Year End Survival

Brenda Mott2/20/14

Form W-2

Year-Round Readiness Plan

Agenda Year-Round Checklist Training & Resources Proactive Approach Dates & Deadlines Make the most of your workday

Year-Round Readiness Plan

Jan 1…………..…………..12/31

Build a foundation◦ Create a year-round team◦ Include all who touch year end

Develop a strategy plan◦ Simple but detailed

Proactive ◦ Stay on track

Plan of Attack

Items to list◦ Tasks, activities, processes

Include year-round items◦ Monthly / Quarterly / Year End

Accountability◦ List who, what, where, when, and resources to accomplish task

Living document◦ Add, change, delete throughout year

Year-Round Checklist

Training is an investment Know resources

◦ Payroll Provider◦ User Groups: APA◦ Websites

Agencies: Federal, State, Local Industry: HR, Payroll, Benefits

◦ www.Ascentis.com Menu > Resources

Training: Knowledge is Power

Website Resources: Agencies

Website Resources: HR/Payroll

IRS: www.IRS.gov◦ What’s Hot◦ Voluntary Worker Classification Settlement Program (VCSP)◦ E-Newsletters: http://www.irs.gov/uac/e-News-Subscriptions-2

Website Resources – For Employer

IRS: www.IRS.gov◦ What’s Hot

SSA: www.socialsecurity.gov◦ My Social Security Account

Website Resources – For Employees

Communicate with employees• Review your paystub• Print & review Employee Profile document (sign-off)• Bulletin Board

Review quarter-end and year-end data now◦ System Reports

Fica Variance Report W2 Audit Report EE and ER Taxes

◦ Company level Company name and address Company tax id numbers Company unemployment rates

◦ Compliance and Record Retention

Proactive Approach: Company-Level

Payroll changes: Changing banks, frequencies, transfers Tax changes: Mergers, acquisitions, closures, ID changes Benefit Changes: Plans, Tiers, Rates, Open Enrollment Bank Information: Changing accounts Reporting requirements: 401(k) Timekeeping system updates: Accruals, Schedules, Holidays Application Updates: Software, computers, system backups Reconcile outstanding checks > 30 days old Reconcile accounts payable activity for W2 accuracy Deduction/Earning Codes limits & updates General ledger updates Vacation/sick/holiday policy changes Pay Grade Changes Bonus or special payouts Wage and tax adjustments

Verify, Track & Communicate: Internally & Externally

AUDIT! AUDIT! AUDIT!

You are responsible! Reconciling & Balancing is key to success Balance As You Go

◦ Each Payroll◦ Each Month-end◦ Each Quarter-end◦ Result: No Yearend Surprises

Use everything in your power:◦ Reports: Payroll Register, Labor Distribution, Payroll Summary, etc.◦ Payroll Provider or In-House program

Ongoing Review of Employee Data Now◦ Employee level

Name, address, SSN, wages, taxes, deductions, W-2 Review terminated and inactive employees during year Social Security Administration (www.ssa.gov)

E-Verify : online verification tools available

◦ Ongoing Review of W2 Data W2 boxes are updated correctly X must print in Box 13 for each active participant covered by

qualified plan via employee or employer contribution at any time during the year

Contact CPA, tax attorney or advisor if unsure

Proactive Approach: Employee-Level

Item Date CompleteTraining EventsSubmit Projects to Payroll Provider

Open Enrollment Deadline

W2 Hold Request Deadline

QE/YE filings and deposit dates

Adjustment Run Deadline

Print of W2sAdjustment Run: Requires W2c & Amendments

Delivery of W2s

Train Employees to Access W2s Online

Know Your Dates & Deadlines

Holiday Date Day Federal Reserve Bank

Holiday

Payroll Processor

New Years 1/1 Wed Closed ClosedMartin Luther King 1/20 Mon Closed

Washington BDay 2/17 Mon ClosedMemorial Day 5/26 Mon Closed ClosedIndependence Day 7/4 Fri Closed ClosedLabor Day 9/1 Mon ClosedColumbus Day 10/13 Mon ClosedVeteran’s Day 11/11 Tues ClosedThanksgiving 11/27 Thurs Closed ClosedChristmas 12/25 Thurs Closed Closed

2014 Know Your Dates

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Smile: National Holidays http://www.holidayinsights.com/moreholidays/february.htm http://www.brownielocks.com/month2.html

February 20: National Hoodie-Hoo Day On this winter day, people go out at noon, wave their hands over their

heads and chant "Hoodie-Hoo". It is a day to chase away winter blahs, and bring in spring.

Make the Most of Your Workday

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MS Outlook Create folders to organize emails

Make the Most of Your Workday

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MS Outlook: Options Auto Signatures: To increase time in email replies

Make the Most of Your Workday

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MS Outlook: Options Spelling & Autocorrect

Make the Most of Your Workday

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MS Outlook: Options Autocorrect: To increase typing speed and accuracy of

words, company name, software application names, terminology used frequently in emails

Make the Most of Your Workday

mp → MPAYpsa → PSApsag → Payroll Service Agreementpe → Payentry dcs → DocuSignrecieve → receiveanme → names&m → Sales & Marketing

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MS Outlook / Word / Excel / PowerPoint: Options Customize the Toolbar for quicker navigation

Make the Most of Your Workday

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MS Outlook: Categorize to help organize, sort and search for emails

Make the Most of Your Workday

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MS Outlook: Notes For quick reference of logins, references, contacts, websites

Make the Most of Your Workday

FYI Note:

Login Info:

Website Info:

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MS Outlook: Shortcut Keys

Control/Enter Sends email you’re composing Control/R Reply Control/F Forward Control/N New email Control/Shift/A New appointment

Make the Most of Your Workday

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MS Word & Excel: Shortcut Keys

Shift/F7 Thesaurus Control/A Select All Control/B Bold Control/I Italicize Control/U Underline Control/P Print Preview Control/Z Undo

Make the Most of Your Workday

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MS Excel: Shortcut Keys

Control/F9 Minimize current window Control/Space Selects entire column Shift/Space Selects entire row Control/Page Up Moves between tabs within Excel spreadsheet Control/Page Down

Make the Most of Your Workday

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MS Word: Shortcut Keys

Control/1 Single space Control/2 Double space Control/5 1.5 space Control/F2 Print Preview Control/Shift/< Decrease Font Size Control/Shift/> Increase Font Size Control/Shift/F Change Font Shift/F3 uppercase→Uppercase→UPPERCASE→lowercase

Make the Most of Your Workday

hello – Hello – HELLO - hello

Recap Plan for Quarter-end / Year-end Now Review activities and processes Know where to look for answers Communicate internally and externally Understand all actions that affect the W-2 Audit! Audit! Audit! Be on the look out for what’s new Life/Work balance