CHARTS Year-end Notes - 12/19/2001 

Table of Contents

I. Load the new December 19, 2001 release for either NT/Novell/Windows 2000 or UNIX/RS6000
II.  Accounts Receivable:
Your Medicare Co-insurance rate has been set for the year 2002
III.  Payroll: Before Closing out the year 
Adjusting for non-payroll compensation. See P-4470
IV. Payroll: After your last payroll of the year - Call RHS.
V.  Transferring Holiday/Sick/Vacation carry-overs to the new year
Running carry-overs when 2001 data has been moved to a different library
Running carry-overs when 2001 data is still live 

VI.  Payroll: Before Printing Your First Payroll for the Year 2002

Year 2002 Changes to the Federal Tax Table
Adjusting your 401K Deduction

VII.  Payroll: Printing W2s

Verify W2 Information
Obtaining a PIN Number ***NEW***
Printing your 2001 W2's
Verifying Your W2's With the Federal Government  ***NEW***

 

II.  Accounts Receivable:
Your Medicare Co-insurance rate for Year 2002 has been set.

This update has set your Medicare Co-insurance rate for 2002 to $101.50.

III.  Payroll: Before closing out the year.
Adjusting for non-payroll compensation. See P-4470.

If an employer pays for an automobile that the employee uses for business or if the employer pays for certain life insurance policies for the employee, the employee is obligated to pay tax on a portion of the value of these benefits. To handle this see P-4470.

IV. Payroll: After your last payroll of the year - Call RHS.

Call RHS to schedule a time to close out your 2001 payroll and create a new set of payroll files for 2002. This section IV is usually done by RHS.

V.  Payroll: Transferring Holiday/Sick/Vacation carry-overs to the new year
Running carry-overs when 2001 data has been moved to a different library

For our example we are assuming TESTDATA is the 2002 Library name and 01TESTDA is the 2001 Library name.

BEFORE STARTING, A BACKUP MUST BE DONE AND STORED AWAY.

Step 1. Logon to the 2001 Facility

Step 2. Change User Parameter PR Screen - Type NHPR (CR)

Enter in the Percentage allowed to be carried over for Sick and Vacation.

Sick Vacation
On the % Payout/Carryover line type xxxxx 100.00 xxxxxx 100.00

Change the pointer to the EMfile - EMFILE *TESTDATA VOLB
Change the pointer to the DEfile - DEFILE *TESTDATA VOLB

(* TESTDATA should be substituted with your facility library name)

Leave the remaining files pointing to 01TESTDA as before. What we are doing is updating the current EM and DE files from the 2001 Employee History data.

Press RETURN

Step 3. Running the Accrual Update Program

Run Update Vac/Sick/Hol Info (GM, 18, 4, 1, 7)

Fill in the screen:

Processing Order: D
From Department: 0000.0000 to 9999.9999
From Date: MM/DD/YY (beg of year) to MM/DD/YY (end of year)
Vacation: - (enter "Y" if you are carrying over vacation)
Sick : - (enter Y if you are carrying over sick)
Holiday: _ (enter Y if you are carrying over holiday)
Detail/Summary/Both: X (This Must Be Entered.)
Print Terminated Employees: Y
Print Option: - Spool or Printer default
Defaults can be used for the remaining questions on the screen.
Press RETURN.

Step 4. Change User Parameter PR Screen - Type NHPR ENTER

Change back the pointer for the EMfile to EMFILE 01TESTDA volxxx Change back the pointer for the DEfile to DEFILE 01TESTDA volxxx

Leave the remaining files pointing to 01TESTDA as before.

Press ENTER

Step 5. Log Back on to TESTDATA - the 2001 live data.

Step 6. Run an Accrued Benefits Report to verify that the information is OK.

Running carry-overs when 2001 data is still live 

BEFORE STARTING, A BACKUP MUST BE DONE AND STORED AWAY.

Step 1. Change User Parameter PR Screen - Type NHPR (CR)

Enter in the Percentage allowed to be carried over for Sick and Vacation.

Sick Vacation
On the % Payout/Carryover line type xxxxx 100.00 xxxxxx 100.00

Press ENTER.

Step 2. Running the Accrual Update Program

Run Update Vac/Sick/Hol Info [GM, l8, 4, 1, 7]

Fill in the screen as follows:

Processing Order: D
From Department: 0000.0000 to 9999.9999
From Date: MM/DD/YY (beg of year) to MM/DD/YY (end of year)
Vacation: _ (enter Y if you are carrying over vacation)
Sick : _ (enter Y if you are carrying over sick)
Holiday:_ (enter Y if you are carrying over holiday)
Detail/Summary/Both: X (This Must Be Entered.)
Print Terminated Employees: Y
Print Option: - Spool or Printer default
The remaining questions on the screen can be left as prompted.
Press ENTER.

Step 3. Run an Accrued Benefits Report to verify that the information is correct.

VI.  Payroll: Before Printing Your First Payroll for the Year 2002

Year 2002 Changes to the Federal Tax Table

After you finish the last payroll of 2001 do the following:

As of 1/1/2002 the Federal withholding tax rate has changed. Your RHS client service representative will make these changes for you, but please verify that they have been made before processing your first payroll for the year 2001.

From any CHARTS menu type FEDTAX or [GM, 10, 8, 2, 1] and press ENTER.

(IRS CIR E ANNUAL)          FEDERAL TAX INFORMATION
                        Single                       Married
                     Rate       Cutoff            Rate       Cutoff
  level  - 1      15.00     2650.00              15.00     6450.00  
         - 2      27.00     28700.00             27.00     49900.00 
         - 3      30.00     62200.00             30.00     105200.00
         - 4      35.00     138400.00            35.00     171200.00
         - 5      38.60     299000.00            38.60     302050.00
         - 6      .00       .00                  .00       .00      
         - 7      .00       .00                  .00       .00      
 Annual Exemption           2900.00                        2900.00  
                               -- Earned Income Credit --
  Level  - 1      7140.     20.40                3570.     20.40    
         - 2      13090     1457.00              6545.     728.00   
         - 3      .00       .00                  .00       .00      
 Min/Max Rates    .00       9.59                 .00        9.59    

  FICA  Employer  7.65      84900.00   Employee  7.65      84900.00 
        level 2   1.45      999999.00  level 2   1.45      999999.00
                                         Unempl  .80       7000.00  

The rates and withholding cutoff amounts should be as listed above.

Note: Prior to printing the W2's remember to change the name of your facility (using NHBASIC) to remove the "2001". For example if the name of your facility is:

"Demo Nursing Home 2001"

Change it to:

"Demo Nursing Home"

Adjusting your 401K Deduction

From any CHARTS menu type PAYRATE or [PR, 8, 1] and press ENTER.

Complete the screen as shown below.

At Table type the pay code for your 401 K deduction (you can see this by typing [PTF, 10, 3])

                       P A Y R O L L - Change Pay Rates

                Department Range: 0000        9999     
                Range of Levels : 00 - 99     Naturals: 00   - 9999
                Change Rate on  : 12/31/00    For Members of Union: _

             H O U R S                         Earning / Deductions
   Type    Increment  Amt/Percent   Table Increment  Limit  By Shift  Erase
  Regular  ________       _          __   _______   11000      _        _
  DIF      ________       _           __   _______  _______    _
  NS-DAY   ________       _           __   _______  _______    _
  NS-NT    ________       _           __   _______  _______    _
                                      By Shift-Hrs per shift : ______
                                      Check limit (TF# 51-54): ______

                                    Increment Zero Amts/Non Zero Amts:  NY  

  Individual/Automatic  : A     Post/List: P       Print Option: P

Note: If you are unsure of the 401K Deduction code you may press PF 2 at that field.

VII.  Payroll: Printing W2s

Verify W2 Information

Check Earning/Deduction Table File (CTF 10, 3) to Ensure that All items have the correct tax status:

In the Earning/Deduction table file a "Y" = indicates that the particular tax applies.

A rule-of-thumb as to which Earning/Deduction effects taxes is as follows:

Earnings - All Taxes (all "Y"s)
Deductions - No Taxes (all "N"s)
Qualified Plan - All Taxes ("Y"s) except FICA ("N")

Check Earning/Deduction Table File to Ensure that Code 61 exists for 3rd Party Pay.

Check with your accountant if any fringe benefits or deferred compensation amounts are applicable to your facility. If they are - then make sure that an entry for this item exists in the Earning/Deduction Table File so that the W2's are correct. These amounts should be entered in the 2000 payroll prior to printing the W2's and Quarterly reports.

If your Facility has any of the following pension plans then you must check the Earning/Deduction Payroll Table Files to ensure that:

1) A "Y" has been entered for Deferred Compensation 2) The correct code was entered in the field Box 17 for W2
Code Pension Plan


   04 401 (k)
   05 403(b)
   06 408(k)
   07 section 457 plan
   08 501 (c) (1 8) (D)
   12 other non qualified plan

3) SUTA/FUTA N N

4) Tax Status Y N Y Y Y Y

Check Employee Master File for Correct:

a) Social Security number (no blanks or all zeroes)
b) Marital Status
c) Number of exemptions

You can print the above by running the Employee Master Report Generator [GM,10,9,4] with fields:

8   (Soc-Sec-No)
10 (Martial Status)
58 (Fed exempt)
59 (State exempt) 60 (City exempt)

From any CHARTS menu type EMGEN and press ENTER.

Complete line 3 as shown below and press ENTER.

P A Y R O L L         Employee Master Report Generator

        Report Title:  ___________________________________
        Active/Term/Leave: YY Y Benefits as of: 12/31/2000 Print option: P

         Field         From Range     To Range    Sort Order
   1)  EMP ID          ___________   ___________     _
   2)  NAME            A             ZZ_________     _
   3)  50              ___________   N               _
   4)  _____________   ___________   ___________     _
   5)  _____________   ___________   ___________     _
   6)  _____________   ___________   ___________     _
   7)  _____________   ___________   ___________     _
   8)  _____________   ___________   ___________     _
   9)  _____________   ___________   ___________     _
  10)  _____________   ___________   ___________     _
  11)  _____________   ___________   ___________     _
  Print if All/Any fields are applicable (All/Any) : ALL  Sort Subtotal(Y/N) N
  Lines between employees 0       Create DiskFile- FileName ________ Addr: ___
  Print blank lines(Y/N): N       Create Filter(Y/N) : _

If any employee shows up on this listing they will not get a W2 unless you change "Deduct Federal Tax" to a "Y" in program. CHGPE.

Obtaining a PIN Number ***NEW***

There is a new procedure for creating magnetic media W2 Copy A for the IRS for the year 2001. Please follow the following steps:

Step 1. Obtain a Pin Number:  a) online,  or  b) by telephone:

a) On-line: go to http://www.ssa.gov/employer . Click on Employer Services Online, click on Registration, and then click on Register for a PIN & Password.

b) Telephone: Call 1 (800) 772-6270.

Step 2. Create Table File Entry:

After you receive your PIN number do the following:

From any CHARTS menu type ATF ENTER, 18 ENTER, 10 ENTER.

At Main Key type W2 , at Secondary Key type W2FILE , and press ENTER.

The following screen appears:

Add (185-CNT)
                               Contact Information

  Main Key: W2        Secondary Key: W2FILE    Description: YOUR PIN NUMBER

                      Name    YOUR CONTACT NAME

                      Phone   YOUR TELEPHONE NUMBER      YOUR EXT

                      e-mail  YOUR E-MAIL ADDRESS

                      Fax No  YOUR FAX NUMBER

                      Preferred Method of Notification: 2
                                         (1:e-mail 2:Fax 3:Postal 4:OWR)

                                ID number for Billing
                              Receiver : LEAVE BLANK    
                              Submitter: LEAVE BLANK    
    Enter (F) To File (I) To Ignore:  F

Fill in the information as noted above and press ENTER. 

 

Printing your 2000 W2's

Printing the W2's:

You will need to run the W2NEW program twice:

1.    Copy A For Social Security Administrator on paper or magnetic media.

2.    The employee copies.


Copy A For Social Security Administrator - On Paper:

Do this section only if you have less than 250 employees and you are printing the W2's. If you are doing Copy A on magnetic media skip to Copy A For Social Security Administrator - On Magnetic Media

Type SETPRINT and select the print class specified above in Column '2.' 

From any CHARTS menu type W2NEW or [GM, 10, 6, 4] and press Enter.

                                     Print W-2's
             Employee : A______________________ ZZ_____________________
             Dates    :                         Year Began:           

           * Print Option : S                 Paper/Diskette (P/D): P
             Form  Option   T                 Locality name: ________
             (L-laser T-Laser copy A)         State ID No. __________
           Laser Adjust: ____ ____ ____ ____

                  THE BALANCE OF THE SCREEN IS NOT NEEDED

Complete the above screen, insert Copy A forms in your printer and press ENTER. Go to print The Employee copies

Copy A For Social Security Administrator - On Magnetic Media

From any CHARTS menu type W2NEW or [GM, 10, 6, 4] and press Enter.

                                     Print W-2's
             Employee : A______________________ ZZ_____________________
             Dates    : __________ __________   Year Began:           

           * Print Option : S                 Paper/Diskette (P/D): D
             Form  Option   _                 Locality name: ________
             (L-laser T-Laser copy A)         State ID No. __________
           Laser Adjust: ____ ____ ____ ____
                          For Diskette (SSA Copy A)
                         Enter W-2 Effective Year : 2001
             Is this a new diskette: Y  Is this the last facility: Y
             Combine this facility with previous: _ (Must match prev. Fed.Id)
       note: Dont combine if employees were in both facilities
                                  Diskette Address: ___
            For Resubmittal TLCN No. ______  Terminating this year: _

          Name of Facility: DEMO _______________________________
                        Address: _____________
                           City: _________________ State:    Zip: ____
                     Federal ID:          

Complete the above screen, insert the four part W2 in your printer and press ENTER.


The Employee copies:

Type SETPRINT and select the print class specified above in Column '1.' 

From any CHARTS menu type W2NEW or [GM, 10, 6, 4] and press Enter.

                                     Print W-2's
             Employee : A______________________ ZZ_____________________
             Dates    :                         Year Began:           

           * Print Option : S                 Paper/Diskette (P/D): P
             Form  Option   L                 Locality name: ________
             (L-laser T-Laser copy A)         State ID No. __________
           Laser Adjust: ____ ____ ____ ____

                  THE BALANCE OF THE SCREEN IS NOT NEEDED

Different laser printers are aligned slightly differently.
Print only a few W2s to check your printerís alignment.
If the W2s print ok, go ahead and print your W2s.
If not, at Laser Adjust type a positive number (start with 10) to adjust downwards or a negative number (start with -10) to adjust upwards.

 

Verifying Your W2's with the Federal Government ***NEW***

The Federal Government now gives you the opportunity to check your W2 submission file W2REPORT prior to submitting it to them. This is not required but it is strongly recommended. You will need to load down a program from the government web site and run it on your computer. The procedure is as follows:

Go to their web site http://www.ssa.gov/employer/accuwage/download2001.html

Under Title "Single File Download to Hard Drive"

and sub-title "If you are using WIN 95/NT/98/98/ME or2000 Operating System"

click on "Download single file of the 32-bit version of AccuWage (3.3 megabytes)"

Save the file to your Desktop.

When the download completes double Click on the new "Acu32s" icon to install the program.

Double Click on the new "AccuWage 2001 32bit" icon to run the program.

Click on "Start Testing." A new box will be open asking you to "Please enter file name to be tested." Locate file name is W2REPORT which is located in the directory you specified when you ran the W2NEW program, and click on "Open." Follow instructions.