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Payroll Resources

These resources are intended to aid an agency in fulfilling payroll requirements:

1. AFRS to SAP Crosswalk


2. HRMS Statewide Vendor Contact List (rev. 04/28/08)


3. Mid Period Transfers:
   
   • HRMS and AFRS Actions
4. Manual Cancellation and Overpayment Templates:
   • Manual Warrant Cancellation Template (rev. 04/25/08)
   • Overpayment Template (rev. 04/25/08)

5. Duplicate W-2s:
   • 2007 Duplicate W-2
   • 2006 Duplicate W-2
   • 2005 Duplicate W-2
   • 2004 Duplicate W-2
   • 2003 Duplicate W-2
   • 2002 Duplicate W-2
   • 2001 Duplicate W-2
   • 2000 Duplicate W-2

6. Account 035 Reconciliation:
• GL 5181 Health Insurance Sample Reconciliation
• Account 035 Rapid Reference Guide (rev. 11/27/07)
• Reconciliation Template (rev. 02/08/08)
7. Authorization for Electronic Funds Transfer (EFT) of Wages


8. Garnishments:
   • Garnishments & Other Withholding Documents: Processing Procedures, Office of the Attorney General
   • Alternative First Answer to Writ of Garnishment:
     • First Answer to Writ of Garnishment, Continuing Lien
     • First Answer to Writ of Garnishment, Continuing Lien, Deduction for Child Support
     • First Answer to Writ of Garnishment, Continuing Lien, Deduction for Education Loans
     • Instructions to Complete First Answer to Worksheet Form
     • Sample First Answer to Writ of Garnishment, Continuing Lien
9. Indebtedness of the state of Washington to deceased employees:
   • Procedures on How to File Claims (rev. 07/2007)
   • Receipt of Payment of Amounts Due Deceased Employees

10. Shared Leave - Donations and Reversions:
    
    • Sample Case and Optional Methods Worksheets - 09 Biennium
      (rev. 12/2007)

11. Uniformed Service Shared Leave Pool:
    • Procedures can be found on the Military Department's website at: http://mil.wa.gov/usslp.shtml
12. State Paydates, State and Federal Holidays, and IRS $100,000 Next-Day Deposit Rule Dates (Calendar Years):
    • 2009 (Unofficial)
    • 2008 (Official)
    • 2007 (Official)
    • 2006 (Official)
    • 2005 (Official)
    • 2004 (Official)

13. Memo from Department of Retirement Systems:
    • Workers' Compensation Temporary Duty Disability Optional Retirement Service Credit of Unpaid Leave

      NOTE: Please see DRS Notice 05-002, "SB5522 - Service Credit for Injury" for additional information: http://www.drs.wa.gov/employer/DRSN/05002.htm

14. Federal Tax Reconciliations:
    • 2008 Tax Deposit Reconciliation (rev. 04/23/08)
    • 2007 Tax Deposit Reconciliation (rev. 04/02/07)
      
    • 2006 Tax Deposit Reconciliation (rev. 12/26/06)
      (This spreadsheet includes the following: Reconciliation and Instructions, Fastrack Example, Ad Hoc Tool Example, and Sample Reconciliation)

15. Year End Reconciliations:
    Forms 941, 941c, W-2, and W-2c must balance for the calendar year. If these forms are not in balance, penalties from the IRS and/or SSA could result. Use forms for the calendar year being balanced only.

    Examples: If you have a Form 941c that was for 4th quarter 2006, include it in the 2006 reconciliation. If you have a Form W-2c for 2007, include it in the 2007 reconciliation.

    OFM strongly suggests that you reconcile at the end of each quarter. Note: When running a W-3 report in HRMS, be sure to use 12/31/yyyy in the "Reporting Period End Date" field and the end date of the quarter you are reconciling in the "Consider Payroll Results up to" field.

    If you are in balance, there probably are not any problems.

    • 941 to W-2 Reconciliation (rev. 01/24/08)
    • 941 to W-2 Reconciliation - SAMPLE (rev. 01/24/08)
16. Overpayments - Sample Letters:
    Below are three sample letters for overpayments. The first two letters are for employees who are not represented. The Notification of Payroll Overpayment letter lets the employee know about the overpayment, provides them with their options and the ability to ask for a review. The Confirmation-Notification of Payroll Overpayment letter lets the employee know the result of the review, if one was requested, and the right to appeal if still not satisfied. The Notification of Payroll Overpayment - Represented Employees letter is for employees who are part of a bargaining unit, whose overpayment would then be covered by the collective bargaining agreement.

    Each of these letters can be modified by an agency to add other relevant employee and/or account coding data. The XX on the letter to represented employees who are part of a bargaining unit is to be replaced with the number of days specified in the bargaining agreement:

    • Notification of Payroll Overpayment
    • Confirmation - Notification of Payroll Overpayment
    • Notification of Payroll Overpayment - Represented

17. Overpayments - HRMS and Accounting Examples:
    The following documents are from the User Group Forum on 1/30/07:
    
    • Overpayment Identification and Recovery Handouts
    • Steve Ketelsen's Talking Notes
    • T-Accounts
    The above documents provide wage type and accounting examples for the following instances:
    

• Master Data Change Only - One Recovery Payment
• Discover Overpayment, No Agreement Made
• Discover Overpayments, Repay Plan Made
• Recover Across Years - No Prior Year Payments Made
• Convert Overpayment Begun in Prior Year - Complete Collection in Current Year
• Discover Overpayment in Current Year and Prior Year
18. Procedures for Emergency Payroll Payments: AFRS Next Day Warrant, Petty Cash, and DIS Same Day Warrant


19. Payroll - Calendar Year End Information:
    • Year End Information for 2007 (rev. 12/14/07)
    • Form 941, 941c, W-2c and W-3c Examples
20. IRS Materials:
    • Taxable Fringe Benefits Guide
    • Compliance: Taxable Fringe Benefits Class
    • Compliance: Independent Contractor vs. Employee Class

Last modified: April 28, 2008
E-mail: OFM.Accounting@ofm.wa.gov