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CHARTS Year-end Notes - 12/01/2008 |
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Table of Contents
Please Print This Page.
| II. 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.
| III. Payroll: After your last payroll of the year - Call RHS. |
Call RHS to schedule a time to close out your 2008 payroll and create a new set of payroll files for 2009. (After your files are moved over you will still be able to update last year's information.) This section III is usually done by RHS.
| IV. Payroll: Transferring Holiday/Sick/Vacation carry-overs to the new year | |
| Running carry-overs when 2008 data has been moved to a different library | |
For our example we are assuming TESTDATA is the 2009 Library name and 08TESTDA is the 2008 Library name.
BEFORE STARTING, A BACKUP MUST BE DONE AND STORED AWAY.
Step 1. Logon to the 2008 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 08TESTDA as before. What we are doing is updating the current EM and DE files from the 2008 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 08TESTDA volxxx Change back the pointer for the DEfile to DEFILE 08TESTDA volxxx
Leave the remaining files pointing to 08TESTDA as before.
Press ENTER
Step 5. Log Back on to TESTDATA - the 2009 live data.
Step 6. Run an Accrued Benefits Report to verify that the information is OK.
| Running carry-overs when 2008 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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V. Payroll: Before Printing Your First Payroll for the Year 2009 |
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| Year 2009 Changes to the Federal Tax Table | |
After you finish the last payroll of 2008 do the following:
As of 01/01/2009 the Federal tax rates have changed. Your RHS client service representative will make this change for you, but please verify before processing your first payroll for the year 2009.
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 8000.00
- 2 15.00 10400.00 15.00 23950.00
- 3 25.00 35400.00 25.00 75650.00
- 4 28.00 84300.00 28.00 144800.00
- 5 33.00 173600.00 33.00 216600.00
- 6 35.00 375000.00 35.00 380700.00
- 7 .00 .00 .00 .00
Annual Exemption 3650.00 3650.00
-- Earned Income Credit --
Level - 1 8950 20.40 4475 20.40
- 2 16420 1826.00 9770 913.00
- 3 .00 .00 .00 .00
Min/Max Rates .00 9.59 .00 9.59
FICA Employer 7.65 106800.00 Employee 7.65 106800.00
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 "2008". For example if the name of your facility is:
"Demo Nursing Home 2008"
Change it to:
"Demo Nursing Home"
| Adjusting your 401K Deduction |
For 2009 the 401K deduction limits have changed from those of 2008.
From any CHARTS menu type PAYRATE or [PR, 8, 1, 5] 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]). DO NOT LEAVE THIS FIELD BLANK.
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 : 12/31/08 For Members of Union: _
H O U R S Earning / Deductions
Type Increment Amt/Percent Table Increment Limit By Shift Erase
Regular ________ _ --> __ _______ 16500 _ _
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. Also please note that for employees over 50 if they are contributing more than $16500, the 401K limits must be adjusted manually in the Employee Master File - Screen #3.
| 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 2008 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 12 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: 12/31/2008 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 |
The procedure for obtaining a Pin Number was probably done by your facility in a previous year when creating magnetic media W2 Copy A for the IRS. If you did this in a previous year skip to Printing your 2008 W2's. Otherwise follow the instructions outlined below.
Step 1. Obtain a Pin Number: a) online, or b) by telephone:
a) On-line: go to http://www.ssa.gov/bso/bsowelcome.htm . Click on Registration, click on I Accept, complete the information as requested, and click on Register.
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 2008 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 proper print class. [CTF, 19, 1- Laser Printers 'Printer Classes' 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 : 2008
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 4 part W2 into your printer & press ENTER.
The Employee copies:
Type SETPRINT and select the proper print class. [CTF, 19, 1- Laser Printers 'Printer Classes' 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 |
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 and Filing Your W2's with the Federal Government |
You will need to obtain a Pin # as previously described before submitting your W2's. New for 2008 W2 submission is that your W2s must be sent through the internet. Please follow the following steps:
1) Downloading AccuWage to verify your W2s prior to submission
Go to their web site http://www.socialsecurity.gov/employer/accuwage/
click on "Download AccuWage - 2008 Tax Year"
Save the "accu08.exe" file to your Desktop.
When the download completes double Click on "accu08.exe" to install the program.
Double Click on the new "AccuWage 2008" 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.
2) Submitting your W2s
Accuwage will allow you to submit your W2s once your W2s have been verified (step 2 above.).