As 1999 calendar year-end approaches, the Division of Accounts and Reports has begun making
preparations for the issuance of calendar year 1999 Wage and Tax Statements (Forms W-2) and Non-Resident
Alien Compensation Statements (1042-S). Any 1999 paycheck adjustments processed after the established
cut-off dates will update the employee's calendar year 2000 balances; a corrected W-2 (Form W-2C)
for 1999 will not be issued for the employee involved.
Final 1999 Paycheck Paycheck Reversals Paycheck Adjustments and Supplements Payroll Services staff will make every effort to process all DA-180 forms submitted by 5:00 p.m. on December 20 for inclusion in the December 27 off-cycle. However, if a large volume of DA-180 forms is received on the December 20 cut-off date, Payroll Services cannot guarantee that all forms will be processed as calendar year 1999 business. Agencies can assist in the processing effort by submitting any DA-180 forms and the completed attachment as soon as you become aware a centrally entered adjustment is needed. Adjustment requests entered on or after December 28, 1999 which are adjusting paychecks issued prior to January 1, 2000 will not result in a W-2C; the adjustment will update the employee's 2000 payroll balances regardless of the reason the paycheck is being adjusted. Likewise, any supplemental requests which are entered either by agencies or centrally by Payroll Services, on or after December 28 will update the employee's 2000 payroll balances. Regents' Institutions: Off-cycle Files 1999 Adjustments and Supplementals 2000 Adjustments and Supplementals With the exception of OASDI and/or Medicare tax refunds or arrearages for tax years prior to 2000, Regents institutions may continue to submit adjustments and supplementals throughout the month of January 2000 regardless of the original pay period ending date of the paycheck being adjusted. The activity will be processed on the regular Monday and every other Wednesday off-cycle schedule and will update 2000 payroll balances. Arrearages or refunds for OASDI and or Medicare taxes for prior calendar years and limited to those adjustments resulting from a change in Social Security status must be submitted on separate payroll interface files. These files should contain a 'P' indicating prior year business and the pay adjust check date field should contain the original check issue date of the paycheck being adjusted. Prior year OASDI and/or Medicare arrearages/refunds are the only situations in which a prior year indicator of 'P' should be used; payroll interface files for any other type of adjustments which contain a prior year indicator of 'P' will be rejected and will not be processed. Any prior year OASDI and/or Medicare refunds/arrearages identified after the December 27, 1999 deadline will not be processed until the January 31, 2000 off-cycle payroll. Since the files will be held, please do not begin submitting those files for processing until the week of January 24, 2000. The deadline for submitting payroll interface files for the January 31 off-cycle is 5:00 p.m. on January 28, 2000. GENERAL REMINDERS Every effort should be made to collect all arrearage balances either by personal reimbursement or paycheck deduction prior to the cut-off date of December 27, 1999 (December 20, 1999 for paper user agencies). Please refer to the most recent KPAY007, 'Deductions in Arrears Report' and evaluate all existing arrearages for your agency and verify that collection will be made; agencies should continue monitoring the KPAY007 reports to determine collections will be made by calendar year-end. For sufficiently large balances that cannot be collected in one sum, agencies should establish a deduction override as soon as possible so paycheck deductions can be made and the balance collected by the cut-off date for year-end processing. Also, as adjustments are processed from now until the end of the year, please monitor any new arrearage balances and collect in an expedient manner. One of the changes implemented at the time of the v7.0 SHaRP upgrade is the new advance ('ADV') earnings being paid to employees in situations where the employee's earnings are not sufficient to cover certain deductions. 'ADV' earnings are taxable wages at the time the earnings are paid; taxable wages are then reduced when the advance is collected ('ADVNCE' deduction). Any 'ADV' earnings paid to an employee in calendar year 1999 will increase the employees' W-2 taxable wages if the earnings are not collected by the end of the calendar year. Agencies should collect any outstanding advances for payroll periods ending before December 11, 1999 by personal reimbursement as soon as possible. All 'ADV' earnings paid to employees on the on-cycle paychecks dated December 23, 1999 (i.e., on-cycle for the payroll period ending December 11) should be collected by personal reimbursement to avoid the advance from being included in the employee's 1999 Form W-2. The 1999 W-2 forms will again be mailed directly to the employee's home address stored on the Personal Data 1 panel in the Personnel Administration window. Please make any name, address, or social security number changes to this panel by January 1, 2000 to guarantee their inclusion in the W-2 data. However, since this panel is not effective dated, the information on the panel as of the day the final W-2 data is loaded will be the data reflected on the W-2 form. This final load may take place anytime between January 1, 2000 and January 15, 2000. Regents Institutions should make their name, address, and social security number changes by submitting them through the management reporting interface by 5:00 p.m. on January 1, 2000. W-2 forms will be mailed on or before January 31, 2000. A message will appear on the SHaRP message panel to advise agencies of the W-2 mailing date during the latter part of January. Attached is a calendar for the month of December 1999 that highlights the key
payroll processing activity. This calendar does not provide the same level of detail as
that provided in this informational circular or in the SHaRP bi-weekly payroll schedules
issued under Informational Circular Nos. 00-P-001, dated August 4, 1999, and 00-P-006,
dated October 15, 1999. The attached calendar is intended for use as a supplementary
reference tool to these informational circulars. Please make note of the above payroll processing dates and adjust your schedules accordingly. If, in order to ensure the timely issuance of payroll, it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all state agencies via the SHARP on-line message panel and the SHARP web site (http://www.da.ks.gov/sharp/). On-line agencies should be reviewing the SHaRP message panel on a daily basis to determine if new messages have been added. Paper-user agencies will be notified of any changes to these dates via telephone. SAM:JJM:RB Attachment: December 1999 Calendar (.pdf)
|