Operation Check List for Payroll End of Year

 

 Date: _________________      User Name: ________________________________

 

   (User Initial when Complete)

 

  ____     1. Year-End SAVEDATA Backup has been done and stored away.

 

  ____     2. Go to Payroll Year End Menu.

 

  ____     3. Print Year Check Register..

                   - Compare totals on this report to Year Earnings on the FOURTH QUARTER EARNINGS REPORT.

 

 

Opt.___   4. Print Year-to-Date City Taxes by Employee by City.

                   - Should be printed IF an employee had Income Taxes withheld for more than one city.

                   - W-2 shows total amount paid to ALL cities. This report breaks down the amount paid

                     to individual cities by employee.

 

  ____     5. Create W-2's for the Current Year.

                   - Enter TAX YEAR Any check dates AFTER that date will be ignored.            

                   - Puts each employee's year-to-date earnings, taxes and other deductions into a work

                     file to be printed at another time.

 

Opt.____ 6. Edit extracted data to make changes, if necessary.

                   - If changes to W-2s are necessary, use this selection to edit employee W-2 records.

                   - The data which appears in the file is an EXACT IMAGE of what will print on the W-2's.

                     

Opt.____ 7. Print W-2's onto a floppy disk for Federal filing.

                   - This step is for companies which are required to send W-2 information to the Federal

                     Government on magnetic media (usually based on number of employees to receive a W-2).

 

  _____    8. Print W-2s on regular computer paper using Selection 6 on the Payroll Year End Menu.

                   - Check ALL information carefully (addresses, social security & company ID numbers).

                   - Compare earnings and taxes to the Year-to-Date Employee Earnings Report.

                   - Compare the positioning on the printout to the actual W-2 form.

 

 

Opt._____ 9. Practice printing on W-2 forms using Selection 6 on the Payroll Year End Menu.

                   - Print a few W-2s to check alignment. Use the "Start on the page with employee code" option.

                     Enter the THIRD FROM LAST Employee on the Year Check Register to test printing of

               3 W-2's.

 

  _____    10. Print the  W-2s on FORMS. (If you did above step, remove Employee Code before starting).

 

 

  FOR HISTORICAL PURPOSES, YOU SHOULD KEEP AT LEAST ONE YEAR OF CHECK HISTORY

    ****  NEVER DROP RECORDS WITHIN THE CURRENT CALENDAR YEAR. ****                              

 

  WHEN YOU DECIDE TO DROP CHECK RECORDS, the following steps are VERY important:

 

  ____    11. SAVEDATA BACK UP before dropping files.

 

  ____    12. Make sure All month-end, Quarter-end and Year-end reports that you may need have been

                   printed and checked for accuracy.

 

  ____    13. Enter termination dates into the Master Record (TERM field) of any employee who will

                   no longer receive a paycheck.

 

  ____    14. DROP CHECKS AND TERMINATED EMPLOYEES.

                   - All check records and individual city history records with a check date prior

                      to and including the date entered will be dropped. (This is necessary for

                      relieving space only. Otherwise it is recommended that you leave the records

                      in as long as possible.)

                   - All employee master records with a TERMINATION DATE prior to or including

                      the date entered will be moved to the TERMINATED EMPLOYEE HISTORY FILE.