On Demand Webinar

Preparing for Year End 2023 and Year Beginning 2024

Webinar Details $219

  • Rated:
  • Webinar Length: 100 Minutes
  • Guest Speaker:   Vicki Lambert
  • Topic:   Human Resources, Taxation and Accounting
  • Credit:   HRCI 1.5, SHRM 1.5, ATAPR 1.5, CPE 2.0, ATAHR 1.5, RCH 1.5
All Access Membership
This webinar concentrates on preparing the department for the end of the calendar tax year and the new year processing.  Topics include reconciling, completing and submitting Form W-2 federal and state; update to annual changes from the IRS, SSA, DOL and on the state level; and best practices that will help make the year-end and year beginning go smoother.

Preparing for year-end should not begin in October or November as it may have in the past. Preparation should begin in January and be conducted throughout the calendar year. This is especially important now as the IRS is looking at year-end compliance issues. In this webinar we will give the latest best practices to help your payroll department transition from a year end crunch to a smooth and compliant year end process. We will discuss how check lists can help keep you on track to ensure all tasks are completed. How a simple two-page memo can prevent dozens of employee questions. We will cover how your duplicate Form W-2 request form and procedures should be set up and in place in advance of issuing the forms and how it will assist you when processing those requests in the upcoming year.

We will provide example of check lists that should be prepared for each year end to assist in a smooth transition. We will also provide updates for calendar year 2024 on such items as social security wage base, deferred compensation limits, mileage rates and Forms W-2 and 941. This webinar will provide a sample of a form to request a duplicate Form W-2 that can be used by the attendee in their own department as well as information on setting up the procedures for requesting the form.  We will discuss how to work throughout the year to collect information from accounts payable for year-end instead of trying to obtain all the information in December. We will demonstrate how this helps smooth out the year end processing and relieve year end stress for both departments.  We will provide the basis for a year end memo to help payroll departments inform the company’s employees of what lies ahead for the upcoming year to help curtail questions during this hectic time for payroll.
We will also cover any late-breaking legislation/regulation changes.

Information covered in the presentation:
Latest update on the Form W-4 for 2024!
Reconciliation of Form W-2 to Form 941 and why it must be done
Update on year-beginning annual changes for social security wage base, fringe benefit limitations, federal per diem allowance, standard mileage rate, qualified transportation fringe benefits, and more.
How to use the required year-end notice to update your employees for the coming year 
Best practices on organizing the payroll department for year-end including action item check lists for Form W-2, Year end and Year beginning to ensure a smooth process
How to handle duplicate requests for Form W-2 including charging fees
Status review of Publication 1494 for 2024
Changes to Form W-2 for 2023
Best practices for gathering, calculating and reconciling W-2 data all year long as is now expected by the IRS
Taxation of fringe benefits for year-end including awards and prizes, personal use of company cars and gift certificates
Latest update on white-collar exemptions
Electronic delivery of W-2s to employees
When to use the Form W-2c and when to correct the W-2 itself 
State regulatory changes affecting payroll including SUI wage bases, minimum wage increases and more
Review of EFW-2 record changes for tax year 2023
Verifying employee names and SSN’s
Review of filing deadlines
Third Party Sick Pay reporting

Who will Benefit:
Payroll Executives/ Managers/ Administrators/ Professionals/ Practitioners/ Entry Level Personnel
Human Resources Executives/ Managers/Administrators
Accounting Personnel
Business Owners/ Executive Officers/ Operations and Departmental Managers
Attorneys/ Legal Professionals
Any individual or entity that must deal with the complexities and requirements of Payroll compliance issues for Year End closing and preparing for the upcoming year.
  1. Introduction
  2. What We Will Cover… 00:01:05
  3. Our Focus For Today 00:05:46
  4. IRS Update 00:08:14
  5. IRS Update - What We Will Cover 00:08:16
  6. IRS - Pension Plans for 2024 00:08:24
  7. IRS - Pension Plans for 2024 Cont’d 00:08:40
  8. IRS - Per Diems and FEIE 2024 00:09:03
  9. IRS Transportation Fringe Benefits 2024 00:12:09
  10. IRS Earned Income Credit 00:12:43
  11. IRS Adoption Benefits - 2024 00:13:54
  12. FSA Changes - 2024 - Section 125 Plan 00:14:18
  13. FSA Changes - 2024 -  IRS Guidance 00:14:32
  14. High Deductible Health Plan 2024 00:14:40
  15. Supplemental Tax Rates - 2024 00:15:21
  16. Exempt from Levy Amounts 2024 - Pub 1494 00:16:56
  17. Tax Tables - 2024 Pub 15-T 00:17:43
  18. Nonresident Alien Table - 2024 00:18:24
  19. Federal Holidays for 2024 00:19:24
  20. Taxation of Fringe Benefits 00:20:51
  21. Affordable Care Act Reporting: Code DD 00:30:21
  22. Reporting Employer-Provided Health Care Coverage 00:30:44
  23. Reporting Employer-Provided Health Care Coverage - Transitional Relief 00:32:44
  24. Reporting Employer-Provided Health Care Coverage - Code DD 00:34:05
  25. Form W-2 Reporting Of Employer-Sponsored Health Coverage Form 00:34:16
  26. Form W-2 Reporting Of Employer-Sponsored Health Coverage Form Cont’d 00:34:38
  27. Form 1094-B, Form 1094-C, Form 1095-B, And Form 1095-C 00:34:43
  28. Form 1094-B, Form 1094-C, Form 1095-B, And Form 1095-C- Filing Deadlines and Methods 00:35:12
  29. Form 940 for 2023 - Parts 1-4 00:35:26
  30. Form 940 for 2023 - Parts 5-7 00:35:46
  31. Form 940 for 2023 - Schedule A 00:35:48
  32. FUTA Credit Reduction for 2023 00:35:57
  33. Form 941 for 2024 - Part 1 00:38:00
  34. Form 941 for 2024 - Parts 2-5 00:38:35
  35. Form 941 SS & PR for 2024 00:39:15
  36. Form 944 for 2023 - Part 1 00:41:42
  37. Form 944 for 2023 - Part 1 & 2 00:42:03
  38. Form 944 for 2023 - Parts 3-5 00:42:54
  39. Form W-2 for 2024 Example 00:43:10
  40. Form W-3 for 2023 - Final Version Example 00:43:29
  41. Form W-2C 00:44:05
  42. Form W-3C 00:44:20
  43. Form W-4 for 2024  00:44:32
  44. Form W-4 for 2024 - Step 2(a) 00:45:27
  45. 941X Form Series 00:45:39
  46. Third-Party Sick Pay Form 00:46:28
  47. Federal and State Updates 00:49:21
  48. Department of Education Update 00:49:24
  49. Child Support 00:50:11
  50. State Update - 2024 00:51:11
  51. State Update: Be Sure To Check… 00:51:26
  52. State Minimum Wage - Eff. 1-1-24 00:56:22
  53. Current Local Minimum Wage as of 1-1-24 00:56:36
  54. Current California Local Minimum Wage as of 1-1-24 00:56:47
  55. State SUI Wage Bases 2024 00:56:56
  56. California: Agricultural Workers 00:57:13
  57. Less than 25 Agricultural Workers 00:58:41
  58. Washington Agricultural Workers And Overtime 00:59:35
  59. State Updates- Al, AK, AR, & CA 01:00:36
  60. State Updates - IL, NY, NC, ND 01:02:11
  61. State Updates - Oregon 01:02:50
  62. State Updates - 10 Forms Limit 01:04:01
  63. State Updates SDI/TDI/Meals & Lodging - Vermont 01:04:30
  64. State Updates SDI/TDI - California 01:04:39
  65. State Updates SDI/TDI -  New Jersey 01:05:55
  66. City/States Map 01:06:06
  67. State Updates—Paid Leave 01:07:42
  68. Legislative Update 01:08:48
  69. Federal 01:09:11
  70. Social Security Update 01:12:18
  71. SSA Update What We Will Cover 01:12:18
  72. Social Security 01:12:34
  73. Medicare 01:12:52
  74. Additional Medicare Tax 01:12:55
  75. Physical Changes to Form W-2 for 2023 01:13:02
  76. Filing Limits May Be Changing This Year Or Next Year! 01:13:49
  77. EFW-2 Record Changes for 2023 01:14:09
  78. Electronic Forms W-2 to Employees 01:14:33
  79. Disclosure Requirements 01:15:19
  80. Disclosure Example from Yale 01:15:46
  81. Disclosure Example from Yale Cont’d 01:15:56
  82. When to Use Form W- 2C 01:16:44
  83. Form W- 2C Example 01:18:17
  84. Filing Requirements 2023 01:18:22
  85. Review of Filing Deadlines for 2023 01:19:21
  86. Form W-2 Due Dates 01:19:47
  87. Form W 2 Electronic Filing Requirements 01:19:53
  88. Reconciliation Form 01:20:20
  89. Form W-2 Reconciliation Form 01:20:29
  90. Best Practices Review 01:21:04
  91. Penalties In Effect 01:21:59
  92. Penalties In Effect 2023 01:23:00
  93. De Minimis Errors - New Due Date And Penalties Updated 01:23:17
  94. De Minimis Errors - Safe Harbor 01:23:52
  95. Social Security Number Verification Service (SSNVS) 01:25:01
  96. With SSNVS You May 01:25:48
  97. Results Received 01:26:32
  98. Mismatch Codes 01:26:40
  99. Results Received 01:27:01
  100. Sample Letter Employers Can Give to Employees 01:27:27
  101. Reconciliations 01:28:48
  102. Their Reconciliation Process of Your Forms 01:28:50
  103. Reconciliation Process 01:29:00
  104. Items Reconciled 01:29:08
  105. SSA Reconciliation Points 01:29:36
  106. SSA Reconciliation Points Cont’d 01:30:33
  107. Rejected Wage Reports 01:30:47
  108. Reconciliation of Form 941 to Form W-2 01:31:40
  109. Reconcile Form W-2 to Itself 01:31:51
  110. Reconciliation 01:32:44
  111. Reconciliation -  Box 13 01:32:53
  112. Year End 01:33:06
  113. Notifying the Employees Memo…01:33:21
  114. Military Spouse Exemptions 01:35:56
  115. Action Item Checklists 01:36:33
  116. Year End 01:36:43
  117. New Year 01:37:17
  118. Form W-2 01:38:05
  119. Duplicate Form W-2 01:38:33
  120. Sample Request For Duplicate Form W-2 for Tax Year: 2023 01:39:54
  121. Links and Websites 01:40:23
  122. Questions? 01:40:26
  123. Presentation Closing 01:56:02
  • Accounts Payable (AP) 00:22:31
  • Affordable Care Act (ACA) 00:30:34
  • Business Services Online (BSO) 00:07:11, 00:43:56, 01:12:33, 01:18:22, 01:25:07
  • Child Support 00:49:27, 00:54:16
  • De Minimis  01:23:32
  • Department of Labor (DOL) 00:06:43, 01:09:14
  • Due Dilligence 00:25:27
  • EITC - Earned Income Tax Credit 00:12:45
  • Exempt 00:58:02, 01:33:35
  • Expatriate 00:11:17
  • Fair Labor Standards Act (FLSA) 00:58:04
  • Federal Insurance Contributions Act (FICA) 00:46:59
  • Federal Unemployment Tax Act (FUTA) 00:35:57
  • Foreign Earned Income Exclusion (FEIE) 00:09:03
  • Form 1094-B 00:34:53
  • Form 1094-C 00:35:07
  • Form 1095-B 00:34:56
  • Form 1095-C 00:35:03
  • Form 940 00:06:39, 00:35:26
  • Form 941 00:06:36, 00:38:01, 00:47:29, 01:29:38
  • Form 941-PR 00:39:49, 00:40:31
  • Form 941-SS 00:39:47
  • Form 941-X 00:45:39
  • Form 944 00:41:42
  • Form W-2 00:06:38, 00:07:58, 00:13:04, 00:20:03, 00:32:53, 00:43:06, 00:47:19, 01:12:28, 01:13:04, 01:31:01, 01:38:38
  • Form W-2C 00:44:05, 01:12:30, 01:24:13
  • Form W-3 00:43:28, 00:44:20
  • Form W-3C 00:
  • Form W-4 00:06:39, 00:44:32, 00:56:04, 01:33:24
  • Fringe Benefits 00:06:05, 00:07:23, 00:08:22, 00:12:10, 00:20:53
  • Income Withholding for Support (IWO) 00:50:43, 00:54:32
  • Independent Contractor 01:21:34
  • Levy 00:17:03
  • Minimum Wage 00:51:19, 00:56:24
  • Nonresident Alien (NRA) 00::18:25
  • OASDI 00:07:11, 01:12:48
  • Overtime 00:58:04, 01:21:31
  • Pension Plan 00:06:00, 00:08:17
  • Per Diem 00:08:17, 00:10:57
  • Publication 1494 00:17:06
  • Publication 15-T 00:04:29, 00:10:05, 00:17:46, 00:39:14
  • Safe Harbor 01:23:54
  • Standard Mileage Rate 00:06:02, 00:08:17, 00:09:03, 00:10:45
  • State Unemployment Insurance (SUI) 00:07:00, 00:36:34, 00:51:17, 00:56:56
  • Tax Cuts and Jobs Act 00:12:39
  • Temporary Disability Insurance (TDI) 01:05:57
  • Wage 00:06:51, 01:23:58, 01:30:40
  • Wage Base 00:51:18, 01:02:59, 01:05:10, 01:12:22

Accounts Payable (AP): The amount of money a company owes creditors (suppliers, etc.) in return for goods and/or services they have delivered.

Affordable Care Act: The Affordable Care Act, formally known as the Patient Protection and Affordable Care Act, and colloquially known as Obamacare, is a United States federal statute enacted by the 111th United States Congress and signed into law by President Barack Obama on March 23, 2010.

Business Services Online (BSO): The Business Services Online (BSO) Suite of Services allows organizations, businesses, individuals, employers, attorneys, non-attorneys representing Social Security claimants, and third-parties to exchange information with Social Security securely over the internet.

Child Support: Child support is an ongoing, periodic payment made by a parent for the financial benefit of a child following the end of a marriage or other similar relationship.

De Minimis: Too trivial or minor to merit consideration.

Department of Labor (DOL): The United States Department of Labor is a cabinet-level department of the U.S. federal government responsible for occupational safety, wage and hour standards, unemployment insurance benefits, reemployment services, and some economic statistics; many U.S. states also have such departments.

Due Diligence: Due diligence is a process or effort to collect and analyze information before making a decision or conducting a transaction so a party is not held legally liable for any loss or damage. The term applies to many situations but most notably to business transactions.

EITC - Earned Income Tax Credit : The United States federal earned income tax credit or earned income credit is a refundable tax credit for low- to moderate-income working individuals and couples, particularly those with children. The amount of EITC benefit depends on a recipient's income and number of children.

Exempt : Exempt employee is a term that refers to a category of employees set out in the Fair Labor Standards Act. They do not receive overtime pay, nor do they qualify for the minimum wage

Expatriate: An expatriate (often shortened to expat) is a person residing in a country other than their native country. ... However, the term 'expatriate' is also used for retirees and others who have chosen to live outside their native country. Historically, it has also referred to exiles.

Fair Labor Standards Act (FLSA): The Fair Labor Standards Act of 1938 29 U.S.C. § 203 is a United States labor law that creates the right to a minimum wage, and "time-and-a-half" overtime pay when people work over forty hours a week. It also prohibits most employment of minors in "oppressive child labor".

Federal Insurance Contributions Act (FICA): The Federal Insurance Contributions Act is a United States federal payroll contribution directed towards both employees and employers to fund Social Security and Medicare—federal programs that provide benefits for retirees, people with disabilities, and children of deceased workers.

Federal Unemployment Tax Act (FUTA): The Federal Unemployment Tax Act (FUTA) is a federal law that imposes an unemployment tax on employers. The FUTA tax funds the federal government's oversight of each state's unemployment program. Only employers pay FUTA tax. You must deposit the tax quarterly and file an annual form.

Foreign Earned Income Exclusion (FEIE): The foreign earned income exclusion is intended to prevent double taxation by excluding income taxed in another country from U.S. taxation. The U.S. Internal Revenue Service (IRS) will tax your income earned worldwide; however, if you are an American expat, this means you are taxed twice on this income.

Form 1094-B: Form 1094-B is essentially a cover sheet used by insurance providers when they send the Internal Revenue Service (IRS) information about who has health coverage that meets the standards of the Affordable Care Act. The 1094-B is a brief form that takes up less than a page.

Form 1094-C: Form 1094-C is used to report to the IRS summary information for each employer and to transmit Forms 1095-C to the IRS. Form 1095-C is used to report information about each employee.

Form 1095-B: Form 1095-B is used as proof of Minimum Essential Coverage (MEC) when filing your state and/or federal taxes. It should be kept with your other tax information in the event the Internal Revenue Service (IRS) or Franchise Tax Board (FTB) requires you to provide it as proof of your health care coverage.

Form 1095-C: Form 1095-C provides information about the health coverage offered by your employer and, in some cases, about whether you enrolled in this coverage. Use Form 1095-C to help determine your eligibility for the premium tax credit.

Form 940: Use Form 940 to report your annual Federal Unemployment Tax Act (FUTA) tax. Together with state unemployment tax systems, the FUTA tax provides funds for paying unemployment compensation to workers who have lost their jobs. Most employers pay both a federal and a state unemployment tax. Only employers pay FUTA tax.

Form 941: Federal form 941, also called a quarterly federal tax return, is an IRS return that employers use to report their FICA taxes paid and owed for the period. The IRS uses this form to calculate the amount of employer tax payments made during the year as well as the amount of taxes due at the end of the year.

Form 941-PR: Employers in Puerto Rico use this form to: Report income taxes, social security tax, or Medicare tax withheld from employee's paychecks. Pay the Employer's portion of social security or Medicare tax.

Form 941-SS: Use Form 941-SS to report social security and Medicare taxes for workers in American Samoa, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands.

Form 941-X: Adjusted Employer's Quarterly Federal Tax Return or Claim for Refund.

Form 944: Form 944 is designed so the smallest employers (those whose annual liability for social security, Medicare, and withheld federal income taxes is $1,000 or less) will file and pay these taxes only once a year instead of every quarter.

Form W-2: Form W-2 is an Internal Revenue Service tax form used in the United States to report wages paid to employees and the taxes withheld from them. Employers must complete a Form W-2 for each employee to whom they pay a salary, wage, or other compensation as part of the employment relationship. - Wikipedia (https://en.wikipedia.org/)

Form W-2C: W-2C is a form used to make corrections on previously issued wage/tax information (W-2s) from current or prior years. Like Form W-2, it is a multi-use form used to report corrected wages to the IRS (Internal Revenue Service), FTB (Franchise Tax Board), and SSA (Social Security Administration).

Form W-3: Form W-3 is a tax form used by employers to report combined employee income to the Internal Revenue Service (IRS) and the Social Security Administration. Employers who send out more than one Form W-2 to employees must complete and send this form to summarize their total salary payment and withholding amounts.

Form W-3C: Form W-3c is the transmittal of W-2c Forms (Corrected Wage and Tax Statements). Form W-3c is submitted with Form W-2c in most situations when you're paper filing with the SSA. It provides a summary of the data found in the W-2c Form(s) accompanying it.

Form W-4: Form W-4 (otherwise known as the "Employee's Withholding Allowance Certificate") is an Internal Revenue Service (IRS) tax form completed by an employee in the United States to indicate his or her tax situation (exemptions, status, etc.) to the employer.

Fringe Benefits: An extra benefit supplementing an employee's salary, for example, a company car, subsidized meals, health insurance, etc.

Income Withholding for Support (IWO): The IWO is the OMB-approved form used for income withholding in tribal, intrastate, and interstate cases as well as all child support orders that were initially issued in the state on or after January 1, 1994, and all child support orders that were initially issued (or modified) in the state before January 1, 1994 if arrearages occur. This form is the standard format prescribed by the Secretary in accordance with USC 42 §666(b)(6)(A)(ii). The OMB-approved IWO must be issued to employers or other income payers to collect child support.

Independent Contractor: An independent contractor is a person or entity contracted to perform work or provide services to another entity as a non-employee. As a result, independent contractors must pay their own Social Security and Medicare taxes. - Investopedia (https://www.investopedia.com/)

Levy: A tax levy, under United States Federal law, is an administrative action by the Internal Revenue Service under statutory authority, generally without going to court, to seize property to satisfy a tax liability. The levy "includes the power of distraint and seizure by any means".

Minimum Wage: The lowest wage paid or permitted to be paid specifically fixed by a legal authority or by contract as the least that may be paid either to employed persons generally or to a particular category of employed persons.

Nonresident Alien (NRA): This income is taxed at a flat 30% rate, unless a tax treaty specifies a lower rate. Nonresident aliens must file and pay any tax due using Form 1040NR, U.S. Nonresident Alien Income Tax Return or Form 1040NR-EZ, U.S. Income Tax Return for Certain Nonresident Aliens with No Dependents.

OASDI: OASDI stands for old age, survivors, and disability insurance tax, and the money that your employer collects goes to the federal government in order to fund the Social Security program.

Overtime: Overtime is time and a half of what an employee earns for every hour worked over 40 in a workweek. The FLSA salary threshold is the minimum salary employers must pay employees for them to be exempt from overtime wages.

Pension Plan: A pension fund, also known as a superannuation fund in some countries, is any program, fund, or scheme which provides retirement income. Pension funds typically have large amounts of money to invest and are the major investors in listed and private companies.

Per Diem: (Latin for "per day" or "for each day") or daily allowance is a specific amount of money an organization gives an individual, often an employee, per day to cover living expenses when traveling for work. - Wikipedia (https://en.wikipedia.org)

Publication 1494: The IRS mails Publication 1494 (PDF) with the levy which explains to your employer how to determine the amount exempt from levy.

Publication 15-T: Employers use Publication 15-T to figure the amount of federal income tax to withhold from their employees' wages.

Standard Mileage Rate: The standard mileage rate, also known as the mileage per diem or deductible mileage, is the default cost per mile set by the Internal Revenue Service (IRS) for taxpayers who deduct the expense of using their personal vehicles for business, charitable, or medical purposes.

State Unemployment Insurance (SUI): The Federal-State Unemployment Insurance Program provides unemployment benefits to eligible workers who are unemployed through no fault of their own.

Tax Cuts and Jobs Act: The Act to provide for reconciliation pursuant to titles II and V of the concurrent resolution on the budget for fiscal year 2018, Pub.L. 115–97, is a congressional revenue act of the United States originally introduced in Congress as the Tax Cuts and Jobs Act, that amended the Internal Revenue Code of 1986.

Temporary Disability Insurance (TDI): Temporary Disability Insurance provides cash benefits to workers who suffer an illness, injury, or other disability that prevents them from working, and wasn't caused by their job.

Wage: A fixed regular payment, typically paid on a daily or weekly basis, made by an employer to an employee, especially to a manual or unskilled worker.

Wage Base: The taxable wage base is the amount of an employee's income from which the IRS calculates an individual's tax liability for Social Security. In other words, the taxable wage base is the income an employee earns on which Social Security taxes must be paid.

Guest Speaker

  • Vicki M. Lambert, CPP

HRCI Credit

Human Resource Certification Institute
This program has been approved for credit hours through the HR Certification Institute. For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org.

SHRM Credit

Society for Human Resource Management
Aurora Training Advantage is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CPSM or SHRM-SCPSM. For more information about certification or recertification, please visit www.shrmcertification.org.

ATAPR Credit

Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in payroll.

CPE Credit

Continuing Professional Education

Aurora Training Advantage is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org.

For more information regarding administrative policies such as complaint and refund, and cancellation please contact our offices at 407-542-4317 or training@auroratrainingadvantage.com.

You must answer all questions during the webinar, view the recording completely and pass the test at the end with 70% correct answers to receive CPE credit.

ATAHR Credit

Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in human resources.

RCH Credit

American Payroll Association

Aurora Training Advantage is an approved provider through the American Payroll Association. To receive credit through the American Payroll Association for this program you MUST attend the program in its entirety.