Compliance Central

In an effort to streamline processes and increase efficiencies around quarterly reporting, both California and Utah have created new forms for employers to file.

California

According to the California Employment Development Department (EDD), employers will be required to file two new quarterly forms beginning with 1^st Quarter 2011 reporting.  The new forms are the Quarterly Contribution Return and Report of Wages (DE 9) and the Quarterly Contribution Return and Report of Wages (Continuation) (DE 9C).

Form DE 9 will replace the reporting of personal income tax withholding, unemployment insurance, employment training tax, and state disability insurance contributions that is normally done annually on the Annual Reconciliation Statement (DE 7).  Form DE 9C replaces the Quarterly Wage and Withholding Report (DE 6) and will be used to report detailed wage items for employees.

For more details, visit http://www.edd.ca.gov/Payroll_Taxes/Important_Payroll_Tax_Changes_in_2011.htm

Utah

The Utah Department of Workforce Services (DWS) is consolidating its current forms for quarterly reporting into one form.  The existing Forms 3, 3H and 3S will become the new Form 33H.  This form includes a continuation option (33HA) for employers with more than 20 employees.

Form 33H will be available for employers for 3^rd Quarter reporting, but will not be required until 4^th Quarter reporting for 2010.  In the 4^th Quarter, if any of the old forms are submitted, they will be rejected.

For more information, visit http://jobs.utah.gov or call 800-222-2857.

Yesterday kicked off National Payroll Week (NPW), which will continue through this Friday, September 10^th, 2010.  During NPW, we honor America’s hard-working employees and the payroll professionals who pay them.  This week celebrates the economic, cultural, and social achievements of the 156 million workers in America.  Visit www.nationalpayrollweek.com for more information and to get ideas on how to celebrate this week.

The end of a calendar year can be a hectic time around the office especially for those who are processing the final payroll and preparing W-2s.  There are many steps in the year-end process and making mistakes can be very costly.  However, if you are organized this process can go smoothly and without error.  While not a comprehensive checklist, here are some things to think about as 2010 starts to wind down.

August – September

• Determine the method for distributing 2010 employee tax forms
• Order Forms W-2 and other payroll supplies if needed
• Check the magnetic media/electronic reporting requirements for W-2  reporting
• Check federal, state and local electronic tax filing requirements for 2010 and 2011
• Register with the Social Security Administration if filing W-2’s electronically with the SSA for the first time – (http://www.ssa.gov/bso/bsowelcome.htm)

 October

• Ask employees to verify their name, address, and SSN
• Remind employees to submit a new W-4 if their filing status or number of withholding allowances will change in 2011
• Use SSA’s Social Security Verification Number Service (SSNVS) to verify employee Social Security Numbers – (http://www.ssa.gov/employer/)

 November

• Verify tax tables for all jurisdictions for 2010 and 2011
• Review new requirements affecting W-2 reporting for 2010 and 2011

 December

• Reconcile your wages and taxes, bank statement, general ledger and accounts payable
• Compare amounts on quarterly and state forms to year-to-date records
• Make all taxability, withholding and withholding rate changes for 2011
• Input 2011 taxable wage base and tax rate information
• Verify the accuracy of your company contributions to employee provided retirement plans

  January

• Distribute 2010 employee tax forms