aca – affordable care act

ACA – Affordable Care Act

• Disclaimer – waiting on finalized policy from DAS/CHRO• 30 hours a week or 1560 annually considered benefit eligible• Initial Measurement Period – November 2013 to October 2014: OSPS• Tracking ongoing employees: Agency• Health Reform (ACA) trainings – coming soon…• Datamart query – a tool for tracking hours

Go To:• File• Open From

Repository• Select your OCE

Press the plus mark next to the “Standard Query with Reports” Folder

Scroll DownUntil…

You see “OSPS-ACA Hours”. Click “Open”

2014Year End

Process

October November Final Run 2 YE Reports December

Final Run 2

2014 OSPA Year End Time Line

Outdated Items

After Nov Run 2 - 2014 fixes

October Run 1 (10/27/14)

Agency OSPS/DAS Review report for accuracy. Provide report listing outdated

Charitable Fund Drive deductions from P070 effective 11/30/14

October Run 2 (11/07/14)

Agency OSPS/DAS Review the report to confirm all DP taxes are removed and begin calculating for new plan year

Provide report listing outdated DPT adjustments from P050, effective 11/30/14

November Final Run 2 YE Reports December

Final Run 2

2014 OSPA Year End Time Line

After Nov Run 2 - 2014 fixes

Final Entries

November Final Run 2 (12/08/14)

Agency OSPS/DASFor months prior to November (Dec 2013 to Oct 2014) – last chance• Set P010 dates, except for separating

employees• Set correctives for tax year 2014• Enter cash payments for 2014 expense

reimbursements for ongoing employees

Assist agencies with complex corrections – ie, an October check is cut and no flag is set.

YE Reports

2014 OSPA Year End Time Line

After Nov Run 2 - 2014 fixes

Close of the 2014 Tax Year

December Final Run 2

After Nov Run 2 – 2014 fixes (12/09/14 – 12/31/14)

Agency OSPS/DASCash payments which tax year? All retro payments need to be made on Nov P050. Set corrective flag in Nov and request manual check

Set P010 dates, enter P050 entries and verify corrective flag

Request P010 dates for December terms Enter P010 datesNo P010s for transfers Review P010 date requests

The Importance of P010 Dates for December Terms• A P010 date dictates to OSPA which tax year December pay should go in.• If a December term does not have a P010 date you will need to correct the

following documents.• 2014 W-2• 2015 W-2• Social Security Taxes for highly compensated employees• Federal or State Income Tax changes

The Importance of P010 Dates for December Terms- Example

• On December 31, 2014 you issue an agency check to a retiring employee for $13,277.90• But you forget to request a P010 date.• Now the employee’s final payout is in tax year 2015.

The Importance of P010 Dates for December Terms- Example

Federal Tax rate has changed resulting in a $45.06 difference.

Employee maxed out of SSEC in 2014. OSPA has now paid SSEC for 2015.

Now the employee has a net pay negative in 2015.

The Agency will need to work with OSPS to correct both 2014 and 2015 W-2s and clear the net pay negative.

YE Reports

2014 OSPA Year End Time Line

What to Look For

December Final Run 2

Year End Reports – Important Dates

Report Agency Results: If not cleared…11/25/14: E260-200 Net Pay Negative Report

Review & correctClear by 12/31/14

2014 W-2 is incorrect and W-2c will be needed

12/09/14: E492 Terminated Employees Having Leave Balances

Review & correct: P435 adj, P060 adj or request manual checkClear by 12/31/14

If pay date is in 2015 EE receives 2015 W-2

Report Agency OSPS/DAS11/25/14: ANNLDEC Report Review for completeness. Confirm

dollar amount from OSPS accountant.

Send email to agency for final deceased payout. Create and send 1099s for State of Oregon.

Year End Reports – Important Dates…cont’d Report Agency Results: If not cleared…

12/09/14: E357-030 Separated Employees with Net Pay Positive Adjustment

Review & correct: typically by P060 - Clear by 1/09/15 ORrequest manual check by 12/31/14

Agency will need to request 2014 W-2c & 2015 W-2c

12/09/14: XREF68N Employees with Negative Report

Review & correct: start at P090 and look for negativesClear by 1/09/15

No 2014 W-2 produced for EE

12/29/14: B850-01 Nov or Dec Pay Reported in Two Tax Years

Review & correct: Did employee receive overpayment? Are wages posted in correct year?

2014 W-2 is incorrect and W-2c will be needed

2014 OSPA Year End Time Line

Last Chance - 2014

December Final Run 2

December Run 2 – 1/09/15For 2014 tax year last day to…

Work all year end reports:XREF10-AANNLDECE260-200: Net Pay NegativeE357-030: Separate EEs w/ Net Pay PosE492: Term EEs Having Leave BalancesXREF68N: EEs w/ Negative ReportB850-01: Nov or Dec Pay Reported in Two Tax YearsCorrect negative YTD amounts – see XREF68NRequest any final P060 tax adjustments for separated employees – see E357-030 & E492

Request check reversalsEnter non-cash reimbursements or taxable fringe benefitsRecord return of overpayments for tax year 2014 – this may result in W-2c

Important Dates

Agency1/09/15: Last date to update employee addresses for W-2 printing1/12/15: Able to set P010 dates and set corrective flags for 2015 tax year1/14/15: E381-30-2, W-2 Distribution List available online1/15/15: P&D distribution of 2014 W-2s (2-4 day turnaround)1/31/15: 2014 W-2s distribution deadline

OSPS1/13/15: 2014 W-2 file sent to Printing and Distribution1/27/15: Outdate 2014 Governor’s Food Drive P070 for 02/28/14 pay period1/31/15: 2014 1099s distribution deadline

What is the easiest way to guarantee a 2014 and 2015 W-2c?

An employee cashes their December paid January paycheck early

Topic: Corrected W-2

JEOPARDY

Correcting a W-2

New Corrected W-2 Request Form

• Still on the OSPS Website under Forms– http://www.oregon.gov/DAS/EGS/FBS/OSPS/Pages/form.aspx

• Changes to Form– In Excel– The form auto calculates:

• Employee and Employer shares for Social Security and Medicare taxes

• The corrected amount that will be reported on the W-2c– Drop down menus for:

• Tax Year• Correction Reason• Additional detail