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1 ORION Year End Processing 1 of 30 The changes in the Employee FICA rate will be included in this update. NO CHANGES are required to the FICA rate field in the Agency record Make sure you update your FICA limit to $110, Make sure you update your UI limit and rates in the Agency Payroll Record Federal Tax Tables have been updated for State Tax Tables have been updated for Kentucky, Minnesota, and North Dakota. These are the states with published tax changes as of If your state tax tables have changed, but your state is not listed, please contact our office at Read the attached instructions carefully for processing/printing W-2s and preparing for the new calendar year.
2 ORION Year End Processing 2 of 30 Title Last updated: 12/13/11 Keywords: ORION Year End Processing Technical Support Article W-2 Processing p Processing p. 19 Other Calendar Year End Processing p. 28 Year End W-2s After all payroll activities for the last payroll period of the calendar year have been completed. The following steps should be taken: 1. Run Year-End reports. 2. Generate W-2 forms and W-3 report. 3. Zero YTD fields. RETIREMENT BOXES on W-2 IMPORTANT Many of you forgot this last year - To make sure Retirement Plan in box 13 is checked, you MUST check the RETIREMENT box in the deduction table file record.
3 ORION Year End Processing 3 of 30 Generate W-2s and W-3 Processing of payroll for the next calendar year can begin ONCE this step has been taken. W-2s can be printed at any time. To access the W-2 menu: click SPECIAL click PTF_PROGRAM; type: W2Tasks click RUN. The following W-2 menu will be displayed.
4 ORION Year End Processing 4 of 30 Prepare W-2 Data Make sure all payroll processing has been completed for IMPORTANT NOTE: W-2s will not print for employee records with a VOID status. Make sure all duplicate or erroneous employee records are marked VOID. Click the PREPARE W2 DATA Button. Once you have completed this step, you can START A NEW YEAR for your payroll files and process payroll for DO NOT TAKE THIS STEP AGAIN after you have initialized your payroll files for the new calendar year. This window will prompt you for the tax year for which W-2s will be created. Confirm the correct tax year and click the OK button. The following screen will display This step copies data from your current payroll files into a separate W-2 table and clear the previous years W2 adjustment file.
5 ORION Year End Processing 5 of 30 The data is now retained in a separate file you can display and print your W2 forms. IMPORTANT NOTE: DO NOT take this option again AFTER you have initialized for the new calendar year. Each time this step is taken, it REPLACES the data in the W-2 tables with the information in the current PAYROLL file. Once this step has been taken: 1) The command to START A NEW YEAR for your payroll files can be run and payroll can be processed for the new calendar year (see p. 21). 2) W-2 s can still be displayed and printed at any time.
6 ORION Year End Processing 6 of 30 Enter W-2 Adjustments If you have supplemental information to be included on the W-2 (i.e. life insurance in excess of $50,000, car allowance or third-party sick pay), this data can be entered into the Supplemental W-2 Data File and automatically INCLUDED on the W-2 when W-2s are printed. Once the adjustments are entered into the file, the W-2 data file is recalculated using the adjustment information. To enter adjustments, click the ENTER W-2 ADJUSTMENTS button. The following screen will be displayed. To create a new adjustment, click the NEW button. The following screen will be displayed.
7 ORION Year End Processing 7 of 30 Select the employee for which adjustments will be entered. Type the employee name or use the dropdown to select the employee name. Each field on this screen corresponds to a box on the actual W-2 form. Enter the dollar amount TO BE ADDED OR SUBTRACTED in the appropriate box on the W-2. To reduce the amount in a field, hit the (-) minus key before entering the amount. To increase the amount in a field, just enter the amount. IMPORTANT NOTE: This amount will be ADDED TO/ SUBTRACTED FROM the employee s calculated W-2 amount. ONLY enter the SUPPLEMENTAL amount on this screen. To delete changes made on this screen, click CANCEL. To save the changes, click OK. The following screen will be displayed.
8 ORION Year End Processing 8 of 30 ALL employees for which adjustments have been created will be displayed on this screen. To EDIT an existing adjustment, highlight the line in the window and click the EDIT button to save changes. To DELETE an existing adjustment, click the DELETE button. To EXIT this window, click the CLOSE button. The following screen will be displayed. When you click the OK button the W-2 data will be recalculated with the adjustment information entered in the previous window.
9 ORION Year End Processing 9 of 30 Display W-2s To review W-2s BEFORE printing, click the DISPLAY W-2 s button. All W-2 s will be displayed to the screen. To print W-2 s from the displayed report, click FILE, click PRINT. The Windows PRINT MANAGER screen will be displayed. Some or all of the W-2 s can be printed. Print Range You may select ALL pages to be printed or individually select a range of pages. Remember there are two unique W-2 s printed on every page.
10 ORION Year End Processing 10 of 30 Copies Collate You may select the number of copies of each page. Collating OPTION #1 If you have selected more 2 or more for the number of copies you may choose how they are collated Using the collating sequence display above the system will print two copies of page 1, then two copies of page 2, etc. IMPORTANT NOTE: If you use this collating option the blank W-2s must be in order PRIOR to printing. Example: If you are using four-part W-2s, the forms must be in the following order: copy A, B, C, D; copy A, B, C, D; etc. This method would group each employee s W2s together for envelope stuffing.
11 ORION Year End Processing 11 of 30 Collate Collating OPTION #2 Using the collating sequence display above the system will print all the copies of page 1, then all the copies of page 2, etc. IMPORTANT NOTE: If you use this collating option, the blank W-2s must be in order PRIOR to printing. Example: If you are using four-part W-2s, the forms must be in the following order: copy A, A, A, A; then for the second copy all the B s, then all the C s, D s, etc. Correct W-2 If you find an error on a W-2 you may use the CORRECT W-2 s to change an Employee s Name, Address, or Social Security Number. To enter a correction, click the CORRECT W-2 s button.
12 ORION Year End Processing 12 of 30 Highlight the desired W2 record, click EDIT. The following screen will be displayed. Enter the correction to the Employee s Name, Address, or Social Security Number and click OK. Note: This only changes the information on the current year W-2 record.
13 ORION Year End Processing 13 of 30 Print W-2 s To send W-2 s directly to the printer, click the PRINT W-2 s button. The following screen will be displayed. The W-2 forms will be sent directly to the printer.
14 ORION Year End Processing 14 of 30 Display W-3 Information To generate the W-3 form, click the PRINT W3 INFORMATION button. The W-3 form will be displayed to the screen. To print the W-3, click FILE, click PRINT. Create W-2 Magnetic Media Click the CREATE W-2 MAGNETIC MEDIA button to create a magnetic media file with W-2 information. The following screen will be displayed.
15 ORION Year End Processing 15 of 30 EIN PIN Tax Year Resubmit. WFID Company Name Location Address Delivery Address City, State, Zip Contact Name Contact Phone Contact Contact Fax Problem Notification Submit State Records Enter Employer Identification Number Enter agency s PIN. Type the tax year, i.e. 2011, etc. If the file to be created is a correction for a previously submitted W-2 magnetic media file, click this box. If you are resubmitting a W-2 file, IRS will provide a Wage File Identifier number. Leave blank if not resubmitting. Enter agency name Enter agency street address Enter agency delivery address Enter city, state, zip code Enter name of the agency contact person for the IRS Enter phone number of agency contact person for the IRS Type the address of the agency contact person for the IRS Enter agency fax number Select the manner in which the agency should be contacted IF there is a problem with the W-2 file being submitted. Click next to the preferred contact method. If the file being created will be sent to any State for processing after the IRS has finished with the file, click this box. If this box clicked the fields below will be available for data entry. State Tax Type Leave the DEFAULT response - OTHER
16 ORION Year End Processing 16 of 30 Kind of Employer Select the kind of employer: Federal Government, State and Local Government Employer, Tax Exempt Employer, State and Local Tax Exempt Employer, or None Apply Export To: The file that is created will use the name in the ENTER FILE NAME field. The default name is W2REPORT.txt. This name should ONLY be changed if a different file name is required by the state office. To Create W-2 File: To EXPORT the file to the export path listed above the File Name box, click EXPORT. To EXPORT the file to a different location, click EXPORT WITH BROWSE. This will open the standard windows BROWSE dialogue box. Browse to the selected location (i.e. C:\ or any other folder on your computer). The CONTROL REPORT FOR PREPARATION OF W-2 FILE will be displayed on the screen. To print this report, click FILE, click PRINT on the top menu bar. NOTE: The same file you create to submit your W2 s to the Social Security Administration is also used to submit your state tax data. You do NOT need to create a separate file for Federal and State filing. HOWEVER, you must check the SUBMIT STATE RECORDS field on the W-2 Magnetic Media window (see previous page) if you will be submitting the file to your state.
17 ORION Year End Processing 17 of 30 Zero YTD Fields After all Year End Reports have been run and the W-2s have been created, YTD fields must be zeroed before running the first payroll in the new calendar year. To zero YTD fields: click SPECIAL click PTF_Program type: InitializePayrollYear click RUN The following screen will be displayed: To reset YTD fields, click OK. To exit WITHOUT resetting YTD fields, click CANCEL. If no other users are in the database, click OK.
18 ORION Year End Processing 18 of 30 If the correct year for the NEW tax year is displayed, click OK When the OK button is clicked, all YTD and QTD fields in the Employee Master Record, Deductions, Cost Allocation and Adjustments will be zeroed. New Agency Fiscal Year - Payroll Nothing is required for the new agency fiscal year in payroll.
19 ORION Year End Processing 19 of 30 Title 1099 Instructions 2011 Applies to: AS400 _X_Windows DOS Last updated: 12/12/11 Keywords: Create 1099s To create your 1099s: From the AP Menu Bar click UTILITY click PRINT 1099 FORMS The following menu will display:
20 ORION Year End Processing 20 of 30 PREPARE 1099 DATA Note: You can prepare 1099 data anytime. The only requirement is that all check and voucher records for the calendar year still exist in your database. Click the PREPARE 1099 DATA button. The following screen will be displayed:
21 ORION Year End Processing 21 of 30 Agency # Contact Phone Tax Year Type the tax year, i.e etc. Type phone number of agency contact person for the IRS. Type the tax year, i.e etc Threshold Amount Enter the threshold amount for issuing 1099s (currently $600). NOTE: If you wish to issue a 1099 for one or more vendors that do NOT meet the threshold amount, see p. 31. Payments Include click next to each type of payment to be included on the 1099s. Select Vendors click this button to display all of your vendors. The default is to include ALL vendors marked as requiring a 1099 in the Vendor Record. NOTE: If you wish to issue a 1099 for one or more vendors that do NOT meet the threshold amount, see p. 10. Click the CREATE button. This step copies data from your VOUCHER table into 1099 files. BE PATIENT: This process could take a while as it searches through all of your vendor files for the information. Just let it process until the following screen is displayed: Click on OK. This will retain the data for printing 1099 s. Once this is done, you can display and print your 1099 forms.
22 ORION Year End Processing 22 of 30 Making Adjustments If you have supplemental information to be included on the 1099 (i.e. amounts that have been paid to another entity on behalf of the 1099 recipient) a utility is available to enter this data directly into the 1099 file. OR if you want to enter an alternate name and/or address to be printed on the 1099 form. When adjustments are made, the 1099 data file is recalculated using the adjustment information. To create adjustments, click the ENTER 1099 ADJUSTMENTS button. The following window will be displayed. The adjustments from the previous year will still be in the file and displayed. If you do not delete these adjustments, they will be added to your new 1099 file. To delete individual adjustments, highlight the adjustment and click the delete button. To delete ALL adjustments, click the Delete All button. To create a new adjustments, click the NEW button. The following window will be displayed:
23 ORION Year End Processing 23 of 30 Select the vendor for whom adjustments will be created. If the 1099 is being issued to a vendor name or address different from the name and address in the vendor file, enter the new data in the field at the top of the window. Type the dollar amount to adjust in the appropriate box(s) on the REMEMBER: This amount will be ADDED to or SUBTRACTED from the vendor s calculated 1099 box amount(s). ONLY enter the SUPPLEMENTAL amount(s) on this screen. 1099s will be recalculated when all adjustments have been entered. Display 1099 s Click the DISPLAY 1099s button to view the 1099 forms on the screen. You can print some or all of the 1099s by clicking FILE and PRINT on the Top Menu Bar. Print 1099 s Click the PRINT 1099s. This button will send the 1099 forms directly to the printer.
24 ORION Year End Processing 24 of 30 Magnetic Media Click the CREATE 1099 MAGNETIC MEDIA button to create a magnetic media file with 1099 information. The following screen will be displayed: Click OK to continue. The following screen will be displayed:
25 ORION Year End Processing 25 of 30 Tax Year Enter the tax year, i.e etc. Combined Fed/State Some states have an arrangement with the IRS that allows you to send ONE diskette to the IRS. When the IRS has finished with the diskette, the diskette is immediately sent to the State Revenue office. This program is not available in all states. Check with your State office to see whether or not your state participates. Correction File TIN Transmit Control Code Payer Name Control Company Name Mailing Address City, State, Zip Contact Name Contact Phone Contact If this file is a CORRECTION file, click this box. Type agency s Tax Payer Identification number as assigned by IRS. Assigned by IRS Assigned by IRS Type agency name as needed for Federal reporting. Type agency street address Type city, state, zip code Type name of the agency contact person for the IRS Type phone number (including extension if applicable) of agency contact person for the IRS. Type the address of the agency contact person for the IRS. To EXPORT the file, click the EXPORT button. The 1099 magnetic media file will be sent to the export path listed above the File Name box. To EXPORT the file with the ability to send the file to the location of your choice, click the EXPORT WITH BROWSE button. This will open the standard windows BROWSE dialogue box. You can choose where the exported file will be sent (i.e. A:\ or any other folder on your computer).
26 ORION Year End Processing 26 of 30 A Control Report will display on your screen. To print the Control Report, click FILE and PRINT on the top menu bar. NOTE: Effective tax year 2006, the IRS no longer accepts 3 ½ diskettes. If you wish to submit the Magnetic Media file electronically, you will need to access the Internal Revenues Service FIRE system to transmit the file.
27 ORION Year End Processing 27 of 30 Printing 1099s for Vendors UNDER the $600 Threshold In situations where you want to send a 1099 to a vendor, but the vendor has not reached the 1099 threshold you have entered in the 1099 processing window, you can force a 1099 to be created. A field has been added to the vendor record that allows you to indicate BY VENDOR that the vendor should: ALWAYS receive a 1099 NEVER receive a 1099 ONLY receive a 1099 if the vendor has reached the threshold dollar amount NOTE: If you have created an adjustment for a vendor, a 1099 will be created EVEN IF the vendor record has been set to NEVER receive a 1099.
28 ORION Year End Processing 28 of 30 Other Year End Activities Recurring Voucher, Recurring AJEs Update the CALENDAR YEAR in recurring vouchers and recurring AJEs BY GROUP.
29 ORION Year End Processing 29 of 30 Cost Allocation The year needs to be updated in TWO places for Cost Allocation. The Cost Center DEBIT and CREDIT must be updated in the Cost Category record.
30 ORION Year End Processing 30 of 30 And the year must be updated in all of the expense accounts associated with each cost category. These accounts can be updated individually or by using the CHANGE YEAR FOR ALL button. Chart of Accounts When you create a new account OR when you change the ending date of a fund, all of the accounts are created automatically. So nothing is required in the General Ledger UNLESS You have a fund that ended in 2011, but still has balances. The accounts for 2012 will not exist and those balances will be dropped from your agency reports. To create these 2011 accounts, you will need to go to the FUND TABLE FILE and extend the ending date to You will be asked whether or not you wish to create the accounts, respond YES and close the table file record. All of the accounts will be created and the balance forwards will be updated. You can then go back to the fund table file and change the ending date back to KEEP IN MIND: If a fund has an ending date in 2011, this fund will NOT show up on the regular Fund Reports option. You will have to use the EXPIRED FUNDS Report option.
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