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(A Gladiator’s guide to Year-End Processing)
Lakshmi Sampath
SiteStuff, Inc., Austin, TX
Objectives:
• Employer Identification
• Federal Tax Rules
• SQWL Gen. Trans. Rules
• State Tax Rules
1099R Setup
• Pensions
• Annuities
• Retirement or Profit sharing plans
• IRAs
• Insurance Contracts
New Oracle Balances for
1099-R Information Return
1) Flexfield Segment
2) Taxable amount unknown
3) Total distributions
4) Employee distribution percentage
5) Total distribution percentage
Loading EIT’s for 1099R
This EIT can be loaded for all retirees using the following API’s:
hr_assignment_extra_info_api.create_assignment_extra_info
hr_assignment_extra_info_api.update_assignment_extra_info
hr_assignment_extra_info_api.delete_assignment_extra_info
Pre-Archival Reports
• Diagnostic
• Balancing
• Reconciliation
Diagnostic Reports
Balancing Reports
US Gross to Net Summary Use to view summary payroll Each Processing
Report calculations. This report can Quarterly
be run to view Current, QTD Yearly
or YTD amounts
GRE Totals Report This report helps you to Each Processing
As needed for quarterly and y early
balance W-2s. It lists totals for
reconciliation
selected, or all, GREs.
Federal and State Tax Use to provide tax totals for Each Processing
Remittance Manager Report weekly tax deposits. Provides Quarterly
summary tax information by Yearly
Tax Type within Jurisdiction
Use to reconcile QTD and
YTD totals
Reconciliation Reports
Reconciliation Reports
Payroll Register Use to view employee payroll Each Processing
details. Includes detailed tax As needed for quarterly and yearly
information reconciliation
Employee Run Results Report Use to identify balance Each Processing
problems for individual As needed for quarterly and yearly
employees reconciliation
Payroll Activity Report Used to show employee and Each Processing
group level payroll details for As needed for quarterly and yearly
pay runs, quick pays, balance reconciliation
adjustments, balance
initializations, voided
payments and reversals. This
report can also be used to
identify employees with
selected transactions in a
given time frame
Balancing, SQWL and Data Cleanup
Importance of Balancing
•Balance after each period, perform tax testing, and compare the G/L
transfer to your payroll register.
Gross Earnings
W2 Nontax Sick
W2 Expense Reimb
W2 Qual Move
W2 No Gross Earnings
Table showing W2 Boxes and Fields with
Archive Table Information
return
State Quarterly Wage Listing (SQWL) Used to create magnetic tapes and Quarterly
files for state reporting
Yearly Tax Reports
Annual FUTA Tax Return (Form 940) Use to provide line-by-line totals to be Yearly
transcribed to the Yearly 940 Tax
Return
Year End Pre Processor Used to prepare data for W-2 reports Yearly
and Processes
Year End Negative Balances Used to find negative wage and tax Yearly
records that would cause YE
processes to fail
W-2 Register Used to provide box-by-box totals that Yearly
will print on employee W-2’s. Year
End Pre-Processor must be run in
order to print this report
W-2 Exception Register Used to find exceptional conditions Yearly
that would cause W-2 process to fail
Employee W2 Report Used to print employee W-2’s Yearly
Employer W2 to be filed with the state Used to print employer copies of W- Yearly
2’s to be filed with the state
Federal W-2 Magnetic Media Used to produce magnetic file to Yearly
transmit to the IRS/SSA
State W-2 Magnetic Media Used to produce magnetic file to Yearly
transmit to the State Department of
Revenue
Federal 1099R Magnetic Media Used to produce magnetic file to Yearly
Report transmit to the IRS/SSA
State 1099R Magnetic Media Report Used to produce magnetic file to Yearly
transmit to the State Department of
Revenue
Recording, Resolving and
Reconciliation
Solution:
There were two database items that were missing in that instance
which
was actually required for the W2 Processing.
The Year End Phase I Patch 2383759 and 2516296 delivered these
two
database items.
The two database items that were missing were:
A_LC_W2_REPORTING_RULES_ORG_W2_2678_FILER'‘
A_LC_W2_REPORTING_RULES_ORG_W_2_TRANSMITTER‘
What We Did:
In specific, the database item creation script was in the Hrglobal.drv
patch. After going through all the packages hr_dynsql.pyrsql,
pay_us_mmref_reporting.range_cursor,
pay_us_mmref_reporting.preprocess_check,
pay_us_archive.preprocess_checkwe found out that the error
occurs when we retrieve the following query for the two database
items (username in ff_database_items)
'A_LC_W2_REPORTING_RULES_ORG_W2_2678_FILER'
'A_LC_W2_REPORTING_RULES_ORG_W_2_TRANSMITTER'
select
fdi.user_entity_id, fdi.user_name
into l_user_entity_id
from ff_database_items fdi,ff_user_entities fue
where fdi.user_name = :p_dbi_name
and fue.user_entity_id = fdi.user_entity_id
and fue.legislation_code = 'US'
We reapplied the patches and everything worked fine.
Do’s & Don’t’s of Year End Pre-
Process
1. One month prior to quarter-end, run your Unacceptable Tax Balance and
State Quarterly Negative Balance reports to clean up any outstanding items.
2. Also run your Year End Pre-Process, W2 Exception Report and W2
Register, and balance these to your GRE Totals and Tax Remittance
reports.
3. Remember to rollback the Year End Pre-Process and other magnetic
reports.
4. At quarter-end, rerun the Unacceptable Tax Balance and State Quarterly
Negative Balance reports again, do your 941 reconciliation, and reconcile
and submit any state required reports.
5. Prior to year-end, review and resolve any questionable payments to
employees via Accounts Payable. Perform your 401k, 403b and Section 125
compliance reviews.
6. You should also review possible changes to the W-2 form itself. You can
check the IRS website for the latest changes.
Tips & Tricks Continued …
Sample Payroll Year End Project Plan (W2 & 1099R Processing)
Phase ID Task Name