heartland payroll solutions - payroll office - powerful ... year-end fees will be ... heartland...

2001 Aerospace Pkwy. Brook Park, Oh 44142 877-729-2968 (ph) 877-736-0781 (fax)

Submit the Year-End Information within this document by saving it to your hard drive then attaching the file and email it to [email protected] OR printing it out and faxing this document to

877-736-0781 We still need this document even if you do not require any additional services.

The information listed below is in preparation for 2012 Year-End Processing. Contact us if you have any additional questions regarding the enclosed information. All Year-End fees will be applied to the first payroll run in January, 2013. This is an interactive form that can be saved to your hard drive and emailed or faxed to us.

SUBMIT BY DECEMBER 7, 2012

Sincerely,

Heartland Payroll Solutions

1 This requirement is found in section 1.2 (d) of your Payroll Contract. Due to strict confidentiality rules, taxing authorities generally are not permitted to forward tax rate updates to anyone other than the employer. Our policy is to have all tax related correspondence flow through the employer so that you are aware of all activities related to your tax accounts.

2 Due to special handling required to submit W-2 data to the Social Security Administration for accounts with Social Security Number issues, we charge an additional $25 for accounts with issues that remain unresolved at the time of filing. In addition, your company may be subject to penalties if W-2's are submitted with missing/invalid/duplicate Social Security Numbers.

Contents of Year-End Packet

Email: [email protected] Fax: 877-736-0781 Mail To: 2001 Aerospace Pkwy. Brook Park, OH 44142

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Page 2. How To Use This File Page 3. 2012 Year-End Calendar Page 4. Year End Request Checklist Page 5. W2 Special Shipping Instruction / W3 Request Form Page 6. 8846 Report Request Form Requests must be re-submitted every year-end. These reports are NOT automatically generated. Page 7-8. Earnings/Deductions Reporting Form This form should be used by clients that will report any additional/adjustment income or deduction items at year-end. Page 9. Definitions for Earnings/Deductions

mailto:[email protected]?subject=2011%20Year%20End%20Packet

mailto:[email protected]?subject=2011%20Year%20End%20Packet%20

How To Use Your 2012 YEAR END Packet

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This is an INTERACTIVE PDF file. The following directions will show you how to enter the data, save it to your hard drive and submit it back to Heartland.

Contact Name

Company NameClient Number

Phone Number

1. Fill in the boxes here: Each future page will be populated to prevent double keying on each form.

2. CALENDAR Review the Calendar to see when the Heartland Payroll Office is OPEN (in Yellow) and deadlines (in Red). 3. YEAR END REQUESTS CHECKLIST Check the information you are requesting and add any comments that you may have. 4. SPECIAL SHIPPING INSTRUCTIONS If you are requesting that your YEAR END Packet be shipped to another location other than the one listed on your account, please fill this form out. 5. 8846 Request Form (note applicable fee) This report is for businesses that pay out tips. 6. EARNINGS/DEDUCTIONS REPORT Fill out this form if there is an adjustment to an employee's benefits or deductions. 7. SAVING FILE Once you have completed filling out these pages, save it to your hard drive. 8. EMAILING FILE Once the file has been saved, open up your e-mail program, prepare to send your Year-End document, attach this PDF document to the e-mail and send it to us to [email protected]. If you are using Outlook for your e-mails, simply click on File then "Attach to an E-mail". Outlook will automatically attach the file. You can also click on any of the [email protected] addresses to open up your e-mail. 9. PRINTING FILE If you do not have access to E-mail, simply press the "Print Form" button on the top of page one and fax it into 877-736-0781. 10. MAIL If you do not have access to e-mail or a fax machine, you can "Print Form" and mail it to:

2001 Aerospace Pkwy. Brookpark, OH 44142.

No Dashes - enter as 1234567890

EXT




2012 YEAR-END CALENDAR

Sun Mon Tue Wed Thu Fri Sat

1

2 3 4 5 6 7 Last day to Submit Year-End Cover Sheet and Forms

8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 Open 8AM-6PM

25 Closed For Holiday

26 Last day to Submit 2012 Payrolls, Yr-End adjustments, Allocated tips on W2s

27 28 29

30 31 Open 8AM -6PM Payroll Records closed for 2012. No Checks Backdated

December 2012

Sun Mon Tue Wed Thu Fri Sat

1 Closed For Holiday

2 3 W2 Printing Begins Adjustments after this date, will incur a duplicate check fee and $250 adjustment fee.

4 5

6 7 8 9 10 11 12

13 14 15 16 17 18 19

20 21 22 23 24 25 26

27 28 29 30 31 February 1 is the IRS deadline to post mark W2's/1099's

January 2013


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The following reports will be included with your first payroll run in December 2012

1. Review these reports for accuracy. 2. Check the applicable box below for the report/reports that need to be corrected. 3. Send back any changes that are required.

TAX ID AND RATE VERIFICATION REPORT - Available in previous Quarterly Packages. Review for changes to your unemployment tax and your filing frequency

EMPLOYEE W-2 VERIFICATION REPORT - Review for correct employee information If there are missing Social Security Numbers, you will receive the "Missing SSN" Report

Please check the items that you have included with this file: Check All That Apply

8846 Request Form (note applicable fees)

Earnings/Deductions Reporting Form(s)

# of Forms

Special Shipping Request Form / W3 Request Form

I have NO CHANGES to the reports and am requesting no additional services for Year-End 2012

MISSING OR DUPLICATE SOCIAL SECURITY REPORT

Comments:

Year End Request Checklist

E-mail this form in even if you have no changes to report. You can also fax or mail these forms.


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Contact Name


Phone Number EXT


Heartland Payroll Company will ship your W-2 package, which includes employee and employer copies of the W-2 forms, to the Quarterly Delivery Address on file. If you wish to have this package shipped to a different address, please complete the information below.

Ship my W-2 package to this alternative address:

I understand that my W-2 package may be left by the courier, without confirmation signature and unattended, at this address. (check box for acknowledgement)

1 Heartland Payroll Company has shipping labels pre-printed by the courier for W-2 shipping. Requests after this date may not be honored. Heartland Payroll Company performs this service as a courtesy to our clients. Receipt of this document by Heartland in no way constitutes any additional liability by Heartland for packages shipped to previously authorized addresses.

Name

Address

City ST ZIP


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Contact Name


Phone Number EXT

W-2 SPECIAL SHIPPING INSTRUCTIONSW3 REQUEST FORM

W3 Copy - Provided after W2's are produced in January, 2013.

W3 Request


8846 Request Form (Tipped Employers Only)

$502012 IRS Form 8846

8846 Credit for Employer Social Security and Medicare Taxes Paid on Certain Employee Tips

If applicable to your company, we will complete Part I, lines 1-4 of form 8846 (Part II or Form 3800 will be completed by you or your accountant). This form is an attachment credit to form 1040, 1120 or 1065.

We may require certain information from you.

Please ensure that you respond to these information requests in a timely manner.


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Contact Name


Phone Number EXT

If you would like this report, check box below

The 8027 Report Form will made available after January, 2013

SPECIAL NOTE


Earnings/Deductions Reporting Form


Last 4 Digits of SSN

Employee Name


Employee Name


Employee Name

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Contact Name


Phone Number EXT

1. Misc Fully Taxable Fringe Benefit (Appears in Box 1, 3, 5 &14 on the W2)

2. Misc Fringe Benefit Taxable for Social Security/Medicare (Appears in Box 3, 5 &14 on the W2)

3. Taxable Auto Allowance (Appears in Box 1, 3, 5 &14 on the W2)

4. Group Term Life Insurance Premiums (GTL) (Appears in Box 1, 3, 5 &12-Code C on the W2)

5. Long-Term Disability Payments (Unless requested in box 14, doen't appear on the W2)

6. S Corp Accident/Health Insurance (Paid by the Corporation 2% Ownership) (Appears in Box 1 & 14 on the W2)

7. Short Term Third Party Sick Pay (Appears in Box 1, 3, 5 on a 2nd W2)

8. Long Term Third Party Sick Pay (Appears in Box 1 on a 2nd W2)

9. Health Savings Account Employer Contribution Only (HSA) (Appears in Box 12 Code W on the W2)

If you have any special circumstances check the box to be contacted by an Adjustment Specialist before the fringe benefit is processed.

NOTE 1: Fringe benefits that are taxable for the employee portion of Social Security and Medicare must be submitted with paid wages. In Addition, there will not be Federal or State taxes withheld on fringe benefits submitted without paid wages.

Comments Comments Comments

NOTE 2: For Further description of each section, see page 9.

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Earnings/Deductions Reporting Form

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Employee Name


Employee Name


Employee Name

Contact Name


Phone Number EXT

If you have any special circumstances check the box to be contacted by an Adjustment Specialist before the fringe benefit is processed.

NOTE 1: Fringe benefits that are taxable for the employee portion of Social Security and Medicare must be submitted with paid wages. In Addition, there will not be Federal or State taxes withheld on fringe benefits submitted without paid wages.

Comments Comments Comments

NOTE 2: For Further description of each section, see page 9.


1. Misc Fully Taxable Fringe Benefit (Appears in Box 1, 3, 5 &14 on the W2)

2. Misc Fringe Benefit Taxable for Social Security/Medicare (Appears in Box 3, 5 &14 on the W2)

3. Taxable Auto Allowance (Appears in Box 1, 3, 5 &14 on the W2)

4. Group Term Life Insurance Premiums (GTL) (Appears in Box 1, 3, 5 &12-Code C on the W2)

5. Long-Term Disability Payments (Unless requested in box 14, doen't appear on the W2)

6. S Corp Accident/Health Insurance (Paid by the Corporation 2% Ownership) (Appears in Box 1 & 14 on the W2)

7. Short Term Third Party Sick Pay (Appears in Box 1, 3, 5 on a 2nd W2)

8. Long Term Third Party Sick Pay (Appears in Box 1 on a 2nd W2)

9. Health Savings Account Employer Contribution Only (HSA) (Appears in Box 12 Code W on the W2)

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1. Fully taxable- entire amount subject to all taxes (must be submitted with wages to allow for social security and medicare taxes withheld)

2. Taxable for Social Security and Medicare but not reported as taxable for federal, state or local (must be submitted with wages to allow for fica/medicare taxes withheld)

3. Fully taxable - entire amount subject to all taxes (must be submitted with wages to allow for social security and medicare taxes withheld)

4. Taxable group term life Insurance premiums paid by the employer on coverage in excess of $50,000 per year. Taxable for Federal, Social Security, Medicare, and possibly state and local. (must be submitted with wages to allow for social security and medicare taxes withheld)

5. Taxable for FUTA only.

6. S corporation Accident and Health Insurance premiums paid by the corporation for owners with at least 2% ownership in an S Corp, where and employee “non-discriminatory medical plan is offered. Taxable for Federal and State only, Social Security/Medicare and FUTA exempt. (Exception NJ, Only taxable for Federal)

7. Taxable for Social Security/Medicare Employer portion only (does not need to be submitted with wages)

8. Taxable for Federal and State (does not need to be submitted with wages)

9. Health Savings Account Cafeteria Plan Contributions by the employer for reporting purposes

Earnings/Deductions Reporting Form DESCRIPTIONS

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