Frequently Asked Questions for Year End 2009 Processing
Year End 2009 Processing
I am not clear on what income or deductions are taxable to my employees and what are not. Where do I go for assistance?
We suggest you contact your accountant to discuss the taxability of your deductions. You may also refer to these IRS publications:
• Publication 15 Employer’s Tax Guide http://www.irs.gov/pub/irs-pdf/p15.pdf.
• Publication 525 Taxable and Non-Taxable Income http://www.irs.gov/pub/irs-pdf/p525.pdf.
What if I need to make corrections to my employee's W-2?
If you weren’t able to make corrections to your W-2s prior to them being issued, if you are the Payroll Administrator, please contact our Client Service Department at YearEnd2009@PayrollNetwork.com.
Example: The Name or Social Security Number is wrong on the W-2
The name and SSN must match the information on the employee’s Social Security Card. If they do not match and if you are an employee, contact your Payroll Administrator. If you are the Payroll Administrator, contact the Client Service Department at YearEnd2009@PayrollNetwork.com.
- Example: The address on the W-2 is incorrect
A corrected W-2 is not required for a change in address unless the employee has moved from one tax jurisdiction to another. If you are an employee, contact your Payroll Administrator. If you are the Payroll Administrator, contact the Client Service Department at YearEnd2009@PayrollNetwork.com.
How do I access W-2 information?
Your paper W-2 forms will be delivered to the Payroll Administrator no later than January 30, 2010.
For your convenience, Payroll Network has developed a more secure method of delivering W-2s, 1099s, tax returns and reports via the web. Payroll Administrators will no longer automatically receive a CD. If you choose to receive a CD you must complete the Special Request Form at www.PayrollNetwork.com/forms/SpecialRequestForm.pdf.
If you are an Online Employer user, you should already have a user name and password. If you are not an Online Employer user, you will need to complete the Online Employer Security Form at www.PayrollNetwork.com/forms/SecurityForm.pdf to obtain a user name and password.
How is 3rd party sick pay handled?
On or before your last payroll process for 2009, send all 3rd Party Sick Pay to the Client Service Department at Client Service Department at YearEnd2009@PayrollNetwork.com.
Who files my year end payroll tax returns?
Payroll Network will file your year end payroll tax returns unless you are not taking advantage of our tax service.
Who files my W-2s?
Payroll Network files ALL client W-2s.
Who files my 1099s?
If 1099 payments have been processed by Payroll Network, then Payroll Network will file those 1099s.
What are the IRS regulations on fringe benefits?
Here is a link to the IRS publication 15-B Employer’s Tax Guide to Fringe Benefits which will answer your fringe benefit questions:
http://www.irs.gov/pub/irs-pdf/p15b.pdf
Where can I get answers to general questions about federal withholding tax laws?
Here are two links to IRS publications
• Publication 15 Employer’s Tax Guide http://www.irs.gov/pub/irs-pdf/p15.pdf
• Publication 15-A Employer’s Supplemental Tax Guide http://www.irs.gov/pub/irs-pdf/p15a.pdf
Where can I find the meaning of the W-2 boxes?
Explanations for the W-2 boxes are printed on the back of each W-2 form. Additionally, here is a link to the IRS Instructions for Forms W-2 and W-3 http://www.irs.gov/pub/irs-pdf/iw2w3.pdf
How should year end adjustments be handled?
Please review the Adjustment Processing section of the Year End 2009 Guide (www.PayrollNetwork.com/files/YearEnd2009Guide.pdf).
If you still have questions, please contact the Client Service Department at YearEnd2009@PayrollNetwork.com.
What should I do with blank payroll tax forms from the tax jurisdictions?
Please scan and send them to our Tax Department at taxdept@payrollnetwork.com or fax them to 301-770-4666.
How do I submit a bonus payroll?
To schedule a year end bonus, please review the Other Year End Concerns section of the Year End 2009 Guide (www.PayrollNetwork.com/files/YearEnd2009Guide.pdf).
How do retirement catch-up contributions work?
Employees who are age 50 or older by the end of 2010 are eligible to make additional contributions to various retirement plans (401K, 403B, SARSEP, 457).
Please review the Retirement Plan Catch-Up Contributions for 2010 section of the Year End 2009 Guide (www.PayrollNetwork.com/files/YearEnd2009Guide.pdf).
How do I reprint a lost or missing W-2?
If you are using Employee Services, the employee can reprint their own W-2.
Otherwise, access your employee copies via ViewChoice reports in Online Employer.
What should I do if the wages on a W-2 do not reconcile with the final check stub?
Please review the Reconciling W-2 Information to a Check Stub section of the Year End 2009 Guide (www.PayrollNetwork.com/files/YearEnd2009Guide.pdf).
What should I do if the check for the final pay period of 2009 is not included on my W-2?
All checks dated in 2009 are included in your 2009 W-2. Any checks dated in 2010 will be included in your 2010 W-2.
What is FSA on the W-2?
FSA stands for Flexible Spending Account and includes such items as pre-tax Medical and Dental deductions.
I have Box 14 questions, who do I contact on these items?
Box 14 is used primarily to provide additional information that is not payroll tax-related.
What if an employee has not had any federal or state taxes withheld according to their W-2?
Review the employee’s Form W-4 to determine whether it was completed. If an employee claimed to be exempt from federal / state withholding, then no taxes would be withheld. If the employee’s earnings are under a certain threshold, they may not have been subject to federal or state withholding taxes. They may change their Form W-4 Employee Withholding Allowance Certificate to adjust federal and state withholdings and exemptions.
How do I handle non-resident aliens on a treaty?
Please refer to IRS Publication 519, U.S. Tax Guide for Aliens http://www.irs.gov/publications/p519/index.html
How should an employee handle an amended W-2 (W-2C)?
If the employee has already filed their tax return, they must file an amended return. Please have them contact their tax preparer if they need additional guidance.
Why didn't an employee who moved between tax jurisdictions receive multiple W-2s?
Please review your records to determine if the payroll records reflect the new address (Demographic Form) and multiple tax jurisdictions (Tax Form). If the payroll records do not reflect the new information, submit the correct information to YearEnd2009@PayrollNetwork.com.
Why aren't retirement contributions itemized in Box12 on the Form W-2?
All retirement and catch-up contributions are added together and reflected on Box 12 the W-2.
What causes an employee's tax withholding to differ from the appropriate tax table?
The employee should review their withholding form(s) or contact their tax preparer to establish proper withholding allowances.
