The Financial Edge – Roundtable January 10th, 2013 PAYROLL END -OF-YEAR TRAINING The audio for this webinar will be broadcast through your computer. Once you join the presentation, a small audio broadcast box will appear on your screen and you will hear the host through your computer speakers. To join an Audio broadcast in WebEx, click on the Communicate menu in your WebEx screen and select Join Audio Broadcast. If you are having problems connecting with the audio broadcast server you can still join using the teleconference. To join the teleconference follow the steps below: 1.Leave the audio broadcast by clicking on Communicate > Leave Audio Broadcast. 2.Get the teleconference number, click on Communicate > Join Teleconference. If you are unable to listen to the audio through your computer and wish to dial into the conference line, please use the information below: Teleconference information: Call-in toll-free number: 1-866-4106539 (US) Call-in number: 1-660-4225471 (US) Conference Code: 843 654 3232 This presentation is available on our website, located in The Financial Edge Blog https://www.blackbaud.com/files/support/blogs/fe/ 2012%20and%202013_PYFinal_revised.pdf 4/13/2015 Footer 1 RELEASE UPDATES • The EOY release was released December 20, 2012. For Version 7.84.52, Patch 1 For Version 7.82, Patch 38 • It did NOT contain changes to Federal tax tables. • It did include changes to state tax tables and a structural change to Medicare (and 1099 media file updates for those who use Accounts Payable). **Please update to the latest patch for your version once you have run your last payroll from 2012 • The Financial Edge 2013 Tax Table download was released January 4th, 2013. • Once this is downloaded, you will still need to create your 2013 tax table. 4/13/2015 Blackbaud Confidential 3 OVERVIEW • How to set up system security • Who is Aatrix • How to install Aatrix - Windows 7 installation • How to register Aatrix • How to reconcile Federal tax reports • How to correct 941 amounts • How to correct W-2 amounts • How to create W-2s • How to prepare for the upcoming year • This presentation is available on our website, located in The Financial Edge Blog section. https://www.blackbaud.com/files/support/blogs/fe/2012%20and%2020 13_PYFinal_revised.pdf 4/13/2015 Blackbaud Confidential 4 HOW TO SET UP SYSTEM SECURITY • Grant user access to State and Federal Tax Reports - In Administration, Set up system security, open the user’s security group - Grant the user rights to Mail, State Tax Reports, and Federal Tax Reports 4/13/2015 Blackbaud Confidential 5 Questions about setting up security? Teleconference information: Call-in toll-free number: 1-866-4106539 (US) Call-in number: 1-660-4225471 (US) Conference Code: 843 654 3232 4/13/2015 Blackbaud Confidential 6 WHO IS AATRIX? • Aatrix is a leader in payroll tax forms • Aatrix provides over 300 certified state payroll reporting forms • Integrates directly with The Financial Edge • • • • • 4/13/2015 Why is it beneficial to e-File? Saves time More cost efficient Streamlines tax process Green Blackbaud Confidential 7 HOW TO INSTALL AATRIX • Aatrix installs automatically when you click State and Federal Tax Reports • You must have Internet access to install Aatrix • Each installation of Aatrix works independently from each workstation 4/13/2015 Blackbaud Confidential 8 HOW TO INSTALL AATRIX – WINDOWS 7 • Disable the User Account Control (UAC) settings (BB414033) • Run The Financial Edge as an administrator 4/13/2015 Blackbaud Confidential 9 • Install Aatrix from the Blackbaud Management Console • Install Aatrix button is grayed out in BBAdmin.exe (BB716830) 4/13/2015 Blackbaud Confidential 10 HOW TO REGISTER AATRIX • Remove expired registration codes • Display the 941 to access the registration screen • Fill out the information and click OK 4/13/2015 Blackbaud Confidential 11 Questions about Aatrix, installation, or registration? 4/13/2015 Blackbaud Confidential 12 HOW TO RECONCILE FEDERAL TAX REPORTS • 4th Quarter 941 (BB242156) - Payroll Register - Adjusted Gross Wage Report • Employee W-2 (BB706787) - 4/13/2015 Employee Profile Report Adjusted Gross Wage Report Deduction Profile Employee Record Configuration Blackbaud Confidential 13 HOW TO CORRECT 941 AMOUNTS • Line 7a of 941 is negative or has more than a few cents displayed 4/13/2015 Blackbaud Confidential 14 HOW TO CORRECT 941 AMOUNTS • Create a Pay Type query with the following criteria to find the problematic pay types: - Medicare – Report only, no withholding OR - Social Security – Report only, no withholding • Create a Payroll Register filtered by the query to find the affected calculations 4/13/2015 Blackbaud Confidential 15 HOW TO CORRECT 941 AMOUNTS 4/13/2015 Blackbaud Confidential 16 4/13/2015 Blackbaud Confidential 17 Questions about correcting 941 amounts? 4/13/2015 Blackbaud Confidential 18 HOW TO CORRECT W-2 AMOUNTS • W2 Wizard 4/13/2015 Blackbaud Confidential 19 Questions about correcting W-2 amounts or the W-2 Wizard? 4/13/2015 Blackbaud Confidential 20 HOW TO CREATE W-2S 4/13/2015 Blackbaud Confidential 21 HOW TO CREATE W-2S 4/13/2015 Blackbaud Confidential 22 HOW TO CREATE W-2S 4/13/2015 Blackbaud Confidential 23 HOW TO CREATE W-2S • Employee W-2s will display and print as a 4-up form • Federal, State, and Employer W-2s will display and print as a 2-up form. 4/13/2015 Blackbaud Confidential 24 Questions about creating W-2s or forms? 4/13/2015 Blackbaud Confidential 25 START OFF THE YEAR, WITHOUT ANY FEAR • Update the Financial Edge to the End of Year release and patch • Create 2013 tax tables • Copy 2012 schedules using the same Schedule ID • Create group assignments to globally add and expire pay types, deductions, and benefits 4/13/2015 Blackbaud Confidential 26 HOW TO PREPARE FOR THE UPCOMING YEAR • Add the new tax table in Configuration. • Specify the appropriate Pay stub ID. • Enter the appropriate General Ledger Distribution for each tax. •BB738499: How to download the 2013 Federal Tax Table 4/13/2015 Blackbaud Confidential 27 Additional Medicare Tax- Effective 1/1/2013 Effective 1/1/2013, as part of the Affordable Care Act, an additional .9 percent Medicare withholding tax will be charged for employees earning over $ 200,000.00 in Medicare taxable wages in a calendar year. Items of note: 4/13/2015 This is only on the employee side. There is no matching employer tax. Every employee, regardless of filing status, is required to have the additional withheld over the $ 200,000.00 ceiling. There are some filing status differences in terms of tax credits for different statuses (in terms of married vs.single, for example), but they are only on the individual’s 1040 tax return. Nonresident aliens are also subject to the tax. There are no provisions for employees requesting additional Medicare withholding. An employer is required to begin withholding additional Medicare tax in the pay period in which an employee crosses the $ 200,000.00 limit, and from there until the rest of the year. Noncash fringe benefits are included. Pre-tax/cafeteria plan deductions function the same way as before (and should in Financial Edge). There will be changes to the 941 and eventually the W-2. Blackbaud Confidential 28 HOW TO PREPARE FOR THE UPCOMING YEAR • Highlight the 2012 schedule and use copy from to create the new 2013 schedule. • The above prompt will be given when calculating payroll for the first time after …creating a new schedule. 4/13/2015 Blackbaud Confidential 29 HOW TO PREPARE FOR THE UPCOMING YEAR • Create Group Assignments globally assigns and expires compensation types • Use the Edit Deduction button to load the new schedule on the deduction being assigned. 4/13/2015 Blackbaud Confidential 30 Questions about creating tax tables, schedules, or pay types? 4/13/2015 Blackbaud Confidential 31 END-OF-YEAR RESOURCES • W-2 Wizard, an interactive wizard which takes you step-by-step through the process of making adjustments and correcting information. • Tips for Payroll Processing, your one-stop end-of-year help destination. . • The Financial Edge End-of-Year Guide (PDF) for more information about the end-of-year process. • Knowledgebase which has new features so you can quickly find answers to questions and troubleshoot software issues. • Forums to discuss best practices with your peers and review Client Documents they've shared. • Blackbaud Forms to order W-2 and other tax forms. • These resources are all available in an email that was sent out with a link to https://www.blackbaud.com/FE-endofyear-2012 4/13/2015 Blackbaud Confidential 32 APPENDIX • • • • • • • • • • • • • 4/13/2015 BB323540 - What is personal information in security BB373712 - State and Federal Tax Reports missing in mail BB248846 - How to install or update Aatrix BB430526 - Demo do not file prints on W-2s or 941 BB237176 - How to register Aatrix BB242156 - How to reconcile 4th quarter 941 BB706787 - How to verify W-2 information BB235988 - How to add a historic entry BB237440 - How to prepare and print W-2 forms in Aatrix in Payroll 7 BB246638 - How to add or update tax tables in Payroll 7 BB269174 - How to copy pay schedules BB418811 - How will a schedule update for the new year BB708025- How to globally add compensation types to employees in Payroll 7 Blackbaud Confidential 33