HRS Payroll - Quarterly Federal Tax Reporting

This procedure explains the Quarterly Federal Tax Reporting process. It is supported by running the Quarterly Federal Tax Report and Balance Adjustment Report at the end of every on-cycle deposit and the UW_PY_OFF_CYCLE_TAX query to track off-cycle deposits every Tuesday and Thursday. The results from the report and queries are tracked on a master Tax Reconciliation spreadsheet for Quarter 1 through Quarter 3. At the end of every quarter, totals are entered onto the 941 report and submitted to the IRS.

Procedure At-a-Glance

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General Description:

This section should provide a more extensive description of the procedure. This procedure explains the Quarterly Federal Tax Reporting process. The process is supported by running the Quarterly Federal Tax Report and Balance Adjustment Report at the end of every on-cycle deposit and the UW_PY_OFF_CYCLE_TAX query to track off-cycle deposits every Tuesday and Thursday. The results from the report and queries are tracked on a master Tax Reconciliation spreadsheet for Quarter 1 through Quarter 3. At the end of every quarter, totals are entered onto the 941 report and are submitted to the IRS.

Process Inputs:

Quarterly Federal Tax Report

Balance Adjustment Report

Reversal Queries (UW_PY_OFF_CYCLE_REVERSALS and UW_PY_OFF_CYCLE_REVERSALS_TAX)

Off Cycle Queries (UW_PY_OFF_CYCLE_TAX and UW_PY_OFF_CYCLE_CHECKS_TAXES*)

Medical Foundation Deposits

941 and Sechdule B for Medical Foundation Deposits

the UW combined 941 & Schedule B database and Intelliforms

Tax Reconciliation spreadsheet

*Note: this query has not been made public yet

Process Outputs:

941 and Schedule B

Additional Payments

Process Considerations:

Direct balance adjustments are not included in the Quarterly Federal Tax Report, so they must be accounted for separately by running the Balance Adjustment Report.

Exceptions (including first-year considerations):

N/A

Procedure Steps:

Tracking On-cycle Deposits

  1. To record on-cycle deposits, please follow these steps. This should be completed at the end of every on-cycle deposit.

Navigate to the Quarterly Federal Tax Report: Payroll for North America> Pay Period Tax Reports USA> Tax Summary-Federal

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  1. To find an existing value, enter a Run Control ID. You can perform a search by entering in a partial string or leaving the field blank. 
  2. Click the search button to retrieve a list of run controls.

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  1. To create a new run control, click the Add a New Value tab on top of page.
  2. Enter a Run Control ID.
  3. Click Add button.

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  1. Enter Year.
  2. Enter Quarter (1, 2, 3 or 4)
  3. Click Run

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  1. Use drop down menu so Server= PSUNX, Type=Web, and Format=PDF
  2. Check the box next to the process
  3. Click Ok

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  4. Click Process Monitor.

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  5. Click Refresh until Run Status= Success and Distribution Status= Posted

  6. Select Details link

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  7. Select View Log/Trace

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  8. Select the PDF file of the report.

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  9. Below is an example of the report output:

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  1. Create a new row in the master Tax Reconciliation spreadsheet under the current quarter and month
  2. Enter the pay date (date that checks are dated for) in the Pay Date column
  3. Enter the first banking day after taxes are due in the Settlement Date colum
  4. Enter in "on-cycle" in the On-Cycle/Off-Cycle column
  5. Enter the following values from the report onto the current master Tax Reconciliation spreadsheet: in their respective tabs.
  • OSADI-EE
  • OSADI-ER
  • Med-EE
  • Med-ER
  • Fed Tax
  • COBRA
  • UMF-OASDI
  • UMF Medicare
  • Total 941
  • Less COBRA
  • WI Withholding
  • CA Withholding
  • 1042 PR
  • 1042 Acct.
  • 1042 Total
  1. Navigate to the Balance Adjustment Report: Payroll for North America> Periodic Payroll Events USA> Balance Adjustments> Balance Adjustment Report

This report should be run as a double check against the ones that are run each month to make sure that no records are missed.

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  1. The next page displayed is the run control search page. Run controls are used to save information input by the user to pass it to the query during run time. Run controls can be reused and are tied to the user. You can search for an existing run control or create a new one. Below are instructions on how to find and create a run control for scheduling a query run:

To find an existing value, enter a Run Control ID. You can perform a search by entering a partial string or leave the field blank.

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 To create a new run control, click the Add a New Value tab at the top of the page. Enter a Run Control ID and click the Add button.

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  1. Enter Start Date and As of Date
  2. Enter Company=UWS
  3. After all information is entered, select Run

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  1. To schedule a query enter the following:
  • Enter PSUNX as the server name.
  • Check the box next to the process.
  • For Type enter Web
  • For Format enter PDF
  • Click the OK button to create the schedule and be brought to the Balance Adjustment Report page.

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  1. On the Balance Adjustment Report page, select Process Monitor.

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  1. Select Refresh until Run Status=Success and Distriution Status=Posted
  2. Select the Details link of the report you wish to view

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  1.  Select View Log/Trace

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  1.  Select the PDF version of the report.

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  1. If there are any deposits listed that were not accounted for in the Payroll Summary Report, add them to the master Tax Reconciliation spreadsheet:
  2. Create a new row in the master Tax Reconciliation spreadsheet under the current quarter and month
  3. Enter the pay date (date that checks are dated for) in the Pay Date column
  4. Enter the date that the deposit was made in the Settlement Date column
  5. Enter in "on-cycle" in the On-Cycle/Off-Cycle column
  6. Enter the following values from the report onto the current master Tax Reconciliation spreadsheet: in their respective tabs.
  • OSADI-EE
  • OSADI-ER
  • Med-EE
  • Med-ER
  • Fed Tax
  • COBRA
  • UMF-OASDI
  • UMF Medicare
  • Total 941
  • Less COBRA
  • WI Withholding
  • CA Withholding
  • 1042 PR
  • 1042 Acct.
  • 1042 Total

Note: If there are any that are missed, they must be highlighted at the bottom of the spreadsheet to show that they are reconciling items. They must also be added to the schedule B tracking spreadsheet.

Tracking Off-cycle Deposits

  1. To record off-cycle deposits, please follow these steps to run the Off Cycle Tax query, Off Cycle Tax Checks Taxes query, and the Reversal queries. This should be completed every Tuesday and Thursday.
  2. For each query, create a new row in the master Tax Reconciliation spreadsheet under the current quarter and month
  3. Enter the pay date (date that checks are dated for) in the Pay Date column
  4. Reference IRS pub 15 for the date to put in the Settlement Date column
  5. Enter in "off-cycle" in the On-Cycle/Off-Cycle column
  6. Enter the values from the Sum Curr Tax column in the report onto the current master Tax Reconciliation spreadsheet: in their respective tabs.
  7. Run a Payroll Summary Report to cross-reference values. Please reference the above procedure. In step 10, check the "Off-Cycle" circle.

 

  1. Run UW_PY_OFF_CYCLE_TAX query: navigate to the Query Manager: Reporting Tools> Query> Query Manager.

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  1. Search for "UW_PY_OFF_CYCLE_TAX" to find the UW_PY_OFF_CYCLE_TAX query.
  2. Select the HTML link next to UW_PY_OFF_CYCLE_TAX

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  1. Enter in Check Date and click view results. 

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  1. Run UW_PY_OFF_CYCLE_REVERSAL query: navigate to the Query Manager: Reporting Tools> Query> Query Manager.

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  1. Locate the Reversal Queries by typing "UW_PY_OFF_CYCLE_REVERSALS" and clicking Search.

  2. Select the HTML link next to "UW_PY_OFF_CYCLE_REVERSALS"

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  1. Enter the Pay Run ID
  2. Select Search
  3. To view results in Excel, select the "Excel Spreadsheet" link

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  1.  Return to the Query Manager page and select the HTML link next to "UW_PY_OFF_CYCLE_REVERSALS_TAX"

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  1. Enter the Pay Run ID
  2. Select Search
  3. To view results in Excel, select the "Excel Spreadsheet" link

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  1. Run UW_PY_OFF_CYCLE_TAX_CHECKS_TAXES query: navigate to the Query Manager: Reporting Tools> Query> Query Manager.
  2. Search for "UW_PY_OFF_CYCLE_TAX_CHECKS_TAXES"
  3. Select the HTML link next to UW_PY_OFF_CYCLE_TAX_CHECK_TAXES

*Please note: The UW_PY_OFF_CYCLE_TAX_CHECKS_TAXES query has not been made public yet. Additional steps and screenshots will be added.

Submitting Quarterly Federal Tax Report

  1. Complete 941 as schedule B by using the information from the master Tax Reconciliation spreadsheet. The 941 and Schedule B can be found on the shared drive. The IRS form is found in Intelliforms.
  2. Include information from the Medical Foundation deposits and their 941 & Schedule B. This information is sent via e-mail.
  3. Send to IRS via a trackable mail service.
  4. Print arrival receipt for records.

Related Policies

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Related Jobaids

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Related Forms

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Keywords: IRS, Wisconsin, 941, California,   Doc ID: 19050
Owner: Christine T.Group: Human Resource System (HRS)
Created: 2011-07-05 19:00 CDTUpdated: 2011-08-04 19:00 CDT
Sites: Human Resource System (HRS)