, Next, Bottom and Goto buttons to move through the list of Employees. Click Save Changes and Exit The "Increase Group" button will open a screen that will allow the user to increase an employee group by a percent or flat amount Select the group you wish to increase.

26 24 Key Payroll Help Enter the percent or flat amount. We recommend keeping the number of decimals at two (2).. Click OK. The program will increase the selected group (Hourly or Salary) as entered. After all editing is done click the Show Report List button Report.. Print the Projected Employee Wages Check for accuracy Apply the new amounts by clicking the Apply button. This will end the old pay record and create a new pay record for each paytype that has been changed.

27 Year End 25 **IF THERE HAS BEEN NO CHANGE TO A RECORD THE PROGRAM WILL NOT APPLY IT. AFTER APPLYING, CHECK THE RECORDS LEFT IN THE NEW SALARY/HOURLY GRID TO MAKE SURE THESE RECORD HAD NO CHANGE. Delete any left over records from the grid. 3.4 W2 Process ALERT! The new due date for Forms W-2, W-3, and 1099-MISC with data in box 7 for non-employee compensation is January 31st. The new due date is effective for tax year 2016, filed in 2017, and applies to paper and electronically filed returns. Source: All information returns on which withholding of Indiana state or local income tax is reported (e.g., withholding statements) must be submitted along with Indiana Form WH- 3. The WH-3 and information return due date is 31 days after the end of the calendar year. Source: W2 Check List Order W2 forms. **Remember to check your order as soon as you receive it.

28 26 Key Payroll Help Verify correct EIN (Federal ID number) - File Systems Settings Unit Info Verify correct State TID (State ID number) - Navigator Tree Taxes Tax Name, Indiana State Verify County Codes - These are the two digit county number Navigator Tree Taxes ***If you do not verify correct tax numbers before creating and editing, then find something wrong with the tax number you will have to correct the information in the master file recreate the file and re-do any editing. Creating W2 Transactions Edit or verify the deduction cross reference table Deferred Comp should be in box 12 and needs a W2 Line code based on the type of deferred comp. Customer needs to look at W2 instructions for this code. Certain HSA contributions need to be reported in this box. The instruction booklet is available as a PDF file at Box 14 is an informational box, most information is optional. The only mandatory information necessary here is if you report 100% of a vehicles annual lease value in the employee s income. Save File Print the W2 Verification Report - verify and correct any issues. State Tax without any Local Tax - The employee must have a local tax in the masterfile. If they don't, correct and regenerate W2 file (If employee has tax outside of Indiana, i.e. Ohio or Kentucky they will show up on this report) State Wages does not match Federal Wages - A deduction in a payfile does not match the deduction tax setup in the masterfile. Run Review-Employee Payfile Tax Comparison -if this report doesn t show anything call Keystone Help Desk and we will look at your data. Print the FICA/Med Verification Report - Any Information that shows up on this report needs to be researched and corrected

29 Year End 27 Print the W2 Transaction Report - Compare and balance to the YTD Employee Accumulations Detail. (if you have pensioners, this report needs to be run by Paygroup and exclude the Pension Paygroup) If you are going to send W2s Magnetically - you must now go to Accuwage website and follow instructions. Accuwage is no longer downloadable. Accuwage will test the mag file and give you a report of any discrepancies. To send Magnetically, the customer needs an account with SSA Business Services Online Check correctness of the EIN, TID, and county information on the W2 Tran report. Add or edit W2 file as needed. Add a record for employees with third party sick pay. Enter applicable information. Make sure Name and SSN are the same as the employee s main W2 record. You must enter the state tax code (e.g. IN) then save the record before the locality field will open. Do any other editing necessary. If you have third party sick pay that has Federal tax withheld you can edit the W3 box 13 & 14 on the W2 Magmedia/W3 tab. Combine W2s- if customer uses multiple masterfile for employees you can combine W2 files. This will only combine files that the name and SSN and the Tax setup are exactly the same. If you have multi-data sets and must report the W2s in one file. Export from the secondary data set and import into the primary data set. **All editing should be done before Export/Import. After any Editing, the W2 file will no longer balance to any Keystone report. All editing is tracked in a change log (open the W2 file, there is a Change Log Tab). You can also print a W2 Transaction Data Change Log. You can print the W2 file on plain paper before printing on the forms.

30 28 Key Payroll Help Enter all Mag/W3 Information (This is on the on the W2MagMedia/W3 tab) W2 PIN number is an 8 character field if the customer puts more than 8 characters they will get an exception in Accuwage. If you are uploading to the state mag only you still must enter an 8 digit number " " If you are submitting W2s Mag, the contact is a required field Verify all ID numbers again. The W2 should show in the locality field C-County Number. ( C-05 for Blackford County as an example) Click the Printer icon to print the records In the Pages Field of the print dialog box enter a 1. The first page (two W2 forms) will print. This will be a test print for placement. You can print this on plain paper and overlay the W2 form to check placement to save on the cost of testing with actual forms. Print W2s. Create W2 Federal Mag file. Remember to fill in all necessary information in the W3/Mag tab. If filing State Mag you will need to save the file in a different place than the Federal file as they are named the same thing and will overwrite your Federal mag file. Before uploading the Federal Mag file run it through Accuwage. Correct any errors recreate file and run through Accuwage again. Do this until Accuwage says the file is good. Upload file to appropriate entity. Any changes to W2 after this time will need corrected information sent to governmental entities. **KEYSTONE SOFTWARE DOES NOT GENERATE W2Cs.

31 Year End W2 Transactions Before Creating your W2 Files: Review the W2 Instruction in the IRS Booklet Go to File System Settings Unit Info and verify that the Install/Conversion Date is filled in. If you do not remember the exact date you may use the first day of the month you installed or converted. This date is used to determine if "YTD Starting Accumulations" are required to create W2s and to print YTD reports. Verify Units EIN (Federal Identification Number) is correct. Go to Navigator Tree Taxes Double click on State Verify State TID (State ID number) Verify County Codes - two digit number Double click your County (Navigator Tree Taxes) Go to Navigator Tree Deductions Review each deduction for the proper deduction type designation. Deferred Comp,125, Annuities

32 30 Key Payroll Help and Non Cash Benefits all effect W2 calculations and must be checked correctly in the deduction table. Creating your W2 Files: Backup Payroll Backup Utility Go to Navigator Tree W2 Files Click on the "Add a New Record" button. You will get this message, click OK

33 Year End 31 Edit/Verify W2 Deduction Cross Reference Table (Setup tab W2 Deduction Setup button) Any deductions marked as 125 will automatically be put in box 14 with a W2 Line Code of "125". Any other deductions that need to go in boxes 9-14 will need to be set by the user and the W2 Line Code entered. If you have a retirement deduction that needs to have the Retirement checked in box 13, the Retirement Plan box will be checked automatically. W2 Line Codes can be found in the W2 Instructions you can download from the IRS Booklet. If you incorrectly mark a deduction that should not have been marked, click on the "Clear W2 Box" If you incorrectly mark a deduction for the wrong type, simply mark the correct type Click the Save Changes button Click on the Close Form button Make sure the Report Year is displaying the correct year. The field will default to the current year, so if it is January and you are creating the prior year, be sure to type in the correct year.

34 32 Key Payroll Help Click the Save Changes button Keystone Disclaimer W2 Verification Report Highlight the W2 Transaction file in the grid and click the Show Report List button Choose the W2 Verification Report This report will show any discrepancies with W2s. Review and correct any errors: -Missing addresses -Missing taxes when wages are displayed in the corresponding wage box -Missing wages when taxes are displayed in the corresponding tax box -Missing County name when wages or tax is displayed -Missing amount in box 12 when a code is displayed. Click Run/OK If "No data to report for your selection" pops up, there are no discrepancies to correct.

35 Year End 33 If a report is generated, correct any discrepancies and run this report again. Repeat until no discrepancies are reported. Printing the Transaction Files: Highlight the W2 transaction file in the grid and click the Show Report List button Choose the W2 Transaction Report You can Display this report by All, FICA Only, Medicare Only, FICA/Medicare, FICA/Medicare Exempt, Corrected Entries, MagMedia Entries, W2- FICA/Medicare or W2-Medicare Only for balancing to YTD Employee Accumulations Detail report. You can also Sort by this report by Employee Number, Employee Name or Social Security Number for comparison to YTD Employee Accumulations Detail report when checking individual records. Compare totals to the transaction file printed before combining. Totals should be the same. Backup Payroll Backup Utility Combining W2 Records Combine Multi Data Sets (W2) Editing W2s Records: Double click the W2 Transaction file to open it. Click on the Employees tab Double click the employees W2 record to open it. Employee's records will be displayed in W2 format. Type in additions or corrections in each field necessary Click the Save Changes and Exit button all the way out. After making all corrections rerun your W2 Transaction Report and YTD Employee Accumulations Detail report for balancing. User can also open up an employee and click on the Details button. You will see totals for all boxes on the W2. A Change Log tab has been added to be able to track any changes you have made to W2's.

36 34 Key Payroll Help BACKUP Payroll. Backup Utility Setting up W3 Form: Go into W2 Transaction file and double click to open it Click on the W2 MagMedia/W3 Tab and fill in the appropriate boxes. The boxes with red stars are required for W2 Mag Media and the boxes with blue stars are required for W3 Form. Enter the appropriate kind of employer. The Third Party Sick Pay and Third Party Sick Tax fields are for employers who allow Federal Tax to be withheld from Third Party Sick Pay. Save Changes and Exit button Printing W2 Forms: Double click the W2 Transaction file to open it. Click the "Print W2" button. Mark the appropriate W3 Kind of Payer Select the Sort by option Select the Group to Print

37 Year End 35 Click the Print Test Page button. The first page (two W2 forms) will print. This will be a test print on plain paper for placement, overlay the W2 form to check placement. If you need to adjust the print to fit the boxes on the W2 form, make changes using the Output Options. Print Test Page and correct placement as many times as needed to get the boxes on the W2 form lined up correctly. Output Options: Address offset to raise or lower the printing of address on the form. A negative number will place the address higher on the form and a positive number will place the address lower on the form. Vertical offset to raise or lower the printing of information on the W2 forms. A negative number will place the printing higher on the form and a positive number will place the printing lower on the form. Horizontal offset to shift the printing of information to the left or right on the W2 forms. A negative number will shift the printing to the left and a positive number will shift the printing to the right. If you need to "Reissue" a W2 for an employee you may select Single Employee and Mark as Reissued This feature is only for replacing a copy to an employee who has lost his W2. It is not designed for group reporting to the Federal or State Government. Put the W2 forms in the printer. (You can print W2s on plain paper before printing on the actual forms for your records) Click the Show Report List button to print the W2s.

38 36 Key Payroll Help Click Yes The windows printer box will display. Click OK to print all records or set the page numbers to print just a few records for testing. Click OK to print the W3/Total Page. W3 Total Page will print totals for the W2s that were just printed. Click OK Click OK Click the printer again to run the next copy set. You will repeat this printing routine for each set of W2 copies in the six part W2. Repeat the above procedures for each W2 group if user doesn't print All W2s at one time. Restarting W2 Forms: If you need to restart printing forms due to a paper jam or running out of printer toner in the middle of printing. Double click on W2 Transaction file and click on "Print W2s" button. Select the same Sort by and Group to Print as original set up Click on Restart W2's in the Output Option box. A Control num box will activate. Enter the Control number (Box D on the W2) of the W2 that you need to restart the printing. Click on the Show Report Lists Button.

39 Year End Answer Yes to continue printing or No to cancel. Click Print. You can print W2s as many times as you want. BACKUP Payroll. Backup Utility Creating the W2 MagMedia Files: Double click the W2 Transaction file to open it. Click the W2MagMedia/W3 tab.. The "Create Federal MagMedia File" button will not activate until all REQUIRED information is complete on the W3. Choose where you want to save the W2 Magmedia File. 37

40 38 Key Payroll Help Click OK Now you can run your Mag Media report and look at your totals to make sure your Mag Media figures are correct. It will print a subtotal line for Regular, then Medicare only, then a Grand Total Balancing W2's ***If creating the W2 Files while there are pending payfiles you could have trouble balancing W2's to payfile. Make sure you do not include pending payfiles on reports*** NOTE: You may run YTD Reports and W2 Transaction Reports in FICA Groups for Balancing. W2 Transaction report Box 1 Box 2 Box 3 Box 4 Box 5 Box 6 YTD Accumulation Detail Earnings YTD+NCB-125-Def Comp-Annuties Federal Tax Withholding YTD Earnings YTD+NCB-125 FICA Exempt Employees will be 0.00 FICA Tax Withholdings YTD (Should be 6.2% of Box 3) Earnings YTD+NCB-125 MED Exempt Employees will be 0.00 Medicare Tax Withholdings YTD (Should be 1.45% of Box

41 Year End Box 12 Box 15 Box 16 Box 17 Box 18 Box ) Totals of Def Comp, Cost of Health Care, Emp Paid HSA, Etc. Employers State ID Earnings YTD+NCB-125-Def Comp-Annuties (Should be the same as Box 1) State Tax Withholdings YTD Earnings YTD+NCB-125-Def Comp- Annuties (Should be the same as Box 1) Local Tax Withholdings YTD The report called W2 Verification Report will warn you of taxes marked wrong, and other common issues that indicate W2 problems examples are: Federal wages not matching state or local Having any tax without a wage Have a county tax or county wage without a county name (Box 18 & 19) Have a state tax or state wage without a state name or state code (Box 16 & 17) Having FICA/MED tax and the person is exempt from one or both Employee has no address information Have a code in box 12 but no amount Have an amount in box 12 but no code Have a code in box 14 but no amount Have an amount in box 14 but no code No social security number No EIN No Employer State Number No Employer address info NOTE: All reports totals should balance to each other. If wage amounts are not matching the first thing to review are pay files with improperly checked taxes. The YTD reports calculate Fed Wage, FICA Wage and Medicare Wage by the tax check marks in the deductions. The W2 transaction report calculates Fed Wage, FICA Wage and Medicare Wage from Gross and Deduction totals. We have included two reports in your employee grid reports to assist in this analysis. The Payfile Tax Review Report will compare tax setup in the master file to tax setup in the pay files and display the employees and pay files that have discrepancies. The Employee Local Tax Review report will display all deductions for employees that have more than one local tax checked. If "No data to report for your selection" pops up, there are no discrepancies to correct. Reports to balance to: YTD Accumulation Detail

42 40 Key Payroll Help YTD Accumulation Summary W2 Transaction Report Printed W2 Totals from the Total Pages W2 Magnetic Media Report R Process ALERT! The new due date for Forms W-2, W-3, and 1099-MISC with data in box 7 for non-employee compensation is January 31st. The new due date is effective for tax year 2016, filed in 2017, and applies to paper and electronically filed returns. Source: All information returns on which withholding of Indiana state or local income tax is reported (e.g., withholding statements) must be submitted along with Indiana Form WH- 3. The WH-3 and information return due date is 31 days after the end of the calendar year. Source: R Check List Order 1099R forms. **Remember to check your order as soon as you receive it. Verify correct EIN (Federal ID number)-file Systems Settings Unit Info tab Verify correct State TID (State ID number)-navigator Taxes Verify County Codes these should the two digit county number-navigator Taxes ***If you do not verify correct tax numbers before creating and editing, then find something wrong with the tax number you will have to correct the information in the master file recreate the file and re-do any editing. To send Magnetically, the customer needs an account with SSA FIRE (FILING INFORMATION RETURNS ELECTRONICALLY) Site

43 Year End 41 The program will allow you to dictate what deduction information that is to go in Box 8 Check the following Taxable Amount Not Determined-if this box is NOT checked the customer must calculate the taxable amount of the pension payments and enter it in Box 2a Distribution Code Default-this is the distribution type for most of the pensioners. Anyone with a different distribution will have to have their 1099R file edited. A list for the codes and the type of distribution are in the 1009R instruction booklet as a PDF file at Save File If customer has pensioners that have a different distribution Code than was entered during the file setup, you need to edit those pensioners. Print the 1099R Transaction List, compare and balance to the YTD Employee Accumulations Detail. (print for the Pension Paygroup only) You can print the 1099R file on plain paper before printing on the forms. If you are going to upload your 1099s you will need to fill in the information on the 1099 Magmedia tab *****1099R Transmitter Control Code is a 5 character field. If you are uploading to the state mag only still must enter a 5 digit number "00000" Verify all ID numbers again. The 1099R should show in the locality field C-County Number. ( C-05 for Blackford County as an example) Click the Printer icon to print the records In the Pages Field of the print dialog box enter a 1. The first page (two 1099R forms) will print. This will be a test print for placement. You can print this on plain paper and overlay the 1099R form to check placement to save on the cost of testing with actual forms.

44 42 Key Payroll Help Print 1099Rs. Keystone recommends that you wait to create and upload the magnetic file until mid February. This will give employees time to check their 1009Rs and can prevent you from having to file corrected 1099Rs. If uploading state file and you have pensioners you will have to upload your W2 file and 1099R file. There is a new 1099R State Mag file. Create the 1099R Mag you have several options when creating this Mag file. When asked if you are a combined filer it is asking if you are going to file federal and state by mag. No means you are filing federal 1099R mag but sending hard copies to the state. Upload file to appropriate entity. Any changes to 1099Rs after this time will need corrected information sent to governmental entities Creating 1099R Transactions Creating 1099R Transactions Before Creating your 1099R transaction file please review the following items: If you have pensioners that receive a 1099R, go to Housekeeping Table Maintenance Pay Groups and verify that your pension pay groups are checked "Pension Group" in this table. This designation will mark each person in that pay group as a pensioner for sorting reports. There is a 1099R transaction list for pensioners. Reports and forms may be printed separately. Creating your 1099R Transaction File: BACKUP Go to Year End on the navigator tree and double click 1099R Files to open the grid. Click on the "Add a New Record" icon. If you receive this message you will need to go to the Tax grid on the navigator tree open your state tax and enter your State Tax ID number. Then Start the 1099R process over.

45 Year End 43 After Correcting you will get this screen. IF YOU INCORRECTLY MARK A DEDUCTION THAT SHOULD NOT HAVE BEEN MARKED AT ALL, YOU CAN CLICK ON THE "CLEAR 1099R BOX" TO REMOVE THE SELECTION MARK AND SAVE. Click on the Close Form icon to close the setup screen.

46 44 Key Payroll Help Make sure the Report Year is displaying the correct year. The field will default to the current year, so if it is January and you are creating the prior year, be sure to type in the correct year. 1099R Defaults "Taxable Amount Not Determined" is NOT checked by default. If this is not the default you want, click on the check box to put a check mark in it. Distribution Code default is BLANK. If this is not what you want, type in the needed code. If you process 1099R's, you will need to put in a Distribution Code. If you are unsure what to use, contact your accountant or the IRS for the proper information. Remember each individual 1099R may be edited. Set the defaults that effect the majority of employees. After "Setup" is complete, click the Save icon to create the transaction file. 1099R Verification Report Click on the1099r Transaction file in the grid to highlight and click the Printer icon 1099R verification report. to print the This report will show any discrepancies with 1099Rs. Missing Social Security number Missing addresses Missing amouont in Box 2A if Box 2B isn't checked Missing county name when wages or tax is displayed Missing Distribution Code 1099R Transaction Data Change log This report will display any changes made to the 1099R transaction file. It will list the employee number, employee name, old value, new value, user changed by, and date changed. Printing the Transaction Files: Click on the 1099R transaction file in the grid to highlight and click the Printer icon transaction list. to print the Do a BACKUP

47 Year End 45 Editing 1099R Records: Double click the Transaction File to open it. Click on the Employee Tab, double click the employee 1099R record to open it. Pensioner records will be displayed in 1099R format. Type in additions or corrections in each field necessary and click the Save icon. After making all corrections rerun your reports for balancing. After your 1099R s are created you can open up an employee and click on the Details button. You will see totals for all boxes on the 1099Rs. A Change Log tab has been added to be able to track any changes you have made to 1099R's. BACKUP At this time we do not print the 1096 After you have completed filling in all fields, make sure to click the Save button Printing 1099R Forms: Double click the Transaction File to open it.

48 46 Key Payroll Help Printing 1099R Forms: Double click the Transaction File to open it. Click the "Print 1099R" button. Choose Sort by: Social Security Number or Employee Name. Select the Group to Print: All Pensioners, Single Pensioner, Selected Pensioners, or Corrected 1099R's Print Options: Vertical offset to raise or lower the printing of information on the 1099R forms. A negative number will place the printing higher on the form and a positive number will place the printing lower on the form. Horizontal offset to shift the printing of information to the left or right on the 1099R forms. A negative number will shift the printing to the left and a positive number will shift the printing to the right. Restarting 1099R Forms: If you need to restart printing forms due to a paper jam or running out of printer toner. Go into transaction file and click on "Print 1099R" button. Select the same Sort by and Group to Print as originally chosen. Click on Restart 1099Rs. A Control number box will activate. Enter the Control number that you wish to restart printing 1099R forms. Click on the Print Selected Records Button. Answer Yes to continue printing or No to cancel. Click on OK to print. Creating the 1099R MagMedia Files: BACKUP Double click the Transaction File to open it. Click the 1099R MagMedia tab to open it. Type in all information necessary. The "Create MagMedia File" button will not activate until all REQUIRED information is complete. Click on the "Save" button. Double click on the 1099R File and then click on the 1099R MagMedia tab. The "MagMedia File" buttons will then be activated. Select whether you will be creating the Federal or State 1099R Mag (the State file can be different

49 Year End 47 from the Federal file but the use the same file name so save them in different places on your computer. Click the correct "MagMedia File" button. Fill in the requested information. If this is a replacement file you must get the Replace Alpha Character and Replacement File Name form the Feds. When it is done the message displays "File has been created. You may now copy your file to a blank disk". Click OK. A Select Directory Box will display. Select "A" from the drive pull down at the bottom of the box and insert a blank diskette in the A drive to copy directly to a disk. Click "Select". The copied message box will display. Click OK. You may copy this to a subdirectory on your hard drive at this point, then copy from there to a blank diskette later. Call the Keystone Helpdesk for assistance with this method Combine Multi Data Sets (1099R) 1099Rs can be combined if a user has multiple data sets ***1099R editing must be done in the originating data set*** After 1099Rs are created and all balancing and editing is done in all data sets. SECONDARY DATA SET 1. In the secondary data set fill in all the 1099R Magmedia tab. 2. Print the last page of the 1099R Transaction List. This needs to be given to the primary date user 3. Click the "Export 1099R File" button. 4. Select the correct 1099R batch in the drop down list that you wish to export. 5. Click "OK" button.

50 48 Key Payroll Help 6. The file "1099R_Detail.txt" will be saved to the specified location. 7. If the secondary data set is from a remote site, this file needs to be given to the primary data user. PRIMARY DATA SET 1. Save the file "1099R_Detail.txt" on your computer if the secondary data set is from remote site. 2. Print the last page of the 1099R Transaction List. 3. Click the "Import 1099R File" button. 4. Select the correct 1099R batch in the drop down list that you wish to import the data into. 5. Click "OK" button. 6. The file "1099R_Detail.txt" will be added to the chosen batch. 7. Run the last page of 1099R Transaction List. Total should be the combined amount of the first two totals pages. 8. Run any reports necessary. 9. Create Mag file. 3.6 Form 1094-C/1095-C Update ACA Coverage for Employees Each Month_2 After setting up your ACA Deductions, Employees, and Dependents, you will need to keep insurance information updated. Under Housekeeping Update ACA Healthcare There are three options for updating Employee and Dependent Healthcare information. Update from the beginning of Year thru the Month chosen - This will fill in ACA information from January of the current year to the month you choose. If you have already entered information on some employees this will not overwrite that information. Update One Month - This will fill in ACA information for the month chosen. If you have already entered information on some employees this will not overwrite that information.

51 Year End Update All Months - This will fill in ACA information for the the year. If you have already entered information on some employees this will not overwrite that information Create 1094/1095C File Double click "ACA Health Insurance" on the navigator bar. Click the "Add New" button. Fill in the information requested on the screen. Save out 49

52 Key Payroll Help Edit 1094/1095 File A file is created, when opened there are several tabs. ALE Member - Unit Information The "Remove 0 from Lowest Cost Monthly Premium" button will remove 0.00 from the Employee records in the ACA Batch and will not print 0.00 on the 1095-C forms. Designated Government Entity Enter information if needed in the Mag file

53 Year End ALE - Monthly If any Information needs to be filled in or edited you may do so. Employees - Information for Employees and their dependents can be edited on this tab 51

54 52 Key Payroll Help Other Members Information for Page 3 of the 1094 ACA MagMedia Enter your ACA Transmitter Control Code

55 Year End Change Log - tracking for any editing done to file Print 1094/1095 Forms After you have verified the information in the ACA file you can print several reports. ACA Mailing Lables - will print mailing labels for all employees in the file ACA Batch Verificaiton - this will check for several reporting mistakes. Employees with duplicate SSN Dependents missing BOD, SSN, or Name ACA Form 1094-C (2015) - Totals or Transmittal Page for the Federal Government ACA Form 1095-C (2015) - ACA form that is to be given to the employee ACA Transaction - Summary of the information in the file 53

56 Key Payroll Help Archive The Archiving Data feature is found under Housekeeping Archive Menu Archive Data on the Menu bar. Please note that if you are a school or a City that uses Deduction Limit Reset Dates, you must retain two years data in the Key-Paywin program. Before you start - Go to Housekeeping Data Maintenance Repair Damaged Tables Archiving must be done from the Welcome Screen, otherwise you could CORRUPT your archive data. MAKE TWO BACKUPS OF YOUR KEY-PAYROLL PROGRAM DATA. Note: Inactive Distributions and Deductions During YE archive the program will remove distributions and deductions that have no activity after the archive year. Example: If a deduction is marked inactive and has not been used since 2009, if you archive 2009 the deduction will be archived and removed from your current data. If a deduction is marked inactive and the last year it was used was If you archive 2009 it will not be removed from your current data. You must archive 2009, 2010, then when you archive 2011 the deduction will be removed. Run a YTD Accumulations Summary Report for the Year you wish to Archive. From the "Print Selected Records" Icon, Select All from Show Reports and highlight the YTD Accumulations Summary report. Then click on the "RUN" button. Select the Report year to print. In this case it is for the year that you will be archiving. Save this report to compare to the archived data after the archiving process has been run. Go to Housekeeping Archive Menu Archive Data and Click Archive Data. An Archive Data box will appear with the following statement: "This routine will allow you to archive your data. Please be sure that no users are in the program, and that you have done a backup Do you want to continue?" If you have done the backup and want to continue, click on the "Yes" button. If you have not done a backup, click on the "No" button, exit the program and do a backup. If you answered "Yes" to the Archive data question, a box will appear informing you that the program is going into archive mode. At this point you will have the option to continue with the process or cancel out and return to the program. If you want to continue, click the "Ok" button. If you do not want to continue, click the "Cancel" button. If you answered "OK" to the Important Information statement, a screen will appear that allows you to specify the year you want to archive. The program will default to last year, but you may choose any prior payroll year that you have. Simply input the year you wish to archive using the complete 4 digit year. If you enter a year that you have already archived, the program will inform you that the year already exists and will exit the archive procedure. Click "OK" to archive data. A progress bar will be displayed and a question will appear asking, "Delete terminated employees in the current year?" If you want to remove terminated employees from prior years and keep them from showing up in your current year, click the "Yes" button. If you do not want to remove terminated employees from prior years and keep them showing up in your current year, click the "No" button. Please note that the terminated people will show in the archived data. If you receive a pop up with an employee name and number stating that this employee has a termination date and has history in the current year, answer the question to delete this individual with "No". Once the process is complete, you will be returned to the home page. After archiving is complete, go into archived data and print a YTD Accumulation Summary report

57 Year End 55 and compare it to the YTD Accumulation Summary that was run before starting this process. If the two reports do not match, please restore the data backup made prior to this process and contact the Help Desk. If you receive an error message during this process, please restore the data backup made prior to this procedure and contact the Help Desk at BACKUP UP YOUR DATA ***Select Backup Subdirectories in the backup Utility*** - this option will also backup your archive folders. Archived Data Menu Accessing Archived Data - You will be warned when you are in archived data that you are in archived data. You will not be able to add or change anything. When you are in archived data your Home Page will display your current path as \Keystone\Keypay\Data\PW2005 or whatever is the appropriate folder for your archived data. Archived Data Menu Reset to Current Year s Data Choose this option to go from your archived data back to your current year data. Verify on the Home Page that you are back in your Keystone \Keypay\Data folder or your appropriate folder for Current Data. 3.8 Mag File Upload Affordable Care Act (ACA) 1094/1095C Submission File - General Information Refer to the IRS Instructions for Forms 1094-C and 1095-C using the following link: Refer to the IRS Affordable Care Act Information Returns (AIR) Program using the following link: Refer to the IRS Publication Guide for Electronically Filing Affordable Care Act (ACA) Information Returns for Software Developers and Transmitters for helpful information. Refer to the IRS AIR Transmission Checklist for UI for helpful information. AIR = Affordable Care Act Information Returns (AIR) Program. In order to transmit ACA files electronically to the IRS you must have your TCC number. You are considered an Issuer (UI) type of transmitter. The IRS requires test submission files (that contain bogus information) before you submit your actual file. We have written a program to assist you with this process.

58 56 Key Payroll Help The submission process will require different phases and will take multiple days to complete. One step in the IRS electronic filing process is that every corporation must call the IRS to let them know that their test files have been accepted and request to be moved to the IRS Production Site. Our test sites have informed us that after their test files have been accepted and have been moved to the IRS Production Site, they must wait an additional 48 business hours before they can submit their actual 1094/1095 Submission Files. Each time the Create Communication File and Create 1094/1095C Submission File is selected, two new files are created (details are on the following pages). You may want to delete old files that you do not need. You may want to make a copy of the two files you submit to the IRS and keep them with your year end W-2 backups Create Test Submission Files Create Communication File (TEST FILES) The first year you submit the 1094/1095C Submission File the IRS requires test submission files before you submit your actual file. In Key-Payroll Click ACAHealth Insurance on the Navigator Bar Double Click the 2015 ACA file you are working with Select the Desig Gov t Entity Tab and enter information needed Select the ACA MagMedia tab and enter your TCC number (5 digits)

59 Year End 57 Save out Double click in your file again Select the ACA MagMedia tab Click Create ACA MagMedia File button Select where you wish the program to save the Mag Files. There will be two files created. We suggest you create an ACAFile folder and save the files there.

60 58 Key Payroll Help If creating the Test file click "YES" The file name is formatted as follows XXXXX represents the TCC number YYYYMMDD represent the year month and day the file was created represent the hour, minute, and seconds the file was created: Manifest_1094C_Request_XXXXX_YYYYMMDDT Z.xml 1094C_Request_XXXXX_YYYYMMDDT Z.xml IF YOU OPEN THESE FILES - ONLY OPEN THEM IN A WEB BROWSER SO YOU CANNOT CHANGE ANYTHING! When you are ready to submit these files to the IRS, you will go to the: AIR UI Channel

61 Year End 59 Login - AATS (Testing) site and browse and find the two files to submit. Refer to the Uploading Test File on AIR section. Make sure you print your Receipt ID during this process! Note: Each time the Create the Test file option is selected, two new files are created. You may want to delete old files that you do not need. You may want to make a copy of the two files you submit to the IRS and keep them with your year end W-2 Backups.

62 60 Key Payroll Help Uploading Test File on AIR The information below may change and has been included to assist in this process. Click Link: AIR UI Channel Login - AATS (Testing): Log in with IRS ID and password Select organization you represent for this transaction: (ACA) Only option is AATS 2016, click submit selected version Click Upload ACA forms Select Manifest File Select Form File Click Transmit ***IMPORTANT: YOU MUST PRINT OR WRITE DOWN YOUR TRANSMISSION RECEIPT ID*** Check Status of Test File on AIR The information below may change and has been included to assist in this process.

63 Year End Click Link: AIR UI Channel Login - AATS (Testing): Log in with IRS ID and password Only option is 2016 AATS Click Check Transmission Status Enter TCC and Receipt ID (Exactly as it appears/case SENSITIVE) click Find. Test File Processing Status Sample : Continue to the next page. 61

64 62 Key Payroll Help Test File Accepted Status Sample : Once the test file has an Accepted Status, contact the IRS help desk for confirmation and request to move to the Production site. Refer to the Request IRS to Move to Production Status in AIR section. Request IRS to Move to Production Status in AIR The information below may change and has been included to assist in this process. Call the IRS at Select option 1 for English, and then Option 3 for ACA reporting. Request confirmation of your test file submission. Request to be moved to Production status. NOTE: You will need your TCC code and the Receipt ID from your transmission. If your files were successfully transmitted, they will notify you that you are being moved to Production. Per the IRS helpdesk instructions, Once you have passed AATS testing and your Software Package is placed in Production, allow 48 hours before transmitting into the AIR Production environment. You can view your status to verify your move into Production by logging into eservices: Click on Applications and "ACA Application for TCC" they should find their original application under "processed application". Click the 'eye' icon, to review the summary page for that application.

65 Year End 63 There is a field denoting "T/P indicator" which according to publication 5164: "Once the Communication Testing is passed, the associated Form Indicators are moved to Production "P". When the Form Indicators are moved to Production, the Transmitter or Issuer may only use the TCC to submit live data to Production. Once the Form Indicators are set to Production, the Transmitter or Issuer can use the TCC only to submit live data via the AIR Production environment." You are now ready to create your C Submission (Live) File. Please Use the Create 1094/1095C Live Submission File Process Checklist Create Live Submission Files Create Communication File (LIVE FILES) The first year you submit the 1094/1095C Submission File the IRS requires test submission files before you submit your actual file. In Key-Payroll Click ACAHealth Insurance on the Navigator Bar Double Click the 2015 ACA file you are working with Select the Desig Gov t Entity Tab and enter information needed

66 64 Key Payroll Help Select the ACA MagMedia tab and enter your TCC number (5 digits) Save out Double click in your file again Select the ACA MagMedia tab Click Create ACA MagMedia File button Select where you wish the program to save the Mag Files. There will be two files created. We suggest you create an ACAFile folder and save the files there.

67 Year End If creating the Live file click "NO" The file name is formatted as follows XXXXX represents the TCC number 65

68 66 Key Payroll Help YYYYMMDD represent the year month and day the file was created represent the hour, minute, and seconds the file was created: Manifest_1094C_Request_XXXXX_YYYYMMDDT Z.xml 1094C_Request_XXXXX_YYYYMMDDT Z.xml IF YOU OPEN THESE FILES - ONLY OPEN THEM IN A WEB BROWSER SO YOU CANNOT CHANGE ANYTHING! When you are ready to submit these files to the IRS, you will go to the: AIR UI Channel Login - AATS Production site and browse and find the two files to submit. Refer to the Uploading Test File on AIR section. Make sure you print your Receipt ID during this process!

69 Year End Uploading Live File on AIR The information below may change and has been included to assist in this process. Click Link: AIR UI Channel Login - AATS Production) Log in with IRS ID and password Select organization you represent for this transaction: (ACA) Only option is AATS 2016, click submit selected version Click Upload ACA forms Select Manifest File Select Form File Click Transmit ***IMPORTANT: YOU MUST PRINT OR WRITE DOWN YOUR TRANSMISSION RECEIPT ID*** Check Status of Live File on AIR The information below may change and has been included to assist in this process. 67

70 68 Key Payroll Help Click Link: AIR UI Channel Login - AATS Production: Log in with IRS ID and password Only option is 2016 AATS Click Check Transmission Status Enter TCC and Receipt ID (Exactly as it appears/case SENSITIVE) click Find. Live File Processing Status Sample : Continue to the next page.

71 Year End Live File Accepted Status Sample : Once the live file has an Accepted Status, the upload process is complete. 3.9 Backup Archive Files In the Keystone Backup Utility Select the Payroll backup item. Click on Backup Archive. Click "Choose" Button. 69

72 70 Key Payroll Help Check box for archive year to backup. Click "DONE" Click Start Process button. Click Yes to backup the user can click YES to edit the name of the file.