1. ACA – Affordable Care Act Disclaimer – waiting on finalized policy from DAS/CHRO 30 hours a week or 1560 annually considered benefit eligible Initial Measurement Period – November 2013 to October 2014: OSPS Tracking ongoing employees: Agency Health Reform (ACA) trainings – coming soon… Datamart query – a tool for tracking hours

2. Go To: File Open From Repository Select your OCE

3. Press the plus mark next to the “Standard Query with Reports” Folder

4. Scroll Down Until…

5. You see “OSPS-ACA Hours”. Click “Open”

10. 2014 Year End Process

11. October November Final Run 2 YE Reports December Final Run 2 Outdated Items After Nov Run 2 - 2014 fixes

12. October Run 1 (10/27/14) AgencyOSPS/DAS Review report for accuracy.Provide report listing outdated Charitable Fund Drive deductions from P070 effective 11/30/14 October Run 2 (11/07/14) AgencyOSPS/DAS Review the report to confirm all DP taxes are removed and begin calculating for new plan year Provide report listing outdated DPT adjustments from P050, effective 11/30/14

13. November Final Run 2 YE Reports December Final Run 2 After Nov Run 2 - 2014 fixes Final Entries

14. November Final Run 2 (12/08/14) AgencyOSPS/DAS For months prior to November (Dec 2013 to Oct 2014) – last chance Set P010 dates, except for separating employees Set correctives for tax year 2014 Enter cash payments for 2014 expense reimbursements for ongoing employees Assist agencies with complex corrections – ie, an October check is cut and no flag is set.

15. YE Reports After Nov Run 2 - 2014 fixes Close of the 2014 Tax Year December Final Run 2

16. After Nov Run 2 – 2014 fixes (12/09/14 – 12/31/14) AgencyOSPS/DAS Cash payments which tax year? All retro payments need to be made on Nov P050. Set corrective flag in Nov and request manual check Set P010 dates, enter P050 entries and verify corrective flag Request P010 dates for December termsEnter P010 dates No P010s for transfersReview P010 date requests

17. The Importance of P010 Dates for December Terms A P010 date dictates to OSPA which tax year December pay should go in. If a December term does not have a P010 date you will need to correct the following documents. 2014 W-2 2015 W-2 Social Security Taxes for highly compensated employees Federal or State Income Tax changes

18. The Importance of P010 Dates for December Terms- Example On December 31, 2014 you issue an agency check to a retiring employee for $13,277.90 But you forget to request a P010 date. Now the employee’s final payout is in tax year 2015.

19. The Importance of P010 Dates for December Terms- Example Federal Tax rate has changed resulting in a $45.06 difference. Employee maxed out of SSEC in 2014. OSPA has now paid SSEC for 2015. Now the employee has a net pay negative in 2015. The Agency will need to work with OSPS to correct both 2014 and 2015 W-2s and clear the net pay negative.

20. YE Reports What to Look For December Final Run 2

21. Year End Reports – Important Dates ReportAgencyResults: If not cleared… 11/25/14: E260-200 Net Pay Negative Report Review & correct Clear by 12/31/14 2014 W-2 is incorrect and W-2c will be needed 12/09/14: E492 Terminated Employees Having Leave Balances Review & correct: P435 adj, P060 adj or request manual check Clear by 12/31/14 If pay date is in 2015 EE receives 2015 W-2 ReportAgencyOSPS/DAS 11/25/14: ANNLDEC ReportReview for completeness. Confirm dollar amount from OSPS accountant. Send email to agency for final deceased payout. Create and send 1099s for State of Oregon.

22. Year End Reports – Important Dates…cont’d ReportAgencyResults: If not cleared… 12/09/14: E357-030 Separated Employees with Net Pay Positive Adjustment Review & correct: typically by P060 - Clear by 1/09/15 OR request manual check by 12/31/14 Agency will need to request 2014 W-2c & 2015 W-2c 12/09/14: XREF68N Employees with Negative Report Review & correct: start at P090 and look for negatives Clear by 1/09/15 No 2014 W-2 produced for EE 12/29/14: B850-01 Nov or Dec Pay Reported in Two Tax Years Review & correct: Did employee receive overpayment? Are wages posted in correct year? 2014 W-2 is incorrect and W-2c will be needed

23. Last Chance - 2014 December Final Run 2

24. December Run 2 – 1/09/15 For 2014 tax year last day to… Work all year end reports: XREF10-A ANNLDEC E260-200: Net Pay Negative E357-030: Separate EEs w/ Net Pay Pos E492: Term EEs Having Leave Balances XREF68N: EEs w/ Negative Report B850-01: Nov or Dec Pay Reported in Two Tax Years Correct negative YTD amounts – see XREF68N Request any final P060 tax adjustments for separated employees – see E357-030 & E492 Request check reversals Enter non-cash reimbursements or taxable fringe benefits Record return of overpayments for tax year 2014 – this may result in W-2c

25. Important Dates Agency 1/09/15: Last date to update employee addresses for W-2 printing 1/12/15: Able to set P010 dates and set corrective flags for 2015 tax year 1/14/15: E381-30-2, W-2 Distribution List available online 1/15/15: P&D distribution of 2014 W-2s (2-4 day turnaround) 1/31/15: 2014 W-2s distribution deadline OSPS 1/13/15: 2014 W-2 file sent to Printing and Distribution 1/27/15: Outdate 2014 Governor’s Food Drive P070 for 02/28/14 pay period 1/31/15: 2014 1099s distribution deadline

26. What is the easiest way to guarantee a 2014 and 2015 W-2c? An employee cashes their December paid January paycheck early Topic: Corrected W-2 JEOPARDY

27. Correcting a W-2