Requesting a Corrected W-2 for a State Employee Oregon Statewide Payroll Services.

Requesting a CorrectedW-2 for a State Employee

Oregon Statewide Payroll Services

Last revised 11/22/2010 CorrectedW-2_20101206.ppt 2

Topics

Why request a corrected W-2 (W-2c)When to request a corrected W-2 (W-2c)How to request a corrected W-2 (W-2c)


Overview Payroll has a fiduciary responsibility to

process and report correct wage and tax information for employees

OSPS: Submits the tax payments Reconciles and reports quarterly and annual

payroll taxes to DOR, IRS & SSAForm W-2c is a tool to assist in maintaining

correct payroll data for employees


Why request W-2c

Employee’s wage and tax information for a prior tax year is incorrect

Incorrect SSN used on W-2 Incorrect name or spelling of nameOverpayment of wages in prior year

repaid


Why request W-2c Cont’d

Taxable income reported as non-taxable or non-taxable report as taxable

Employee redeems year end paycheck early – i.e. check dated for 2011 redeemed in 2010

System error in reporting wages and tax on W-2


When to request a W-2c

As soon as you know the W-2 is incorrect and you have verified the correct amounts

Example: request a corrected W-2 when: An employee was overpaid for a prior tax year The employee has repaid the agency


How to request a W-2c

Request for Corrected W-2 (W-2c) Form OSPS web site: Services, Corrected W-2’s

Tools: Employee’s original W-2 Copies of method of payment for return of

overpayment Pay register showing incorrect wage


Get More Information

IRS Web Site (www.irs.gov) IRS Publication 15, Circular E, Employer’s Tax

GuideOSPS web site:

Services, Corrected W-2’s Reference Manual, Recommended Practices,

Taxes, Corrected W-2OSPS Staff


Summary

Request W2c when you discover incorrect wage and tax information

Verify and document correct dataSubmit request for corrected W-2 to

OSPS Accountant for processing and filing to all necessary tax entities

Questions


Example One

Incorrect Social Security Number


Note: Shaded cells have formulas

Reason for Correction Please o Increase o Decrease wageo DPT Error o Overpayment reporting for tax year YYYYo Taxable Income Adjustment

(Example: Flexible Spending Account [FSA] or Housing)

Incorrect SSN: ###-##-#### (incorrect)

o Other / Comments

YES NO Number

o o

o oPrepared By

Completion Instructions Date

Detail of Correction NeededP090Code Description

As Reported(WAS)

Correct To(SHOULD BE) Adjustment

TXI Taxable Income-$ -$ -$

FSW Social SecuritySubject Income -$ -$ -$

HSW MedicareSubject Income -$ -$ -$

NTI Non-TaxableIncome -$ -$ -$ Approver

FTE Social SecurityTax -$ -$ -$

Date

HTE Medicare Tax-$ -$ -$

FIT Federal IncomeTax -$ -$ -$

SIT State IncomeTax -$ -$ -$

N/A HealthcareSpending Acct -$ -$ -$

N/A Dependent Spending Acct -$ -$ -$

FTS EmployerSocial Security -$ -$ -$

HTS EmployerMedicare -$ -$ -$

Check #o Date to Agency

Comments

Agency Name

MMDDYY

o Check Issued

Request for Corrected W-2 (W-2c)

Has the employee repaid in full any overpaymentsfor requested tax year correction?Has the employee completed Social Security andMedicare Taxes Certification form (OSPS.99.13)?

Employee Name SSN

Firstname Lastname ###-##-#### (correct)

#####

Complete the "As Reported" column from the employee'sW-2 or Year-To-Date report.

Complete the "Correct To" column as the amounts should have

There is a formula in the "Adjustment" column. Verify these amounts.

Department of AAAAAA

Printed Name

Firstname Lastname

You must get a signature from the Payroll Manager or Agency Manager or to whom payroll reports if:* This request changes taxable income by $2,000 or more (positive or negative), or

been reported on the employee's W-2.Preparer's Signature

Firstname Lastname

If PERS contributions are involved, contact DAS Centralized PERS Team. Prior year payments must not be made through OSPS.

* This request is for two or three years prior to the current tax year.

FOR OSPS USE ONLY

Printed Name

Approval Signature

DateReceived


MEMORANDUM

Date: March 28 200x

To: Payroll Manager

Cc: Ina Cutting - OSPS Reconciliation Accountant

OSPS Agency File

From: Pauline Lewis, Accountant - OSPS

RE: 200x Corrected W-2 (W-2C) Employee Name, SSN#

The W-2C enclosed and is the result of incorrect Social Security Number. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.


Example Two

Dependent Care Flexible Spending Account Refund


Dependent Care Spending Example. Refund from FSA. P090 Employee SSN#, Agency 09 YTD WAGES, TAXES, AND RETIREMENT Employee Name (TXI) TAXABLE INCOME 47356.82 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 3419.62 (ERB) ERB ASSESMENT PAID 10.80 (OTI) OTHER TAXABLE INCOME 0.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 47952.82 (FIT) FED. TAX WITHHELD 5769.86 (FTE) FICA TAX PD - EMPLOYE 2973.07 (SIT) STATE TAX WITHHELD 3585.00 (FTS) FICA TAX PD - EMPLR 2973.07 (WES) WCD PAID - EMPLOYE 15.60 (HSW) WAGES SUBJECT TO MEDR 47952.82 (WSS) WCD PAID - EMPLOYER 15.60 (HTE) MEDR TAX PD - EMPLOYE 695.32 (HTS) MEDR TAX PD - EMPLR 695.32 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH S 412974 50776.44 2707.25 0.00 2391.57



Reason for Correction Please Increase o Decrease wageo DPT Error o Overpayment reporting for tax year YYYY Taxable Income Adjustment


o Incorrect SSN:

o Other / Comments Depend Care refund, ee termed w/o exp

YES NO Number

o o

o oPrepared By



As Reported(WAS)


TXI Taxable Income47,356.82$ 47,606.82$ 250.00$

FSW Social SecuritySubject Income 47,952.82$ 48,202.82$ 250.00$

HSW MedicareSubject Income 47,952.82$ 48,202.82$ 250.00$


FTE Social SecurityTax 2,973.07$ 2,988.57$ 15.50$

Date

HTE Medicare Tax695.32$ 698.95$ 3.63$




N/A Dependent Spending Acct 250.00$ -$ (250.00)$

FTS EmployerSocial Security 2,973.07$ 2,988.57$ 15.50$

HTS EmployerMedicare 695.32$ 698.95$ 3.63$


Comments

Agency Name

MMDDYY

o Check Issued



Employee Name SSN

Firstname Lastname ###-##-#####

#####




Dept. of AAAAAAA

Printed Name

Firstname Lastname



Firstname Lastname



FOR OSPS USE ONLY

Printed Name

Approval Signature

DateReceived


MEMORANDUM Date: March 29, 2005

To: Payroll Manager


OSPS Agency File


RE: 2004 Corrected W-2 (W-2C) Employee Name, SSN#

The W-2C enclosed is the result of Dependent Flex spending account paid in the month of July 2004 and should not have been. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.

There may be adjustments your agency will be responsible to make related to employees life and/or disability insurances and PERS for the month that was incorrectly paid in the system.

Outlined below is what your agency will receive or be invoiced for the employee/employer portion of the FICA/MEDR.

2004 Gross $ 250.00 Amount paid by Agency $ (250.00)

Employee FICA Tax (refunded by IRS) $15.50 Employee Medicare Tax (refunded by IRS) $3.63

Refund from FSA $(250.00) Employer FICA Tax $15.50 Employer Medicare Tax $3.63 Federal Income Tax

State Income Tax Total Due Employee $(230.87) $19.13 Total Agency Invoice $19.13


Example Three

Late Entry of DPT P050 Adjustment


DPT not added on P050 resulting in understating employees taxable income. P090 Social Security # Agency 04 YTD WAGES, TAXES, AND RETIREMENT EMPLOYEE NAME (TXI) TAXABLE INCOME 28076.62 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 0.00 (ERB) ERB ASSESMENT PAID 16.20 (OTI) OTHER TAXABLE INCOME 0.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 28076.62 (FIT) FED. TAX WITHHELD 2066.51 (FTE) FICA TAX PD - EMPLOYE 1740.75 (SIT) STATE TAX WITHHELD 1397.00 (FTS) FICA TAX PD - EMPLR 1740.75 (WES) WCD PAID - EMPLOYE 29.06 (HSW) WAGES SUBJECT TO MEDR 28076.62 (WSS) WCD PAID - EMPLOYER 29.06 (HTE) MEDR TAX PD - EMPLOYE 407.11 (HTS) MEDR TAX PD - EMPLR 407.11 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH S 701631 28076.62 1684.59 0.00 1322.38



Reason for Correction Please Increase o Decrease wage DPT Error o Overpayment reporting for tax year YYYYo Taxable Income Adjustment


o Incorrect SSN:

o Other / Comments

YES NO Number

o o

o oPrepared By



As Reported(WAS)


TXI Taxable Income28,076.62$ 32,520.82$ 4,444.20$

FSW Social SecuritySubject Income 28,076.62$ 32,520.82$ 4,444.20$

HSW MedicareSubject Income 28,076.62$ 32,520.82$ 4,444.20$



Date

HTE Medicare Tax407.11$ 471.55$ 64.44$ MMDDYY








Comments

Agency Name

MMDDYY

o Check Issued



Employee Name SSN

Firstname Lastname ###-##-####

#####




Dept. of AAAAA

Printed Name

Firstname Lastname



Firstname Lastname

Firstname L astname



FOR OSPS USE ONLY

Printed Name

Firstname LastnameApproval Signature

DateReceived


MEMORANDUM Date: May 3, 2005

To: Payroll Manager


OSPS Agency File



The W-2C enclosed and is the result of Domestic Partner imputed value not being taxed due to an enrollment error. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.

There may be adjustments your agency will be responsible to make related to employee’s, life and/or disability insurances, and PERS for the month that was incorrectly paid in the system.

Outlined below is what your agency will be invoiced for the employee/employer portion of the FICA/MEDC.


Employee FICA Tax $275.54 Employee Medicare Tax $ 64.44

Employer FICA Tax $275.54 Employer Medicare Tax $ 64.44 Federal Income Tax

State Income Tax Total Employee/Agency Owed $339.98 $339.98 Total Due OSPS $679.96


Example Four

Housing Allowance Taxed Incorrectly


Housing allowance was taxed and should not have been. P090 SSN number, Agency 04 YTD WAGES, TAXES, AND RETIREMENT EMPLOYEE NAME (TXI) TAXABLE INCOME 41804.70 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 81.00 (ERB) ERB ASSESMENT PAID 16.20 (OTI) OTHER TAXABLE INCOME 1000.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 42804.70 (FIT) FED. TAX WITHHELD 1000.09 (FTE) FICA TAX PD - EMPLOYE 2653.89 (SIT) STATE TAX WITHHELD 2099.00 (FTS) FICA TAX PD - EMPLR 2653.89 (WES) WCD PAID - EMPLOYE 29.99 (HSW) WAGES SUBJECT TO MEDR 42804.70 (WSS) WCD PAID - EMPLOYER 29.99 (HTE) MEDR TAX PD - EMPLOYE 620.67 (HTS) MEDR TAX PD - EMPLR 620.67 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH S 443040 42885.70 2573.14 0.00 2019.90



Reason for Correction Please o Increase Decrease wageo DPT Error o Overpayment reporting for tax year YYYY Taxable Income Adjustment


o Incorrect SSN:

o Other / Comments Mandatory housing reported as taxable

YES NO Number

o o

o oPrepared By



As Reported(WAS)


TXI Taxable Income42,804.70$ 41,804.70$ (1,000.00)$

FSW Social SecuritySubject Income 42,804.70$ 41,804.70$ (1,000.00)$

HSW MedicareSubject Income 42,804.70$ 41,804.70$ (1,000.00)$

NTI Non-TaxableIncome -$ 1,000.00$ 1,000.00$ Approver

FTE Social SecurityTax 2,653.89$ 2,591.89$ (62.00)$

Date

HTE Medicare Tax620.67$ 606.17$ (14.50)$





FTS EmployerSocial Security 2,653.89$ 2,591.89$ (62.00)$

HTS EmployerMedicare 620.67$ 606.17$ (14.50)$


Comments

Agency Name

MMDDYY

o Check Issued



Employee Name SSN

Firstname Lastname ###-##-####

#####




Dept. of AAAAA

Printed Name

Firstname Lastname



Firstname Lastname



FOR OSPS USE ONLY

Printed Name

Approval Signature

DateReceived



To: Payroll Manager


OSPS Agency File



The W-2C enclosed and is the result of housing allowance as taxable wages and should not have been taxable wages. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.


Outlined below is what your agency will receive for the employee/employer portion of the FICA/MEDC .

2004 Gross $ (1000.00) Amount paid by Agency $ 1000.00

Employee FICA Tax $(62.00) Employee Medicare Tax $(14.50)

Employer FICA Tax $(62.00) Employer Medicare Tax $(14.50)

Federal Income Tax

State Income Tax Total Employee/Agency Owed $(76.50) $(76.50) Total Owed Agency/Employee $(153.00)


Example Five

System Entries Incorrect


Entries were put on the P050 screen for 2003 wage corrections causing 2004 wages to be understated. P090 SSN number, Agency 04 YTD WAGES, TAXES, AND RETIREMENT EMPLOYEE NAME (TXI) TAXABLE INCOME 328.48 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 13.80 (ERB) ERB ASSESMENT PAID 4.05 (OTI) OTHER TAXABLE INCOME 0.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 328.48 (FIT) FED. TAX WITHHELD 328.37 (FTE) FICA TAX PD - EMPLOYE 20.37 (SIT) STATE TAX WITHHELD 222.00 (FTS) FICA TAX PD - EMPLR 20.37 (WES) WCD PAID - EMPLOYE 3.13 (HSW) WAGES SUBJECT TO MEDR 328.48 (WSS) WCD PAID - EMPLOYER 3.13 (HTE) MEDR TAX PD - EMPLOYE 4.76 (HTS) MEDR TAX PD - EMPLR 4.76 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH S 293890 342.28 20.53 0.00 16.12





Reason for Correction Please Increase o Decrease wageo DPT Error o Overpayment reporting for tax year YYYYo Taxable Income Adjustment


o Incorrect SSN:

Other / Comments System error, YYYY understated

YES NO Number

o o

o oPrepared By



As Reported(WAS)


TXI Taxable Income328.48$ 697.69$ 369.21$

FSW Social SecuritySubject Income 328.48$ 697.69$ 369.21$

HSW MedicareSubject Income 328.48$ 697.69$ 369.21$


FTE Social SecurityTax 20.37$ 43.26$ 22.89$

Date

HTE Medicare Tax4.76$ 10.11$ 5.35$





FTS EmployerSocial Security 20.37$ 43.26$ 22.89$



Comments

Agency Name

MM/DD/YY

o Check Issued



Employee Name SSN

Firstname I Lastname ###-##-#####

#####




Dept of AAAAAAA

Printed Name

Firstname Lastname



Firstname Lastname



FOR OSPS USE ONLY

Printed Name

Approval Signature

DateReceived


MEMORANDUM Date: March 28 2005

To: Payroll Manager


OSPS Agency File



The W-2C enclosed and is the result of system entries not correct causing incorrect reporting of wages on W-2. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.


Outlined below is what your agency will be invoiced for the employee/employer portion of the FICA/MEDC and the additional wages backed out of system.

2004 Gross $ 369.21 Amount paid by Agency $ 0.00


Employer FICA Tax $22.89 Employer Medicare Tax $ 5.35

Federal Income Tax

State Income Tax Total Employee/Agency Owed $45.78 $397.45 Total Due OSPS $443.23


Example Six

Employee Cashed December Check Early (Two Corrected W-2’s)


Increase Taxable Income Year Cashed



Check dated 1/1/05 was redeemed 12/30/04. Wages earned for 2005 was paid in 2004. P090 Employee ssn#, Agency 04 YTD WAGES, TAXES, AND RETIREMENT Employee Name (TXI) TAXABLE INCOME 26197.18 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 45.00 (ERB) ERB ASSESMENT PAID 14.85 (OTI) OTHER TAXABLE INCOME 0.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 26197.18 (FIT) FED. TAX WITHHELD 1140.48 (FTE) FICA TAX PD - EMPLOYE 1624.23 (SIT) STATE TAX WITHHELD 1151.00 (FTS) FICA TAX PD - EMPLR 1624.23 (WES) WCD PAID - EMPLOYE 26.60 (HSW) WAGES SUBJECT TO MEDR 26197.18 (WSS) WCD PAID - EMPLOYER 26.60 (HTE) MEDR TAX PD - EMPLOYE 379.86 (HTS) MEDR TAX PD - EMPLR 379.86 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH S 000000 11160.00 669.60 0.00 525.64



Reason for Correction Please Increase o Decrease wageo DPT Error o Overpayment reporting for tax year: YYYY (yr chk cashed)o Taxable Income Adjustment


o Incorrect SSN:

Other / Comments: Dec. check cashed in Dec.

YES NO Number

o o

o oPrepared By



As Reported(WAS)


TXI Taxable Income26,197.18$ 28,656.39$ 2,459.21$

FSW Social SecuritySubject Income 26,197.18$ 28,656.39$ 2,459.21$

HSW MedicareSubject Income 26,197.18$ 28,656.39$ 2,459.21$



Date

HTE Medicare Tax379.86$ 415.52$ 35.66$ MM/DD/YY


SITState IncomeTax -$ -$ -$






Comments

Agency Name

MM/DD/YY

o Check Issued



Employee Name SSN

Firstname I. Lastname ###-##-#####

#####




Dept. of AAAAAAA

Printed Name

Firstname Lastname



Firstname Lastname

Firstname Lastname



FOR OSPS USE ONLY

Printed Name


DateReceived


MEMORANDUM Date: January 27, 2005

To: Payroll Manager


OSPS Agency File



The W-2C enclosed and is the result of January 1, 2005 paycheck cashed December 31, 2004. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.


Outlined below is what your agency will be invoiced for the employee/employer portion of the FICA/MEDC .



Employer FICA Tax $152.47 Employer Medicare Tax $ 35.66

Federal Income Tax

State Income Tax Total Employee/Agency Owed $181.13 $181.13 Total Owed Agency/Employee $376.26


Decrease Taxable Income Following Year



Check dated 1/1/05 was redeemed 12/31/04. Wages earned for 2005 was paid in 2004. A corrected W-2 was sent for 2004. 2005 Corrected W-2 now needs to be done. P090 SSN number, Agency 05 YTD WAGES, TAXES, AND RETIREMENT EMPLOYEE NAME (TXI) TAXABLE INCOME 2459.21 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 4.95 (ERB) ERB ASSESMENT PAID 1.35 (OTI) OTHER TAXABLE INCOME 0.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 2459.21 (FIT) FED. TAX WITHHELD 65.93 (FTE) FICA TAX PD - EMPLOYE 152.47 (SIT) STATE TAX WITHHELD 101.00 (FTS) FICA TAX PD - EMPLR 152.47 (WES) WCD PAID - EMPLOYE 1.14 (HSW) WAGES SUBJECT TO MEDR 2459.21 (WSS) WCD PAID - EMPLOYER 1.14 (HTE) MEDR TAX PD - EMPLOYE 35.66 (HTS) MEDR TAX PD - EMPLR 35.66 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH S 000000 2464.16 147.85 0.00 116.06



Reason for Correction Please o Increase Decrease wageo DPT Error o Overpayment reporting for tax year: YYYY (2nd yr.)o Taxable Income Adjustment


o Incorrect SSN:

Other / Comments: Dec. chk cashed early last yr.

YES NO Number

o o

o oPrepared By



As Reported(WAS)


TXI Taxable Income2,459.21$ -$ (2,459.21)$

FSW Social SecuritySubject Income 2,459.21$ -$ (2,459.21)$

HSW MedicareSubject Income 2,459.21$ -$ (2,459.21)$


FTE Social SecurityTax 152.47$ -$ (152.47)$

Date

HTE Medicare Tax35.66$ -$ (35.66)$ MM/DD/YY





FTS EmployerSocial Security 152.47$ -$ (152.47)$

HTS EmployerMedicare 35.66$ -$ (35.66)$


Comments


Employee Name SSN

Firstname I. Lastname ###-##-####

Agency NameHas the employee repaid in full any overpaymentsfor requested tax year correction? Dept. of AAAAAAA #####Has the employee completed Social Security andMedicare Taxes Certification form (OSPS.99.13)?

Printed NameComplete the "As Reported" column from the employee'sW-2 or Year-To-Date report. Firstname Lastname MM/DD/YYComplete the "Correct To" column as the amounts should have Preparer's Signaturebeen reported on the employee's W-2.

Firstname LastnameThere is a formula in the "Adjustment" column. Verify these amounts.

You must get a signature from the Payroll Manager or Agency Manager or to whom payroll reports if:* This request changes taxable income by $2,000 or more (positive or negative), or* This request is for two or three years prior to the current tax year.

FOR OSPS USE ONLY


o Check Issued

Printed Name


Firstname Lastname

DateReceived



To: Payroll Manager


OSPS Agency File



The W-2C enclosed and is the result of January 1, 2005 paycheck cashed December 31, 2004. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.


Outlined below is what your agency will receive for the employee/employer portion of the FICA/MEDC .

2005

Gross $ (2459.21) Amount paid by Agency $ 2459.21

Employee FICA Tax $(152.47) Employee Medicare Tax $ (35.66)

Employer FICA Tax $(152.47) Employer Medicare Tax $ (35.66)

Federal Income Tax

State Income Tax Total Employee/Agency Owed $(181.13) $(181.13) Total Owed Agency/Employee $(376.26)


Example 8.a

Overpayment Repaid Over Three Years – W-2c after Each Year


Circumstances

Employee worked for two agenciesYear of overpayment (2005) - Repaid

$300Year 2 (2006) - Repaid $1,800Year 3 (2007) - Repaid $758.81 (not

shown)


W-2c Each Year

Year 1 – Reduce taxable income, social security, and Medicare subject for 2005

Year 2 – Reduce social security and Medicare subject for 2005 for amount repaid

Year 3 – Reduce social security and Medicare subject for 2005 for amount repaid


Overpayment RecoveryEmployee Name

Gross Overpayment 3095.62 August 24 hrs @ 16.43 394.32EE FICA 7.65% (SS 6.2% MEDR 1.45%) 236.81 OSPS will recover from IRS September 156.87 @ 17.22 2701.3

ER Share Fica (same calc) 236.81 OSPS will recover from IRS Total Overpayment 3095.62PERS Pickup 185.74 Agency Recovers From PERSPERS Employer Share (8.69% or 11.65%) 269.01 Agency Recovers From PERS

Total To Recover 3787.18

Employee must repay Agency 2858.81 For gross less employee FICA

Reconciliation (No Formulas) Benefit TransactionsUnion Dues To Recover

Recovered From EE Other transactionsRecovered From IRS Leave AdjustmentsRecovered From PERS Total Recovered = Total Agency Costs


Employee Name

Tax Year 2005 Tax Year 2006 Tax Year 2007

January January 150.00 January 150.00 February February 150.00 February 150.00 March March 150.00 March 150.00 April April 150.00 April 150.00 May May 150.00 May 150.00 June June 150.00 June 8.81 July July 150.00 July August August 150.00 August September September 150.00 September October October 150.00 October November 150.00 November 150.00 November December 150.00 December 150.00 December

2005 Total 300.00 2006 Total 1,800.00 2007 Total 758.81

Calc to Gross 324.85 1,949.11 821.67 3095.63FICA 24.85 149.11 62.86

Equals Recovered 300.00 Equals Recovered 1,800.00 Equals Recovered 758.81 2858.81


Overpayment of employee example with overpayment not backed out of system. P090 Social Security # Agency A 05 YTD WAGES, TAXES, AND RETIREMENT Employee Name (TXI) TAXABLE INCOME 32163.57 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 49.30 (ERB) ERB ASSESMENT PAID 14.85 (OTI) OTHER TAXABLE INCOME 0.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 32163.57 (FIT) FED. TAX WITHHELD 1092.83 (FTE) FICA TAX PD - EMPLOYE 1994.14 (SIT) STATE TAX WITHHELD 1668.00 (FTS) FICA TAX PD - EMPLR 1994.14 (WES) WCD PAID - EMPLOYE 24.08 (HSW) WAGES SUBJECT TO MEDR 32163.57 (WSS) WCD PAID - EMPLOYER 24.08 (HTE) MEDR TAX PD - EMPLOYE 466.37 (HTS) MEDR TAX PD - EMPLR 466.37 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH S 406499 32212.87 1932.78 0.00 2083.25 P090 Social Security # Agency B 05 YTD WAGES, TAXES, AND RETIREMENT Employee Name YD09 * NO RETIREMENT DATA AVAILABLE (TXI) TAXABLE INCOME 695.24 (SSS) SAIF-EMPLR CONTRIB. 0.00 (ROE) REIMB. OF EXPENSES 0.00 (PER) PERS ASSESMENT PAID 0.00 (NTI) NON-TAXABLE INCOME 0.00 (ERB) ERB ASSESMENT PAID 0.00 (OTI) OTHER TAXABLE INCOME 0.00 (MTT) MASS TRANSIT TAX PAID 0.00 (EIC) EARNED INCOME CREDIT 0.00 (FSW) WAGES SUBJECT TO FICA 695.24 (FIT) FED. TAX WITHHELD 47.42 (FTE) FICA TAX PD - EMPLOYE 43.10 (SIT) STATE TAX WITHHELD 44.00 (FTS) FICA TAX PD - EMPLR 43.10 (WES) WCD PAID - EMPLOYE 0.00 (HSW) WAGES SUBJECT TO MEDR 695.24 (WSS) WCD PAID - EMPLOYER 0.00 (HTE) MEDR TAX PD - EMPLOYE 10.08 (HTS) MEDR TAX PD - EMPLR 10.08 (LRO) LEGIS RETIREMENT OPT 0.00 ------------------------- RETIREMENT------------------------- SYSTEM ACCOUNT SUBJ WAGES STATE PU EMP CONTRIB STATE MATCH 32,16.57 + 695.24 = 32,858.81 (FICA/MEDR SUBJECT) 1,994.14 + 43.10 = 2,037.24 (FICA TAX PAID) 466.37 + 10.08 = 476.45 (MEDR TAX PAID) Requesting W-2 reprint is preferable to use than the P090. If you are sure the P090 accurately reflects the W-2, then using just the P090 is acceptable. In this case requesting a W-2 reprint would assure your accuracy.



Reason for Correction Please o Increase Decrease wageo DPT Error Overpayment reporting for tax year: 2005 (year overpaid)o Taxable Income Adjustment


o Incorrect SSN:

o Other / Comments

YES NO Number

o

oPrepared By



As Reported(WAS)


TXI Taxable Income32,858.81$ 32,533.96$ (324.85)$

FSW Social SecuritySubject Income 32,858.81$ 32,533.96$ (324.85)$

HSW MedicareSubject Income 32,858.81$ 32,533.96$ (324.85)$



Date

HTE Medicare Tax476.45$ 471.74$ (4.71)$








Comments

Agency Name

MM/DD/06

o Check Issued



Employee Name SSN


#####




Dept. of AAAAAA

Printed Name

Firstname Lastname



Firstname Lastname



FOR OSPS USE ONLY

Printed Name

Approval Signature

DateReceived



To: Payroll Manager


OSPS Agency File



The W-2C enclosed is the result of 2005 overpayment paid in year overpayment occurred. Agency to recover FICA/MEDC tax paid. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.

There may be adjustments your agency will be responsible to make related to employees life and/or disability insurances and PERS for the month that was incorrectly paid in the system.




Employer FICA Tax $(20.14) Employer Medicare Tax $(4.71) Federal Income Tax

State Income Tax Total Employee /Agency Owed $(24.85) $(24.85) Total Paid to Agency $(49.70)





o Incorrect SSN:

o Other / Comments

YES NO Number

o

oPrepared By



As Reported(WAS)







Date

HTE Medicare Tax471.74$ 443.48$ (28.26)$








Comments


Employee Name SSN


Agency NameHas the employee repaid in full any overpaymentsfor requested tax year correction? Dept. of AAAAAA #####Has the employee completed Social Security andMedicare Taxes Certification form (OSPS.99.13)?

Printed NameComplete the "As Reported" column from the employee'sW-2 or Year-To-Date report. Firstname Lastname MM/DD/07Complete the "Correct To" column as the amounts should have Preparer's Signaturebeen reported on the employee's W-2.



FOR OSPS USE ONLY


o Check Issued

Printed Name

Approval Signature

DateReceived



To: Payroll Manager


OSPS Agency File



The W-2C enclosed is the result of employee paying back previous year overpayment. Agency to recover FICA/MEDC tax paid. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.

There may be adjustments your agency will be responsible to make related to employees, life and/or disability insurances, and PERS for the month that was incorrectly paid in the system.







Example 8.b

Same Employee, Only One W-2c after Final Repayment


Employee Name


January 232.62 January JanuaryFebruary 232.62 February FebruaryMarch 232.62 March MarchApril 232.62 April AprilMay 232.62 May MayJune 232.62 June JuneJuly 232.62 July July August 232.62 August August September 232.62 September September October 232.62 October October November 232.61 November November December December December

2006 Total 2,558.81 2007 Total - 2008 Total -

Calc to Gross 2,770.78 - - 2770.78FICA 211.97 - -

Equals Recovered 2,558.81 Equals Recovered - Equals Recovered - 2558.81





o Incorrect SSN:

o Other / Comments

YES NO Number

o

oPrepared By



As Reported(WAS)







Date

HTE Medicare Tax471.74$ 431.57$ (40.17)$ MM/DD/07








Comments

Firstname Lastname



FOR OSPS USE ONLY

Printed Name




Firstname Lastname

#####




Dept. of AAAAAA

Printed Name

Firstname Lastname

Agency Name

MM/DD/07

o Check Issued



Employee Name SSN


DateReceived


MEMORANDUM Date: June 15, 2007

To: Payroll Manager


OSPS Agency File











Example Nine

Year-end Overpayment


Circumstances

Not repaid by December run 1Hours backed out in December run 2Two corrected W-2’s for year of

overpayment


Actions:

Fix before year-end close Back-out entries that caused negative before

December run 2 or make an adjustment on the P050.

Or Reimburse OSPS with Return of Overpayment form

Set up A/R for gross amount minus social security and Medicare taxes

Make PANN entry for employee to repay agency


Specifics of Example

Employee has zero hours for DecemberHours backed out for November run 22010 wages were understated

W-2c to put back wages paid in 2010 2nd W-2c when repaid

2011 has negative


Year One

Increase W-2 Wages (+$755.86)




Gross Overpayment 755.86 29.25 LWOP/November 06 755.86EE FICA 7.65% (SS 6.2% MEDR 1.45%) 57.82 OSPS will recover from IRS

ER Share Fica (same calc) 57.82 OSPS will recover from IRSPERS Pickup 45.35 Agency Recovers From PERSPERS Employer Share (8.69% or 11.65%) 65.68 Agency Recovers From PERS





Overpayment spreadsheet to use when setting up A/R


On November Run 2, hours were backed out causing overpayment. Overpayment crossed tax year and was not paid by December Run 1. November hours paid in 2009 is 2009 wage, therefore needs to be added to 2009 wage.



Reason for Correction Please Increase o Decrease wageo DPT Error Overpayment reporting for tax year: 2006 (year overpaid)o Taxable Income Adjustment


o Incorrect SSN:

o Other / Comments

YES NO Number

o

o oPrepared By



As Reported(WAS)


TXI Taxable Income45,414.49$ 46,170.35$ 755.86$

FSW Social SecuritySubject Income 45,414.49$ 46,170.35$ 755.86$

HSW MedicareSubject Income 45,414.49$ 46,170.35$ 755.86$



Date

HTE Medicare Tax658.51$ 669.47$ 10.96$








Comments



FOR OSPS USE ONLY

Printed Name

Approval Signature



Firstname Lastname

#####




Dept. of AAAAAA

Printed Name

Firstname Lastname

Agency Name

MM/DD/07

o Check Issued



Employee Name SSN


DateReceived



To: Payroll Manager


OSPS Agency File


RE: 2006Corrected W-2 (W-2C) Employee Name, SSN#

The W-2C enclosed is the result of employee wage understated do to year-end. Agency to recover FICA/MEDC tax paid. We have sent Copy A of Form W-2C along with Form W-2C to the appropriate tax entities. Please retain Copy D for your files. You need to provide employee with copies of the W-2C enclosed. OSPS will distribute the tax payments to the appropriate entities.




Employee FICA Tax $46.86 Employee Medicare Tax $10.96

Employer FICA Tax $46.86 Employer Medicare Tax $10.96 Federal Income Tax

State Income Tax Total Employee /Agency Owed $57.82 $ 57.82 Total Invoiced Agency $115.64


Year Two

Reduce W-2 Social Security and Medicare wages When Repaid (-$755.86)


Employee Name


January 327.91 January JanuaryFebruary 370.13 February FebruaryMarch March MarchApril April AprilMay May MayJune June JuneJuly July July August August August September September September October October October November November November December December December

2006 Total 698.04 2007 Total - 2008 Total -

Calc to Gross 755.86 - - 755.86FICA 57.82 - -

Equals Recovered 698.04 Equals Recovered - Equals Recovered - 698.04

Year 2: Repaid





o Incorrect SSN:

o Other / Comments

YES NO Number

o

oPrepared By



As Reported(WAS)







Date

HTE Medicare Tax669.47$ 658.51$ (10.96)$








Comments

FOR OSPS USE ONLY


o Check Issued

Printed Name

Approval Signature


MM/DD/08Complete the "Correct To" column as the amounts should have Preparer's Signaturebeen reported on the employee's W-2.


Has the employee completed Social Security andMedicare Taxes Certification form (OSPS.99.13)?

Printed NameComplete the "As Reported" column from the employee'sW-2 or Year-To-Date report. Firstname Lastname

Agency NameHas the employee repaid in full any overpaymentsfor requested tax year correction? Dept. of AAAAAA #####


Employee Name SSN


DateReceived



To: Payroll Manager


OSPS Agency File


RE: 2006Corrected W-2 (W-2C) Employee Name, SSN#









Example 10

Year-end Overpayment, Hours Put Back Before Year-end


Details

Overpayment not repaid by Dec. run 1Hours backed out for Dec. run 2Hours put back for Nov. so 2006 is correct

P050 or time screen entry Nov. corrective set Nov. P010 check dates

Set-up A/R and make P070 PANN entriesW-2c when repaid to recover FICA




Gross Overpayment 196.82 184 hrs march 06 LWOP 196.82EE FICA 7.65% (SS 6.2% MEDR 1.45%) 15.06 OSPS will recover from IRS

ER Share Fica (same calc) 15.06 OSPS will recover from IRSPERS Pickup 11.81 Agency Recovers From PERSPERS Employer Share (8.69% or 11.65%) 17.10 Agency Recovers From PERS






Employee Name


January 90.88 January JanuaryFebruary 90.88 February FebruaryMarch March MarchApril April AprilMay May MayJune June JuneJuly July July August August August September September September October October October November November November December December December

2006 Total 181.76 2007 Total - 2008 Total -

Calc to Gross 196.82 - - 196.82FICA 15.06 - -

Equals Recovered 181.76 Equals Recovered - Equals Recovered - 181.76


Employee paid back overpayment. Do Corrected W-2. It is best to request copy of original W-2.





o Incorrect SSN:

o Other / Comments

YES NO Number

o

oPrepared By



As Reported(WAS)







Date

HTE Medicare Tax339.74$ 336.88$ (2.86)$








Comments

Agency Name

MM/DD/07

o Check Issued



Employee Name SSN


#####




Dept. of AAAAAA

Printed Name

Firstname Lastname



Firstname Lastname



FOR OSPS USE ONLY

Printed Name

Approval Signature

DateReceived


MEMORANDUM Date: February 15, 2007

To: Payroll Manager


OSPS Agency File









State Income Tax Total Employee /Agency Owed $(15.06) $(15.06) Total Paid to Agency $(30.12


Questions?

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Requesting a Corrected W-2 for a State Employee Oregon Statewide Payroll Services.

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