Reimbursable Employee Expenses
Scenario 1
If paid through warrant check and district wants the amount to appear on the W2 as wages but not in box 14 as fringe benefits:
Scenario 2
If paid through warrant check and district wants the amount to appear on the W2 as wages and in box 14 as fringe benefits:
Scenario 3
If paid through USPS and district want the amounts to appear on the W2 in box 14 as fringe benefits:
- Enter the amount in the 'fringe benefit' field on the 001 record:
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Federal Tax 001
- Type - Choose Fringe Benefits
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount of the Fringe Benefit
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
Manually reduce the applicable (taxable) and total gross amounts on the 001 and Ohio records by this amount
W2 Report Submission will add it back to these figures based on amount in fringe field on 001Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Federal Tax 001
- Type - Choose Total Gross
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount to be reduced from the total gross
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Federal Tax 001
- Type - Choose Applicable (taxable) Gross
- Transaction Date - Enter or choose date from calendar
- Amount- Enter in the amount to be reduced from the applicable (taxable) gross
- Description- Enter in a description (optional)
- Click 'Save'
Scenario 4
If paid through USPS and district does not want this included with the salary account charges in USAS:
- In USAS go to Transactions/Receipts
- Post a reduction of expenditure to the 1XX object account and a negative reduction of expenditure to the desired object code
Scenario 5
If paid part of the calendar year through warrant and part of the calendar year through USPS and district wants the amount to appear on the W2 as wages but not in box 14 as fringe benefits:
Scenario 6
If paid part of the calendar year through warrant and part of the calendar year through USPS and district wants the amount to appear on the W2 as wages and in box 14 as fringe benefits:
Scenario 7
District has paid the amounts through warrant and does not want anything on the W2:
- No action is needed
Non-Cash Amounts for W2 Reporting
Scenario 1
If the district wants the amount to appear on the W2 as wages but not in box 14 as fringe benefits:
- Calculate the amount of medicare tax as it applies to the total
- If there is medicare pickup be sure to inflate the Medicare amounts as well as the total and applicable (taxable) gross
- Before the last pay of the calendar year, enter the Medicare Payroll Item amount on the medicare record as an error adjustment both employee and employer amounts
- If city withholding is needed, calculate the amount of city tax as it applies to the total
- Before the last pay of the calendar year, enter this amount on the city Payroll Item record(s) as an error adjustment
- Manually increase the total and applicable (taxable) gross amount on the Federal, Ohio, OSDI, City (if applicable) and Medicare records:
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Federal Tax 001
- Type - Choose Total Gross
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount to be included in the total gross
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Federal Tax 001
- Type - Choose Applicable (taxable) Gross
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount to be included in the applicable (taxable) gross
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Medicare Tax 6XX
- Type - Choose Total Gross
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount to be included in the total gross
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Medicare Tax 6XX
- Type - Choose Applicable (taxable) Gross
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount to be included in the applicable (taxable) gross
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
- Repeat the same process for State, OSDI and City records.
Scenario 2
If the NC3 Pay Type had not been used during a payroll, the following would need to be done.
If the district wants the amount to appear on the W2 as wages and in box 14 as fringe benefits:
- Calculate the amount of medicare tax as it applies to the total
- If there is medicare pickup be sure to inflate the Medicare amount as well as the total and applicable (taxable) gross
- Before the last pay of the calendar year, enter this amount on the Medicare Payroll Item record as an error adjustment, both employee and employer amounts
- If city withholding is needed, calculate the amount of city tax as it applies to the total
- Before the last pay of the calendar year, enter this amount on the city Payroll Item record(s) as an error adjustment
- Manually increase the total and applicable (taxable) gross amount on the Medicare records:
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Medicare Tax 6XX
- Type - Choose Total Gross
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount to be included in the total gross
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Medicare Tax 6XX
- Type -Choose Applicable (taxable) Gross
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount to be included in the applicable (taxable) gross
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments
- Repeat the same process for OSDI and City records
- Enter the amount in the fringe benefit field on the 001 record:
- Go to Core/Adjustments
- Click 'Create'
- Employee - Find employee by typing in a few characters of first or last name
- Payroll Item - Choose Federal Tax 001
- Type - Choose Fringe Benefits
- Transaction Date - Enter or choose date from calendar
- Amount - Enter in the amount of the Fringe Benefit
- Description - Enter in a description (optional)
- Click 'Save'
- Go to Core/Adjustments