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W2 Precheck

As 2023 draws closer to closing, it’s once again time to focus on W2 processing. Before the final pay of the calendar year is processed, there are special situations one will want to take into consideration. Do any of the following apply to any of your employees? If so, please click on the associated link to receive detailed information regarding that specific W2 scenario.

Items that need considered before the employee’s last pay of the calendar year:

• Life Insurance - Click here for detailed instructions.

• Adoption Assistance - Click here for detailed instructions.

• Reimbursable Employee Expenses - Click here for detailed instructions.

• Taxable Benefits - Click here for detailed instructions.

Items that need to be considered before creating the employee’s W2:

• Dependent Care - Click here for detailed instructions.

• Third Party Sick Pay - Click here for detailed instructions.

• Life Insurance - Click here for detailed instructions.

• Fringe Benefits - Click here for detailed instructions.

• Moving Expenses - Click here for detailed instructions.

• Company Vehicle - Click here for detailed instructions.

• Adoption Assistance - Click here for detailed instructions.

• Taxable Benefits - Click here for detailed instructions.

• Health Reimbursement Arrangement Information - Click here for detailed instructions.

Deleting Requisitions

If you find yourself reviewing data for clean up, one place you may look is to the Requisitions grid. This grid can be filtered down to show any requisitions that have not been converted to purchase orders. This can be a handy filter to use when converting, but if it's cluttered up by old transactions, that is not ideal. A recent USAS update will help with the process of cleaning up old transactions.

Open

To start, any requisitions that were migrated from the classic software are able to be deleted. Simply click the X icon on the row and remove these. Additionally, any requisitions that have not been converted and are in an open posting period qualify to be deleted and will show the X icon as an option.

Can I delete a Requisition that is in a closed posting period?

In general, when adding or editing any transaction, the posting period must be open to keep the accounts and reports up to date. Since requisitions are ‘requests’ for goods/services and are not official until approved/converted into a purchase order, we have had requests to allow these to also be deleted without the past posting period being reopened. This update was recently released in USAS and is now available.

In order to do so, however, there are a couple requirements that need to be met:

1. There is a rule that will prevent deleting requisitions in closed periods by default. If you’d like to use this option, this rule needs to be disabled.
   The rule is labeled as RequisitionClosedPeriod. For users with access, this is found on the System > Rules grid. The Enable box would need to be unchecked to disable this rule. Once the updated rule is saved, make sure to also use the Activate option at the top of the Rules grid to implement the change.
   
   

   Open

   

2. The Pre-Encumbrance module must not be enabled. By default, requisitions do not encumber monies on the expenditure accounts until approved/converted to a purchase order; however, due to the flexibility of the application, the district may have chosen to enable the Pre-encumbrance module to track the requisition amounts on the accounts. This module also calculates the real time remaining balance on the account(s) making it necessary to only make changes in an open posting period.  This module may also be enabled if your district uses the User Based Balance checking so that requisition submitters get warnings for exceeding budget. 
   
   Deleting requisitions from previous posting periods can impact these pre-encumbrance calculations. If you do use this module and want to proceed with deleting transactions, the module will need to be disabled. It can be disabled temporarily and then re-enabled. If so, the pre-encumbrance calculations in the current period would be based on the current transactions when it’s re-enabled. This could cause differences between pre-encumbrance totals for archived reports and any generated retroactively. Generally, these calculations are tracked for the fiscal year so the impact of this may be minimal if deleting requisitions from prior fiscal years. 
   
   The Pre-Encumbrance module can be found on the System > Modules page for users with appropriate access. If the module is enabled, simply click the - icon to disable it.
   
   

    

3. If your district uses the Requisition Workflows option, any requisitions that are still in the process of going through a workflow cannot be deleted. Requisitions that are Pending, Rejected, or Canceled can be deleted. There is an additional update that will be released this month to allow requisitions that are Approved, but not converted, to be deleted as well.
   
   Requisitions that are currently In Progress, but you want to delete would need to be Recalled or Rejected in order to delete. There are currently posting period requirements for Workflow Approval Status changes, so Requisitions in this situation may require further action depending on the Requisition Date. We do have further updates planned to allow these to be addressed without reopening previous posting periods.

Please see our wiki for more information about Requisitions.

• SSDT Wiki

• November Release Recap

• Newsletters Home Page

• SSDT Documentation

• USAS Documentation

• USPS Documentation

• Inventory Documentation

• SSDT YouTube Channel

• USPS YouTube Playlist

• USAS YouTube Playlist

• Inventory YouTube Playlist

Medicare pick-up anyone? We recently provided an overview on how medicare pick-up is calculated, how it’s added to the total gross and applicable gross on various payroll items, and how it appears on the Quarter Report, W2 Report versus the Earnings Register. Also explained are steps to correct situations when medicare pick-up isn’t calculated properly in the system. Check it out!

Did You Know?

Employer Health Coverage Costs:

When processing W2’s, it is extremely important the amount on the W2 Report listed as the Emplr Hlth Coverage be reviewed.

This value is then placed on the employee’s W2 in Box 12 with Code DD.

If the value is not correct, Core>Adjustments using the type of Health Insurance can be created to report the correct amount.