The purpose of this memo is to provide an outline for 2005 payroll year-end preparation, and considerations for the new year beginning January 1, 2006.

 

 

During December:

 

1.  Order the W-2 forms from Moore Business Forms ? (The Moore Store 1-800 828-7946, or your local contact person).  You can get a catalog from Moore to assist in your decision.  The form numbers we plan to support are:

 

*Cut Sheet Laser forms:       2601, 2602, 2603, 2604, 2605

Pressure Seal Laser:               1280Z (self mailer)

 

* Note: This form can also be found at Office Depot (as form 5201)

 

If you want to use a form not listed above, please contact Dynalogic so we can advise you if it is possible.  If you are using a new form this year, or if it differs from last year?s form, you may want to send one or two to Dynalogic so we can check the printing before you actually print your W2s.

 

2.  Review 2005 tax implications within your organization.

 

3.  Set up screens 8, 9 and 17 as needed in the Employee Master file.

     (8) Period to date Federal Taxes   (9) Deduction & Benefit Totals  (17) State & Local Taxes

 

4.  Put as many adjustments as possible into your last payroll of 2005 ? particularly important for taxable benefits that you are required to pay matching FICA on such as group term life, etc.

 

5.  Use the Governmental Trial Balance report (R01501) to balance out your payroll in advance.  You may also need the Hours & Earnings Trial Balance report (R01401) to get gross wages, the Deductions and Trial Balance report (R01402) and the Employer?s Total Expense Trial Balance report (R01403).

 

Remember that the W-2s must balance to the four quarterly 941?s.  You can use the W-2 subsystem (R01505) to build a preliminary work file anytime during the year and then run the W-2 Audit report to verify that your W-2 totals match the Year-to-Date figures from the Governmental Trial Balance (for subject wages and taxes).  The Deductions Trial Balance (and/or Employer?s Total Expense Trial Balance) can be used to verify W-2 box 13 and 14 items.

 

6.  Take backups after last pay has been fully processed and updated (eg: backup all of Folder DYPR2005 to tape or disk and to another hard disk for safety).

 


 

 

Note:  For this memo, the term Folder is used to describe:

           Folder          on Windows systems

           Directory   on Unix systems

 

At Year End:

 

1.  Copy the Folder DYPR2005 to DYPR2006.

 

 On Unix or PC Networks, first create the new folder at the same level as the current DYPR2005.  Then use the appropriate copy command to copy all files from DYPR2005 to DYPR2006.

 

2.  Be sure to set the appropriate levels of security for the new folder, DYPR2006, based on your internal procedures.

 

3.  Verify with accounting that all 2005 payrolls have been interfaced to the General Accounting system.

 

4.  The new DYPR2006 should be cleaned up by removing all files that begin with AD, DD, PD or PE.  These are all the prior year?s Pay Detail, Earnings and supporting files.

 

5.  Follow the procedures on page 3 and 4 of this memo to enable payroll users to access 2005 data or 2006 data once Payroll/Personnel is selected from the Dynalogic Main Menu, being sure to end up with an empty DYNUSERS file in the DYPR82PR folder.

 

6.  Have each operator use the PF12 option on the Payroll/Personnel menu to change their usage constants to DYPR2006 for ongoing work in 2006.  Ensure operators know how to go back and forth between them.

 

Note:  Pay particular attention to the printer variables on the PF12 screen in order to preserve the ability to release reports to the proper printer from within the payroll print queue.

 

7.  Clear MTD QTD YTD Totals in DYPR2006 master files (R01205), but NOT in DYPR2005.

 

8.  Update Tax Factors in the 2006 data.  Be sure to leave the tax factors in your backup copy of the DYPR2005 data set at 2005 rates.  This is important for W-2 processing and error detection.

 

Check for any State rate changes as well.

 

9.  For the payroll to Accounting Interface ? go into General Accounting System Setup for your current fiscal year and update the field specifying the payroll data directory from DYPR2005 to DYPR2006 so the interface can find the proper files for payrolls starting January 1, 2006.

 

10.  Wait for 2005 W-2 Programs from Dynalogic before continuing past this point.

 

11.  Build the W-2 work file from your DYPR2005 backup data (hard disk copy).

 

12.  If you have more than one master (eg: data sets 1 and 2 and 3), but use a single Tax Factors file (eg: TAXFACT), you should use COPY to make a TAXFACT1,  TAXFACT2 and TAXFACT3 in the DYPR2005 directory.


 

 

13.  Proceed with W-2 preparation.  In Release 8.2 of Payroll, the current data folder is shown on the menus.  Be sure W-2s use DYPR2005.

 

14.  For users who wish to access both 2005 and 2006 data, the following pages will discuss the technique for implementing this feature on your system. 

 

 

Procedure for accessing Calendar Years 2005 and 2006 Data Alternatively.

 

This page will provide a discussion on how to maintain access to two years of payroll data (ie: 2005 and 2006) by switching back and forth between them.

 

This feature is maintained by using a program available from the Setup Menu within the Fund Accounting System using the following steps:

 

1.  Go to the Dynalogic Fund Accounting Main Menu

 

2.  Select PF13 ? Setup Menu

 

3.  Select PF22 ? Pass Parameter File Maintenance

 

4.  Type in BEGINPR as the Procedure Name and press PF4 for modify mode.

 

5.  Under ?Passing Parameters?, change the three lines as shown below and press ENTER.  The program will advance you to the next parameter file.  Use PF10 or PF16 to Exit, type BEGINPR and use PF2, review mode to verify your changes.

 

The Passing Parameter screen is shown here: CHANGE 2004 to 2006

 

 


 

 

6.  When updating this file from year to year ? the goal is to always have the top line indicate if the ?select calendar years? screen shows or not, by a simple Y or N as the first character of the line (the rest of the top line is ignored).  If the two years option is enabled, then the 2nd line should always point to the (soon to be) old year, and the 3rd line should point to the (soon to be) new year.  Further -

 

-          Even years should use DYPR82PR as the program directory/library

-          Odd years should use DYPR82OB as the program directory/library

 

Note that line 2 on the sceeen above will ultimately turn into the PF6 option and that line 3 will turn into the PF7 option once Payroll/Personnel has been selected from the Dynalogic Fund Accounting Main Menu.

 

Be very careful how lines 2 and 3 are filled out.  There must be one and only one space between each of the four variables (Y/N switch, year, library, volume), assuming the library name is a full eight characters and the volume name is a full six characters.  Comments on the lines after the variables are free-form and can be changed.  The two lines at the bottom of the screen can be used for comments as well.

 

7.  Exit the Pass Parameter update program and the Setup Menu.  Proceed to the Payroll/Personnel menu (PF7) and see if the changes you just made took effect.  If not, return and fix the pass parameters and try again.

 

8.  Copy the file DYNEMPTY in folder DYPR82PR as DYNUSERS to the NEW year program folder:

     (DYPR82PR for 2006).  Unix users, make sure that dynusers is lowercase.

 

The created file must be named DYNUSERS.  Please make sure to leave the file DYNEMPTY intact.  Do not copy DYNUSERS into the current (soon to be old) folder.

 

The effect of starting the new year with an empty Users file is that each time an operator first enters the new year?s data, they will be forced to set the PF12 Usage Constants to the new year (ie: DYPR2006).

 

You may wish to take screen prints (using PF31) of the usage constants used in the current year so all other variables can be set the same as they were before, EXCEPT the DATA folder.  This is particularly important for printer variables:  Printer Number, Forms Number, Print Class and Print Mode.

 

9.  Inform users of changes to be expected before year end, and ensure they are set to the new (2006) data files, DYPR2006, prior to processing the first pay of January.

 

10.  Once the W-2s have been fully processed, you may wish to return to modify the ?Two Years Option? to only allow access into the new year?s data.  This is done by changing the first character on line 1 and 2 in the BEGINPR pass parameter block from Y to N.