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Processing Special Situations on Employee's W2

Where do I start? We can probably all agree that processing these situations can be both confusing and stressful. We have resources to help.

Each situation listed below has its own document to assist in reporting the information correctly. These situations are also highlighted in our generic USPS Calendar Year-End Closing Checklist.

(Please note, individual ITCs may supply slightly different instructions depending on the policies and procedures of the ITC.  Therefore, these procedures are intended to be general guidelines only.)

• Adoption Assistance

• Life Insurance

• Non-Cash Taxable Benefits

• Third Party Sick Pay

• Reimbursable Employee Expenses

1099 Precheck 

In USAS, there are a few steps that can be taken at any time prior to Calendar Year End to prepare the vendor information for 1099s. Below, we’ll discuss steps that can be used to review a list of vendors currently setup to receive 1099s, how to check vendors that are not currently setup to receive 1099s but may qualify, and other vendor information that should be reviewed for 1099 reporting.

(Please note: A generic USAS Calendar Year End Checklist which includes the steps detailed in this article can be found in the USAS Documentation Appendix here. Individual ITC's may supply slightly different instructions depending on the policies and procedures of the ITC.  Therefore, these procedures are intended to be general guidelines only.)

First, you should review any vendors that currently qualify to receive a 1099 and verify all relevant 1099 information on that vendor record to ensure its accurate and up to date. You can pull these up right on the Vendor grid.

• Go to the Core Menu > Vendors Grid

• Click on the “More” option to select additional columns to add to the grid

• Expand the section for 1099 fields. Add the 'Type 1099', 'Tax ID Type', 'ID #", and 'YTD Taxable Total' columns to the grid. 

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• 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 save your filtered grid by using the 'REPORT' button.

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• Review the Tax ID Type and Id# for each of these vendors to make sure they are correct and identified. If any vendors do not have a Tax ID type or Id#, update the vendor record to include this information.

It may also be helpful to review vendor records for those that may qualify for the YTD Taxable Total amount but are not currently marked to receive a 1099. This step can help catch vendors that may have previously not been marked to receive a 1099 in previous years but should now receive one.

• The same grid as above can be used.

• Under 'Type 1099' filter by non 1099 to query all non-1099 vendors to verify these vendors should not receive a 1099. You can then use the YTD Total to filter on amounts (i.e., >=600).

Next, it is helpful to also review the Vendor Location information. Vendors may have multiple locations entered on the vendor record, but one will specifically be marked to be used on 1099s.

An easy way to review this information for all 1099 vendors is to run the template SSDT 1099 Vendor Report. This report can be found in the Report Manager. Use this to review the 1099 data in order to ensure 1099 names, 1099 Vendor Location addresses, ID # and amounts are correct.   By default, the report includes all 1099 types.  You have the ability to include all 1099 types regardless of YTD amounts or those meeting the IRS requirement.  You may also customize the report for specified 1099 Types (i.e., royalty payments).       

If updates are needed to the YTD amounts, the Vendor Adjustments option can be used to accomplish this. These can be found on the individual Vendor record and allow adjustments to both the YTD and YTD Taxable Totals on the vendor. The YTD Taxable Total specifically is used for 1099 amounts. More information about Vendor Adjustments can be found here.

Assigning Payroll Items at the Position Level

Just a quick note! It is important to remember when creating payroll items for employees, assigning payroll items to a specific position should only be utilized if there is a valid reason. Making a habit out of assigning payroll items to positions can lead to withholding and retirement reporting issues.

After selecting the employee and the payroll item, a message will appear. This message serves as a reminder that selecting a position is only required if the withholding is by position.

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SSDT recently covered the Accounts Receivable menu options and available reports with ITC fiscal support staff. The AR module allows schools districts to process customer invoices, track payments and manage the monies owed to them. Please click here if you would like to find out more on how the Account Receivable module works, how you can install it on your USAS application, customize your billing form as well as email billings to customers.

Did You Know?

AR Improvement when applying AR payments.

This small button located on the AR Billing grid in USAS is a big improvement for Users who like to continuously process a stack of payments from the Billing grid.

By check marking on the AR Billing grid, the User will remain on the Billing grid after selecting a Billing and applying a Payment. This will allow the User to continue to select other Billings on their filtered grid in order to apply payments without leaving the Billing grid. If the User unchecks the system will navigate to the Payments grid.

When the User hoovers over this new button , the tooltip will show:

Did You Know?

W2 Report and W2 City - City Tax Entity Code drop down box

The City Tax Entity Code has been upgraded to a dropdown selection:

The drop-down box has been added to:

• W2 Report

• W2 Forms

• W2 City

The city is identified by the Tax Entity Code from the City Item configuration under Core/Payroll Item Configuration.