| To: | Personnel/Payroll Contacts |
| Subject: | Calendar Year End 2009 Processing/Due Dates |
| Sent Date: | 10/19/2009 |
As in the past, the Division of Statewide Payroll would like to take this opportunity to inform our users of processing requirements and deadlines affecting the last few months of this year. During the processing of these critical payrolls, it very important to ensure the accuracy of all pre-processing reports. Please be sure to have agency payroll staff available for the verification process. As always, these payroll reports will be available for your viewing via 'On-line Reporting'.
The following dates are vital to 2009 calendar year end processing:
** CYE Processing Schedule **
December 14, 2009 through December 24, 2009
Due to the busy calendar year end schedule, we ask that each agency make sure adequate staffing is available throughout this time period, as it is necessary to ensure all payroll system records are processed timely, accurately recorded and any required last minute updates can be made to ensure the payroll’s timely completion.
At this time, please verify the addresses of all employees to ensure 2009 W-2’s will be received by them in a timely manner. All paper W-2 forms are addressed and mailed using the current address on the Employee Information System. If an employee has elected to receive his/her W-2 by mail and the address is incorrect, the US Post Office will automatically forward it if they have a forwarding address on file.. All updates to employee addresses must be processed through IPOPS and on the employee’s record prior to January 4, 2010.
December 16, 2009 - Last Biweekly ‘PRE-PROCESSING’ payroll run date
The pre-processing payroll reports will be available Thursday morning, December 17th. Be sure to have staff review & verify the accuracy of the payroll information on this day.
December 17, 2009 - Last Biweekly ‘FINAL’ payroll run date
The final payroll reports will be available Friday morning, December 18th. Again, please verify these reports for accuracy. All payroll corrections for calendar year 2009 must be processed on the ‘Adjustment Payroll’ to ensure correct 2009 W-2 information is recorded.
December 21, 2009 - CY 2009 ‘ADJUSTMENT’ payroll run date
Again, all 2009 payroll corrections, including voids and manuals, must be processed on or before the last payroll of the calendar year. Therefore, all CY 2009 IPOPS Payroll MVA Actions must to be in ‘Awaiting-DSP-Approval’ status no later than 12:00 pm on this date.
December 21, 2009 – Closure of Calendar Year 2009 files
Immediately following the completion of the ‘Adjustment’ payroll, Calendar Year 2009 files will be closed and system made ready for Calendar Year 2010 processing.
NOTE: Under no circumstances will any further manual checks be issued or voids processed for inclusion in calendar year 2009 payroll totals once the final adjustment payroll has run. Any manual check requests received after this date will be made payable on January 4, 2010.
January 4, 2010 – Pull W-2 information from CYE 2009 files
W-2 (processing files) information is extracted from the CYE 2009 payroll files. All employee address changes made after this date will not be reflected on 2009 W-2’s being mailed. If the employee does not receive his or her W-2, he/she can request a duplicate W-2 form that can be used in the filing of income taxes. In the event he/she requests a duplicate W-2 form, the request must be accompanied with a $5.00 fee. All requests for duplicate W-2 forms must be requested in writing and signed by the employee.
Further information on Online W-2 availability will be sent out in a separate memo.
Keep in mind that the state is again allowing W-2 information to be downloaded into Turbo Tax preparation packages for 2009. The CY2009 W-2 download file will again be available on the Internet in late January.
Reminder: All FLSA ‘covered’ employees (codes C, F, H, L, or Z) that have a Previous 6-month Comp-time balance on the books after the last payroll of Calendar Year 2009 has processed will be automatically paid for those hours the first pay period in January (pay date January 8, 2010).
** Additional Information Regarding CYE Processing **
Advanced Earned Income Credit - Employees eligible for advanced earned income credit must complete and sign both a 2010 W-5 form and a new EIS-EIC form for the upcoming year. We will be unable to accept 2009 W-5 forms that have been altered to read 2010. We will send out more information when the IRS makes the 2010 form available.
2010 Social Security Wage Base - The Social Security wage base (SSDI) for calendar year 2010 will remain at $106,800 with the tax rate remaining at the current 6.20%. There continues to be no wage base limitation on Medicare wages (SSHI), and the tax rate remains at 1.45%.
2010 Contribution Limits on (401(k), 403(b), and 457 plans - The 2010 employee contribution limit for the 401(k), 403(b) and 457 plans will remain at $16,500 and the catch-up contribution limit for participants aged 50 or over will remain at $5,500.
We in the Division of Statewide Payroll of the State Controller’s Office wish you the best for the upcoming holiday season. Should you have questions concerning the calendar year end processing, please contact the DSP Help Desk at (208) 334-2394 or dsphelp@sco.idaho.gov.
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