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Report Bundles

They are here! The Monthly Report Bundle and Payroll Report Bundles have been officially added to USAS-R and USPS-R to replicate the functionality of the Classic MonthlyCD and PayrollCD.

These report bundles are triggered to automatically generate reports when certain events are processed in Redesign. The reports that are generated are sent to a File Archive page where employees can download, view, and print the reports at their convenience. The File Archive pages are organized based on the time period or type of reports included and each shows a description, filename, and timestamp.

In USPS-R, there are fifteen individual Payroll Report Bundles scheduled to run for a variety of events. There are bundles that run for each part of the Payroll process, including when the payroll is posted and when the ACH submission is created. These reports will be tied to a description specific to each payroll so that reports for a specific pay run can be easily queried in the File Archive. There are also events for monthly and quarterly processing, including when the benefit accruals are updated or the ODJFS submission is created. For a full list of Payroll Bundles, events, and to see which reports are included CLICK HERE.

In USAS-R, there is currently one bundle containing all of the Monthly Reports. This contains a group of twenty-six standard reports that are generated whenever a Posting Period is closed.  The File Archive for USAS-R is split into tabs for Monthly and Fiscal Year End Archives. When a Posting Period is closed, this Report Bundle will automatically generate the standard reports and send them to a folder in the Monthly Archive specific to the Month and Year of the period that was closed. For a full list of reports included in the Monthly Report Bundle CLICK HERE.

The Fiscal Year End Bundle is currently in the process of being created and is anticipated to be available for the end of Fiscal Year 2020.

In addition to the standard Monthly Report Bundle and Payroll Report Bundles, districts can add custom report bundles to schedule their own reports to run at the same time as the standard reports. This is as simple as creating a new report bundle, and scheduling it to run based on the same event as the standard Report Bundle. These supplemental reports can be sent to the same File Archive folder or emailed. In USPS-R, the easiest way to determine how to schedule an additional bundle is to click the view icon  for the standard bundle that you would like to "match" so that you can copy the Event Trigger and Send to Address for the File Archive into your custom report bundle. A similar method can be used in USAS-R.

For a full walk through of how to add additional Monthly Reports in USAS-R CLICK HERE.



W2 Reporting

In USPS-R, you have the capability to create a W2 Report for verification of data as well as the creation of an XML file that will be used by your ITC for the printing of W2s.  The system also allows for the creation of the W2Tape file which is used for submission of your calendar year end 2019 data to the SSA. You can also create W2 tape files for CCA , RITA and special City reporting. New this year, any district that files 10 or more W2 forms with the State of Pennsylvania is now required to file those forms electronically. The USPS-R system offers the option to create a Pennsylvania submission tape file and transmittal CSV file that can be uploaded through eTIDES.

W2 Report

To create a W2 Report, go to Reports>W2 Report and Submission. It defaults to the Report output type.  If you wish to include specific payroll items for Box 14 reporting on the W2 you may select the code(s) in the 'Select Payroll Item Configuration and click Add' dropdown box, click on the Payroll Item and then click 'Add.'  NOTE: Leased Vehicle information is always included as the first option in Box 14  (if applicable)  and then other selected payroll items will follow.  Only the first 3 payroll items selected for each employee will be listed in the order they were selected on the setup screen.  The W2 Report can be ran as many times as necessary.

W2 XML file

To create a W2 XML file for W2 printing, under Reports>W2 Report and Submission, select the XML output type. If processing immediately after W2 Report, the selected Payroll Items for Box 14 will be displayed in the order they were selected for the report.  If not processed immediately after W2 Report then choose the specific Payroll Items you wish to appear in Box 14 on the W2.  Click on 'Generate XML Output' to generate the XML file.  You will want to save the XML file to your desktop or a folder of your choosing.  You will then securely send the XML file to your ITC for printing.

W2 TAPE.SEQ, W2CCA.SEQ  and W2RITA.SEQ  tape files

To create the W2 Submission file, W2 CCA Submission file, or W2 RITA Submission file, under Reports>W2 Report and Submission and select the Submission output type.  Verify all populated district data is accurate. You must enter in a Contact Name, Contact Phone Number and Contact Email Address. Click on the appropriate 'Generate' buttons at the bottom of the screen to generate your submission (SEQ) files.   NOTE: Each tape file you wish to create must be run separately.  Save the respective SEQ file to your desktop or a folder of your choosing.  You will securely send the W2TAPE.SEQ, W2 CCA.SEQ (if applicable) and W2RITA.SEQ (if applicable) file to your ITC for submission.

W2 Specific City Tape Files

NOTE:  You and your ITC must be in agreement on which cities they submit files to.

To create city tape files, under Reports>W2 Report and Submission click on the W2 City Options tab.  Verify all populated district data is accurate. Enter in the Tax Entity Code of the city you are processing the tape file for and click on 'Generate City W2 Submission File'.  Save the file to your desktop or folder of your choosing.  You will securely send the W2CITY_XXXX.SEQ file to your ITC for submission.  Repeat this process for each specific city that you wish to create a submission file for.

W2 Pennsylvania Submission file and Pennsylvania CSV Transmittal File

Please click here for further information on how to generate the Pennsylvania transmittal file.


1099 Reporting 

For 1099 reporting in USAS-R, review the following:

  • Review vendors that qualify to receive 1099s
    • Under Core>Vendors, add the 'Type 1099', 'Tax ID Type', 'ID#' and "YTD Taxable Total' columns to the grid.  Under 'Type 1099', filter '<> non 1099' to query all 1099 vendors and '>=600' to 'YTD Total' to include only amounts greater or equal to $600.  Review Tax ID Type and ID# (SSN or EIN) to ensure 1099 vendors are correctly identified. 
  • Review vendors that have a qualifying YTD taxable total but are not marked as a 1099 vendor
    •  Under Core>Vendors, add the 'Type 1099', 'Tax ID Type', 'ID#' and "YTD Taxable Total' columns to the grid.  Under 'Type 1099', filter 'non 1099' to query all non 1099 vendors and '>=600' to 'YTD Total' to include only amounts greater or equal to $600.  If vendors are marked as 'Non 1099' but should receive a 1099, update the vendor's Type 1099, Tax ID Type and Tax ID # and verify name and address information in order to include the vendor for 1099 reporting. 
  • Run the SSDT 1099 Vendor Report to ensure 1099 vendors' names, addresses, ID#s and amounts are correct.  The names and address used for 1099 reporting is based on the vendor location with the 1099 checkbox marked.
  • Under Core>Vendors, enter Vendor Adjustments to correct YTD Taxable Total amounts, if needed.  For further information, refer to Vendor Adjustments in the Vendor chapter.
  • Under Periodic, run the 1099 Extract
    • Select the appropriate output file type
      • IRS Format (TAP) to generate the TAP file needed for IRS submission.  Please contact ITC regarding submitting data to the IRS.
      • Edge Format (XML) to be used for printing 1099s
    • Review Organization Name and Address information
    • Select 2019 as the payment year
    • Review Amount Type and Royalty Type limits and enter Payer Name Control if needed
    • Click on 'Generate Extract File' to generate the selected output file type
    • Click on 'Print Report' to generate a 1099 Extract report in PDF format.


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Did You Know?

Using Mass Change to update City and OSDI rates for 2020

Mass Change can be used to easily update payroll item rates at anytime:

  • Go to Core>Payroll Item 
  • Filter the Code you are wishing to change by using the grid and entering in the code number you may wish to filter on. Enter the rate as your second filter option. So if you enter a specific code and specific rate, only records that meet that criteria will appear on the screen.
  • Click the Mass Change button
  • In Maintenance Mode-Under Script Definition choose “rate”
  • In the New Value field enter in the new rate
  • Under Definition Name give the change a name (i.e. Rate Change)
  • Click Save
  • Select Execution Mode
  • Under Load Definition, select the definition that you created-Rate Change
  • Click Submit Mass Change

All filtered records now should display the updated rate change

Deceased Employees Final Payment Processing

Listed below are some important facts pertaining to processing a final payment for a deceased employee:

Important Fact-

  • Wages that were constructively received by the employee while he or she was alive are reported on Form W-2 as any other regular wage payment, even if you may have to reissue the payment in the name of the estate or beneficiary.

Processing Facts-

  • If the payment was processed in the same calendar year the employee died, you must withhold social security and Medicare taxes on the payment and report the payment on the employee’s Form W-2 only as social security and Medicare wages to ensure proper social security and Medicare credit is received.
  • If the payment was made after the year of death, (i.e. employee died in 12/2019 and payment to estate is being processed in 1/2020), do not report it on Form W-2, and do not withhold social security and Medicare taxes.

Reporting of the payment-

  • Whether the payment is made in the year of death or after the year of death, you also must report it in Box 3 of Form 1099-MISC, Miscellaneous Income, for the payment to the estate or beneficiary. Use the name and taxpayer identification number (TIN) of the payment recipient on Form 1099-MISC.

Please refer to the USPS-R Deceased Employee Final Payment documentation for further details.


REDESIGN STATUS

121

Sites Live on Redesign

65

Total Wave 4 Sites

15

Participating ITCs

134

Total Districts Participating


Please view the Current List of Districts & Status to see a comprehensive list of school districts along with their ITC, implementation status and the wave they are scheduled to migrate from Classic to Redesign.

The following terminology is used to determine where in the implementation process the entity is currently at:

  • Implementing: The ITC is running test imports and balancing reports on the entity.  The district and ITC are working to schedule dates to begin dual processing and go live.

  • Paralleling: The entity is inputting all production transactions into both Classic and Redesign.

  • Live: The entity is using Redesign for production processing; no parallel processing is being performed;  Classic is available in 'read-only' mode.


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