Get to Know Becky Stone, A New Member Of Our Payroll Team

Let me introduce myself. My name is Becky Stone, and I became a new member of the RDA Payroll Customer Care team November 2014. I have worked 30 plus years in HR/Payroll customer service, software support and implementation. As I was searching for a new opportunity to use my experience, I found RDA and have been thrilled that I became a part of this great team, where they value their customers and team work.

Over the years I have really enjoyed the interaction with customers. I get a deep sense of satisfaction when solving problems or helping customers out where necessary. As a member of the Payroll Customer care team, it is important to me to work in exceeding our customers expectation, providing timely solutions and help to deliver quality products to meet our customers needs. My top priority is continue to work on increasing my working knowledge of OpenRDA and having the opportunity to interact with our valued customers.

On a personal note, I am a Georgia native, living in the metro Atlanta area all my life. I currently have resided in Canton, GA for the last 18 years, with my husband Ken. We have been truly blessed with a wonderful family. Spending time with our family is very important and we love attending our very active grandchildren’ s baseball, football, softball and basketball games. Taking vacations to spend quality time as a family has been a priority over the years, going on cruises, spending time at the beach and finding new vacation adventures. Our last cruise we had a total of 24 family and friends and it was very memorable. This fall we are planning family time at Disney World

Have a blessed Day!

New Calendar Year Reminders

Just a few quick reminders for the new calendar year.

To update any tax table or rate change for 2015:

  • Verify the latest programs are downloaded and updated (check News Articles for latest release and compile dates)
  •  Access the applicable tax Deduction Description, and click the Copy Standard Setup button, which is located on the Compute tab
  • A window will appear, asking you to verify the deduction you want to update; the Deduction Description ID and the Deduction Type will display; click Select.

Using The Copy Standard Feature

On the OpenRDA Answers page, there is detailed documentation on how to use the Copy Standard Setup button to update tax changes.  A link to this documentation is below:

http://wiki.openrda.com/wiki/index.php/Category:PAYROLL_SETUP

Calendar Checklist

Also on the OpenRDA Answers page, there is a Calendar Checklist, which can be used to verify that the necessary steps have been completed for the beginning of the calendar year. A link to the Calendar Checklist is below:

http://wiki.openrda.com/wiki/index.php/CALENDAR_CHECKLIST_FOR_OPENRDA

Payroll: ACA Reporting

Draft 1095-C FormNew Payroll Reporting Forms for 2016

Beginning in 2016, two forms will be required for the 2015 calendar year in connection with ACA reporting: the 1094-C (Transmittal of Employer-Provided Health Insurance Offer and Coverage Information Returns) and 1095-C (Employer-Provided Health Insurance Offer and Coverage).

  • The 1095-C is a form that will have to be distributed to each employee after year end, along with Form W-2. The 1095-C will be available in RDA in a future program release, in paper and electronic format.
  • The 1094-C is a summary of the information on Forms 1095-C, and provides full-time (benefit-eligible) employee counts.  Similar to the W3, this is an employer control form and will not be added in RDA.

Enhancements Released on 12/15/2014

In order to gather information that’s required on these forms, we have created the following enhancements in OpenRDA which are available in the programs released 12/15/2014:

  • A Group Health Insurance boolean and corresponding Date field on the Benefits tab in Personnel Demographics, so that benefits-eligible employees can be flagged
  • A drop-down Code field on the Benefits tab in Personnel Demographics and Add Personnel, so each eligible employee can be manually assigned the appropriate code as required; this code will be included in the Update Payroll History and Undo Update Payroll History processes and reports, and will be stored in the Personnel Calendar Summary
  • We strongly recommend that you complete the set up for Eligibility and Codes prior to the first payroll of 2015; otherwise, the option is to manually add them for any payrolls that run before the set up is complete.
  • A Lowest Health Coverage boolean on the Deduction Description Master Maintain Screen, so that the lowest coverage option offered to employees can be flagged
  • A Count boolean in the Personnel Calendar Summary, so that monthly eligibility for health insurance (i.e., full-time employee count) can be tracked automatically, and manually adjusted as necessary; the Update Payroll History and Undo Update Payroll History processes now automatically update the Count boolean
  • The Personnel Calendar Pay by Month Report (MONTHLYPAY RANGE SCREEN) has been modified to include eligibility count and codes per month
  • A Self Insured GSV in Payroll to track those customers that are self-insured, since there is specific reporting for such employers
  • Access to Personnel Dependents Maintain Screen in order to track required dependent information and eligibility for coverage; all Enterprise customers already had this; any 101 customer that is self-insured will need to notify RDA, at which point, we will turn on the associated Dependent Bundle at no charge
  • The Job Pay Rate Units and Calendar Job Rate Monthly Summary reports have been modified to allow for a days-worked equivalent method to be used, instead of the default method of counting actual hours worked; customers that want to use the days-worked equivalent, whereby each employee is credited with 8 hours of service/day, should flag the boolean to round up units; the result will be that the Daily Unit amount will round up to the next whole number; for example, if an employee has 1.5 units, the report will round up to 2

101  Customers

RDA is currently making changes to 101 customers’ directories to facilitate the tracking of hours in payroll, which will determine which employees are full-time.  If you are a 101 customer, and we have not yet made these changes in your directory, know that we will do so in December, and will follow up with an email detailing the changes we made.  If you are an Enterprise customer, you are responsible for any changes needed to rates and Gross IDs, as you have access to the Position Tracking module.

If you have any questions, please submit a cyber support request.

 

 

W2 and 1099 Reminders for 2014

W2 and 1099 FormIt’s almost that time of year again….W2 and 1099 season!  As you all know, there is some prep work to do to ensure successful printing and filing.  We have provided a list of reminders to help you with these efforts.

  • Perforated paper, forms and envelopes should have been received by now. Please open the packages and review your order asap. Contact Mimi English if you have any issues with your order.
  • December program updates are required before loading your W2 and 1099 masters and printing your forms.  These programs will be available to download by Wednesday, December 17th. If you are not using our automatic program update service, RDA can download programs and run updates for you. There is a $50 fee and you must be on a linux or cloud server. Contact Dona Todd to schedule.
  • W2 Printing: As you have all heard, OpenRDA software will be creating and printing the entire W2 form on plain/perforated paper for 2014. Be sure to read this year’s W2 online documentation carefully. We will provide tips on how to ensure the forms print correctly on the front and back of your plain or perforated paper.
  • 1099 Printing: There are multiple options for printing 1099s this year. Please read the 1099 printing instructions in our online documentation carefully to ensure you are following the steps that pertain to the option you selected when ordering supplies.
  • A note on 1099 perforated paper: If you elected to buy perforated paper for 1099s, we explained that you should expect it to be plain on the front and back. The paper shipped to you actually has the 1099 instructions printed on the back. We have modified the 1099 print menu to “not print instructions” so this will not be an issue. If you have more questions, please contact Mimi English.
  • If you have signed up for RDA’s W2/1099 Print Service, you should have received an email with instructions detailing what you need to do prior to sending RDA your data and how to send RDA your data. Contact Mimi English if you did not receive this email.

As always, you may contact support for additional help with W2 and 1099 questions. Keep in mind the fastest and most accurate way to get your help request on our call board is to use cybersupport.

All of us at RDA hope you are enjoying this merriest of seasons! Merry Christmas!

Affordable Care Act (ACA) Reminders – Payroll Setup

Large employers (those with 100+ full-time equivalent employees) need to start the determination of full-time employee status now to ensure ACA reporting compliance for 2015.  If you have not already done so, now is the time to complete the setup that will be necessary for reporting,  and to practice by using the two reports we have designed for this purpose:

  • Job Pay Rate Units (Reports ? General Payroll Info ? Job Pay Reports)
  • Calendar Job Rate Monthly Summaries (Reports ? Calendar and Fiscal Year)

OpenRDA’s Payroll Product Group recommends the following setup for tracking hours worked by part-time employees:

Personnel Status / Status Title

Ensure that Status Titles are set up in such a way that reports can be run to include all hourly/daily-paid employees whose hours need to be tracked; for example, all part-time and substitutes may have a Status Title of RPT (REGULAR PART-TIME).

Hours Per Day

It is essential that Hours Per Day are set on jobs paid by the day (for example, substitutes) or at a unit rate other than by the hour (for example, coach jobs).  For Enterprise customers, it is recommended that new Gross IDs be created to account for variations in Hours Per Day, and that those Gross IDs be assigned to employees’ Job Masters; alternatively, unique Gross IDs can be added with Hours Per Day set on each employee Job Master.  For OpenRDA 101 customers, Hours Per Day must be set directly in the employees’ Job Master.

Payments to Part-Time Employees

All part-time, salaried employees should be changed to be paid by the hour.  Default hours/units can optionally be set up so that employees who regularly work the same number of hours will automatically be paid those hours (exceptions can be made when needed).  Any Gross Rates that have a default rate of $1.00 must have that default rate of $1.00 removed, so that a unit and true rate (hourly or daily) can be entered.

Correct Selection of Rate ID

The correct Rate ID must be selected when entering hours/days to be paid.

  • HOURLY UNIT:  Must be selected when the job is paid by the hour.
  • OVERTIME-ABOVE or OVERTIME-BASE:  Must be selected when paying overtime.
  • DAILY UNIT:  Must be selected when the job is paid by the day.  If your setup includes a Gross ID of RET-DAILY, you should continue to use that Gross ID, in conjunction with the DAILY UNIT rate, for jobs that are paid by the day and are eligible for retirement, but no other voluntary deductions.  Hourly jobs that are retirement-eligible, but not subject to other voluntary deductions, should instead use a Gross ID called RET-MISC UNIT.
  • ADJUSTMENTS: When using this rate, which is commonly used for retro pay or docking, do not enter amounts to be paid in the Units field in payroll.  You can continue to use this rate, but by entering 1 as the Unit, and then entering the total amount to be paid.

For updated information regarding the ACA regulations, you can refer to www.irs.gov.

OpenRDA 101 customers: We will need to make changes to your rates, and will notify you when we’re doing so.

Enterprise customers: If you need assistance with the setup, please submit a cyber-support ticket.

Garnishment Deductions

It is likely that at some point you will have to add garnishment deductions to employees. Creditor garnishments, tax liens, IRS levies and child support orders all require very specific setups, and may seem confusing and intimidating. Don’t worry; we’ve got you covered. We have documented the various setups, and have built tables in OpenRDA for you to use when appropriate.

Some court orders stipulate that deduction amounts are to be based upon established tables. We have built tables in OpenRDA that correspond with Federal and State garnishment rules. These tables calculate garnishment amounts, including $0.00, based upon ranges of disposable income (i.e., gross minus taxes) by pay frequency. For a point of reference, Federal tables can be viewed at www.dol.gov.

The Federal tables in OpenRDA have been updated to conform with Federal garnishment rules. The Virginia garnishment tables were already in compliance with Virginia rules, so were not changed.

Documentation on garnishment deduction setups can be accessed from OpenRDA, under Help > OpenRDA Answers/Documentation > Payroll > Documentation > Setup. You can also use the links below:

Our tables and documentation should assist you with the setup of new garnishment deductions. As always, please submit a cyber support request if you have any questions regarding the setup process.