Scenario 1

If paid through a USAS disbursement and district wants the amount to appear on the W2 as wages but not in Box 14 as Fringe Benefits:

Option #1

• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup, be sure to inflate the Medicare amount as well as the Total and Applicable Gross.

•  Go to Core>Adjustments

• • Click 'Create'
  • Employee - Find employee by typing in a few characters of first or last name
  • Payroll Item - Choose Medicare Tax 
  • Type - Choose Total Gross
  • Transaction Date - Enter or choose date from calendar
  • Amount - Enter in the amount to be included in the total gross
  • Description - Enter in a description (optional)
  • Click 'Save'

...

• Click 'Create'
• Employee - Find employee by typing in a few characters of first or last name
• Payroll Item - Choose Medicare Tax 
• Type - Choose Applicable Gross
• Transaction Date - Enter or choose date from calendar
• Amount - Enter in the amount to be included in the applicable (taxable) gross
• Description - Enter in a description (optional)
• Click 'Save'

...

Scenario 1

If paid through a USAS disbursement and district wants the amount to appear on the W2 as wages but not in Box 14 as Fringe Benefits:

Option #1

• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup, be sure to inflate the Medicare amount as well as the Total and Applicable Gross.

•  Go to Core>Adjustments

• • Click 'Create'
  • Employee - Find employee by typing in a few characters of first or last name
  • Payroll Item - Choose Medicare Tax 
  • Type - Choose Total Gross
  • Transaction Date - Enter or choose date from calendar
  • Amount - Enter in the amount to be included in the total gross
  • Description - Enter in a description (optional)
  • Click 'Save'

•  Go to Core>Adjustments
  • Click 'Create'
  • Employee - Find employee by typing in a few characters of first or last name
  • Payroll Item - Choose Medicare Tax 
  • Type - Choose Applicable Gross
  • Transaction Date - Enter or choose date from calendar
  • Amount - Enter in the amount to be included in the applicable (taxable) gross
  • Description - Enter in a description (optional)
  • Click 'Save'
•  Before the last pay of the calendar year:
  • Enter the Medicare amount due on the Medicare Payroll Item record as an Error Adjustment both Employee and Employer amounts
  • If City withholding is needed:
    • Calculate the amount of City tax as it applies to the total
    • Enter above calculated amount on the City Payroll Item(s) as an Error Adjustment
•  Manually increase the Total and Applicable Gross amount on the Federal, Ohio, OSDI, City Payroll Items.
  •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'
  •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Applicable Gross
    • Transaction Date- Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable (taxable) gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• • Repeat the same process for State, OSDI and City records. 

Option #2

• Prior to the last pay of the calendar year, total the amounts paid through a USAS disbursement.
• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.

Scenario 2

If paid through warrant check and district wants the amount to appear on the W2 as wages and in Box 14 as Fringe Benefits:

Option #1

• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup, be sure to inflate the Medicare amount as well as the Total and Applicable Gross.

• Before the last pay of the calendar year, enter withholding amount on the Medicare Payroll Item record as an Error Adjustment both Employee and Employer amounts

...

• Calculate the amount of City tax as it applies to the total
• Enter above calculated amount on the City Payroll Item(s) as an Error Adjustment

...

• .
• Manually increase the Total and Applicable Gross amount on the

...

• Medicare Payroll Item record (if applicable):

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose

...

• • • Medicare Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description- Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose

...

• • • Medicare Tax 
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable (taxable) gross
    • Description- Enter in a description (optional)
    • Click 'Save'

• • Repeat the same process for State, OSDI and City records. 

Option #2

• Prior to Before the last pay of the calendar year, if City withholding is needed:
  • Calculate the amount of City tax as it applies to the total
  the amounts paid through a USAS disbursement.
• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.

Scenario 2

If paid through warrant check and district wants the amount to appear on the W2 as wages and in Box 14 as Fringe Benefits:

Option #1

• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup, be sure to inflate the Medicare amount as well as the Total and Applicable Gross.

• Before the last pay of the calendar year, enter withholding amount on the Medicare Payroll Item record as an Error Adjustment both Employee and Employer amounts.
  • Enter above calculated amount on the City Payroll Item(s) as an Error Adjustment
• Manually increase the Total and Applicable Gross amount on the City record(s) as it applies:

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose City Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose City Tax 
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable (taxable) gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Manually increase the Total and Applicable Gross amount on the Medicare Payroll Item record (if applicable)OSDI record as it applies:

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax OSDI Tax
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

...

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax OSDI Tax
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable (taxable) gross
    • Description- Enter in a description (optional)
    • Click 'Save'
• Before the last pay of the calendar year, if City withholding is needed:
  • Calculate the amount of City tax as it applies to the total
  • Enter above calculated amount on the City Payroll Item(s) as an Error Adjustment
Manually increase the Total and Applicable Gross amount on the City record(s) as it applies
• • • in the amount to be included in the applicable (taxable) gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Enter the amount as a Fringe Benefit field on the Federal record:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose
  City
  • • Federal Tax 
    • Type - Choose
  Total Gross
  • • Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount
  to be included in the total gross
  • • of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

...

• • Click 'Create'
  • Employee - Find employee by typing in a few characters of first or last name
  • Payroll Item - Choose City Tax 
  • Type - Choose Applicable Gross
  • Transaction Date - Enter or choose date from calendar
  • Amount - Enter in the amount to be included in the applicable (taxable) gross
  • Description - Enter in a description (optional)
  • Click 'Save'

...

Option #2

• Prior to the last payroll of the calendar year, total the amounts paid through a USAS disbursement.
• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Payroll Payments - Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.

• Manually reduce the Total and Applicable Gross amounts on the Federal and Ohio records by the total amount entered as the Miscellaneous Pay Type:

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose OSDI Federal Tax
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in reduced from the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

...

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose OSDI TaxFederal Tax 
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in reduced from the applicable (taxable) gross
    • Description - Enter in a description (optional)Click 'Save'
    • Click 'Save'

• Repeat the process for the State Tax record as well.

• Enter the amount as a Fringe Benefit

...

• on the Federal record:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax Tax
    • Type - Choose Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

Option #2

• Prior to the last payroll of the calendar year, total the amounts paid through a USAS disbursement.
• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Payroll Payments - Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.

...

Scenario 3

If paid through USPS and district want the amounts to appear on the W2 in Box 14 as Fringe Benefits:

• Enter the amount as the Fringe Benefit field on the Federal record:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

• Manually reduce the applicable (taxable) and total gross amounts on the 001 Federal and 002 Ohio records by this amount.

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal
  Tax
  • • Tax 
    • Type - Choose
  Total
  • • Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount- Enter in the amount to be reduced from the
  total
  • • applicable (taxable) gross
    • Description- Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• Repeat the process for the State Tax record as well.

• Enter the amount as a Fringe Benefit on the Federal record:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax
    • Type - Choose Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

Scenario 3

If paid through USPS and district want the amounts to appear on the W2 in Box 14 as Fringe Benefits:

• Enter the amount as the Fringe Benefit field on the Federal record:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

• Manually reduce the applicable (taxable) and total gross amounts on the 001 and Ohio records by this amount.

...

Scenario 4

If paid through USPS and district does not want this included with the salary account charges in USAS:

• •  In USAS go to Transactions>Receipts:

• • • Post a reduction of expenditure to the 1XX object account and a negative reduction of expenditure to the desired object code.

Scenario 5

If paid part of the calendar year through warrant and part of the calendar year through USPS and district wants the amount to appear on the W2 as wages but not in Box 14 as Fringe Benefits:

Option #1

• Determine total the amount paid through a USAS disbursement.

• Calculate the amount of Medicare tax as it applies to the total.  If there is  Medicare pickup, be sure to inflate the Medicare amount as well as the Total and Applicable Gross.

• Before the last pay of the calendar year, enter the withholding amount on the Medicare Payroll Item record as an Error Adjustment for both Employee and Employer amounts.
• If City withholding is needed, calculate the amount of City tax as it applies to the total.
• Before the last pay of the calendar year, enter this amount on the City Payroll Item(s) as an Error Adjustment.
• Manually increase the Total and Applicable Gross amount on the Federal, Ohio, OSDI, city and Medicare records (if applicable) by the amount paid through the USAS disbursement:

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item -Choose Federal Tax 
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date

...

Scenario 4

If paid through USPS and district does not want this included with the salary account charges in USAS:

• •  In USAS go to Transactions>Receipts:

• • • Post a reduction of expenditure to the 1XX object account and a negative reduction of expenditure to the desired object code.

Scenario 5

If paid part of the calendar year through warrant and part of the calendar year through USPS and district wants the amount to appear on the W2 as wages but not in Box 14 as Fringe Benefits:

Option #1

Determine
• • • from calendar
    • Amount - Enter in the amount to be included in the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Repeat this process for State, OSDI and Medicare records as well.

Option #2

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item -Choose Federal Tax 
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Repeat this process for State, OSDI and Medicare records as well.

Option #2

• Prior to the last pay in the calendar year, determine total the amount paid through a USAS disbursement.
• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.

Scenario 6

If paid part of the calendar year through USAS disbursement and part of the calendar year through USPS and district wants the amount to appear on the W2 as wages in Box 14 as Fringe Benefits:

Option #1

• Determine the total the amount paid through the USAS disbursement.
• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup be sure to inflate the Medicare amount as well as the Total and Applicable Gross.
• Before the last pay of the calendar year, enter this amount on the Medicare Payroll Item record as an Error Adjustment for both Employee and Employer amounts.
• If City withholding is needed, calculate the amount of City tax as it applies to the total.
• Before the last pay of the calendar year, enter this amount on the City Payroll Item(s) as an Error Adjustment.

• Manually reduce the Total and Applicable Gross amount on the Federal and Ohio record by the amount paid through USPS.

...

• Prior to the last pay in the calendar year, determine total the amount paid through a USAS disbursement.

...

Calculate the amount of Medicare tax as it applies to the total.  If there is  Medicare pickup, be sure to inflate the Medicare amount as well as the Total and Applicable Gross.

...

• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.

Scenario 6

If paid part of the calendar year through USAS disbursement and part of the calendar year through USPS and district wants the amount to appear on the W2 as wages in Box 14 as Fringe Benefits:

Option #1

• Determine the total the amount paid through the USAS disbursement.
• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup be sure to inflate the Medicare amount as well as the Total and Applicable Gross.
• Before the last pay of the calendar year, enter this amount on the Medicare Payroll Item record as an Error Adjustment for both Employee and Employer amounts.
• If City withholding is needed, calculate the amount of City tax as it applies to the total.
• Before the last pay of the calendar year, enter this amount on the City Payroll Item(s) as an Error Adjustment.

• Manually reduce the Total and Applicable Gross amount on the Federal and Ohio record by the amount paid through USPS.

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the total gross
    • Description- Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type -  Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Repeat the same process for the State record.

• Manually increase the Total and Applicable Gross amounts on the OSDI records by the amount paid through the USAS disbursement:

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose OSDI Tax
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Enter both the amount paid through warrant and the amount paid through USPS as a Fringe Benefit on the Federal record:

• •  Go to Core>Adjustments

• •  Go to Core>Adjustments
  • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax Tax
    • Type Type - Choose Total GrossFringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the total gross
    • Description- Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type -  Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Repeat the same process for the State record.

• Manually increase the Total and Applicable Gross amounts on the OSDI records by the amount paid through the USAS disbursement:

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose OSDI Tax
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• • • - Enter in the amount of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

Option #2

• Prior to the last pay in the calendar year, total the amount paid through the USAS disbursement.
• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.
• Manually reduce the Total and Applicable (taxable) Gross amount on the Federal and Ohio records by the amount paid through USPS previously plus the amount of the Miscellaneous pay amount.

• •  Go to Core/Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal

...

• • • Tax 
    • Type - Choose

...

• • • Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be

...

• • • reduced from the

...

• • • total gross
    • Description - Enter in a description (optional)
    • Click

...

• • • 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax
    • Type - Choose

...

• • • Applicable Gross
    • Transaction Date - Enter or choose date

...

Option #2

• Prior to the last pay in the calendar year, total the amount paid through the USAS disbursement.
• Add a Payroll Item Configuration record payable to the district using the type of Regular.
• Add the Payroll Item record for each employee.  Enter the reimbursed amount paid to the employee in the Rate field.  Enter a Stop Date (a date prior to the next payroll pay date) so the Payroll Item is active for only one pay.
• Add a Miscellaneous Pay Type in Payroll Payments - Future or Current for the amount reimbursed to the employee. 
• Deposit Outstanding Payables check as a reduction of expenditure against the benefit account.
• Manually reduce the Total and Applicable (taxable) Gross amount on the Federal and Ohio records by the amount paid through USPS previously plus the amount of the Miscellaneous pay amount.

• •  Go to Core/Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax
    • Type - Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be reduced from the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Enter the amount paid through the USAS disbursement and the amount paid through USPS as a Fringe Benefit on the Federal record:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

Scenario 7

District has paid the amounts through warrant and does not want anything on the W2:

• No action is needed

Non-Cash Amounts for W2 Reporting

Scenario 1

If the district wants the amount to appear on the W2 as wages but not in box 14 as Fringe Benefits:

• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup be sure to inflate the Medicare amounts as well as the Total and Applicable Gross.
• Before the last pay of the calendar year, enter the Medicare Payroll Item amount on the Medicare record as an Error Adjustment both Employee and Employer amounts.
• If City withholding is needed, calculate the amount of City tax as it applies to the total.
• Before the last pay of the calendar year, enter this amount on the City Payroll Item(s) as an Error Adjustment.
Manually increase the Total and Applicable Gross amount on the Federal, Ohio, OSDI, City (if applicable) and Medicare records:
 Go to Core>Adjustments
• • • from calendar
    • Amount - Enter in the amount to be reduced from the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
• Enter the amount paid through the USAS disbursement and the amount paid through USPS as a Fringe Benefit on the Federal record:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Tax 
    • Type - Choose Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click 'Save'

Scenario 7

District has paid the amounts through warrant and does not want anything on the W2:

• No action is needed

Non-Cash Amounts for W2 Reporting

Scenario 1

Using Non-cash Taxable Benefit type prior to the last calendar year payroll and NOT in box 14 as Fringe Benefits

If the district wants the amount to appear on the W2 as wages but Not in box 14 as Fringe Benefits.

•  Use the 'Non-cash Taxable Benefit' pay type in Payroll Payments CURRENT or FUTURE and this will represent the non-cash taxable benefits amount (NC3).

Scenario 2

If the Non-cash Taxable Benefit Pay Type was not used during a payroll, the following would need to be done.

If the district wants the amount to appear on the W2 as wages and in Box 14 as Fringe Benefits:

• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup be sure to inflate the Medicare amount as well as the Total and Applicable Gross.
• If City withholding is needed, calculate the amount of City tax as it applies to the total.
• If OSDI withholding is needed, calculate the amount of the OSDI tax as it applies to the total.
• Manually increase the total and applicable (taxable) gross amount on the Medicare records: 

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• •  
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 
    • Type -Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
  •  Repeat the same process for OSDI and City records.
• To add employee Medicare Amount Withheld and Board Amount of Payroll Item (district will pay for both or ask employee for reimbursement)

• •  Go to Core>Adjustments

• •  
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose

...

• • • Medicare Tax 

...

• • • Type - Choose

...

• • • Amount Withheld
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the

...

• • • withholding amount of Employee Medicare
    • Description - Enter in a description (optional)
    • Click 'Save'
  •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose

...

• • • Medicare Tax 
    • Type - Choose

...

• • • Board Amount of Payroll Item
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the

...

• • • Board Amount of Medicare
    • Description - Enter in a description (optional)
    • Click 'Save'

• OR if fully paid by Board:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 

...

• • • Type - Choose

...

• • • Board Pickup Amount of the Payroll Item 
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the

...

• • • Board Pickup Amount of Medicare (1.45%) This will update both Medicare Pickup and Medicare on the employee's W2
    • Description - Enter in a description (optional)
    • Click 'Save'

• Enter the amount as a Fringe Benefit on the Federal record: (this will update the Federal and State Total and Applicable Gross amounts and show in Box 14)

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose

...

• • • Federal Tax 

...

• • • Type - Choose

...

• • • Fringe Benefits
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount

...

• • • of the Fringe Benefit
    • Description - Enter in a description (optional)
    • Click

...

Scenario 2

...

• • • 'Save'

Scenario 3

If 'Non-cash Taxable Benefit Pay Type had not been ' pay type was not used during a payroll, the following would need to be done.

If the district wants the amount to appear on the W2 as wages and in Box 14 as Fringe Benefits:

• Calculate the amount of Medicare tax as it applies to the total.  If there is Medicare pickup be sure to inflate the Medicare amount as well as the Total and Applicable Gross.
• If City withholding is needed, calculate the amount of City tax as it applies to the total.
• If OSDI withholding is needed, calculate the amount of the OSDI tax as it applies to the total.
• Manually increase the total and applicable (taxable) gross amount on the Medicare records: 

• •  Go to Core>Adjustments
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 
    • Type - Choose Total Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the total gross
    • Description - Enter in a description (optional)
    • Click 'Save'

• •  Go to Core>Adjustments

• •  
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 
    • Type -Choose Applicable Gross
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount to be included in the applicable gross
    • Description - Enter in a description (optional)
    • Click 'Save'
  •  Repeat the same process for OSDI, and City records.

• •  Go to Core>Adjustments

...

payroll processing, the Taxable Benefits (NC3) payment amount must be entered under the CORE/ADJUSTMENT JOURNAL, the following would need to be done.

If the district wants the amount to appear on the W2 as wages and NOT in Box 14 as Fringe Benefits:

•  

  Using the Taxable Benefits Type, this amount would only be entered under the 001 Federal Payroll Item. This will update the total and taxable gross totals on the Federal , State, City (If applicable) OSDI and Medicare records during W2 Report. No manual adjustments are needed for the Gross and Taxable Gross amounts.

• • Enter the amount as a 'Taxable Benefits' on the 001 Federal record: 

• • •  Go to Core>Adjustments

• • • • Click 'Create'
      • Employee - Find employee by typing in a few characters of first or last name
      • Payroll Item - Choose
  Medicare
  • • • Federal Tax 
      • Type - Choose
  Amount Withheld
  • • • Taxable Benefits
      • Transaction Date - Enter or choose date from calendar
      • Amount - Enter in the
  withholding
  • • • amount of
  Employee Medicare
• Description - Enter in a description (optional)
• Click 'Save'
•  Go to Core>Adjustments
• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 
    • Type - Choose Board Amount of Payroll Item
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the Board Amount of Medicare
    • Description - Enter in a description (optional)
    • Click 'Save'
OR if fully paid by Board:
•  Go to Core>Adjustment
• • • • the Fringe Benefit
      • Description - Enter in a description (optional)
      • Click 'Save'

Medicare Total and Taxable Amounts will automatically be increased by the Taxable Benefit Amount so Medicare tax will need to be recorded and paid.  If the Medicare withholding is paid by the employee (1.45%) and employer (1.45%), adjustments must be made to the Amount Withheld and Board Amount of Payroll Item.

If Medicare is fully board paid (Pickup), then an Adjustment should be made to the Board's Pickup Amount of Payroll Item (1.45%) only.  This will update both Medicare Pickup and Medicare on the Employee's W2.

• •  Go to Core>Adjustments

• •  
    • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 
    • Type - Choose Board Amount of Payroll ItemWithheld
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the Board Amount withholding amount of Employee Medicare
    • Description - Enter in a description (optional)
    • Click 'Save'
  •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Medicare Tax 
    • Type - Choose Board Pickup Amount of the Payroll Item
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the Board Pickup Amount of Medicare
    • Description - Enter in a description (optional)
    • Click 'Save'

• Enter the amount as a Fringe Benefit on the Federal record: (this will update the Federal and State Total and Applicable Gross amounts)OR if fully paid by Board:

• •  Go to Core>Adjustments

• • • Click 'Create'
    • Employee - Find employee by typing in a few characters of first or last name
    • Payroll Item - Choose Federal Medicare Tax Type 
    • Type - Choose Fringe BenefitsBoard Pickup Amount of the Payroll Item 
    • Transaction Date - Enter or choose date from calendar
    • Amount - Enter in the amount of the Fringe BenefitBoard Pickup Amount of Medicare (1.45%) This will update both Medicare Pickup and Medicare on the employee's W2
    • Description - Enter in a description (optional)
    • Click 'Save'

...