2016 fourth quarter reminders

2016 fourth quarter reminders

Please take some time to review this important tax planning information to avoid penalties, late charges and amendment fees. It’s vital that myPay Solutions receives all listed information by the specified deadlines.

Submit your 2016 payroll data and bonus information

To avoid tax penalties and re-processing fees, please submit all year-end data and bonus information to your payroll specialist by your last 2016 pay date or by December 27, 2016.

If your first 2017 pay date is scheduled to be processed prior to December 27, 2016, you must report your final 2016 figures prior to that date. If we are able to accommodate the processing of your bonus checks and additional year end information with a regularly scheduled pay date, we'll be happy to do so at no additional base charge. If a special payroll is processed, the standard base fee and per-check charges will apply.

Note that the IRS has changed the due date for forms W-2 and 1099 to be submitted to the Social Security Administration no later than January 31, 2017 for both paper and electronic submissions. 

To guarantee that a W-2c is not needed this year, please report all earnings, including Third Party Sick Pay, to myPay Solutions by December 27, 2016. You can locate information on this topic by reviewing the following web page: https://www.irs.gov/instructions/iw2w3/ar01.html.

Report in-house checks or voided checks

To ensure all tax returns and liabilities are accurate, by December 27, 2016 report wages for checks that were issued internally and were not processed through payroll, as well as any wages that were processed through payroll but voided internally.

Report Third Party Sick Pay info

By law, Third Party Sick Pay insurers have until January 15, 2017 to notify employers of any disability insurance benefits paid to employees during 2016. If you're notified after reporting the last payroll of the year, please contact your payroll specialist immediately. You may also need to notify your insurance company that myPay Solutions will include Third Party Sick Pay on the W-2 that we prepare for you. Since Third Party Sick Pay affects fourth quarter as well as year-end returns, including form W-2, the processing of returns will be delayed if sick pay is reported after the deadline date for year-end info.

Ensure that your data is complete and accurate

Tax filing data

Please review the payroll memorandum that was included in your most recent set of payroll reports for a list of missing information. Missing tax items will be shown in red. Please contact your payroll specialist to provide missing information or corrections by December 27, 2016.

SUI tax rate

Please provide your State Unemployment Insurance (SUI) tax rate. Each calendar year, your business will be assigned a unique, state-specific SUI tax rate based on your employment history.

This rate is essential for accurate calculations of your tax returns. Incorrect rates may result in potential penalties for underpayment. States do not always provide myPay Solutions with updated SUI rate information. Therefore, we rely on you to forward tax rate information you've received. Providing this information to us enables us to avoid using outdated rates. If you haven't already done so, please send your 2016 SUI tax rate. Additionally, please send your 2017 SUI tax rate upon receipt. Rates can be sent to your payroll specialist or faxed directly to our tax team at 888.403.5750.

W-2 information

Please review the final page of your most recent Employee Earnings Report for missing or invalid W-2 information. If the report shows invalid, missing, or duplicate social security number issues, please contact your payroll specialist to provide the missing data or process corrections by December 27, 2016.

Employee names and addresses

Please review the Year-End Employee Verification Report on your portal to verify that the legal names and social security numbers are correct for each of your employees. If they are not, report corrections by December 27, 2016.                        

It is crucial that this information is reported correctly to the IRS, because a mismatch will prevent an employee’s wages from being credited to their social security personal earning record. These wages will, instead, be placed in a suspense file until a Form W-2c is filed to correct the employee’s information. An invalid name or social security number also affects the employee’s unemployment benefits, preventing wages from being reflected in the employee’s personal earning record with the state.                        

Note—The IRS may charge employers a penalty of up to $50 for each W-2 return that has a missing or incorrect social security number, or federal employer identification number (FEIN). We cannot file your federal forms W-2 electronically if a considerable percentage of the social security numbers are missing. For security, all but the last four digits of the SSN are masked in any transaction or reports provided by myPay Solutions. Please refer to the Employees section of your portal to verify your employees’ Social Security numbers.                                           

2016/2017 Holiday Schedule

myPay Solutions will be closed on some of the following days, which are considered non-processing days and have been accounted for in all Payroll Data Submission Deadline Schedules.

Monday, December 26, 2016 (Observation of Christmas Day)—National bank holiday—myPay Solutions is closed

Monday, January 2, 2017 (New Year’s Day)—National bank holiday—myPay Solutions is closed

Monday, January 16, 2017 (Martin Luther King Jr. Day)—National bank holiday—myPay Solutions is closed

Monday, February 20, 2017 (Presidents’ Day)—National bank holiday—myPay Solutions is closed


For more information, contact your payroll specialist.

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