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| Frequently Asked Questions at Year End |
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What date is on PPE 12/31 paychecks? When will the bank make deposits available to customers?
Physical checks and direct deposit remittance advices are dated for the first day of the year - January 1.
Direct Deposits have a settlement date for the first business day of the year. Some credit unions or banks make these funds available earlier as a customer service measure, but they do not have to do so. Contact your bank directly for a specific answer to when this money will be in your account.
Why do I need to set November P010 dates for November corrections? My employee is not terminating.
OSPA automatically sets November P010 dates for you when you set the corrective flag on the P190 screen. Entering P010 dates forces OSPA to date any November checks with a 2009 date. Without November P010 dates, OSPA dates November checks the same as it would a December check. Namely, 1/4/2010 or 1/15/2010.
See previous e-news announcements for more detail.
Why can't I set correctives for September and October once November has closed?
Once November is closed in mid-December, OSPA controls its tax-year postings by the dates on the P010 screen. Since there is room for only one month's P010 dates, there can be only one open corrective month once the year is closed.
Additionally, OSPS stages pay periods, pay dates, and fiscal posting dates for the next year at that time.
November is closed to access following December Run 2, and December is closed to access following February Run 2 for the same reason.
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| Year End Recommended Practice |
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The Year End Practice is a guidebook for agency payroll staff to navigate the murky waters of year end procedures, timelines, and cautions.
This recommended practice is always available in Chapter 6, Entry Guides, of our OSPA Reference Manual.
For 2009, we released the updated recommended practice on 9/24/09.
Newly-released revisions are announced via the OSPS E-News.
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| Year End Plans |
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Developing a Year End Plan
This PowerPoint presentation (ppt) gives you sound ideas and guidelines for developing a year end plan for your agency. With a goal of accurate year-end tax statements (IRS Forms W-2), following an established plan ensures consistent positive results year after year.
The Department of Justice has generously agreed to share their year end plan, below.
Agency Checklists
Created by Dept of Justice - DOJ Year End Checklist (xls)
Do you have one your agency has developed? Submit yours to share. Thank you.
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| Flow Charts and Tools |
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Worksheet - Layout Guide - Decision Tree
Use this worksheet to help you map out a scenario and how to approach fixing it.
Termination Flow Charts
Corrections Flow Charts
Check Flow Charts
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| 2008 Year End Mini-Conference Material |
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OSPS held the 2008 Year End Mini-Conference on Wednesday, 11/19/08 from 1:00 p.m. to 4:00 p.m. Attendees lauded this format and gave great feedback.
Below is material from our conference.
ACH Stops and Check Reversals & Cancels
What to do if you need to do an ACH Reversal, Employee Check Reversal, or Check cancel.
Presenter: Pauline Lewis
PowerPoint Presentation
Corrected W-2s
The Why's? When's? And How's to request Corrected W-2's.
Presenter: Kathyron Parsons
PowerPoint Presentation
Developing a Year-end Plan
Presenter: Sharon McKeehan
PowerPoint presentation
Fringe Benefits
Presenter: Sharon McKeehan
PowerPoint Presentation
IRS Taxable Fringe Benefits Manual
Gross Pay Corrections
Corrections to gross pay are handled differently at year end. These brochures give several examples to help you work through your own unique circumstances at your agency.
Presenter: Allison Absher
Scenario brochures (print double-sided on short end and fold as a booklet):
Blank Worksheet for Year-End Decisions
Hardship Leave & PEBB Worksheets
Presenter: Katherine Bremser
Samples of Completed Worksheets (xls)
iLearnOregon
Presenter: Katherine Bremser
Our Web site has a link to the log-in screen and job aids for establishing an account and enrolling in a class.
P010 & P370 Dates; November Correctives
The importance of P010 and P370 dates at year end.
Presenter: Maria Stalik
PowerPoint presentation
Separations at Year End
Why can't payroll set a prior pay period corrective on a December term? What happens when payroll can't reverse a January 2009 ACH deposit for a late December Termination? These questions are answered in the following presentation.
Presenter: Julie Berbena
PowerPoint presentation
Year End Reports
Presenter: Katherine Bremser
The following reports require special attention at year-end. See the screen descriptions in the report guides:
- ANNLDEC Deceased Employees Agency Summary
- XREF68N Employees with Negative Amount(s) Listed
- E820-1 Gross Pay Adjustments Outdated, E820-2 Gross Pay Adjustments Beginning After
- E820-3 Duplicate Gross Pay Adjustments
- E270-06-1 Income Tax Exemptions
- E560-04-01 List of In/Outdated Deductions
- B850-01 Nov or Dec Pay Reported in Two Tax Years
- E120-052A, E120-042A Payroll Exception Report
- E357-030 Separated Employees with net Pay Positive Adj
- E492 Terminated Employees Having Leave Balances
- E381-30-2 W-2 Distribution List
- EICRPT Yearly Earned Income Credit Report
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| Past Presentations |
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This PowerPoint presentation (.ppt) from the 2007 year end forum introduces you to The Great Date Mate - the number one cause for year end difficulty.
Also included is an overview about P370 dates, Constructive Receipt, Overpayments, Fringe Benefits, and other year-end information.
Most topics in this overview are also covered in great detail in the Year End Recommended Practice .
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