Payroll > Utilities > Mass Update W-2 Employer Sponsored Health Care
This utility is used to mass update all employees' employer-sponsored health coverage amounts (i.e., the Emplr Sponsored Health Coverage field on the Maintenance > Calendar YTD > Calendar YTD Data page) in a single occurrence. The user can mass update data based on pay frequency(ies), from/to pay dates, deduction code(s), and from/to amounts from the employees' pay history. This amount is reported in Box 12 for code DD - Cost of employer-sponsored health coverage on the employee W-2 Form.
Once the data is updated using this page, the changes are reflected in the individual records.
The preview report is sorted in ascending order by the employee name, pay frequency, pay date, and deduction code.
❏ Under Pay Frequency, select one or more pay frequencies for which you want to access data. By default, only the pay frequencies that are selected on the District Administration > Tables > District Information > Payroll Frequencies tab is enabled and selected.
| Field | Description |
|---|---|
| Calendar Year | Type the four-digit calendar year for which you want to update data. By default, the field is set to the beginning year displayed in the School Year field on the Finance > Tables > District Finance Options > Finance Options tab. |
| From Pay Date | Type the pay date from which you want to update the W2 amounts. Use the MM-DD-YYYY format. |
| To Pay Date | Type the pay date to which you want to update the W2 amounts. Use the MM-DD-YYYY format. |
❏ Under Option, select one of the following:
| Replace YTD Amount | Select to replace the existing amount displayed in the Emplr Sponsored Health Coverage field on the Maintenance > Calendar YTD > Calendar YTD Data page with the sum of the employee's “To Amounts” per frequency. |
|---|---|
| Add to YTD Amount | Select to add the sum of the employee's “To Amounts” per frequency to the existing amount displayed in the Emplr Sponsored Health Coverage field on the Maintenance > Calendar YTD > Calendar YTD Data page. |
| Ded Cd | Begin typing all or part of the deduction code. As you begin typing the code, a drop-down list displays deduction codes and descriptions that match the numbers you have typed. Select the deduction code from the drop-down list to auto-populate the Description field with the deduction code description. Note: The same deduction code can be used multiple times if various employee contribution amounts exist for that deduction code during the selected from/to pay date range. |
|---|---|
| From Amount | Type the employee's contribution amount to determine which deduction code(s) amounts to recalculate. |
| To Amount | Type the amount that will either replace or add to the existing amount displayed in the Emplr Sponsored Health Coverage field on the Maintenance > Calendar YTD > Calendar YTD Data page. The amount is per pay date and is a combination of the employee and employer contribution amounts. |
❏ Click +Add to add a row.
❏ Click Execute. The Amounts and Deduction Listing report is displayed. Review the report.
❏ Click Continue to view the next report or click Cancel to return to the report window. If errors are encountered, an Error Report is displayed. You can review the report as described above.
❏ Click Process to update the employees' employer-sponsored health coverage amounts.
A message is displayed indicating that the process was completed successfully.
Note: After processing the utility, the value in the Emplr Sponsored Health Coverage field on the Maintenance > Calendar YTD > Calendar YTD Data page is updated for each employee; however, employee pay/deduction history records are not updated.
Important: Once you close the report window, the report will no longer be available for viewing. If you need to reference the report data at a later time, save or print the report as described below. Review the report.
❏ Click Cancel to return to the Mass Update W2 Employer Sponsored Health Care page without processing the data.