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Payroll and Benefits 2023 Year-End User Guide
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Preparing for year-end
Procedures in this chapter
Procedures in this chapter
Verifying the installation of the year-end programs
Verifying employee Social Security numbers
Verify Social Security numbers for employees on a UNIX/Windows machine
Verify Social Security numbers for employees on an System i machine
Options for verifying employee Social Security numbers
Estimating the number of W-2 forms
Selecting and ordering W-2 forms
Reconciling year-end data
Procedures in this chapter
Balancing payroll
Identifying discrepancies
Making adjustments
Making positive adjustments
Making positive adjustments and netting to zero
Making zero net adjustments
Making negative adjustments
Adjustment example
Preparing year-end parameters
Procedures in this chapter
Copying year-end parameters
Defining Year-End Parameters for W-2s
Define employer information topic
Define Box 10 dependent care topic
Define Box 11 non qualifying plans topic
Define Box 12 topic
Define Box 14 topic
Define Other Options topic
Define Puerto Rico
Define override rates and limits
Define warning messages
Define box 13 topic
Define Tax Authority-Specific Parameters (PR27.2)
Define state specific information
Define local EFW2 reporting topic
Reports and inquiries
Preparing employee information
Procedures in this chapter
Preparing employee information for year-end
Running reports for negative wages
Updating employee information
Updating employee social security information
Updating employee year-end Parameters
Identifying retirement plan participants
Updating statutory employee
Updating form 4029
Reporting group term life insurance in excess of $50,000
Updating nontaxable sick pay
Updating qualified business expenses
Updating qualified moving expenses
Updating non-stat stock opt
Updating 409A deferral earnings
Updating employer sponsored health coverage
Updating QSEHRA reimbursement amount
Updating Box 7 social security tips
Updating fed limit "N" contribution limits
Update NY taxable wage adjustment amount
North Carolina Vested
PA Individual Taxpayer ID Number
Updating Puerto Rico control number
Updating Puerto Rico exempt code
Updating Puerto Rico exempt disaster payment
Roth Initial Contribution Year
W2-PR Box A-Qualified Physician
W2-PR Box B-Domestic Services
W2-PR Box C-Agricultural Labor
W2-PR Box D-Minister/Rel Order
W2-PR Box E-Health Professionals
W2-PR Box F-Direct Employee
W2-PR Box F-Hours Worked
W2-PR Box G-Others Desc1
W2-PR Box G Indicator
Update W2 other CSV comment
Defining USERRA amounts
Defining employee year-end PA TCD/PSD overrides
Preparing company information
Procedures in this chapter
Verifying pay structure
Verify pay class setup
Verify pay summary group setup
Verify the relationships between pay summary groups and pay classes
Check pay code setup
Verifying deduction structure
Check deduction class setup
Check deduction group setup
Check deduction code setup
Check employee deductions
Verifying Employer Identification Numbers (EIN)
Verifying W-2 and payment descriptions
Verify W-2 descriptions
Verify payment descriptions
Update and verify the PA TCD W2 description
Testing year-end parameters
Verifying W-2 parameters
Running trial W-2 forms
Run a report of W-2 forms
Print a test batch of W-2 forms
Running trial Puerto Rico W-2 forms
Run a report of Puerto Rico W-2 forms
Print a test batch of W-2 forms
Running a trial file in EFW2 format
Closing payroll for the year
Procedures in this chapter
Closing a payroll year
Processing W-2 forms
Procedures in this chapter
Printing W-2 forms
Printing Puerto Rico W-2s
Backing up UNIX W-2 form data
Backing up system i W-2 form data
Processing W-2 electronic file
Procedures in this chapter
Running the final file in EFW2 format
Follow up tasks
Options for running the final file in EFW2 format
Processing Canadian forms
Year-end checklist
Prepare
Prepare for year-end
Reconcile year-end data
Prepare year-end parameters
Prepare employee information
Verify company information
Test year-end parameters
Process
Close payroll for the year
Processing year-end slips
Processing year-end electronic file
Procedures in this chapter
Preparing for Canadian Year-End
Reconciling year-end data
Preparing year-end parameters
Preparing employee information
Preparing company information
Processing T4, T4A slips
Estimating the number of T4,T4A slips
Ordering the T4,T4A slips
Running T4,T4A reports
Testing year-end parameters for T4,T4A slips
Running the T4,T4A slips
Running a T4,T4A electronic file
Processing Quebec Releve (RL-1 and RL-2) slips
Estimating the number of Releve slips
Filing Releve slips
Running Releve (RL-1 and RL-2) reports
Testing year-end parameters for Releve slips
Running the Releve (RL-1 and RL-2) slips
Running a Releve (RL-1 and RL-2) electronic file
Pensionable and Insurable Earnings Review (PIER) Audit Report (PR249)
Processing 1099-Rs
Procedures in this chapter
Updating Year-End parameters for 1099-Rs
Running a 1099-R report
Running a 1099-R report for negative wages
Running the 1099-R forms
Running a 1099-R file for electronic files
Setting up the new year
Setting up payroll for the new year
Implementing and testing new tax requirements
Updating employee self service - web time entry
Updating employee self-service - web benefits enrollments
Changing benefit company match limits
Creating new flex plans
Resetting of employee deduction year-to-date totals
Resetting of drill around feature for Earnings by Quarter
Reviewing arrears deductions
Processing W-2 corrections
Procedures in this chapter
Creating W-2c Forms and EFW2C Files
Creating the W-2c
Creating the EFW2C
Follow up tasks
Options for running the EFW2C file
Benefits year-end processing
Steps for ACA Year-End reporting solutions
Accessing ACA Employee Data
ACA Year-End ALE Member (BN00.7)
ACA Year-End ALE Group (BN00.8)
Options for ACA IRS Codes Processing
Option 1 ACA IRS Codes Processing
Option 2 ACA IRS Codes Processing
Using only benefit enrollments (1095-C)
Create 1095-B
Database tables
Determining hours by month
Inquiring on employee’s monthly hours
Employee's ACA IRS Codes records
Viewing Employee’s ACA IRS Codes
View ACA IRS Codes
View ACA Report Entity IRS Codes
Viewing IRS Codes by Type
Viewing ACA IRS Codes Overrides
Viewing employee’s ACA IRS Codes
COBRA or Retiree processing
Generating the data for reporting Part III Covered Individuals
Processing COBRA or Retiree for affordable year-end reporting
Adding resources not already stored in HRM
Importing ACA Resources
Create a 1095-B
Create a 1095-C
Adding and Viewing an ACA Resource
Create a 1095-B
Create a 1095-C
Viewing and editing Resource Dependents data
Year-end parameters
ACA Reporting Entity Information
ACA Employee Information
ACA Year-End Parameters Report
Importing ACA Year End Parameters
Importing ACA Year-End Parameters
Viewing and editing Covered Individuals
Setting up your ACA Regulatory Reporting
Affordable Care Act (ACA) Year-End reporting
ACA Regulatory Reporting
Creating the IRS file
Creating and transmitting the IRS ACA XML file
W-2 form layout
W-2 form layout
Tools for payroll balancing
Quarterly unemployment tip
Cycle balancing
Month end balancing
Quarterly balancing
Year-end balancing
W-2 checklist
Prepare
Prepare for year-end
Reconcile W-2 data
Prepare W-2 Parameters
Prepare employee information
Verify company information
Test W-2 Parameters
Process
Close payroll for the year
Processing W-2 forms
Processing W-2 electronic file
New Year
Setting up for the new year
Government resources
Tax or government regulations
U.S. federal government telephone numbers
U.S. state and local resources
Federal government World Wide Web sites
Canadian government telephone numbers
Canadian government World Wide Web sites
Layouts for Canadian Year-End forms
T4 slip layout
T4A slip layout
RL-1 slip layout
RL-2 slip layout
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