| To: | Personnel/Payroll Contacts |
| Subject: | Calendar Year End 2007 Processing/Due Dates |
| Sent Date: | 10/22/2007 |
As in the past the Division of Statewide Payroll takes this opportunity to inform our users of particular items affecting the last few months of this year. Please make note of the changes to due dates and processing dates and be sure and have your payroll people available to verify the pre-processing reports on-line for accuracy on these critical payrolls.
The following dates are critical to 2007 calendar year end processing:
November 13, 2007---Due to the Veteran’s Day Holiday being on Monday, November 12th, payroll warrants will be available for pick-up Tuesday at 10:00 am.
November 20, 2007---Payroll #07024 will run the week of the Thanksgiving Holiday. Due date for time to be submitted to DSP will be Tuesday at 3:00 and pre-processing will run Tuesday night. One day earlier than normal. Pre-processing reports will be available online Wednesday morning, November 21st and final payroll will run Wednesday night. Final payroll reports will be available on-line on Friday morning, November 23rd.
*December 17th through December 28th ---Due to the extremely busy calendar year end schedule this year as mentioned above, we ask that each agency make sure adequate staffing is available from December 17th through December 28th. This is necessary to ensure that all payroll system records are timely, true and accurate as recorded and that any necessary last minute changes can be made to ensure payroll completion.
December 19, 2007---Last Biweekly Payroll process date. Pre-processing reports will be available Thursday morning, December 20th. Be sure to review & verify the information on your on-line pre-processing reports this day. Final payroll will run Thursday night. Final payroll reports will be available online on Friday morning, December 21st.
December 24, 2007---Process date for the calendar year 2007 Adjustment Payroll. IPOPS Payroll MVA Actions to be processed for that payroll need to be in Awaiting-DSA-Approval Status no later than Monday, December 24th by 12:00 pm. Immediately upon completion of the Adjustment Payroll, Calendar Year 2007 files will be closed out and made ready for Calendar Year 2008 payroll data. All corrections including voids and manuals must be processed on or before the last payroll of this calendar year. Under no circumstances will any further manual checks be issued or voids processed for inclusion in calendar year 2007 payroll totals once the final adjustment payroll has run. Any manual check requests received after this date will be made payable on January 2, 2008.
January 2, 2008 --- Section 67-5328(3)(d), Idaho Code, requires that any covered employee with a prior six month comp time balance be paid for those hours on the first payroll following the close of the succeeding one-half fiscal year.
January 4, 2008 --- Again as in past years, all employee addresses should be current and correct on the system. Please take a few moments to review your files for address changes that should have been made. Any and all changes must be corrected in IPOPS and updated before January 4, 2008 to guarantee system change. For all employees who have not elected to view their Wage and Tax Statement, Form W-2 online, their paper forms are mailed to the most current system address. If the address is not correct the W-2 is returned to DSP by the US Post Office, it is not forwarded. If the employee does not receive his or her W-2, he or she can request a duplicate W-2 form that can be used in the filing of income taxes. In the event he or 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-2s 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 2007. The CY2007 W-2 download file will again be available on the Internet in late January.
Employees eligible for earned income credit must complete and sign both a 2008 W-5 form and a new EIS-EIC form for the upcoming year. We will be unable to accept 2007 W-5 forms that have been altered to read 2008. We will send out more information when the IRS makes the 2008 form available.
For your information, the Social Security wage base (SSDI) for calendar year 2008 will increase to $102,000 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%. The 2008 employee contribution limit for the 401(k), 403(b) and 457 plans will remain at $15,500 and the catch-up contribution limit for participants aged 50 or over will remain at $5,000.
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.
Thank you.
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