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Presented by Education Solutions Development, Inc.ANUA 2013, San Antonio, Texas

W2s and Employee Portal

Education Solutions Development, Inc.


It is recommended that you maintain a spreadsheet and balance your numbers quarterly (at a minimum) to the amounts on the APECS W2 Report

Balancing W2sBalancing W2s


The W2 job has a parameter for 941 Totals. When you check this box and click Search your payroll jobs will display. Mark the jobs that should be used to determine the unduplicated employee count



941 Totals A line will be added in 2013 for Additional Medicare Tax on High Earners (Employee additional .9% on wages over $200,000)



Employers are required to report the total cost of health benefits on the W2 for reporting year 2012. The total cost of health care benefits reported must include both the employee’s contribution as well as the employer’s contribution

The reporting of the cost of health care benefits is for information purposes only

The total cost of health care benefits will be reported in Box 12 of the W2 Form with a Code of ‘DD’

Cost of Coverage on the 2012 W2Cost of Coverage on the 2012 W2


On the Deductions and Benefits Setup Screen you must check the appropriate boxes (Employer, Employee or Both) on codes that are applicable to this reporting requirement.

If you use a Major Category code to group like records you need to check these boxes only for the Major Category Code

Cost of Coverage on the 2012 W2 Cost of Coverage on the 2012 W2


The W2 Report will show the new code DD and a total is provided at the end of the report

Cost of Coverage on the 2012 W2Cost of Coverage on the 2012 W2


Box 14 can be used to report any information you want to provide your employees. Enter in priority order as there is only room to print 3 lines per employee in box 14



W2 Adjustments



Account Ability is used to produce the W2 forms and file(s)

Import employee data from APECS into Account Ability

Medicare Qualified Government EmployerTwo employer (client) records are created in AA

One for the R clientOne for the Q client

Requires two imports into Account Ability to extract the different record types

Account Ability Account Ability


Registration Agreement

Employee Portal Employee Portal


Registration Agreement – When the employee clicks Accept an Event is written



Access from the application



Attendance – You can control the categories that show

Time Worked – Data source is Employee Timesheets

Reimbursements – Payments made through Accounts Payable using the Employee ID as the Vendor Number

Mileage – Employees can enter a new claim or view claims submitted

Direct Deposit – Entries from the Deduction/Benefit Screen will show in addition to the TAX Screen net information

Employee PortalEmployee Portal


Paycheck History – You can prevent checks from displaying on the screen prior to the actual pay date

Addr/Phone/Email – Employees can make changes

Emergency Contacts – On option has been added to allow employees to update this information



Reimbursements



Addr/Phone/Email


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