We review many important items that will help make a successful Year-End. We’ll review the W-2 process, explaining the changes that occurred during 2013 and how they’ll affect your employee’s W-2s, discuss some of the most common year-end adjustments, and review how to ensure your employee information is correct. We’ll also go over some of the expected Tax changes for 2013. Presented by AlphaStaff PR /Finance

1. AlphaStaff’s Year-End Process - 2013
Presented by
Mike Johnson, CCP – Sr. Manager of Payroll
AlphaStaff
Simplifying business. Benefiting people
2013 Webinar Series
December 19, 2013

2. Address Changes
W-2s are mailed to the employee
address on file
Review Employee Addresses on
InfoSource
• Web Reporting / HR Template / Employee Master
Submit address changes to Payroll
Maintenance by December 27, 2013

3. Year-End Adjustments
Adjustments Include
• Void checks
• Manual checks
• All fringe benefits to be reported on a W-2
Deadline to Report
• Any currently known adjustments must be
submitted by Thursday, December 26th
All other adjustments
must be received by
Friday, December 27th
• W-2c will be required after this deadline has
passed

4. Year-End Bonus
•Will you want all live
checks?
Bonus schedules should
be communicated to
AlphaStaff one week
before the processing
date
Your payroll specialist
will go over the check
list
Discuss your processing
preferences with your
Payroll Specialist
•Will the checks be
processed as separate
checks?
•Should retirement
deductions be
withheld?

5. Employer-Paid H.S.A.
W-2 Box 12, Code W
AlphaStaff administered plans
are automatically updated
Submit Employer Paid Portion of
H.S.A. for Client Plans by
December 16th

6. The Patient Protection and Affordable
Care Act of 2010
The Affordable Care Act requires employers to
report the cost of coverage under an
employer-sponsored group health plan.
• This does not mean that the amount reported is taxable
• The amount reported is excluded from income
• The reporting is for informational purposes only

7. The Patient Protection and Affordable
Care Act of 2010
AlphaStaff Administered Plans
• Automatically reviewed
• Qualifying plans will be reported
• No additional action required

8. The Patient Protection and Affordable
Care Act of 2010
Last Payroll
Processing Quick Tips
Deadline
• Deduction Listing
• Benefit Reporting Template
• Numbers final early? Contact your Payroll
Specialist
• To avoid delays, do not modify your spreadsheet
• Template due January 3, 2014
http://www.irs.gov/uac/Form-W-2-Reporting-of-Employer-Sponsored-Health-Coverage

9. Self-Employed Individuals
Who are Self-Employed Individuals?
•
•
•
•
S-Corp - More than 2% Shareholders
LLP - Partners of a Limited Liability Partnership
LLC taxed as a Partnership - the Partners of the LLC
LLC taxed as an S-Corp - those who are more than 2% Shareholders
Participation (Medical, Dental, Vision)
• Contribution must be 100% employer paid
• If there is an owner contribution, the contribution must be post-tax
• Self-employed individuals may not participate in the FSA program
Responsibility
• It is the owner’s responsibility to report if they are not eligible for pre-tax deductions
Deadline
• Owners should report any changes by December 16th

10. Third-Party Sick Pay
What is ThirdParty Sick Pay?
• Disability payments
• Payments are
considered wages
and must be
reported on the W-2
Responsibility
Deadline
• AlphaStaff will retain the
information for all AlphaStaff
plans
• For client sponsored plans
you must submit the
information from your
provider
• In all cases, the employer is
responsible for the
employer’s portion of taxes
• 10 am EST
December 27,
2013
• Any Third-Party Sick Pay
received after this time
are subject to receive a
W-2c for a $30 fee per
adjustment

11. Group Term Life
Imputed Income
• Imputed income is the taxable value of group life insurance over $50,000 that is provided to
employees
AlphaStaff Sponsored Plans
• The AlphaStaff plans are not subject to imputed income
• No action or additional taxation is required
Client Sponsored Plans
• You must include in your employee's wages the cost of group-term life insurance beyond $50,000
worth of coverage, reduced by the amount the employee paid toward the insurance
• For more information go to http://www.irs.gov/pub/irs-pdf/p15b.pdf
Deadline
• All Imputed income must be reported by December 27, 2013

12. W-2 Delivery Options
Electronic W-2 Registration
Paper W-2
• www.paperlessemployee.com/alphastaff
• Electronic registration must be done no
later than January 4, 2014
• Employees who registered last year will
automatically receive an electronic copy
of their W-2 for 2013
• For those not registered for an electronic
W-2, paper W-2s will be issued no later
than January 31, 2014
• W-2 will be mailed to the address in the
system as of December 27, 2013
• If an employee had received an
electronic copy last year but would like
to switch to paper, they need to log in to
www.paperlessemployee.com/alphastaff
and “Opt Out”
All active employees will have access to their W-2 on InfoSource February 15, 2013

13. What if my employees have questions?
www.paperlessemployee.com/alphastaff
**Processing fees apply**
E-mail
Fax
(866)616-5034
W2generalinquiries @alphastaff.com
W-2 Call
Center
Opens 2/6/14
(888)778-9128

14. December
• Adjustment Due – 12/13/2013 – Final Adjustments Due 12/26/2013
• Self Employed Info and H.S.A. Figures Due – 12/16/2013
• Address Changes and Third-Party Sick Pay Due – 12/27/2013
January
• Benefits Reporting Template Due – 1/3/2014
• Last Day to Register for Electronic Delivery of 2013 W-2s – 1/4/2014
• W-2s Must be Postmarked and Mailed – 1/31/2014
February
• W-2 Call Center Opens and W-2 Reissue Requests Begin – 2/6/2014
• W-4 Exempt Employees Claim Due for 2014 - 2/12/2014
• W-2s Available for Employees on InfoSource – 2/15/2014

15. QUESTIONS?