Doculivery. Procedures Checklist 10/26/16

Transcription

1 1 Doculivery Year-End Procedures Checklist 10/26/16

2 Table of Contents Preparing for Doculivery Year-End Procedures... 1 Create Opt In/Out File from Doculivery W-2/Tax Form Site... 3 Set Up Employees in Komputrol s Payroll System that need a printed W-2/1095-C form (Paperless Processing Setup)... 4 Print/Create W-2s from Komputrol or Boyce Print Services for Opt Out Employees Print/Create 1095-Cs from Komputrol or Boyce Print Services for Opt Out Employees..11 Print/Create W-2s from Komputrol or Boyce Print Services for All Employees 12 Print/Create 1095-Cs from Komputrol or Boyce Print Services for All Employees 13 Upload File to Doculivery W-2/Tax Form Site... 14

3 Preparing for Doculivery Year-End Procedures 1 If you are using Doculivery to upload your W-2/1095-C the files must be uploaded to the Doculivery site by January 26, If you are using Boyce print Services, the files must be uploaded to the Doculivery site by January 16, You are required to provide a printed W-2 for any employee who has NOT Opted In to receive an electronic copy on Doculivery. You are required to provide a printed 1095-C form for any applicable employee who has NOT Opted In to receive an electronic copy on Doculivery. Contact your Boyce Sales Representative to order your W-2 forms if you do not use the Boyce Print Service option. Using the Boyce Print Service option eliminates estimating, ordering, and purchasing forms/envelopes and is a time saver! The 1095-C forms print on plain paper. Encourage your employees to Opt In for paperless tax forms (W-2 and 1095-C). Uploading an employee with an incorrect SSN to Doculivery requires manual overrides to correct. There is a government service that can be used to verify that your employee names and Social Security Numbers (SSN) match Social Security s records. The site: is part of the Official Social Security Website and is not part of your Komputrol Software. This verification tool can save you time and money by preventing corrections due to invalid SSNs. Before uploading your W-2 file to Doculivery, print W-2s on paper for all of your employees to verify your totals. To do this, from the bottom of any Komputrol Menu type: MENU UPMAST,NEWUSER and press the ENTER key. Select Option 6 - Payroll Processing Profile Maintenance. Go to the 4 th screen. You may need to temporarily change the answer to the following prompt. (If you make a change, you will need to change it back when finished printing your totals on paper!) The prompt, Do you print W-2s or 1095-Cs from Komputrol for those who have not opted in? must be marked with a N to print for all employees. If you temporarily changed your prompt on the Payroll Processing Profile Maintenance Screen to print W-2s to paper, then change it back now.

4 2 After you know the Komputrol W-2 Totals and upload your file to Doculivery, verify that the Doculivery totals are correct on the Doculivery W-2/Tax Form Site before releasing the file (See page 14 for instructions). If the totals do not match, then do not release the file! Please call Komputrol for assistance. If incorrect totals are released, it requires the involvement of multiple individuals with different levels of security clearance to fix an incorrect W-2 file. As a result, you will be assessed a fee for each W-2 correction. If the totals in Doculivery are correct, release the file! Note: Currently employee s paid with live checks, which are not uploaded to Doculivery, do not have access to their Tax Forms in Doculivery. If you want the ability for those employees to access their Tax Forms please contact Komputrol Doculivery Support prior to uploading your Tax Form files to Doculivery. Note: In order to properly view and save files, the file extensions should not be hidden. Below are the steps to unhide the file extensions. This should be a one-time process. These steps may vary slightly based on your version of Windows. Go to your desktop or start button Double click Computer. Click Tools. Click Folder Options. Click View. Un check Hide extensions for known file types. Click Apply. Click OK and close the open windows.

5 3 Create Opt In/Out File from Doculivery W-2/Tax Form Site To access the Doculivery W-2/Tax Form Site: From your Doculivery Administrator Web Site, Click the W-2/Tax Form Site link in the upper right hand corner of the screen. You should see the News screen. If you do not see this link, contact Komputrol Doculivery Support to assist you. From the tabs along the top Click on Employees, then choose the Opt-Ins option. Select the current tax year. Select Click here to download the opt-in report as a spreadsheet. You will see the download box display. Click on Download (this will open a spreadsheet in Excel). Save the Excel Spreadsheet to your root directory (typically K:). You will need to rename the file. The file name must be w2optin.csv. The Save as type: must be CSV (Comma delimited)(*.csv). Log out of the W-2/Tax Form Site. NOTE: This spreadsheet can be created as many times as needed. If an employee s Opt In/Out status changes, then it will change the Komputrol Employee File Maintenance Screen and/or W-2/1095C Work File when you complete the paperless process.

6 Set Up For Employees in Komputrol s Payroll System that need a printed Tax Form - (Paperless Processing Setup) This procedure can be used to quickly setup all of your employees who need a printed Tax Form. This will include employees who do not exist in Doculivery. 4 Note: You are required to provide a printed W-2/1095-C form for any employee who has NOT Opted In to receive an electronic copy on Doculivery. If using Boyce Systems Print Service this setup is optional. This setup will provide a record of who should receive a printed Tax form. For the Paperless Processing Menu to be usable a change may need to be made in the User Profile Menu. From the bottom of any Komputrol Menu type: MENU UPMAST,NEWUSER and press the ENTER key. Select Option 6 - Payroll Processing Profile Maintenance. Go to the 4 th screen. PAYROLL PROFILE MAINTENANCE -Automatically Change The Fund Code On The Employee F7-Return Personal Information Screen When Changing The Employee's Base Distribution Code Default is N (Y,N) N -Maintain Employee Address Information in Personnel (Y,N) Y -Print YTD Leave Day Used on Checks & Dep. Advices..(Y,N) N -Leave Time Unit Description...(Days, Units, Hours, etc.) DAYS * DOCULIVERY ONLY * -Do you print W-2s or 1095-Cs from Komputrol for those who have not "opted in"...(y,n) Y Default is y -Do you print Deposit Advices from Komputrol?..(Y,N) N Default is N -Do you use the SSN or Emp. # as your main key (S,E) S -User ID... USERID -Default Password... PASSWORD Enter LAST4 to use the last 4 digits of the SSN -Are You Using Time Clock...(Y,N) Y -Are You Using Remote Payroll...(Y,N) N -Are You Using Detail Attendance...(Y,N) Y Update Personnel Employee File During Payroll Employee File Maintenance (Y,N) (Y,N) (Y,N) Contract Group... N Years Experience... N Job Class... N Active Date... N Board Approval Date N Separation Date... Y Contract Days... N PT Date Hired... N Primary Location... N Screen 4 of 5

7 To display the Print W-2 and Print 1095 fields on the Employee File - Personal Information screen, the question Do you print W-2s or 1095-Cs from Komputrol for those who have not opted in? must be marked with a Y. If the question is answered with a Y, then only employees marked will have an appropriate tax form print from Komputrol. If the question is answered with a Y, then the name of the W-2 file to import will change. The file to import is npprw2.txt. 5 Emp EMPLOYEE FILE -- PERSONAL INFORMATION F7-Return (First) (Middle) (Last) F8-Search F11-Prev Names Name MOLLY CHESTER F12-Add To Per User Id SSAN Nickname Phone Phone Unlisted Address 123 N MAIN ST Address Unlisted City, St DALEVILLE IN Zip Code Sex F M/S Exempt Pct Addl Tax EIC Code M/S P-Ex D-Ex Addl Tax Federal S State 18 IN S Local 17 BENTON Certified N Pays/Year 260 Work Loc 10 Years Exp FICA Code 1 Pay Group 25 Check Loc 10 Substitute Retire # Pay Type 1 Part Time Vendor # Retire Code 01 Earnings Code Unemp. Letter Retire Status Job Class Unemp. Exempt Rate Fund Print W-2 Y O.T. Exempt Rate 2 Contract Group Print 1095 Y Days Worked Rate 3 Contract Amount Base Contract Rate 4 Contract Used Base Rate Std Units Contract Balance Other Amount Beg Contract Date End Contract Date Birthdate Date Hired PT Date Hired First Check Date Memo Date Term Term Code Last Check Date Payroll - Option 1 Employee File The Print W-2 and Print 1095 fields display. When the file w2optin.csv is imported, a W-2 and/or 1095-C will print for those employees marked with a Y.

8 Periodic Procedures Menu - Paperless Processing Menu 6 COMMAND PERIODIC PROCEDURES Revised Chart of Accounts JN PR Change Ded. Amounts and Limits 10. Emp. Ded. Work File Process 2. Change Pay Rates or Pays/Year 11. Pay Rate Work File Process 3. Change Ded. Employer Amounts 12. American Fidelity Menu 4. Change Deduction Hold Status 13. Create Voucher For Employer 5. Calculate Rate 1 by Contract Amt Portion Of Deductions 6. Change Life Ins. Policy Amounts 14. Update Yrs. Exp. From Personnel 7. Change Attendance And/Or 15. Update Last Check Date Exception Check Dates 16. Correct Earnings Codes 8. W-2 Health Care Costs Menu 17. Print Reasonable Assurance Form 9. Paperless Processing Menu 18. Print Reasonable Assur. Labels 23. Master Menu 24. Sign Off All Programs and Related Materials are Proprietary to Komputrol COMMAND PAPERLESS PROCESSING MENU Revised Chart of Accounts JM PRP00 1. Update Paperless W-2/1095C Status 2. Paperless W-2 Report 3. Paperless 1095C Report 4. Paperless Pay Stub Report 22. Periodic Procedures 23. Master Menu 24. Sign Off All Programs and Related Materials are Proprietary to Komputrol

9 Update Paperless W-2/1095C Status Last User F7-End 7 This option requires a file on the KWS drive called "w2optin.csv" You will need to create this file from the Doculivery system. Press "Enter" to Continue Press "F7" to Cancel Option 1 - Update Paperless W-2/1095C Status: This option will update the Print W-2 and Print 1095 fields on the Employee File - Personal Information screen and the W-2 Work File - Personal Information screen from the Opt In/Opt Out file created from Doculivery. The Opt In/Opt Out file created from Doculivery must be placed in your KWS drive and it must be named w2optin.csv (see page 3 for instructions) in order for the information to update into Komputrol s Payroll Software. The Opted Into ALL Tax Forms? column may or may not exist in the file. If the column exists, this column will be used to update Komputrol for 1095-C. If this column does not exist, the Has Opted In? column is used to update Komputrol. Sample W2optin.csv file: Has Opted In? First Name Last Name SSN Opted Into ALL Tax Forms? NO MOLLY CHESTER NO NO CATHY MARSHALL NO NO CHRISTINA LANTZ NO YES MELONIE FURNISH YES YES MICHELLE FRIES YES NO BRENT KINSEY NO NO DANIELLE KROUSE NO If the employee has NO in the appropriate column then a Y will be placed in the Print W-2 and/or Print 1095 fields stating that a W-2 and/or 1095-C should be printed from Komputrol for this employee. After selecting the option to Update Paperless W-2/1095C Status, the Paperless W-2 Report and the Paperless 1095C Report may be printed to verify the information that updated to Komputrol.

10 8 PAPERLESS W-2 REPORT F7-End Beginning Ending Employee Number... Record Type... Work Location... Enter...(E,W,B) _ E-Employee File W-W-2 Work File B-Both Print Terminated Employees After This Date Print Sequence Work Location...(Y,N) _ Alphabetically/Employee Number...(A,N) _ Print Prompts (Y,N) _ Number Of Copies... Option 2 - Paperless W-2 Report: This report will indicate if a W-2 should be printed from Komputrol for the employees within the prompt range entered. The report will list all employees who will get a printed W-2 first, followed by a list of all employees who will NOT get a printed W-2 from Komputrol. APPROVED BY THE STATE BOARD OF ACCOUNTS SEPTEMBER 2010 FOR: KOMPUTROL COMMUNITY SCHOOLS P A P E R L E S S W - 2 R E P O R T PRP10/KOMP PAGE 1 EMP. NO. NAME PRINT W-2 WORK LOC TERMINATED MOLLY CHESTER Y 10 HIGH SCHOOL SUSIE KAY ANDERSON Y 10 HIGH SCHOOL 8/20/ BRENT KINSEY Y 20 ELEMENTARY SCHOOL BRENT KINSEY Y 20 ELEMENTARY SCHOOL BRENT KINSEY Y 20 ELEMENTARY SCHOOL DANIELLE KROUSE Y 30 MIDDLE SCHOOL APPROVED BY THE STATE BOARD OF ACCOUNTS SEPTEMBER 2010 FOR: KOMPUTROL COMMUNITY SCHOOLS P A P E R L E S S W - 2 R E P O R T PRP10/KOMP PAGE 2 EMP. NO. NAME PRINT W-2 WORK LOC TERMINATED MICHELLE FRIES 30 MIDDLE SCHOOL MELANIE FURNISH 10 HIGH SCHOOL COUNTS: PRINT W-2 - Y... 6 PRINT W-2 - NOT Y... 2 GRAND TOTAL... 8

11 9 PAPERLESS 1095C REPORT F7-End Beginning Ending Employee Number... Record Type... Work Location... Year... Print Sequence Work Location...(Y,N) _ Alphabetically/Employee Number...(A,N) _ Print Prompts (Y,N) _ Number Of Copies... Option 3 - Paperless 1095C Report: This report will indicate if a 1095C should be printed from Komputrol for the employees within the prompt range entered. The report will list all employees who will get a printed 1095C first, followed by a list of all employees who will NOT get a printed 1095C from Komputrol. APPROVED BY THE STATE BOARD OF ACCOUNTS SEPTEMBER 2010 FOR: KOMPUTROL COMMUNITY SCHOOLS P A P E R L E S S 1095C R E P O R T PRP10/KOMP PAGE 1 EMP. NO. NAME PRINT 1095C WORK LOC TERMINATED MOLLY CHESTER Y 10 HIGH SCHOOL SUSIE KAY ANDERSON Y 10 HIGH SCHOOL 8/20/ BRENT KINSEY Y 20 ELEMENTARY SCHOOL BRENT KINSEY Y 20 ELEMENTARY SCHOOL BRENT KINSEY Y 20 ELEMENTARY SCHOOL DANIELLE KROUSE Y 30 MIDDLE SCHOOL APPROVED BY THE STATE BOARD OF ACCOUNTS SEPTEMBER 2010 FOR: KOMPUTROL COMMUNITY SCHOOLS P A P E R L E S S 1095C R E P O R T PRP10/KOMP PAGE 2 EMP. NO. NAME PRINT 1095C WORK LOC TERMINATED MICHELLE FRIES 30 MIDDLE SCHOOL MELANIE FURNISH 10 HIGH SCHOOL COUNTS: PRINT 1095C - Y... 6 PRINT 1095C - NOT Y... 2 GRAND TOTAL... 8

12 Print/Create W-2s from Komputrol or Boyce Print Services for Opt Out Employees You must provide a printed W-2 for the employees who did NOT Opt In to receive their W-2 online. Please see the Set Up Employees in Komputrol s Payroll System that need a printed form - (Paperless Processing Setup) instructions. Below are the options for printing and creating the files: Print W-2s & Create the File from Komputrol: To print the W-2 forms, select Option 12 - Print W-2s on the Calendar Year-End Procedures menu. The Custom Forms and Programs option on the User Profile menu determines if Laser (LS322) or Continuous-Feed (PR322) W-2s are printed. This will only print the employees that did NOT Opt In to receive their W-2s online. To create the file npprw2.txt to upload to Doculivery, type AL322 at the bottom of the Calendar Year-End Procedures menu. It is critical that you answer the prompts the same way you did when printing the W-2s. Print W-2s & Create the File for DOC-E-SERVE: Use the print option that you would run to create your W-2 file for Doc-E-Serve from the Calendar Year-End Procedures menu. This will create two files: apprw2.txt and npprw2.txt. You will use apprw2.txt to PRINT your W-2s in Doc-E-Serve. You will use npprw2.txt to UPLOAD the file to Doculivery, which will generate online W-2s. Using Boyce Print Services for W-2s: To create the file apprw2.txt to upload to Doculivery, type AL322 at the bottom of the Calendar Year-End Procedures Menu Note: The file must be uploaded by January 16 th. 10

13 Print/Create 1095-Cs from Komputrol or Boyce Print Services for Opt Out Employees 11 You may be required to provide a printed 1095-C for certain applicable employees. Please see the Set Up Employees in Komputrol s Payroll System that need a printed form - (Paperless Processing Setup) instructions. Below are the options for printing and creating the files: Print 1095-C & Create the File from Komputrol: To print the 1095-C forms, select Option 10 - Print Form 1095-C on the ACA Menu. This will only print the employees that did NOT Opt In to receive their 1095-C online. To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select Option 13 Create 1094/1095C Submission File from the ACA Menu. This will be the same file that you submit to the IRS and it will be placed in the KWS drive. Using Boyce Print Services for 1095-Cs: To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select Option 13 Create 1094/1095C Submission File from the ACA Menu. Note: The file must be uploaded by January 16 th.

14 Print/Create W-2s from Komputrol or Boyce Print Services for All Employees You can print and upload the W-2 file for all employees. Below are the options for printing and creating the files: Print W-2s & Create the File from Komputrol: To print the W-2 forms, select Option 12 - Print W-2s on the Calendar Year-End Procedures Menu. The Custom Forms and Programs option on the User Profile Menu determines if Laser (LS322) or Continuous-Feed (PR322) W-2s are printed. To create the file apprw2.txt to upload to Doculivery, type AL322 at the bottom of the Calendar Year-End Procedures menu. It is critical that you answer the prompts the same way you did when printing the W-2s. Print W-2s & Create the File for DOC-E-SERVE: Use the print option that you would run to create your W-2 file for Doc-E-Serve from the Calendar Year-End Procedures menu. You will use the W-2 file apprw2.txt to do BOTH: Print your W-2s in Doc-E-Serve. Upload to Doculivery, which will generate online W-2s. Using Boyce Print Services for W-2s: To create the file apprw2.txt to upload to Doculivery, type AL322 at the bottom of the Calendar Year-End Procedures Menu. Note: The file must be uploaded by January 16 th. 12

15 Print/Create 1095-Cs from Komputrol or Boyce Print Services for All Employees 13 You can print and upload the 1095-C file for all employees. Below are the options for printing and creating the files: Print 1095-C & Create the File from Komputrol: To print the 1095-C forms, select Option 10 - Print Form 1095-C on the ACA Menu. To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select option 13 Create 1094/1095C Submission File from the ACA Menu. This will be the same file that you submit to the IRS and it will be placed in the KWS drive. Using Boyce Print Services for 1095-C s: To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select Option 13 Create 1094/1095C Submission File from the ACA Menu. Note: The file must be uploaded by January 16 th.

16 Upload File to Doculivery W-2/Tax Form Website Note: The W-2/1095-C file can be uploaded once you have created your W-2s, but must be uploaded by January 26 th. If you are using Boyce Print Services, then you must upload your file by January 16 th. After generating the W-2 file on your payroll system, follow these steps: To Access the Doculivery W-2/Tax Form Site: From your Doculivery Administrator Web Site, Click the W-2/Tax Form Site Link in the upper right hand corner of the page. You should see the News screen. From the tabs along the top Click on Files, then choose the Upload A New File option. You should see the Upload a File screen. Click the dropdown arrow for the blank labeled Please select the type of file. There should be a W2 file and there may be a 1095C file if you signed up to post 1095-C forms to Doculivery. Click the dropdown arrow for the blank labeled Please select one of the following. Select Upload Final Tax Form File to upload your current year W-2s and 1095-Cs. Click the dropdown arrow for the blank labeled Please select the tax year of the file prompt. Select the year representing the Tax Year. Click the [Upload File (Max 1 GB) ] button at the Please choose the file to upload prompt. You will get an Open window that will allow you to browse the disk drives on your system to find the file to upload: Select the file name apprw2.txt or npprw2.txt or 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml. The file will be located on the same drive as your KWS application, which is most commonly K:\. Click on Uploaded Files. 14

17 15 You should see the Uploaded Files screen. Select the W2/1095C file (apprw2.txt, npprw2.txt. 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml) to open. Select click here for totals in this file. Check totals prior to release. (See the Before uploading your W-2 file to Doculivery section on page 1). Release the file. Log out of the W-2 Doculivery system. If an employee loses the printed W-2 or 1095-C you provided them: Direct the employee to sign into their Doculivery account, and they can view and print a new copy. For the employees that did not Opt In to receive their W-2/1095-C online, they will be able to access their Tax Forms online after February 15 th.