941 Quarterly Report




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Title:

941 Quarterly Report

Processes :



Sub-Processes :



HRMS Training Documents




941 Quarterly Report

PU19




Change History

Update the following table as necessary when this document is changed:



Date

Name

Change Description

10/06/06

Lesa Terry

Create

12/18/06

Janet Pasion

Update steps and screenshots.

2/9/07

Kimberly Holtz

SME Review

2/14/07

Janet Pasion

Update with SME edits

2/28/07

Lesa Terry

Review

4/4/07

Nadine Cummings / Lesa Terry

HRMS Communication review

9/24/07

Kelly Welsh

Notes added per SME. Screen shots of the 3rd party remittance detail report added. Added roles.

10/3/07

Kelly Welsh

Edits per SME review.

10/17/07

Kelly Welsh

Edits per SME review

12/3/2007

Kelly Welsh

Edits from SME review

11/4/2008

Kelly Welsh

Updates per system upgrade


Purpose

Use this procedure to create your agency’s 941 quarterly reports.



Trigger

Perform this procedure for every quarter end.



  • March 31, 2XXX

  • June 30, 2XXX

  • September 30, 2XXX

  • December 31, 2XXX

Prerequisites

Payroll results from all periods in the quarter are final by Department of Personnel.




In order to perform this transaction you must be assigned the following roles:

Payroll Processor, Payroll Inquirer, Payroll Supervisor, Payroll Analyst.


Transaction Code

PU19

Date

Procedure Update Log

04/10/07

Created

9/24/07

Roles added. Steps for running the 3rd Party Remittance detail report added.

11/4/2008

Screen shots updated per system upgrade

Perform one of the following:

If

Go To

You would like to add Personnel Area Numbers to the Tax Company menu

Step 3

You would like to set the default of the report to Test Run

Step 4

You would like to generate the agency’s 941 and Schedule B in test mode. Run the URMR for liability validation

Step 5

You would like to generate the agency’s 941 in production mode

Step 6

You would like to view the manual adjustments by quarter

Step 7

You would like to view the Log Manager

Step 8


Helpful Hints

Agencies should run (in test mode) after each payroll to verify the deposits and liabilities are in balance. Running in test mode will allow the agencies to view their 941s without creating a final document. At the end of the quarter, when the 941 is in balance, a production run can be made and the file date can be generated.



If the 941 is run in Production mode prematurely the production run will have to be deleted to run the final Production mode to file. Please contact the DOP Helpdesk to have the Production run deleted. If a year to date adjustment is needed and the agency has already completed a Production run, a new year to date adjustment can be made, but the original year to date will stay the same.

Example: A year-to-date adjustment is done for an employee in Tax Company 0110 for 1st quarter 2007.  On April 10, 2007 Tax Company 0120 runs their 941 in Production mode.  The year to date adjustment for Tax Company 0110 is sealed.  A new year to date adjustment can be done for Tax Company 0110 but the original year to date is unchangeable.



  • 941cs do calculate correctly in HRMS for standard wage types. The 941cs are not configured in the system to be accepted by the IRS. Department of Personnel does not support these forms.

  • For W-2s be sure to uncheck the “Generate magnetic tape’ or ‘Generate authority copy’.




Procedure0

1. Start the transaction using the transaction code PU19.



Tax Reporter



2.0 Perform one of the following:

If

Go To

You would like to add Personnel Area Numbers to the Tax Company menu

Step 3

You would like to set the default of the report to Test Run

Step 4

You would like to generate the agency’s 941 and Schedule B in test mode. Run the URMR for liability validation

Step 5

You would like to generate the agency’s 941 in production mode

Step 6

You would like to view the manual adjustments by quarter

Step 7

You would like to view the Log Manager

Step 8

3.0 To turn on the Personnel Area ID numbers in the drop down list, follow these steps:

3.1 From the toolbar, click the (Customizing of local layout) button.

Tax Reporter



3.2 Select Options from the selection list.

Tax Reporter



3.3 Use the (arrows) until you reach the Expert tab.

You can also select the and select Expert

Options



3.4 Select the boxes as shown in the picture below.

Options



3.5 Click the (Apply) button.

3.6 Click the (OK) button.



After clicking OK you will be taken back to the Tax Reporter. Use the (Back) to return to the SAP Easy Access Screen to reset the Tax Reporter so the Personnel Area’s numbers are in numeric order.

You can simply type the first two or three numbers of the Personnel Area to make the selection.

Tax Reporter



4.0 To set the default of the report to Test Run, complete the following fields:

Field Name

R/O/C

Description

Tax Company

R

Select your agency’s Tax Company ID.

Agencies that have more than one tax identification number (agencies with sub-areas) have the option to roll them all into one report. To view a specific agency, just enter that agency’s tax company information.

Example: 1110 (Department of Personnel)

Reporting Period End Date

R

The Reporting Period End Date.

Enter the Quarter End Date as listed below.

Quarter 1 – Period 03/31/20XX


Quarter 2 – Period 06/30/20XX
Quarter 3 – Period 09/30/20XX
Quarter 4 – Period 12/31/20XX

Example: 12/31/2006

Consider Payroll Results up to

R

The Consider Payroll Results up to.

Enter the Quarter End Date. (Using the same format above.)

Example: 12/31/2008


All three fields are required and must be filled before moving on to the next step or you will receive the following message: (Make an entry in all required fields).

Tax Reporter



4.1 Click (Enter) to validate the entry.

4.2 From the menu bar, click on Tools and select Preferences from the selection list.



Tools Menu



4.3 Select (Tab for test runs) under the Active tab at startup section.

User Preferences - Tax reporter



4.4 Click (Save) to save the options.

The transaction may need to be restarted in order for the change to take effect.

Tax Reporter



5.0 To view and print the agency’s 941 and Schedule B report in test mode, complete the following fields:

Field Name

R/O/C

Description

Tax Company

R

Select your agency’s Tax Company ID.

Agencies that have more than one tax identification number (agencies with sub-areas) have the option to roll them all into one report. To view a specific agency, just enter that agency’s tax company information.

Example: 1110 (Department of Personnel)

Main Tax Company

Included sub-areas

1110 (Department of Personnel)

1110 and 1111

2450 (Military Department)

2450 through 2453

3105 (Department of Corrections)

3101, 3102, 3103, 3105, 3111, 3117, 3118 & 3119

3106 (Department of Corrections)

3106, 3110, 3112 & 3115

3107 (Department of Corrections)

3107, 3109, 3122 & 3123

3113 (Department of Corrections)

3113, 3114 & 3120

3121 (Department of Corrections)

3108, 3116 & 3121

4610 (Department of Ecology)

4610 through 4612

5401 (Employment Security Department)

5401 through 5416



Reporting Period End Date

R

The Reporting Period End Date.

Enter the Quarter End Date as listed below.

Quarter 1 – Period 03/31/20XX


Quarter 2 – Period 06/30/20XX
Quarter 3 – Period 09/30/20XX
Quarter 4 – Period 12/31/20XX

Example: 12/31/2008

Consider Payroll Results up to

R

The Consider Payroll Results up to.

Enter the Quarter End Date. (Using the same format above.)

Example: 12/31/2008


All three fields are required and must be filled before moving on to the next step or you will receive the following message: (Make an entry in all required fields).

Tax Reporter



5.1 In the Tax Forms section, click the arrow next to the folder to open this list.

Tax Reporter



5.2 Double-click on the (Form 941) document.

5.3 Complete the following fields:



Field Name

R/O/C

Description

Personnel Numbers

R

The employee's unique identifying number.

Example: 10001111 (single personnel number)

Entering the range of 1 to 99999999 will capture your entire agency. If wanting to see only one employee (or a few) you may enter just those individuals.

Example: 1 to 99999999 (8 digits)

5.4 Click (Execute Test Online) to start the report.



Tax Reporter



5.5 Click on the (folder) next to to access the report.

Tax Reporter



5.6 To view the report online, double-click (941 for a tax company) on the text/report name.

Tax Reporter



Print Preview of ZPD1 Page 00001 of 00002



To view the agency’s Schedule B, use the (Next Page (Page Down)) to access the report.

Print Preview of ZPD1 Page 00002 of 00002



    1. Click (Previous page (Page up)) to return to the previous screen.

    2. To get back to the Tax Reporter Output for printing purposes click the (Back) button

Tax Reporter



    1. To print the report, click on the (Printer) icon.

Output controller: Print spool request 9238





    1. After the print selections have been made, click the (Printer) to print.

Run the 3rd Party Remittance Detail report to verify the liabilities on the Schedule B.

To access the Remittance Detail Report click the (Exit) to return back to the SAP Easy Access screen.

    1. Start the transaction by keying the transaction code: PC00_M99_URMR into the command field and click (Enter).

SAP Easy Access



Remittance Detail Report



Find Variant



    1. Click the (Get Variant) button to access the list of variants. Remove your name or personnel number in the Created by field. In the Variant field type SWV* to display all statewide variants that have been created for this report. Click (Execute) to access all variants.

Variant Directory of Program



    1. Select the Statewide variant for the requested quarter.

    2. Click (Copy) to accept.

Remittance Detail Report





    1. Complete the following fields:

      Field Name

      R/O/C

      Description

      Business Area

      R

      A specific agency in the State of Washington. This is associated with each Employer Identification Number (EIN)

      Example:         1110

    2. Enter your business area and click (Execute) to generate the report.

Remittance Detail- Overview



    1. To view names, social security numbers and the amount each employee paid to the vendor double click on the selected amount.

HR Payee types:
1: Employee withholding
2. Employee Social Security
3. Employer Social Security
4. Employee Medicare
5. Employer Medicare.

Employee and Employer shares should always be equal.



Remittance Detail Report



6.0 Once your results have been validated and balance in test mode, run the report in Production Mode. To run the report in Production Mode use the following steps:

6.1 Complete the following fields:

Field Name

R/O/C

Description

Tax Company

R

Select your agency’s Tax Company ID.

Agencies that have more than one tax identification number (agencies with sub-areas) have the option to roll them all into one report. To view a specific agency, just enter that agency’s tax company information.

Example: 1110 (Department of Personnel)

Main Tax Company

Included sub-areas

1110 (Department of Personnel)

1110 and 1111

2450 (Military Department)

2450 through 2453

3105 (Department of Corrections)

3101, 3102, 3103, 3105, 3111, 3117, 3118 & 3119

3106 (Department of Corrections)

3106, 3110, 3112 & 3115

3107 (Department of Corrections)

3107, 3109, 3122 & 3123

3113 (Department of Corrections)

3113, 3114 & 3120

3121 (Department of Corrections)

3108, 3116 & 3121

4610 (Department of Ecology)

4610 through 4612

5401 (Employment Security Department)

5401 through 5416



Reporting Period End Date

R

The Reporting Period End Date.

Enter the Quarter End Date as listed below.

Quarter 1 – Period 03/31/20XX


Quarter 2 – Period 06/30/20XX
Quarter 3 – Period 09/30/20XX
Quarter 4 – Period 12/31/20XX

Example: 12/31/2008

Consider Payroll Results up to

R

The Consider Payroll Results up to.

Enter the Quarter End Date. (Using the same format above.)

Example: 12/31/2008


All three fields are required and must be filled before moving on to the next step or you will receive the following message: (Make an entry in all required fields).

Tax Reporter



Tax Reporter



6.2 Click the tab.

6.3 Click (Execute online) to generate the final report.

6.4 Click on the (folder) next to to access the report.

Tax Reporter



6.5 To view the report online, double-click (941 for a tax company) on the text/report name.

Tax Reporter



Print Preview of ZPD1 Page 00001 of 00002



To view the agency’s Schedule B, use the (Next Page (Page Down)) to access the report.

Print Preview of ZPD1 Page 00002 of 00002



    1. Click (Previous page (Page up)) to return to the previous screen.

    2. To get back to the Tax Reporter Output for printing purposes click the (Back) button.

    3. To get to the Tax Reporter to generate the filing date, Click the (Back) button again and then select the.

If the Tax Company field is blank, and the Reported on date is blank, the 941 was not run successfully in production. Contact the ISD Helpdesk at 360.664.6400 or helpdesk@dop.wa.gov

6.9 Click the (Pencil) to select the filing date (Mailing date).

Tax Reporter



6.10 Click (Enter) to accept date.

6.11 You have completed this transaction.

6.12 Use the (Online option) to view and print the initial production run 941. Use the (Print copies) to view and print a previously stored production run 941. Once the initial run is complete, if the online icon is selected you will get an error “Form has already been filed on XX/XX/XXXX”.

7.0 For assistance in balancing the 941 Quarterly report, the Tax Reporter Log is available as an additional resource. The Tax Reporter Log shows all manual adjustments made by the agency or Department of Personnel along with cross Quarter retro-calculation adjustments and out of balance employees. To view the manual adjustments, follow the steps below:



7.1 From the Tax Reporter output click on the (glasses) next to (Tax Reporter Log) to display the various reports.

Tax Reporter



7.2 There are two types of Adjustment reports that show different levels of details such as the specific employee’s information. To view the report, double click on the report name

Tax Reporter



Adjustments (form summary)



The above screenshot is an example of the Adjustments (employee details), which displays the adjustments along with the specific employee record. Notice the (Help icons) located at the end of the ALV toolbar. By clicking on this icon, a dialog box will appear with information on where the data is being pulled from.

Rules



8.0 To view the Log Manager

8.1 Complete the following fields:

Field Name

R/O/C

Description

Tax Company

R

Select your agency’s Tax Company ID.

Agencies that have more than one tax identification number (agencies with sub-areas) have the option to roll them all into one report. To view a specific agency, just enter that agency’s tax company information.

Example: 1110 (Department of Personnel)

Main Tax Company

Included sub-areas

1110 (Department of Personnel)

1110 and 1111

2450 (Military Department)

2450 through 2453

3105 (Department of Corrections)

3101, 3102, 3103, 3105, 3111, 3117, 3118 & 3119

3106 (Department of Corrections)

3106, 3110, 3112 & 3115

3107 (Department of Corrections)

3107, 3109, 3122 & 3123

3113 (Department of Corrections)

3113, 3114 & 3120

3121 (Department of Corrections)

3108, 3116 & 3121

4610 (Department of Ecology)

4610 through 4612

5401 (Employment Security Department)

5401 through 5416



Reporting Period End Date

R

The Reporting Period End Date.

Enter the Quarter End Date as listed below.

Quarter 1 – Period 03/31/20XX


Quarter 2 – Period 06/30/20XX
Quarter 3 – Period 09/30/20XX
Quarter 4 – Period 12/31/20XX

Example: 12/31/2006

Consider Payroll Results up to

R

The Consider Payroll Results up to.

Enter the Quarter End Date. (Using the same format above.)

Example: 12/31/2006

Tax Reporter



All three fields are required and must be filled before moving on to the next step or you will receive the following message: (Make an entry in all required fields).

8.2 Click the (Log Manager) located on the functional toolbar Tax Reporter

Tax Reporter



8.3 Click on the (folder) next to Production or Test to view the complete list. The Log Manager will display all previous ‘Production’ and ‘Test’ runs which includes the date it was processed, the reporting period information as well as the User who ran the report.

Tax Reporter



Click (Back) to return to the main Tax Reporter screen.

Tax Reporter



Result

You have successfully run the Quarterly 941 Report for your agency.



Comments

Verify that Line 10 on the 941 report always matches Line D of the 941 Schedule B.



State of Washington HRMS

File name:

Reference Number:

Version: Train. T. Revised after SME Review

Last Modified: 11/4/2008 22:50:00 a11/p11

SAP Parent

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