Year-end is fast approaching. We have outlined 4 easy but important steps to help your clients have a smooth transition to the new year. If you are normally responsible for managing the payroll for your clients, you are also responsible for collecting and submitting the information in this message to Payroll-Xpert. These instructions are a guide for you to handle those year-end requirements.
Plan for Special Extra Payroll Runs — November 1 through December 27
Don’t Miss Your Last Payroll — By December 27
Print Your 2012 W-2s/1099s — January 2013
Review Your 2013 Schedule — January 2013
Step 1: Plan for Special Extra Payroll Runs — November 1 through December 27
This time of year, we know that your client may want to pay employees holiday/annual bonuses or additional checks before year-end.
It’s easy to run payrolls outside the normal schedule. Just click on your ‘Payroll’ tab to get to the Payroll Entry page. Then, click on the ‘Run an Extra Payroll’ link toward the top-left side of the screen, just under the ‘Check Date’ line. Online payroll will guide your client through the easy steps to run an extra payroll.
IMPORTANT: Your client’s extra payroll must be approved BEFORE the check date. A payroll cannot be processed on the actual (same day as the) check date. Any extra payrolls must have a CHECK DATE on or before 12/31/2012 to be included on an employee’s 2012 W-2/1099.
To review the ‘Approve By’ dates for each of your clients’ scheduled check dates, go to the ‘Company’ tab and click on ‘Schedule’ in the left-hand navigation.
Step 2: Don’t Miss Your Last Payroll — By December 27
Year-end is a busy time for everyone. To ensure your clients don’t miss their last 2012 payroll, please remind them to take a moment now to check their payroll schedule and make note of their final payroll’s ‘Approve By’ date and check date.
Your clients’ last 2012 payroll must be approved by December 27 and must have a check date on or before 12/31/2012. Payrolls with a check date in 2013 will be included in next year’s W-2s/1099s.
Step 3: Print Your 2012 W-2s/1099s — January 2013
Your client will receive an email notification when their employees’ W-2s/1099s are available to print through online payroll. Access the official W-2s/1099s through the ‘Reports’ tab. Your clients’ employees may access their W-2s/1099s through their online payroll employee portal. Your client must provide their employees their W-2s/1099s. Employees may print them from the online payroll employee portal, but your client must let them know they are available.
IMPORTANT: W-2s, 1099s and your W-3 will not be mailed. You or your client must print them out.
Step 4: Review The 2013 Schedule — January 2013
Please verify the accuracy of your clients’ 2013 payroll schedule and make note of upcoming bank holidays and weekends. To view the 2013 payroll schedule, click on your ‘Company’ tab and select the ‘Schedule’ link from the left-hand navigation.
IMPORTANT: 2013 UNEMPLOYMENT RATE CHANGES
Always review what the tax agencies may be sending to your client for 2013. At any time, your client may receive a Notice of Unemployment Rate Change. If the 2013 rate is different than the 2012 rate, please submit the new rate information to Payroll-Xpert by using the ‘Document Submission’ feature located in the ‘Contact Us’ link. To verify your clients’ current unemployment rate, go to the ‘Company’ tab and click on the ‘Official Information’ link on the left-hand navigation. By proactively sending us the new rate, this helps your client avoid any State or IRS fees which may come as a result of an underpayment.
The Payroll-Xpert Team