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Category Archives: Payroll Processing

Year End Payroll Check List for Accountants

To help you manage your practice during this busy time, we created a checklist of key tasks to complete for clients. Print it out as a handy way to stay on top of your year-end action items.

Run Payroll Checkup (Employees > My Payroll Service > Run Payroll Checkup), and complete any missing or incorrect information detected.
Verify that total gross wages reported to the IRS agrees with total gross wages included in the Profit & Loss statement for the same calendar year.
Verify that company-paid payroll taxes reported to the IRS agrees with payroll tax expenses included in the current year Profit & Loss statement.
Review outstanding, uncleared paychecks that are not expected to clear the bank.
Review payroll liability payments not made with the correct QuickBooks transaction. Using your Intuit QuickBooks Accountant or QuickBooks Enterprise Accountant software, from the menu bar, choose Accountant > Client Data Review > Find Incorrectly Paid Payroll Liabilities.
Review employee payroll defaults.

If you use QuickBooks Accountant or QuickBooks Enterprise Accountant:
Launch Client Data Review (from the Accountant menu or Accountant Center) in the Cleanup Tasks, and review changes or additions to payroll items.

Additional Year-End Tasks

Your clients (in some cases, with your help) may want to:

Order year-end payroll reporting supplies
Verify active employee payroll additions and deductions
Request help preparing year-end bonus checks
Verify that they have the proper mailing address and Social Security number for terminated employees
Verify that employee benefits are being tracked properly for payroll processing
Verify that employee wages, sick time, vacation hours, and employee loans payable balances are correct for the new calendar year
Update their state unemployment and state disability insurance rates and other local taxes subject to rate changes
Verify a vendor’s 1099-MISC income filing information (for non-employee payments)

Important Dates

January 31, 2013: Deadline to supply each employee a completed Form W-2, Wage and Tax Statement, and each 1099 vendor a completed Form 1099

January 31, 2013: Deadline to file Form 941 for fourth quarter 2012

January 31, 2013: Deadline to file Form 943 and Form 944 for 2012

February 28, 2013: Deadline to file all the Forms 1099 you issued for 2012, along with Form 1096, Annual Summary and Transmittal of U.S. Information Returns (April 1, 2013, if you file electronically)

Holidays

December 25, 2012: Christmas Day
January 1, 2013: New Year’s Day
January 21, 2013: Martin Luther King Jr. Day
February 18, 2013: Presidents’ Day

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4 Steps for a Smooth Transition to 2013

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.

Sincerely,

The Payroll-Xpert Team

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