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Troubleshooting
46 Articles
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Contents
Troubleshooting
46 Articles
in this category
Can I combine withholdings together for box 14?
Yes. Although box 14 only has room for 3 items, you may choose to combine withholdings together. For example, if you had 2 items that were both health care related, and wanted to add them together to appear on one line in box 14, you would enter the...
Updated on : 14 Dec 2023
Can I have more than 3 box 14 'other' withholdings?
No. The W2 form is limited to a maximum of 3 withholdings for box 14 (other withholdings). This is an IRS limitation based on the size of the form. In most cases box 14 is optional; its purpose, according to the IRS instructions, is “for any other i...
Updated on : 03 Dec 2023
Can I run payroll using tax tables from last year?
Yes. Don’t worry if you need to do your first payroll or two (after a change is made) with the old tax tables. The difference over a couple of paychecks is negligible and will be made up when each employee files their own tax returns the following y...
Updated on : 02 Dec 2023
Can I show a housing allowance on W2s?
Yes. You may wish the housing allowance to appear in a specific box on the W2, for example the box for “other”. If you are using Procare W2 / 1099 Software you can manually edit W2s for that person as needed. Contact your tax adviser or the IRS to d...
Updated on : 02 Dec 2023
Can I print 1099s for vendors even though I don’t have the Expenses & Ledger module?
Yes. However, you must set up 1099 Vendor Tracking in Procare first. Then, using the W2 & 1099 Software follow the normal steps for 1099s, but since you don’t have any actual vendor information in Procare you’ll need to click the New Vendor bu...
Updated on : 15 Dec 2023
Do I purchase W2/1099 forms separately?
Yes. The W2 program does not print the actual W2 or 1099 forms. It gathers data from the Payroll (and/or Expenses & Ledger) modules and prints the information on pre-printed forms*. Find out where to Order W2 and 1099 Forms and what type of forms ...
Updated on : 13 Dec 2023
Does Procare auto-correct Social Security & Medicare withholdings?
Yes, but it depends on how recently you downloaded tax formulas. Social Security : Beginning with version 10.2.4393 (and tax formulas downloaded on or after 01/01/2012) withholdings for Social Security are automatically corrected if too much or ...
Updated on : 19 Dec 2023
Does Procare update FUTA or SUTA (unemployment taxes)?
No. Annual changes to FUTA and SUTA are made manually because the rates can vary depending on your situation. Log on to Procare as System Supervisor. From the Procare Home screen go to Configuration > System > Locations & Users > Re...
Updated on : 18 Dec 2023
Each school has a different tax ID # (TIN). How do I print W2s separately?
If each of your locations in Procare has a separate tax id number (TIN) you’ll need to move them to separate Regions in Procare (at least temporarily) in order to print separate W2s and the summary W3. From the Procare Home screen go to Con...
Updated on : 15 Dec 2023
Electronic Filing: Can I test my data before e-filing?
Yes. The Social Security Administration (SSA) provides a tool called AccuWage used to check the formatting of your EFW2 export file before you submit it. The Procare Development Team uses this tool to test the format with sample data prior to rele...
Updated on : 22 Dec 2023
Electronic Filing: Does Procare allow me to e-file W2s?
Federal e-file Yes. The Procare W2 software is compatible with federal e-filing requirements. You’ll export a file from Procare and import it to the Social Security Administration (SSA) website. See: SSA Instructions and Procare W2 Instruction...
Updated on : 19 Dec 2023
Form W-4: Employee claims they are 'exempt' from withholdings. How do I handle that?
The federal form W-4 is where employees determine the number of allowances to claim for tax purposes. Some employees may claim they are “exempt” from withholdings. Their earnings are still taxable, but they want nothing withheld. In Procare you simp...
Updated on : 19 Dec 2023
How can I tell if I have the most current tax tables?
In the Payroll Formulas screen, choose either the Federal or State category (top left). Locate the formula on the right side of the screen. You’ll see a Start Date which indicates when that table was last updated. Mid-year changes will show a d...
Updated on : 19 Dec 2023
How do I change the Payroll Year?
Log on to Procare as a System Supervisor . From the Procare Home screen to go Configuration > System > Locations & Users > Regions & Schools . At the Regions and Schools screen: To set the year for all schools in the regi...
Updated on : 10 Jan 2024
How do I download the latest tax tables?
From the Procare Home screen go to the Configuration > System > Accounting Management > Payroll > dbl-click Payroll Formulas . Then click the Download & Update button (bottom of screen) and follow the on-screen prompts. If you have previousl...
Updated on : 17 Dec 2023
How do I exempt owners (exclude them) from SUTA?
Important! Be sure to check with your tax adviser before excluding a withholding. This has serious consequences on earnings and taxes. In some states, owners may be exempt from paying SUTA on their own earnings. ...
Updated on : 15 Dec 2023
How do I know I am withholding the correct amount of Federal income taxes?
The easiest way to verify that you are withholding the correct amount from a payroll check is to check the Procare calculation against the IRS Publication 15, commonly known as the Circular E. Computer calculations are based on Table 7 for annual pa...
Updated on : 19 Dec 2023
How do I issue a bonus check (Christmas bonus, etc.)?
Create a Pay Code called “Bonus” so you can track those payments. When you Issue a Paycheck you will: 1. Manually select their usual Work Area . 2. Use the new Pay Code of “Bonus“ . 3. Type the amount of the bonus in the Salary box. ...
Updated on : 18 Dec 2023
How do I make a withholding pre-taxed, or exempt from certain taxes?
A pretax withholding, sometimes referred to as pre-taxed or tax exempt, means the amount is deducted from gross pay prior to taxes being calculated. The amount withheld is not taxed. Important! Be sure to check with your tax adviser before marki...
Updated on : 18 Dec 2023
How do I order the W2/1099 software and new Tax Table Formulas?
Tax Tables are no longer purchased separately and are part of the Procare Annual Maintenance bundle. Please contact your Account Manager at clientservices@procaresoftware.com or call (800) 338-3884 and press 4, or complete the form here .
Updated on : 08 Feb 2024
How do I order Tax Tables for the New Year?
Tax Tables are no longer purchased separately and are part of the Procare Annual Maintenance bundle. Please contact your Account Manager at clientservices@procaresoftware.com or call (800) 338-3884 and press 4, or complete the form here.
Updated on : 08 Feb 2024
How do I Record Self-Insured Medical Reimbursements?
If you offer a self-insured medical expense reimbursement plan, such as a Section 105 plan, the reimbursements paid under that plan might be excluded from the employee’s gross income (ask your tax advisor). If so, you could handle it in one of the f...
Updated on : 19 Dec 2023
How do I report the cost of employer sponsored health coverage on the W2?
If you are required to (or choose to) report employer provided health coverage on the W2, you would manually type the amount for each person in Box 12 (using Code DD ) on the *Form W-2 Edit *screen within the Procare W2 Software . Accordin...
Updated on : 19 Dec 2023
How do I set up employees with more than one salary?
On the Employee Pay Rate screen: 1. Enter their main position under Salary Pay Code . 2. Place additional salaries under the Hourly Pay Code section, entering the salary amount as their ST Rate (straight time). Note : You may need...
Updated on : 15 Dec 2023
How do I verify the correct amount is withheld for taxes?
You may compare the amount withheld in Procare to the IRS Publication 15 – Circular E . Confirm you have current tax tables installed at the Payroll Formulas screen and the right number of pay periods (weekly, every 2 weeks, etc.) at the Reg...
Updated on : 19 Dec 2023
How does Procare determine whether to use tax tables from this year or last year?
The Post Date on the Payroll Check Calculation Summary tab is used to determine which tax table formulas to use. If the date is set to last year, then taxes for last year are used. If the date is set to this year, then the current tax tables a...
Updated on : 19 Dec 2023
How many pay periods may I go into the past?
On the Payroll Check Calculation screen, the choices that appear on the Select Pay Period dropdown list (image below) are determined as follows: You can always go back to the last period in November of the prior year. The ending date of yo...
Updated on : 15 Dec 2023
How to Download & Use Procare W2 Software
Please Note : The W2 software cannot be installed on a computer with an ARM processor. This includes Apple computers running the newer M1/M2 chips or Windows OS running on an ARM. Learn how to download and and use the...
Updated on : 19 Dec 2023
How to Withhold Extra Income Tax
Learn how to withhold additional income tax for employees who want to have an extra amount taken out each paycheck. This is helpful for any employee to reduce the amount they may owe when they file their personal income tax returns. Nonresident A...
Updated on : 19 Dec 2023
How should I delete a general withholding?
If you created or applied a general withholding to an employee, you would go to the Employee Withholdings screen for each person to whom the withholding is assigned and remove it as follows: Delete a Withholding To delete (or remove) a wit...
Updated on : 15 Dec 2023
I accidentally withheld a pre-taxed withholding. How do I fix it?
If you mistakenly withheld an amount from a paycheck and that withholding was marked as tax exempt it affects the taxes deducted from the check and your employer share of taxes for Social Security, Medicare, FUTA and SUTA (if it was marked as exempt...
Updated on : 19 Dec 2023
I have 2 local withholdings for box 18 on the W2. Should wages for both be added to the W3?
Yes. According to the IRS instructions: “If the Forms W-2 show amounts from more than one state or locality, report them as one sum in the appropriate box on Form W-3. Verify that the amount reported in each box is an accurate total of the Forms...
Updated on : 02 Dec 2023
I have Custom Pay Periods. Why do taxes vary from one pay period to another?
The amount to withhold is based on the number of days in the pay period. Since the number of days in each Custom Pay Period may vary, it would be normal for taxes to fluctuate somewhat even when the taxable gross pay is the same. Custom Pay Period...
Updated on : 02 Dec 2023
I mistakenly checked the 'Exclude' box to prevent taxes from being withheld. How do I correct it?
If you marked “exclude” to prevent taxes from being withheld, the taxable earnings (and W2) will be affected. When a person is excluded it means neither the employee nor employer are required to pay taxes on that amount. If you mistakenly did this ...
Updated on : 19 Dec 2023
If an employee works 2 (or more) positions, how is overtime calculated?
Per federal regulation 778.419(a), when the overtime rate is agreed to in advance (known as a bona-fide rate), it will be based on the type of work a person performs during the overtime hours. For example, let’s say a person work 35 hours as a teach...
Updated on : 08 Feb 2024
Is it okay to download the W2 software even though a message says it is potentially unsafe?
Yes it is okay to download the Procare W2 software. Your browser (like Internet Explorer) is set to report any executable files (those that end with .exe) as being potentially harmful. Since you are downloading a file named w2_setup.exe your browser...
Updated on : 02 Dec 2023
Should I use the dates of the pay period as the date range for payroll reports?
It depends on the type of report and what you’re using the information for. Time Card Reports For time cards, you typically want to know the hours worked during the pay period, so using the pay period as the date range makes sense. Payroll Rep...
Updated on : 02 Dec 2023
What do 'Automatically Corrected' and 'Exactly as entered' mean for Social Security & Medicare?
When using the Procare W2 / 1099 Software there are two options for Social Security and Medicare as follows: Automatically Corrected (recommended setting) “Automatically corrected” means the exact amounts that should have been withheld will...
Updated on : 19 Dec 2023
What Payroll reports do I need for W2s?
If your accountant or payroll service is doing W2’s you’ll want to print the following report from Procare v10. From the main screen of Employee Data & Payroll go to Standard Reports > Payroll > Employee Summary > Employee Earning / Withholding ...
Updated on : 13 Dec 2023
What is the OP column on the check calculation screen?
The OP column stands for Overtime Premium . Although not used at the present time, it has been put in place to accommodate new Fair Labor Standards Act (FLSA) requirements for certain salaried employees who qualify for overtime (also known as “sala...
Updated on : 19 Dec 2023
When are changes to tax tables available in Procare?
New tax table formulas are typically available for download sometime during the first week of January. If you have previously installed tax tables for another year a password will be required. See article: Download Tax Tables . Note : If your s...
Updated on : 19 Dec 2023
When will the W2/1099 program be available?
W2/1099 software will be available for download in early January. At that time, your password to activate the W2/1099 software will appear on the Procare News tab.
Updated on : 15 Dec 2023
When should I check the 'Exclude' box on withholdings?
Check the Exclude box on the Employee Withholdings screen in the following situations ONLY: To temporarily turn off General Withholdings you create such as employee child care, etc. The withholding will be skipped for any paychecks issued ...
Updated on : 19 Dec 2023
Why is the W2 amount for Federal, Social Security or Medicare different from check stubs?
A small difference between Federal Income Tax, Social Security or Medicare withheld on the W2 versus the employee’s last pay stub of the year would be normal if you selected the “Automatically corrected” option (explained above) while importing empl...
Updated on : 19 Dec 2023
Why do FICA-SS and FICA-MC show as ZEROS on my Tax Deposit and 941 reports?
Payroll Social Security (FICA-SS) and Medicare (FICA-MC) will be displayed as ZEROS on the Tax Deposit and 941 reports if you have not yet updated your tax formulas for the New Year. See: Update Tax Formulas If needed, you can manually calcu...
Updated on : 15 Dec 2023
Why does the W3 not have the exact percentages for Social Security and Medicare?
If you take the Social Security wages on the W3 and multiply by the rate for that year (say 6.2%) or the Medicare wages times 1.45%, you will typically end up with slightly different numbers than those reported on the W3. That is expected because th...
Updated on : 02 Dec 2023