CHARTS Year-end Notes - 12/01/2008 

Table of Contents

Please Print This Page.

I. Prior to year-end you should Load the December 2008 release for either NT/Novell/Windows 2000 or UNIX/RS6000

II Payroll: Before Closing out the year 
Adjusting for non-payroll compensation. See P-4470
III. Payroll: After your last payroll of the year - Call RHS.
IV.  Transferring Holiday/Sick/Vacation carry-overs to the new year
Running carry-overs when 2008 data has been moved to a different library
Running carry-overs when 2008 data is still live 

V.  Payroll: Before Printing Your First Payroll for the Year 2009

Year 2009 Changes to the Federal Tax Table
Adjusting your 401K Deduction

VI.  Payroll: Printing W2s

Verify W2 Information
Obtaining a PIN Number
Printing your 2008 W2's
  Verifying and Filing Your W2's With the Federal Government

 

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

Change the pointer to the EMfile - EMFILE *TESTDATA VOLB
Change the pointer to the DEfile - DEFILE *TESTDATA VOLB

(* 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.


V.  Payroll: Before Printing Your First Payroll for the Year 2009

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  

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.

  • $16500 for those under 50 years of age
     
  • $16500 plus $5500 additional catch up contribution for those over 50 years of age
  • 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

    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.


    VI.  Payroll: Printing W2s

    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 plan

    3) 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) : _

    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
    
    

    Fill in the information as noted above and press ENTER. 


    Printing your 2008 W2's

    Printing the 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

    Complete the above screen, insert Copy A forms in your printer and press ENTER. Go to print The Employee copies

    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:          

    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 printerís 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.).