Blackbaud FundWare PAYROLL/PERSONNEL U.S. TOOLBOX 2018 RELEASE A. Last Updated: January 15, 2018

Transcription

1 Blackbaud FundWare PAYROLL/PERSONNEL U.S. TOOLBOX 2018 RELEASE A Last Updated: January 15, 2018

2 Table of Contents Chapter 1: About the Updates... 3 OVERVIEW... 3 WHAT IS INCLUDED IN THIS RELEASE?... 3 HOW DOES THE TOOLBOX UPDATE YOUR SYSTEM?... 4 GETTING UPDATED VERSIONS OF TOOLBOX CHANGES... 4 Chapter 2: Making the Updates... 5 UPDATES... 5 BEFORE YOU UPDATE HDIS AND EDIS FROM THE TOOLBOX... 6 UPDATING HISTORICAL DATA ITEMS IN VERSION 7.30/7.31/7.40/7.50/ UPDATING EMPLOYEE DATA ITEMS IN VERSION 7.30/7.31/7.40/7.50/ UPDATING HISTORICAL DATA ITEMS IN OLDER VERSIONS OF FUNDWARE... 9 UPDATING EMPLOYEE DATA ITEMS IN OLDER VERSIONS OF FUNDWARE REVIEWING THE UPDATED DATA ITEMS SPECIAL SITUATIONS SUPPLEMENTAL WAGES MULTIPLE-STATE WITHHOLDERS USING THE.IRS LEVY DATA ITEM UPDATE.IRS BAL BEFORE USING.IRS LEVY TAXABLE BENEFITS

3 OVERVIEW This document contains updated tax table information for all Federal taxes, state, or state taxing authorities. If you withhold taxes for any of the entities included in this update, complete the Installation and Updating Historical Data Items sections of this document. These instructions explain how to update your Blackbaud FundWare ToolBox and your Payroll/Personnel system for selected historical data items and employee data items (if used). The ToolBox is updated whenever a change is made to a State or Federal tax, and occasionally for other reasons as well. The changes in the ToolBox you received are tax changes for the current tax year. You can install the ToolBox and update your system at any time. WHAT IS INCLUDED IN THIS RELEASE? What s New for Federal The 2018 Percentage Method Tables for Income Tax Withholding. The FICA limit increases to $128,400. The Withholding Adjustment for Nonresident Aliens increases to $7,850. Release A includes updates to the following data items for Federal use:.e FICA (FICA - Employer).FICA (FICA - Employee).FWT (Federal Withholding).FWT NRA (Withholding Adjustment for Nonresident Aliens).IRS LEVY (IRS Levy) Release A includes updates to the following data items for State and Local use:.cty NY (City of New York).CTY YKRS (City of Yonkers).IN COUNTY (Indiana Counties).SDI CA (California SDI).SWT CA (California).SWT DC (District of Columbia).SWT ID (Idaho) 3

4 .SWT IL (Illinois).SWT KS (Kansas).SWT KY (Kentucky).SWT ME (Maine).SWT MN (Minnesota).SWT NY (New York).SWT RI (Rhode Island).SWT SC (South Carolina) HOW DOES THE TOOLBOX UPDATE YOUR SYSTEM? When you install the ToolBox on your server, the system copies over your current ToolBox files (Division 00). Once you complete the install, you must update your data items through the following tasks: Updating Historical Data Items in Version 7.30/7.31/7.40/7.50/7.60/7.70 or Updating Historical Data Items in Older Versions of FundWare, Updating Employee Data Items in Version 7.30/7.31/7.40/7.50/7.60/7.70 or Updating Employee Data Items in Older Versions of FundWare. If you do not update each division after installing the ToolBox, your Payroll data will not reflect the tax changes. GETTING UPDATED VERSIONS OF TOOLBOX CHANGES Updated versions of the ToolBox are available on our Web site at If you have any technical questions about the ToolBox, please contact our Support Department through Case Central on the Support website or by calling

5 Chapter 2: Making the Updates UPDATES The following table shows changes in this ToolBox release. Review these changes to determine which ones apply to you. Table 1 Tax Table Changes Effective 01/01/2018 (Except as noted) Federal Historical Data Item (Tax Calculation).E FICA (FICA Employer) Toolbox A.FICA (FICA Employee) Toolbox A.FWT (Federal Withholding).FWT NRA (Withholding Adjustment for Nonresident Aliens) State and Local Updated limit table. Updated limit table. Change.CTY NY (City of New York).CTY YKRS (City of Yonkers).IN COUNTY (Indiana Counties).SDI CA (California SDI) Updated the following counties: Allen Clinton Fountain LaGrange Marion Sullivan Vermillion 5

6 Table 1 Tax Table Changes Effective 01/01/2018 (Except as noted) Historical Data Item (Tax Calculation).SWT CA (California).SWT DC (District of Columbia).SWT ID (Idaho).SWT IL (Illinois).SWT KS (Kansas).SWT KY (Kentucky).SWT ME (Maine).SWT MN (Minnesota).SWT NY (New York).SWT RI (Rhode Island).SWT SC (South Carolina) Change Updated allowance tables. Updated withholding and allowance tables. Updated deduction tables. Updated withholding and allowance tables. Updated withholding, exemption and deduction tables. BEFORE YOU UPDATE HDIS AND EDIS FROM THE TOOLBOX Before you update your system (i.e., overwrite the historical and employee data items with updated versions from the ToolBox), you should produce a detail report for each of the data items that you will be updating (Table 2). Table 2 Report Details Report Title Report Level Report Contents Reports Available From the Master Record Lists Category in Report Manager/Payroll HomePage (7.30/7.31/7.40/7.50/7.60/7.70) Historical Data Items List (PYITEMH) Detail Employee Data Items List (PYITEME) Detail All fields of the historical data item All fields of the employee data item 6

7 After you update your system from the ToolBox, we recommend that you print the definitions again and compare the results to confirm that the data items have, in fact, been updated. 7

8 UPDATING HISTORICAL DATA ITEMS IN VERSION 7.30/7.31/7.40/7.50/7.60/7.70 Use the following instructions to update your historical data items with current ToolBox information. You must install the current ToolBox update before beginning this task. Installation instructions are available with the ToolBox update from our Web site ( 1. Ensure that all users are logged out of Payroll/Personnel. 2. Click Processing > Periodic Processing > Update Data Items From Toolbox on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Processing > Periodic Processing > Update Data Items From Toolbox from the menu bar. The Update Data Items From Toolbox screen displays (Figure 1.Entering the Data Item to Update). Figure 1.Entering the Data Item to Update 3. Enter the individual historical data items that you wish to update in your payroll, or press F1 to select from a list of HDIs. You can only enter one historical data item at a time. 4. Press ENTER. A confirmation message displays. 5. Type Y to accept your entries. A second confirmation message displays. 6. Type Y to accept your entries and update the specified historical data item. The system asks if there are any additional historical data items that you must update. 7. Type Y to continue updating HDIs. Type N to end this task and return to the Periodic Processing menu. 8. Repeat this process for each of your divisions. 8

9 UPDATING EMPLOYEE DATA ITEMS IN VERSION 7.30/7.31/7.40/7.50/7.60/7.70 When you update the historical data items from the ToolBox, those changes may have an impact on some of your employee data items. (These data items are used by the historical data items, and were likely created by the system when you added the historical data item to your division.) You must install the current ToolBox update and update your historical data items before beginning this task. You can update all this information by updating your employee data items with current ToolBox information. 1. Ensure that all users are logged out of Payroll/Personnel. 2. Click Setup > Payroll Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Setup > Payroll Parameter from the menu bar. 3. Type C to change the payroll parameter. 4. Type 0 to accept the changes. You have not actively changed any of the payroll parameter settings. However, when you save the changes, Payroll updates your employee data items. 5. Press ENTER. The system will update the employee data items. When complete, the Define Payroll Parameter menu line displays. 6. Press E to end the task and return to the Setup menu. Your system has now been updated with the current ToolBox information and Payroll/Personnel is ready to use. UPDATING HISTORICAL DATA ITEMS IN OLDER VERSIONS OF FUNDWARE Use the following instructions to update your historical data items with current ToolBox information. You must install the current ToolBox update before beginning this task. Installation instructions are available with the ToolBox update from our Web site ( 1. Open Classic FundWare. 2. Ensure that all users are logged out of Payroll/Personnel. 3. From the Main Menu, select Payroll/Personnel > Processing > Periodic Processing > Update Data Items From Toolbox. The Update Data Items From Toolbox screen displays (Figure 2. Entering the Data Item to Update). 9

10 Figure 2. Entering the Data Item to Update While completing this process, do not open any other Classic FundWare tasks. 4. Enter each individual historical data item that you want to update in your payroll, or press F1 to select from a list of HDIs. You can only enter one historical data item at a time. 5. Press ENTER. A confirmation message displays. 6. Type Y to accept your entries. A second confirmation message displays. 7. Type Y to accept your entries and update the specified historical data item. The system asks if there are any additional historical data items that you must update. 8. Type Y to continue updating HDIs. Type N to end this task and return to the Periodic Processing menu. UPDATING EMPLOYEE DATA ITEMS IN OLDER VERSIONS OF FUNDWARE When you update the historical data items from the ToolBox, those changes may have an impact on some of your employee data items. (These data items are used by the historical data items, and were likely created by the system when you added the historical data item to your division.) You must install the current ToolBox update and update your historical data items before beginning this task. You can update all this information by updating your employee data items with current ToolBox information. 1. Open Classic FundWare. 2. Ensure that all users are logged out of Payroll/Personnel. 3. From the Main Menu, select Payroll/Personnel > Setup > Define Payroll Parameter. 4. Type C to change the payroll parameter. 5. Type 0 to accept the changes. 10

11 You have not actively changed any of the payroll parameter settings. However, when you save the changes, Payroll updates your employee data items. 6. Press ENTER. The system will update the employee data items. When complete, the Define Payroll Parameter menu line displays. 7. Press E to end the task and return to the Setup menu. Your system has now been updated with the current ToolBox information and Payroll/Personnel is ready to use. REVIEWING THE UPDATED DATA ITEMS After you have updated your historical and employee data items from the ToolBox, you should print a copy of the updated data item definition using any of the following reports. Compare the results to the reports printed before you updated your HDI and EDI definitions. Table 3 Report Details Report Title Report Level Report Contents Reports Available From the Master Record Lists Category in Report Manager/Payroll HomePage (7.30/7.31/7.40/7.50/7.60/7.70) Historical Data Items List (PYITEMH) Employee Data Items List (PYITEME) Detail Detail All fields of the historical data item All fields of the employee data item Edit Values List (CIEDIT) Detail Employee data item edit values only Rates and Tables List (PYTABLE) NA Historical data item tables only Setup List (PYSETUP) System Comment lines only from historical data item calculation field Reports Available From the Master Record Lists Option in Classic Payroll Calculation List (PYCALC) NA Historical data item calculation field only If there is no difference between the before and the after report, it is possible that you did not update that data item from the ToolBox. Repeat the update steps (see UPDATING HISTORICAL DATA ITEMS IN VERSION 7.30/7.31/7.40/7.50 and UPDATING EMPLOYEE DATA ITEMS IN VERSION 7.30/7.31/7.40/7.50) and produce the report again. 11

12 SPECIAL SITUATIONS SUPPLEMENTAL WAGES If your organization has Earnings that are subject to Federal and State Supplemental Wages withholding, please review the following setup criteria. 1. Add a calculation line to the SUPP WAGES HDI for each Earning that is subject to supplemental wages withholding. 2. If your SWT taxes supplemental wages, add the.tax STATE EDI to each employee subject to supplemental wages withholding and any new employees (.TAX STATE is defined to Auto Add to all new employees). 3. For each Earning setup, remove.fwt and any.swt that taxes supplemental wages from the Basis for line in Field 4 of the Earnings data item definition. MULTIPLE-STATE WITHHOLDERS If you withhold SWT for more than one state, also perform the following steps. 1. For each supplemental wages Earning item, make sure that the Chg acct/basis setting in Field 4 of the historical data item definition is Y Change of acct/basis allowed. 2. Edit the Basis Detail on each timesheet to remove the.swt that is added from the Additional Basis For setting on the employee s Accounting Information tab. USING THE.IRS LEVY DATA ITEM If your organization receives from the IRS Form 668-W Notice of Levy on Wages, Salary, and Other Income, you may use.irs LEVY to determine what portion of the employee s wages is subject to the levy. This data item, along with its associated data items, will track: The total amount of IRS levies an employee is subject to and the remaining balance of the levy owed to the IRS. The cumulative amount of the levy repaid to the IRS by the employee (this amount crosses calendar years). The total amount of an employee s take-home pay as defined by the IRS. The total amount of employee voluntary deductions that were elected by the employee, after the Form 668-W was received by the employer, or that are disallowed by the IRS. The amount of any increases or decreases mandated by the IRS to the total amount levied against the employee s wages. Your organization must send the amount of the levied wages from the employee to the IRS. Complete Part 3 of the form, attach it to a check made payable to the IRS. You must continue to withhold the levy amount until the levy is repaid or you receive a release of levy, Form 668-D, Release of Levy/Release of Property from the IRS. If additional IRS levies for the employee are received, add the additional amounts to the levy amount on the employee s record. Review the comments for.irs LEVY and its associated data items on the PYSETUP-Setup List report from Report Manager. See IRS Form 668-W or contact the IRS for complete instructions on your responsibility to comply with the levy. 12

13 UPDATE.IRS BAL BEFORE USING.IRS LEVY After you add.irs LEVY to your system, you must proceed to the Processing > Periodic Processing > Update Data Items From Toolbox task and update the new.irs BAL data item. This will ensure that references to.irs LEVY, contained in.irs BAL, are acknowledged. If you do not update.irs BAL before you process a payroll that includes.irs LEVY, you will receive an err (Error 153) when you calculate net pay. If you receive this error during the calculate net pay and the payroll includes an employee with.irs LEVY, perform the above update to.irs BAL and calculate net pay again. TAXABLE BENEFITS There are two types of taxable benefits that are calculated by FundWare: TAX BENE Benefit data items that are accumulated by TAX BENE are added to an employee s state and federal taxable wages and wages subject to income tax withholding. Withholding is performed on the total taxable wages. NOTAX BENE Benefit data items that are accumulated by NOTAX BENE are added to an employee s taxable wages only for federal withholding and certain states (currently AL, CA, CO, IA, IN, ID, KY, LA, MI, MN, MT, NE, NJ, NY, OH, OK, OR and VT; others are scheduled to follow). See IRS Publication 15-B Employer s Tax Guide to Fringe Benefits or contact the IRS for complete instructions on your responsibility to withhold income tax on fringe benefits. Taxable benefit items must be added to either TAX BENE or NOTAX BENE not both. See the PYSETUP Setup List for instructions on how to add a data item to TAX BENE or NOTAX BENE. 13