Change to Payroll Screen 160 (Employee Add/Maintenance) - addendum

The Seal of the Office of the State Comptroller



To: All State Agency Payroll/Personnel Units
From: Gary Reardon, Director, Payroll Services Division
Date: November 01, 1999
Subject: 1999 Calendar Year Closing


I Check Cancellations

In order to facilitate year-end processing to ensure timely preparation of W-2's, agencies are reminded to submit all payroll cancellations on the COP-9 Cancellation Form, along with required documentation, to Payroll Services Division, NO LATER THAN DECEMBER 03, 1999.

Please make every effort to keep your cancellations up-to-date to avoid a last minute processing crunch. Failure to meet this deadline will result in erroneous information on W-2's and agencies will have to wait for corrections to be processed.

The Internal Revenue Service prohibits the adjusting of taxes withheld in a prior year. Inasmuch as the Department of Revenue Services has adopted many federal regulations as their own, they have advised us that we cannot adjust prior year state tax withheld either. Therefore, all 1999 check cancellations (actual checks or direct deposits NOT cash recoveries), MUST be received in Payroll Services by December 20, 1999. All requests received after that date, will be returned to the agency for correction (refer to memorandum 96-64).

Due to the fact that the last check date in 1999 is so late in the year (12/30/1999), we may not be able to correct the year to date (YTD) wages of employees whose 12/30/1999 check must be cancelled before W-2's are processed. We will make every effort of correcting the YTD wages and taxes for these employees if the paperwork is received by 12/30/1999. Check reversal paperwork for these checks received after that date may require W-2C's be processed. You will be advised by Payroll Services if you should be expecting a W-2C. Payroll Services will consider 12/30/1999 check reversal requests received after 1/03/2000 to be prior year check reversals and no Federal or State taxes will be adjusted.

A COP-9 Cancellation Form must be processed for:

Check Reversals
Cash Recovery
Awards Compensation

These cancellations adjust employee records to reflect correct W-2 information.

To expedite the processing of COP-9's, please indicate on the form if an employee has reached the maximum FICA wage.

Your anticipated cooperation is appreciated.

Any questions regarding compliance should be directed to Payroll Services at (860) 702-3456.

II Inactive State Employees

In order to properly maintain the employee master file and keep it manageable, the Office of the State Comptroller will terminate (employee status = T), all employees who are active (employee status = blank) or inactive (employee status = N) and have no year-to-date earnings for 1999.

These employees will then be deleted from the master file during year-end processing.

Please note: Employees with year-to-date balances for health
insurance will not be terminated.



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