Payroll Calendar Year-End Processing For 1999

John P. Kruczek, University Controller

The Bureau of State Payrolls (BOSP) has advised agencies of key dates for the 1999 calendar year-end. Due to holiday processing deadlines and W-2, Wage and Tax Statement, reporting constraints an early review of your Paylists on December 22, 1999 for the December 30, 1999 pay date is critical. The following is additional information your payroll staff should be aware.

Employee Earnings Adjustments
All adjustments made to 1999 earnings or taxes between December 28, 1999 and January 11, 2000 will have the message “Employee: Please Hold for W-2C” printed on the W-2. This message means the employee is to be given the original W-2 form, but should refrain from filing a tax return until the Form W-2c is received. Both the W-2 and W-2c are filed with the tax return.

Adjustments submitted after January 11, 2000 will generate a W-2c, Corrected Wage and Tax Statement. However, the original 1999 Form W-2 will not display the message indicating that a corrected W-2 (W-2c) is in process and warning the employee to delay filing their personal tax return. Please advise your employees if an adjustment is requested after this date.

Employee Refunds Resulting From Wage Overpayments
Employee refunds for any overpayments must be received in the Payroll office by December 28, 1999 to be processed as a 1999 transaction. This is required since the Internal Revenue Service will not refund federal income taxes withheld from a prior year. Refund payments collected after that date require the employee to reimburse the net wage amount plus Federal Income taxes withheld.

EFT and Warrant Cancellations
All memorandums requesting EFT and warrant cancellation for the December 30, 1999 pay date must be received in Payroll Services by 12:00 p.m. December 23, 1999. Requests received after this date will generate a W-2c.

Forms W-2 Distribution
Original Forms W-2 will be distributed to the University of Florida by the Bureau of State Payrolls by January 21, 2000. As soon as the W-2’s are sorted, departments will be called to pick-up the forms for their employees and distribute them to current and terminated employees. The University Payroll Office will provide mailing envelopes. Return mail should be sent to the University Payroll Office for redistribution should the employee make inquiry.

Should you have any questions, please email your inquiries or requests to Donna McClure; dmcclure@ufl.edu Greg McEachern; gmc1@ufl.edu, or Murphy Miller; mjmiller@ufl.edu. You may also call at 392-1231 with any questions. Updates to any new information will be posted on the Payroll Internet Page; http://www.admin.ufl.edu/division/fa/payroll/payroll.htm.