payroll end-of-year training

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PAYROLL END-OF-YEAR TRAINING

The Financial Edge – Roundtable

January 10th, 2013

The audio for this webinar will be broadcast through your computer. Once you join the presentation, a small audio broadcast box will appear on your screen and you will hear the host through your computer speakers. To join an Audio broadcast in WebEx, click on the Communicate menu in your WebEx screen and select Join Audio Broadcast. If you are having problems connecting with the audio broadcast server you can still join using the teleconference. To join the teleconference follow the steps below: 1.Leave the audio broadcast by clicking on Communicate > Leave Audio Broadcast.2.Get the teleconference number, click on Communicate > Join Teleconference. If you are unable to listen to the audio through your computer and wish to dial into the conference line, please use the information below: Teleconference information:Call-in toll-free number: 1-866-4106539 (US)Call-in number: 1-660-4225471 (US)Conference Code: 843 654 3232

This presentation is available on our website, located in The Financial Edge Blog https://www.blackbaud.com/files/support/blogs/fe/2012%20and%202013_PYFinal_revised.pdf

04/20/23 Blackbaud Confidential 3

• The EOY release was released December 20, 2012. For Version 7.84.52, Patch 1 For Version 7.82, Patch 38

• It did NOT contain changes to Federal tax tables.

• It did include changes to state tax tables and a structural change to Medicare (and 1099 media file updates for those who use Accounts Payable). **Please update to the latest patch for your version once you have run your last payroll from 2012

• The Financial Edge 2013 Tax Table download was released January 4th, 2013.

• Once this is downloaded, you will still need to create your 2013 tax table.

RELEASE UPDATES


• How to set up system security

• Who is Aatrix

• How to install Aatrix- Windows 7 installation

• How to register Aatrix

• How to reconcile Federal tax reports

• How to correct 941 amounts

• How to correct W-2 amounts

• How to create W-2s

• How to prepare for the upcoming year

• This presentation is available on our website, located in The Financial Edge Blog section. https://www.blackbaud.com/files/support/blogs/fe/2012%20and%202013_PYFinal_revised.pdf

OVERVIEW


• Grant user access to State and Federal Tax Reports- In Administration, Set up system security, open the user’s security group- Grant the user rights to Mail, State Tax Reports, and Federal Tax Reports

HOW TO SET UP SYSTEM SECURITY


Questions about setting up security?

Teleconference information:Call-in toll-free number: 1-866-4106539 (US)

Call-in number: 1-660-4225471 (US)Conference Code: 843 654 3232


• Aatrix is a leader in payroll tax forms

• Aatrix provides over 300 certified state payroll reporting forms

• Integrates directly with The Financial Edge

• Why is it beneficial to e-File?

• Saves time

• More cost efficient

• Streamlines tax process

• Green

WHO IS AATRIX?


• Aatrix installs automatically when you click State and Federal Tax Reports

• You must have Internet access to install Aatrix

• Each installation of Aatrix works independently from each workstation

HOW TO INSTALL AATRIX


• Disable the User Account Control (UAC) settings (BB414033)

• Run The Financial Edge as an administrator

HOW TO INSTALL AATRIX – WINDOWS 7


• Install Aatrix from the Blackbaud Management Console

• Install Aatrix button is grayed out in BBAdmin.exe (BB716830)


• Remove expired registration codes

• Display the 941 to access the registration screen

• Fill out the information and click OK

HOW TO REGISTER AATRIX


Questions about Aatrix, installation, or registration?


• 4th Quarter 941 (BB242156)- Payroll Register - Adjusted Gross Wage Report

• Employee W-2 (BB706787)- Employee Profile Report- Adjusted Gross Wage Report- Deduction Profile- Employee Record- Configuration

HOW TO RECONCILE FEDERAL TAX REPORTS


• Line 7a of 941 is negative or has more than a few cents displayed

HOW TO CORRECT 941 AMOUNTS


• Create a Pay Type query with the following criteria to find the problematic pay types:- Medicare – Report only, no withholding OR- Social Security – Report only, no withholding

• Create a Payroll Register filtered by the query to find the affected calculations



Questions about correcting 941 amounts?


• W2 Wizard

HOW TO CORRECT W-2 AMOUNTS


Questions about correcting W-2 amounts or the W-2 Wizard?


HOW TO CREATE W-2S


• Employee W-2s will display and print as a 4-up form

• Federal, State, and Employer W-2s will display and print as a 2-up form.

HOW TO CREATE W-2S


Questions about creating W-2s or forms?


• Update the Financial Edge to the End of Year release and patch

• Create 2013 tax tables

• Copy 2012 schedules using the same Schedule ID

• Create group assignments to globally add and expire pay types, deductions, and benefits

START OFF THE YEAR, WITHOUT ANY FEAR


HOW TO PREPARE FOR THE UPCOMING YEAR

• Add the new tax table in Configuration.

• Specify the appropriate Pay stub ID.

• Enter the appropriate General Ledger Distribution for each tax.

•BB738499: How to download the 2013 Federal Tax Table


Effective 1/1/2013, as part of the Affordable Care Act, an additional .9 percent Medicare withholding tax will be charged for employees earning over $ 200,000.00 in Medicare taxable wages in a calendar year. Items of note:

This is only on the employee side. There is no matching employer tax. Every employee, regardless of filing status, is required to have the additional withheld over the $

200,000.00 ceiling. There are some filing status differences in terms of tax credits for different statuses (in terms of married vs.single, for example), but they are only on the individual’s 1040 tax return.

Nonresident aliens are also subject to the tax. There are no provisions for employees requesting additional Medicare withholding. An employer is required to begin withholding additional Medicare tax in the pay period in which

an employee crosses the $ 200,000.00 limit, and from there until the rest of the year. Noncash fringe benefits are included. Pre-tax/cafeteria plan deductions function the same way as before (and should in Financial

Edge). There will be changes to the 941 and eventually the W-2.

Additional Medicare Tax- Effective 1/1/2013



• Highlight the 2012 schedule and use copy from to create the new 2013 schedule.

• The above prompt will be given when calculating payroll for the first time after …creating a new schedule.


• Create Group Assignments globally assigns and expires compensation types

• Use the Edit Deduction button to load the new schedule on the deduction being assigned.



Questions about creating tax tables, schedules, or pay types?


• W-2 Wizard, an interactive wizard which takes you step-by-step through the process of making adjustments and correcting information.

• Tips for Payroll Processing, your one-stop end-of-year help destination. .

• The Financial Edge End-of-Year Guide (PDF) for more information about the end-of-year process.

• Knowledgebase which has new features so you can quickly find answers to questions and troubleshoot software issues.

• Forums to discuss best practices with your peers and review Client Documents they've shared.

• Blackbaud Forms to order W-2 and other tax forms.

• These resources are all available in an email that was sent out with a link to https://www.blackbaud.com/FE-endofyear-2012

END-OF-YEAR RESOURCES


• BB323540 - What is personal information in security

• BB373712 - State and Federal Tax Reports missing in mail

• BB248846 - How to install or update Aatrix

• BB430526 - Demo do not file prints on W-2s or 941

• BB237176 - How to register Aatrix

• BB242156 - How to reconcile 4th quarter 941

• BB706787 - How to verify W-2 information

• BB235988 - How to add a historic entry

• BB237440 - How to prepare and print W-2 forms in Aatrix in Payroll 7

• BB246638 - How to add or update tax tables in Payroll 7

• BB269174 - How to copy pay schedules

• BB418811 - How will a schedule update for the new year

• BB708025- How to globally add compensation types to employees in Payroll 7

APPENDIX