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
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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
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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.
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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
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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
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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
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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
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Why is it beneficial to e-File?
Saves time
More cost efficient
Streamlines tax process
Green
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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
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HOW TO INSTALL AATRIX – WINDOWS 7
• Disable the User Account Control (UAC) settings (BB414033)
• Run The Financial Edge as an administrator
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• Install Aatrix from the Blackbaud Management Console
• Install Aatrix button is grayed out in BBAdmin.exe (BB716830)
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HOW TO REGISTER AATRIX
• Remove expired registration codes
• Display the 941 to access the registration screen
• Fill out the information and click OK
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Questions about Aatrix,
installation, or registration?
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HOW TO RECONCILE FEDERAL TAX REPORTS
• 4th Quarter 941 (BB242156)
- Payroll Register
- Adjusted Gross Wage Report
• Employee W-2 (BB706787)
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Employee Profile Report
Adjusted Gross Wage Report
Deduction Profile
Employee Record
Configuration
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HOW TO CORRECT 941 AMOUNTS
• Line 7a of 941 is negative or has more than a few cents displayed
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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
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HOW TO CORRECT 941 AMOUNTS
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Questions about correcting 941 amounts?
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HOW TO CORRECT W-2 AMOUNTS
• W2 Wizard
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Questions about correcting W-2 amounts
or the W-2 Wizard?
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HOW TO CREATE W-2S
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HOW TO CREATE W-2S
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HOW TO CREATE W-2S
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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.
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Questions about creating W-2s or forms?
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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
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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
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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:
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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.
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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.
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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.
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Questions about creating tax tables,
schedules, or pay types?
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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
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APPENDIX
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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
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