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Payroll 2009 W2/1042S Year End Processing


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Summary: 

ASU will be using a new vendor (ADP) for year end W2 processing. ADP will process our W2’s and will be printing and posting these documents on the web for the current year 2009 and going forward.

In addition, the year end reconciliation will be automated. Currently, a manual process is completed to validate W-2 information and ensure all W-2s balance for year end. An SQR report designed to review the W-2 information as completed manually will shorten the review process and ensure any issues that need to be addressed are completed prior to year end which will provide for a smooth year end for both W-2s and 1042-S.

Start Date: 
October 19, 2009
Go Live: 
January 30, 2009
End Date: 
February 27, 2009
Current Milestone: 
11/30/09 - Refine 2009 YE Task List, Begin W2 and W4 testing, Begin W2 interface mod
Stage: 
On track
People
Sponsor/Champion: 
Morgan Olsen, Executive Vice President and Chief Financial Officer
Lead Customer: 
Kevin Salcido, Interim Associate Vice President and Chief HR Officer
Project Manager: 
Myra Elias
Contact for more information: 
Myra.Elias@asu.edu
Associate VP University Technology: 
John Rome
More Info
Source: 
Executive
Department: 
UTO
Department: 
Business and Finance
Priority: 
High
Scope: 

Vacation Cap for 2009 calendar year end 

1042S Non-resident Alien tax processing

  • CRM Case #370043- Create 1042S BPG
  • CRM Case #432884 - Create payment upload to GLACIER

    • W2 year end tax processing

  • CRM Case #443402- W2 setup with ADP
  • CRM Case #412990 - Year end reconciliation to W2 file
  • CRM Case #471090 - (YE) Vacation Leave Accrual Excess Removal (CAP)
  • CRM Case #47091 - (YE) Link for ADP website for W2's on MyASU
    • All Milestones and Schedule: 





















    Arizona State University
    Year End
    Processing for 2009
    Project List
    Project Name Description Process Pre-requisite Responsible Party Notes Due Date 11/4/09 Status 11/10/09 Status
    W-5 Renewal Emails Emails need to be sent by November
    1st.

    The query identified 5 employeees - per payroll this will be accomplished
    manually.    		 ASUHRPY_W5_EES   Robin Oglesby-Harris   11/1/2009 Completed 11/3/09 Completed 11/3/09
    ADP Registration file       Duane Cluff   11/1/2009 Completed 11/1/09 Completed 11/1/09
    TFB/Moving Expenses 
    Review    		 Duane Created and will send me query name ASUHRPY_TFB_MOV_EXP_YR   Geraldine Peterson   11/6/2009 Need query Completed
    11/10/09
    Help Center - W2 Registration Info   Update help center pages Communication
    from Debbie    		 Debbie/Myra

    work with Martha    		   11/6/2009 Meeting scheduled
    this week    		 Draft completed
    Help Center - 2009 W2 Gen Info   Update help center pages Communication
    from Debbie    		 Debbie/Myra

    work with Martha    		   11/6/2009 Meeting scheduled
    this week    		 Draft completed
    Help Center - 2009 W2 Info   Update help center pages Communication
    from Debbie    		 Debbie/Myra

    work with Martha    		   11/6/2009 Meeting scheduled
    this week    		 Draft completed
    Payroll web update     Communication
    from Debbie    		 Debbie and Karen   11/6/2009 Meeting scheduled
    this week    		 Draft completed
    MyASU - 2009 W2 Info Kelly Steiner Update help center pages Communication
    from Debbie    		 Debbie/Myra

    work with Martha    		   11/6/2009 Meeting scheduled
    this week    		 In progress
    Run W-2 test file    Run 1st test by Nov 6 Need test
    environment/Setup Changes    		 Robin Oglesby-Harris   11/9/2009 CNV next week CNV next week with Robin

     and Geraldine
    Identify FICA refunds Need a method to identify them         11/15/2009 Need a method to
    identify     		 Create CRM ticket
    W2 interface file to ADP Create Spec     Kim/Myra   11/15/2009 Spec review
    11/5/09    		 Finalize on
    Thursday 11/12/09
    Run W-4 test Renewal Emails

    Review email and update if necessary

    Have DEV check email addresses    		 Emails need to be sent by class="font51205">December 15th Review Table that houses email for process need CRM
    ticket    		 Robin Oglesby-Harris   11/15/2009 need CRM ticket no status
    W-4 Renewal Emails

    Review email and update if necessary

    Have DEV check email addresses    		 Emails need to be sent by class="font51205">December 15th Review Table that houses email for process   Robin Oglesby-Harris   12/15/2009 No Status Testing
    Completed. Working on Spec

    to change the email and verify that

    email addresses are correct
    Update Year End Tables     U/F tax
    update    		 Geraldine   12/15/2009 No Status with U/F in prd
    12/5/09
    NRA Income Code 18 Adjustments Adj amounts from Income Code 18 to Federal Taxable for those not
    eligible for this income code    		 Identify: ASUHRPY_NRA_TO_GLACIER_SPECIAL Process: On-Cycle -add
    to payline, Off-Cycle: Manual Paysheet    		   Kelly Best   12/31/2009 on-going on-going
    NRA Income Code 19 Adjustments Adj amounts from Income Code 19 to Federal Taxable for those
    over the treaty limit    		 Identify: ASUHRPY_NRA_TO_GLACIER_SPECIAL Process: On-Cycle -add
    to payline, Off-Cycle: Manual Paysheet    		   Kelly Best   12/31/2009 on-going on-going
    Review and Correct Tax900 Biweekly Review and correct imbalances on the Tax900 Payroll for North America > US Annual Reporting > Audit
    and Error Reports > Error Listing    		   Robin Oglesby-Harris, Geraldine Peterson On-going 12/31/2009 on-going on-going
    NRA FICA Taxable Gross Adjustments Refund any FICA deducted in error from NRAs   How do we
    identify?    		 Kelly Best On-going 12/31/2009 based on #9 above based on #9 above
    Year End Reconciliation Reconcile all employees ASUHRPY_1042_YTD_BALANCE, ASUHRPY_YTD_EARN_BAL,
    ASUHRPY_DEDUCT_BAL, ASUHRPY_YTD_TAX_BAL    		   Robin Oglesby-Harris, Geraldine Peterson   12/31/2009 on-going on-going
    Worker's Comp Claims to be entered into PS Worker's Comp reimburesement to employees must be entered to
    reduce taxable gross    		     Robin Oglesby-Harris Processed
    Each Pay Period    		 12/31/2009 on-going on-going
    Verify all repayments in PS Verify all repayments via personal check received by employees
    have been input into PS    		   Identified
    on spreadhseet

    and share with FS    		 Robin Oglesby-Harris   12/31/2009 on-going on-going
    Correct Address 1 Address cleanup -Address 1 is blank Query - ASUHRPY_ADDR_BLANK style='mso-spacerun:yes'>    Robin Oglesby-Harris Done-
    Cont. to Verify Weekly    		 12/31/2009 on-going on-going
    Correct Country Address clean up - Country is not USA Query -
    ASUHRPY_MAIL1_NOT_USA, Run W-2 Processes    		   Payroll Team   12/31/2009 on-going on-going
    Correct State Address clean up - USA Address and state is blank Query -
    ASUHRPY_STATE1_BLANK     		   Robin Oglesby-Harris Done-
    Cont. to Verify Weekly    		 12/31/2009 on-going on-going
    Correct
    City    		 Address
    clean up - USA Address and city is blank    		 Query -
    ASUHRPY_CITY1_BLANK     		   Robin
    Oglesby-Harris    		 Done- Cont. to Verify
    Weekly    		 12/31/2009 on-going on-going
    Social
    Security Numbers    		 Correct
    Invalid Numbers    		 Payroll for
    North America > US Annual Reporting > Audit and Error Reports >
    Error Listing    		   Payroll Team   12/31/2009 on-going on-going
    State Tax Rate Update Insert a new row in employee tax data to reflect new State Rate     Geraldine/Myra

    Need DEV    		   12/31/2009 holding on U/F holding on U/F
    Update State tax page with new default rate Update page default for State tax     Geraldine /Myra

    need DEV    		   12/31/2009 holding on U/F holding on U/F
    Vacation Carryover cap Remove excessive vacation hours per vacation plan     Carol U/Myra   12/31/2009 testing in CNV
    week of 11/9/09    		 testing in CNV
    week of 11/9/09
    Create Year End Off-Cycle Calendar       Geraldine   12/31/2009 No Status no status
    Review Misc employees W2s (TP) Verifying W2's are correct Use Year End Recon above Run W2
    file create in test environment    		 Robin Oglesby-Harris   12/31/2009 testing in CNV
    week of 11/9/09    		 next week testing
    Dashboard   Add new year end data   Myra   1/1/2010 need CRM ticket need CRM ticket
    Year End Process Completed in PRD

    What are the processes: LIST    		 Kim will look for 2008 doc and send toMyra     Robin/Geradline   Early January No Status No Status
    Year End W-2 File Submitted to ADP     Run W2 process in
    production



    Run Address correction queries:

     ASUHRPY_ADDR_BLANK

    ASUHRPY_MAIL1_NOT_USA

    ASUHRPY_STATE1_BLANK

    ASUHRPY_CITY1_BLANK     		 Geraldine/Myra/DEV   Early January No Status no status
    Retirement Balance Review Match total deductions from paycheck to deduction balance -
    correct any mismatches    		     Kim       Kim will
    review and report next week
    Review and Update Holiday Schedule   Set Up HRMS > Foundation Tables > Organization >
    Holiday Schedule    		   Geraldine Peterson Complete 11/1/2009 Complete 11/1/09 Complete 11/1/09
    W-2C's  Need to be entered into Peoplesoft     Shannon Mabry   Beg 2/1/2010 No Status no status
    W2 State tax procedures Check  with different
    states for procedures to file w2 state taxes    		     Robin/Geradline   12/1/2009   no status
    Quarterly Processes ending 12/31/09 Run quarterly processes After all processes have been run, notify FS to run quarterly
    processes    		   Liala       no status
    Out of State Employee Review Verifying the Correct States are Taxed     Robin Oglesby-Harris Done-
    Cont. to Verify Weekly    		 12/31/2009 on-going on-going
    Deliverables: 
    Business Analyst Description Status
    Duane Cluff 1042S Processing - payment upload

    • HRIS Request Form
    • Scope Definition
    • Functional Specifications
    • Technical Review
    • Development
    • User Acceptance testing
    • Test Plan Documentation
    • Communications
    • Document Business Process Guide
    • Transition to Support Team
    		 To be completed by March 2010
    Kim Hundza 1042S Processing - Internal business process guide

    • HRIS Request Form
    • Scope Definition
    • Functional Specifications
    • Technical Review
    • Development
    • User Acceptance testing
    • Test Plan Documentation
    • Communications
    • Document Business Process Guide
    • Transition to Support Team
    		 To be completed by March 2010
    Kim/Hundza/Myra Elias W2 setup with ADP

    • HRIS Request Form
    • Scope Definition
    • Functional Specifications
    • Technical Review
    • Development
    • User Acceptance testing
    • Test Plan Documentation
    • Document Business Process Guide
    • Transition to Support Team
    		 To be completed by November 2009
    Kim Hundza Year End reconciliation to W2 file

    • HRIS Request Form
    • Scope Definition
    • Functional Specifications
    • Technical Review
    • Development
    • User Acceptance testing
    • Test Plan Documentation
    • Document Business Process Guide
    • Transition to Support Team
    		 To be completed by January 2010 
    AttachmentSize
    Year End Processing for 2009 Project List (2).xls36 KB
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