1 presented by: cindy coleman, payroll supervisor, institution: saint xavier university may 21, 2013...

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Presented by: Cindy Coleman, Payroll Supervisor, Institution: Saint Xavier University

May 21, 2013

Quarter and Year- End Processing

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Session Rules of Etiquette

• Please turn off your cell phone/pager

• If you must leave the session early, please do so as discreetly as possible

• Please avoid side conversation during the session

Thank you for your cooperation!

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Introduction

• This session will give you the knowledge to complete your quarter and year-end processing in Colleague

• Importance of the timing involved in the sequence of steps

• Reports used for reconciliation

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Agenda Slide

• Take a look at the parameters (PRPS)• Go through the steps in QYPR• Learn how you can monitor the progress• Reports used for reconciliation

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Quarterly Processing Parameters

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Quarterly Processing Parameters

• PRPS – Payroll Parameter Setup– Establish the timeframe for processing

Number of days either before or after the last day of the quarter that processing can begin

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Quarterly Processing Parameters

• Quarterly processing cannot begin until:– The date processing begins is within the

number of days specified on PSRP– QCBB has been completed for the prior

quarter– All payrolls from the closing quarter have

been completed thru EHUP– First Payroll of new quarter has not been

CALC’d

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Quarterly Processing

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Quarterly Processing

• SSND – Soc Sec Discrepancy Report• QYPR – Monitor Qtly/Yrly Processing

– Provides the order in which to proceed– Shows processes that have been completed– Reset statuses and re-run when needed

• Quarterly Processing Steps

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Quarterly Processing SSND

• Run Soc Sec Number Discrepancy Report (SSND)

• This can be ran at any time

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Quarterly Processing EPAJ

• Employee Payroll Adjustments(EPAJ) – Wage– Tax– Ben/Ded

• This needs to be completed before the end of the quarter

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Quarterly Processing QYPR

• QYPR – Monitor Qtly/Yrly Processing– Provides order which to proceed– Shows processes that have been completed– Reset statuses and re-run when needed

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Quarterly Processing QYPR

These are related to quarterly processing

These are related to year-end processing

First Step - for quarter/year (prior quarter)

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Quarterly Processing Steps QCBB

• QCBB – Copies data from EMPBKUP to EMPKBUP.QTLY and archives it

• This is the last step in the QYPR process from the previously closed quarter

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Quarterly Processing Steps QCBB

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Quarterly Processing QCEB

• QCEB – copies data from EMPLOYES file that has accumulated from payrolls to EMPBKUP file

• Allows for continued payroll processing and updating of EMPLOYEES file while the quarter-end closing is in progress

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Quarterly Processing QCEB

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Quarterly Processing QCLT

• QCLT – clears QTD/YTD fields in the EMPLOYEES file

• QTD/YTD fields on EERN, ETAX and BENDED forms are cleared

• This process must be run before CALC of first payroll in new quarter

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Quarterly Processing QCLT

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Quarterly Processing QFTR

• QFTR – generates report of quarterly taxes by date

• Report is used to complete Form 941 and Schedule B

• Federal Report assists with completing the IRS quarterly returns

• Custom Report is for internal use and can be run for any quarter – good reconciling tool

• Report is sorted by date

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Quarterly Processing QFTR

YES indicates the Federal ReportNO indicates the Custom Report

Default is beginning date of quarter in process; can be modified for date of earliest known adjustment

Fed Report - 12th day of the last month defaults inCustom Report – No Default need to enter date

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Quarterly Processing QRPT

• QRPT generates report of quarterly taxes by employee

• Summary on last page is helpful reconciling tool

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Quarterly Processing QRPT

Data from quarter in process defaults to required fields

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Quarterly Processing QRPT

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Quarterly Processing QTAE

• QTAE – creates an export file that can be sent for state/local reporting

• Depending on parameters in the Tax Agency Export Setup (QTAS), W2PP may have to be run before this process

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Quarterly Processing QTAE

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Quarterly Processing QYPR

Progress has been made!

Refer back to this form anytime during quarter-end process

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Year-End Processing

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Year-End Processing Preliminary Steps

• EHUP – Last Payroll of the Year

• EPAJ – before 12/31/XX• PEBR – Person’s Earnings

& Benefit Report (PEBR)• Copy/Review/Update tax

tables & SSA (TXTR)• Update Employee &

Employeer tax tables (TAXCEETT & TAXCERTT)

• SSND• Continue w/Quarter

closing thru QCLT• Review tax form box set

up (TXFB)• Clear benefit/deduction

limits (CEML)• First January payroll can

be ran• QRPT & QFTR can be ran

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Year-End Processing PEBR

• Run Person’s Earnings & Benefit Report (PEBR)

• Run before QCEB – Use to check against W2VR

• Run on all employees

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Year-End Processing

• Double check state ID number (TAXC)• Review W-2 address hierarchy set-up for

HR.W2 (NAHM)• Make any needed changes to W-2

addresses (CHCK)• Review 3rd party Set up (QTAS)

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Year-End Processing W2SP

• W-2 Statement Parameters (W2SP)

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Year-End Processing W2PS

• W-2 Processing Setup (W2PS)

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Year-End Processing W2BA

• W2BA – allows for benefit adjustments to data in EMPBKUP file

• Must be run after QCEB because data has not been copied to EMPBKUP file yet

• Must be run before W2PP because data has not been incorporated to TAX.W2 file yet

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Year-End Processing W2BA

• Adjustments you can make on W2BA– Increase/decrease a taxable amount– Eliminate a taxable amount by making a

negative adjustment– Add a taxable benefit/deduction

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Year-End Processing W2BA

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Year-End Processing W2BA

Type the amount of the adjustment in this column

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Year-End Processing W2BA

Detail on the benefit code in W2BA and now the adjusted amount is

reflected

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Year-End Processing W2PP

Based upon Name/Address Hierarchy field in W2 Setup (W2PS)

Generates a report of showing all W-2 data by box for each employee

Rerun W2PP if there is an address change on NAE or use W2AJ

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Year-End Processing W2PP

Final page is a summary by box code – great reconciling tool

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Year-End Processing W2AJ

• W2AJ – adjustments after W2PP • Changes for tax amounts, or

miscellaneous box amounts, address, social security number, and check boxes

• Changes on W2AJ are not permanent; won’t be reflected on CYSH or other CY accumulators

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Year-End Processing W2AJ

• Timing/Critical Points:– After W2AJ do not rerun W2PP for all

employees otherwise all changes will be lost– Can rerun W2PP for only the affected

employees– Best practice is running W2VR to incorporate

W2PP changes

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Year-End Processing W2AJ

Adjustment: increase taxable wages for fringe benefit

Box 1 Before Adjustment

Enter comment for adjustment and dollar amount

Change amount +/- in box

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Year-End Processing W2AJ

• Saving out of W2AA shows the adjusted amount reflected on W2AJ

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Year-End Processing W2VR

• W2VR – generates a final reports which includes all adjustments

• Serves as your final reconciling tool before W-2’s are printed

• W2VR is run after W2PP, after W2AJ, and before W2FP

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Year-End Processing W2VR

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Year-End Processing W2FP

• Are you ready to

print W-2’s ???– Go back to QYPR– Are printing

parameters set

on W2PS?

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Year-End Processing W2FP

• W2FP – gathers all data for printing forms and also stores it in WEB.W2.ONLINE

• Used to reprint modified W-2’s after all forms have been printed

• Provides options for who you want printed forms (are you using W-2 online?)

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Year-End Processing W2FP

First printing should include all W-2’s

These options based upon

online W-2 or not

Print on plain paper or pressure seal?

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Year-End Processing W2PP

Specify the max number of pages for

each PDF file

PDF files will be generated in a Private

HOLD file

Output defaults to PDF printing

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Year-End Processing

• Final steps:– W2EX – create export file for SSA, state/local– QCBB – YCYS

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Year-End Processing YCYS

• YCYS – copies data from previous calendar year from EMPBKUP to EMPCYEAR

• Allows for viewing of calendar year in CYSH

• Must be run after QCEB, after W-2 processing is complete and W-2 Export to SSA is complete

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Summary

• This is your goal!!!

NO

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Questions & Answers

Quarter-End Complete

Year-End Complete

Relax!

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Thank You!

Cindy Coleman

coleman@sxu.edu

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