Appendices 




Appendix A - Non-Taxable & Taxable Sick Pay and OpenRDA Setup

  • See separate document in OpenRDA Answers (Third Party Sick Pay Reporting) for more information.


Appendix B - Box 12M: Uncollected SS GTLI > 50K and OpenRDA Setup


  • This field comes from the Uncollected SS GTLI > 50K deduction amount (when you provide a former employee, including retirees, more than $50,000 of group-term life insurance coverage for periods during which an employment relationship no longer exists) for each employee.


  • There are two options for setting up OpenRDA to handle this deduction:
    • W2 Master
    • Payroll


W2 MASTER OPTION (Preferred Method)


  1. Go to HR → Payroll W2 Processing → Load tab (in Xpert, go to Payroll → EFW2/W2 Submenu)
  2. Click View Masters (in Xpert, click View EFW2 Masters).
  3. Select the employee's W2 Master.
  4. Enter the amount in the 12M box.
  5. Remember, if you have to reload the employee's W2 information, you will also need to re-enter the amount in the 12M box.


PAYROLL OPTION

  • This method works only if the employee has a Deduction Calendar for the year.


Add a Deduction Description


  1. Go to HR → Payroll → Setup → Deductions → Deduction Descriptions (in Xpert, go to Payroll → Deduction Descriptions)
  2. Add a deduction for the Uncollected Social Security Tax (FICA).
  3. W2 Deduction Type = GLI SSN UNCOL


Add Employee Deduction


  1. Assign the deduction to the employee(s).
  2. Enter the amount in the employee's Adjustment/Additional Amount field.
  3. The system will take this amount, and multiple it by .062.
  4. The Load W2 process will copy this amount to the Box 12M field in the W2 Employee Master.


Create Deduction Calendar


  1. From the employee's Deduction Master Maintain Screen for this deduction, select Deduction Calendar Summary; click Select.
  2. Click Add; enter Calendar Year, and Save.


Appendix C - Box 12N: Uncollected MED GTLI > 50K and OpenRDA Setup


  • This field comes from the Uncollected MED GTLI > 50K deduction amount (when you provide a former employee, including retirees, more than $50,000 of group-term life insurance coverage for periods during which an employment relationship no longer exists (for each employee).


  • There are two options for setting up OpenRDA to handle this deduction:
    • W2 Master
    • Payroll


MASTER OPTION (Preferred Method)


  1. Access the employee's W2 Master.
  2. Enter the amount in the 12N box.
  3. Remember, if you have to reload the employee's W2 information, you will also need to re-enter this information.


PAYROLL OPTION


  • This method works only if the employee has a Deduction Calendar for the year.


Add a Deduction Description


  1. Go to HR → Payroll → Setup → Deductions → Deduction Descriptions (in Xpert, go to Payroll → Deduction Descriptions)
  2. Add a deduction for the Uncollected Medicare.
  3. W2 Deduction Type = GLI MEDI UNCOL


Add Employee Deduction


  1. Assign the deduction to the employee(s).
  2. Enter the amount in the employee's Adjustment/Additional Amount field.
  3. The system will take this amount and multiple it by .0145.
  4. The Load W2 process will copy this amount to the Box 12N field in the W2 Employee Master.


Appendix D - Box 14A: Non-Cash Taxable Fringe Benefit and OpenRDA Setup


  • See separate document in OpenRDA Answers (Non-Cash Fringe Benefits) for more information.


Appendix E - Set Up Employer ID in Deductions


  • Not all users are required to run this process. Do not run this process unless you have reviewed your Deduction Descriptions, and have determined that many of the Deduction Masters do not have the correct Employer ID assigned.
  • If your organization has more than one EIN, and new deductions were added during the calendar year, you should review all Deduction Masters to verify that the associated Employer ID is correct. Select the correct Employer ID if necessary. If you find several deductions that need correcting, refer to the following instructions on how to set Employer Masters in mass. If you have concerns, contact RDA for assistance.


  1. Go to HR → Payroll W2 Processing → Other → W2 Setup → Setup Employer ID in Deductions (in Xpert, go to Payroll → EFW2/W2 Submenu → EFW2 Ssetup Submenu → Setup Employer Master Records)
  2. Select the New Employer ID. Be sure to select the CORRECT Employer ID. MAKE SURE THE EMPLOYER NAME DISPLAYS IN BOTH FIELDS, BY CLICKING THE FIELD TO THE LEFT. If you click Save when the Employer ID does not display in both fields, the result will be EFW2 Masters with a blank Employer Identification field, which is not correct.
  3. Ranges – IMPORTANT STEP: If your organization has multiple EINs, you MUST range on Deduction Descriptions when running this process. If you added Deduction Descriptions this calendar year, range on those Deduction Descriptions. If the number of new deductions added is few, you also have the option of accessing the Deduction Description Master, and selecting the correct Employer ID. Select other ranges if necessary.
  4. Select Type – Choose Process Exceptions, which allows you to view, omit and/or change records before saving. (Automatic does not allow changes before saving).
  5. Click Select.
  6. If all deductions are correct: Click Save/Finished. If all deductions are incorrect: Click Cancel, and then Abort. If some deductions need to be changed or skipped: Choose the deduction, click Select, change the Employer ID, or set the Skip flag to TRUE, and click Save.
  7. Repeat steps to change additional Deduction Descriptions.
  8. Click Save/Finished.
  9. Access Modules → HR → Payroll → Setup → Deductions → Deduction Descriptions (in Xpert, go to Payroll → Deduction Descriptions), and verify the field called Employer ID.


Appendix F - Purge W-2s (Optional)


Procedure


  1. Go to HR → Payroll W2 Processing → Other → W2 Setup → Purge (in Xpert, go to Payroll → EFW2/W2 Submenu → Payroll EFW2 Setup Submenu → Purge EFW2 Database)
  2. Enter the Calendar Year to purge.
  3. Select ranges if necessary to include only those W-2 records that should be purged; see NOTE 1 below .
  4. Click Select (IMPORTANT NOTE: Once Purge is completed, deleted records are immediately removed, and cannot be retrieved).


Comments


  • It is recommended that you purge W2 Masters from previous years that are no longer needed for auditing purposes. This maintenance feature is used to improve system performance. In most cases, purging is NOT a mandatory step during the preparation of W-2s, but is recommended.
  • DO NOT PURGE W-2s STILL NEEDED FOR AUDITING PURPOSES.
  • The Purge W2s process automatically removes the deleted W-2 records.
  • If in doubt, call RDA Technical Support, and always...BACK UP DATA.


NOTE 1: When is Purging Necessary During the Preparation of W-2s?


  • If you run the LOAD W2 AMOUNTS process for the current year, only to discover that you loaded employee records that should not have been loaded.
  • Reloading OVERWRITES existing information for the additional W-2 employees. It DOES NOT ERASE the additional W-2 employee records that should not have been added.
  • Always purge and reload if the LOAD W2 AMOUNTS process was run, and you discover that employee W2 Masters were created for the wrong Employer ID/EIN.