Boyce School Financials. Doculivery. Year-End Procedures Checklist

Transcription

1 Boyce School Financials Doculivery Year-End Procedures Checklist November 2, 2018

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3 Table of Contents Preparing for Doculivery Year-End Procedures... 1 Create Opt In/Out File from Doculivery W2/Tax Form Site... 3 Set Up For Employees in Boyce School Financials Payroll Module that need a printed Tax Form (Paperless Processing Setup)... 4 Print/Create W2s from Boyce School Financials or Boyce Print Services for Opt Out Employees Print/Create 1095-Cs from Boyce School Financials or Boyce Print Services for Opt Out Employees..12 Print/Create W2s from Boyce School Financials or Boyce Print Services for All Employees 13 Print/Create 1095-Cs from Boyce School Financials or Boyce Print Services for All Employees 14 Upload File to Doculivery W2/Tax Form Site... 15

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5 Preparing for Doculivery Year-End Procedures 1 If you are using Doculivery to upload your W2/1095-C the files must be uploaded to the Doculivery site by January 28, 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 W2 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 W2 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 (W2 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 W2 file to Doculivery, print W2s on paper or to screen for all of your employees to verify your totals. To do this, go to Period End Calendar Year End Procedures - Print Employee W2s. Make sure the Employees prompt does not have any employees selected on the Multi-select Screen. Make sure the Print only for employees opting out of paperless forms box is unchecked. After you know the W2 Totals are correct and the file is uploaded to Doculivery, verify that the Doculivery totals are correct on the Doculivery W2/Tax Form Site before releasing the file (See page 15 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 W2 file. As a result, you will be assessed a fee for each W2 correction. If the totals in Doculivery are correct, release the file!

6 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. 2 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. Uncheck Hide extensions for known file types. Click Apply. Click OK and close the open windows.

7 Create Opt In/Out File from Doculivery W2/Tax Form Site The Doculivery Opt In Report can be selected at any time during the year to view how many employees are Opted In. This spreadsheet can be created as many times as needed. If an employee s Opt In/Out status changes, then it will change the Employee File Payroll Tab. To get the most current Opt In/Out status, create the spreadsheet as directed below prior to using the Paperless Processing Menu. If you use Boyce Print Services, you will not complete this checklist. If you Print W2s for ALL Employees you will not complete this checklist. To access the Doculivery W2/Tax Form Site: From your Doculivery Administrator Web Site, Click the W2/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 any drive on your computer. The file name will be OptIn.csv. The Save as type: must be CSV (Comma delimited)(*.csv). Log out of the Doculivery W2/Tax Form Site. 3 Continue to the Set Up For Employees in Boyce School Financials Payroll Module that need a printed Tax Form - (Paperless Processing Setup) on the next page.

8 Set Up For Employees in Boyce School Financials Payroll Module that need a printed Tax Form - (Paperless Processing Setup) 4 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. Note: You are required to provide a printed W2/1095-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 will need to be made in the Software Administration Module. Go to Maintenance System Setup Payroll Tab. If you are using the Paperless W2s and Paperless 1095 you will need to check the boxes to display the Print W2 and Print 1095 fields on the Employee File Payroll tab

9 5 Payroll Maintenance Employee On the Payroll Tab the Print W2 and Print 1095 fields will be displayed if the boxes were checked on the Payroll System Setup. When the file OptIn.csv is imported, the box will be checked if the employee Opted Out to receive a paperless W2 and 1095-C.

10 Periodic - Paperless Process Menu 6 The Paperless Process menu gives you the option to Import Paperless W2/1095-C Status file from Doculivery and print reports to verify who will be receiving a printed form from Boyce School Financials and who will be receiving paperless forms.

11 7 Import Updated Paperless W2/1095C Status: This option will update the Print W2 and Print 1095 fields on the Employee File Payroll tab from the Opt In/Opt Out file created from Doculivery. Click on Browse to find the Opt In/Opt Out file that you created from Doculivery in order to import the information into Employee File Payroll tab. It is named OptIn.csv (see page 3 for instructions). Click on Preview to see a list of employees that will be updated. If the list is correct, click on Update Changes to complete the import. Below is a sample of what the Doculivery File contains. 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 the W2s and 1095-Cs fields on the Employee File Payroll Tab. If this column does not exist, the Has Opted In? column is used to update W2s on the Employee Payroll Tab. 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

12 8 If the employee has NO in the appropriate column then the box will be checked for Print W2 and/or Print 1095 fields stating that a W2 and/or 1095-C should be printed from Boyce School Financials for this employee. After selecting the option to Import Updated Paperless W2/1095C Status, the Paperless W2 Report and the Paperless 1095C Report may be printed to verify the information that was updated to Boyce School Financials.

13 9 Periodic - Paperless Process Menu - Paperless W2 Report: Complete the prompts on the screen to print a report showing a list of W2 s that need printed and/or a list of employees receiving a Paperless W2. If you choose to print for both, the report will list all employees who will get a printed W2 first, followed by a list of all employees who will NOT get a printed W2 from Boyce School Financials.

14 10 Periodic - Paperless Process Menu - Paperless 1095C Report: Complete the prompts on the screen to print a report showing a list of 1095-C s that need printed and/or a list of employees receiving a Paperless 1095-C. If you choose to print for both, 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.

15 Print/Create W2s from Boyce School Financials or Boyce Print Services for Opt Out Employees 11 You must provide a printed W2 for the employees who did NOT Opt In to receive their W2 online. Please see the Set Up For Employees in Boyce School Financials Payroll System that need a printed Tax Form - (Paperless Processing Setup) instructions. Below are the options for printing and creating the files: Print W2s & Create the File from Boyce School Financials: To print the W2 forms, select Period End Calendar Year End Procedures Print Employee W2s. The box for the prompt Print only for employees opting out of paperless forms needs to be checked. This will only print the employees that did NOT Opt In to receive their W2s online. Make sure to fill in the appropriate prompts on the screen. Click on Preview and print the W2s for the employees receiving a paper W2. To create the file to upload to Doculivery, make sure the Employees prompt does not have any employees selected on the Multi-select Screen. Make sure the Print only for employees opting out of paperless forms box is unchecked. Click on Preview and save the W2s as a PDF file. Click on Save as to save the PDF file to a drive of your choice. The file will be named W2_(date)_(time)_xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx.pdf. Using Boyce Print Services for W2s: To create the file to upload to Doculivery, make sure the Employees prompt does not have any employees selected on the Multi-select Screen. Make sure the Print only for employees opting out of paperless forms box is unchecked. Click on Preview and save the W2s as a PDF file. Click on Save as to save the PDF file to a drive of your choice. The file will be named W2_(date)_(time)_xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx.pdf. Note: The file must be uploaded by January 16 th.

16 Print/Create 1095-Cs from Boyce School Financials or Boyce Print Services for Opt Out Employees 12 You may be required to provide a printed 1095-C for certain applicable employees. Please see the Set Up For Employees in Boyce School Financials Payroll System that need a printed Tax Form - (Paperless Processing Setup) instructions. Below are the options for printing and creating the files: Print 1095-C & Create the File from Boyce School Financials: To print the 1095-C forms, select Period End Calendar Year End Procedures Print Form 1095-C. The box for the prompt Print only for employees opting out of paperless forms needs to be checked. This will only print the employees that did NOT Opt In to receive their 1095Cs online. Make sure to fill in the appropriate prompts on the screen. Click on Preview and print the 1095Cs for the employees receiving a paper 1095C. To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select Period End Calendar Year End Procedures Create 1094-C/1095-C Transmittal File. Once you have created the records, there will be an option to Save Transmittal File. This will be the same file that you submit to the IRS and it will be saved to any drive that you choose on your computer. Using Boyce Print Services for 1095-Cs: To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select Period End Calendar Year End Procedures Create 1094-C/1095-C Transmittal File. Once you have created the records, there will be an option to Save Transmittal File. This will be the same file that you submit to the IRS and it will be saved to any drive that you choose on your computer. Note: The file must be uploaded by January 16 th.

17 Print/Create W2s from Boyce School Financials or Boyce Print Services for All Employees 13 You can print and upload the W2 file for all employees. Below are the options for printing and creating the files: Print W2s & Create the File from Boyce School Financials: To print the W2 forms, select Period End Calendar Year End Procedures Print Employee W2s. Make sure the Employees prompt does not have any employees selected on the Multi-select Screen. Make sure the Print only for employees opting out of paperless forms box is unchecked. This will print W2s for All employees. Make sure to fill in the appropriate prompts on the screen. Click on Preview and print the W2s for the employees receiving a paper W2. To create the file to upload to Doculivery, make sure the Employees prompt does not have any employees selected on the Multi-select Screen. Make sure the Print only for employees opting out of paperless forms box is unchecked. Click on Preview and save the W2s as a PDF file to a drive of your choice. The file will be named W2_(date)_(time)_xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx.pdf. Using Boyce Print Services for W2s: To create the file to upload to Doculivery, make sure the Employees prompt does not have any employees selected on the Multi-select Screen. Make sure the Print only for employees opting out of paperless forms box is unchecked. Click on Preview and save the W2s as a PDF file to a drive of your choice. The file will be named W2_(date)_(time)_xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx.pdf. Note: The file must be uploaded by January 16 th.

18 Print/Create 1095-Cs from Boyce School Financials or Boyce Print Services for All Employees 14 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 Boyce School Financials: To print the 1095-C forms, select Period End Calendar Year End Procedures Print Form 1095-C. Make sure the Employees prompt does not have any employees selected on the Multi-select Screen. Make sure the Print only for employees opting out of paperless forms box is unchecked. This will print a 1095C for All employees. Make sure to fill in the appropriate prompts on the screen. Click on Preview and print the 1095Cs for the employees receiving a paper 1095C. To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select Period End Calendar Year End Procedures Create 1094-C/1095-C Transmittal File. Once you have created the records, there will be an option to Save Transmittal File. This will be the same file that you submit to the IRS and it will be saved to any drive that you choose on your computer. Using Boyce Print Services for 1095-C s: To create the file 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml to upload to Doculivery, select Period End Calendar Year End Procedures Create 1094-C/1095-C Transmittal File. Once you have created the records, there will be an option to Save Transmittal File. This will be the same file that you submit to the IRS and it will be saved to any drive that you choose on your computer. Note: The file must be uploaded by January 16 th.

19 Upload File to Doculivery W2/Tax Form Website 15 Note: The W2/1095-C file can be uploaded once you have created your W2s but must be uploaded by January 28, If you are using Boyce Print Services, then you must upload your file by January 16, After generating the W2 file on your payroll system, follow these steps: To Access the Doculivery W2/Tax Form Site: From your Doculivery Administrator Web Site, Click the W2/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 box 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 box labeled Please select one of the following. Select Upload Final Tax Form File to upload your current year W2s and 1095-Cs. Click the dropdown arrow for the box 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 W2_(date)_(time)_xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx.pdf or 1094C_Request_xxxxx_xxxxxxxxxxxxxxxxxxx.xml. The file will be located on the drive that you saved the file to. Repeat steps if you have more than one file to upload. Click on Uploaded Files.

20 You should see the Uploaded Files screen. 16 Select the W2/1095C file (W2_(date)_(time)_xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx.pdf or 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 W2 file to Doculivery section on page 1). Note: 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. Log out of the Doculivery W2/Tax Form site. Reminder: If an employee loses the printed W2 or 1095-C you provided them, then direct them to sign into their Doculivery account so they can view and print a new copy. For the employees that did not Opt In to receive their W2/1095-C online, they will be able to access their Tax Forms online after February 15 th. You have completed the Doculivery Year-End Procedures