Subscribe to the SSDT Newsletter by clicking here.  Your email will be added to a distribution list.             

W2 related updates for CY2023

With W2 season right around the corner, we wanted to briefly review some of the W2 related updates our development team completed during the year to help prepare you for your W2 processing.

• 6.85.0 Release: Fixed CCA RS Record: Non-Ohio records should now include blanks for the account number.
• 6.92.0 Release: A new option to truncate SSN on the W2 Forms and XML output was added to the W2 Configuration.
• 6.97.0 Release: Evaluated all Box 12 items on the W2 form to check for possible negative values. W2 processing now prevents any negative value in Box 12 (will be set to zero).
• 6.98.0 Release: Improved the W2 printed overflow forms to not print unnecessary data on fields 1-6 and 7-12d. Additional locality wages and income tax will only be printed.
• 6.99.0 Release: Corrected an issue with an Employee Name containing a suffix. It was not being included on the W2 form and report.  This was resolved. 

Also, throughout the year, the development team has added a new W2 Corrections interface in USPS!  All available W2C options are located under the Reports>W2 Corrections menu.  Currently, the W2C option allows W2C forms, reports, and submission files to be generated.  We still have some additional Jira issues to complete for W2C before the end of the year and our support team has been documenting the new feature as it progresses.

To avoid confusion with regular W2 processing and submissions, we will wait until our February 2024 newsletter to go into more depth on the W2C options.  Our February video spotlight will also include a recording of the training session we plan to cover with ITCs in regards to W2C.  Be on the look out next year! 

Vendor Adjustments in USAS

In order to help prepare yourselves for 1099 season, we recommend reviewing and verifying the vendor data for those who will be receiving a 1099 for 2023. The 1099 program will use the vendor’s YTD Taxable Total to report on the appropriate 1099 form.

The most common reason the YTD Taxable Total may need adjusted is due to a voided check that was issued in a prior fiscal year.  For example, if you issued a check in February 2023 and voided/re-issued the check in November 2023 (using our procedure 'voiding a check from a prior fiscal year'), the original check was reconciled (as if it had cleared the bank) and the money receipted into the fund used for the expenditure using a 5300 receipt code (refund of a prior year's expenditure). When re-issuing the check, a refund of receipt (with check) was created from the 5300 receipt account.  Because you reconciled the original check, the vendor's YTD figure for 1099 purposes wasn't reduced causing the YTD Taxable Total amount to be doubled when the re-issue was made.  Once you confirm the YTD Taxable amount needs to be adjusted, you have two options to update it:

Manually enter a Vendor Adjustment

• Access Core>Vendors grid and filter for the specific vendor record.  View the record.

• Select the Vendor Adjustments option at the top of the vendor window and click 'Create'.
• By default, the 'Taxable' checkbox will be marked. Enter the date, description (optional) and, for this example, a negative amount to decrease both the YTD Taxable Total and YTD Total amounts on the vendor.  (NOTE: If ‘Taxable’ is unchecked, only the YTD Total amount would be updated, and the vendor adjustment will not be included on the 1099 form.)  Post the adjustment.

• Once posted, exit out of the Vendor Adjustments window and review the YTD amounts on the vendor record to ensure both the YTD Taxable Total and YTD Total have been decreased.

• The above steps on 'how to adjust the vendor YTD amount' are also provided in our USAS FAQ chapter in the wiki.

Mass Import Vendor Adjustments

• If you have a need to update several 1099 vendors' YTD amounts, instead of manually entering vendor adjustments via the Vendor grid, you may elect to mass import vendor adjustments via a CSV file.  Please refer to the 'Add Vendor Adjustments Criteria' section in the Vendors chapter for more details.  A template spreadsheet is provided in the chapter with the proper format needed to mass import vendor adjustments.  Once your spreadsheet is ready, upload into Core>Vendors using the 'Import' option, ensuring 'Add Vendor Adjustment(s)' is selected and click Load.