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Beginning of the Year Annuity/Regular Rate Changes

Please Note: Contacting your ITC may be required if Mass Change privileges are not allowed at the district level

If rate changes are needed to be made to Payroll Items before the first pay in 2022, Mass Change or Mass Load can be used to update the employee rate, employer rate or both amounts.

Mass Change

• Under Core>Payroll Item, select Annuity Item or Regular Item
• Make sure that Rate and or Employer Rate are chosen under the More button
• Important: Use the Filter row to filter the data (i.e. Code, Dates, etc.) to ensure the data appearing on the screen is the data needing to be changed 
• Click on the Mass Change button.
• In Maintenance Mode, click on the Import Definition button and import any or all of the following scripts (Note: these scripts must be downloaded before you can import them):
  1. Employee Rate
  2. Employer Rate
  3. Employee/Employer Rate
• Under Load Definition,  select the script you wish to use to make the rate change.
• Update the “New Value” to the new rate amount.
• Click the Execution Mode option.
• Repeat if necessary if setup as different Payroll Item codes.

Note: Always remember to filter the data before every Mass Change process

Mass Load

• Under Core>Payroll Item, select Annuity Item or Regular Item
• Make sure that Configuration Code, Employee Number, Position Number, Rate and or Employer Rate are chosen under the More option. First Name and Last Name can also be included for easier recognition on the records.
• Using Payroll Item filter the data by Code.
• Click on the Report button to create a report of the Payroll Item you are needing to update, choosing the Excel Field Names format
• Make Rate and or Employer Rate changes on the file.
• Save the file with the changes to a CSV formatted file.
• Go to Utilities/Mass Load
  1. Choose your file
  2. Choose Importable Entities-Payroll Item
  3. Click Load

Note: The import file can contain multiple payroll items and employees in one import.  For example, if you are changing multiple annuity record rates (codes 542, 543, 544), all of this data can be included on one file.

Preparing for 1099s

For USAS-R users, a significant part of the Calendar Year End procedures involves preparing 1099s for vendors. We recommend reviewing and verifying all 1099 vendor data to ensure accurate 1099 forms. This includes confirming Tax ID Types and 1099 Locations for vendors that qualify to receive a 1099.

You can start reviewing relevant vendor information right now! Here are some tools to help:

• SSDT 1099 Vendor Report
• This report can be found on the Home page or in the Reports Manager. The Report Parameters include options to filter by YTD amount or for specific 1099 Type vendors.
• The report includes the 1099 Address information, Tax ID Type, Tax ID#, YTD Taxable and YTD Total amounts.

• Core > Vendor Grid
• Under the Core Menu, navigate to the Vendors grid to review vendor information directly for each record. 
• In the Vendors grid, add the 'Type 1099', 'Tax ID Type', 'ID #" and 'YTD Taxable Total' columns to the grid.  Under 'Type 1099' filter by <> non 1099 to query all 1099 vendors. You can then use the YTD Total to filter on amounts (i.e. >=600). You can also save your filtered grid by using the 'REPORT' button.

• Review the Tax ID Type and Id# (SSN or EIN) for all 1099 vendors to make sure they are correct and identified.

• If Vendors do not have a Tax ID Type or Id#, update the vendor record to include this information.

• Vendor Adjustments
• If the YTD Taxable Total needs to be updated for a vendor (void prior FY check, royalties, combining vendor records) the Vendor Adjustments option can be used to modify the YTD Taxable Total and YTD Total fields.
• This option can be located from the Core > Vendors grid by viewing a specific vendor record and then clicking the Vendor Adjustments option at the top of the vendor window.
• Make sure the "Taxable" checkbox is marked to update the YTD Taxable Total that is used for 1099 reporting.

Additional information on these steps can also be found in the Pre-Closing Procedures section of the USAS Calendar Year End Checklist.

Beginning with tax year 2020, Form 1099-NEC is used to report nonemployee compensation.  Click here for further information on IRS website regarding Forms 1099-MISC and 1099-NEC.