Year End Resources
Links to the Fringe Benefit Reporting Survey, calculators, and publications can found at the bottom of the page.
2012 Company Schedule: Please review your payroll schedule for year end and next year. This can be accessed online under "web reports" or you can request a copy by contacting us. Please contact us immediately if you need to change any of your scheduled check dates.
January 1st is a Sunday. If your normal check date is the first of the month, your check date may have automatically moved to December 30th. Please email support if you need to change the check date from the 30th to a date in 2012.
2012 Unemployment Rate Notices: Please be sure to forward all notices of 2012 state unemployment tax rates to support via fax or email.
The Payroll Company will complete voluntary contribution calculations and let you know if a contribution is recommended. Please include all pages of the notice. The table provided on the tax rate notice is necessary to accurately conduct these calculations. Voluntary contributions have submission deadlines
Verify Name and SSN: Go into online payroll, go to "web reports" and run the "SSN Verification Report." Check for missing socials, name changes and incorrect data. You can enter changes and missing information online. Choose "switch my view" and select a view that includes "all employees" to view and enter information for non-active employees. Changes and missing information must be reported prior to submitting your last payroll of the year.
Report Fringe Benefits - Typical fringe benefits include group term life insurance, personal use of a company vehicle, company paid health insurance for 2% owners of Sub-S corps, and non-cash holiday gifts. Reference IRS Pub 15-b (below) for a complete listing. You do not have to wait until your last payroll of the year to report if you know what the amounts will be. We can help you enter these amounts online or you can also use the Year End Fringe Benefit Survey found below, which can be faxed or emailed to support.
Important! Income taxes will be applied to the fringe benefit items unless you instruct us in writing to ignore income tax withholding. FICA and/or Medicare taxes will always be withheld where applicable. A couple of things to keep in mind:
- Employees may notice a significant decrease in their expected payroll amount if these additional taxes are withheld, so you may want to warn affected employees in advance.
- If FICA/Med taxes are required to be withheld, don't be left holding the bag! Report fringe benefit inclusions along with a regularly scheduled payroll check so that these taxes can easily be collected from your employees.
Time Off Balances: If TPC tracks vacation, sick, PTO or other time off balances, there are two options for the first payroll of the year. One option is to carry the balance over to next year and the other option is to clear the balance to zero. If you are unsure how your balances are set up, please email support to confirm your set-up.
Deductions: If you have employees who you know will be contributing the maximum including the catch-up to retirement plans, these employees can be set-up to max out on both deductions at the same time next year. This will eliminate the need to monitor when the first retirement contribution deduction maxes out in order to start the catch-up deduction. Please contact support for assistance. Also, if you have special deductions with company limits (not including retirement plan limits or individual garnishment limits) please email support if the limit is changing.
3rd Party Sick: Please notify us if you expect to report additional 3rd Party Sick after December 31st so that we can delay your W-2 processing. Please forward sick pay reports to support prior to the last payroll of the year to have any sick pay not previously reported included in the employee W-2's. Do not wait until the end of the year to report all of your sick pay for the entire year. If you have additional 3rd Party Sick pay after your last payroll of the year, we have until January 13th to deposit the taxes.
Upcoming Dates to Remember
November 24th and 25th - office is closed for Thanksgiving and the day after, no direct deposit on the 24th
January 1st is a Sunday. If your normal check date is the first of the month, your check date may have automatically moved to December 30th. Please email support if you need to change the check date to a day in 2012.
Please verify that you have the correct check date scheduled when you submit your payroll online. The check date can be found on the "dates" screen when you submit your payroll or on your company schedule found under "web reports." Additionally, you may wish to contact us to confirm your scheduled check dates.
W-2 Delivery: Your W-2's will be delivered according to your answer on the year-end survey.
Employer copies are available to you at any time of the year for no additional fee. Please email support to request copies. Copies are also available in Viewchoice. We do not include employer copies with the employee W-2's for confidentiality purposes.
1099 Delivery: Unless otherwise requested, all 1099's will be mailed directly to recipients by 1/31/2012.
W-2 Errors and Changes: W-2 forms are required to have a name and social security number that match. If you discover an error, please notify us immediately.
We are unable to correct W-2's for address changes after 1/1/2012. As an employer, you are required to send the employee W-2 to the last known address. If the W-2 is returned for an incorrect address and the employee contacts you to provide you with a correct address, the IRS instructs you to issue the W-2 with the incorrect address to the employee in an envelope showing the correct address or otherwise deliver it to the employee.
W-2 Reprints: You can reprint a W-2 to paper or .pdf using Viewchoice. If you would like us to reprint and mail a W-2 for a fee of $5.00, please contact us.
Viewchoice Quarterlies and W-2's - Electronic copies of your W-3, W-2's and quarterlies (accessible in Viewchoice) will be sent by 1/20/2012. If you need them sooner, please contact us.
Fax: 1-888-381-5521
Email us for support
Year End Fringe Benefit Survey
Group Term Life Insurance Worksheet
Lease Value Income Calculation Worksheet (for use in calculating the value of personal use of a company vehicle)
IRS Pub 525: Taxable and Non-Taxable Income
IRS Pub 535: Business Expenses
