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December 2019
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Volume 31, No. 12
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Happy Holidays! The GMS offices will be closed December 24, 25, and 31, 2019, and January 1, 2020, to allow staff to celebrate the holidays with their families. We wish everyone happiness during this time of year and always. |
Dear Friends:
This special issue of News from GMS is devoted entirely to things you need to know about W2’s, 1099’s, 1095C’s, and 1098’s. We encourage you to read it immediately, forward to all staff involved in these processes and to contact us should you have any questions.
W2, 1099, 1095C and 1098 instructions are included in the Help manuals. We are identifying the highlights in this newsletter and encourage you to refer to your Help manuals for the specific technical details. This way you can focus your attention on the items that apply to you. Instructions for downloading your revised accounting software will be emailed to you later this month. You will want to load these after the last paychecks are issued for 2019 and before the first paychecks are issued for 2020. The memo will describe the software updates and instruct you on loading.
RLSS software will be revised if the IRS has made changes to the 1098s. Should the IRS make changes, you need to be certain this revision is installed before printing/preparing your 1098 forms.
Please note the article on Service and Assistance in this newsletter. We want to provide you with the very best service. To do so, we need your help.
W2, 1099, 1095C and 1098 instructions are included in the Help manuals. We are identifying the highlights in this newsletter and encourage you to refer to your Help manuals for the specific technical details. This way you can focus your attention on the items that apply to you. Instructions for downloading your revised accounting software will be emailed to you later this month. You will want to load these after the last paychecks are issued for 2019 and before the first paychecks are issued for 2020. The memo will describe the software updates and instruct you on loading.
RLSS software will be revised if the IRS has made changes to the 1098s. Should the IRS make changes, you need to be certain this revision is installed before printing/preparing your 1098 forms.
Please note the article on Service and Assistance in this newsletter. We want to provide you with the very best service. To do so, we need your help.
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Deadlines to Remember
Remember these important deadlines for W2’s, 1099’s, 1095C’s, and 1098’s.
January 22, 2020
January 31, 2020
When Should You Perform W2, 1099 and 1098 Activities?
As you set your timetable for performing these activities, here are some general rules to keep in mind.
Consider These Special Issues Please!
Double check to see if you are affected by one or more of these special issues now. If so, please review the Help Manual for details.
For some of the above issues you may wish to check with your CPA to be certain that you follow IRS reporting requirements properly. |
Common W2 Errors
GMS Tax Form Printing or Electronic File Preparation
For those agencies who have requested that GMS print their W2, 1095, 1099 or 1098 forms and/or prepare the electronic file, there are several important things you need to know.
W2 Electronic File Reporting, 1099 and 1098 Supplement Prices
Following are the prices of the three supplements referenced throughout this special edition of the GMS Newsletter. Should you need to order one or more of these, click on Help, GMS Website within the software and browse to the Client Portal
Supplement #400 W2 Electronic File Reporting 1-2 Users $120.00/$40.00 annual license/maint 3-4 Users $150.00/$50.00 annual license/maint 5+ Users $190.00/$63.00 annual license/maint Supplement #330 Complete 1099’s 1-2 Users $280.00/$85.00 annual license/maint 3-4 Users $350.00/$105.00 annual license/maint 5+ Users $440.00/$135.00 annual license/maint Supplement #804 RLSS 1098’s 1-2 Users $280.00/$85.00 annual license/maint 3-4 Users $350.00/$105.00 annual license/maint 5+ Users $440.00/$135.00 annual license/maint Is GMS Printing Your W2's, 1095's, 1099's or 1098's?
If so, follow the instructions to send us your files. Please allow a week turn around upon receipt of your files. Forms will be printed in the order the files are received. Remember, the deadline for file submission to GMS is January 22, 2020. Forms will be sent to you once they have been printed.
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Applying to File IRS Information Returns Electronically
FIRE
All filers must obtain approval from the Internal Revenue Service, Technical Services Operation (TSO), and be assigned a Transmitter Control Code (TCC) prior to electronically filing Forms 1042-S, 1097-BTC, 1098 Series, 1099 Series, 3921, 3922, 5498 Series, 8027, 8955-SSA, and W-2G. Once approval to file electronically has been received, filers shouldn't reapply each year. There are two exceptions where a filer would need to apply for a new TCC: (1) If the TCC hasn't been used for two consecutive years; or (2) files were previously transmitted by a service bureau using the service bureau's TCC and the filer has the computer equipment that's compatible with TSO and wishes to prepare the files in-house.
Form 4419, Application for Filing Information Returns Electronically (FIRE) must be filed electronically (as of October 1, 2019) to request the original TCC.
Upon approval, a five-character alpha/numeric Transmitter Control Code (TCC) will be assigned and included in an approval letter. The TCC is used to identify payers/transmitters and to track their files electronically. Only one TCC is required for each transmitter who files Forms 1097-BTC, 1098 Series, 1099 Series, 3921, 3922, 5498 Series, and W-2G for multiple payers. However, if filing Forms 1042-S, 8027, 8955-SSA, or ACA returns (Form 1094-B, Transmittal of Health Coverage Information Returns; Form 1095-B, Health Insurance Coverage; Form 1094-C, Transmittal of Employer-Provided Health Insurance Offer and Coverage Information Returns; and Form 1095-C, Employer-Provided Health Insurance Offer and Coverage), a separate TCC is required for each of these types of returns. Filers/transmitters may not electronically file information returns until the application has been approved and a TCC has been assigned. If any information on the Form 4419 changes, filers must notify TSO in writing so the database can be updated. Be sure to include the TCC in all correspondence.
Some service bureaus will transmit files using their TCC, while others will require filers to obtain a TCC of their own. Payers should contact their service bureau for further information.
Filers of information returns may be subject to penalties for failure to file timely, failure to include all or correct information, and failure to file electronically when required. For additional information regarding penalties, refer to the General Instructions for Certain Information Returns (Forms 1096, 1097, 1098, 1099, 3921, 3922, 5498, and W-2G) (PDF). Questions concerning penalty notices should be directed to the address or telephone number printed on the notice.
For additional information, call the TSO Customer Service Section toll-free at 866-455-7438 or at 304-579-4827 (not toll-free) if using the Telecommunications Device for the Deaf (TDD). Foreign filers may call 304-263-8700 (not toll-free).
SSA
Electronic filers of Form W-2 must contact the Social Security Administration for all information, forms, and publications relating to the filing of Form W-2; visit SSA.gov/employer or call 800-772-6270.
AIR
AIR is the e-file platform used for Affordable Care Act returns. To electronically file ACA information returns, a firm or an organization must submit the ACA Application for TCC. See Affordable Care Act Information Returns (AIR) Program, for more information.
All filers must obtain approval from the Internal Revenue Service, Technical Services Operation (TSO), and be assigned a Transmitter Control Code (TCC) prior to electronically filing Forms 1042-S, 1097-BTC, 1098 Series, 1099 Series, 3921, 3922, 5498 Series, 8027, 8955-SSA, and W-2G. Once approval to file electronically has been received, filers shouldn't reapply each year. There are two exceptions where a filer would need to apply for a new TCC: (1) If the TCC hasn't been used for two consecutive years; or (2) files were previously transmitted by a service bureau using the service bureau's TCC and the filer has the computer equipment that's compatible with TSO and wishes to prepare the files in-house.
Form 4419, Application for Filing Information Returns Electronically (FIRE) must be filed electronically (as of October 1, 2019) to request the original TCC.
Upon approval, a five-character alpha/numeric Transmitter Control Code (TCC) will be assigned and included in an approval letter. The TCC is used to identify payers/transmitters and to track their files electronically. Only one TCC is required for each transmitter who files Forms 1097-BTC, 1098 Series, 1099 Series, 3921, 3922, 5498 Series, and W-2G for multiple payers. However, if filing Forms 1042-S, 8027, 8955-SSA, or ACA returns (Form 1094-B, Transmittal of Health Coverage Information Returns; Form 1095-B, Health Insurance Coverage; Form 1094-C, Transmittal of Employer-Provided Health Insurance Offer and Coverage Information Returns; and Form 1095-C, Employer-Provided Health Insurance Offer and Coverage), a separate TCC is required for each of these types of returns. Filers/transmitters may not electronically file information returns until the application has been approved and a TCC has been assigned. If any information on the Form 4419 changes, filers must notify TSO in writing so the database can be updated. Be sure to include the TCC in all correspondence.
Some service bureaus will transmit files using their TCC, while others will require filers to obtain a TCC of their own. Payers should contact their service bureau for further information.
Filers of information returns may be subject to penalties for failure to file timely, failure to include all or correct information, and failure to file electronically when required. For additional information regarding penalties, refer to the General Instructions for Certain Information Returns (Forms 1096, 1097, 1098, 1099, 3921, 3922, 5498, and W-2G) (PDF). Questions concerning penalty notices should be directed to the address or telephone number printed on the notice.
For additional information, call the TSO Customer Service Section toll-free at 866-455-7438 or at 304-579-4827 (not toll-free) if using the Telecommunications Device for the Deaf (TDD). Foreign filers may call 304-263-8700 (not toll-free).
SSA
Electronic filers of Form W-2 must contact the Social Security Administration for all information, forms, and publications relating to the filing of Form W-2; visit SSA.gov/employer or call 800-772-6270.
AIR
AIR is the e-file platform used for Affordable Care Act returns. To electronically file ACA information returns, a firm or an organization must submit the ACA Application for TCC. See Affordable Care Act Information Returns (AIR) Program, for more information.
Service and Assistance
January is by far the busiest month in the year for our Service Staff. W2’s, 1095’s, 1099’s and 1098’s are prepared and printed, tax and other software changes are being installed and many agencies are beginning their new fiscal year. Here are some things that you should know. Thank you in advance for your patience and understanding.
Note: All GMS offices will be closed on December 24, 25, & 31, 2019, and January 1, 2020, for the Christmas and New Year’s holidays.
For all of us and all of you, January can be a particularly stressful time. Our service call volume usually grows threefold. As we prepare, there are some things that you can do that will help us serve all GMS clients.
- GMS service hours are 8:30 am to 7:00 pm EST Monday through Thursday. On Fridays, our service hours are 8:30 am to 5:00 pm EST. It is GMS policy to respond to every service call within two hours of receipt (unless another arrangement is made). Calls received after 6:00 pm EST will be responded to no later than 10:00 am the following day.
- Calls are responded to on a first come - first served basis.
- You may place your service call by phone 800.933.3501, via the website at www.gmsactg.com or by email to service@gmsactg.com. Or if it is a quick question, you can use the Service Chat via the web. The link is on our website or by clicking on Help in the upper left corner of your software.
- When you place a call, we need your name, client number, extension number and a brief (but specific) description of the problem so we can route the call most efficiently.
Note: All GMS offices will be closed on December 24, 25, & 31, 2019, and January 1, 2020, for the Christmas and New Year’s holidays.
For all of us and all of you, January can be a particularly stressful time. Our service call volume usually grows threefold. As we prepare, there are some things that you can do that will help us serve all GMS clients.
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Things You Must Do Before Your First Payroll in January
Here is a simple checklist of those steps you must perform after your last 2019 paycheck is issued and before issuing your first paycheck in January - regardless of when you print your W2’s. More details can be found in your Help manual.
Follow these procedures on your Payroll - Annual Menu – W2 Processing
- Check employee gross-to-net amounts on the YTD Payroll Register. Make sure all final adjustments have been entered and processed, particularly for 3rd party sick pay, certain business expense reimbursements, the cost of life insurance in excess of $50,000 or employer sponsored health insurance.
- Check all last minute items like address changes, name spellings and Social Security numbers. You will have a chance to correct these later - but it will be easier now.
- Check your state tax code by displaying to see that information is correct - state codes, names and reporting ID’s. This can be done by going to Payroll, Set Up, State Tax.
- Print and review State and Local Tax Analysis.
- Complete all Quarterly Reporting activities.
- Install December software revisions before proceeding.
Follow these procedures on your Payroll - Annual Menu – W2 Processing
- Click on the Save/Clear YTD Amts button. You will be asked to specify the drive and folder on which your database is stored. It will make a copy of your database and save it in the same folder called W2xx-xx-xxBU.mdb ( The xx-xx-xx represents the computer date the file was backed up). It will also copy the information from your year-to-date payroll and deduction tables into W2 tables, and then zero out the year-to-date amounts in the payroll and deduction tables.
- Check employee files. You should find that year-to-date amounts are now zero.
- You may now proceed with processing your first payroll in January. W2 printing may take place at your convenience.
If you are submitting W2 files to SSA, you need to register for a User ID and Password
You must register with the Social Security Administration in order to use their Business Services on-line. Registering allows you to use the Employee Services to submit a wage file, W-2 on line, view status, view notices and view errors. It also allows you to use the SS number verification service. Registration is required if you plan to file using Electronic Data Transfer.
December 2019 is the preferred period for new registrations. You may register at http://www.ssa.gov/employer, select Business Services Online, select Register. To register by phone, call the Employer Reporting Branch at 1-800-772-6270. Information you will need to register is (some of the information below is optional) company name, phone number, address and the Employer Identification Number of the company you work for, your name (first name, middle initial and last name) as shown on your Social Security card and your mailing address, your Social Security number, date of birth, your work telephone number, e-mail address and fax number to contact you if they have a problem processing your file.
If all of the information given is verified, they will issue a User ID and password, formerly called your PIN#. For further information on registering, go to their web site to review other questions and answers about using the User ID and password.
If you previously received a User ID, you may be notified and reminded to change your password in order to keep your User ID issued by SSA valid. If you have not done so and the User ID # becomes invalid, a new User ID will need to be issued and can take up to 10 business days for reissue.
If you received this notification, please go to http://www.ssa.gov/bso/bsowelcome.htm and click on login to change password or call SSA at 800.772.6270 to change the password, as that is what SSA is recommending for assurance purposes. The person who was issued the User ID is the one that should call to change the password.
December 2019 is the preferred period for new registrations. You may register at http://www.ssa.gov/employer, select Business Services Online, select Register. To register by phone, call the Employer Reporting Branch at 1-800-772-6270. Information you will need to register is (some of the information below is optional) company name, phone number, address and the Employer Identification Number of the company you work for, your name (first name, middle initial and last name) as shown on your Social Security card and your mailing address, your Social Security number, date of birth, your work telephone number, e-mail address and fax number to contact you if they have a problem processing your file.
If all of the information given is verified, they will issue a User ID and password, formerly called your PIN#. For further information on registering, go to their web site to review other questions and answers about using the User ID and password.
If you previously received a User ID, you may be notified and reminded to change your password in order to keep your User ID issued by SSA valid. If you have not done so and the User ID # becomes invalid, a new User ID will need to be issued and can take up to 10 business days for reissue.
If you received this notification, please go to http://www.ssa.gov/bso/bsowelcome.htm and click on login to change password or call SSA at 800.772.6270 to change the password, as that is what SSA is recommending for assurance purposes. The person who was issued the User ID is the one that should call to change the password.
Need to Prepare Files for IRS or the Social Security Administration?
Many GMS clients report W2 information electronically to the Social Security Administration and/or 1095C, 1099 and 1098 amounts to the Internal Revenue Service. Remember you have two options available:
1.Supplement #400, W2 Electronic File Reporting, Supplement #330 Complete 1099’s and/or Supplement #804 RLSS 1098’s will enable you to prepare and submit these files yourself. You may order these supplements via the client section of our website at www.gmsactg.com.
2.You may also choose to have GMS prepare the files for you to be electronically submitted. Note - You must purchase, or have already purchased Supplement #330 Complete 1099’s and/or Supplement #804 RLSS 1098’s in order for GMS to prepare the files. Instructions for the file preparation and transmission to GMS can be found in the Help manual under the appropriate supplement.
1.Supplement #400, W2 Electronic File Reporting, Supplement #330 Complete 1099’s and/or Supplement #804 RLSS 1098’s will enable you to prepare and submit these files yourself. You may order these supplements via the client section of our website at www.gmsactg.com.
2.You may also choose to have GMS prepare the files for you to be electronically submitted. Note - You must purchase, or have already purchased Supplement #330 Complete 1099’s and/or Supplement #804 RLSS 1098’s in order for GMS to prepare the files. Instructions for the file preparation and transmission to GMS can be found in the Help manual under the appropriate supplement.
Making a More Democratic Economy, One Revolving Loan at a Time
Click on the link below to read an article written by Next City’s Senior Economic Correspondent Oscar Perry Abello about how one of GMS’ California RLSS clients has found an innovative way to assist worker-owned cooperative businesses.
https://nextcity.org/daily/entry/making-a-more-democratic-economy-one-revolving-loan-fund-at-a-time
https://nextcity.org/daily/entry/making-a-more-democratic-economy-one-revolving-loan-fund-at-a-time
We Wish Robin Berseth the Best!
As was announced in the November 2019 GMS Newsletter, Robin Berseth, our GMS Events and Technology Director, announced her retirement effective December 31, 2019. Robin has been responsible for dramatically increasing the quality of the GMS Summits, the creation of our widely accepted Regional Training events, exposure of the GMS products including over 1,000 airings of a 90 second marketing piece, a four week social media campaign and a morning prime-time broadcast on NewsWatch.
She has also been, among other responsibilities, our Webmaster, Social Media Manager and prospect liaison.
However all good things must come to an end, and although Robin’s decision to leave GMS saddens us, we wish her the best in this new chapter of her life and understand her desire to enjoy time with her growing family and any endeavors that come her way.
We wish you the best, Robin. We love you!
She has also been, among other responsibilities, our Webmaster, Social Media Manager and prospect liaison.
However all good things must come to an end, and although Robin’s decision to leave GMS saddens us, we wish her the best in this new chapter of her life and understand her desire to enjoy time with her growing family and any endeavors that come her way.
We wish you the best, Robin. We love you!
JOB OPENING
Upper Arkansas Area Council of Governments
EMPLOYMENT ANNOUNCEMENT
Announcement Date: November 5, 2019
Position Title: Executive Director
Contact Persons: Carol Roberts, Dwayne McFall
Hours: Full time – 40 hours per week
Classification: Exempt
Salary: Competitive compensation and benefits package consistent with like positions in the region.
Closing Date: open until filled
Would like to have position in place in early to mid-February.
Position Location: UAACOG Administrative Offices, 3224 Independence Road, Canon City, Colorado.
POSITION DESCRIPTION:
The Executive Director:
REQUIREMENTS:
The Board is seeking a leader with a track record of positive results as a strategic leader, a strong executive presence, and the ability to establish and enhance strong working relationships at all levels of the organization and the community. The person they seek will be an excellent and open listener, have a track record of decisiveness and effectiveness in making tough decisions, be an excellent written and verbal communicator, and will be someone who embraces and proactively manages change.
As the agency covers a large region and attendance at distant meetings and conferences is essential to full participation in the job, the person must be available and capable of traveling for both single day and multiple day events.
The successful candidate will be required to reside within the region.
A detailed Position Profile and the job description may be requested at carol.roberts@uaacog.com.
Submit application, cover letter, and resume, by email to: Dwayne McFall
Chairman of the Board
Upper Arkansas Area Council of Governments
dwayne.mcfall@fremontco.com
The application can be found at:
http://www.uaacog.com/images/Colorado_Application_for_Employment_-_short_form_-_compliant_with_2019_legislation_003_.pdf
The Upper Arkansas Area Council of Governments is an Equal Employment Opportunity Employer.
Position Title: Executive Director
Contact Persons: Carol Roberts, Dwayne McFall
Hours: Full time – 40 hours per week
Classification: Exempt
Salary: Competitive compensation and benefits package consistent with like positions in the region.
Closing Date: open until filled
Would like to have position in place in early to mid-February.
Position Location: UAACOG Administrative Offices, 3224 Independence Road, Canon City, Colorado.
POSITION DESCRIPTION:
The Executive Director:
- Has responsibility to the Board for the overall operation of the organization and for collaborating with the Board to visualize, develop and set the strategic direction of the organization
- Assumes the overall leadership role in guiding all administrative, fiscal, and community services/program activities as delineated by the various funding sources
- Is a role model for positive, effective, productive, cooperative working relationships with staff, clients, subcontracted consultants and the community
- Is responsible for the enhancement of UAACOG’s image by being active and visible in the community and by working closely with other professional, civic and private organizations throughout the region
REQUIREMENTS:
The Board is seeking a leader with a track record of positive results as a strategic leader, a strong executive presence, and the ability to establish and enhance strong working relationships at all levels of the organization and the community. The person they seek will be an excellent and open listener, have a track record of decisiveness and effectiveness in making tough decisions, be an excellent written and verbal communicator, and will be someone who embraces and proactively manages change.
As the agency covers a large region and attendance at distant meetings and conferences is essential to full participation in the job, the person must be available and capable of traveling for both single day and multiple day events.
The successful candidate will be required to reside within the region.
A detailed Position Profile and the job description may be requested at carol.roberts@uaacog.com.
Submit application, cover letter, and resume, by email to: Dwayne McFall
Chairman of the Board
Upper Arkansas Area Council of Governments
dwayne.mcfall@fremontco.com
The application can be found at:
http://www.uaacog.com/images/Colorado_Application_for_Employment_-_short_form_-_compliant_with_2019_legislation_003_.pdf
The Upper Arkansas Area Council of Governments is an Equal Employment Opportunity Employer.
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Martha Hall, long-term Fiscal Officer at Northeast MS PDD in Booneville, MS, will be retiring at the end of December.
Elizabeth Johnson, Finance Director at Middle Peninsula Planning District Commission in Saluda, VA will also be retiring at the end of the year. Replacing Elizabeth as Finance Director will be Heather Modispaw. It’s a been a pleasure working with you, Martha and Elizabeth. You both will be missed. We wish you much happiness as you begin this new chapter in your lives. Welcome, Heather! We look forward to getting to know you and please do not hesitate to give us a call should you have any questions. |
GMS Software Pricing Increases as of January 1, 2020
This notice is to advise you of an increase to the following fees:
* The license/warranty fee on the GMS Accounting System will increase from $35/user to $40/user effective January 1, 2020.
* The license/warranty fee on the GMS Revolving Loan System will increase from $35/user to $40/user effective January 1, 2020.
* The service/support fee on the GMS Revolving Loan System will increase from $65/month to $100/month effective starting January 1, 2020.
* The off-site limited support and assistance fee will increase from $100 to $130/hour effective January 1, 2020.
Should you have any questions on the above changes, please free to contact service@gmsactg.com or 800/933-3501 ext 1.
We thank you for your support and continued business.
* The license/warranty fee on the GMS Accounting System will increase from $35/user to $40/user effective January 1, 2020.
* The license/warranty fee on the GMS Revolving Loan System will increase from $35/user to $40/user effective January 1, 2020.
* The service/support fee on the GMS Revolving Loan System will increase from $65/month to $100/month effective starting January 1, 2020.
* The off-site limited support and assistance fee will increase from $100 to $130/hour effective January 1, 2020.
Should you have any questions on the above changes, please free to contact service@gmsactg.com or 800/933-3501 ext 1.
We thank you for your support and continued business.
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To save or print the December issue of GMS News:
| GMS News December 2019.pdf |
