CenterPoint Payroll - End-of-Year Frequently Asked Questions

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Document #: 3142 Product: CenterPoint® Payroll

 

The following topic provides instructions on how to update tax tables, print tax forms and covers the most common questions the Red Wing Software support team receives during year-end.


Important 2018 W-2 Filing Deadline for 2019: The Internal Revenue Service filing deadline for W-2 forms submitted to the Social Security Administration is January 31, 2019 whether you file using paper forms or electronically.

Note: The deadline listed above was taken directly from the form instructions on the Internal Revenue Service website and is subject to change by the Internal Revenue Service.

Red Wing Software Website

Q. I'm attempting to log into the Red Wing Software website, but it does not recognize my Email and/or Password?

A. Follow the instructions below for information about the Red Wing Software website.

To Log in to the Red Wing Software Website:

  1. In your web browser, enter www.redwingsoftware.com, and press Enter.
  2. In the upper-right of the Red Wing Software home page, click Log in.
  3. Enter your Email Address and your Password.

IMPORTANT: From now on, your Email Address will be used to log in, rather than a Username. The username will no longer be needed. Once logged in, the My Member Account page will display where you can locate specifics about your Customer Care Membership, Auto-Renewal Information, Product Updates, E-newsletters, etc. If your email address has changed since you registered on the Red Wing Software website, you will need to register again using your new email address. Please see the "To Register on the Red Wing Software website" section below for more information.

  1. Click Login.

To Register on the Red Wing Software Website:

If you have not previously registered or logged in on the Red Wing Software website, please follow the steps below:

  1. In your web browser, enter www.redwingsoftware.com, and press Enter.
  2. In the upper-right of the Red Wing Software home page, click Log in.
  3. Click Register.
  4. In the Account Number box, enter your company Account Number. Your Account Number can be located in a few different places:
    1. On the Support Certificate that you receive upon renewing Customer Care Membership.

    2. Red Wing Software sends customers a renewal form for Customer Care Membership. This renewal form contains your account number.

    3. Invoices you’ve received from Red Wing Software contain your account number.

    4. If others at your company have already registered, they can sign in to their account and find your company’s account number at www.redwingsoftware.com/home/myaccount.

  5. Continue entering your Title, First and Last Name, Email Address (which is your login) and a Password.
  6. Enter the displayed Security Verification code, and then click Submit.

 

To Retrieve a Forgotten Password:

  1. In your web browser, enter www.redwingsoftware.com, and press Enter.
  2. In the upper-right of the Red Wing Software home page, click Log in.
  3. Click the link.
  4. Enter/verify your Email Address.
  5. Enter the Security Verification code, and then click Send. Click Close.
  6. Wait until you receive an email that includes instructions to reset your password.
  7. Click the link in the email that you received from Red Wing Software.
  8. Enter the Validation Code which was included in the email. If you enter the code and it is not recognized, copy and paste the code from the email. The Validation Code expires in 24 hours.
  9. Enter a New Password and then Re-enter the New Password.
  10. Click Submit.
  11. Click OK.

To Log Out of the Red Wing Software Website:

  1. At the top of the Red Wing Software home page, click Welcome, (Your Name).
  2. In the displayed menu, select Logout.

Tax Tables

Q. When will the new payroll tax table updates be available for 2019?

A. All Federal and State tax table changes will be available prior to the end of 2018. Typically, we receive and distribute the first tax table updates in the December 20 time frame. We will notify you via e-mail and/or fax when the Federal tables are available to download.

 

Q. How do I install the 2019 tax table updates?

A. This process requires internet access. While in CenterPoint Payroll, select Help > Online Support Services > Check for CenterPoint Updates. Click Install Current Updates. The update(s) will automatically download and install. When the download and installation are complete, click Launch CenterPoint.

Note: If you also have a CenterPoint Accounting program installed this menu may be named slightly different but the available option will also update your tax tables.

 

Q. How can I get the 2019 tax tables if I don’t have internet access on the computer that has CenterPoint Payroll installed?

A. Following the instructions below, the tax tables can be downloaded from any computer that has internet access. This process does require the use of a removable drive (CD, thumb, zip or flash drive, USB Drive, etc.).

  1. Log into the Red Wing Software website at www.redwingsoftware.com. From the Welcome (Your Name) menu, select My Account Home, select the Downloads tab, under CenterPoint Payroll select Downloads, and then select 2019 Payroll Tax Update.
  2. Click the download file and follow the on-screen instructions.
  3. When the download is complete, exit the website. Copy the CenterPointPayrollTaxUpdate.exe file from your desktop to the
    removable drive (CD, thumb drive, etc.) you’ll be using to move the downloaded file.
  4. Take the removable media source to the computer with CenterPoint Payroll and install by double-clicking on the
    CenterPointPayrollTaxUpdate
    .exe.

If you do not have internet access available at any computer to download the tax table updates, please call the Red Wing Software Sales department at 800-732-9464.

 

Q. When installing my tax table update on a network, do I need to install it at every computer?

A. Yes, all workstations and the server should be updated to the same version.

 

Q. How do I verify that the 2019 tax tables were installed correctly?

A. You can verify that the tax tables were properly installed by selecting File > Payroll Administration > Taxes. Select Soc Sec and then click Edit. Click the Detail tab and verify that the Limit under the Employee Tax Detail is 132,900.

 

Q: Do I need to update any of my tax rates or amounts manually?

A. All of the State and Federal taxes are updated when you install the tax table update, except for your State Unemployment Rate. This rate needs to be entered before the first payroll in 2019 or as soon as you receive it from your State Unemployment Agency. Select Setup > Payroll Details > Employers, double-click on your employer, and then click the Taxes tab. Select the State Unemployment Tax on the left side of the screen to display the Tax Details on the right. Enter the new Rate and click Save.

 

Q: I am signed up for the service that automatically sends me an updated Aatrix CD each quarter because I don't have internet access. Will the 2019 tax tables be included on that CD also?

A: Yes, the 2019 Federal tax table changes will be included on the 4th quarter CD.

Affordable Care Act (ACA) Reporting

Important 2018 ACA 1094/1095 Form Filing Deadlines for 2019: Form 1095-C for the 2018 calendar year must be furnished to employees by January 31, 2019. Filers of Form 1095-B must furnish a copy by January 31,2019 to the person identified as the “responsible individual” on the form for coverage in 2018. Forms 1094/1095-B and 1094/1095-C filed in 2019 reporting coverage provided in calendar year 2018 are required to be filed with the Internal Revenue Service by February 28, 2019, or April 2, 2019 if filed electronically.

Note: The deadlines listed above were taken directly from the form instructions on the Internal Revenue Service website and are subject to change by the Internal Revenue Service.

 

Q: What is the Affordable Care Act (ACA)?

A: The Affordable Care Act (ACA) created new reporting requirements mandatory for calendar years 2015 - 2018 and is the responsibility of the employer. Under these new reporting requirements, applicable large employers (ALE) must provide information to the IRS about the health plan coverage they offer (or do not offer) to their employees. The reporting requirement consists of two types of forms and their related transmittals. Any applicable large employer (ALE) with 50+ employees must file ACA 1095 information, including those that do not offer healthcare insurance.

 

Q: What are the filing deadlines for the ACA 1094/1095 Forms?

A: Form 1095-C for the 2018 calendar year must be furnished to employees by January 31, 2019. Filers of Form 1095-B must furnish a copy by January 31, 2019 to the person identified as the “responsible individual” on the form for coverage in 2018. Forms 1094/1095-B and 1094/1095-C filed in 2019 reporting coverage provided in calendar year 2018 are required to be filed with the Internal Revenue Service by February 28, 2019, or April 2, 2019 if filed electronically.

Note: The deadlines listed above were taken directly from the form instructions on the Internal Revenue Service website and are subject to change by the Internal Revenue Service.

 

Q: How do I determine if I am an applicable large employer (ALE) and if I need to track and report Affordable Care Act information?

A: To determine if you are an applicable large employer (ALE), please either contact your tax preparer or accountant or use the links below provided by the IRS.

 

Q: I've determined I am an applicable large employer (ALE), what are my reporting requirements for the Affordable Care Act?

A: To determine what your reporting requirements are, please either contact your tax preparer or accountant or use the links below provided by the IRS.

 

Q: How do I set up the Affordable Care Act Information in CenterPoint Payroll?

A: To set up ACA employer and employee information in CenterPoint Payroll, please refer to the Affordable Care Act (ACA) and CenterPoint Payroll document for specific information or View an Affordable Care Act (ACA) Setup Video - 7 Minutes.

 

Q: I've already set up the Affordable Care Act Information at the end of 2017, are there any changes for 2018?

A: No changes were made to the Affordable Care Act setup information in CenterPoint Payroll in 2018.

 

Q: How do I file my ACA forms with CenterPoint Payroll?

A: Select Reports > Federal & State Payroll Forms & Reports > Federal Tax Forms. Choose the 2018 1095/1094-C or 2018 1095/1094-B and click OK.

Follow the onscreen wizard to complete the form. Please refer to the Affordable Care Act (ACA) and CenterPoint Payroll document for specific information or View an Affordable Care Act (ACA) eFiling Video - 6 Minutes.

 

Q: After I enter all of the applicable information needed for the ACA requirements, when can I begin processing and printing the ACA forms in CenterPoint Payroll and Aatrix?

A: The final version of the ACA forms will not be available until the week of December 17, 2018 when Red Wing Software releases the end-of-year tax forms. You will automatically be prompted to perform an update for Aatrix during this week.

 

Q. What are the steps for printing the ACA forms?

A. Step-by-step instructions (documents and videos) for printing the ACA forms are available in the Help on our website. At www.redwingsoftware.com, select Menu > Payroll Software - CenterPoint Payroll > Help. Within the Help, in the Search bar, enter ACA and then click to display the documents and videos. There are three general steps to printing the tax forms:

  • Transferring information from CenterPoint Payroll to Federal/State Tax Forms (Select Reports > Federal & State Payroll Forms and Reports > Federal Tax Forms).
  • Review the transferred information using the Federal/State Tax Forms viewer and make any needed changes.
  • Print or eFile the forms.

 

Q: If I choose to eFile my ACA forms, is there a charge per form/employee?

A: Yes, please click here to view the eFile pricing for ACA and other tax forms.

 

Q: I've decided to eFile my ACA forms and want more information about signing up to eFile and the eFile process, where can I get more information about eFiling?

A: You can obtain additional information about eFiling at https://customer.aatrix.com/redwingsoftware.

 

Q: Do I need to order ACA forms or can I print them on plain paper?

A:. You are able to print all of your ACA copies on plain paper; you do not need to print the transmittal on preprinted forms.

Note: There is special perforated blank paper available that is recommended for use when printing employee copies of the ACA forms. This paper comes with the ACA instructions printed on the back of the paper (for the employee copy). This paper is available from Computer Forms, Inc. at http://redwing.computerforms.biz/shop_category.aspx?cid=131&vid=72 or by calling 800-458-0158.

 

Q: What are the available Affordable Care Act reporting forms and what are the differences between the forms?

A: The Affordable Care Act reporting forms are:

  • Form 1095-C must be issued by employers with 50+ full time employees (including full-time equivalent employees) or who are a member of an applicable large employer (ALE) group to employees and to the IRS. Filers may submit multiple 1095-C batches to the IRS.
  • Form 1094-C is the transmittal form that must be filed with form 1095-C. This transmittal may have up to three pages which must also be included when e-filing each batch to the IRS.
  • Form 1095-B must be issued by a self-insured employer with less than 50 full-time employees (including full-time equivalent employees), or by the insurer to employees and to the IRS as proof of healthcare coverage.
  • Form 1094-B is the transmittal form that must be filed with form 1095-B.

W-2, 941, 943 and Other Tax Forms

Q: When is the filing deadline for 2018 tax forms?

A: In accordance with Federal law (PATH Act), the filing deadline from the Internal Revenue Service for 2018 W-2 forms submitted to the Social Security Administration is January 31, 2019 whether you file using paper forms or electronically. The Internal Revenue Service filing deadline for 1099-MISC forms reporting non-employee compensation such as payments to independent contractors is January 31, 2019.

Note: The deadlines listed above were taken directly from the form instructions on the Internal Revenue Service website and are subject to change by the Internal Revenue Service.

 

 

Q. Do I need to order W-2, 941 or 943 forms or can I print them on plain paper?

A. You are able to print all of your W-2, 941 and 943 copies on plain paper; you no longer need to print any on preprinted forms. Even the Social Security Copy A (often called the “red copy”) can be printed on plain paper.

Note: There is special perforated blank paper available that is recommended for use when printing employee copies of the W-2s. This paper comes with employee W-2 information printed on the back of the paper (for the employee copy) and blank for the State / Local copies. This paper is available from Computer Forms, Inc. at http://redwing.computerforms.biz/shop_category.aspx?cid=131 or by calling 800-458-0158.

 

Q. Do I need to order 1099 forms or can I print them on plain paper?

A. The majority of your 1099 copies will be printed on plain paper; but the Federal government does require that the Copy A
(often called the “red copy”) be printed on a preprinted form. These forms are available from Computer Forms, Inc. at
http://redwing.computerforms.biz/shop_category.aspx?cid=131 or by calling 800-458-0158. The IRS does require that you also print your 1096 information on a preprinted red copy.

 

Q. Do I need to print my W-2 forms before I close the 2018 year and print January checks?

A. There is no closing process in CenterPoint Payroll, so W-2 forms can be printed anytime.

 

Q. What are the steps for printing the tax forms (W-2, 940, 941, 943 and 1099s)?

A. Step-by-step instructions (documents and videos) for printing various tax forms are available in the Help on our website. From within CenterPoint Payroll, select Help > CenterPoint Payroll Help. Within the Help, select Menu > Tax Reporting & End of Year to view all tax forms printing topics. There are three general steps to printing the tax forms:

  1. Transferring information from CenterPoint Payroll to Federal/State Tax Forms (Select Federal & State Payroll Forms and Reports > Federal Tax Forms).
  2. Review the transferred information using the Federal/State Tax Forms viewer and make any needed changes.
  3. Print or eFile the forms.

 

Q. Why is the 2018 W-2 not available in the list when I select Reports > Federal & State Payroll Tax Forms & Reports?

A. You need to install the latest update of Aatrix Federal and State Tax Forms. Select Help > Online Support Services > Check for Fed/State Tax Forms Updates. Your system will be updated with the latest Aatrix Federal and State tax forms. The Aatrix update should be available the week of December 17, 2018.

 

 

Q. I’m trying to process my Federal forms (W-2, 1099, etc.), but I keep getting the message “Would you like to register now, or evaluate?”

A. You’ll need to register your Federal/State Tax Forms (Aatrix) software. If you have an internet connection, choose Help > Product Registration > Federal/State Tax Forms Registration. Your login is your Red Wing Software Email Address and will be recognized from the Red Wing Software website, follow the prompts to create your registration code. If you have not registered on the Red Wing Software website or forgot your password, please see the Red Wing Software website section in this document. If you don’t have an internet connection, call 800-732-9464 and request an Aatrix registration code. If a registration code is faxed to you, do not enter the hyphen included in the number. Enter just the letters and numbers.

 

Q. Why am I getting a “forms update” or "mandatory update" message when I try to process my Federal forms (W-2, 1099, etc.) and what do I need to do?

A. At least once a quarter, including at year end, updates are created for the Federal/State Tax Forms (Aatrix) software. When you receive either of those messages, it means that Aatrix has an update available that you should install prior to continuing. If you have internet access at this machine, you can simply select Automatic Update and follow the prompts to do the update through the program. Note: If you have signed up for the service that automatically sends an Aatrix CD at the end of each quarter, please follow the instructions that will be included with the CD. Those CDs will begin shipping before January 1, 2019.

If you don't have internet access at the computer that has CenterPoint Payroll installed, but you do have it available at another workstation, follow the instructions below. This process does require the use of a removable drive (CD, thumb, zip or flash drive, USB Drive, etc.).

  1. Log into the Red Wing Software website at www.redwingsoftware.com, from the Welcome (Your Name) menu, select My Account Home, select the Downloads tab, under CenterPoint Payroll select Downloads, and then select Federal/State Tax Forms (Aatrix). Click the download file and then follow the on-screen instructions.
  2. When the download is complete, exit the website. Copy the RedWingForms.exe file from your desktop to the removable drive (CD, thumb drive, etc.) you’ll be using to move the downloaded file.
  3. Take the removable media source to the computer with CenterPoint Payroll and install by double-clicking on the RedWingForms.exe.

If you don’t have an internet connection at any of the computers, you can call the Red Wing Software Sales department at
800-732-9464, and we’ll send the Federal/State tax forms (Aatrix) updates to you on a CD once a quarter for a minimal annual fee.

 

Q. Can I change the figures on my Federal reports if they are incorrect?

A. Yes, once the data is in Aatrix Federal/State Tax Forms, you can change any figure on the reports that are highlighted blue. Any figure that is highlighted red must be changed before you can print the report. Any figure that is white cannot be changed, but it is a calculated number, so it can be changed by adjusting the fields around the white field.

 

Other Information

Q. Do I need to make a backup at the end of the year?

A. Yes, in fact you should make regular backups throughout the year. We recommend that you make more than one backup of your
database. Develop a backup rotation system. It is a good idea to store a year-end backup each year. Select File > Backup Database to easily backup your databases.

Aatrix history files are backed up by selecting Reports > Federal & State Payroll Forms & Reports > Federal Tax Forms and clicking the Backup button. Click Yes and then click Save to backup all history files.

Q. Is there a year-end closing process that needs to be done in CenterPoint Payroll?

A. There is no closing process for CenterPoint Payroll.

Q. Where do I enter the employer identification number (EIN) that is required when running Federal or State tax forms?

A. Select Setup > Payroll Details > Employers. Select your Employer and click Edit. Click on the Taxes tab. Under the Taxes in the upper left, select Federal to display the Tax Details on the right. Enter your Federal Tax Id.

Each state you calculate payroll taxes with is also listed under the Taxes in the upper left side of the Taxes tab. Under the State, select the State tax such as the State withholding or State unemployment to display the Tax Details on the right. Enter your State Id #. Click Save after completing each required State tax number.

 

Q: How can I get the Year-End Frequently Asked Questions document for another Red Wing Software program?

A: If you have Red Wing Software products that are not covered by this document, you will be able to find a document for your specific product by looking at our website. From your internet browser, enter www.redwingsoftware.com and then select Menu > Find your product > Help.

 

Q. What hours of the day will I be able to contact Red Wing Software support?

A. We will be open our normal hours of operation, 8am to 5pm CST, Monday through Friday. Red Wing Software will be closed Monday, December 24, 2018, Tuesday, December 25, 2018, Tuesday, January 1, 2019, and will be closing at noon on Monday, December 31, 2018.

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