Microsoft Dynamics GP Year-End Release 2015: US Payroll

It’s that time again!!! The end of the year is fast approaching, and I’d like to provide you with information you’ll need ensure that your Payroll Year End goes smoothly.
The 2015 Year-End Update for GP 2013 was released on 11/20/2015 and GP 2015 was released today to ensure you have plenty of time to install prior to year-end. In Support, we are often asked if it is OK to install the 2015 Year End Update even though 2015 payrolls are not completely processed. The answer to that is YES YOU CAN! We release the update early so you have plenty of time to install it.
This update is all inclusive of prior updates for Microsoft Dynamics GP 2013 and GP 2015.
The 2016 Round 1 Tax Update (tax table update only) is targeted to be available the week of December 21, 2015. *Do not install this until ALL pay runs for the 2015 year are completed.
The 2016 Round 2 Tax Update will be available mid-January 2016.
Please review all documentation in detail so you are well prepared for the year-end close, specifically around what has changed for this year. Click HERE to download the U.S. 2015 Year End Update manual.
 
Please Note: The 2015 Year-End Update and 2016 Tax Updates will not be available for Microsoft Dynamics GP 2010 and prior versions. Click HERE for more information.

When should the Year End Close be done?
The Payroll Year End Close should be processed after all pay runs have been completed in the current year, and before processing any pay runs in the new year.
 
Are there any changes I should know about related to the Year End Update for Payroll?
 Microsoft Dynamics GP 2013 (version 12.00.2023) and Microsoft Dynamics GP 2015 (14.00.0898):
• There are NO W2 form changes
• Added W3 ‘Kind of Payer’ option in the ‘Print W-2 Forms’ window – Please note: this is not required for reporting in 2015 year:

• EFW2 change (Electronic Filing)

The submitter information – Attn/Suite/Room# field is no longer required for electronic filing.
Users can continue to populate this field if desired, and should not run into a problem submitting electronically if it’s included in the file.
As always, use Accuwage for Electronic File Verification prior to submitting electronically! 

• Affordable Care Act, click HERE for a list of changes
• Product Quality Fixes, click HERE to see what’s been fixed

 
What does the Year End Close process do?
Creates the ‘Year End Wage’ file with annual wage information used to generate W2s, W3s, 1099’s, EFW2’s (aka Magnetic Media), 1095-Cs, and 1094-Cs for the year being closed.
 
What steps should I take to close the year? (See KB Article 850663 for detailed instructions on each step listed below):
**First and foremost make a restorable backup of the company database so you can restore should you run into a problem.**
1.  Complete all pay runs for the current year. 
2.  Complete all month-end, period-end, or quarter-end procedures for the current year. 
3.  Make a backup of the original file.
4.  Install the Year-End Update. 
5.  Create the Year-End file. 
6.  Make a backup of the new file. 
7.  Verify W-2 and 1099-R statement information. 
8.  Print the W-2 statements and the W-3 Transmittal form. 
9. Print the 1099-R forms and the 1096 Transmittal form. 
10. (Optional:) Create the W-2 Electronic file. 
11. (Optional:) Archive inactive employee Human Resources information. 
12. Set up fiscal periods for 2016. 
13. (Optional:) Close fiscal periods for the payroll series for 2015. 
14. Install the payroll tax update for 2016. 
 
To recap, prior to processing a pay run in 2016 the following is:
Required:
All 2015 pay runs completed.
Year End Wage File created.
Backup of company database made.
Payroll Tax Update for 2016 (2016 Tax Update Round 1) installed.
Optional:
Print W-2s.
Create W-2 Electronic File.
 
Why may Microsoft Dynamics GP 2010 users want to upgrade?
Microsoft Dynamics GP 2010 DOES NOT contain Affordable Care Act Changes, the 2015 Year End Update, and will not receive Tax Updates (table and/or code) going forward. If you need changes included in the 2015 Year End Update, you’ll need to upgrade to Microsoft Dynamics GP 2013 or Microsoft Dynamics GP 2015. Click HERE for more information about upgrading!!

What cool feature should I be aware of in association with US Payroll this year?
With the release of Microsoft Dynamics GP 2015 R2 (14.00.0725), Self-Service users can view and print their own W2s!! Click HERE to read more about this new feature in US Payroll.
With the release of the 2015 Year End Update for GP 2015 (14.00.0898), users can control ‘when’ employee self-service users are able to access W2 information!! To enable this new feature, the ‘Publish to Employee Self Service’ field was added to the Print W-2 Forms window (Microsoft Dynamics GP >> Tools >> Routines >> Payroll >> Print W-2s):

Questions about ACA?
Never fear! Click HERE to view Terry’s latest and greatest BLOG (link to be inserted as soon as it’s available).

Assistance for Payroll Year End Close
Microsoft Dynamics GP Blog – https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx
Microsoft Dynamics Community – https://community.dynamics.com/default.aspx
Microsoft Dynamics Support – https://mbs.microsoft.com/support/newstart.aspx

If you are creating a case with the Technical Support Team for assistance with Year End close for Payroll, please refer to the category selections below to ensure you are routed to the correct Support team for assistance:
     –Support Topic Selection:    Payroll
          –Sub-topic Selection:      Year End Procedures 

Resources:
Year-end closing procedures for the Payroll module in Microsoft Dynamics GP are found in KB 850663:  http://support.microsoft.com/kb/850663
Click HERE to view standard Year-End Close Procedures that generally do not change from year to year!!!
Be sure to check back to the 2015 Year End Blog Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.

Download the U.S. Year End Update.pdf

Download the W-2 Wage and Tax Statement Data Source.pdf
 
Tax Forms – 800-432-1281 www.microsoftbusinesschecks.com
 
IRS Forms and Publications http://www.irs.gov/formspubs/index.html
 
Accuwage http://www.ssa.gov/employer/accuwage/index.html

 
 
Here are the 2013 Year-End Update pages which will provide you with documentation and installation instructions you’ll need for a successful year-end:
2013 U.S. Payroll Year End Update for Microsoft Dynamics GP 2013 (version 12.00.2023) Download Pages:
Customers click HERE Partners click HERE 
2015 U.S. Payroll Year End Update for Microsoft Dynamics GP 2015 (version 14.00.0898) Download Pages:
Customers click HERE Partners click HERE
Here are the pages on which you can access the latest (and previous) Tax Updates:
Latest U.S. Payroll Tax Update for Microsoft Dynamics GP2013:
Customers click HERE Partners click HERE 
Latest U.S. Payroll Tax Update for Microsoft Dynamics GP2015:
Customers click HERE Partners click HERE

I hope you find this information helpful!  Here’s to a seamless Year End and a Happy New Year!
 
Andrea Melroe| Microsoft Dynamics GP  | Technical Advisor

https://community.dynamics.com/gp/b/dynamicsgp/archive/2015/11/24/2015gpyecpayroll