2010 KOMPUTROL HOLIDAY SUPPORT HOURS

Transcription

1 2010 KOMPUTROL HOLIDAY SUPPORT HOURS Please mark your calendars and schedule your workload accordingly with the following dates: Thursday, December 23 rd Friday, December 24 th Friday, December 31 st Support Hours will end at 12:00 noon (Christmas Eve Observance) CLOSED (Christmas Day Observance) CLOSED (New Year s Day Observance) WE WISH YOU A SAFE & HAPPY HOLIDAY SEASON!!

2 Municipal KWS download December 22, 2010 * INSTRUCTIONS FOR LOADING MUNICIPAL YEAR-END 2010 UPDATES * This web link will enable you to download Municipal software enhancements, including changes to Unemployment reporting, W-2 reporting, 1099-R processing, and1099 printing. It is important that you load these updates AS SOON AS POSSIBLE. These updates contain changes that will affect your quarter-end and year-end files. Also, these updates must be loaded BEFORE you load the 2011 tax updates, which we will be distributing early next week (week of 12/27). It does not matter where you are in your processing of budgetary or payroll cycles when loading these updates. More information regarding the changes included in this update can be found following the load instructions. NO ONE ELSE SHOULD BE WORKING IN KOMPUTROL WHILE LOADING THESE UPDATES. Please notify all Komputrol operators that they are not to be working in Komputrol while you are completing the steps below. 1) Right now you should be looking at the screen titled Komputrol Municipal Software Downloads. Minimize this window by clicking on the minimize button upper right corner. in the 2) In Komputrol, go to the Master Menu For Komputrol Software. Check the blue bar at the top of your Komputrol screen. It should look something like this: The characters after the last dash in this line represent your Komputrol drive location. This is what needs to be in the Unzip to folder box when you download these updates (in step 4 below). If your drive is K and your blue bar looks just like the one above, you do not need to change the Unzip to folder box, because that is the default and K:\ is already in the box. If your Komputrol drive is something else, however, you will need to replace the K:\ with everything in the blue bar after the last dash. For example, if your blue bar looks like this: You will need to enter C:\KWS in the Unzip to folder box. 3) Now minimize your Komputrol screen by clicking on the minimize button in the upper right corner, and maximize the Komputrol County Software Downloads screen by clicking on the icon in the blue bar of your desktop. 4) Click on the link that reads Download Municipal Year-end 2010 Updates. You will be prompted,

3 Do you want to run or save this file? Click You will then see a Security Warning box Click A WinZip Self-Extractor window will open, and you will see: This is where you will enter your Komputrol drive (as described in step 2 above) if it is something other than K. If your drive is K, you may leave this box as it is. Click When this procedure is finished, you will see a message, (#) files unzipped successfully Click, then click 5) This completes the downloading procedures. You may now close the download window by clicking on the Komputrol screen by clicking on the your desktop. in the upper right corner, and maximize your 6) Go to the Payroll Master Menu. At the bottom of this menu, type: icon in the blue bar of PR3Ø2 (and press ENTER) This procedure will go very quickly and you should be returned to the Payroll Master Menu. 7) At the bottom of the same menu, go to the User Profile Menu by typing: MENU UPMAST,USERLIB (and press ENTER) Due to changes in the State ID Number, you will need to go to the User Profile Maintenance screen (option #1) and enter your state-assigned number (example on next page). The State ID Number is now separated into three fields that represent your state-assigned number. The first field is ten digits, the second field is three digits, and the third field is one digit. The first two fields print sequentially on the W-2 forms and are included in the W-2 Diskette File Edit as a 13 digit number. The last field is not used for W-2 printing or processing, as it is an internal use field defined by the state. This ID # also prints on 1099 s. This number must be entered before beginning the payroll year-end procedures. Your State ID Number may be found on your WH-3 form. Once you have entered your State ID Number, press Enter (twice) to save your changes and select option #23 to return to the Master Menu For Komputrol Software.

4 USER PROFILE MAINTENANCE Report Heading CITY/TOWN OF KOMPUTROL Corporation Name CITY/TOWN OF KOMPUTROL Phone Address INNOVATION DR., SUITE 400 FAX P.O. Box... PO BOX 669 City.St... DALEVILLE IN County DELAWARE Zip Code Corp. Number Hard: Drive K Diskette Drive D Directory RPG EMPLOYER INFORMATION Employer Identification No State Id Number Number State Tax Exempt Number Federal Excise Tax Exempt State/Local Number Empl Sec Divsion Acct # State Code Transmitter/Employer Code 7 PURCHASE ORDER PRINTING Corp. Name -- Center CITY/TOWN OF KOMPUTROL Signature/Title MAYOR APPROVAL TITLES / DATES P.O. Format CITY/TOWN OF KOMPUTROL / 2001 Serv Record CITY/TOWN OF KOMPUTROL / 2003 This completes the installation. The following pages explain the changes included in these updates. Feel free to call if you have any questions regarding the installation of these updates or the new programs.

5 Municipal Year-end 2010 Enhancements Budgetary BUDGET ACCT FILE MAINTENANCE, REVENUE ACCT FILE MAINTENANCE and FUND ACCOUNT FILE MAINTENANCE: These 3 maintenance options have been changed so an account or fund cannot be deleted if it has history. You will have to first delete any existing history before deleting the account or fund. UPDATE BIANNUAL TOTALS-FISCAL YEAR, UPDATE BIANNUAL TOTALS-CALENDAR YEAR, and DELETE BUDGET BIANNUAL TOTALS: If an operator tries to update totals more than once in the same year, a message will be displayed to let them know it isn t updating. Payroll EMPLOYEE HISTORY LISTING: A prompt was added to give you the option of printing this listing with detail (employee check detail), summary (employee summary totals), or grand totals only. INDIANA FORM 100-R LISTING: We added an option to print rate 1. You now have 3 choices with this prompt: Print YTD Gross, Calculate Rate 1 x 2, or Print Rate 1. CREATE W-2 WORK FILE, PRINT W-2 s and CREATE W-2 DISKETTE FILE: The change to the State ID # format required a revision to these programs. This does NOT require any changes on your part to the processing of your W-2 s. UNEMPLOYMENT REPORTING (Electronically) QUARTERLY PROCEDURES PR OASDI/Medicare Report 9. Save Unempl. File - Cartridge 2. Unemployment Report 10. Save Unempl. File - Diskette 3. Employer's 941 Report 4. Quarterly Totals Report 11. Retirement Report By Code 12. Retirement Gross - Fund 5. Employee History Report 13. P.E.R.F. Reporting 6. Create Unemployment File - Dkt 14. Clear Payroll Totals 7. Unemployment Edit Report 15. Remove Transaction Files 8. Unemployment File Maint. 21. Back-Up Procedures 23. Master Menu 24. Sign Off All Programs and Related Materials are Proprietary to Komputrol Page 1

6 The following options on the Quarterly Procedures Menu have been changed: Option 6 - Create Unemployment File - Dkt: Option 7 - Unemployment Edit Report: Option 8 - Unemployment File Maintenance: The Taxable State Wages have been added to the Unemployment file. This is a calculated amount, and it will be included in the Unemployment File. This field has been added to the Unemployment Edit Report. Changes can be made to this field in the Unemployment File Maintenance option. These options were changed as we were recently informed that the format needed to be modified in order to send the unemployment file over the internet. To submit over the internet, there are restrictions for the number of employees you can have. Contact the Unemployment Office if you have questions about submitting the file over the internet. CREATE UNEMPLOYMENT FILE - DISKETTE Last User F7-End Beginning Ending Employee Number... Record Type... FICA Code... Job Class... Current Quarter Dates... Unemployment Codes To Omit Subtract Section 125 From Gross...(Y/N) Subtract Deferred Compensation From Gross(Y/N) Month & Year of Calendar Quarter... Employer Account # - Numeric (Required Entry) Employer Account # - Alpha Only or Leave Blank State Taxable Wages... Contact Person... Contact Phone Extension Print Prompts (Y,N) No. Of Copies This option creates a file named uiwage.txt in the root directory of your Komputrol drive (same location that you identified in the load instructions). Page 2

7 1099-R PROCESSING (ELECTRONICALLY) (The remainder of this document is related to the electronic processing of 1099-R s) FILES MAINTENANCE MENU Option 1 - Employee File - Personal Information Screen The 1099-R Box 7 field has been added to the screen. This field is used to print the IRS distribution information on the 1099-R in box 7 for pension employees. This field allows 7 alpha/numeric characters to be entered. Only the first two fields are used when the Create 1099-R Diskette File is selected. If the code is entered on this screen, it will be copied to the W-2 Work File - Personal Information Screen when the Create W-2 Work File option is selected from the Calendar Year End Procedures Menu. The distribution codes are located in the 2010 IRS 1099-R Instructions (page 12 & 13). The following link provides access to the on-line instructions. In the sample below, the 7 will print in Box 7 of the 1099-R and it represents Normal Distribution. Emp 9050 EMPLOYEE FILE -- PERSONAL INFORMATION F7-Return (First) (Middle) (Last) F8-Print Screen Name JOHN D HARTER SSAN Nickname Phone Phone Unlisted Address 123 N MAIN ST Address Unlisted City, St DALEVILLE IN Zip Code Sex M M/S Exempt Pct Addl Tax Code M/S P-Ex D-Ex Addl Tax Federal S 2000 State 18 IN S 1000 Local Code 17 Pays/Year 260 Work Loc 7 Fund FICA Code 0 Pay Group 2 Check Loc 7 Seasonal Ind. Retire # Pay Type 0 Job Class 30 Unemp. Exempt Retire Code 00 Earnings Code BP Dir Deposit Y 1099-R Box 2 Y Rate Unemployment Cd 02 Pension Y 125 Available Rate 2 EIC Payment Type Vendor # 1099-R Box 7 7 Rate 3 Contract Group Contract Amt Rate 4 Contract Used Std Units Driver License Contract Bal Days Worked Memo Child Support Leave Day Start Date Birthdate Date Hired First Check Date... Start Date Date Term Term Cd Last Check Date... Page 3

8 CALENDAR YEAR END PROCEDURES MENU Option 2 - W-2 Work File Maintenance - Personal Information Screen The Box 2 Amount field has been added to the screen. This field can be printed on the 1099-R and allows for up to $99, to be entered. This field allows for an amount to be entered to print in Box 2 (Taxable amount) of the 1099-R. If the amount that prints in Box 2 is the same as the amount that prints in Box 1 (Gross distribution), then an amount does not need to be entered in this field. For this amount to print on the 1099-R, an employee must be marked with a Y in the Pension field and a Y in the 1099-R Box 2 field. The 1099-R Box 7 field has been added to the screen. This field is used to print the IRS distribution information on the 1099-R in box 7 for pension employees. This field allows 7 alpha/numeric characters to be entered. Only the first two fields are used when the Create 1099-R Diskette File is selected. The 1099-R field may be entered on this Employee File - Personal Information screen and then it will be copied to this screen when the Create W-2 Work File option is selected from the Calendar Year End Procedures Menu. The distribution codes are located in the 2010 IRS 1099-R Instructions (page 12 & 13). The following link provides access to the on-line instructions. In the sample below, the 7 will print in Box 7 of the 1099-R and it represents Normal Distribution. Emp 9050 W-2 WORK FILE -- PERSONAL INFORMATION F7-Return (First) (Middle) (Last) Name JOHN D HARTER SSAN Nickname Phone Phone Unlisted Address 123 N MAIN ST Address Unlisted City, St DALEVILLE IN Zip Code Sex M M/S Exempt Pct Addl Tax Code M/S Exempt Addl Tax Federal S 2000 State 18 IN S 1000 Local Code 17 Pays/Year 260 Work Loc 7 Vendor No. FICA Code 0 Pay Group 2 Check Loc 7 Fund Retire # Pay Type 0 Job Class 30 Unemp. Exempt Retire Code 00 Earnings Code BP Dir Deposit Y 1099-R Box 2 Y Rate Unemployment Cd 02 Pension Y Box 2 Amount Rate 2 EIC Payment Type 1099-R Box 7 7 Rate 3 Contract Group 12 Contract Amt Rate Available Contract Used Std Units Driver License Contract Bal Days Worked Extra Code Child Support Leave Day Start Date Birthdate Date Hired First Check Date... Start Date Date Term Term Cd Last Check Date... Page 4

9 COMMAND CALENDAR YEAR END PROCEDURES SH PR Create W-2 Work File 11. Print W-2's 2. W-2 Work File Maintenance 12. Print Form 1099-R 3. Employee Trial Balance 13. W-2 Diskette Menu 4. OASDI/Medicare Gross Report R Diskette Menu 5. Employee File Listing 15. Post W-2 Earnings to W-2 Totals 6. Employee History Listing 16. W-2 Totals Maintenance 7. Local Option Income Tax Report 8. Employee FICA Gross Report 17. Clear Payroll Totals 9. Annual Retirement Report 18. Clear Contract Used 10. Gross Wage Report - Newspaper 19. Delete Terminated Employees Note: Back up employee file before selecting option 16 & Back-Up Procedures 23. Master Menu 24. Sign Off All Programs and Related Materials are Proprietary to Komputrol COMMAND SH 1099-R DISKETTE MENU PRR00 1. Create 1099-R Diskette File 2. Print 1099-R Diskette Edit 3. Save 1099-R Diskette File to Diskette 22. Calendar Year End Menu 23. Master Menu 24. Sign Off All Programs and Related Materials are Proprietary to Komputrol Option R Diskette Menu **This is a new menu.** This menu allows for a 1099-R file to be created for electronic submission. Because the Indiana law changed and now requires that all businesses that file more than 25 wage statements per calendar year to file their 1099-Rs electronically to the state. If you will be submitting paper copy 1099-R forms to the state, you do not need to use this menu. Page 5

10 Screen 1 of 2 Create 1099-R Diskette File Last User F7-End Beginning Employee Number... Ending Amount Limit... (No Decimal Positions) Example: Enter 10 for ten dollars Payment Year... Transmitter Control Code Payer Name Control... Contact Name... Contact Phone #... Contact Phone Extension Contact Address.. Press "Enter" for more prompts. Option 1 - Create 1099-R Diskette File This is a new option. If you will be submitting your 1099-R file electronically, you will select this option after you have printed and proofed your 1099-R forms. This option creates a file named 1099R and it is located in your root directory which is typically the K: drive. Beginning/Ending Employee Number - Enter through and the program will include the Pension employees in the file. Amount Limit - If all Pension employees should be included in the file, enter this field with all zeros. 9 digits Payment Year - Enter the 4-digit 1099-R Reporting Tax Year. Transmitter Control Code - Enter the five-character alpha/numeric code you received in your approval letter. Payer Name Control - Enter the first 4 letters in the name of your city/town. Contact Name, Contact Phone #, Contact Phone Extension, & Contact Address - Enter the appropriate contact information of the individual who should be contacted if there are problems or questions with the 1099-R file. The contact information will be included in the 1099-R file. Press Enter for more prompts. Page 6

11 Screen 2 of 2 Create 1099-R Diskette File Last User F7-End Name... KOMPUTROL Software Vendor Information Address INNOVATION DRIVE, SUITE 400 City.St... DALEVILLE IN Zip Code Contact Name... SUPPORT STAFF Contact Phone # Extension Complete the 2 nd screen with the information displayed above. The file requires that your software vendor information be included in the file. Print 1099-R Diskette Edit Last User F7-End Number of Copies... After the 1099-R Diskette file has been created, select Option 2 - Print 1099-R Diskette Edit from the 1099-R Diskette Menu. Proof all of the information on the edit. If errors exist, make corrections and select Option 1 - Create 1099-R Diskette File again. Page 7

12 Verify contact information and tax year. CITY/TOWN OF KOMPUTROL R D I S K E T T E E D I T PR328/KOMP RECORD PAGE 1 TYPE T YEAR TRANSMITTER NAME CITY/TOWN OF KOMPUTROL * 1099-R ELECTRONIC FILING SOFTWARE VENDOR INFORMATION TAX ID COMPANY NAME... CITY/TOWN OF KOMPUTROL NAME... KOMPUTROL CONTROL CD A2C45 COMPANY ADDRESS. PO BOX 669 ADDRESS INNOVATION DRIVE, SUITE 400 PHONE NO COMPANY CITY ST DALEVILLE IN CITY ST ZIP.. DALEVILLE IN EXTENSION. COMPANY ZIP CODE CONTACT NAME. SUPPORT STAFF PAYEE (B) RECORDS 7 CONTACT PHONE (317) EXTENSION CONTACT NAME... JANE DOE CONTACT ... JDOE@CITYTOWN.COM A YEAR PAYER NAME... CITY/TOWN OF KOMPUTROL PAYER NAME CONTROL KOMP TAX ID PAYER ADDRESS... PO BOX 669 TYPE OF RETURN... 9 AMT CODES A PAYER CITY... DALEVILLE ORIGINAL FILE IND. 1 PHONE NO PAYER STATE... IN TRANSFER AGENT IND 0 EXTENSION. PAYER ZIP CODE B YEAR PAYEE NAME... JOHN D HARTER STATE WH 1, GROSS 36, PAYEE NO PAYEE ADDRESS N MAIN ST LOCAL WH TAXABLE 12, TAX ID PAYEE CITY ST ZIP DALEVILLE IN DIST CODES 7 4-FED WH 4, B YEAR PAYEE NAME... ROBERT J HARRIS STATE WH 1, GROSS 30, PAYEE NO PAYEE ADDRESS S 550 E LOCAL WH TAXABLE TAX ID PAYEE CITY ST ZIP DALEVILLE IN DIST CODES 4-FED WH 9, B YEAR PAYEE NAME... DAVID M HOWARD STATE WH GROSS 28, PAYEE NO PAYEE ADDRESS N EAST ST LOCAL WH TAXABLE TAX ID PAYEE CITY ST ZIP DALEVILLE IN DIST CODES 4-FED WH 3, B YEAR PAYEE NAME... TAMMY LEWIS STATE WH 1, GROSS 36, PAYEE NO PAYEE ADDRESS... PO BOX 2247 LOCAL WH TAXABLE TAX ID PAYEE CITY ST ZIP DALEVILLE IN DIST CODES 7 4-FED WH 4, B YEAR PAYEE NAME... BRANDY S SCHNEIDER STATE WH 1, GROSS 36, PAYEE NO PAYEE ADDRESS N 2000 W LOCAL WH TAXABLE 36, TAX ID PAYEE CITY ST ZIP DALEVILLE IN DIST CODES 7 4-FED WH 4, B YEAR PAYEE NAME... DANIEL N CAIN STATE WH GROSS 27, PAYEE NO PAYEE ADDRESS HICKORY TRAIL DR LOCAL WH TAXABLE 27, TAX ID PAYEE CITY ST ZIP DALEVILLE IN DIST CODES 7 4-FED WH 3, B YEAR PAYEE NAME... NANCY S CARTER STATE WH 1-GROSS 36, PAYEE NO PAYEE ADDRESS W JACKSON ST LOCAL WH 2-TAXABLE TAX ID PAYEE CITY ST ZIP DALEVILLE IN DIST CODES 4-FED WH 3, C PAYEES 7 CONTROL TOTAL 1 234, CONTROL TOTAL 2 76, CONTROL TOTAL 4 33, K PAYEES 7 CONTROL TOTAL 1 234, STATE WH 6, CONTROL TOTAL 2 76, LOCAL WH 3, CONTROL TOTAL 4 33, COMB FED/STATE CD 18 Verify individual totals and grand totals. CITY/TOWN OF KOMPUTROL R D I S K E T T E E D I T PR328/KOMP RECORD PAGE 2 TYPE F PAYERS 1 B RECORDS 7 RECORD TYPE NUMBER NAME If errors exist, correct the necessary information and Create the 1099-R Diskette File, again! CITY/TOWN OF KOMPUTROL R D I S K E T T E E D I T PR328/KOMP PAGE 3 E R R O R S I N F I L E B ROBERT J HARRIS A DIST CODE IS REQUIRED (BOX 7) B DAVID M HOWARD A DIST CODE IS REQUIRED (BOX 7) B NANCY S CARTER A DIST CODE IS REQUIRED (BOX 7) Page 8

13 Save 1099-R Diskette File To Diskette Last User F7-Return Your file will be named 1099R on your diskette. Drive Letter Example: Diskette drive letter is typically an A. Zip and USB drive letters are typically D, E, or F. Once the 1099-R Diskette Edit is correct, select Option 3 - Save 1099-R Diskette File to Diskette. This will copy the 1099R file to a diskette,.zip disk, or a USB/Thumb drive. Use the file on the diskette (or.zip disk, or USB/Thumb drive) to submit your 1099-R information for state and/or federal reporting. Page 9