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Payroll end-of-year training

Payroll end-of-year training. The Financial Edge – Roundtable January 10 th , 2013.

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Payroll end-of-year training

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  1. Payroll end-of-year training The Financial Edge – Roundtable January 10th, 2013 The audio for this webinar will be broadcast through your computer.  Once you join the presentation, a small audio broadcast box will appear on your screen and you will hear the host through your computer speakers. To join an Audio broadcast in WebEx, click on the Communicate menu in your WebEx screen and select Join Audio Broadcast. If you are having problems connecting with the audio broadcast server you can still join using the teleconference. To join the teleconference follow the steps below: 1.Leave the audio broadcast by clicking on Communicate > Leave Audio Broadcast. 2.Get the teleconference number, click on Communicate > Join Teleconference. If you are unable to listen to the audio through your computer and wish to dial into the conference line, please use the information below: Teleconference information: Call-in toll-free number: 1-866-4106539 (US)Call-in number: 1-660-4225471 (US)Conference Code: 843 654 3232 This presentation is available on our website, located in The Financial Edge Blog https://www.blackbaud.com/files/support/blogs/fe/2012%20and%202013_PYFinal_revised.pdf

  2. RELEASE UPDATES • The EOY release was released December 20, 2012. For Version 7.84.52, Patch 1 For Version 7.82, Patch 38 • It did NOT contain changes to Federal tax tables. • It did include changes to state tax tables and a structural change to Medicare (and 1099 media file updates for those who use Accounts Payable). **Please update to the latest patch for your version once you have run your last payroll from 2012 • The Financial Edge 2013 Tax Table download was released January 4th, 2013. • Once this is downloaded, you will still need to create your 2013 tax table.

  3. Overview • How to set up system security • Who is Aatrix • How to install Aatrix • Windows 7 installation • How to register Aatrix • How to reconcile Federal tax reports • How to correct 941 amounts • How to correct W-2 amounts • How to create W-2s • How to prepare for the upcoming year • This presentation is available on our website, located in The Financial Edge Blog section. https://www.blackbaud.com/files/support/blogs/fe/2012%20and%202013_PYFinal_revised.pdf

  4. How to set up system security • Grant user access to State and Federal Tax Reports • In Administration, Set up system security, open the user’s security group • Grant the user rights to Mail, State Tax Reports, and Federal Tax Reports

  5. Questions about setting up security? Teleconference information: Call-in toll-free number: 1-866-4106539 (US)Call-in number: 1-660-4225471 (US)Conference Code: 843 654 3232

  6. Who is Aatrix? • Aatrix is a leader in payroll tax forms • Aatrix provides over 300 certified state payroll reporting forms • Integrates directly with The Financial Edge • Why is it beneficial to e-File? • Saves time • More cost efficient • Streamlines tax process • Green

  7. How to install Aatrix • Aatrix installs automatically when you click State and Federal Tax Reports • You must have Internet access to install Aatrix • Each installation of Aatrix works independently from each workstation

  8. How to install Aatrix – Windows 7 • Disable the User Account Control (UAC) settings (BB414033) • Run The Financial Edge as an administrator

  9. Install Aatrix from the Blackbaud Management Console Install Aatrix button is grayed out in BBAdmin.exe (BB716830)

  10. How to register Aatrix • Remove expired registration codes • Display the 941 to access the registration screen • Fill out the information and click OK

  11. Questions about Aatrix, installation, or registration?

  12. How to reconcile Federal tax reports • 4th Quarter 941 (BB242156) • Payroll Register • Adjusted Gross Wage Report • Employee W-2 (BB706787) • Employee Profile Report • Adjusted Gross Wage Report • Deduction Profile • Employee Record • Configuration

  13. How to correct 941 amounts • Line 7a of 941 is negative or has more than a few cents displayed

  14. How to correct 941 amounts • Create a Pay Type query with the following criteria to find the problematic pay types: • Medicare – Report only, no withholding OR • Social Security – Report only, no withholding • Create a Payroll Register filtered by the query to find the affected calculations

  15. How to correct 941 amounts

  16. Questions about correcting 941 amounts?

  17. How to correct W-2 amounts • W2 Wizard

  18. Questions about correcting W-2 amounts or the W-2 Wizard?

  19. How to create W-2s

  20. How to create W-2s

  21. How to create W-2s

  22. How to create w-2s • Employee W-2s will display and print as a 4-up form • Federal, State, and Employer W-2s will display and print as a 2-up form.

  23. Questions about creating W-2s or forms?

  24. Start off the year, without any fear • Update the Financial Edge to the End of Year release and patch • Create 2013 tax tables • Copy 2012 schedules using the same Schedule ID • Create group assignments to globally add and expire pay types, deductions, and benefits

  25. How to prepare for the upcoming year • Add the new tax table in Configuration. • Specify the appropriate Pay stub ID. • Enter the appropriate General Ledger Distribution for each tax. • BB738499: How to download the 2013 Federal Tax Table

  26. Additional Medicare Tax- Effective 1/1/2013

  27. How to prepare for the upcoming year • Highlight the 2012 schedule and use copy from to create the new 2013 schedule. • The above prompt will be given when calculating payroll for the first time after …creating a new schedule.

  28. How to prepare for the upcoming year • Create Group Assignments globally assigns and expires compensation types • Use the Edit Deduction button to load the new schedule on the deduction being assigned.

  29. Questions about creating tax tables, schedules, or pay types?

  30. End-of-year resources • W-2 Wizard, an interactive wizard which takes you step-by-step through the process of making adjustments and correcting information. • Tips for Payroll Processing, your one-stop end-of-year help destination. . • The Financial Edge End-of-Year Guide (PDF) for more information about the end-of-year process. • Knowledgebase which has new features so you can quickly find answers to questions and troubleshoot software issues. • Forums to discuss best practices with your peers and review Client Documents they've shared. • Blackbaud Forms to order W-2 and other tax forms. • These resources are all available in an email that was sent out with a link to https://www.blackbaud.com/FE-endofyear-2012

  31. Appendix • BB323540 - What is personal information in security • BB373712 - State and Federal Tax Reports missing in mail • BB248846 - How to install or update Aatrix • BB430526 - Demo do not file prints on W-2s or 941 • BB237176 - How to register Aatrix • BB242156 - How to reconcile 4th quarter 941 • BB706787 - How to verify W-2 information • BB235988 - How to add a historic entry • BB237440 - How to prepare and print W-2 forms in Aatrix in Payroll 7 • BB246638 - How to add or update tax tables in Payroll 7 • BB269174 - How to copy pay schedules • BB418811 - How will a schedule update for the new year • BB708025- How to globally add compensation types to employees in Payroll 7

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