| To: | All Personnel/Payroll Techs |
| Subject: | 2005 Calendar Year End Memo |
| Sent Date: | 10/24/2005 |
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. These items are as follows:
· The following dates are critical to 2005 calendar year end processing:
November 08, 2005---Payroll #05023 will run the week of the Veteran's Day Holiday. Due date for time to be submitted to EIS will be Tuesday at 3:00 and pre-processing will be ran Tuesday night. One day earlier than normal. Pre-processing reports will be available on-line Wednesday morning, November 9th and final payroll will run Wednesday night. Regular payroll reports will be available on-line on Thursday afternoon, November 10th.
November 22, 2005---Payroll #05024 will run the week of the Thanksgiving Holiday. Due date for time to be submitted to EIS will be Tuesday at 3:00 and pre-processing will run Tuesday night. One day earlier than normal. Pre-processing reports will be available on-line Wednesday morning, November 23rd and final payroll will run Wednesday night. Regular payroll reports will be available on-line on Friday afternoon, November 25th.
December 21, 2005---Last Biweekly Payroll process date. Pre-processing reports will be available Thursday morning, December 22nd. Be sure to review & verify the information on your on-line pre-processing reports this day. Final payroll will run Thursday night. Regular payroll reports will be available on-line on Friday afternoon, December 23rd.
December 27, 2005---Due to the Christmas Holiday being on Monday, December 30th, payroll warrants will be available for pick-up Tuesday at 11:00 am.
December 27, 2005---Process date for the calendar year 2005 Adjustment Payroll. IPOPS Payroll MVA Actions to be processed for that payroll need to be in Awaiting-DSA-Approval Status no later than Tuesday, December 27th by 10:00 o’clock in the morning. Immediately upon completion of the Adjustment Payroll, CY2005 files will be closed out and made ready for CY2006 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 2005 payroll totals once the final payroll has run. Any manual check requests received after this date will be made payable on January 3, 2006.
· Due to the extremely hectic and cramped calendar year end schedule this year as mentioned above, we ask that each agency make sure adequate staffing is available from December 19th through December 30th. 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.
· 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 and were not. Any and all changes must be corrected in IPOPS and updated before January 6, 2006 to guarantee system change. All Wage and Tax Statements, form W-2, 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 an informational copy or 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 or informational copies must be requested in writing and signed by the employee.
Keep in mind that the state is again allowing W-2 information to be downloaded into participating tax preparation packages for 2005. The CY2005 W-2 download file will again be available on the Internet in late January.
Currently, the State Controller’s Office is working on a project to create an electronic copy of the W-2. With the new electronic version of the W-2, employees will have the ability to print their W-2 directly from the internet. We plan to have this ready in January for the 2005 W-2s. More information will be sent out as the project gets closer to completion.
Employees eligible for earned income credit must complete and sign both a 2006 W-5 form and a new EIS-EIC form for the upcoming year. We will be unable to accept 2005 W-5 forms that have been altered to read 2006.
· Section 67-5329(3), 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.
For your information, the Social Security wage base (SSDI) for calendar year 2006 will increase to $94,200 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 2006 employee contribution limit for the 401(k), 403(b) and 457 plans has increased to $15,000 and the catch-up contribution limit for participants aged 50 or over has increased to $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 DSP Help Desk at (208) 334-2394.
Thank you.
Leslie Mickelsen
Accounting Services
Division of Statewide Payroll
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