Year End Leave Services

Year End Leave Services


Leave Liability

Do the very words make you shutter? This can be a very tedious and time-consuming task. We also know it has an enormous impact on your planning and budget processes for the future. That’s why RDA is offering a service to calculate this on your behalf. RDA will customize your Leave Liability reporting to meet your individual needs. With our help, you’ll no longer have to maintain a separate spreadsheet to produce leave liability information to your auditors. RDA has the experience to customize reports based on your individual Leave formulas allowing you to easily and quickly provide accurate information to your auditors!

Whether we have helped you in the past with calculations or guidance or if you are new to the process, it would be our pleasure to provide this service to you this year. If there have been no changes to your leave policies, you also have the option of running the processes on your own this year.

Leave Tables

If you have the Leave Management module, then in a few short weeks, you will be moving your employees’ leave balances to the new fiscal year. We want to make that task easier, and also allow your leave processing to be streamlined for the future. With this goal and timing in mind, we want to get the word out about a useful feature in our software, Leave Tables .

Leave Tables must be set up BEFORE you use the Move Leave Balances process. This is a good time to review your Leave IDs and determine which of the same type may be able to be combined and set up a table that would determine employees’ earnings based on their employment tenure. Once tables have been set up, you can use the Move Leave Balance process to move balances into the new year, and at the same time, into the unified Leave ID.

These are very time-sensitive tasks requiring advance preparation and coordination. RDA will need to receive a copy of your data in order to perform the liability calculations. Please contact us as soon as possible so we can serve your needs efficiently. To reserve your spot, we will need to know as soon as possible if you would like to take advantage of these affordable services.

Please email Mimi English (mimi.english@rdasys.com) as to reserve your spot, and she will be happy to send you a proposal.

It is our hope that you find value in these recommendations and instructions. If you have questions regarding fiscal year end, please submit a cyber support request.

End of Year and New Year Information

End of Year and New Year Information

End of Year/New Year

Due Dates

  • The IRS has issued an extension to furnish 1095-C forms for reporting year 2018 to employees by March 4, 2019
  • For reporting year 2018, the due dates to file information returns 1094-C and 1095-C with the IRS have not been extended and are due as followed:
  • February 28, 2019 for paper filers
  • April 1, 2019 for electronic filers
  • Form W-2 must be furnished to employees by January 31, 2019
  • The due date for filing 2018 Forms W-2, W-2AS, W-2CM, W-2GU, W-2VI, W-3, and W-3SS with the SSA is January 31, 2019, whether you file using paper forms or electronically
  • Form 1099 and 1099-MISC must be furnished to workers by January 31, 2019
  • The due date for filing forms 1099 and 1099-MISC is January 31, 2019

Year End/New Year Program Releases

New programs for year end forms and filing as well as any published state and IRS tax changes will be available end of December to early January.  Any additional tax changes that are published early January will be available end of January to early February. Go to the bottom resource bar and click on Help – OPENRDA Press Releases for program release information and OPENRDA Product Announcements for more information regarding the program changes.

New Year Reminders

Please click this link to access the wikis with new year reminders.


Year End Balancing

Year End Balancing

Year-end featured image RDA

It’s hard to believe, but now is the time to start reviewing your payroll reports and setups to verify that everything is in place for year end.

Reports

We recommend that you run the following balancing reports from Reports > Payroll Tax Reports:

  • Check for Unupdated Deduction Pay Masters: Pinpoints Pay ID’s that have not gone through the Update Payroll History process, which would mean they’d be excluded from 941’s and W-2’s because they haven’t been updated to a Calendar Month or Year
  • Federal/State Earnings Comparison: Identifies employees whose Federal wages don’t equal their State wages, which would normally indicate a problem, unless they had a deduction that sheltered Federal, but not State wages
  • FICA/Medicare Earnings Comparison: Identifies employees whose FICA wages don’t equal their Medicare wages, either because they were exempt from FICA, met the annual FICA gross limit, or have an issue that needs to be addressed
  • FICA Earnings Calculation Report: Determines whether any employees’ FICA is outside the acceptable rounding difference of 6.2% of taxable earnings
  • Deduction Pay Masters/Calendar Comparison: Compares employees’ Deduction Pay Masters (which determine tax liability) to Deduction Calendar Summaries (which project 941 and W-2 taxable wage and tax amounts), and distinguishes differences that are valid (because they were the result of adjustments having been made in the Change Deduction Earnings and/or Amounts process), from discrepancies that require further investigation
  • 941 Tax Liability Report: Shows employees’ Federal, FICA and Medicare earnings, sheltered amounts and liabilities by Pay ID, month and quarter, as well as a total number of employees that has each deduction
  • Consolidated Tax Report: Details employees’ Federal, FICA, Medicare and State earnings, sheltered amounts and taxes for the selected quarter, and provides totals for the year
  • Note that the 941 Tax Liability Report and Consolidated Tax Report should match, unless any adjustments have been entered on the Change Payroll Deduction/Earnings Amounts screen, without the indication to Adjust Gross to the Pay Master .

Documentation

We encourage you to refer to our online document that provides ranging recommendations and review tips to help you balance your tax deductions each payroll, month and quarter.

http://wiki.openrda.com/wiki/index.php/PAYROLL-TAX_DEDUCTION_BALANCING

Please let us know if you have any questions as you prepare for year end. We look forward to helping make your year end experience a smooth one.

NY STATE TAX REPORT (NYSTAXPAPER)

Enhancements have been made to this report to allow the user to exclude the QTD Withheld column on the 4th quarter report. A boolean has been added, Exclude QTD Withheld, that can be selected when 4th Quarter is selected as the Quarter Reported. Although this report is informational only and is not intended to be a substitute of the NYS-45 form, this change allows for more flexibility on the 4th quarter report.

Product Date: Friday, June 6, 2014

ARCHIVE NET ZERO ADVICE SLIPS

A process has been created to archive Net Zero Advice slips. Since there is not any number (check or direct deposit) associated with the advice slips, they are not accessed via the job pay master but as a personnel document (with a document type of ZERONET). Zero Net Advice Slips generate when deductions for an employee equal gross.

Product Date: Thursday, February 13, 2014