Date post: | 04-Dec-2014 |
Category: |
Documents |
Upload: | sania-hussain |
View: | 116 times |
Download: | 1 times |
10/7/2010
1
EVOLUTIONAL CHANGES BRINGING FORTH REVOLUTIONARY IDEAS
Time waits on no one and growth is inevitable….
1©2009 ADP, Inc.
WELCOME TO OUR 2010 YEAR-END
Agenda
• Year-End Tools
• Year-End Overview 2010
• 2011 Preparation
• Available Features
Year-End Tools
3©2009 ADP, Inc.
10/7/2010
2
Client Communications
• In October, ADP will provide the following information for your review:
– 2011 payroll and management report schedules
4©2009 ADP, Inc.
p y g p
– Information on year-end documents available on ADP4ME, including:
• 2010 Response Recap Sheet
• General Ledger Schedule Form
• Supply Order Form
• Bonus Payroll Schedule Request Form
Client Communications
• In November, ADP will provide the following information for your review:
– Masterfile Analysis Letter (also known as Client
5©2009 ADP, Inc.
y (Error Report)
– Quarterly Tax Verification Letter
– Café 125 Benefit Setup Verification Report
– Information on critical deadlines for adjustments
– Information on special payroll options
Masterfile Analysis Letter
• Processed two times in 4th
quarter, typically in November and December
6©2009 ADP, Inc.
• Identifies conditions that may negatively impact quarter and annual tax reporting
• Please verify all warnings
• Enter corrections no later than the last scheduled payroll of the year
10/7/2010
3
Masterfile Analysis Example
7©2009 ADP, Inc.
Quarterly Tax Verification Letter
• Quarterly Tax Verification Letter (QTVL) – verify the following and return a signed copy to ADP:
8©2009 ADP, Inc.
g g py
– Federal and state tax identification numbers
– Tax options and tax filing responsibility
– Legal name and return address
– Qualified pension default
– Indicator for direct reporting for non-tax filing company codes
QTVL Example
9©2009 ADP, Inc.
10/7/2010
4
Special Considerations• State jurisdictions that do not allow “Applied For”
IDs for filing:
AL SIT/SUI MA SUI
AR SUI MN SIT/SUI
CO SUI MT SIT
10©2009 ADP, Inc.
DC SUI OH SIT
DE SUI PR SUI
FL SUI UT SIT/SUI
HI SUI WA SUI
IN SIT & locals WI SUI
Special Considerations
• Sample listing of local jurisdictions that do not allow “Applied For” IDs for filing:
Denver, CO/Aurora, CO Jefferson, AL
Wil i t DE S i b OH
11©2009 ADP, Inc.
Wilmington, DE Springboro, OH
Kenton County, KY Scranton, OH
Kettering, OH
• Contact ADP for information on a specific local
Special Considerations
• If any of the previous state or local jurisdictions are in an “Applied For” status, ADP must have a
f f
12©2009 ADP, Inc.
proof of the ID and a “Supplemental Authorization Form” before 01/12/11
• Any SUI returns not filed will also affect the 940 annual return
10/7/2010
5
Special Considerations
• In many states clients can register on-line at the
13©2009 ADP, Inc.
In many states, clients can register on line at the agency website
– Visit www.adp.com for agency website information.
• “Applied For” IDs result in additional ADP filing fees of $25.00 per jurisdiction, per month, per company code
Client Communications
• Letter #1 is produced in December and it typically includes:
– Year-End Checklist
– Adjustment Processing Guidelines
– Information on the purge
14©2009 ADP, Inc.
– Information on the purge
– Time appropriate tax information
• Letter #2 is produced in late January and it typically includes:
– Time appropriate tax information
Preview Forms W-2/Wage and Tax Register
• ADP will provide preview W-2s on request • The first copy will only incur shipping fees
– Additional requests will incur processing and shipping fees
15©2009 ADP, Inc.
• Requests for previews must be submitted in writing• Last day to request a preview is 12/03/10 • Previews are produced on CD-ROM or iReports only• The CD will be delivered via your normal tax report
delivery method• Verify social security numbers
10/7/2010
6
Preview Request Form Example
16©2009 ADP, Inc.
Wage and Tax Register
• A Wage and Tax Register is created for each of the following reasons:
17©2009 ADP, Inc.
– 1 day after last payroll of the year (by 12/30/10)– 1 day after an out-of-sequence payroll – Within 7 days after an AdjustMate payroll (for an
amendment)– With the Forms W-2
• Shipped within 7 business days• For faster viewing ability, reports are available
with our iReports feature (available the following day)
Wage and Tax Register
• Verify the following:
– Prior taxable entries for transferred employees
– Review special compensation options
– Employees with multiple tax jurisdictions
18©2009 ADP, Inc.
Employees with multiple tax jurisdictions
– Qualified pension indicator
10/7/2010
7
Wage and Tax Register
19©2009 ADP, Inc.
• Review any credit employees:– SUI credits will be automatically corrected by the
tax center and a Form W-2 will print for the employee
– SIT or Y/E credit employees will not receive a Form W-2 until the error is corrected
Wage and Tax Register Credit Example
• Example of a credit employee:
20©2009 ADP, Inc.
Look for check marks.
Special Indicators
listed on the right side.
Statements of Deposits and Filings
• Statement of Deposits and Filings (SODs) –f f
21©2009 ADP, Inc.
verify the following:
– Federal, state and local tax identification numbers
– SUI Rates
– Filing Responsibilities
• SODs may be used by most agents in place of actual returns
10/7/2010
8
Statements of Deposits and Filings
• Mailing for 4th quarter 2010 SODs begins on 02/01/11
• Mailing for annual SODs begins on 02/28/11
• Allow 10 business days from mailing date before
22©2009 ADP, Inc.
y gexpecting receipt of SOD
Online Statements of Deposits
23©2009 ADP, Inc.
Coming Soon :
New Tax Service Website• Statements of Deposits• Agency Response Letters• Amendments Copies
SOD Example
24©2009 ADP, Inc.
10/7/2010
9
Year-End Overview 2010
25©2009 ADP, Inc.
W-2 Display for Qualified Pension
• W-2 box 13 label is “Ret. plan”
• If employee coding or company default is “Yes”, the
26©2009 ADP, Inc.
employee will receive a W-2 even if they have no year-to-date (YTD) earnings
• Changes to individual employees are done in the tax panels in the payroll product
W-2 Display for Qualified Pension
• If employee coding or company default is “No”, the employee indicator must be t d ll
27©2009 ADP, Inc.
turned on manually
• If YTD 401(k) is greater than “0.00”, ADP automatically places an “X” in the box regardless of the company default
10/7/2010
10
Masterfile Analysis Qualified Pension
28©2009 ADP, Inc.
Qualified Pension Changes • Employee Maintenance ~ Maintain Employee ~ Tax
Withholding ~ Special Federal Tax Info tab
Qualified Pension Changes
• Enter changes to this field prior to your last scheduled payroll in 2010
10/7/2010
11
Example W-2
31©2009 ADP, Inc.
4th Quarter Closeout
32©2009 ADP, Inc.
• The 4th quarter 2010 closeout process will begin in the morning on 12/16/10
Additional Payrolls
• A form must be completed and returned to the Solution Center to schedule additional payrolls:
– Prior to last day of quarter
– For bonus payrolls
33©2009 ADP, Inc.
p y
– For adjustment payrolls
– For special payrolls to update special compensation items
• These payrolls are billable at the normal per payroll rate
10/7/2010
12
Additional Payroll Request Form Example
34©2009 ADP, Inc.
Out-Of-Sequence (OOS) Payrolls
35©2009 ADP, Inc.
• This is a payroll processed after a quarter closes or after processing a payroll with a pay date in the next quarter
Out-Of-Sequence (OOS) Payrolls
• A form must be completed and returned to the Solution Center to schedule the OOS with ADP prior to transmission
36©2009 ADP, Inc.
10/7/2010
13
Out-Of-Sequence (OOS) Payrolls
• A new Wage and Tax Register will be automatically produced when the OOS payroll is processed prior to 01/12/11
37©2009 ADP, Inc.
• The employee masterfile will be updated
• The information is available on management reports, pay data files and/or general ledgers
Out-Of-Sequence (OOS) Payrolls
• Additional processing charges may apply
• There is also an additional charge for the tax filing reclose and new updated Wage and Tax Register
• Adjustments may be processed as OOS payrolls until
38©2009 ADP, Inc.
j y p p y01/31/11
Out-Of-Sequence (OOS) Payrolls
39©2009 ADP, Inc.
• OOS Processing Availability
Up to 01/12/11 = tax filing reclose processed
After 01/12/11 = tax filing amendments required
10/7/2010
14
Out-Of-Sequence (OOS) Payrolls
• All OOS payrolls will require a signed “Additional Payroll Request Form” or an “Absolution Letter”, due to possibility late deposits
40©2009 ADP, Inc.
• Be sure to check the out-of-sequence box in PayForce
• Do not back date a period-end date
– For example, if your last period-end date was 12/18/10, entering a period-end date of 12/17/10 would be incorrect
Out-Of-Sequence (OOS) Payrolls• The Period End Date must always be at least one
day greater than the last period ending date used
• The OOS Period End Date may be the same as the last period ending date used
AdjustMate Payrolls
• Please verify you are using the most current version of AdjustMate (3.2.3)
42©2009 ADP, Inc.
j ( )
• Version includes the IRS required fields
– i.e. ascertain date and reason codes
• New amendment procedures to follow
– Reduce time to complete
– New tracking tools
10/7/2010
15
AdjustMate Payrolls
• All adjustments to prior quarters must be submitted via AdjustMate software
43©2009 ADP, Inc.
• Separate software installation is required • AdjustMate updates the masterfile and quarter
balances• Does not update pay data files and/or traditional
general ledgers– Information available is for ADP GL
AdjustMate Payrolls
• All adjustments processed on or after 02/01/11 must be processed as an AdjustMate payroll
• Up to 3 days after the completion of your AdjustMate payroll, ADP will provide an updated Wage and Tax Register and send notification of the pending
d t
44©2009 ADP, Inc.
amendment• The amendment will be finalized within 4-6 weeks
after receiving your new Wage and Tax Register • There is an additional charge for AdjustMate payrolls
and amendment fees will apply
2010 Forms W-2
• ADP provides a Wage and Tax Register for each
45©2009 ADP, Inc.
ADP provides a Wage and Tax Register for each company code to be verified before Forms W-2 are printed
• You must return a signed “Forms W-2 Approval Letter” to ADP for each company code (including inactive company codes) in order to have the Forms W-2 printed
10/7/2010
16
2010 Forms W-2
46©2009 ADP, Inc.
• Deadline to request Forms W-2 to be printed by ADP is 01/12/11
• The shipping timeframe is 5-7 business days after ADP receives a completed Forms W-2 approval
• An employee duplicate copy of the Forms W-2 will be provided on CD only
2010 Forms W-2
• Forms W-2 Copy D (employer copy) is available on paper by request only and at an additional charge – Please check the box on the “Forms W-2
Approval Letter” if you would like this copy
47©2009 ADP, Inc.
• Mail distribution is available for the Forms W-2 distribution– Indicate you would like this service on the
“Forms W-2 Approval Letter” • W-2s will be loaded to the iPayStatements site
for viewing on Monday, for W-2s processed the previous Friday through Thursday
2010 Forms W-2 Approval Letter Example
48©2009 ADP, Inc.
10/7/2010
17
HIRE Act
• HIRE Act credits reduce employer Social
49©2009 ADP, Inc.
HIRE Act credits reduce employer Social Security taxes based on the qualifying employees tax liability
– Reduces current tax deposits for instant revenue
– Box 12 indicator on the W-2
Health Care Reform
50©2009 ADP, Inc.
• ADP is working to develop automated, integrated solutions that are consistent with the provisions of the health care reform legislation
• ADP's Eye on Washington legislative updates can be found at:– www.adp.com/healthcare
Payroll Schedules - 2010
Thanksgiving• Thursday, 11/25/10 is an ADP, a banking,
and a courier holidayChristmas Eve
51©2009 ADP, Inc.
• Friday, 12/24/10 is an ADP holiday
• Possible banking and courier holiday• ADP recommends you transmit one day earlier
when a holiday falls between transmission day and pay day
10/7/2010
18
2011 Preparation
52©2009 ADP, Inc.
Payroll Schedules - 2011
New Year’s• Friday, 12/31/10 is an ADP holiday• Possible banking and courier holiday
ADP recommends you transmit one day earlier
53©2009 ADP, Inc.
• ADP recommends you transmit one day earlier when a holiday falls between transmission day and pay day
• Changes to 2011 payroll schedules must be returned to ADP by 12/03/10
Management Reports & General Ledgers
• Management report and general ledger changes must be returned to ADP by 12/03/10,
54©2009 ADP, Inc.
including:
– Changes to 2011 management report schedules
– Any schedule changes, accrual changes or account changes for general ledgers
10/7/2010
19
Special Calculations
55©2009 ADP, Inc.
• Determine the need for additional calculations or updates
• Verify vacation and holiday accrual calculation and 01/01/11 reset routines
– Employees with no reset year will not qualify for reset
Hours/Earnings/Deductions/Accumulators
• Determine need for changes and/or additions to:
– Hours/earnings/deductions/accumulators
– Internal changes for benefit programs
• A form must be filled out for additions/changes
56©2009 ADP, Inc.
A form must be filled out for additions/changes
Hours/Earnings/Deductions/Accumulators
57©2009 ADP, Inc.
• Goal limits do not automatically clear at year-end
• Flexible Spending Account (FSA), Health Savings Account (HSA) and charity deductions must be changed or deleted
• Verify hours, earnings, deductions and accumulators on AutoPay Master Control Company Options
10/7/2010
20
Additional Services Available
• Mass load of rate changes, benefits base updates, supervisor ID, department number or any other field in the application
• Completing spin offs and mergers in your application
• Mass end date of benefit and/or general deductions
• Insert new benefit deductions
• EMPLID re-numbering
• Input of merit review ratings
Annual Employee Deletion Purge
• Any employee who is logically deleted will be physically deleted from the masterfile – Logically deleted as the result of:
• A quarterly purge• An employee spin-off to another company
59©2009 ADP, Inc.
An employee spin off to another company code or the merging of two (or more) company codes
• These employees would not have any 2010 dollars
• Last day to adjust 2009 via AdjustMate is 11/12/10
Annual Employee Deletion Purge
• After the physical purge, adjustments to 2009 must be completed by ADP and additional fees may apply
• The file numbers will no longer print on the totals page of the AutoPay Master Control as “Archived
60©2009 ADP, Inc.
Employees Available for Prior Year Adjustments Only”
• If physically deleted employees are rehired, they must be passed to ADP as new hires
10/7/2010
21
Quarterly Purge Timeline
4th Quarter 2009
Employees Logically Deleted
Mid-February 2010
1st Quarter 2010
Employees Logically Deleted
Mid-May 2010
2nd Quarter 2010
Employees Logically Deleted
Mid-August 2010
3rd Quarter 2010
Employees Logically Deleted
Mid-November 2010
61©2009 ADP, Inc.
Employees Physically Deleted
November 2010
PayForce Purge Process• Payroll Maintenance ~ Process Payroll Results ~
Receive Files
• The file name will be PRXXX.YEP (XXX = the pay group) and the file must be loaded
PayForce Purge Process• The load process would be done for each pay group
by going through:– Payroll Maintenance ~ Process Payroll Results ~ Load Files
10/7/2010
22
Year-End ADP/APA Seminars
In-Person Seminars:• Atlanta, Georgia – November 3 and 17 • Elk Grove Village, Illinois – October 29 and November
12• Dallas, Texas – November 17 • Cerritos California – November 4
64©2009. ADP, Inc.
Cerritos, California November 4 • Orlando, Florida – October 29 • Southbury, Connecticut – November 3• King of Prussia, Pennsylvania – November 10• Norwood, Massachusetts – November 17 and 18• Parsippany, New Jersey – November 5, 11 and 12 • Pleasanton, California – December 1
Year-End ADP/APA Seminars
Virtual Seminars:• November 19 Morning and afternoon sessions• November 23 Morning session• December 2, 7, 8, and 9 Morning and afternoon sessions• December 3 Morning sessions
65©2009. ADP, Inc.
Available Features
66©2009 ADP, Inc.
10/7/2010
23
Go GREEN! Ditch the paper and save a tree!
67©2009 ADP, Inc.
Go GREEN!
• Utilizing ADP’s paperless options saves:
Time
68©2009 ADP, Inc.
Money
The Environment
Paperless Options
69©2009 ADP, Inc.
• Secure Internet delivery and access to payroll reports, allowing for query, efficient storage and easy printing
10/7/2010
24
Paperless Options
70©2009 ADP, Inc.
• Employee self-service access to historical and current electronic pay vouchers, W-2 statements and 1099 forms via the Internet
W-2 Services
71©2009 ADP, Inc.
• ADP offers a service for clients who do not want to use internal resources to reprint or mail replacement W-2s
W-2 Services
• Allows employees access to an “interactive voice response” (IVR) system
72©2009 ADP, Inc.
p ( ) y
• Available in early February, an employee could dial a toll-free number to:
– Request a copy of their W-2
– Report an error on their W-2
– Request assistance with W-2 services website
– Request a change of address
10/7/2010
25
W-2 Only iPayStatements
• Browser based application that enables employees of ADP clients to view, save, and print their W-2s from any computer with an Internet connection
73©2009 ADP, Inc.
• W-2s available for 3 years
• Employees register online using:– Employee ID (file number)– Company code– Zip code– Social security number– Tax year
ADP TotalPay
• Full service payroll account management…ADP Full Service Direct Deposit Provides
74©2009 ADP, Inc.
– ADP Full Service Direct Deposit – Provides funding of an employee’s direct deposit account through an ADP bank account
– ADPCheck – Provides funding of payroll checks through an ADP bank account
– ADP TotalPay Card – Visa debit card for delivery of regular pay, reissue or manual pay for regular or terminated employees
ADP TotalPay iNET
• What is TotalPay iNet?
75©2009 ADP, Inc.
What is TotalPay iNet?
– Secure, web-based application that allows ADP’s clients to process their own stop pays/reversals
• Who is eligible for TotalPay iNet?
– Clients currently using ADP’s TotalPay service
10/7/2010
26
ADP TotalPay iNET
• Benefits of utilizing TotalPay iNet:
– Eliminate potential exposure of confidential information
– Request a copy of an ADPCheck
76©2009 ADP, Inc.
q py
– View un-cashed items reports
– View the status of an ADPCheck
– Receive instant confirmation a stop pay/reversal has been processed and updated to the ADP system
– No additional cost for using this feature!
OneADP Service
77©2009 ADP, Inc.
• OneADP Service is an easy to use, client facing, web-based solution that provides interoperability across ADP's Client Relationship Management systems, allowing clients the ability to open, update, inquire and query case activity 24/7
ADP4ME
78©2009 ADP, Inc.
• ADP4ME is a One Stop Shop to find tools and information about ADP National Accounts products
– https://ADP4ME.ADP.com
10/7/2010
27
ADP4ME
• Update your SUI rate• Verify your payroll processing• Track your packages sent from ADP • Job aids for all ADP National Account payroll
79©2009 ADP, Inc.
• Job-aids for all ADP National Account payroll, human resources, benefits and time/labor management products
• Information related to year-end, user group meetings, communications sent from ADP and forms
• Much more
Next Steps
80©2009 ADP, Inc.
Follow-Up Items
• Meet with your Consultant
– Establish a follow-up meeting to discuss year-end topics
– Address any specific questions you may have
81©2009 ADP, Inc.
y p q y y
10/7/2010
28
Follow-Up Items
82©2009 ADP, Inc.
• Emails will be sent throughout year-end, to provide reminders, critical dates and deadlines, and helpful resources to ensure you have a successful year-end experience
• Emails will be sent from “[email protected]”
• Contact your Consultant to be added to the distribution list or to make a change
Thank you for your continued business with ADP!