PR Month-Quarter-Year End

The following reports are to be run at the end of each month:

 

 

1. Print report for all employees, for the month.

• Employee Check History (Task 18)
  • Print Selected Employee Records (Sub-task 4)

 

 

 

2. Print report for all employees and all deductions/additions, for the month.

• Employee Deduct/Add History (Task 19)
  • Print Selected Deduction Records (Sub-task 4)

 

Check both reports ran in steps 1 and 2, from above. Compare the total deductions on the Employee Check History report (Task 18) with the Employee Deduct/Add History report (Task 19). 

 

 

 

3. Next, run the interface using the starting and ending date of the month (be sure that all payroll checks have been posted - using Task 25 Post Payroll Checks).

• System Management Functions (Task 32)
  • Generate P/R to G/L Interface (Sub-task 5)

 

The program will read the history files to produce the report.  Compare this report with the history reports run from the steps above.

 

This program will build the file needed to transfer the payroll information to the G/L. To obtain the interface in the General Ledger module, use Subtask 2: Obtain Interface Transactions.

 

 

4. Run the tax summary for the month.

• Tax Reports/Forms (Task 10)
  • Quarterly 941/Monthly Tax Summary (Sub-task 1)

 

This report is generated from the Employee Check History file (Task 18).  Check totals and taxes.  Use 1st day of month as beginning date and last date of month as ending date.

 

 

5.  When all the reports, listed above, are run and correct, it is time to clear the month-to-date information.  Go to:

• System Management Functions (Task 32)
  • Clear MTD Info in Employee File (Sub-task 1)

 

 

The following reports should be run at the end of the quarter, in addition to the above reports for the month.  At the end of the quarter, the same reports should be run for both the end of month and for the quarter, using the quarter date range.

 

 

1. Tax reports.  Use the first date of the quarter as the beginning date and the last date of the quarter as the ending date.

 

• Tax Reports/Forms (Task 10)
  • Quarterly 941/Monthly Tax Summary (Sub-task 1)

This must be run before quarterly information is cleared

 

• Tax Reports/Forms (Task 10)
  • MESC 1017 Report (formatted, multi corp) (Sub-task 2)

This provides employee social security numbers and federal gross wages in social security number order, as required by the Michigan Employment Security Commission.

 

• Tax Reports/Forms (Task 10)
  • Supplemental 941 (Federal gross wages) (Sub-task 3)

This provides employee social security numbers and total

gross wages.

 

• Tax Reports/Forms (Task 10)
  • Supplemental 941 (# wks, fed gross, taxable state gross) (Sub-task 4)

This prints out a 941 supplemental report that shows social security number, name, # weeks worked, quarterly gross, and taxable wages. The actual federal gross wage will show on the report, even if it had exceeded the maximum FICA wage.

 

• Tax Reports/Forms (Task 10)
  • Employer's Quarterly City Taxes (Sub-task 5)

This prints an employer's quarterly city income tax report. Included on the report are social security number; employee name; city, boro, or twp; wages paid for the quarter; amount of tax withheld; total wages paid; and total taxes withheld.

 

 

2. After the above reports have been done, the employee files must be cleared.  Go to:

• System Management Functions (Task 32)
  • Clear QTD,MTD in Employee File (Sub-task 2) 

 

The following reports should be run at the end of the year, in addition to the above reports for the month and the quarter. Use the year date range where date range questions are asked.

 

1.W2 forms need to be printed

• Tax Reports/Forms (Task 10)
  • Print W2 Forms (Sub-task 6)

This program will print a W2 for each employee.  Run the W2s on plain paper first as a test, before using forms.  See NOTE below.

 

 

2. Tax Reports.  Run the above mentioned normal end-of-month and end-of-quarter reports, in addition to the end-of-year reports using the year dates - January 1 and December 31 as the beginning and ending dates.

 

 

3.  Clear the Employee records.  This program must be run only after you are finished

with all the above steps for the month, quarter and year.

• System Management Functions (Task 32)
  • Clear YTD,QTD,MTD Emp/Recurring (Sub-task 3)

This program clears the MTD, QTD and YTD information in the Employee Master File records (Task 17) and the YTD information in the Employee Recurring Deduction File (Task 20).  If these fields are not cleared, on the first payroll for the new (current) year the prior year's YTD figure will be included in the current year wages on the check stub.  See NOTE below.

 

 

4. A good cross check is to make sure the "Current" Control Total figures on the LAST Payroll Edit List are exactly the same as the bottom line totals for the year on the Employee Check History File (Task 18)

 

NOTE:  W2's can be run after the YTD, QTD, MTD Emp/Recurring file are cleared.  The information for the W-2's come from Payroll History.  However, one area that MUST be watched for is the FICA Maximum found in:

• Payroll (Module 1)
  • System Management Functions (Task 32)
    • Update P/R Execution Parameters (Sub-task 4)
      • ​FICA Max (field 5)

***If running a current year payroll before printing the W-2's for the prior year, line 5 will be:

                        When running current year payroll, line 5 is the current FICA Maximum

                        When running prior year W-2s, line 5 is the prior year FICA Maximum.