User Manual
Contents
1. IDENTIFIES REQUIRED FIELDS Update Reset Cancel New Jersey Department of Education E Mail FICA doe state nj us BUTTONS UPDATE Saves original entries and updates revisions RESET Resets fields to the previous information if clicked before UPDATE CANCEL Returns to the Main Menu QUESTIONS E MAIL QUESTIONS TO FICA doe state nj us or CALL Gautam Nanavati at 609 777 4488 112. more than two pay periods in a month you must combine pay periods in order to limit your reimbursement requests to two for that month If you have to change an entry for a pay period delete the incorrect data for that pay period and input the correct data If the adjustment reduces the state share payable the amount owed will be deducted from a future or future payments as you continue to process subsequent pay periods If the adjustment increases the state share payable the additional amount will be processed when the Department of Education runs the next payment after you enter your adjustment Data entry fields require a number with two decimal places and no characters other than the decimal period Fields are pre populated with zeroes If for any reason you enter a zero the required format is 0 00 You cannot input a negative number into this system A screen is provided for you to identify a contact person for your district s FICA reimbursement requests Although this information is not required to use this system it should be provided to the Department of Education in the event we have to contact your district regarding your request s The contact information on this screen may be updated by the district at any time GETTING STARTED BEGIN BY REVIEWING THE DOCUMENTS AVAILABLE ON THE INTRODUCTION SCREEN SHOWN BELOW ay STATE or New JERSEY USY DEPARTMENT OF EDUCATION Welcome to the FICA SYSTEM SOCIAL SECURITY CON
3. 813 62 3 211 119 26 3 211 119 26 0 00 245 650 62 0 00 248 650 62 650 62 13 JUL 1 15 482 510 25 250 609 44 231 900 81 231 900 81 0 00 17 740 41 A 17 740 41 0 00 14 JUL 16 31 362 138 12 131 317 25 220 820 87 220 820 87 0 00 17 657 80 17 657 80 0 00 15 AuG 1 15 612 792 36 383 731 07 229 061 29 229 061 29 0 00 17 523 19 0 00 17 523 19 0 00 16 aue 16 31 3 683 415 41 331 027 08 2 362 288 23 2 305 427 50 40 900 83 253 546 14 0 00 253 546 14 0 00 Z SEP 1 15 3 245 447 75 124 946 83 3 120 500 92 3 066 708 88 53 792 04 235 383 21 0 00 235 383 21 0 00 18 SEP 16 30 3 186 161 61 81 354 40 3 104 807 21 3 018 770 71 86 026 50 232 183 49 232 183 49 0 00 19 OCT 1 15 3 181 756 13 90 327 23 2 081 428 90 2 982 440 19 108 988 71 229 737 01 229 737 01 0 00 20 OCT 16 31 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 21 NOV 1 15 0 00 0 00 0 09 0 00 0 00 0 00 0 00 0 09 0 00 22 nov 16 30 0 00 0 00 0 00 0 00 0 00 0 00 23 DEC 1 15 0 00 0 00 0 24 aleea lf the total difference is negative you owe us tuitions charged by other agencies or CSSDs You will not receive any FICA payment On the summary screen shown on the preceding page click on the number of the pay period for which you want to enter data This action will bring up the data entry screen shown below for the pay period you selected Insert on Line 1 of the data entry screen the total TPAF wages regular wages and extra compensation
4. STATE OF NEW JERSEY DEPARTMENT OF EDUCATION DIVISION OF FINANCE OFFICE OF SCHOOL FINANCE INSTRUCTION MANUAL SOCIAL SECURITY CONTRIBUTIONS SYSTEM PURPOSE This manual includes instructions and procedures for utilizing the web based Social Security Contributions System This system is used to request reimbursement from the State of New Jersey for the employer s share of FICA Social Security and Medicare contributions paid on the regular or base wages of members of the Teachers Pension and Annuity Fund TPAF For wages eligible for FICA reimbursement by the State of New Jersey see N J S A 18A 66 66 As used in this manual the word district applies to school districts charter schools and other education related entities that are eligible for FICA reimbursement from the State of New Jersey Both original requests and adjustments will be processed through this system and ACH payments will be made AVAILABILITY This online system is available on our secure site at http homeroom state nj us Instructions for establishing user accounts for on line applications are available at http www state nj us njded data collections You must establish a user account specifically for this application The Social Security Contributions System is a calendar year system For a given calendar year the system is available from early January through approximately February 15 of the following year Therefore from January through mid February o
5. TRIBUTIONS Related Documents gt User Manual gt Frequently Asked Questions gt System Requirements E MAIL FICA doe state nj us Designed by the Application Development Unit NJ Department of Education 1 SELECT ENTER ON THE INTRODUCTION SCREEN SHOWN ABOVE 2 ENTER 4 DIGIT DISTRICT ID USER ID AND PASSWORD ON THE LOGIN SCREEN SHOWN BELOW CLICK LOGIN TO CONTINUE S department cf education SOCIAL SECURITY CONTRIBUTIONS District ID User ID Password Close New Jersey Department of Education E Mail FICA doe state nj us 3 REVIEW THE MAIN MENU SCREEN BELOW MAIN MENU GEE of education SOCIAL SECURITY CONTRIBUTIONS Logout County Of CAMDEN District O800 CHERRY HILL TWP New Jersey Department of Education E Mail FICA doe state nj us BUTTON DESCRIPTIONS 20XX SYSTEM This button is used to access the screen listing the pay periods for the calendar year selected CONTACT INFORMATION This screen asks for name telephone number and email address of the FICA contact person in your district ENTERING A REQUEST FOR REIMBURSEMENT On the Main Menu Screen shown above click the calendar year for which you want to enter a request for reimbursement This action will bring up the summary screen shown on the following page listing all twenty four pay periods for the calendar year Y ou cannot enter data into this screen The fields on the summary screen are blank u
6. for the pay period Insert on Line 2 the extra compensation included in Line 1 The system will automatically calculate Line 3 total TPAF base wages by subtracting extra compensation Line 2 from total TPAF wages Line 1 You cannot enter data on Line 3 Tab to Line 3a and enter the portion of the amount on Line 3 that is subject to both Medicare and Social Security taxes Insert on Line 3b the portion if any of Line 3 that is subject to Medicare taxes only Line 3a plus Line 3b must equal Line 3 Unless you have TPAF employees who have reached the Social Security maximum and have wages that are subject only to the Medicare wage tax Line 3a will be the same as Line 3 and Line 3b will be zero The system calculates the amount in the State Share Payable field ament ot education SOCIAL SECURITY CONTRIBUTIONS Logout Print County 07 CAMDEN District 0800 CHERRY HILL TWP FICA SYSTEM Pay Period 21 1 Total TPAF VWages 0 00 2 Total Extra Compensation included in Total TPAF wages 0 00 3 Total TPAF Base Wages 0 00 3a Total TPAF Base Wages Social Security and Medicare taxable 0 00 x7 65 3b Total TPAF Base Wages Medicare taxable only 0 00 x1 45 STATE SHARE PAYABLE 0 00 Update Cancel Reset Back to Main Manu Payment History for Pay Periold 21 Payment Date Amount Paid BUTTONS UPDATE Saves original entries and updates revisions CANCEL Returns to the summary screen listing all pay peri
7. nly two calendar years are open the current calendar year and the previous calendar year After mid February you will not be able to access the previous calendar year All supporting documentation and materials pertaining to State reimbursement of FICA contributions must be kept on file in the district These documents and materials will be required by the Department of Education during any audits of the district s FICA reimbursement requests CONTACTS For fiscal questions contact Gautam Nanavati Office of School Finance at 609 777 4488 For technical issues email FICA doe state nj us HOW TO USE THIS ON LINE SYSTEM IMPORTANT NOTES BEFORE STARTING Review the information at http homeroom state nj us You will not be able to review any data online for a calendar year once that calendar year is closed To maintain a record of your requests for reimbursement print the data entry screen and the summary screen that lists all pay periods each time you process a reimbursement request An adjustment to a previously processed request will replace the original data Once you save an adjustment to a pay period you will be unable to retrieve the original request Maintain a record of all reimbursement requests and adjustments by printing the data entry screen and the summary screen each time you process a request or an adjustment This system is set up for twenty four pay periods annually or two pay periods per month If you have
8. ntil you enter a request in the data entry screen and save your entry SOCIAL SECURITY CONTRIBUTIONS 20xx FICA SYSTEM ee 4 JAN 1 15 3 249 616 02 71 116 39 a 178 498 62 499 63 3 178 49869 499 6 o0 z4a1ss22 000 243 155 22 zj 0 00 2 JAN 16 31 3 274 966 24 107 303 01 3 167 663 23 3 167 663 23 0 00 242 326 24 0 00 BESZH 24 ES FEB 1 15 3 270 158 05 98 724 81 3 171 433 24 3 171 433 24 0 00 242 614 64 0 00 242 614 64 4 FEB 16 29 3 255 426 95 99 741 20 2 155 885 85 3 155 685 65 0 00 0 00 241 409 95 0 00 5 MAR 1 15 6 681 194 94 244 758 60 0 420 430 24 6 436 436 34 0 00 492 387 38 0 00 492 287 38 0 00 MAR 16 31 F 3 325 440 33 129 164 34 2 208276 48 3 208 276 49 ooo 245 280 15 0 00 245 280 15 0 00 APR 1 15 3 296 997 97 89 428 92 3 207 569 05 3 207 569 05 0 00 245 379 03 0 00 245 379 03 0 00 SORO APR 16 30 3 324 724 26 119 695 72 l 3 205 028 54 3 205 028 54 0 00 m 245 184 68 0 00 245 917 55 245 184 68 0 IA 245 917 55 MAY 1 15 3 332 146 59 117 538 05 3 214 608 54 3 214 608 54 0 00 917 0 00 U 10 mav 16 31 3 323 821 98 100 815 03 2 223 008 96 3 223 006 95 0 00 246 560 03 0 00 246 560 03 a JUN 1 15 3 314 175 48 93 284 19 3 220 891 29 3 220 891 29 0 00 246 398 18 0 00 246 398 18 12 JUN 16 30 2 250 832 88 139
9. ods for the calendar year RESET Resets all fields to the previous entries if clicked before UPDATE BACK TO MAIN MENU Goes back to the Main Menu Note To save your entries be sure to click the Update button before clicking Cancel Reset or Back to Main Menu When you click the Update button your request will be saved in the data entry screen and will also appear on the summary screen shown on page 6 Until payment for your request is processed the Amount Paid column of the summary screen will be blank and the amount payable will be displayed in the Difference column Once payment is processed by the Department of Education the payment amount will appear in the Amount Paid column the State Share Payable and Amount Paid columns will be equal and the amount in the Difference column will be zero The payment will be displayed also under the Payment History on the data entry screen ENTERING AN ADJUSTMENT FOR A PREVIOUSLY PROCESSED PAY PERIOD In the summary screen click on the number of the pay period you want to adjust This action will bring up the data entry screen for the pay period you selected Delete the data in the field or fields you wish to change Changes to Line and or Line 2 will result in an automatic change to Line 3 Once Line 3 has been re calculated by the system enter on Line 3a the portion of the amount on Line 3 that is subject to both Medicare and Social Security taxes Insert on Line 3b the portion if any
10. of Line 3 that is subject to Medicare taxes only Line 3a plus Line 3b must equal Line 3 Unless you have TPAF employees who have reached the Social Security maximum and have wages that are subject only to the Medicare wage tax Line 3a will be the same as Line 3 and Line 3b will be zero Logout Print County OF CAMDEN District 0800 CHERRY HILL TWP FICA SYSTEM Pay Period 2 1 Total TPAF Wages 163801 63 2 Total Extra Compensation included in Total TPAF wages 23397 22 3 Total TPAF Base Wages 146404 41 3a Total TPAF Base Wages Social Security and Medicare taxable 108200 50 x7 65 3b Total TPAF Base Wages Medicare taxable only 38203 91 x 45 STATE SHARE PAYABLE 8831 29 Update Cancel Reset Back to Main Manu Payment History for Pay Periold 2 Payment Date Amount Paid DE 8831 29 BUTTONS UPDATE Saves original entries and updates revisions CANCEL Returns to the summary screen listing all pay periods for the calendar year RESET Resets all fields to the original entries if clicked before UPDATE BACK TO MAIN MENU Goes back to the Main Menu 9 Notes To save your changes be sure to click the Update button before clicking Cancel Reset or Back to Main Menu Once you revise an entry and click the Update button you will not be able to view or retrieve the previous entry for that pay period The data entry screen and the summary screen will display the updated reques
11. r the Original Payment was Processed Since the adjusted entry replaces the original entry the State Share Payable column will now display the higher adjusted amount due to the district Once the payment for the adjustment is processed the total paid to the district for that pay period will equal the adjusted State Share Payable At that point there will be no difference between the State Share Payable column and the Amount Paid column and it will not be evident from viewing the summary screen that an adjustment was made The Payment History on the data entry screen for the adjusted pay period will list multiple payments the original payment and the additional payment as a result of the adjustment to that pay period 10 ENTERING CONTACT INFORMATION The district should identify a contact person for its FICA reimbursement requests This individual will be contacted if the Department has a question or concern regarding your requests On the Main Menu click the Contact Information button This action will bring up the Contact Information screen Enter the name email address and telephone number of the district s FICA contact person The information on this screen may be updated by the district at any time department of education SOCIAL SECURITY CONTRIBUTIONS Logout Print County 07 CAMDEN District 0800 CHERRY HILL TWP Contact Information Last Name First Name Email Address Phone Number nnn nnn nnnn xnnn
12. t only For this reason it is important that you print out and maintain for your records copies of all original requests and adjustments for Social Security reimbursement To illustrate how data is displayed once a reimbursement request is adjusted refer to the summary screen on page 6 as you read the sections below Reducing the State Share Payable after the Original Payment was Processed In the example shown on page 6 the district made an adjustment to pay period 47 that reduced the State Share Payable by 8 068 00 Only the adjusted figures resulting in the State Share Payable of 6 808 50 are displayed The original entry that generated the payment of 14 876 50 has been replaced by the adjustment The overpayment of 8 068 00 to the district was recovered by the State in two payments As the district processed requests for pay periods 8 and 9 the State withheld the full State Share Payable for pay period 8 and a portion of the State Share Payable for pay period 9 The amounts withheld equal the overpayment and both the overpayment and the recovered amount are displayed in the Difference column of the summary screen The Payment History on the data entry screen for pay period 7 will show the original payment of 14 876 80 The Payment History for pay period 8 will show no payment since no amount was paid and the Payment History for pay period 9 will show the partial payment of 9 697 88 Increasing the State Share Payable afte
Download Pdf Manuals
Related Search