1. Tuning Payroll: Tips for Preparing and Processing Payroll for Year-End
Tom Franz
Product Manager
Integrity Data, Inc.

2. Tom Franz
Product Manager (217) x Follow us on Twitter @moTFranz @IntegrityData

3. Agenda Review Year End Payroll Changes
Review Standard Order for Year End Payroll Tasks
Troubleshooting Year End Discrepancies
Q&A /
Provide Links to Helpful Information

4. Year End Update Changes
Tuning Payroll: Tips for Preparing and Processing Payroll for Year-End

5. Year End Update Changes
Dynamics GP 10.0
No update scheduled

6. Year End Update Changes
Dynamics GP 2010
No W-2 Form changes
EFW2 changes (Electronic Filing)
Product Quality Fixes around Payroll Year-End
W-3 Form changes
1099 Interest - form and application changes
1099-R distribution code changes
Fixed Asset Luxury Auto Depreciation changes

7. Year End Update Changes
Dynamics GP 2013
Same as Dynamics GP 2010 plus
Affordable Care Act Changes
All-inclusive Update (includes R2)

8. Year End Update Changes
Dynamics GP 2015 RTM
No update scheduled
Affordable Care Act Changes (window updates) will be in Tax Round 2 (March 2015 timeframe)
Payroll customers should not upgrade until Tax Round 2 is released

9. Year End Update Changes
… Coming Soon
Tax Table Updates (subject to change)
(Target release date December 19, 2014)
FICA Social Security Limit $118,500
Arkansas
California
Kentucky
Maine
Don’t apply this update until after your last payroll of 2014!

10. Affordable Care Act Changes
Demo
Affordable Care Act Changes

11. Offer of Coverage Codes
1A. Minimum essential coverage providing minimum value offered to you with an employee contribution for self-only coverage equal to or less than $1, (9.5% of the 48 contiguous states single federal poverty line) and minimum essential coverage offered to your spouse and dependent(s) (referred to here as a Qualifying Offer). This code may be used to report for specific months for which a Qualifying Offer was made, even if you did not receive a Qualifying Offer for all 12 months of the calendar year.
1B. Minimum essential coverage providing minimum value offered to you and minimum essential coverage NOT offered to your spouse or dependent(s).
1C. Minimum essential coverage providing minimum value offered to you and minimum essential coverage offered to your dependent(s) but NOT your spouse.
1D. Minimum essential coverage providing minimum value offered to you and minimum essential coverage offered to your spouse but NOT your dependent(s).
1E. Minimum essential coverage providing minimum value offered to you and minimum essential coverage offered to your dependent(s) and spouse.
1F. Minimum essential coverage NOT providing minimum value offered to you, or you and your spouse or dependent(s), or you, your spouse, and dependent(s).
1G. You were NOT a full-time employee for any month of the calendar year but were enrolled in self-insured employer-sponsored coverage for one or more months of the calendar year. This code will be entered in the All 12 Months box on line 14.
1H. No offer of coverage (you were NOT offered any health coverage or you were offered coverage that is NOT minimum essential coverage).
1I. Your employer claimed "Qualifying Offer Transition Relief" for 2015 and for at least one month of the year you (and your spouse or dependent(s)) did not receive a Qualifying Offer. Note that your employer has also provided a contact number at which you may request further information about the health coverage, if any, you were offered.

12. Safe Harbor Codes
2A identifies an employee who was not employed on any day that month.
2B indicates that the employee was not a full-time employee for the month and did not enroll in minimum essential coverage.
2C identifies an employee who was enrolled in coverage offered during the month, regardless of whether any other code in Code Series 2 might also apply; i.e., use Code 2C if Code 2C and any other code(s) may apply for the month.
2D is for employees in a Section 4980H(b) Limited Non-Assessment Period during a month. A Limited Non-Assessment Period generally refers to a period during which an ALE Member will not be subject to an assessable payment under Section 4980H(a), and in certain cases Section 4980H(b), for a full-time employee, regardless of whether that employee is offered health coverage during that period. Examples include:
January through March for first-year ALEs
Waiting Periods (e.g., generally the first 3 calendar months of employment)
Initial Measurement and Administrative Periods
Periods following a change in status that occurs during an Initial Measurement Period
See the instructions and definitions for more details on Limited Non-Assessment Periods.
2E is entered to claim the “Multiemployer” interim rule relief. If both Code 2D and 2E could apply or any of the Section 4980H affordability safe harbors (Codes 2F, 2G, or 2H), enter Code 2E.
2F, 2G, and 2H denote a Section 4980H Affordability Safe Harbor:
2F is the Section 4980H Affordability Form W-2 safe harbor. If an employer uses this safe harbor for an employee, it must be used for all months of the calendar year for which the employee is offered health coverage.
2G is the Section 4980H Affordability Federal Poverty Line safe harbor.
2H is the Section 4980H Affordability Rate of Pay safe harbor.
2I is used to report that non-calendar year transition relief applies to this employee for the month. See the instructions and definitions for details.

13. ACA – What’s Coming in 2015 Year-End (subject to change)

14. Payroll Tasks
Tuning Payroll: Tips for Preparing and Processing Payroll for Year-End

15. Year-end Checklist Get the Latest 2014 Tax Tables (do this now!)
Should be 7/1/2014
Create the Year-end File
Verify W-2 and 1099-R Information
Remove Year-end File
Complete All Pay Runs for 2014
Make a Backup
Install the Year-end Update
Note: You can start processing 2015 payrolls once you have created the Year-end file (backup! & get new tax tables first!)

16. Year-end Checklist Verify W-2 and 1099-R Information
Print/ * the W-2/W-3
Create Electronic W-2*
Print the 1099-R/1096
Archive Inactive Employees (HR)**
Setup 2015 Fiscal Periods
Close 2014 Fiscal Periods**
Update 2015 Payroll Tax Tables
Start Processing 2015 Payrolls
*W-2 Only /**Optional
Insert Shameless Plug Here
W-2’s to your employees!

17. Demo
Year-End Process

18. Year-end Checklist Benefit Self Service Year-End Process
Create Future Effective Benefits
Open Enrollment Period
Review Enrollments
Complete Final Pay of 2014
Activate Future Effective Benefits
Post Enrollments
Review Benefits
Begin Processing 2015 Payrolls

19. Year-end Checklist Other Items (perform prior to first 2015 pay run)
Employee Accounts & Splits/FTE Manager
Copy Employee Positions
Enhanced Retirement Plans
Change Retirement Catch-Up Contribution Limit
(k): $6,000 on amounts over $18,000
2015 SIMPLE IRA Catch-Up: $3,000 on amounts over $12,500
2015 Roth IRA: $1, 000
(b): $6,000 on amounts over $53,000 (or 100% of includable compensation)
Review Shared Maximums
Life Insurance Tax Calculator
Verify IRS Rates (no changes)

20. Year-end Checklist Other Items (perform prior to first 2015 pay run)
Employee Suite
Install the year-end update prior to sending out your W-2’s to ensure your employees get the correct form
Sign up for one of the webinars
Comprehensive Leave Manager/PTO Manager
Apply Carry Over Limits
Create Lump Sum Posting Dates (Year End Wage Work File)
If upgrading to R2 – Ensure you upgrade your Integrity Data Products to R2!

21. Troubleshooting
Tuning Payroll: Tips for Preparing and Processing Payroll for Year-End

22. Troubleshooting Year-end Issues
Reconciling the 941 > W-2’s > Payroll Summary
Problem Areas
Manual Checks/Adjustments
TSA changes on Deductions
Business Expense Pay Codes (Report as Wages)
Failed/Interrupted Payroll Postings
Table Information
Payroll Check History (UPR30100)
Payroll Transaction History (UPR30300)
Employee Summary (UPR00900/UPR00901)
Payroll Tax Liabilities (UPR30200)
Perform Quarterly with 941 Filing

23. Where to get help
Tuning Payroll: Tips for Preparing and Processing Payroll for Year-End

24. Helpful Information CustomerSource
U.S. Payroll Tax Update for Microsoft Dynamics GP 2013
U.S. Payroll Year-End Update for Microsoft Dynamics GP 2013
U.S. Payroll Tax Update for Microsoft Dynamics GP 2010
U.S. Payroll Year End Update for Microsoft Dynamics GP 2010

25. Helpful Information PartnerSource
U.S. Payroll Tax Update for Microsoft Dynamics GP 2013
U.S. Payroll Year-End Update for Microsoft Dynamics GP 2013
U.S. Payroll Tax Update for Microsoft Dynamics GP 2010
U.S. Payroll Year End Update for Microsoft Dynamics GP 2010

26. Helpful Information Dynamics GP Support & Services Blog
Microsoft Dynamics GP Year-End Blog Series for 2014
Affordable Care Act changes for Microsoft Dynamics GP
Microsoft Dynamics GP Year End Release 2014: Affordable Care Act (ACA)
Microsoft Dynamics GP Year End Release 2014: US Payroll
Integrity Data Blog
Prepare for Payroll Year End
Announcement: Microsoft has Released Year-End Tax Updates for Dynamics GP 2010 and GP 2013

27. Helpful Information Microsoft KB Articles Contact Your Partner
Year-end closing procedures for Microsoft Dynamics GP Payroll
Incorrect calculations on the Payroll 941 Quarterly Summary Report in Microsoft Dynamics GP
Correcting differences between federal wages in Form 941 and in the Payroll Summary report in Microsoft Dynamics GP
Contact Your Partner
GPUG Community Boards

28. Q & A / Suggestions
Tuning Payroll: Tips for Preparing and Processing Payroll for Year-End

29. Question:
This is my first year on GP, is there a particular W-2 form to order? Or can I print W-2s on blank white paper?
Answer:
For W-2 forms supportability, Microsoft has only tested Deluxe forms. If you use or purchase any other forms, chances are you will not get support in case something does not fit correctly. You cannot print W-2s on blank, white paper.

30. Question:
How about 1099M forms? We plan to print those through AP not PR.
Answer:
1099-MISC forms are printed through the Accounts Payable module in Dynamics GP.

31. Suggestion:
Might want to include idiosyncrasies around dates.  Process 941 for 4th qtr 2014 will need system date in 2014 to produce it (running in early 2015).
You will want to ensure the year of the User Date is the same as the year of the 941 you want to print.

32. Suggestion:
Also, if payroll run in 2015, used to be date of processing had to also be in 2015 so change system date to if errors trying to run on 12/29 or 12/30
You will want to ensure that the year of the User Date is the same as the taxable year of the payroll.  Due to the fact that YTD maximums are applied during the Payroll Calculate process, before a Check Date is identified, the system uses the year of the User Date to determine which “year” applies to the payrun.  Thus, if an employee has met a YTD maximum on a deduction (e.g. 401(k) withholding) and your user date is set to 2014, the system will assume that this payrun applies to calendar year 2014 and no 401(k) will be withheld from the employee check.

33. Tom Franz
Product Manager (217) x Follow us on Twitter @moTFranz @IntegrityData