UB 8286 CSA, Payroll Year-End Processing Tips, 2015

UB 8286 CSA, Payroll Year-End Processing Tips, 2015
Creative Solutions Accounting, v. 2015.x.x
User Bulletin 8286: Payroll Year-End Processing Tips
November 4, 2015
TO
All users of Payroll CS® or the Payroll Compliance module within Creative Solutions Accounting™ (CSA).
This user bulletin explains changes made for this version of Creative Solutions Accounting.
CONTENTS
YEAR-END PROCESSING TIPS ................................................................................................................. 1
W-2 PROCESSING....................................................................................................................................... 1
W-3 PROCESSING....................................................................................................................................... 4
1099 PROCESSING ..................................................................................................................................... 4
ELECTRONIC FILING OF W-2s AND 1099s ............................................................................................... 6
ALIGNING YOUR W-2 AND 1099 FORMS .................................................................................................. 7
94X PROCESSING ....................................................................................................................................... 8
CLOSING TO THE NEXT YEAR AND UPDATING PAYROLL TAX INFORMATION FOR 2016 ................ 8
YEAR-END PROCESSING TIPS
Important!
 When you move your clients to 2016, the application removes all checks processed in payroll periods
with 2014 dates. We strongly recommend that, before advancing the payroll period and closing to
the next year, back up your client and global files. This is especially important if you need to
generate reports for the new hire retention credit. For more information about backing up and
restoring your client information and system data, choose Help > Help & How-To and then enter
“Backup [File menu]” in the search field (or click here).
 We recommend that you check the CSA Home Page alerts to see when application updates are
available to download, and check the Payroll section of the Home Page for form approval status for
each federal and state payroll tax form. In addition, you can receive email notification of application
updates by signing up for our Email Subscriptions Service. To sign up for the service, visit the My
Account page at CS.ThomsonReuters.com.
 A year-end processing checklist is available in the CSA help topics. Choose Help > Help & How-To
and then enter “Checklist for payroll year-end processing” in the search field (or click here).
W-2 PROCESSING
How do I process W-2s?
Choose Utilities > W-2 Form Processing and select the year to process. In the W-2 Form Processing
dialog, mark the checkbox for each form type to print. For more information, choose Help > Help & HowTo and then enter “W-2 and 1099 year-end processing overview” in the search field (or click here).
Which reports should I run to verify employee information prior to processing W-2s?

To verify that each employee’s personal information is up to date, print the Employee Listing. In the
Employee Listing Options dialog, mark the Social Security #, Address/phone/email, W-2 information,
and Print W-2 Employees Only checkboxes.
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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

To verify taxable wage and tax withholding information, print the Payroll Tax Summary Report. In the
Payroll Tax Summary Report Options dialog, select 4th quarter as the period to process. Mark the
Employee detail checkbox and include a year-to-date column. In the Taxes to report group box, mark
the checkboxes for all applicable taxes including FICA, Federal withholding, State withholding, and
Local withholding.
To identify missing W-2 information and incorrect FICA withholdings, print the Earnings Report. In the
Earnings Report Options dialog, mark the FICA variance checkbox to list any over- or under-withheld
FICA amounts. Also mark the Missing W-2 info checkbox. This will help to identify missing,
duplicated, or invalid social security numbers, missing addresses, and also notes when an extra W-2
might print for an employee due to an incorrect tax withholding setup. If applicable, this information is
listed at the end of the report.
The amounts on a W-2 are incorrect. How do I fix this?
There are a few things to check.
 Print the Earnings Report and Payroll Tax Summary to verify that earnings are correct for the
employee.
 On the Tax Treatment tab of the Setup > System Configuration > Pay Items (or Deduction Items)
dialog, verify that the appropriate tax treatment has been specified for the employee’s pay items and
deduction items.
 On the Description and W-2 Info tab of the Setup > System Configuration > Pay Items, Deduction
Items, or Withholding Items dialog, verify that the pay, deduction, and withholding items are marked
to flow to the appropriate W-2 boxes.
 On the Print Options tab of the Utilities > W-2 Form Processing > 2015 dialog, check the setting of the
Automatically Adjust FICA option. With this checkbox marked, CSA automatically adjusts the FICA
amounts according to the taxable wages. Clear the checkbox if you want the FICA and federal
amounts to match those on the Earnings Report.
 Check for prior-year information in the Other W-2 item and Other W-2 amt fields of the Personal/W-2
tab of the Employee’s window, and remove any data that is not appropriate for current-year
processing.
Can I process 2015 W-2s if I have already closed the year and moved to 2016?
Yes — you do not need to move back to the 2015 processing period. From the CSA main window,
choose Utilities > W-2 Form Processing > 2015.
Can I print a 2015 W-2 for an employee that I deleted after closing to the new year?
No. When you delete an employee record from CSA, the application deletes all records for that employee.
Therefore, rather than deleting an employee, you should mark the employee as inactive by entering an
inactive date on the Personal/W-2 tab of the Setup > Employees window.
How do I set up a client for W-2 processing only?
For details about that process, choose Help > Help & How-To and then enter “Year-end processing
steps for a W-2 only client” in the search field (or click here).
How do I process W-2s for employees that are in multiple states or localities?
Please refer to our Help & How-To Center for information on this subject. Choose Help > Help & How-To
and then enter K02804102 in the search field (or click here).
You can also refer to the setup example for multi-state employees in the Payroll CS Tutorial. Choose
Help > Help & How-To and then enter “Payroll CS Tutorial” in the search field (or click here).
Which W-2 copies can be previewed on the screen before printing?
You can preview the W-2 Copy A, W-3, and any summary forms selected on the Print Options tab of the
Utilities > W-2 Form Processing dialog.
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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How do I print W-2 IRS instructions for employees?
Copies of the instructions for W-2 and 1099 recipients are included as PDF files in our Help & How-To
Center. Choose Help > Help & How-To and then enter “IRS instructions for the W-2/1099 recipients”
in the search field (or click here).
Why does the application print two copies of a W-2 for an employee?
This can occur when the employee has either two state withholdings and a local withholding or two local
withholdings and a state withholding and you are using the 4-per-sheet W-2 format for the employee’s
copy. The application prints the second W-2 so that the employee will have enough copies to distribute to
all taxing agencies when they file their tax returns.
How do I get rid of the question marks that are printing in W-2 Box 20?
Please refer to our Help & How-To Center for information on this subject. Choose Help > Help & How-To
and then enter K20022074 in the search field (or click here).
The W-2 amounts are correct for the employees, but the W-3 has wrong amounts.
How do I correct this?
You need to ensure that no deduction item has been set up with the exact same name as a withholding
item.
None or only some of the employees’ W-2s are printing even though they are set up
properly.
Choose Utilities > W-2 Form Processing, select the year to process, and click the Employee Selection
tab. Verify that the Print all employees option is selected. If the Print Selected Employees option is
selected, you also need to move one or more employee names to the right-hand (Selected) pane. You
may also need to open the Print Options tab of the W-2 Form Processing dialog to see if the Print only for
state option is marked.
CSA is printing a description and/or an amount in Box 14 of the W-2. Why is this
happening?
Check the global setup of the payroll item that is listed incorrectly in Box 14. Choose Setup > System
Configuration and then choose the type of payroll item affected (pay, withholding, or deduction). Click in
the Box 14 description field and make sure that no blank space or text has been entered in that field. If
there is a blank space or any text, press the Backspace key on your keyboard to remove it and then
resave the item. Your W-2 should now print correctly.
I made changes to my layout, but I do not want to keep those changes. How do I go
back to the default layout?
To go back to the default layout, open the modified layout in the Layout Editor (Setup > System
Configuration > Layout Editor) and then choose File > Restore Default.
I have added some variables to my W-2, but that information is not showing when I
print. Why not?
First, be sure you have not saved the updated W-2 layout under a new name. The application recognizes
only the original form layout name, so any required changes must be made to the original form. Second,
if you added a variable or changed something in the layout, be sure that you have also changed each
copy of the layout. For example, if you added a Box 14 variable to the 2015 Copy A layout, you would
also need to add that variable to every other W-2 layout listed for 2015 to have the change affect all
copies of the form. Lastly, make sure you did not add text variables and attempt to print using the
preprinted paper form options. The preprinted paper types suppress all text variables by design.
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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Why doesn’t the local withholding information align with its corresponding state?
The application does not necessarily print the localities with their associated state. The application
accumulates localities in the order in which they are encountered during the processing of employee
information.
Why does a 2-D barcode appear on the W-2 and W-3 forms?
The application prints a 2-D barcode on Forms W-2 Copy A and W-3 for processing by the Social Security
Administration. In addition, the application prints a barcode on Copy C (Employee Copy-2-Up/3-Up/4Up/4-Up Pressure Seal), which can then be scanned using the UltraTax CS® Bar Code Scan utility, to
transfer the information seamlessly to UltraTax CS.
When I print a W-2, “Applied For” appears in the Social Security Number Box when
an ITIN is entered in the Employee SSN/EIN field. Why?
For details, choose Help > Help & How-To and then enter K99834182 in the search field (or click here).
How do I print a W-2G form?
You can print Form W-2G from the Utilities > 1099 Form Processing dialog in CSA.
W-3 PROCESSING
Why is the applicating printing an “X” in Box 15?
The X in Box 15 indicates that wages are being reported for more than one state.
Why are my W-3 amounts overstated in Box 16 and Box 18?
Per IRS instructions, state and local wages are combined for any client with employees who are set up in
more than one state or locality and are reported with one sum in the appropriate box. For example, if
there were $2,000.00 in Local1 taxable wages and $500.00 in Local2 taxable wages, Box 18 should show
a total of $2,500.00 in wages.
1099 PROCESSING
Which 1099s can I print from CSA?
You can print the following 1099 forms and the corresponding 1096 from your Payroll CS or Write-Up CS®
application in CSA:
1098
1099-OID
1099-A
1099-PATR
1099-B
1099-R
1099-DIV
1099-S
1099-G
1099-SA
1099-INT
5498
1099-MISC
5498-SA
W-2G
Corrected forms are also available for the forms listed above.
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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How do I process 1099s?
Choose Utilities > 1099 Form Processing and select the year and form type you want to process. In the
1099 Form Processing dialog, mark the checkbox for each form you want to include for the currently
selected client. For more information, choose Help > Help & How-To and then enter “W-2 and 1099 yearend processing overview” in the search field (or click here).
How do I set up an employee record to print a 1099?
First you will need to set up a pay item by opening the Setup > System Configuration > Pay Items dialog
and clicking the Special Information tab. Highlight the pay item, click the Edit button, and then select the
appropriate 1099 item from the 1099 item drop-down list. If the appropriate 1099 item is not available in
the list, you can add it by choosing Setup > System Configuration > 1099 items. Be sure to add the pay
item to the employee record. When wages are entered for the employee using this pay item, a 1099 can
be generated for that employee.
Why do I get the message “There is no data to view” even after I enter amounts on
the Distributions tab for a vendor?
If you receive this message, try the following:
 Check the payroll date displayed in the status bar at the lower-right corner of the Vendors window. If
the amounts you entered on the Distributions tab for that vendor were for a year other than the one
for which you’re processing the 1099, it will not generate a 1099 form.
 Check to see if there is an amount entered in the Minimum amount for form printing field in the Print
Options tab of the 1099 Form Processing dialog. If the amount entered in this field is greater than the
amount for the 1099 you are trying to print, you will receive this message.
 Make sure that you have a vendor selected to print by clicking the Vendor Selection tab of the 1099
Form Processing dialog.
 View the 1099 box triggers for the 1099 that you are trying to print by choosing Setup > System
Configuration > 1099 Items. In this dialog, be sure that a trigger number has been entered in the
Boxes field for the 1099 item. For more information about triggers, choose Help > Help & How-To and
enter “Boxes that trigger 1099s to print” in the search field (or click here).
The application did not save changes that were made to a 1099 item on the
Distributions tab of a vendor’s record. Why?
When you open the 1099 Processing window for any 1099 type, the application recalculates the 1099
check amount to match the 1099 items entered on individual checks issued for the vendor.
Notes
 This can also occur if checks were assigned the incorrect type within Client Bookkeeping Solution®
(CBS).
 You can see which 1099 items are assigned to checks by marking the 1099 item checkbox in the
Options dialog for transaction data entry.
Example
Let’s say, for example, that you created a check in CSA, and the 1099 item assigned on the check is
1099-R. At year-end, you realize that the check should have used the 1099-MISC type, rather than 1099R. If you change the 1099 item in the Vendors window from 1099-R to 1099-MISC, the changes will not
appear when you process the 1099 because the check originally used the 1099-R type. The check
amount will show up when you process a 1099-R instead of 1099-MISC, where it should. There are a few
ways to fix this.



If the 1099 type is not supposed to have a dollar amount, enter an adjustment on the Distributions tab
of the Vendors window for the 1099-R so that it nets to zero, and add the amount to the 1099-MISC.
Delete the check that was entered incorrectly, and re-enter it with 1099-MISC selected as the 1099
type.
Enter a negative amount check to match the total amount originally entered using the 1099-R type
and then re-enter it with 1099-MISC selected as the 1099 type.
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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Why don’t I have the option to print the black-and-white Copy A or 1096 during 1099
processing?
The red scannable forms are still required for these forms. Because the IRS did not release specifications
to produce black-and-white facsimile Copy A or 1096 forms, CSA cannot offer this print option.
When I select the 1099 type on the 1099 Boxes tab of the Setup > Vendors window,
this information goes away. What am I doing wrong?
Please note that the 1099 Boxes tab should be used to specify any special information for the vendor
rather than to choose which 1099 form is needed for the vendor. After selecting a 1099 form type from the
drop-down list, you also need to mark one or more checkboxes in the Supplemental Information grid just
below the form type field — otherwise the 1099 form type does not stay selected.
How do I print 1099 IRS instructions for recipients?
Copies of the instructions for W-2 and 1099 recipients are included as PDF files in our Help & How-To
Center. Choose Help > Help & How-To and then enter “IRS instructions for the W-2/1099 recipients”
in the search field (or click here).
ELECTRONIC FILING OF W-2s AND 1099s
Does the application support electronic filing of W-2s?
CSA enables you to create the W-2 file to upload to the Social Security Administration (SSA). Mark the
Create W-2 file checkbox on the Utilities > W-2 Form Processing dialog and then click the Print button to
add your client to a batch file. You can verify the contents of the file by choosing File > W-2 file utilities
from the W-2 Form Processing dialog. When you are ready to send the file, choose Save to Submittable
Format.
For information about filing options for the W-2 Copy A, please visit the Social Security Administration
website (http://www.ssa.gov/employer/). If you encounter errors while trying to use the SSA software,
please contact the SSA for support.
Notes
 To determine whether you must enroll or register to file electronically, please visit the SSA website.
 The SSA no longer accepts file submissions via diskette. Please visit the SSA website to see other
options available for submitting W-2 files.
 It is crucial that you use the Save to Submittable Format command prior to uploading the file to
SSA. This will decrypt the file that was encrypted within the CSA folder.
Which file format does the application use for 2015 W-2 forms?
The application uses the EFW2 file format for 2015 W-2 forms, per SSA requirements. For instructions on
how to create these files, choose Help > Help & How-To, enter “W-2 and 1099 year-end processing
overview” in the search field (or click here), and then open the section of that topic called “1099/W-2 file
utilities and transmitter information.”
You can view additional information by searching on K32132149 in our Help & How-To Center for CSA
(or click here).
I have created my W-2 file within CSA and have selected the option to Save to
Submittable Format. Is there anything else that I should do prior to sending my file
to SSA?
We recommend that you verify the data in your file by using SSA’s AccuWage program. You can
download that software for free by pointing your browser to http://www.ssa.gov/employer/accuwage/
and select the W2REPORT file.
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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Can I process W-2 files for specific states?
Certain states require that modifications be made to the federal EFW2 format before the file can be
processed. CSA can create state-specific W-2 files to accommodate these modifications for the following
states: Alabama, Arkansas, Colorado, Connecticut, Delaware, District of Columbia, Georgia, Idaho,
Illinois, Indiana, Kansas, Kentucky, Louisiana, Maine, Maryland, Massachusetts, Michigan, Minnesota,
Mississippi, Missouri, Nebraska, North Carolina, North Dakota, Ohio, Oregon, Pennsylvania, Rhode
Island, South Carolina, Utah, Vermont, Virginia, West Virginia, and Wisconsin.
If a state or local taxing agency uses the federal format for files but uses fields labeled “defined by state
or local agency,” CSA cannot complete those fields unless you are processing forms for one of the states
listed above. For more information, choose Help > Help & How-To, enter “W-2 and 1099 year-end
processing overview” in the search field (or click here), and then open the section in that topic called
“State W-2 file utilities.”
Does the application support electronic filing of 1099s?
The IRS electronic filing program, Filing Information Returns Electronically (FIRE), enables you to upload
a 1099 file to the IRS. Mark the Create 1099 file checkbox on the Utilities > 1099 Form Processing dialog
and then click the Print button to add your client’s data to a batch file. You can verify the contents of your
file from the 1099 Form Processing dialog using the commands under File > 1099 File Utilities menu.
When you are ready to submit your file, choose Save to Submittable Format from the 1099 File Utilities
menu.
Please refer to our Help & How-To Center for information on this subject. Choose Help > Help & How-To
and then enter K32132149 in the search field (or click here).
For information about electronic filing of 1099s or to determine if you must enroll or register to file
electronically, visit the IRS website (http://www.irs.gov/pub/irs-pdf/p3609.pdf). If you have problems with
or questions about sending the file using the IRS’s FIRE program, please contact the IRS.
ALIGNING YOUR W-2 AND 1099 FORMS
When I print my 1099-MISC Copy A, it does not align with my preprinted form. How
do I adjust the forms to align correctly?
To adjust the alignment of your 1099-MISC Copy A you need to perform the following steps.
1. Choose Setup > System Configuration > Layout Editor.
2. In the Layout Editor, choose Layout > Open and then double-click the folder labeled with the
appropriate year.
3. Double-click the 1099MISa.fly layout to open it.
4. To adjust the alignment of the entire form, choose Edit > Select All, and then use the directional
arrows on your keyboard to adjust the document as needed. To adjust the alignment of an individual
field, click inside the field and then use the directional arrows on your keyboard to move the field to
the desired location.
5. Choose File > Save to save your changes.
Note: 1099MIS represents the name of the form and a represents the copy of the form. This change
will affect only Copy A. If you want to adjust the alignment for the other copies you are printing, you
need to make adjustments to those copies also — for example, to 1099MISb or 1099MISc, etc. If you
need to undo your modifications on the 1099 form and return to the initial default form, choose File >
Restore Default when the form is displayed.
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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The alignment modifications I made to my W-2s or W-2Cs in the Layout Editor are
not printing on my form. Why not?
Perhaps you did not save your changes using the Layout > Save command within the Layout Editor,
or perhaps you modified the wrong form. Please refer to the following table for the Layout Editor file
names and their corresponding forms.
File name
W-2 or W-2c Copy
W2.FLY
4-up Copy B/C Blank Perforated, Blank Unperforated, and Preprinted
W2AFAC.FLY
Copy A Blank Unperforated
W2COPY1.FLY
Copy 1 Blank Perforated, Blank Unperforated, and Preprinted
W2COPY2.FLY
2-up Copy 2 Blank Perforated, Blank Unperforated, and Preprinted
W2COPYA.FLY
Copy A Preprinted
W2COPYBC.FLY
2-up Copy B/C Blank Perforated, Blank Unperforated, and Preprinted
W2COPYB2C.fly
3-up Copy B/2/C Blank Perforated and Blank Unperforated
W2COPYD.FLY
Copy D Blank Perforated, Blank Unperforated, and Preprinted
W2Ss.FLY
4-up Pressure Seal
W3.FLY
W-3 Preprinted
W3c.FLY
W-3 Corrected Preprinted
W3fac.FLY
W-3 Blank Unperforated
W2cAFAC.FLY
Corrected Copy A Blank
W2cCOPY1.FLY
Corrected Copy 1 Blank and Preprinted
W2cCOPY2.FLY
Corrected Copy 2 Blank and Preprinted
W2cCOPYA.FLY
Corrected Copy A Preprinted
W2cCOPYB.FLY
Corrected Copy B Blank and Preprinted
W2cCOPYC.FLY
Corrected Copy C Blank and Preprinted
W2cCOPYD.FLY
Corrected Copy D Blank and Preprinted
94X PROCESSING
Which 94x forms are available for e-filing?
You can currently e-file Forms 940 and 941/944 via CSA. For details, choose Help > Help & How To and
then enter “Overview of 940 and 941/944 electronic filing” in the search field (or click here).
CLOSING TO THE NEXT YEAR AND UPDATING PAYROLL TAX
INFORMATION FOR 2016
Copyright 1998 – 2015 by Thomson Reuters. All rights reserved.
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I receive the following message(s) when I try to close to the next year: “Unable to
delete archived payroll checks earlier than one calendar year in the past” or “Unable
to complete year-end 1099 distributions and YTD processing.” What should I do
next?
Choose Help > Repair. In the Clients tab of the Repair dialog, select the client from the list, click the
Compact Client button, and then close to the next year.
How do I update my application to include payroll tax information for 2016?
Make sure you have installed the latest release of the application and that you have applied all application
updates available via CS Connect, and then choose Setup > System Configuration > Payroll Tax
Information > Update and click the Yes button. Please note that this procedure updates only federal and
state tax information. You will need to manually update information for all local taxes. Note that if you
mark the Automatically update federal/state tax tables checkbox prior to clicking the Yes button, your tax
tables will be updated automatically when you open CSA when any updates are available.
If I close the year to 2016, can I move back to 2015?
Yes you can. Once you close a year within Payroll CS, you can enter handwritten checks in the
previous year, but you cannot enter an unprinted check in the previous year.
HELP & SUPPORT
Help & How-To Center
For answers to questions on using CSA, access the Help & How-To Center by choosing Help > Help &
How-To, by clicking the
button on the toolbar, or by pressing CTRL+Y. For more information, including
sample searches, see Finding answers in the Help & How-To Center.
Product support
From the Support Contact Information page on our website, you can complete a form to send a question
to our Support team. To speak directly with a Support Representative, call 800.968.0600 and follow the
prompts. Normal weekday support is available from 9:00 a.m. to 8:00 p.m. eastern time. For additional
details (including extended support hours for tax season and hours for other applications), visit the
Support section of our website. You can also access the Support section from within CSA by choosing
Help > Additional Resources > General Support Information.
Website resources and email subscriptions
Visit our website to access the Tax & Accounting Community (formerly ARNE), to learn about training
courses, to view blogs and articles, and more. You can access the website from within CSA by choosing
Help > On the Web > CS Professional Suite Home Page.
We issue software update notices via email. You can sign up to receive these notices by visiting the My
Account section of our website. You’ll need to create a web account (if you don’t already have one) and
then sign up for the Email Subscription service where you can indicate which notices you want to receive.
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