Visual Intelligence Portfolio

1. Visual Intelligence Portfolio Payroll Year End 2018 – 2019

2. Agenda • Close the 2018 Tax Year. Process final check with a 2018 Check Date. • Process the FirstPayroll Period(s) with a 2019 Check Date • Process the First Payroll Period(s) Ending in 2019 • Process W-2s • Note: You can Process W-2s anytime after the Close the 2018 Tax Year steps have been completed

3. Close the 2018 Tax Year

4. Close the 2018 Tax Year • Step A: Configure Fringes (if necessary) • Step B: Post all Payroll Periods with a 2018 Check Date • Step C: Run Payroll Period End Reports • Payroll Register Reports • Month End Reports • Quarter End Reports

5. Step A: Configure Fringes • Reference Appendix A in the Payroll Year End Guide for further details on how to configure fringes and the new import feature.

6. Add Fringe CyclePayroll > Configure > Fringe Cycles

7. Add Fringe DefinitionPayroll > Configure > Fringe Definitions

8. Add Fringe Definition ContinuedPayroll > Configure > Fringe Definition • Default Amount Optional • Select Fringe Cycle • Check boxes for taxes to be withheld

9. Configure FringesLife Insurance Over 50,000 • If Life Insurance Over 50,000 is checked, the fringe amount will be reported on the W-2 in Box 12 with a code of C

10. Configure FringesHSA Employer Contribution • HSA Employer Contribution is non-taxable and is setup for W-2 reporting purposes only • If HSA Employer Contribution is checked, the amount will be reported on the W-2 in Box 12 with a code of W

11. Add Fringe to EmployeesPayroll > Configure > Fringe Definitions * Change the amount to $0 or use an end date.

12. Add Fringe to EmployeesPayroll > Configure > Fringe Definitions Use the End Date to stop the fringe. If using the grid to reconcile total fringes the amount can be changed to 0 also.

13. Step B: Post All Payroll Periods with a 2018 Check Date • Process fringes by linking the Fringe Cycle(s) to the payroll period • This will withhold taxes, if applicable, and prepare Life Insurance Over 50,000 and HSA Employer Contribution for W-2 processing

14. Link Fringe Cycle(s) to the Payroll PeriodPayroll > Process > Payroll Periods, Active Select the Fringe Cycle Tab inside an active Payroll Period to link the cycle

15. Run Fringe Reports Payroll > Report > Formatted Reports • Fringe Lines for Pay Period Use this report to verify fringes added to pay period after calculating and before posting. • Annual Fringe Report Use this report to verify fringes added to W2’s wages

16. Post All Payroll Periods with a 2018 Check Date • Post all payroll periods with a 2018 Check Date • This includes all Monthly, Quarterly, and Annual payrolls

17. Post All Payroll Periods with a 2018 Check Date • For the last payroll of the year, show YTD pay codes and zero deductions & accruals on the pay stub Navigate to Payroll>Configure>Payroll System If unchecked, will not show DD stub to allow more room for pay codes, deductions, and accruals.

18. Step C: Run Payroll Period End ReportsPayroll > Report > Payroll Registers

19. Run Payroll Register Reports • Employee Annual Summary • Register – Month Quarter Year to Date

20. Run Payroll Register ReportsEmployee Annual Summary

21. Run Payroll Register ReportsRegister – Month Quarter Year to Date

22. Run Payroll Register Reports • The Grand Totals section of the Register will be a helpful resource when reconciling W-2s

23. Run Month End ReportsPayroll > Report • Grids • Employee Accruals • Wage Summaries • Deduction Line Summaries • Formatted Reports • Accrual Summary by Department • Accrual Detail by Department • City County Tax by Code • City County Tax by Employee • Deduction Recap – Month Quarter Year • School Tax Breakdown by School District • School Tax Breakdown by Employee

24. Employee Accruals Grid

25. Wage SummariesGrouped by Pay Code

26. Wage SummariesGrouped by Account

27. Wage SummariesGrouped by Department & Job

28. Run Quarterly ReportsPayroll > Report NOTE on SBES Reporting: Do not run the SBES report until the payroll covering 12/31/2018 has been posted. This will ensure weeks worked, will calculate properly.

29. Process the First Payroll Period(s) with a 2019 Check Date

30. Process the First Payroll Period(s) with a 2019 Check Date • Step A: Open the 2019 Accounting Year and Month 1 • Step B: Change the Payroll System Month and Year • Step C: Verify the FICA Limit and Update Tax Tables • Step D: If you have Payroll Period(s) with a 2018 Ending Date and a 2019 Check Date, Process it

31. Step A: Open the 2019 Accounting YearGeneral Ledger > Configure > Accounting Year • For users live on General Ledger, the Accounting Year (2019) and Accounting Month (Period #01) must be open prior to posting the first payroll period with a 2019 check date

32. Step B: Change the Payroll System Month and Year • Advance the Payroll System Month and Year to January 2019 for the first payroll period with a 2019 Check Date (regardless as to whether the payroll period ending date is in 2018 or 2019) • Time Entry will reflect the accruals for the period selected.

33. Change the Payroll System Month and YearPayroll > Configure > Payroll System

34. Change the Payroll System Month and Year

35. Step C: Update FICA Limit and Tax Tables • In 2019, the FICA (Social Security) wage base will increase from $128,400 to $132,900 https://www.ssa.gov/policy/docs/quickfacts/prog_highlights/index.html • This can be verified in the Max Annual Gross field on the FICA (Social Security) deduction definition

36. Update FICA LimitPayroll > Configure > Deduction Definitions

37. Update Tax TablesPayroll > Configure > Tax Tables • Rate changes for local tax deductions must be edited on the applicable tax tables • City Taxes, School Taxes & County Taxes • Updates to Federal and State (Ohio & Kentucky only) tax tables will be available on the Mysofwaresolutions.com support website • You will be notified when new tax tables are available • Note: The tax tables may not be released prior to your first payroll period with a 2019 check date

38. Update Tax Tables: Local TaxesPayroll > Configure > Tax Tables • Select Tax Table • The first grid will show the tax period(s). The rate is updated in the period. An end date can be entered in the current period and a new period created or the rate can be changed in the current period. Click to Drill Down

39. Update Tax Tables: Local TaxesPayroll > Configure > Tax Tables • Edit Tax Table Entry to change Percentage Edit

40. Update Tax Tableswww.support.mysoftwaresolutions.com

41. Step D: If you have Payroll Period(s) with a 2018 Ending Date and a 2019 Check Date, Process it • Process and post the payroll period(s) with a 2018 ending date and a 2019 check date as normal • Ex: Beginning Date – December 15, 2018 Ending Date – December 31, 2018 Check Date – January 15, 2019

42. Process the First Payroll Period(s) Ending in 2019

43. Process the First Payroll Period(s) Ending in 2019 • Allow Pre-use of Accruals • Change the Balance Validation for Accruals • Process the First Payroll Period(s) with a 2019 Ending Date • Transfer Accrual Balances • Verify Opening Accrual Balances • Print/Email Checks/Direct Deposit Stubs • Disable Pre-use of Accruals • Change the Balance Validation for Accruals

44. Important Note on Accruals • Accrual Usage Dates default to the period BEGINNING date • ALL ACCRUAL USAGES IN 2018 MUST BE MARKED WITH THE CORRECT WORK DATE IN TIME ENTRY • DO NOT USE 1/1/18 as a Work Date or for any manual adjustments • Reminder: Employee Accruals will appear as ‘0’ in the payroll that crosses years, this is because the system is in January and the Transfer has not been completed yet

45. Step A: Allow Pre-use of AccrualsPayroll > Configure > Payroll System • This enables time off to be recorded in both 2018 and 2019 for the payroll period(s) that cross calendar years

46. Step B: Change the Balance Validation for Accruals • Payroll > Configure > Accrual Definitions • Each Accrual Definition has a Balance Validation • If the Balance Validation is configured to “Warn and stop”, it must be changed to “Warn and continue” or “Ignore” for the payroll period(s) that cross calendar years

47. Step C: Process the First Payroll Period(s) with a 2019 Ending Date • This step is for the payroll period(s) that have a beginning date in 2018 and an ending date in 2019 • Ex: Beginning Date – December 24, 2018 Ending Date – January 6, 2019 Check Date – January 11, 2019

48. Accrue Yearly Accruals • If yearly accruals (time off benefits that are granted at the beginning of the calendar year) need to be accrued, configure this when adding the payroll period • “With Time Card”, “All Non-terminated”, or “All Active” needs to be selected in the Accrue Yearly Accruals field

49. Specify the Work Date during Time Card Entry • The Work Date for all time worked or taken off in the new year (2019) needs to be specified during Time Card Entry • It is not necessary to specify the actual date as long as the Work Date reflects the year in which the time off was taken or worked

50. Specify the Work Date during Time Card Entry – Calendar Entry Click on the Time Entry Calendar Tab