Appendix H - Payroll Year End Checklist

NOTE:

The year-end process is described in the Operations section of the Payroll Manual.

____	1.	Process your final payroll through Check Register Update functions. Include any benefit calculations such as automobile allowance, reimbursed moving expenses, life insurance, etc.
____	2.	Run the Rebuild Employee Cross-References task on the Payroll Utilities (PRX) menu, for all employees.
____	3.	Print, verify and balance year-to-date fields on the following reports. They are all found on the Payroll Period Processing (PRR) menu: ____ Earnings Status Report ____ Tax Status Report ____ Contribution Status Report ____ Payroll Check History Report ____ Deduction Status Report
____	4.	Verify that other optional Payroll Periodic Reports have been run. ____ Accrual Status Report ____ Earnings History Report ____ Union History Report
____	5.	Run the W-2 Configuration Hard Copy report. This report is found on the W-2 Processing (PRW) menu. Refer to the sample in this section. Are all benefits connected to the appropriate box? Refer to the W-2 Configuration section of the Payroll manual for instructions on adding benefits to the W-2 Configuration file.
____	6.	STOP. Before proceeding any further, verify with dealer that all necessary program changes have been installed on your system.
____	7.	Run the W-2 Calculation task on the W-2 Processing (PRW) menu. This may be run multiple times if necessary.
____	8.	Run the W-2 Printing task on the W-2 Processing (PRW) menu, and verify the results. Before printing W-2s on forms, print them on plain paper and verify the totals. Do the totals balance to the Quarterly Reports? A printer offset of "0" will print one-up forms. A printer offset of "69" will print two-up forms. Before printing two-up forms, verify that the printer to be used is configured to print at least 135 characters per line in the default config.aon configuration file for BBx BASIC (the printer's alias line must show at least 135 for SPCOLS). Select each state/local code individually. Make any adjustments necessary to the configuration file. Repeat steps 7 and 8 necessary.
____	9.	Run Payroll's Month End Update for December. This task is on the Payroll Periodic Processing (PRR) menu. If changes to employee balances are necessary, steps 1 through 8 may be repeated.
____	10.	If you do not require Magnetic Media filing, go to step 14.
____	11.	Run the Magnetic Media Calculation task on the W-2 Processing (PRW) menu.
____	12.	Run the Magnetic Media Audit Report task on the W-2 Processing (PRW) menu, and verify the results. Do the totals balance to the W-2s?
____	13.	Run the Magnetic Media Creation task on the W-2 Processing (PRW) menu. Be sure the W-2 Copy Command is correct. Use the Configuration Maintenance task on the System Maintenance (SYM) menu.
____	14.	Backup the system. Identify the media as 1998 Payroll Year End Archive.
____	15.	Run Payroll's Year End Update talk on the Payroll Periodic Processing (PRR) menu.
____	16.	Print the Tax Status Report for Federal withholdings. Verify all amounts are zero before proceeding with the first payroll of the new year.
____	17.	Run the Update Tax Tables For The New Year task on the Payroll Utilities (PRX) menu. Verify that the update is for the correct tax year. If it isn't, do not complete this task until the PRX-10 file for the correct year has been installed.

01/01/00 W-2 Configuration Hard Copy

08:00 AM

Box/ ID	Description	Clmn	Stat	Loc	Type	ID	Oper	Clmn
01	Wages, Tips and Other Compensations	34
					D	FE	+	2
02	Federal Income Tax Withheld	50
					D	FE	+	3
03	Social Security Wages	34
					D	FI	+	2
04	Social Security Tax Withheld	50
					D	FI	+	3
05	Medicare Wages & Tips	34
					D	MC	+	2
06	Medicare Tax Withheld	50
					D	MC	+	3
07	Social Security Tips	34

08	Allocated TIPS	50

09	Advanced EIC Payment	34
					D	EI	-	3
10	Dependent Care Benefits	50

11	Non-qualified Plans	34

12	Fringe Benefits incl in Box 1	50

13 A	Special Fields	34
	Uncollected Social Security tax on tips
13 B	Special Fields	34
	Uncollected Medicare tax on tips
13 C	Special Fields	34
	Employer-paid Group Life Ins over $50k
13 D	Special Fields	34
	401 (k)				B	07	+	1
13 E	Special Fields	34
	403 (b)
13 F	Special Fields	34
	408 (k) (6)
13 G	Special Fields	34
	457
13 H	Special Fields	34
	501 (c) (18) (D)
13 J	Special Fields	34
	Employee Sick Pay not in boxes 1 or 3
13 K	Special Fields	34
	Golden Parachute payments

01/01/00 W-2 Configuration Hard Copy 08:00 AM
Box/ ID	Description	Clmn	Stat	Loc	Type	ID	Oper	Clmn
13 L	Special Fields	34
	Employee Reimbursement payments
13 M	Special Fields	34
	Employee SS Tax on Retiree's Grp Ins>50k
13 N	Special Fields	34
	Employee Med Tax on Retiree's Grp Ins>50k
13 Q	Special Fields	34
	Military Employer
13 R	Special Fields	34
	Employer-paid medical savings account
13 S	Special Fields	34
	408 (p)
13 T	Special Fields	34
	Employer-paid adoption expenses
14	Other	50

14 1	Other Reporting categories	50	CA
	SDI - Calif State Disability Insurance
14 3	Other Reporting Categories	50	OR
	Oregon State Disability Insurance
15 1	Employee Status & Specials	34
	Statutory Employee
15 2	Employee Status & Specials	40
	Decreased
15 3	Employee Status & Specials	46
	Pension Plan
15 4	Employee Status & Specials	52
	Legal Representative
15 5	Employee Status & Specials	00
	Obsolete -- but DO NOT REMOVE!
15 6	Employee Status & Specials	00
	Obsolete -- but DO NOT REMOVE!
15 7	Employee Status & Specials	58
	Deferred Compensation
16 1	California	00	CA

16 2	South Carolina	00	SC

16 3	Oregon	00	OR

17	State Wages, Tips, Etc.	19

17 1	State Wages, Tips, Etc.	19	CA
	California				D	CA	+	2

01/01/00 W-2 Configuration Hard Copy 08:00 AM
Box/ ID	Description	Clmn	Stat	Locl	Type	ID	Oper	Clmn

17 2	State Wages, Tips, Etc.	19	SC
	South Carolina

17 3	State Wages, Tips, Etc.	19	OR
	Oregon				D	OR	+	2
18	State Income Tax	28

18 1	State Income Tax	28	CA
	California				D	CA	+	3
18 2	State Tax	28	SC
	South Carolina
18 3	State Taxes	28	OR
	Oregon				D	OR	+	3
19	Local Tax Entity	37

20	Local Wages, Tips, Etc.	46

21	Local Income Tax	55

a	Control Number	00

a 1	Employee Status & Specials	20
	VOID Flag
b	Employer's Federal ID Number	00

c 1	Employer's Information	00
	Name
c 2	Employer's Information	00
	Address 1
c 3	Employer's Information	00
	Address 2
c 4	Employer's Information	00
	City, State
c 5	Employer's Information	00
	ZIP Code
d	Employee's Social Security Number	00

e	Employee's Information	00
	Name
f 1	Employee's Information	00
	Address 1

01/01/00 W-2 Configuration Hard Copy 08:00 AM
f 2	Employee's Information	00
	Address 2
f 3	Employee's Information	00
	City, State Code
f 4	Employee's Information	00
	ZIP Code