1. 14th Annual 2007 PayChoice Users Conference
2007 Preparing for Year-End
14th Annual PayChoice Users Conference
October 2007

2. 2007 Preparing for Year-End
Overview
Variance Reports
Year-End Preparation Guide
Year-End Journal
SSA Information and Links

3. 2007 Preparing for Year-End
Variance Report
The Variance Report is the BEST tool to diagnose “out of balance” situations
It automatically prints ONLY when variances are detected with an installation payroll and with the quarterlies
A Variance Report can be printed any time during the quarter when in Work With A Company by going to Reports or thru Global Reports

4. 2007 Preparing for Year-End

5. 2007 Preparing for Year-End
Global Reports – 941 Return/Variance Reports

6. 2007 Preparing for Year-End

7. 2007 Preparing for Year-End

8. 2007 Preparing for Year-End
Year-End Preparation in PayChoice

9. 2007 Preparing for Year-End
Year-End Customer Support
Weekdays
(all year)
Monday thru Wednesday
9:00 a.m. to 8:00 p.m. Eastern Time
Thursday and Friday
9:00 a.m. to 7:00 p.m. Eastern Time

10. 2007 Preparing for Year-End
Weekend Emergency calls
YEAR-END ONLY
Saturday, January 5 thru Sunday, January 27, 9:00 a.m. – 3:00 p.m.
CALL
Ext. 285
DO NOT SEND FAXES OR S

11. 2007 Preparing for Year-End
Weekend Emergencies are:
You have completed your troubleshooting efforts and cannot process quarterlies or year end after reviewing the Customer Support Website
An error prevents you from completing quarterlies or year end and you cannot find the resolution on the Customer Support Website

12. 2007 Preparing for Year-End
Call Ext. 285, a support rep will return your call shortly
All other calls will be addressed on the next business day
The Customer Support Website is up 24/7

13. 2007 Preparing for Year-End
HOLIDAY CLOSINGS
PAI will be closed
Tuesday, December 25, 2007
Tuesday, January 1, 2008
Support coverage, including emergencies, will not be available

14. 2007 Preparing for Year-End
Key Year End Dates
Wednesday, October 31, 2007
All 3rd Quarter Tax Returns due
Beginning of December 2007
Register with SSA – Online
Monday, December 31, 2007
4th Quarter Ends
Wednesday, January 23, 2008
SSA accepts 2007 YE form submissions
Thursday, January 31, 2008
W-2’s/1099’s due to employees
All 4th Quarter Tax Returns due
Annual 940, 943, 944 & 945 Returns due

15. 2007 Preparing for Year-End
Key Year End Dates
Thursday, February 28, 2008
Paper W-2’s, 1099’s, 1096’s & W-3’s due to SSA – IRS
SSA WILL NOT ACCEPT MAG MEDIA DISKETTES
Monday, March 31, 2008
1st Quarter Ends
W-2’s and 1099’s Magnetic Media via SSA Online due to SSA – IRS
Monday, April 1, 2008
APRIL FOOLS DAY

16. 2007 Preparing for Year-End
What has changed for 2007
SSA accepts E-file only – NO MAG MEDIA DISKETTES
W-2 Form
SSN has been moved to Box A
Control number moved to Box D

17. 2007 Preparing for Year-End
Year-End Forms
The SSA accepts black and white forms for W-2’s and W-3’s. PayChoice has been programmed for the approved SSA forms
Red forms are still required for 1099’s and 1096’s

18. 2007 Preparing for Year-End
Print Management Partners (PMP) is part of the PayChoice Alliance Program and can supply all year-end forms
Contact PMP at

19. 2007 Preparing for Year-End
The Alliance Tab on the Customer Support Website has Print Management Partner Information and pricing.
Listed under “Printing and Supplies”
Review the website often for updated Year-End Information
W-2 / 1099 Counts
Option under Service Bureau Maintenance: C- Global Client Statistics
Report and/or file \paychoic\impexp\w2count.csv
PMP is sending out YE ordering packages and clients should have them mid October.

20. 2007 Preparing for Year-End
PMP is sending out YE ordering packages and clients should have them mid October.

21. 2007 Preparing for Year-End
Year End Websites

22. 2007 Preparing for Year-End
PayChoice and Year-End
Know your stuff!! – Year-End / Quarter-End Manual is a great start
Chapter 1 – Preparing for Year-End
Chapter 3 – Quarterly Processing
Earnings/Deductions Base Accumulator Guide

23. 2007 Preparing for Year-End
Schedule a Meeting
Discuss preparation and implementation procedures
Prepare a task list with target dates

24. 2007 Preparing for Year-End
ADHERE TO YOUR TARGET DATES

25. 2007 Preparing for Year-End
2008 Calendars
Create 2008 Scheduling Calendars
Verify remaining 2007 dates
Print 2 copies
One for the Service Bureau
One for the client to verify, sign and return
From main menu s-s. Dates must be in 2007 to globally create 2008, can edit prior to creation

26. 2007 Preparing for Year-End
From main menu s-s. Dates must be in 2007 to globally create 2008, can edit prior to creation

27. 2007 Preparing for Year-End
From main menu s-s. Dates must be in 2007 to globally create 2008, can edit prior to creation

28. 2007 Preparing for Year-End
From main menu s-s. Dates must be in 2007 to globally create 2008, can edit prior to creation

29. 2007 Preparing for Year-End
From main menu s-s. Dates must be in 2007 to globally create 2008, can edit prior to creation

30. 2007 Preparing for Year-End
Special Earnings/Deduction Accumulators
Become familiar with The Earnings/Deduction Base Accumulator Guide
Bonus and Adjustment Payrolls
Most YE adjustments will effect SS/Medicare taxes

31. 2007 Preparing for Year-End
Common
Earnings
Codes
ACCUM
CODE
W-2 BOX
DESCP
AUTO$1 55
01,03, 05 & 14
Taxable Auto Allow.
FRING1 51
Taxable Fringe Ben.
INSPRM 59
01,03,05 & 14 –
Code C
Taxable GTL
MILAGE 36
12 – Code L
Non-taxable EE bus.exp.
MOVE$1 57
Taxable ER paid Moving
EXMOVE 5B
12 – Code P
Qualified moving exp
Use Code 52 acts like 51 w/h taxes for PA residents. Code INSPRM 59 – no fed w/h BUT taxable, use 5P INSPR2 to w/h fed.

32. 2007Preparing for Year-End
Common
Deduction
Codes
ACCUM
CODE
W-2 BOX
DESCP
401K
31,32,33
03,05,12 – Code D
401(k) pre-tax
401KC EA
401(k) pre-tax/catch-up
457NQ 54
01 & 11
457 Distrib.
403B 50
03,05,12 – Code E
403(b) pre-tax
MILAGE 60
12 – Code L
Non-taxable
EE bus.exp.
SIMPLE
3B, 3C
Simple 401(k) pre-tax
Many more, but this is a sample. Most of the deductions are done w/ the payroll thru-out the year

33. 2007 Preparing for Year-End
Processor Options – Service Bureau Level Information
Print W-2’s: L = Laser Returns
Produce 1099 if < $ Y or N
Print W-2 Prelist at EOY = Y
Production Control View EOD = Y
Production Control allows you to view YE/QE control lists.

34. 2007 Preparing for Year-End
Production Control allows you to view YE/QE control lists. Print W2’s laser/portrait. W2 Prelist. Produce 1099s

35. 2007 Preparing for Year-End
Verify Information
Client’s legal name and address
Tax ID Reports
Missing SSN – Master File Analysis Report
W-2 vs wages
Check Stub Messaging
W-4, W-5 and UC rate changes
Global Reports – S-Global Reports. Name and address reports, tax report, master file analysis, missing ssno. W4-W5 and uc changes…enter 1st payroll of the new year.

36. 2007 Preparing for Year-End
Tax ID – 1 page per comp. MFA Rpt-Prior qtr futa/sui, tax exempt and blocks, 1099 ees paid w/w2 wages

37. 2007 Preparing for Year-End
Pension Indicator
Automatic with some Base Accum. – Chapter 1 and Earnings/Deduction Base Accumulator Guide
401k, 403b, smpira, simple, sepp, sarsep, tsa, 408k6, 501c, co401k, cosimp, cosimp2, co403b, cosrps and catch up codes

38. 2007 Preparing for Year-End
Terminated employees
Restore option available
From the Main Menu – C-Utilities, 9-Scanner2, T-Import Dropped Terms into Current Master
Terms drop with the first payroll of the new year

39. 2007 Preparing for Year-End
Vacation – Sick Balances
C = Carry over accrual balance to new year
Balances clear when first payroll of the new year is processed.

40. 2007 Preparing for Year-End
Billing
Setup year-end billing codes
Charge for YE Adjustment Payrolls
2008 price changes
W-2 Processing

41. 2007 Preparing for Year-End
Billing happens on the NEXT live payroll process. Shows in manual billing w/o amount – will calc when payroll runs.

42. 2007 Preparing for Year-End
Running Quarter and Year-End
Print 4th Quarter Returns
CORRECT VARIANCES
Review the W-2 Pre-list

43. 2007 Preparing for Year-End
Terminated companies must be active to process year-end
Companies that closed – process a zero transaction payroll for the quarter
Remember to add any Prior Quarter FUTA/SUTA info for new clients during the year
Will effect 940 Annual Return
Master File Analysis Report
Prior qtr futa/sui very important or 940 will be incorrect. Use master file analysis to determine clients.

44. 2007 Preparing for Year-End
Prior qtr futa/sui very important or 940 will be incorrect. Use master file analysis to determine clients.

45. 2007 Preparing for Year-End
W-2 / 1099 Mag Media Switches
Additional information will be forthcoming in January
Register with SSA in December
Change your password once every 365 days with SSA

46. 2007 Preparing for Year-End
Update Mag Media Switches prior to last payroll of the year
Company Options – 2nd screen
Company Tax ID & Info Screen
3rd Party Tax Services

47. 2007 Preparing for Year-End

48. 2007 Preparing for Year-End
Supplies
Print Mgmt Partners
W-2’s / W-3’s, 1099-Misc and 1099R’s
W-2 envelopes - Label
Diskettes / CD ROMS
Postage
Make room to pack W-2’s
Determine if extra staff if necessary

49. 2007 Preparing for Year-End
Production Control
Track Quarter and Year End activity
Clients not cut
Clients not processed
Toggle between QE and YE
Enter send date

50. 2007 Preparing for Year-End

51. 2007 Preparing for Year-End
Enter send date – tag companies press F9 to run….use to note when W-2’s or quarterlies were sent to the client.

52. 2007 Preparing for Year-End
Test Year End
Select a small group of companies with W-2’s, 1099’s, YE adjustments, a problem client
Run through year end before and AFTER 4th quarter release.
Test printing of year end forms
If PMP forms are not used you may have to configure printer to forms
Printer Conf found in Chapter 7 or YE/QE manual. Year End/4th qtr release comes early to mid December.

53. 2007 Preparing for Year-End
Month by Month

54. 2007 Preparing for Year-End
October 2007
Schedule a Meeting – Target Dates
Print Variance Reports
Process Adjustment Payrolls
Print Master File Analysis and Missing SSN Report
2007/2008 Scheduling Calendars
Order Supplies
Install PayChoice 3rd Qtr release/updates
Process 3rd qtr returns and UC Mag Media
Make sure 2006 Year End Master File Maintenance was completed

55. 2007 Preparing for Year-End
November 2007
Setup Year-End Billing Codes
Setup New Year Billing – Increases
Verify Service Bureau Setup
Check Stub Messages
Print Variance Reports
Process Adjustment Payrolls
Year-End Test Group

56. 2007 Preparing for Year-End
December 2007
Install PayChoice 4th Quarter Release
Register with SSA / Change Password
Process Bonus Payrolls
Process Adjustment Payrolls
EE level changes/schedule changes
Print Variance Reports
Full system backup and SAVE

57. 2007 Preparing for Year-End
January 2008
Company level UC Rate Changes
EE W-4 and W-5 Changes
Process 4th qtr returns & UC Mag Media
Review / send W-2 Pre-List
Run Adjustment Payrolls
Print W-2’s and 1099’s – send to client
Start sending info to SSA if ready

58. 2007 Preparing for Year-End
February 2008
Paper W-2’s and 1099’s due to SSA Wednesday, February 28
SSA WILL NOT ACCEPT MAG MEDIA DISKETTES FOR 2007.
E-FILE ONLY

59. 2007 Preparing for Year-End
March 2008
Online submission of W-2’s & 1099’s due to SSA Monday, March 31
Do a full system backup after W-2’s/1099’s are completed and SAVE
DO NOT OVERWRITE THE FILE
Gear up for 1st quarter end
Review 2007 year end

60. 2007 Preparing for Year-End
April 2008 – CELEBRATE