Year End 2013

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This is an archived web page.

Some links may be broken. This web site served as the primary source of information for all 2013 year-end processes and activities.

Note: The 2013 Year End site was composed of several web pages. For archival purposes, all of those pages are combined here.

This web page provides the starting point for the 2013 HRMS year-end processes and activities. We will list and link all new postings and provide a schedule of year-end activities. We recommend that you review this page on a weekly basis to ensure you are aware of all new and updated information.

This web page provides the starting point for the 2013 HRMS year-end processes and activities. We will list and link all new postings and provide a schedule of year-end activities. We recommend that you review this page on a weekly basis to ensure you are aware of all new and updated information.

What's New

Tips for a smooth Year End processing cycle

  • Plan to attend the Personnel/Payroll Association meeting on Nov. 21st.
  • Reconcile and correct data that may impact 2013 wage and tax reporting information as early as possible.
  • Research and correct employees who were locked out from the previous payroll.  This includes employees that are currently inactive.
  • Prepare Master Data updates for the current period as early as possible.  Master Data updates for the December 23rd pay period should be completed by close of business December 16, 2013.
  • Execute payroll simulations for all master data updates and check for claims, redlines and funding issues.
  • Reserve Day 3 for corrections, not for entering new data.
  • HRMS will be off line for maintenance December 13th - 15th
  • Visit the 2013 Year End Schedule  to help plan your agency processing strategy.

2013 Year End Schedule

The schedule below outlines 2013 year end processing activities through January 2014.

Note:  Schedule is subject to change, please review periodically.

Normal HRMS System Availability:  6 a.m. to 6 p.m. Mon. - Sat.

2013 Agency Year End Checklist (updated 01/03/2014)

Date 2013 Year End Processing & Preparations
Thursday Sept. 26, 2013 1st run of EVS Verification Report (See Year End SSV page)
Tuesday
Nov. 12
2nd run  EVS Verification Report (See Year End SSV page)
Thursday
Nov. 21
Personnel/Payroll Association (PPA) Meeting, 9:00 am - 12:00 pm -- Includes review of year end activities (PPA Web page)
Tuesday 
Dec. 10
Research and correct employees locked out of 12/10 payroll 
Monday 
Dec. 16
Complete Master Data updates for current period
  Execute payroll simulations -- check for claims and redlines
  Execute Preemptive Reports:
ZHR_RPTPYN06 -- Basic Data Check
ZHR_RPTPYN07 -- Time Data Check
ZHR_RPTPYN08 -- Compensation Data Check 
  Final Off Cycle Workbench Cutoff for 2012
Last day for Cancellations
  Day 1 -- Normal Schedule for HRMS System availability
Tuesday
Dec. 17
Review payroll and financial errors
  Day 2 -- Normal Schedule for HRMS System availability
  Execute Payroll Threshold Report
ZHR_RPTPYN09
Wednesday
Dec. 18
Day 3 -- Normal Schedule for HRMS System availability
  Execute Reports
ZHR_RPTPYN09 -- Payroll Threshold Report
ZHR_RPTPYN33 -- Payroll Journal (review gross to net)
ZHR_RPTBNN03 -- Report for GAP N03 (review retirement exceptions)
ZHR_RPTBNN29 -- Retirement Contributions (review EEs with missing retirement rate %) 
  Review payroll and financial errors  (both Day 2 errors and after the noon payroll run)
Thursday
Dec. 19
Day 4 -- Normal Schedule for HRMS System availability
Monday
Dec. 23    
Sick Leave Buyout -- 1st Test Reports
Thursday
​Dec. 26
 3rd run EVS Verification Report (See Year End SSV page)
Friday
Jan. 3, 2014
Recommended deadline for Manual Year-to-Date (YTD) Adjustments for 2013 to be included on Form W-2:  Reminder:  This includes manual adjustments for Other State withholding taxes
  Verify that employees' mailing addresses on IT0006 are current
   
Monday
Jan. 6
Start statewide W-2 processing
  DES to deactivate Tax Reporter role at 8pm -- last minute YTD manual entries will need to be completed before Tax Reporter role is deactivated.  Reminder:  This includes manual adjustments for Other State withholding taxes
Wednesday
Jan. 8
Sick Leave Buyout -- 2nd Test Reports
Friday
Jan. 10
2013 LNI rates implemented
Monday
Jan. 13
Sick Leave Buyout-- Final Processing
Friday
Jan. 17
Enterprise Services will reactivate Tax Reporter Role
Tuesday
Jan. 21
Agencies complete Manual YTD Adj. to be included on 941. Remember to check if a W2C will be required. Adjustments will not be included on W2 processed by Enterprise Services on January 7.
  Execute the fourth quarter 2012 Federal Tax Report form 941. All manual YTD adjustments input after executing your agency's IRS 941 2012 production run will not be included. Please verify the manual adjustments through the Tax Reporter Log Manager (manual adjustments ignored).

Updated 10/07/2013

Resources

Find instructions and information relating to the following year end topics in the Online Quick Reference (OLQR).

*PU19 Tax Reporter --  If you need to see a W-2, use one of the following:

  • Current Year -- Select the Test tab, fill in the Personnel numbers, and click on line or background
  • Previous Year -- Select the Production tab and click on the print copy button only

Beware: If a production W-2 or W-3 is executed, stop the transaction and contact the Service Center immediately.

Year End Sick Leave Buyout

State employee attendance incentive program

Under WAC 357 31 150, in accordance with the attendance incentive program established by RCW 41.04.340, employees are eligible to be paid for accrued sick leave as follows:

In January of each year, an employee whose sick leave balance at the end of the previous year exceeds four hundred eighty hours may elect to convert the sick leave hours earned in the previous calendar year, minus those hours used during the year, to monetary compensation.

2013 Year End Schedule

2013 Sick Leave Buyout  messages, information, and tools

Year End Social Security Verification

The Social Security Number Verification Service (SSNVS) is one of the services offered by Social Security Administration's (SSA) Business Services Online (BSO). It allows registered users (employers and certain third-party submitters) to verify the names and Social Security Numbers (SSNs) of employees against SSA records.

Verification Results Code - The following is the list of FAILED verification codes.

  • 1 = SSN not in file (never issued).
  • 3 = Name matches; DOB does not match.
  • 5 = Name does not match; DOB not checked.
  • 6 = SSN did not verify; other reason.

Agency Action: You will be notified when you need to run the  EVS Verification Failure Report (also refer to the 2013 Year End Processing Schedule).

Social Security Number Verification

The Social Security Number Verification Service (SSNVS) is one of the services offered by Social Security Administration's (SSA) Business Services Online (BSO). It allows registered users (employers and certain third-party submitters) to verify the names and Social Security Numbers (SSNs) of employees against SSA records.

Verification Results Code - The following is the list of FAILED verification codes.

  • 1 = SSN not in file (never issued).
  • 3 = Name matches; DOB does not match.
  • 5 = Name does not match; DOB not checked.
  • 6 = SSN did not verify; other reason.

Agency Action:  You will be notified when you need to run the  EVS Verification Failure Report (also refer to the 2013 Year End Processing Schedule).