CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Payroll Step-by-Step Instructions for: W2 Insurance Information Import 2011 Central Susquehanna Intermediate Unit, USA
Table of Contents Introduction... 1 W2 Insurance Reporting... 2 W2 Insurance File Import... 2 During the Import Process... 3 Preparing for the Import Process... 3 Records Created During the Import Process... 3 New Payment Type... 4 2011 Central Susquehanna Intermediate Unit, USA
INTRODUCTION This step-by-step guide will review how to import the W2 Insurance File created either from Personnel Insurance information or from Payroll and manually updated. The Import process is the same regardless of which application was used to create the file. Make sure that the information is correct prior to importing the file, as ONLY one record per calendar year per employee can be reported. The import can not be performed multiple times to replace records that were already created. Revised: 02/17/11 2011 Central Susquehanna Intermediate Unit, USA Page 1
W2 INSURANCE REPORTING The IRS is initiating a new reporting requirement for W2s. The value of employer-provided health insurance is to be reported with a code of DD in Box 12 of the W2. For 2011 this reporting is optional. By 2012, all employers must include each employee's health insurance cost on his/her W2. W2 INSURANCE FILE IMPORT REPORTS > END OF CALENDAR YEAR > W2 INSURANCE FILE IMPORT The W2 INSURANCE FILE IMPORT process is designed to meet the needs of all CSIU Payroll application users. The import process allows for a file containing the employee ID or Social Security number and the total W2 reportable insurance benefit amount to be imported into CHECK HISTORY and stored as a nontaxable benefit. The CHECK HISTORY screen now provides a new Check Type Code 'I', used only for reporting the insurance benefits on the employee's W2. If needed, you can perform manual entry into CHECK HISTORY as an alternative to using this menu item. SSN/ID: Identify if the file to be imported contains employee ID numbers or Social Security numbers. This is the first field in the file. Check Date: Enter a previously unused check date for creating the insurance benefits records. The date entered can not be the same as a regular payroll date and must be in the calendar year for reporting the benefits. File Name: Click on the ellipsis button to select the file you want to import (the file with the verified information for the specified year). File Type: Identify if the import file is an Excel File (default) or a Text File. If the file you want to import is a text file, select the Text File option and specify how the text file is formatted. Revised: 02/17/11 2011 Central Susquehanna Intermediate Unit, USA Page 2
During the Import Process The Check Date you entered is verified. This date can not be the same date as a regular payroll date. CHECK HISTORY information that is imported will create adjustment checks; the imported information cannot be transferred to Fund Accounting. If an employee already has a W2 Insurance Benefit adjustment check stored in CHECK HISTORY for the year and is also included in the Import file, an error will be reported as only one record per employee per calendar year is permitted. Records already entered for the calendar year are not updated if the process is run multiple times. Preparing for the Import Process Create the export file using either the W2 INSURANCE FILE EXPORT process from Payroll, or from Personnel (the recommended method). Please review the instructions provided on each option to make sure that you are ready to perform the import process. Select the W2 INSURANCE FILE IMPORT process from the Payroll application menu. Select the employee identifier (either Social Security number or ID) that was used to create the file you will import and specify the date for storing the information in CHECK HISTORY. Each employee can have only one CHECK HISTORY/Benefit record per calendar year for insurance costs reportable on the W2, so make sure the information has been verified prior to importing the file. Select the file and file type. Click Run Now. The number of records loaded displays and any errors are reported. Records Created During the Import Process Insurance Benefits records are created with a sequential number when entered through the W2 INSURANCE FILE IMPORT process. The check number begins with 'AI' followed by the sequential number. The Check Date entered during the import process is entered as the Check Date. The Type is 'I', which is to be used solely for reporting insurance benefit cost. The only information on the first tab is the total amount entered for the benefit. Select the Benefits tab to review the reporting amount. Revised: 02/17/11 2011 Central Susquehanna Intermediate Unit, USA Page 3
The Benefit tab displays the Payment Type 'INW2', which was added specifically for this new reporting requirement. The amount will be reported in Box 12 on the employee's W2. NEW PAYMENT TYPE The new 'INW2' Payment Type was added to the PAYMENT TYPE DIRECTORY for recording the insurance benefit amount. Changes should not be made to this 'INW2' Payment Type. Revised: 02/17/11 2011 Central Susquehanna Intermediate Unit, USA Page 4