UB 8285 Accounting CS, Payroll Year

UB 8285 Accounting CS, Payroll Year
Accounting CS, v. 2015.x.x
User Bulletin 8285: Payroll Year-End Processing FAQs
December 21, 2015
TO
Users of the Accounting CS®.
CONTENTS
FREQUENTLY ASKED QUESTIONS ABOUT YEAR-END PROCESSING ................................................ 1
W-2 PROCESSING....................................................................................................................................... 2
W-3 PROCESSING....................................................................................................................................... 4
1099 PROCESSING ..................................................................................................................................... 4
1095-C PROCESSING ................................................................................................................................. 5
1094-C PROCESSING ................................................................................................................................. 6
ELECTRONIC FILING OF W-2, 1099, and 1095-C FORMS........................................................................ 6
ALIGNING YOUR W-2 AND 1099 FORMS .................................................................................................. 8
FORM 94x PROCESSING ............................................................................................................................ 9
HELP & SUPPORT ....................................................................................................................................... 9
FREQUENTLY ASKED QUESTIONS ABOUT YEAR-END PROCESSING
Important!
 Federal/state/local forms and tax tables will be released with an Accounting CS update via
CS Connect.™ We recommend that you periodically check for software updates to see if the forms
and tax tables are available.
 The Notices portlet and the Payroll Form and Filing Information portlet on the Home dashboard inform
you when software updates are available. The Payroll Form and Filing Information portlet also
provides the following information: form approval status, form availability, available filing methods,
form due dates, form filing addresses, tax payment information (for all tax types), agency contact
information, new hire reporting information, payroll resources, and tax calendar to view and print tax
deposit due dates and form due dates for all federal and state tax agents and certain local tax agents.
Click the applicable jurisdiction on the map to display the federal, state, and local tax form information
within the tabbed pages in the lower section of the portlet.
Note: For information on working with dashboard portlets, enter “Portlets” in the search field on the
Accounting CS toolbar. In addition, you can receive email notification of software updates by signing
up for our Email Subscriptions Service. To sign up for the service, visit the My Account page of our
website at CS.ThomsonReuters.com.
 A year-end processing tips help topic is available. Enter “Payroll year-end processing tips” in the
search field on the Accounting CS toolbar.
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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W-2 PROCESSING
How do I process W-2s?
1. Choose Actions > Process Payroll Tax Forms.
2. Select W-2 from the drop-down list in the Form type field, select the form year, and then click the
Refresh button. Note that you can filter the number of clients listed in the Form Selection section by
using the filters in the Filter options section.
3. For each client in the Form Selection section, mark the checkbox for the form types to print.
For more information, enter “W-2 forms” in the search field on the Accounting CS toolbar.
How can I process W-2 forms for only a few employees?
1. Choose Actions > Edit Payroll Tax Forms.
2. Select W-2 from the drop-down list in the Form type field, select the form year, and then click the
Refresh button.
3. In the Employee Data tab, mark the checkboxes for only the employees for whom you want to
process W-2 forms and then click the Process Client Forms button at the top of the screen.
4. In the Process Client W-2 Forms dialog, specify the number of copies, the filing methods, and the
print options for the forms and then click the Process Selected button.
Which reports should I run to verify employee information prior to processing W-2s?




To verify that employee personal information is up to date, print the Employee List – Detailed report.
In the Regions to Include section, mark the Personal Information checkbox.
To verify taxable wage and tax withholding information, print the Payroll Tax Summary – Detailed
report. In the Date section, select Current year (or Prior year, if applicable) as the period to process.
To identify missing W-2 information, print the Employee Earnings report. In the Regions to Include
section, mark the Missing/Invalid W-2 information checkbox. This will help to identify missing,
duplicated, or invalid Social Security numbers or missing addresses. If applicable, this information is
listed at the end of the report.
To verify W-2 information by box number for all or selected employees, print the W-2 Verification
report.
The amounts on an employee’s W-2 are incorrect. Why?
To determine why an employee’s W-2 amounts are incorrect, try the following.
 Print the Employee Earnings report and Payroll Tax Summary – Detailed report to verify that earnings
are correct for the employee.
 Print the Payroll Journal – Detailed report using the filtering fields in the Payroll tab of the Print
Reports screen to look for voided, deleted, or reversed payroll checks. Make sure that none of the
employees have a check that was voided, deleted, or reversed after they reached a tax limit, such as
for FICA-SS.
 Check to see if there are overridden amounts from the previous year that need to be cleared in the
Employee Data tab of the Actions > Edit Payroll Tax Forms screen.
How do I correct the amounts on an employee’s W-2 form?
You may need to do one or more of the following:
 Edit the employee’s taxable wages in the Adjust Taxable Wages dialog (accessed by clicking the link
in the Payroll Taxes tab of the Setup > Employees screen).
 Edit the information in the Employee Data tab or Client Data tab of the Actions > Edit Payroll Tax
Forms screen.
 Verify that W-2 box information for the employee’s payroll items is set up correctly in the Main tab of
the Employee Payroll Item Settings dialog (accessed by clicking the Ellipsis button for an item in the
Payroll Items tab of the Setup > Employees screen).
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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How do I set up a client for W-2 processing only?
You can set up employees for W-2 processing in either of two ways after the client and employee records
have been added.
 Enter year-to-date checks for the employees in the Actions > Enter Transactions screen.
 Select W-2 as the form type in the Actions > Edit Payroll tax Forms screen and then manually enter
earnings amounts for the employees in the Employee Data tab.
Which W-2 copies can I preview on the screen before printing?
You can preview all copies except Copy D and Copy D Summary.
Why does the application print two copies of a W-2 for my 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 for the employee’s copy. The
application prints a second W-2 so that the employee will have enough copies to distribute to all taxing
agencies when they file their tax returns. The application also prints additional W-2 copies when there are
more Box 12 and Box 14 entries than can fit on a single form.
The application is printing a description and/or an amount in Box 14 of the W-2. Why
is this happening?
Choose Setup > Payroll Items and ensure that the appropriate payroll items are selected for Box 14 for
the payroll item that is listed incorrectly. Open the Other W-2 Items dialog (choose Setup > Employees,
click the Personal tab, and then click the Other W-2 Items button) to look for entries in the
W-2 Box 14 Items grid. Also, open the Payroll Taxes tab in the Setup > Clients screen and look for entries
in the Box 14 column within the Taxes section.
I made changes to a form layout, but I don’t want to keep those changes. How can I
go back to the default layout?
To go back to the default form layout, choose File > Layout Designer, open the modified layout, 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?
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 W-2 Copy A layout, you also need
to add that variable to every other W-2 layout listed for that year to have the change affect all copies of
the form. In addition, make sure you did not add text variables and then attempt to print using the
preprinted paper form options. By design, the preprinted paper types suppress all text variables.
A Social Security number is set up for an employee, but the application is printing
“Applied For” on the W-2 form. Why?
The IRS specifies that individual taxpayer identification numbers (ITINs) should not be used on Form
W-2. ITINs begin with the number 9 and the fourth and fifth digits are in the range 70-88, 90-92, or 94-99.
. When the application identifies an SSN as an ITIN, it automatically prints “Applied For” in Box A of the
Form W-2 and uses all zeroes in the internet file.
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 form?
The application prints a 2-D barcode on Copy C of the W-2 form so that wage data can be scanned
directly into UltraTax/1040 using the UltraTax CS® Bar Code Scan utility. This scanning utility is
automatically installed with UltraTax CS and runs independently from UltraTax CS. In addition, as of the
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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2010 tax year, all Copy A and W-3 forms contain a 2-D barcode conforming to the Social Security
Administration (SSA) specifications. However, if you want to exclude the 2-D barcode from the forms to
improve the processing speed or to conserve print toner, you can mark the Exclude 2-D barcodes on
Forms W-2/W-3 checkbox in the W-2 Print Options dialog.
How do I print Form W-2G?
In the Actions > Process Payroll Tax Forms screen, select 1099 in the Form type field and select W-2G
from the 1099 type field.
How do I print filing instructions on the back of Form W-2 employee copies?
To enable duplex printing of IRS instructions for employee W-2 forms, choose Setup > Firm Information >
Firm, click the Preferences tab, and then mark the Duplex printing of IRS instructions for employee W-2s
checkbox in the Payroll Tax Forms section.
W-3 PROCESSING
Why is there an “X” in Box 15 of my W-3 form?
The X in Box 15 indicates that wages are being reported for more than one state.
My Form W-3 amounts in Box 16 and Box 18 are overstated. Why?
Per IRS instructions, the application combines state and local wages for any client with employees who
are set up in more than one state or locality and reports a single 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 1099 forms can I print?
You can print the following 1099 forms and the corresponding 1096 form.
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
How do I process 1099 forms?
1. Choose Actions > Process Payroll Tax Forms.
2. Select 1099 from the drop-down list in the Form type field, select the applicable 1099 type from the
1099 type field, and then select the year.
3. Click the Refresh button to populate the Form Selection section. Note that you can filter the number
of clients listed in the Form Selection section by using the filter options.
4. For each client, mark the checkbox for the forms you want to include. For more information, enter
“1099”in the search field on the Accounting CS toolbar.
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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How do I process 1099 forms for only a few employees?
1. Choose Actions > Edit Payroll Tax Forms.
2. Select 1099 from the drop-down list in the Form type field, select the applicable 1099 type from the
1099 type field, select the year, and then click the Refresh button.
3. In the Recipient Data tab, mark the checkboxes for only the employees for whom you want to process
1099 forms and then click the Process Client Forms button at the top of the screen.
4. In the Process Client 1099 Forms dialog, specify the number of copies, filing methods, and print
options for the forms and then click the Process Selected button.
How do I set up an employee record to print a 1099?
The application supports the printing of only 1099-MISC forms with Box 7 for non-employee
compensation type employees. To print Form 1099-MISC for an employee, follow these steps.
1. Choose Setup > Payroll Items and set up a Nonemployee compensation type pay item.
2. Choose Setup > Employees and add an employee with Independent Contractor selected in the Type
field. This makes nonemployee compensation pay items available for selection for this employee in
the Setup > Employees > Payroll Items tab and makes the employee available for 1099 processing.
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. Because the IRS did not release specifications to produce
black-and-white facsimile Copy A or 1096 forms, we cannot offer this print option.
1095-C PROCESSING
How do I process 1095-Cs?
1. Choose Actions > Process Payroll Tax Forms.
2. Select 1095-C from the drop-down list in the Form type field, select the form year, and then click the
Refresh button. Note that you can filter the number of clients listed in the Form Selection section by
using the filters in the Filter options section.
3. For each client in the Form Selection section, mark the checkbox for the form types to print.
For more information, enter “Affordable Care Act reporting” in the search field on the Accounting CS
toolbar and in the topic, click the Processing Forms 1095-C & 1094-C link.
I have entered all of my employees’ 1095-C data in the Setup > Employees screen,
but I am not seeing my client listed in the Actions > Process Payroll Tax Forms
screen when 1095-C is selected as the form type.
Due to the specific filing requirements of Form 1095-C where only those clients that fall into the
Applicable Large Employer (ALE) category are required to file the forms, by default the Federal 1095-C
forms are marked as “Do not file” in the Setup > Clients > Payroll Taxes screen. In order to be able to
process the 1095-C forms on a client and make that client available in the Process Payroll Tax Forms
screen, go to Setup > Clients > Payroll Taxes and unmark the “Do not file” checkbox on the applicable
forms in the Federal 1095-C form section.
How can I process 1095-C forms for only a few employees?
1. Choose Actions > Edit Payroll Tax Forms.
2. Select 1095-C from the drop-down list in the Form type field, select the form year, and then click the
Refresh button.
3. In the Employee Data tab, mark the checkboxes for only the employees for whom you want to
process 1095-C forms and then click the Process Client Forms button at the top of the screen.
4. In the Process Client 1095-C Forms dialog, specify the number of copies, the filing methods, and the
print options for the forms and then click the Process Selected button.
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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How do I correct the amounts on an employee’s 1095-C form?
You may need to do either or both of the following:
 Edit the employee’s Part II and/or Part III information using the Part II: Offer and Coverage and Part
III: Self-Insured dialogs (accessed by clicking the dialog buttons in the Personal tab of the Setup >
Employees screen).
 Edit the information in the Employee Data tab or Client Data tab of the Actions > Edit Payroll Tax
Forms screen.
Why doesn’t my 1095-C form display all of the data that I entered for my employee?
The 1095-C form within the application prevents the reporting of certain data entry combinations that
Affordable Care Act regulations have deemed invalid. For example, in the 1095-C Part III: SelfInsured dialog, if you enter Box 14 codes in the individual month fields and in the All 12 Months
field, the application displays the data only in the All 12 Months field on Form 1095-C. Please review
the Form 1095-C instructions that are published on the IRS website (www.irs.gov) for further
information on how to correctly report Box 14, 15, and 16 information.
I made changes to a form layout, but I don’t want to keep those changes. How can I
go back to the default layout?
To go back to the default form layout, choose File > Layout Designer, open the modified layout, and
then choose File > Restore Default.
1094-C PROCESSING
How do I enter the data for the ALE Member Information – Monthly that is needed to
complete Part III of Form 1094-C?
1. Choose Actions > Edit Payroll Tax Forms.
2. Select 1095-C from the drop-down list in the Form type field, select the form year, and then click
the Refresh button.
3. In the Client Data tab, mark the checkboxes in the Minimum Essential Coverage column and/or
select the appropriate codes in the 4980H Transition Relief Indicator column in the specific month
rows or in the All 12 Months row.
Note: The application calculates the totals in the Full-Time Employee Count and Total Employee
Count columns based on information in the Average Full-Time Employees Worksheet report, but you
can override these totals in the Client Data tab.
ELECTRONIC FILING OF W-2, 1099, and 1095-C FORMS
Does the application support electronic filing of W-2s?
The application enables you to create the W-2 file to upload to the Social Security Administration. In the
Actions > Process Payroll Tax Forms screen, change the filing method for the Copy A to Internet and then
click the Process Selected button to add your client’s data to a batch file. You can verify the contents of
the file from the Actions > Process Internet/Magnetic Files screen by selecting the appropriate file and
clicking the Preview Selected button. Click the Create Files button to create the file and store it in the file
location listed at the bottom of the screen. You can then complete the filing process by uploading the file
via the Social Security Administration's Business Services Online website at
www.ssa.gov/bso/bsowelcome.htm.
For information about filing options for the W-2 Copy A, please visit the Social Security Administration
website at www.ssa.gov/employer/. If you encounter errors while trying to use the SSA software, please
contact the SSA for support.
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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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.
Which file format does the application use for W-2 forms?
The application uses the EFW2 file format per SSA requirements. For instructions on how to create these
files, enter “W-2 form setup and processing” in the search field on the Accounting CS toolbar.
I have created my W-2 file. Is there anything else that I should do prior to sending my
file to SSA?
We recommend that you verify that the data in your file is acceptable by using the SSA AccuWage
application. You can download that software for free by pointing your internet browser to
www.ssa.gov/employer/accuwage/.
Can I process W-2 files for specific states?
The application can create W-2 files for all states that allow for them. In the Actions > Process Payroll Tax
Forms screen, each state and/or locality that requires a Copy 1 is listed separately for each client. For
each Copy 1, select the appropriate filing method, and then click the Process Selected button. Refer to
the Payroll Form and Filing Information portlet on the Home dashboard for information about specific
state and local payroll tax forms.
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. In the Actions > Process Payroll Tax Forms screen, change the filing method for
the Copy A to Internet and then click the Process Seleed button to add your client’s data to a batch file.
You can verify the contents of your file from the Actions > Process Internet/Magnetic Files screen by
selecting the appropriate file and clicking the Preview Selected button. Click the Create Files button to
create the file and store it in the file location listed at the bottom of the screen. You can then complete the
filing process by uploading the file via the IRS FIRE program.
For information about electronic filing of 1099s or to determine whether you must enroll or register to file
electronically, visit the IRS website at https://www.irs.gov/Tax-Professionals/e-File-Providers-&Partners/Filing-Information-Returns-Electronically-(FIRE). If you have problems with or questions about
sending the file using the IRS FIRE program, please contact the IRS.
Does the application support electronic filing of 1095-Cs?
The IRS electronic filing program, Affordable Care Act Information Returns (AIR), enables you to upload a
1095-C file to the IRS. In the Actions > Process Payroll Tax Forms screen, change the filing method for
the Agency Copy to Internet and then click the Process Selected button to add your client’s data to a
batch file. You can verify the contents of your file from the Actions > Process Internet/Magnetic Files
screen by selecting the appropriate file and clicking the Preview Selected button. Click the Create Files
button to create the file and store it in the file location listed at the bottom of the screen. You can then
complete the filing process by uploading the file via the IRS AIR program.
For information about electronic filing of 1095-Cs or to determine whether you must enroll or register to
file electronically, visit the Affordable Care Act Information Returns (AIR) Program – Did You Know? page
of the IRS website. If you have problems with or questions about sending the file using the IRS AIR
program, please contact the IRS.
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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ALIGNING YOUR W-2 AND 1099 FORMS
When I print Form 1099-MISC Copy A, it doesn’t align with my preprinted form. How
can I adjust the forms to align correctly?
To adjust the alignment of Form 1099-MISC Copy A, you need to perform the following steps.
1. Choose File > Layout Designer.
2. In the Layout Designer, click the plus sign next to the 1099 Forms folder to expand it, and then
expand the folder for the specific year.
3. Double-click the 1099MISa layout to open it.
4. To adjust the alignment of the entire form, choose Edit > Select All (or press CTRL+A on your
keyboard) 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.
The alignment modifications I made to my W-2s or W-2Cs in the Layout Designer are
not printing on my form. Why not?
Perhaps you did not save your changes using the File > Save command within the Layout Designer,
or perhaps you modified the wrong form. Please refer to the following table for the Layout Designer
file names and their corresponding forms.
File name
W-2 or W-2c Copy
W2
4-up Copy B/C Blank Perforated and Blank Unperforated
W2AFAC
Copy A Blank Unperforated
W2COPY1
Copy 1 Blank Perforated and Blank Unperforated
W2COPYA
Copy A Preprinted
W2COPYBC
2-up Copy B/C Blank Perforated and Blank Unperforated
W2COPYB2C
3-up Copy B/2/C Blank Perforated and Blank Unperforated
W2COPYD
Copy D Blank Perforated, and Blank Unperforated
W2Ss
4-up Pressure Seal
W3
W-3 Preprinted
W3fac
W-3 Blank Unperforated
W2cAFAC
Corrected Copy A Blank
W2cCOPY1
Corrected Copy 1 Blank
W2cCOPYB
Corrected Copy B Blank
W2cCOPYC
Corrected Copy C Blank
W2cCOPYD
Corrected Copy D Blank
Copyright 2009 – 2015 by Thomson Reuters. All rights reserved.
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FORM 94x PROCESSING
Which 94x forms are available for e-filing?
The application currently enables you to e-file Forms 940, 941/944, 943, and 945. For more information,
search on “E-filing 94x forms – overview” in the search field on the Accounting CS toolbar.
HELP & SUPPORT
Help & How-To Center
For answers to questions on using Accounting CS, access the Help & How-To Center by choosing Help >
Help & How-To, by clicking the
button on the toolbar, or by pressing CTRL+Y. You can also use the
search field on the toolbar to search for topics. 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 Accounting CS 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 Accounting CS 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.
Accounting CS Ideas Community
The Accounting CS Ideas Community is a forum in which you can share ideas with other users and
provide feedback and suggestions to our development team. Through the forum, you can also upload and
share customized reports, financial statements, letters, or check layouts that might be helpful to other
firms. The enhancements that have been implemented based on customer suggestions voiced in the
community are highlighted on the User Bulletin. For more information on accessing and participating in
the community, see Ideas Community.
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