2015 Windows Payroll Update Instructions
Contents
1. Do not install the 2015 Payroll Tax File Update until you run your company s last payroll for 2014 You must however install the update and make any necessary changes in tax authority information before running your first payroll for 2015 Note If your company has any special State Quarterly Reports they will be loaded automatically when you install the 2015 Payroll Tax File Update Follow these instructions to run the Load Tax File Utility A From the Payroll Main Menu select Utilities then select Load tax file Important If you previously used the Load Tax Utility the system will automatically display the Source Drive and Destination Directory names you last entered You should be able to simply click Data OK to load the update If that fails follow the instructions below B At SOURCE DRIVE the default is A If you are loading the diskette from floppy drive A press ENTER If you are loading it from another floppy drive or CD such as B C D E or F type the letter that identifies that drive C At DESTINATION DIRECTORY the default directory is displayed If you need to change this directory clear the displayed directory type period and back slash then click the Search icon When the files are displayed find the file named PYTAXES IF then double click on it The system will locate the correct destination directory and return to the Load Tax File with the directory name highlighted D To load the tax u2. If you need to use a required function such as Set before you can generate a state quarterly report the system will prompt you to do so If the screen has an Align button you should take time to print an alignment pattern before you print the report to make sure your forms are properly aligned State by state instructions follow Alabama Magnetic Media File At this field Make this entry Year Type the year e g 2014 in which this reporting quarter falls Quarter The default is 0 zero If you are building the file for reporting year end W 2 information use the default Otherwise type the number 1 4 which identifies the reporting quarter Computer Manufacturer Type up to an 8 character name which identifies the manufacturer of your computer system Examples IBM Compaq Dell Character Type The default is ASCII Use the default to generate an ASCII format file Only select EBCDIC if you have a system that will generate an EBCDIC file format Last Name First The default is No Use the default if the names in your Employee File are stored in first name ast name order If they are stored in last name first order select Yes California Quarterly Earnings Report and Magnetic Media File If your employees are included in more than one wage class you should use the Employee Maintenance Change function to assign an Employee Class Code to each California employee before you run this report The alphanumer
3. American Business Systems Inc ABS Payroll Subscription Service 2015 Tax File Update Packet Windows Version TO THE ABS SYSTEM MANAGER This packet contains the information and software you need to update your company s ABS Payroll System so you can print W 2s for 2014 and comply with 2015 tax laws Before you begin to install your new software update 1 Read the contents of this entire packet 2 Make two backup copies of your ABS Payroll software your payroll data files and the enclosed update diskette or CD if you did not download it 3 Do not install the software if e You do not have the experience and expertise to do so Call your ABS Dealer e Your ABS Payroll System software has been modified Contact the ABS dealer who modified it There are 10 steps required to update your ABS Payroll System You must complete each step in the exact order listed in the following chart Load the 2015 Payroll Tax File Update LL Register your software then verify the message New Tables for 2015 Updated 12 31 14 Note If you use ABS Payroll for multiple companies you must complete Steps 4 7 8 9 and 10 for each company e You should not load the 2015 Tax Update Step 5 until you have completed your last 2014 payroll for ALL companies e You should verify FICA Medicare State and Local wages limits and rates Step 9 for ALL companies before you run your first 2015 payroll December 2014 C
4. For employees who earn tips 110 100 is the maximum for the amounts listed in Box 3 plus Box 7 Box 4 Social security tax withheld This is the annual total FICA tax withheld based on the employee s earnings maximum 110 100 subject to FICA tax The rate for 2014 is 4 200 The maximum amount for 2014 is 4 624 20 Box 5 Medicare wages and tips This is the amount of the employee s wages subject to Medicare HIW Tax It is the sum of all Pay Codes marked as HIW taxable less the sum of all Deductions marked HIW deductible Box 6 Medicare tax withheld This is the annual total Medicare tax withheld based on the employee s Medicare Wages reported in Box 5 The rate for 2014 is 1 450 Box 7 Social security tips This is the amount of the employee s earnings from Reported Tips subject to Social Security tax It is the sum of all Pay Type T tips up to the maximum of 110 100 for 2014 Box 8 Allocated tips This is the amount of Tips if any allocated to the employee by the employer It is the sum of all Pay Type Q allocated tips Box 9 Advance EIC payment This is the amount paid to the employee as Advanced Earned Income Credit EIC payments If the entry at the EIC FLAG field in the employee s record is Yes or Both the EIC payments made to the employee prints in this box Box 10 Dependent care benefits This is the amount of Dependent Care Benefits paid or incurred by the employer It is th
5. and you want to withhold Maryland state taxes for your Maryland residents working in Delaware your Tax Authority file must include the following state tax authorities DE the state tax authority code for Delaware MD the state tax authority code for Maryland MDD the special state tax authority code for Maryland residents working in Delaware After you update your system to make sure all three state tax authorities are defined you must then update the file for each employee who resides in Maryland but works in Delaware by entering MDD at the STATE TAX ID field and DE at the LOCAL TAX ID field in Employee Maint Reminder If an employee is subject to a county tax you must do 3 things 1 In Tax Authority Maintenance you must create a record for the county tax code see chart if it doesn t already exist 2 In Employee Maintenance you must enter the special county tax code at the STATE TAX ID field in the employee s record 3 Important In Employee Maintenance you must enter 0 zero in the state ALT TAX field in the employee s record to ensure the proper state and county tax is calculated Copyright 2014 by ABS WIN 11 Maryland MD cont Table of County Tax Codes for 2015 Note The tax codes for 2015 are the same as those for 2014 Bold new tax rate for 2015 No New 2015 Rates County 2015 Tax Code Allegany MD1 Anne Arundel MD2 Baltimore County MD3 Calvert MD4 Caroline MD5 Carroll
6. Top Pre Printed For Print only If you are using a form on which the employer s name address West Virginia Unemployment Account calendar quarter FEIN and due date are already printed select Yes In all other cases select No December 2014 Copyright 2014 by ABS WIN 39
7. appears in Box 10 You do this by using the Manual Checks Correct function The correcting check must decrease the employee s type 1 deduction for the tax year and increase the employee s type D deduction for tax year Example Let s assume an employee contributed 1 200 under your company s 125 Plan Of that amount 400 was for medical and 800 was for dependent care If you have been tracking the 125 Plan amounts as a type 1 deduction the total deduction amount for the tax year will be 1 200 Therefore your correcting check should e decrease the medical amount by 800 1 200 less 800 400 the medical portion e increase the dependent care amount by 800 1 200 less 400 for medical 800 As a result W 2 Box 10 will show 800 the correct dependent care deduction for the tax year trather than 1 200 December 2014 Copyright 2014 by ABS WIN 17 Reporting Employer Contribution to HSA on W 2s Important In ABS Payroll there is a Pay Type 7 for employer contributions to an HSA Health Savings Account Plan If applicable these contributions will be reported in Box 12 of Form W 2 Generally employer contributions to an eligible employee s HSA are not subject to Income Social Security Medicare or Railroad Retirement taxes and will not affect amounts otherwise reported in Boxes 1 3 and 5 of Form W 2 However employer contributions to an employee s Health Savings Account HSA must be reported o
8. sum of all Deductions marked SWT deductible except K 3 4 5 and 8 and less the sum of all Deduction Types K 3 4 5 and 8 if the State Tax Authority is defined as 401 k deductible e For New Jersey the 2 state line may contain the NJ SUT Taxable Amount e For Montana Box 19 will contain OFLT Box 20 Montana Gross Wage and Box 21 the total of all Deduction Type T Box 17 State income tax This is the annual total of State income tax withheld from the employee based on the number of state exemptions plus any additional state tax amount withheld from each check as specified in the employee s record Box 18 Local wages tips etc This total is the sum of all Pay Codes marked as LWT taxable less the sum of all Deductions marked LWT deductible except K 3 4 5 and 8 and less the sum of all Deduction Types K 3 4 5 and 8 if the Local Tax Authority is defined as 401 k deductible December 2014 Copyright 2014 by ABS WIN 21 Box 19 Local income tax This is the annual total of Local income tax withheld from the employee based on the number of local exemptions plus any additional local tax amount withheld from each check as specified in the employee s record Box 20 Locality name This box lists the name of a local tax authority if any to which the employee reports local wages and income tax paid as reported in Boxes 18 and 19 This is the name listed in the DESCRIPTION field in the Local Tax Auth
9. MD6 Cecil MD7 Charles MD8 Dorchester MD9 Frederick MDA Garrett MDB Harford MDC Howard MDE Kent MDF Montgomery MDG Prince George s MDH Queen Anne s MDI Saint Mary s MDJ Somerset MDK Talbot MDL Washington MDM Wicomico MDN Worcester MDO Baltimore City MDP Non residents For non Maryland residents working in Maryland use MD at the STATE TAX ID field then enter 0 zero at the state ALT TAX field Massachusetts MA Tax rate decreases from 5 20 to 5 15 SUT limit increases from 14 000 to 15 000 Minnesota MN New tax tables are in effect Exemptions increase from 3 950 to 4 000 SUT limit increases from 29 000 to 30 000 Missouri MO Standard deduction increases to 6 200 for singles 9 100 for Head of Household and 12 400 for married filers Montana MT SUT limit increases from 29 000 to 29 500 Nevada NV SUT limit increases from 27 400 to 27 800 New Jersey NJ SUT and SDI limits increase from 31 500 to 32 000 Employee SDI rate decreases from 38 to 25 New Mexico NM New tax tables are in effect Employer SDI increased from 2 employee quarter to 2 30 employee quarter Employee SDI remains 2 quarter December 2014 Copyright 2014 by ABS WIN 12 New York NY New tax tables are in effect SUT limit increases from 10 300 to 10 500 Employee SDI is 0 50 to maximum of 0 60 week New York Yonkers NYY New tax tables are in effect North Carolina NC Tax rate
10. S WIN 34 North Carolina Quarterly Earnings Report and Magnetic Media File ESCNC WGS At this field Make this entry Type the year e g 2014 in which this reporting quarter falls The default is 0 zero If you are reporting year end W 2 information use the default Otherwise type the number 1 4 which identifies the reporting quarter Remitter Number For Build only The North Carolina ESC assigns this number to companies that report payroll data electronically Type the number ESC assigned your company If you don t know the number call ESC at 919 733 9600 Include Zero Wage Select Yes if you want the report to include employees who had no Employees zero wages for this quarter If you want the report to include only employees who did have wages this quarter select No Last Name First The default is Yes Use the default if the names in your Employee File are stored in last name first name order If they are stored in first name last name order select No Ohio Quarterly Earnings Report and Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls The default is 0 zero If you are reporting year end W 2 information use the default Otherwise type the number 1 4 which identifies the reporting quarter Note The remaining fields are only required for Build Otherwise leave this field blank Oregon Quarterly Earnings Rep
11. UI SUT Plan This field appears only in the Build mode Open the list box to display the choices then select the one which best describes the type of coverage your employees have This is correlated with your state employer account number State Plan SUT SDI Voluntary SDI State Plan SUT State Plan SDI Exempt SUT Voluntary SDI Exempt SUT State Plan SUT Exempt SDI This option only applies to employees who claim exemptions as Sole Stock holders Section 637 1 of the CUIC or Third Party Sick Pay Recipients Section 931 50 or Religious Exemption Section 2902 A religious exemption certificate must be filed State Plan SUT Public Entity Employee State Tax Only Employee Class The default is 0 Use the default if all employees whose payroll information will be on this report are in the same wage class Otherwise type the 1 2 digit user defined code to identify this group of employees Optional Enter the date mmddyy this report is due Optional Enter the date mmddyy on which you mailed this report Connecticut Magnetic Media File or PDF Form Note If you are generating the magnetic media file for year end W 2 reporting QUARTER 0 you may need to run Set in the Magnetic W 2s function Filing Menu before you can build the year end magnetic media file If you need to do this the system will display a message instructing you to do so The Form option allows you to generate a PDF version of this report To use thi
12. VT New tax tables are in effect SUT limit increases from 16 000 to 16 400 Washington WA SUT limit increases from 41 300 to 42 100 Wyoming WY SUT limit increases from 24 500 to 24 700 See the next page for a list of special state and local tax authority codes and rates December 2014 Copyright 2014 by ABS WIN 13 Special State and Local Tax Authority Codes and Rates ABS Code Locality Resident Tax Rate Exemption BC1 Battle Creek MI Yes 1 00 1 500 BC2 Battle Creek MI No 0 50 1 500 BER Berea KY Yes 2 00 N A GL2 Grayling MI No 0 50 1 500 GR1 Grand Rapids MI Yes 1 30 750 GR2 Grand Rapids MI No 0 65 750 HD1 Hudson MI Yes 1 00 1 000 HD2 Hudson MI No 0 50 1 000 HP1 Highland Park MI Yes 2 00 600 HP2 Highland Park MI No 1 00 600 LEX Lexington KY Yes 2 25 N A MI1 Michigan any city Yes 1 00 600 MI2 Michigan any city No 0 50 600 MST Mount Sterling KY Yes 1 00 N A NJA New Jersey Tax rate is from NJW 4 Table A NJB New Jersey Tax rate is from NJW 4 Table B NJC New Jersey Tax rate is from NJW 4 Table C NJD New Jersey Tax rate is from NJW 4 Table D NJE New Jersey Tax rate is from NJW 4 Table E SA1 Saginaw MI Yes 1 50 1 000 SA2 Saginaw MI No 0 75 1 000 SP1 Springfield MI Yes 1 00 1 000 SP2 Springfield MI No 0 50 1 000 WK1 Walker MI Yes 1 00 750 WK2 Walker MI No 0 50 750 December 2014 Copyri
13. W 2 Form Item No to Order from FORMCENTER Laser 2 Up Laser W 2 Form 5201A Federal Copy A This is a 2 Up form which prints W 2s for 2 separate 5202A Employee Copy B employees per page 1 sheet 2 forms It is designed for laser printers 5203A Employee Copy 2 and or Copy C Note You will need to order multiple parts because 5204A Employer Copy 1 and or Copy D a laser printer only prints one part such as Copy A or Copy 2 at a time Laser 4 Up Laser W 2 Form 5205A Employee Copies B C 2 and 2 4 Up This isa 4 Up form which prints all of the copies for Note You must also order the following 1 employee on a single page 1 sheet 1 form It is designed for laser printers Note 1 Only use this form if you do not need Item Number 5203A See 2 Up Laser W 2 Form Note 2 If you use Form Type 4 the 4 Up Laser W 2 Form you must use compressed print That is you must set your laser printer to 8 lines per inch and 12 characters per inch forms to print employer information 5201A Federal Copy A 5204A Employer Copy 1 and or Copy D Tip Adjusting the W 2 Forms in your printer Whether you use laser or pin fed W 2 forms you should always print a sample W 2 form to determine where your printer begins to print on the form If you need to make any adjustments follow these instructions OF LINES TO ADVANCE For laser forms only You can use this field to specify how many lines you want the sy
14. You can search this field Quarter If you are reporting for the entire year use the default 0 zero Otherwise type the number 1 4 which identifies the reporting quarter File 5 Local EIT At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter File Format The default is Print Report Use this if you want to print the Local EIT Report Otherwise open the list box then select the appropriate file format Pennsylvania Standard Berkheimer Business Information Group Blair Central Tax Service Jordan Tax Service Keystone Collections Group Employer PSD Code Enter the Political Subdivision PSD code assigned to your company Enter your company s PSD account number South Carolina Quarterly Earnings Report and Magnetic Media File At this field Make this entry Year Z Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter For the Magnetic Media File After you complete the required fields the system will produce a file named SCDATA TXT for use in the state of South Carolina Diskette Wage Reporting Program You must contact the state agency to receive diskette s for the wage reporting program To create the Federal format file W2REPORT use the Magnetic Media W 2s function from the Filing Menu When yo
15. ck options included in Boxes 1 3 up to the Social Security wage base and 5 The sum of pay type 2 W Employer s contribution to an employee s Health Savings Account Generally employer contributions to an employee s HSA are not subject to income social security Medicare or Railroad Retirement taxes and will not affect amounts otherwise reported in boxes 1 3 and 5 of Form W 2 Y Deferrals under section 409A on a nonqualified deferred compensation plan Z Income under a section 409A nonqualified deferred compensation plan The sum of all Pay Type 5 AA Designated Roth contributions to a section 401 k plan BB Designated Roth contributions under a section 403 b salary reduction agreement DD Cost of employer sponsored health coverage The reported amount is not taxable EE Designated Roth contributions under a governmental section 457 b plan December 2014 Copyright 2014 by ABS WIN 20 Box 13 One or more boxes will be checked based on the following criteria Statutory employee This box is checked if the employee s record includes FICA Yes and if the number of FWT Exemptions is 99 Retirement plan This box is checked if the PENSION field is checked or if Box 12 contains a deduction code D E F or H for an amount greater than zero Third party sick pay This box is not checked by ABS Only insurance companies that issue checks for 3 party sick pay will check this box This box is only checked by ABS when yo
16. decreased to 5 75 SUT limit increases from 21 400 to 21 700 North Dakota ND New tax tables are in effect SUT limit increases from 33 600 to 35 600 Oklahoma OK New tax tables are in effect SUT limit decreases from 18 700 to 17 000 Oregon OR New tax tables are in effect Standard deductions increase as follows for employees filing as single or separately from 2 115 to 2 145 for employees filing as married or as head of household from 4 230 to 4 295 SUT limit increases from 35 000 to 35 700 Employer SDI is 017 hour Employee SDI is 016 hour Pennsylvania PA SUT limit increases from 8 750 to 9 000 Rhode Island RI New tax tables are in effect Temporary Disability Insurance The taxable wage base increases from 62 700 to 64 200 and the rate remains unchanged at 1 2 Note For most employers the SUT limit increases from 20 600 to 21 200 However for some employers those that have an experience rating tax rate of 9 79 it increases from 22 000 to 22 700 IMPORTANT If you are subject to the 9 79 rate use Tax Authority Maintenance Change then go to the SUT SDI screen to update the PERCENT 9 79 and the LIMIT 22 700 fields in the Unemployment Insurance Paid by Employer section South Carolina SC SUT limit increases from 12 000 to 14 000 South Dakota SD SUT limit increases from 14 000 to 15 000 Utah UT SUT limit increases from 30 800 to 31 300 Vermont
17. e as monitored by the U S Census Bureau Codes are listed at this web site www census gov epcd naics07 index html Virginia Quarterly Earnings Report and Magnetic Media File The same screen is used for both reports At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 that identifies the reporting quarter Vermont Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Internet Version If you are submitting this report via the Internet click the box to display the check mark Y This will cause the system to create a special CSV file suitable for submission over the Internet Other wise leave the box clear O December 2014 Copyright 2014 by ABS WIN 38 West Virginia Quarterly Report and Magnetic Media File At this field Make this entry Type the year e g 2014 for this reporting quarter Quarter Type the number 1 4 which identifies the reporting quarter Note The next 2 fields are required for Build each is optional for Print Computer Manufacturer Type up to an 8 character name which identifies the manufacturer of your computer system Examples IBM Apple Dell NCR Contact Telephone Enter the contact person s telephone number Due Date Enter the date mmddyy this report is due
18. e sum of all Pay Type E dependent care benefit Note If you have any Section 125 dependent care deductions for employees the amount for those deductions the sum of all Deduction Type D will be added to the sum of all Pay Type E in Box 10 Box 11 Nonqualified plans The purpose of this box is for SSA to determine if any amount reported in Box 1 or Boxes 3 and or 5 was earned in a prior year It shows the total amount of distributions to the employee from a nonqualified deferred compensation plan It is the sum of all Pay Type N Note In previous years distributions for a Section 457 Plan Pay Type 4 for non government agencies and for state and local agencies were reported in Box 11 All Section 457 Plan distributions for state and local agencies only must be reported on Form 1099 R December 2014 Copyright 2014 by ABS WIN 19 Box 12 Excess deferrals Sections 12a 12b 12c and 12d list amounts for up to 4 deduction and or pay types listed below Each type A through V is referred to as a code for W 2 reporting purposes If an employee qualifies for more than 4 the system will print a second W 2 form for that employee A Uncollected social security FICA tax or RRTA on tips B Uncollected Medicare HIW tax on tips C Taxable cost of group term life insurance over 50 000 The sum of pay type I D Elective deferrals to a section 401 k plan The sum of deduction type K E Elective deferrals under a sectio
19. e you have a 125 Plan under which all type 1 deductions are for medical disbursements e you track all dependent care deductions under deduction type D However if you have a 125 Plan defined as deduction type 1 and if any portion of the employee s deduction for the 125 Plan is allocated for dependent care the system will not print the annual deduction amount for dependent care in Box 10 on the employee s W 2 If you have not been tracking dependent care as a type D deduction you must follow these steps to insure that the system prints the correct amount for dependent care in W 2 Box 10 Step 1 Set up deduction type D ependent care If all or a portion of the 125 Plan deduction is currently defined as deduction type 1 you must use Deduction Maintenance to set up a second deduction type type D for the dependent care portion The type D deduction is the amount that will appear in Box 10 When you set up this deduction make sure that the following fields in the Deduct Before Taxes column plus any other fields applicable to your state or locality are set to Yes HIW FICA FEDERAL WITHHOLDING STATE WITHHOLDING Step 2 Enter a correcting check for each applicable employee If you have not been tracking employee dependent care deductions as type D you must create a correcting check for each employee who has a dependent care deduction before you print W 2s so that the correct dependent care deduction amount
20. efault is Employer s Contribution amp Wage report In Build you must use this option In Print and Form you can open the list box and select the Modified Business Tax report Prior Credit The default is 00 zero dollars You use this field to enter the amount of the credit if any you are due on this quarter s report Note Inthe Build mode and in the Print and Form modes if you are running the Employer s Contribution amp Wage report no other entries are required The highlighter moves directly to the Modify button The following field are only used in you are running the Modified Business Tax Report One or More Days Late If the report is being filed one or more days late check this box of Months Late If you checked the prior field you must enter the number of months including partial months past the due date the report will be filed Paid Health Ins Benefits Enter the dollar amount your company paid for employee health insurance and benefits during the reporting quarter Offset Carried Forward Enter the dollar amount if any if your allowable health care costs exceed gross wages in the previous quarter Previous Debits Enter the dollar amount if any of liabilities that have been established for prior quarters You must have received a liability notice from the Nevada Department of Taxation Tax Rate As of 07 01 11 this tax only applies to employers whose taxable quarterly wages after health ca
21. enter the following company information Later if any of this information changes you can use Set again to make necessary corrections At this field Make this entry Location Address Optional You can use this field to enter a suite number floor number or other location at this address or press ESCAPE if you decide to exit Delivery Address Enter your company s delivery address Enter the name of the person responsible for submitting this report Telephone Extension Enter the contact person s phone number Then optionally enter the extension number if any Optional Enter the contact person s fax number Other EIN used this year Optional If you used another Employer Identification Number EIN this year when you submitted quarterly information enter that EIN number After you enter the company information select Build then provide the following information At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Electronic Funds Transfer The default is No If your company participates in the ETF Unemployment Insurance Taxes program select Yes Maryland Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Massachusetts Magnetic Media File The first time yo
22. ght 2014 by ABS WIN 14 APPENDIX B Note The letters below correspond with those in the Instructions for Employees on the back side of Copy C and Copy 2 of the 2014 W 2 Form For Pay Codes these include Taxable cost of group term life insurance over 50 000 Non taxable sick pay 20 excise tax on excess golden parachute payments Substantiated non taxable employee business expense reimbursements Excludable non taxable moving expense reimbursements Nontaxable combat pay Employer contribution to an Archer medical savings account MSA Adoption benefits Income from exercise of non statutory stock options Employer s contribution to an employee s Health Savings Account HSA Nea lt 53 RFOTVTMAAO Income under a section 409A nonqualified deferred compensation plan DD Cost of employer sponsored health coverage The reported amount is not taxable For Deduction Codes these include Deferrals under a section 401 k plan Deferrals under a section 403 b plan Deferrals under a section 408 k 6 plan Deferrals under a section 457 b plan Deferrals under a section 501 c 18 D plan Employee contributions under a 408 p SIMPLE plan Adoption benefit Deferrals under a section 409A nonqualified plan AA Designated Roth contributions to a section 401 k plan BB Designated Roth contributions under a section 403 b plan lt a NnNTADAA DS EE Designated Roth contributions under a governmental section 457 b plan This amou
23. hen optionally enter the extension number if any Computer Manufacturer Type up to an 8 character name which identifies the manufacturer of your computer system Examples IBM Compaq Dell December 2014 Copyright 2014 by ABS WIN 31 Nevada Quarterly Earnings Report Magnetic Media File and PDF Form The Form option allows you to generate a PDF version of this report To use this option you must run ABS Payroll on a Windows workstation which has Acrobat Reader 5 0 or higher and Internet access If you use the new Form option the system will print the Employee Quarterly Earnings Report Form and Continuation form completely filled in and ready for signing The first time you run this program you must select Set then enter the following company information Later if any of this information changes you can use Set again to make necessary corrections Contact Name Enter the name of the person responsible for submitting this report Telephone Enter the contact person s telephone number Extension Enter the contact person s telephone extension if any Title Enter the contact person s job title After you enter the company information select Print Build or Form For Print and Build At this field Make this entry Year Type the year e g 2014 in which this reporting quarter falls Quarter The default is 0 zero Type the number 1 4 which identifies the reporting quarter Report Type The d
24. ic code you assign must correspond with one of the five wage classes as defined by the state If all your California employees fall into a single wage class this step is not necessary Create five new previously unused Employee Class Codes one for each wage class CA Wage Class 1 Employee is required to pay state taxes based on unemployment insurance and disability insurance wages CA Wage Class 2 Employee is required to pay state taxes based on unemployment insurance wages only Includes religious exempt sole stockholder public entities third party sick pay December 2014 Copyright 2014 by ABS WIN 24 California Quarterly Earnings Report and Magnetic Media File continued CA Wage Class 3 Employee is required to pay state taxes based on disability insurance wages only Includes sole stockholder elective coverage domestic services CA Wage Class 4 Employee is required to pay state taxes based on unemployment and voluntary disability insurance wages CA Wage Class 5 Employee is required to pay state taxes based on personal income tax PIT only At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Voluntary Plan DI Wages This field appears only in the Print mode If you company has a voluntary plan for disability insurance wages select Yes If your company participates in the state plan select No S
25. in delivery address as recorded in your ABS System s Registration File If the correct street address is displayed accept it If you need to updated enter the correct street address Note Changing this address will NOT update the address in the ABS Registration File Contact Name Enter the name of the person responsible for submitting this report Telephone Ext Enter the contact person s phone number Then optionally enter the extension number if any Optional Enter the contact person s fax number E Mail ADDRESS Optional Enter the contact person s e mail address After you complete the Set screen select Build Print or Web then provide the following information At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Quarter Type the number 1 4 which identifies the reporting quarter Location Code Enter the 2 character state assigned location code for the mailing of claim information Or if this does not apply to your company leave this field blank December 2014 Copyright 2014 by ABS WIN 26 Florida Magnetic Media File continued Note You only use the next two fields if you are using the Web option Interest Due If you owe any interest for underpayment for previous quarters enter that amount Otherwise leave the field blank Penalty Due If you owe any penalty for late payment or underpayment for previous quarters enter that amount Other
26. intenance Box b Employer identification number EIN This ID comes from the Employer ID field in Tax Authority Maintenance for the FG Federal Government tax authority record Box c Employer s name address and ZIP code This information comes from the ABS Activation record for your company Box d Control number The ABS Payroll System does not print a Control Number in this box Box e Employee s first name and initial last name suffix This information comes from the employee s record Employee Maintenance Box f Employee s address and ZIP code This information comes from the employee s record in Employee Maintenance Box 1 Wages tips and other compensation This total is the sum of all Pay Codes marked as FWT taxable Jess the sum of all Deductions marked FWT deductible except K 3 4 5 and 8 and less the sum of all Deduction Types K 3 4 5 and 8 if the FG Tax Authority is defined as 401 k deductible December 2014 Copyright 2014 by ABS WIN 18 Box 2 Federal income tax withheld This is the annual total FWT withheld based on the number of federal exemptions plus any additional federal tax amount withheld from each check as specified in the employee s record in Employee Maintenance Box 3 Social security wages This is the sum of all Pay Codes marked as FICA taxable less the sum of all Deductions marked FICA deductible and less the sum of all Pay Type T tips The maximum amount for 2014 is 110 100
27. ips C Commission U Payroll documented expenses D Double time Vv Vacation pay or Paid Time Off if applicable E Dependent care W Taxable moving expenses F Fringe benefits X Other G Golden parachute Y Nontaxable moving expenses H Holiday pay Z Nontaxable expenses I Insurance 1 125 contribution J Insurance Former Employee 2 Income from non statutory stock options K Employer 401 k contribution 3 3 party pay L Excess employee reimbursement 4 457 distribution M Minimum wage tips 5 Income from a Section 409A plan N Nonqualified distribution 6 Employer contribution to a Roth 401 k 0 Overtime 7 Employer contribution to HSA P Premium 8 Employer contribution to MSA R Regular hourly pay ABS Deduction Types Type Description Type Description A 125 Adoption R SIMPLE 408 p plan B Bond S Savings account C Contributions T Tax D Dependent care U Union dues G Garnishment 1 125 plan H Checking account 3 403 b plan I Insurance 4 457 b plan K 401 k plan 5 501 c plan L Loan 6 Roth 401 k Plan M Medical Health Savings Account 7 Deferrals under a 409A plan 0 Other 8 408 k plan P Purchases by employees 9 414 h plan December 2014 Copyright 2014 by ABS WIN 16 Reporting 125 Plan Dependent Care Deductions on W 2s Important In ABS Payroll there is a deduction type 1 for employee contributions to a 125 Plan and another deduction type D for employee pre tax deductions for dependent care This notice will not apply to your company if
28. loyer Quarterly Continuation Sheet TN P LB 0851 Quarterly Wage Report Prints on plain paper TX PM C 4 Wages List Continuation Sheet VA PM VEC FC21 Enmpployer s Quarterly Payroll Report Prints on plain paper VT M C 101 Employers Quarterly Wage and Contribution Report WA PM 5208 A Employer s Quarterly Tax Report WV PM UC A 154 A Employer Quarterly Wage Report If your company needs one or more of these special reports before the end of 2014 please call ABS immediately at 978 250 9600 We ll do our best to either directly download the new report or ship it to you within 24 hours December 2014 Copyright 2014 by ABS WIN 23 When do you print the Quarterly Reports You must print all quarterly and all year end reports immediately after you run your last payroll for 2014 after you load the 2015 tax update and before you close the 2014 payroll year See Step 8 Running the Quarterly Reports 1 To access the State Quarterly Reports function after installation display the Payroll Menu select Filing select Quarterly State Forms then select the appropriate option A thru K L thru N O thru Z 2 Move the highlighter to the state for which you want to generate a report or create a magnetic media file then select it 3 The system will then display the data entry screen for that state and position the highlighter on the first field of the Print or Build screen depending on the state Notes
29. n 403 b salary reduction plan The sum of deduction type 3 F Elective deferrals under a section 408 k plan The sum of deduction type 8 G Elective deferrals and employer contributions to a section 457 b plan The sum of deduction type 4 H Elective deferrals to a section 501 c tax exempt organization plan The sum of deduction type 5 J Non taxable sick pay not included in Boxes 1 3 or 5 The sum of pay type S marked as FWT nontaxable K 20 excise tax on excess golden parachute payments The sum of pay type G L Substantiated non taxable employee business expense reimbursements The sum of pay type L M Uncollected social security FICA or RRTA tax on cost of group term life insurance over 50 000 for former employees The FICA tax code in the pay code type J N Uncollected Medicare HIW tax on cost of group term life insurance over 50 000 for former employees The HIW tax code in the pay code type J P Excludable non taxable moving expense reimbursements paid directly to the employee The sum of pay code type Y Q Nontaxable combat pay R Employer contribution to your medical savings account MSA The sum of pay code type 8 S Employee salary reduction contributions under a section 408 p SIMPLE The sum of deduction type R T Adoption benefits not included in Box 1 Requires completion of Form 8853 The sum of deduction type A and pay type 9 V Income from exercise of non statutory sto
30. n the employee s W 2 If your company contributes to an employee s HSA you must follow either Step A or Step B below to insure that the system prints the correct amount for the HSA contribution in W 2 Box 12 Important Do not complete this process until you have loaded the 2015 Tax Update You must complete the process before you complete Step 9 of the Year End Instructions Close the 2014 Payroll Year Step A If you have been tracking employer HSA contributions for 2014 under a separate Pay Code which is not coded as Pay Code Type 7 use the Pay Code Maintenance Change mode to display that Pay Code record then change the Pay Code Type to 7 Step B If you have made employer HSA contributions but have not been tracking them in ABS Payroll you must add a new Pay Code for the HSA contributions with 7 at the PAY CODE TYPE field You must then use the Manual Checks Correct function for each employee who has received an employer HSA contribution to enter the YTD employer contribution You must do this prior to closing the 2014 payroll year About the Boxes on the 2014 W 2 Form This section lists the information your ABS Payroll System will print in the lettered and numbered boxes on the 2014 W 2 form and the pay and deduction types the system uses to calculate the result the system prints in each box Box a Employee s social security number This number comes from the SSN field Tax Screen in the employee s record Employee Ma
31. nd to Existing File If you are adding new information to an existing file click the box to display the check mark Otherwise leave the box clear File 2 New Hire Report At this field Make this entry Hired Since Type the date from which you want to report the hiring of new employees Tab Delimited If you want the information in the file to be separated by a tab mark click the box to display the check mark If you leave the box clear the data will be comma separated Contact First Name Enter the first name of the person responsible for submitting the report Enter the last name of the person responsible for submitting the report Contact Phone Enter the contact person s telephone number Contact Extension Optional Enter the contact person s extension number File 3 Local Services Tax At this field Make this entry e Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter LST Deduction Code Type the number that identifies the Deduction Code you use to keep track of the Local Services Tax LST Reminder you can search this field December 2014 Copyright 2014 by ABS WIN 36 Pennsylvania Magnetic Media Files continued File 4 Local W 2s At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Local Authority Type the code that identifies the Local Tax Authority
32. necessary any time prior to running the Purge History function December 2014 Copyright 2014 by ABS WIN 6 About the W 2 Boxes Detailed information about the data the Payroll System will print in each numbered W 2 box plus an updated list of the pre defined pay types and deduction types are listed at the end of this packet in Appendix B Running Magnetic Media W 2s If you have completed Steps 1 through 9 in the order listed in these instructions you can generate the magnetic media file for reporting 2014 W 2 information 1 The Set function Before you can create the W 2 magnetic media file you must use the Set function to record information the Social Security Administration SSA needs to know about your company This includes the name of a person within your company whom the SSA can contact should they experience any processing problems with your file how best to contact that person by E mail or by postal service and a code that indicates who prepared the information in your file Once you enter this information you can edit it if necessary 2 The Build function The system will gray out the Build function on the menu bar until you complete the Set function When the Build function is active you can then use it to create your W 2 magnetic media file Instructions for using the Set and Build functions are listed in the Filing Reports chapter in your Payroll System User s Manual Please refer t
33. nt does not apply to contributions under a tax exempt organization section 457 b plan If you need to define a Pay Code or a Deduction Code record you have not used before such as Employer Contribution to a Roth 401 k plan you must add a new Pay Code or Deduction Code record If you need to do this for 2014 or 2015 reporting follow the appropriate instructions below For a Pay Code Use Pay Code Maintenance Add to enter the new pay code s number and description At TYPE use the Search Key to display the options then select the appropriate letter or number At W2 BOX 12 CODE use the Search Key to display the options then select the appropriate option Complete the rest of the new Pay Code record as usual For a Deduction Code Use Deduction Code Maintenance Add to enter the new deduction code s number and description At TYPE use the Search Key to display the options then select the appropriate letter or number At W2 BOX 12 CODE use the Search Key to display the options then select the appropriate option Complete the rest of the new Deduction Code record as usual December 2014 Copyright 2014 by ABS WIN 15 This list includes the most current pre defined Pay and Deduction Types used by the ABS Payroll System ABS Pay Types Type Description Type Description A Alternate regular pay S Sick pay B Bonus T T
34. o the section titled Creating the W 2 Magnetic Media File Reminders You will only access the STATE field if you selected Yes at the INCLUDE STATE field If you want to include all states leave the STATE field blank If you want the file to include information for a specific state enter the 2 letter abbreviation for that state If you do this the file will include all employees who have state taxable wages or state unemployment and disability wages for the specified state At the KIND OF EMPLOYER field you will use the default None Apply unless your business falls into one of these four categories If it does open the list box then select the appropriate description Federal Government State and Local Government Tax Exempt Employer State and Local Tax Exempt Employer December 2014 Copyright 2014 by ABS WIN 7 Running your first 2015 payroll If you have completed Steps 1 through 9 in the order listed in these instructions you can run your first payroll for 2015 To be sure that your ABS Payroll System is ready to process 2015 payrolls take time to complete this checklist before you run your first 2015 payroll Please verify that you have Oo OoOadaodajan 0 Made backup copies as specified in Step 3 Run your company s last payroll for 2014 Installed the 2015 Tax File Update Printed the quarterly and year end reports you need to save Optional Printed your special state reports Closed the 2014
35. ocesses payrolls Regular Agriculture Military Railroad Household Medicare Qualified Is this a test For Build Only The default is No If you are creating a test file before submitting it select Yes Otherwise use the default No For Form At this field Make this entry Type the year e g 2014 in which this reporting quarter falls The default is 0 zero If the form will report year end W 2 information use the default Otherwise type the number 1 4 which identifies the reporting quarter Last Quarter This Year The default is No Only select Yes if this report or magnetic media file is for the last quarter of this calendar year UI Previously Underpaid If you previously underpaid unemployment insurance enter the amount of the underpayment UI Previously Overpaid If you previously overpaid unemployment insurance enter the amount of the overpayment Refund UI Overpayment If you have an overpayment balance and you want it refunded click the box to display the check mark otherwise leave the box clear WT Previously Overpaid If you previously overpaid withholding tax enter the amount of the overpayment WT Paid This Quarter Enter the amount of withholding tax paid for the quarter you are reporting Refund WT Overpayment If you have an overpayment of withholding tax and you want it refunded click the box to display the check mark otherwise leave the box clear December 2014 Copyright 2014 by AB
36. ollow the Running 2014 W 2s instructions See page 5 2015 PAYROLLS If you need to run a 2015 payroll before you print 2014 W 2s follow the Running your first 2015 payroll instructions See page 8 December 2014 Copyright 2014 by ABS WIN 4 Running 2014 W 2s If you have completed Steps 1 through 9 in the order listed in these instructions you can print W 2s for 2014 When you use the W 2 s function open the list box at the FORM TYPE field to find and select the form type you will use The following table describes each Form Type and lists the FORMCENTER order number for each To order W 2 forms from FORMCENTER call 800 662 3218 Type Description of W 2 Form Item No to Order from FORMCENTER 1 Up 1 Wide Continuous Form 9811 4A 4 parts A B C D This is a continuous carbonless 1 page W 2 form 9811 6A 6parts A 1 B C 2 D designed for pin fed dot matrix impact printers 9811 8A 8 parts A 1 1 B C 2 2 D Note If your printer cannot print 6 or 8 part forms use the 1 Wide Twin Set Continuous Form 1 Up 1 Wide Twin Set Continuous Form Employer Set Each is a continuous carbonless 1 page W 2 form 7600 3A 3 parts A 1 D for pin fed dot matrix impact printers Requires 7600 4A 4parts A 1 1 D two sets one for Employer one for Employee Employee Set Note You must order both sets 7640 3A_ 3 parts B C 2 7640 4A 4 parts B C 2 2 1 Up 1 Wide Continu
37. opyright 2014 by ABS WIN 1 Now please go to Step 1 to begin Step 1 Verify you received the correct media for your computer system Updates are for a specific computer operating system such as Windows UNIX or DOS Check the label on the update you received to verify you received the correct one for your system If the update media is not correct do not install the update Call ABS immediately at 978 250 9600 Step 2 Read the following warning and assumptions WARNING e Do not install the update until you read all of the enclosed instructions thoroughly Failure on your part to do so could result in the permanent loss of payroll data ABS ASSUMES THAT e You are currently processing payrolls with the ABS Payroll System for Windows e You have made two backup copies of your payroll software and your payroll data and your 2015 payroll tax file update e You will only install the update if you have the experience and expertise to do so correctly If not do not install the update Call your ABS dealer e Your ABS Payroll System software has not been modified If it is modified do not install the update Contact the ABS dealer who modified your software Step 3 Make the backups As an added measure of protection make two backup copies each of your ABS Payroll software your payroll data files and the update before you begin the update process Step 4 Run your last payroll for 2014 Step 5 Load the update
38. ority record Important If an employee is subject to 3 or more State or Local Tax Authorities the system will print multiple W 2 forms for that employee The first W 2 will include Federal tax information plus information for the first 2 State Tax Authorities and or the first 2 Local Tax Authorities Information for the 3 or more State and or Local Tax Authority will be printed on the second W 2 To order W 2 forms that are compatible with your ABS Payroll System please call FormCenter toll free at 800 662 3218 December 2014 Copyright 2014 by ABS WIN 22 APPENDIX C State Quarterly Reports and Magnetic Media Files Introduction Your ABS Payroll System includes a special report function that automates the printing of selected state quarterly earnings reports and magnetic media files If your company purchased any new selected state quarterly reports they will be installed automatically when you install the 2015 Payroll Tax File Update Your ABS Payroll System generates one or more of these reports and or magnetic media files after you install the Quarterly Reports update on your system Report Formats P Printed report M Magnetic media F PDF form W Web file State Format Report Description AL M UC CR4 Quarterly Contribution and Wage Report CA PM DE 6 Quarterly Wage and Withholding Repo
39. ort and Magnetic Media File For the Quarterly Earnings Report At this field Make this entry Type the year e g 2014 for this reporting quarter Type the number 1 4 which identifies the reporting quarter Paper Type For Print only Open the list box to display all the choices then select the appropriate one Form Plain Paper File Copy Plain Paper State Copy December 2014 Copyright 2014 by ABS WIN 35 Oregon Quarterly Earnings Report and Magnetic Media File continued For the Magnetic Media File Complete the same fields as listed above When you are done the system will produce a file named F132 TXT for use in the state of Oregon Diskette Wage Reporting Program You must contact the state agency to receive diskette s for the wage reporting program To create the Federal format file W2REPORT use the Magnetic Media W 2s function which is listed on the Filing Menu When you do you must make the following two entries At INCLUDE STATES enter Y At QUARTER enter the number 1 4 that identifies the reporting quarter Puerto Rico W 2s Follow the Employee W 2s instructions in Table 6 8 in your Payroll System User manual Pennsylvania There are 5 separate Magnetic Media Files File 1 UC 2A Wage detail File Upload At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Appe
40. ous Form for Magnetic Media 7521 3A 3 parts B C 1 or D Reporting 7521 4A 4parts B C 2 1 or D This is a continuous carbonless 1 page W 2 form for magnetic media filers and is designed for pin fed dot 7521 5A S5 parts B C 2 2 1 or D matrix impact printers Note Employers reporting by magnetic media who do not require Copy 1 or Copy D may use the 1 Wide Employee Twin Set Continuous Form listed above 2 Up 2 Wide Continuous W 2 Form 8888 2 4 Part 3 Ply This is a continuous carbonless form designed for pin fed dot matrix impact printers This prints 2 W 2 forms side by side per page for one employee The right side is larger than the left side Important To print this form the NUMBER OF COLUMNS for your Printer ID must be set to 136 characters not to 132 characters Ply 1 left Copy 1 D right Copy A Ply 2 left Blank right Copy B Ply 3 left Blank right Copy C 8888 4 6 Part 4 Ply Ply 1 left Copy 1 D right Copy A Ply 2 left Copy 1D right Copy B Ply 3 left Blank right Copy 2 Ply 4 left Blank right Copy C 8888 3 8 Part 5 Ply Ply 1 left Copy 1 D right Copy A Ply 2 left Copy 1D right Copy B Ply 3 left Copy 1 D right Copy 2 Ply 4 left Blank right Copy 2 Ply 5 left Blank right Copy C December 2014 Copyright 2014 by ABS WIN 5 Types of W 2 Forms for 2014 Reporting continued Type Description of
41. pdate select Data OK The system may display a message line to indicate that it is loading data When the tax file is loaded the system clears the screen and returns to the Payroll Main Menu Bar December 2014 Copyright 2014 by ABS WIN 2 Step 6 Display the Calculate Taxes screen register your software then verify that the message Updated 12 31 14 appears From the Payroll System Transactions Menu select Calculate Taxes The following message will be displayed Tax File MUST be registered before Jan 31 2015 Do you want to register it now Warning If you select No you must return to this screen before January 31 2015 and register your Payroll System If you select Yes the system will display another screen Make the appropriate entries At TAX YEAR accept the displayed year 2015 At SERIAL enter the Serial from your ABS Payroll Tax Registration sheet or registration email At REGISTRATION enter the Registration from your ABS Payroll Tax Registration sheet or registration email After you select OK the following message should appear in the lower right corner of the screen Tax tables for 2015 Updated 12 31 14 If the message Tax tables not recognized appears or if the first line of the message is not Tax tables for 2015 STOP Call ABS immediately at 978 250 9600 Step 7 Print your quarterly and year end reports Print the following quarterly and year end payroll re
42. ployee Maintenance District of Columbia DC New tax tables are in effect Florida FL SUT Limit decreases from 8 000 to 7 000 Hawaii HI SUT limit increases from 40 400 to 40 900 SDI Employee limit is 951 23 and the Employee rate is 0 50 Idaho ID New tax tables are in effect SUT limit increases from 35 200 to 36 000 Illinois IL New tax rate of 3 75 Indiana IN State tax rate decreased from 3 4 to 3 3 Some county rates also changed Iowa IA SUT limit increases from 26 800 to 27 300 Kansas KS New tax tables in effect SUT limit is 12 000 for 2015 Kentucky KY New tax tables are in effect SUT limit increases from 9 600 to 9 900 with a 21 surcharge Louisiana LA Reminder To enter the number of personal exemptions and dependents for state withholding you must use the EXEMPTIONS and DEDUCTIONS fields in the Employee File At state EXEMPTIONS enter the number 0 1 or 2 of personal exemptions claimed for state withholding At state DEDUCTIONS enter the number 0 or higher of dependents claimed for state withholding Maine ME New tax tables are in effect December 2014 Copyright 2014 by ABS WIN 10 Maryland MD December 2014 Note You should review the following information regarding Maryland residents working in Delaware and Maryland county tax rates Maryland residents working in Delaware If your company has a presence in Delaware and in Maryland
43. ports e Quarterly Earnings Report e State Quarterly Earnings Report e State Monthly Earnings Report e Optional you may want to print the Employee Earnings Report the W 2 Control Sheet to verify the types of pay deductions that will be printed on 2014 Form W 2 any special state quarterly reports and any other payroll reports you want to archive Step 8 Close the year Use the Utilities Close Current Month function to close your 2014 payroll year December 2014 Copyright 2014 by ABS WIN 3 Step 9 Verify 2015 FICA FUTA Medicare State and Local wage limits and rates See Appendix A for currently known changes for 2015 IMPORTANT If you followed the previous steps in order and installed the update diskette before you ran the year end close the system will automatically update the FICA and Medicare wage limit percent fields for 2015 e If you closed the year then installed the update diskette you must manually enter the FICA and Medicare limits and percents for 2015 e Ineach case however you must manually enter any State and Local Tax Authority changes that affect your company s payroll Before you run your first payroll for 2015 you will need to make sure that Federal State and Local tax authority rates are correct See Appendix A You may also need to add or change employee deduction codes and pay codes for your company s 2015 payrolls e Update tax authorities Following the instructions in your Pay
44. re deductions is greater than 62 500 The rate is 1 17 0 0117 Accept the displayed rate or change it if it is wrong December 2014 Copyright 2014 by ABS WIN 32 New Hampshire Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls The default is 0 zero If you are building the file for reporting year end W 2 information use the default Otherwise type the number 1 4 which identifies the reporting quarter New Jersey Magnetic Media File Magnetic Authorization Type the number assigned your company for authorization to file on magnetic media New Mexico Magnetic Media File At this field Make this entry Year Type the year e g 2014 for this reporting quarter Type the number 1 4 which identifies the reporting quarter File Name You can enter a file name such as WAGES NM of up to 40 characters Enter the name you want to use to identify this file New York Quarterly Earnings Report Magnetic Media File and PDF Form The Form option allows you to generate a PDF version of this report To use this option you must run ABS Payroll on a Windows workstation which has Acrobat Reader 5 0 or higher and Internet access If you use the new Form option the system will print the Employee Quarterly Earnings Report Form and Continuation form completely filled in and ready for signing The first time you run this program yo
45. roll System User s Manual use the Maintenance Tax Authorities function to update all tax authorities that affect your company s payroll FEDERAL TAXES Verify that the Federal wage limits and tax percents for both FICA and Medicare have been updated for 2015 as specified below If they are not updated you must enter them FICA OASDI WAGE LIMIT 118 500 Employee FICA OASDI TAX PERCENT 6 200 Employer FICA OASDI TAX PERCENT 6 200 MEDICARE HI WAGE LIMIT 999999 99 MEDICARE HI TAX PERCENT 1 450 MEDICARE HI THRESHOLD 200000 00 MEDICARE HI THRESHOLD PERCENT 900 STATE INCOME TAXES All changes for State income taxes are automatically installed when you load the tax file update See Appendix A STATE SUI SDI Use Tax Authority Maintenance Change then click SUT SDI to make any changes necessary for State SUT and SDI percents and maximums See Appendix A LOCAL TAXES Use Tax Authority Maintenance Change then enter any changes necessary for Local taxes See Appendix A e Update deduction codes and pay codes Use Deductions Codes and Pay Codes Maintenance functions to make any change to the deduction codes and the pay codes your company will use for 2015 payrolls Step 10 At your option either print 2014 W 2s or run your first 2015 payroll You can perform the following functions in the order which best suits your company s needs 2014 w 2s If you need to process employee W 2s before you run your first 2015 payroll f
46. rt CT M F UC 5A and 5B Employee Quarterly Earnings Report and Continuation Sheet FL P M W UCT 6A Employer s Quarterly Report Plain paper prints FACSIMILE on top of form GA PM DOL 4A Employer s Quarterly Tax and Wage Report ID PM Tax 026 Unemployment Insurance Wage Report IL M UI 3 40 Employer s Contribution and Wage Report IN M UC 5 Quarterly Wage Report KY M UI 3 Quarterly Wage and Tax Report LA M LWC ES 4c Employer s Quarterly Wage and Tax Report MA M WR 1 Employer s Quarterly Report of Wages MD M DLLR OUI 16 Employer s Quarterly Employment Report MI PM UIA 1017 Wage Detail Report prints on plain paper and New Hire Report MS M UI 2 3 Employers Quarterly Contribution Report MT M UI 5 Employer s Quarterly Wage Report NV PMF NUCS 4072 Employer s Contribution amp Wage Report TXR 020 01 Unemployment Insurance Return Attachment and the Modified Business Tax Report NC PM UI 101 Employer s Quarterly Tax and Wage Report NH M DES200 Employer Quarterly Tax and Wage Report NJ M WR 30 Employer Report of Wages Paid NM M ES 903 A 1 Quarterly Wage and Contribution Report NY PM F NYS 45 ATT Quarterly Combined Withholding Wage Reporting and Unemployment Insurance Return Attachment OH PM JFS 66113 Employer s Wages Report Supplemental OR PM OQ Quarterly Tax Report PA M UC 2A Quarterly Report of Employee Wages New Hire Report Local Services Tax LST PR P Report W 2s Only SC PM UCE 120A Emp
47. s option you must run ABS Payroll on a Windows workstation which has Acrobat Reader 5 0 or higher and Internet access If you use the new Form option the system will print the Employee Quarterly Earnings Report Form UC 5A and 5B completely filled in and ready for signing December 2014 Copyright 2014 by ABS WIN 25 Connecticut Magnetic Media File or PDF Form continued At this field Make this entry Type the year e g 2014 in which this reporting quarter falls The default is 0 zero If you are building the file for reporting year end W 2 information use the default Otherwise type the number 1 4 which identifies the reporting quarter Type of Employment Open the list box to display the choices then select the one which best describes the type of employees for which your company processes payrolls Regular Agriculture Military Railroad Household Medicare Qualified Last Name First The default is No Use the default if the names in your Employee File are stored in first name ast name order If they are stored in last name first order select Yes Florida Quarterly Earnings Report Magnetic Media File and Web File Before you can use the Build option you must select Set then enter the following information Later if any of this information changes you can use Set again to make necessary corrections At this field Make this entry Delivery Address The system displays your company s ma
48. se enter D5 if you will use a 514 diskette After you set the defaults select Build then provide the following information At this field Make this entry Year Type the year e g 2014 in which this reporting quarter falls Quarter Type the number 1 4 which identifies the reporting quarter December 2014 Copyright 2014 by ABS WIN 27 Illinois Magnetic Media File continued Previous Underpayment Enter the amount of any previous quarter s under payment including previously due penalty and interest Interest Enter the amount of the interest due if any Penalty Enter the amount of the penalty due if any Previous Overpayment Enter the amount of any previous overpayment being applied to the balance due Document Control Enter a control number 1 to 10 digits that uniquely identifies this report Indiana Magnetic Media File Kentucky Magnetic Media File Contact Telephone Enter the contact person s telephone number Then optionally enter the contact person s extension number Contact Extension Optional Enter the contact person s extension number Last Name First The default is Yes Use the default if the names in your Employee File are stored in last name first name order If they are stored in first name last name order select No December 2014 Copyright 2014 by ABS WIN 28 Louisiana Magnetic Media File The first time you run this program you must select Set then
49. stem to skip from the top of the form before it prints the first line on the form Most laser printers begin printing 3 lines down from the top of the form The default for this field is 3 If you need to begin printing higher closer to the top of the form enter a smaller number 0 1 or 2 To begin printing lower further down from the top of the form enter a larger number 4 or 5 OF COL UMNS IN For both laser and pin fed forms You can use this field to adjust the column at which the information will begin to print on the W 2 form The default is 5 which is the standard starting column for most printers If you need to begin printing at another starting point you can enter the appropriate number 0 to 4 to move the starting point closer to the left margin or 6 to 8 to increase the distance from the left margin Reminders If you need to print your company s State Unemployment Tax ID on employee W 2s you must select Yes at the PRINT SUT ID IN BOX 14 field If you need to print employee IDs in Box a on employee W 2s you must select Yes at the PRINT EMPLOYEE ID IN BOX A field Printing 2014 W 2s 1 Instructions for printing W 2s are listed in the Filing Reports chapter in your user manual Please refer to the section titled Employee W 2s 2 Optional After you verify that the printed W 2s are correct you may run the Purge History function to erase 2014 W 2 data Reminder You can run W 2s multiple times if
50. this click the Align button Michigan New Hire Report At this field Make this entry Hired Since Type the oldest date for which you want to report new hires Mississippi Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Quarter Type the number 1 4 which identifies the reporting quarter Montana Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Quarter Type the number 1 4 which identifies the reporting quarter Internet Version If you are submitting this report via the Internet click the box to display the check mark Y This will cause the system to create a special CSV file suitable for submission over the Internet If you are not submitting this report via the Internet leave the box clear O Note You only access the next 4 fields if you did not check Internet Version Previous Underpayment If you previously underpaid unemployment insurance enter the amount of the underpayment Interest If you were assessed an interest charge enter that amount Penalty If you were assessed a penalty fee enter that amount Previous Overpayment If you previously overpaid unemployment insurance enter the amount of the overpayment Contact Enter the name of the person responsible for submitting this report Telephone Extension Enter the contact person s phone number T
51. u do you must make the following two entries At INCLUDE STATE select Yes At QUARTER enter the number 1 4 that identifies the reporting quarter Tennessee Quarterly Earnings Report At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 that identifies the reporting quarter December 2014 Copyright 2014 by ABS WIN 37 Texas Quarterly Earnings Report and Magnetic Media File At this field Make this entry Type the year e g 2015 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Account Number This is a 2 part number 2 digits then 6 digits It is assigned your company by the Texas Employment Commission Type your company s account number County Code Type the code which identifies the county in which your company is based Tax Rate Type the tax rate for that area If the rate is 3 type 3 00 if it s 32 type 3 5 Unit Number Type your company s unit number Please refer to TEC publications for instructions Suffix Code Type the suffix code assigned your company by the Texas Workforce Commission Or type the word TEST if the file you are building is a test file Computer For Build Only Type up to an 8 character name which identifies the manufacturer of your computer system Examples IBM Compaq Dell NAICS Code This 6 digit code identifies the type of business you operat
52. u must select Set then enter the following company information Later if any of this information changes you can use Set again to make necessary corrections Contact Name Enter the name of the person responsible for submitting this report Enter the contact person s job title Telephone Enter the contact person s phone number Paid Preparer If you used a 3 party to prepare this report click the box to display the check mark Otherwise leave the box blank After you enter the company information select Print Build or Form then follow the appropriate instructions December 2014 Copyright 2014 by ABS WIN 33 New York Quarterly Earnings Report Magnetic Media File and PDF Form continued For Print and Build At this field Make this entry Type the year e g 2014 in which this reporting quarter falls The default is 0 zero For BUILD only If you are building the file for reporting year end W 2 information use the default Otherwise type the number 1 4 which identifies the reporting quarter Last Quarter This Year The default is No Only select Yes if this report or magnetic media file is for the last quarter of this calendar year Note The system only stops at the next field in the Build mode and only if you entered 0 zero at QUARTER Type of Employment Open the list box to display the choices then select the one which best describes the type of employees for which your company pr
53. u print an alignment pattern Box 14 Other This is the total of other information an employer wishes to give such as union dues health insurance premiums deducted educational assistance payments and so on e For all states the amount of employee SUT Tax if any e For all states the amount of employee SDI Tax if any e For all states the state Unemployment ID if you enter Y at the PRINT SUT ID IN BOX 14 Field See Print W 2s Screen e For California CA SDI followed by the amount of employee SDI Tax if any e For Kentucky the amounts for up to 4 separate Deduction Type T tax if any e For New Jersey the amount for the NJ Private Disability Plan if any e For New Mexico the employee s marital status Married or Single is printed e For New York the amount for the NY State Employees 414h Plan deduction type 9 if any e For Ohio the amount for School Taxes deduction type T if any e For Toledo Ohio the amounts if any for deductions under Section 125 Cafeteria Plans and Section 129 dependent Care benefits Plans e For South Carolina the employee s marital status Married or Single is printed Box 15 State Employer s state ID number This box lists the employer s State abbreviation and State ID number The ID number is listed at the EMPLOYER ID field in the State Tax Authority record Box 16 State wages tips etc This total is the sum of all Pay Codes marked as SWT taxable Jess the
54. u run this program you must select Set then enter the following information Later if any of this information changes you can use Set again to make necessary corrections At this field Make this entry Location Address Optional You can use this field to record a special location such as a Suite Floor or Room Number at your company s main location Enter the special location address if any or skip this field to leave it blank December 2014 Copyright 2014 by ABS WIN 29 Massachusetts Magnetic Media File continued Delivery Address The system displays your company s main delivery address as recorded in your ABS System s Registration File If the correct street address is displayed accept it If you need to updated enter the correct street address Note Changing this address will NOT update the address in the ABS Registration File Contact Name Enter the name of the person responsible for submitting this report Telephone Extension Enter the contact person s phone number Then optionally enter the extension number if any Optional Enter the contact person s fax number Other EIN used this year If you have used another Employer Identification Number EIN during this tax year on an IRS Form 941 or 943 or with W 2 data you submitted to the SSA enter that EIN number Otherwise press ENTER to leave this field blank After you complete the Set screen select Build then provide the follo
55. wing information At this field Make this entry Year Type the year e g 2014 in which this reporting quarter falls Or press ENTER if you decide to exit Quarter If you are building the file for reporting year end W 2 information use the default 0 zero Otherwise type the number 1 4 which identifies the reporting quarter Type of Employment Open the list box to display the choices then select the one which best describes the type of employees for which your company processes payrolls Regular Agriculture Military Railroad Household Medicare Qualified Filing Entity Code If your company has been assigned an MNFC Massachusetts Filing Entity Code enter it Amended Return If this file contains changes to information you previously submitted click the box to display the check mark Otherwise leave the box clear Michigan Quarterly Earnings Report Magnetic Media File and New Hire Report Note Totals on Form UIA 1017 can be used to complete Form MESC 1017 At this field Make this entry Year Type the year e g 2014 in which this reporting quarter falls Quarter Type the number 1 4 which identifies the reporting quarter MESC Account Number Enter your MESC Account Number Multi Unit Number Enter your MESC Multi Unit Number December 2014 Copyright 2014 by ABS WIN 30 Note Before you print this report You can print an alignment pattern to verify the report is properly aligned To do
56. wise leave the field blank Georgia Quarterly Earnings Report and Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Contribution Tax Rate The current rate is 2 7 This rate also applies to a new employer Enter 2 7 Administrative Assessment The current rate is 0 8 0008 This rate applies to all employers except minimum rated 0 3 and maximum rated 8 1 Enter the appropriate rate for your company Enter the date mmddyy this quarter s report is due Idaho Quarterly Earnings Report and Magnetic Media File At this field Make this entry Type the year e g 2014 in which this reporting quarter falls Type the number 1 4 which identifies the reporting quarter Illinois Magnetic Media File The first time you run this program you must select Set then enter the following information Later if any of this information changes you can use Set again to make necessary corrections At this field Make this entry Contact Name Enter the name of the person responsible for submitting this report or press ESCAPE if you decide to exit Telephone Enter the contact person s phone number Extension Optional Enter the contact person s telephone extension Diskette Type The default is D3 Use the default if you will generate this report on a 3 diskette Otherwi
57. xemptions increase from 114 40 to 116 60 Minimum taxable incomes increase as follows for employees filing as single or married with less than 2 exemptions from 12 769 to 12 997 for employees filing as married with 2 or more exemptions or as head of household from 25 054 to 25 994 Standard deductions increase as follows for employees filing as single or married with less than 2 exemptions from 3 841 to 3 906 for employees filing as married with 2 or more exemptions or as head of household from 7 682 to 7 812 Colorado CO New tax tables are in effect SUT limit increases from 11 700 to 11 800 Connecticut CT New tax tables are in effect December 2014 Copyright 2014 by ABS WIN 9 Delaware DE Maryland residents working in Delaware If your company has a presence in Delaware and in Maryland and you want to withhold Maryland state taxes for your Maryland residents working in Delaware your Tax Authority file must include the following state tax authorities DE the state tax authority code for Delaware MD the state tax authority code for Maryland MDD the special state tax authority code for Maryland residents working in Delaware After you update your system to make sure all three state tax authorities are defined you must then update the file for each employee who resides in Maryland but works in Delaware by entering MDD at the STATE TAX ID field and DE at the LOCAL TAX ID field in Em
58. year Verified all Federal State and Local tax limits and rates which apply to your company Optional Updated deduction codes for 2015 payrolls Optional Updated pay codes for 2015 payrolls When you have completed all these steps your ABS Payroll System is ready to process 2015 payrolls for your company Follow your normal procedures as outlined in your Payroll System User s Manual to process your first 2015 payroll Thank you for using the ABS Payroll System ABS Software your business can count on December 2014 Copyright 2014 by ABS WIN 8 APPENDIX A All changes described below go into effect January 1 2015 Tax authority and code Description of changes Federal Government FG New Tax Withholding Tables are in effect New EIC Tables are in effect Reminder If an employee is eligible for EIC under Table B you must select Separate at the EIC field in the employee s record FICA OASDD wage limit changes to 118 500 The tax percent remains unchanged at the rate of 6 200 The maximum FICA tax for 2015 is 7 347 00 Medicare HI wages are unlimited 999999 99 The tax percent remains unchanged at the rate of 1 450 Alaska AK SUT limit increases from 37 400 to 38 700 Employee SUT rate decreases from 0 62 to 0 57 Arkansas AR New Tax tables are in effect California CA New tax tables are in effect SDI limit increases from 101 636 to 104 378 The SDI rate decreases from 1 00 to 0 90 E
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