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CHARTS Year-end Notes - 12/19/2002 |
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Table of Contents
Please Print This Page.
| II. Accounts Receivable: | |
| Your Medicare Co-insurance rate for Year 2003 has been set. | |
This update has set your Medicare Co-insurance rate for 2003 to $105.
| IIIa. Payroll: | |
| The new consolidation membership reporting for Local 1199 Union | |
Please print P4593 for instructions on the new Local 1199 Magnetic Media Consolidated Union report.
| IIIb. Payroll: Before closing out the year. | |
| Adjusting for non-payroll compensation. See P-4470. | |
If an employer pays for an automobile that the employee uses for business or if the employer pays for certain life insurance policies for the employee, the employee is obligated to pay tax on a portion of the value of these benefits. To handle this see P-4470.
| IV. Payroll: After your last payroll of the year - Call RHS. |
Call RHS to schedule a time to close out your 2002 payroll and create a new set of payroll files for 2003. (After your files are moved over you will still be able to update last year's information.) This section IV is usually done by RHS.
| V. Payroll: Transferring Holiday/Sick/Vacation carry-overs to the new year | |
| Running carry-overs when 2002 data has been moved to a different library | |
For our example we are assuming TESTDATA is the 2003 Library name and 02TESTDA is the 2002 Library name.
BEFORE STARTING, A BACKUP MUST BE DONE AND STORED AWAY.
Step 1. Logon to the 2002 Facility
Step 2. Change User Parameter PR Screen - Type NHPR (CR)
Enter in the Percentage allowed to be carried over for Sick and Vacation.
| Sick | Vacation | |||
| On the % Payout/Carryover line type | xxxxx | 100.00 | xxxxxx | 100.00 |
(* TESTDATA should be substituted with your facility library name)
Leave the remaining files pointing to 02TESTDA as before. What we are doing is updating the current EM and DE files from the 2002 Employee History data.
Press RETURN
Step 3. Running the Accrual Update Program
Run Update Vac/Sick/Hol Info (GM, 18, 4, 1, 7)
Fill in the screen:Processing Order: D
From Department: 0000.0000 to 9999.9999
From Date: MM/DD/YY (beg of year) to
MM/DD/YY (end of year)
Vacation: - (enter "Y" if you are carrying over vacation)
Sick : - (enter Y if you are carrying over sick)
Holiday: _ (enter Y if you are carrying over holiday)
Detail/Summary/Both: X (This Must Be Entered.)
Print Terminated Employees: Y
Print Option: - Spool or Printer default
Defaults can be used for the remaining questions on the screen.
Press RETURN.
Step 4. Change User Parameter PR Screen - Type NHPR ENTER
Change back the pointer for the EMfile to EMFILE 02TESTDA volxxx Change back the pointer for the DEfile to DEFILE 02TESTDA volxxx
Leave the remaining files pointing to 02TESTDA as before.
Press ENTER
Step 5. Log Back on to TESTDATA - the 2003 live data.
Step 6. Run an Accrued Benefits Report to verify that the information is OK.
| Running carry-overs when 2002 data is still live |
BEFORE STARTING, A BACKUP MUST BE DONE AND STORED AWAY.
Step 1. Change User Parameter PR Screen - Type NHPR (CR)
Enter in the Percentage allowed to be carried over for Sick and Vacation.
| Sick | Vacation | |||
| On the % Payout/Carryover line type | xxxxx | 100.00 | xxxxxx | 100.00 |
Press ENTER.
Step 2. Running the Accrual Update Program
Run Update Vac/Sick/Hol Info [GM, l8, 4, 1, 7]
Fill in the screen as follows:
Processing Order: D
From Department: 0000.0000 to 9999.9999
From Date: MM/DD/YY (beg of year) to MM/DD/YY (end of year)
Vacation: _ (enter Y if you are carrying over vacation)
Sick : _ (enter Y if you are carrying over sick)
Holiday:_ (enter Y if you are carrying over holiday)
Enter an 'X' to Run Update: X (This Must Be Entered.)
Print Terminated Employees: Y
Print Option: - Spool or Printer default
The remaining questions on the screen can be left as prompted.
Press ENTER.
Step 3. Run an Accrued Benefits Report to verify that the information is correct.
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VI. Payroll: Before Printing Your First Payroll for the Year 2003 |
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| Year 2003 Changes to the Federal Tax Table | |
After you finish the last payroll of 2002 do the following:
As of 1/1/2003 the Federal withholding tax rate has changed. Your RHS client service representative will make these changes for you, but please verify that they have been made before processing your first payroll for the year 2003.
From any CHARTS menu type FEDTAX or [GM, 10, 8, 2, 1] and press ENTER.
(IRS CIR E ANNUAL) FEDERAL TAX INFORMATION
Single Married
Rate Cutoff Rate Cutoff
level - 1 10.00 2650.00 10.00 6450.00
- 2 15.00 8550.00 15.00 18450.00
- 3 27.00 30100.00 27.00 52350.00
- 4 30.00 65920.00 30.00 111800.00
- 5 35.00 145200.00 35.00 179600.00
- 6 38.60 313650.00 38.60 316850.00
- 7 .00 .00 .00 .00
Annual Exemption 3050.00 3050.00
-- Earned Income Credit --
Level - 1 7490. 20.40 3745. 20.40
- 2 13730 1528.00 7365. 764.00
- 3 .00 .00 .00 .00
Min/Max Rates .00 9.59 .00 9.59
FICA Employer 7.65 87000.00 Employee 7.65 87000.00
level 2 1.45 999999.00 level 2 1.45 999999.00
Unempl .80 7000.00
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The rates and withholding cutoff amounts should be as listed above.
Note: Prior to printing the W2's remember to change the name of your facility (using NHBASIC) to remove the "2002". For example if the name of your facility is:
"Demo Nursing Home 2002"
Change it to:
"Demo Nursing Home"
| Adjusting your 401K Deduction |
From any CHARTS menu type PAYRATE or [PR, 8, 1] and press ENTER.
Complete the screen as shown below.
At Table type the pay code for your 401 K deduction (you can see this by typing [PTF, 10, 3])
P A Y R O L L - Change Pay Rates
Department Range: 0000 9999
Range of Levels : 00 - 99 Naturals: 00 - 9999
Change Rate on : 12/31/02 For Members of Union: _
H O U R S Earning / Deductions
Type Increment Amt/Percent Table Increment Limit By Shift Erase
Regular ________ _ --> __ _______ 12000 _ _
DIF ________ _ __ _______ _______ _
NS-DAY ________ _ __ _______ _______ _
NS-NT ________ _ __ _______ _______ _
By Shift-Hrs per shift : ______
Check limit (TF# 51-54): ______
Increment Zero Amts/Non Zero Amts: NY <--
Individual/Automatic : A Post/List: P Print Option: P
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Note: If you are unsure of the 401K Deduction code you may press PF 2 at that field.
| Verify W2 Information | |
Check Earning/Deduction Table File (CTF 10, 3) to Ensure that All items have the correct tax status:
In the Earning/Deduction table file a "Y" = indicates that the particular tax applies.
A rule-of-thumb as to which Earning/Deduction effects taxes is as follows:
Earnings - All Taxes (all "Y"s)
Deductions - No Taxes (all "N"s)
Qualified Plan - All Taxes ("Y"s) except FICA ("N")
Check Earning/Deduction Table File to Ensure that Code 61 exists for 3rd Party Pay.
Check with your accountant if any fringe benefits or deferred compensation amounts are applicable to your facility. If they are - then make sure that an entry for this item exists in the Earning/Deduction Table File so that the W2's are correct. These amounts should be entered in the 2002 payroll prior to printing the W2's and Quarterly reports.
If your Facility has any of the following pension plans then you must check the Earning/Deduction Payroll Table Files to ensure that:
1) A "Y" has been entered for Deferred Compensation 2) The correct code was entered in the field Box 17 for W2 Code Pension Plan
04 401 (k)
05 403(b)
06 408(k)
07 section 457 plan
08 501 (c) (1 8) (D)
12 other non qualified plan3) SUTA/FUTA N N
4) Tax Status Y N Y Y Y Y
Check Employee Master File for Correct:
a) Social Security number (no blanks or all zeroes)
b) Marital Status
c) Number of exemptions
You can print the above by running the Employee Master Report Generator [GM,10,9,4] with fields:
8 (Soc-Sec-No)
10 (Martial Status)
58 (Fed exempt)
59 (State exempt)60 (City exempt)
From any CHARTS menu type EMGEN and press ENTER.
Complete line 3 as shown below and press ENTER.
P A Y R O L L Employee Master Report Generator
Report Title: ___________________________________
Active/Term/Leave: YY Y Benefits as of: 12/31/2002 Print option: P
Field From Range To Range Sort Order
1) EMP ID ___________ ___________ _
2) NAME A ZZ_________ _
3) 50 ___________ N _
4) _____________ ___________ ___________ _
5) _____________ ___________ ___________ _
6) _____________ ___________ ___________ _
7) _____________ ___________ ___________ _
8) _____________ ___________ ___________ _
9) _____________ ___________ ___________ _
10) _____________ ___________ ___________ _
11) _____________ ___________ ___________ _
Print if All/Any fields are applicable (All/Any) : ALL Sort Subtotal(Y/N) N
Lines between employees 0 Create DiskFile- FileName ________ Addr: ___
Print blank lines(Y/N): N Create Filter(Y/N) : _
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If any employee shows up on this listing they will not get a W2 unless you change "Deduct Federal Tax" to a "Y" in program. CHGPE.
| Obtaining a PIN Number |
There procedure was probably done by your facility last year for creating magnetic media W2 Copy A for the IRS for the year 2001 AND DOES NOT NEED to be done now. If you did this last year skip to Printing your 2002 W2's:
Step 1. Obtain a Pin Number: a) online, or b) by telephone:
a) On-line: go to http://www.ssa.gov/employer . Click on Employer Services Online, click on Registration, and then click on Register for a PIN & Password.
b) Telephone: Call 1 (800) 772-6270.
Step 2. Create Table File Entry:
After you receive your PIN number do the following:
From any CHARTS menu type ATF ENTER, 18 ENTER, 10 ENTER.
At Main Key type W2 , at Secondary Key type W2FILE , and press ENTER.
The following screen appears:
Add (185-CNT)
Contact Information
Main Key: W2 Secondary Key: W2FILE Description: YOUR PIN NUMBER
Name YOUR CONTACT NAME
Phone YOUR TELEPHONE NUMBER YOUR EXT
e-mail YOUR E-MAIL ADDRESS
Fax No YOUR FAX NUMBER
Preferred Method of Notification: 2
(1:e-mail 2:Fax 3:Postal 4:OWR)
ID number for Billing
Receiver : LEAVE BLANK
Submitter: LEAVE BLANK
Enter (F) To File (I) To Ignore: F
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Fill in the information as noted above and press ENTER.
| Printing your 2002 W2's |
You will need to run the W2NEW program twice:
1. Copy A For Social Security Administrator on paper or magnetic media.
2. The employee copies.
Copy A For Social Security Administrator - On Paper:
Do this section only if you have less than 250 employees and you are printing the W2's. If you are doing Copy A on magnetic media skip to Copy A For Social Security Administrator - On Magnetic Media
Type SETPRINT and select the print class specified above in Column '2.'
From any CHARTS menu type W2NEW or [GM, 10, 6, 4] and press Enter.
Print W-2's
Employee : A______________________ ZZ_____________________
Dates : Year Began:
* Print Option : S Paper/Diskette (P/D): P
Form Option T Locality name: ________
(L-laser T-Laser copy A) State ID No. __________
Laser Adjust: ____ ____ ____ ____
THE BALANCE OF THE SCREEN IS NOT NEEDED
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Copy A For Social Security Administrator - On Magnetic Media
From any CHARTS menu type W2NEW or [GM, 10, 6, 4] and press Enter.
Print W-2's
Employee : A______________________ ZZ_____________________
Dates : __________ __________ Year Began:
* Print Option : S Paper/Diskette (P/D): D
Form Option _ Locality name: ________
(L-laser T-Laser copy A) State ID No. __________
Laser Adjust: ____ ____ ____ ____
For Diskette (SSA Copy A)
Enter W-2 Effective Year : 2002
Is this a new diskette: Y Is this the last facility: Y
Combine this facility with previous: _ (Must match prev. Fed.Id)
note: Dont combine if employees were in both facilities
Diskette Address: ___
For Resubmittal TLCN No. ______ Terminating this year: _
Name of Facility: DEMO _______________________________
Address: _____________
City: _________________ State: Zip: ____
Federal ID:
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Complete the above screen, insert the four part W2 in your printer and press ENTER.
The Employee copies:
Type SETPRINT and select the print class specified above in Column '1.'
From any CHARTS menu type W2NEW or [GM, 10, 6, 4] and press Enter.
Print W-2's
Employee : A______________________ ZZ_____________________
Dates : Year Began:
* Print Option : S Paper/Diskette (P/D): P
Form Option L Locality name: ________
(L-laser T-Laser copy A) State ID No. __________
Laser Adjust: ____ ____ ____ ____
THE BALANCE OF THE SCREEN IS NOT NEEDED
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Different laser printers are aligned slightly differently.
Print only a few W2s to check your printer’s alignment.
If the W2s print ok, go ahead and print your W2s.
If not, at Laser Adjust
type a positive number (start with 10) to adjust downwards or a negative number
(start with -10) to adjust upwards.
| Verifying Your W2's with the Federal Government |
The Federal Government now gives you the opportunity to check your W2 submission file W2REPORT prior to submitting it to them. This is not required but it is strongly recommended. You will need to load down a program from the government web site and run it on your computer. The procedure is as follows:
Go to their web site http://www.ssa.gov/employer/accuwage/download2002.html
Under Title "Single File Download to Hard Drive"
and sub-title "If you are using WIN 95/NT/98/98/ME or2000 Operating System"
click on "Download single file of the 32-bit version of AccuWage (3.3 megabytes)"
Save the file to your Desktop.
When the download completes double Click on the new "Acu32s" icon to install the program.
Double Click on the new "AccuWage 2001 32bit" icon to run the program.
Click on "Start Testing." A new box will be open asking you to "Please enter file name to be tested." Locate file name is W2REPORT which is located in the directory you specified when you ran the W2NEW program, and click on "Open." Follow instructions.