2018 New Year Update CYMA Version 17.2

2018 New Year Update Version 17.2 for CYMA Version 17

The 2018 New Year Update Version 17.2 for CYMA Version 17 is now available. This installation will not work with any other version of CYMA. If you have CYMA 16, please use this version of the 2018 New Year Update Version 17.2. You will need to login with the last 8 digits of your system manager serial number.

Click here for instructions and to login to the 2018 New Year Update Version 17.2 for CYMA Version 17

This update includes 2018 Federal Tax changes, 2018 Form 941, and State Tax Updates for:

State
Release Date
Illinois
8/28/2018
New Jersey
8/24/2018
Maryland
8/24/2018
New Mexico
6/5/2018
Kentucky
5/15/2018
Idaho
5/3/2018
Utah
5/1/2018
Colorado
4/5/2018
Missouri
3/14/2018
Louisiana
3/7/2018
Oregon
2/21/2018
North Dakota
2/7/2018
US Virgin Islands
2/7/2018


To check if you have installed the latest update, go to Help / About CYMA in CYMA - The latest Release Build # is 6405


What is the 2018 New Year Update?

The 2018 New Year Update Version 17.2 is an update to CYMA Version 17 and contains the necessary changes related to regulatory changes for 2018 and Tax Year 2017 filings along with issue corrections and enhancements.These updates should be applied by all users running CYMA.

2018 New Year Update highlights include:

  • 2018 Federal Tax Table Updates
  • 2018 State Tax Table Updates (for states with income tax)
  • 2018 State Unemployment Insurance Updates
  • Applicable Updates to 940, 941, W2 and 1099 forms including 2018 Form 941
  • Updated Plain paper W-2 Copy A for Federal filing
  • Updated Plain paper W-2 Copy B, C, D, 1 and 2 in 2-up and 4-up format
  • Updated Plain paper W-3
  • Applicable Electronic File Updates
  • Applicable Affordable Care Act Updates
Additionally, all previously released updates for CYMA Version 17 are included in this cumulative update.

Important Note: If submitting W-2's electronically after producing the file using CYMA's W2 EFT module, it is recommended that you run the electronic file through the Social Security Administration's Accuwage program prior to submitting. This program will allow you to verify wage and tax accuracy prior to sending them through to the SSA. This program is free and can be found on the Social Security Administration's website at www.ssa.gov/employer/software.htm.

 

Obtaining the 2018 New Year Update (Software Maintenance Plan Subscribers)

If you are a current Software Maintenance Plan subscriber, click here to download the 2018 New Year Update Version 17.2.

If you would prefer to receive the update on CD rather than downloading it from the CYMA Website, you may do so by paying $10 plus a nominal shipping and handling fee. You may order the update on CD by calling CYMA at 800-292-2962.

Pricing for Non-Software Maintenance Plan Subscribers

The 2018 New Year Update Version 17.2 is $795. Current Software Maintenance customers can download the update at no charge as part of their maintenance plan. To purchase the update or to see how you can get back on a CYMA Software Maintenance Plan, please contact CYMA at 800-292-2962.

What Versions of CYMA does it work with?

The 2018 New Year Update Version 17.2 works with CYMA Version 17. It will not operate properly with Versions 16 and prior.

To upgrade to the latest version of CYMA, please call CYMA at 800-292-2962 or call your CYMA Reseller.

Where do I buy my tax forms and checks?

The Payroll Update supports the following pre-printed forms found in the CYMA Tax Forms catalog. Note that there are some forms in the CYMA forms catalog not supported by the Payroll Update. To obtain the CYMA Tax Forms catalog or to order forms call 1-800-449-6533 or visit the website at www.cymaforms.com

Supported Pre-Printed Forms

The Payroll Update supports the following pre-printed forms found in the CYMA Tax Forms catalog. Note that there are some forms in the CYMA forms catalog not supported by the Payroll Update. To obtain the CYMA Tax Forms catalog or to order forms call 1-800-449-6533 or visit the website at www.cymaforms.com

  • Laser W2 Form Number 5201 - Employer Federal Copy A
  • Laser W2 Form Number 5202 - Employee Federal Copy B
  • Laser W2 Form Number 5203 - Employer File Copy C
  • Laser W2 Form Number 5204 - Employer State/City Copy 1
  • Laser W2 6 part EZ-Pack Number 5650E
  • Laser W2 Form Number 5205 - 4 Up “2 over 2” W2
  • Laser W2 Form Number 5209 - Blank 4 Up “2 over 2” W2
  • Laser W2 Form Number 5207B - Blank 2 Up W2
  • Laser 1099 INT Form Number 5120 - Federal Copy A
  • Laser 1099 INT Form Number 5121 - Recipient Copy B
  • Laser 1099 INT Form Number 5122 - Payer/State Copy C
  • Laser 1099 MISC Form Number 5110 - Federal Copy A
  • Laser 1099 MISC Form Number 5111 - Recipient Copy B
  • Laser 1099 MISC Form Number 5112 - Payer/State Copy C
  • Laser 1099 MISC EZ-Pack Number 6103E
  • Laser 1099 DIV Form Number 5130 - Federal Copy A
  • Laser 1099 DIV Form Number 5131 - Recipient Copy B
  • Laser 1099 DIV Form Number 5132 - Payer/State Copy C

Unsupported Forms

Through the use of Crystal Reports, a form could be created to support other forms in the catalog. Do not order "unsupported forms" unless a report has been specifically designed to fit that form.

Plain Paper W-2's and 1094/1095 Forms

The Federal W-2 Copy A must be printed in 2 up format, but other copies can be printed in either 2-up or 4-up format. You need to use good quality copy paper for Copy A. You can purchase special perforated paper on which to print all copies of the forms except for Copy A. This paper can be purchased through our Cyma Forms Division. The 4-up form comes with information printed of the back of Copy B and C. The 2-up form does not.

Forms 1094/1095 can be printed to plain paper (no preprinted formats are available). After processing the ACA forms through "Complete W2 & ACA eFile Service Center", you will be presented with the option to print the forms to plain paper. Please note: if you are processing more than 250 forms, eFile is required by the IRS.

Complete W2 eFile Service Center

CYMA recommends W2 and 1094/1095 eFile using the "Complete W2 & ACA eFile Service Center". The major benefit of eFiling through this feature (already embedded in CYMA) is that the developer, Aatrix, will automatically:

  • Create and submit an electronic file to the Federal government
  • Create and submit an electronic file to each State government
  • Print employee copies of W-2's - Copy B, Copy C, etc.
  • Pay for all postage
  • Collate, stuff, and mail employee copies.
  • Optionally, provide eW-2s for All Employees (ability for employees to access their W-2 online)

Complete eFile W-2's are $1.99 each. Complete 1094/1095 processing is $1.95 per employee; however, if you process Complete W2's first, the cost of Complete 1094/1095 eFile will be discounted to $.99 per employee*.
Imagine the time and savings when you finish all of your W2 and ACA filing at the click of a button! No more printing and mailing. For more information visit http://partner.aatrix.com/partners/cyma/ or contact CYMA at 800-292-2962.

Manual Electronic Filing of W2/1099 Forms

You can submit an Electronic File for Federal W2's and State W2's. CYMA W2 EFT is an optional module that can create an EFW2 formatted file that can be submitted to the Government and states that accept this format. The Social Security Administration no longer accepts files via disk or tape. All submissions must be made through the web. If you choose to use the Complete eFile option through the "Complete W2 & ACA eFile Service Center", the files will be submitted to the SSA for you.

The update includes changes to the 1099 Electronic Format in the AP and PR module. The IRS no longer accepts files via disk or tape. All submissions must be made through the web.

For 1099 electronic submission information visit https://fire.irs.gov/.

For W-2 electronic submission information visit: www.ssa.gov/bso/bsowelcome.htm.

No manual eFile option is available for the 1094/1095 forms.

Frequently Asked Questions

Are there any other Year End documentation or tutorials?
For more Year End Information please see the document "How to Close a Year" found in the eDesk under Reference - System Manager or visit our Year End Center.

Do I have to wait until I receive the update in order to print W2’s?
Yes, the update includes changes to the printed formats and electronic files.

Can I print W2’s at any time?
Yes, you can print W-2’s at any time.

Why Should I Be On The Most Current Version Of CYMA?
Earlier versions of CYMA Payroll would have correct Electronic File formats for when they were first released but these may be different from the current format.
For 1099 electronic submission information visit https://fire.irs.gov/. For W-2 electronic submission information visit: www.ssa.gov/bso/bsowelcome.htm
By making sure you are on the most current version you know that the format is accurate. Failure to do so may result in your submission being rejected.

Should I Recalculate Prior To Printing My W2's?
Recalculating balances helps to ensure that the W2 Balances have been correctly calculated or that changes that affect W-2 boxes are updated properly.
As an example, if you edit an Employee with a Pre-Tax deduction and change the W2 Information from None to Box 12 you will have to run a Recalculate Payroll Balances for this change to show on the W2.
To recalculate payoll balance go to System Manager - System - Utilities - Recalculate Balances - Payroll.

What File Format Is The Electronic File In?
W2's are formatted according to the Social Security Administration's EFTW2 format. 1099 are formatted based on specifications from IRS Publication 1220.
For 1099 electronic submission information visit https://fire.irs.gov/. For W-2 electronic submission information visit: www.ssa.gov/bso/bsowelcome.htm.

How Do You Recommend I Edit My Electronic Files?
CYMA recommends that you do not edit your Electronic Files directly.

Looking At My W2 With An Editor I Do Not See <X>, Why?
If you opened your Electronic File with a Text Editor you will not be able to identify the information. To view the Electronic File you should use the Accuwage program. The AccuWage program can be accessed after logging into the Business Services Online website.

Does The W2 Have State Specific Filing Information?
Most states accept the EFW2 file. If you need a file to send to your state you will need to select the state from the drop down list on the Print W-2 screen to obtain a file that includes the appropriate state records.

How Do I Get Pre-Tax Deductions to Print on W2’s?
Pre-Tax Deductions can be configured to print in Box ten (10) through fourteen (14) on the W2.

This is set on an employee by employee basis by performing the following steps.

  1. Run CYMA.
  2. Change to the PAYROLL module.
  3. From the Payroll module choose the MAINTAIN menu.
  4. From the Maintain menu choose EMPLOYEE.
  5. Click on the EDIT button.
  6. On the left side, SELECT the PRE-TAX DEDUCTION feature you wish to edit.
  7. On the right side, examine the W2 INFORMATION box.
  8. In the W2 BOX drop down field choose the where you would like the W2 to show on the W2.

    None
    Box 10 - Dependent Care
    Box 11 - Non Qualifying
    Benefits in Box 1
    Box 12 - Code
    Box 14 - Label
  9. If you choose Box 12 or Box 14 then the field directly below CODE / LABEL becomes enabled.
  10. If so, then choose one of the three options from the Drop Down list or make one.
  11. To edit a code or label simply click in the drop down list field, backspace out the existing information and type in the code or label you want to show on the W2.
  12. Click on the SAVE button.
  13. Change to the SYSTEM MANAGER module.
  14. Choose the SYSTEM Menu.
  15. From the System menu choose UTILITIES.
  16. From the Utilities menu choose RECALCULATE PAYROLL BALANCES.
  17. SELECT THE EMPLOYEE you edited and click on RECALCULATE.

Why Is The W2 Information Group Grayed Out?
The following features can be associated with a specific W-2 box:

  • Non Tax Expense
  • Non Tax Other Payment
  • Non Cash Earnings
  • Benefits
  • Pre-Tax Deductions
  • State Unemployment
  • Local Income Tax
  • Workers Compensation
  • Other Deductions

The first reason that the group is grayed out, is you had not clicked the EDIT button in which case all fields are grayed out.

The second is the employee shows a Reporting Class of 1099 instead of W2. This is set within Maintain - Employee - Employment Information - the Reporting Class field.

Select from the drop-down list the earnings reporting form for this employee. The available options are: W2 and 1099. W2 is generally used for company employees who have benefits and deductions deducted from their pay. 1099 is generally used for contractors hired by the company not considered an employee. The 1099 contractor has no taxes or other deductions deducted from their pay. A company employee who receives non-taxable pay that is not reported on their W2 can also be setup as a 1099 contractor. If an employee has both 1099 and W2 earnings, then two employee records should be setup.

If you change this setting after the employee has checks, you will need to perform the Recalculate Payroll Balances utility for that employee.\

My Cafeteria Plan Is Taxing As A Regular 401k, Why?
When Pre-Tax 401K/Cafe/Other features are added, the taxable wage calculation defaults to the settings for a 401k plan, which are subject to Social Security Insurance and Medicare.

If you are setting up a Cafeteria Plan pre-tax deduction go to the Maintain Wage Calculations dialog box and adjust the taxable wage calculation to comply with a Cafeteria Plan.

This would be done by performing the following,

  • Run CYMA.
  • Change to the PAYROLL module.
  • From the Payroll module choose the MAINTAIN menu.
  • From the Maintain menu choose WAGE CALCULATIONS.
  • On this screen earnings and pre tax deductions are listed as rows, and taxes and pre tax deductions are listed as columns.

Where the pre-tax deduction meets a tax it can be marked as add, subtract, N/A, or exclude. Of these only two are important for the purpose of a 401k or Cafeteria type plan.

When set to subtract the pre-tax deduction amount reduces the taxable wages for that tax. When set to NA the pre tax deduction has no effect on the taxable wages for that tax.

Changes to Wage Calculations Don’t Change W2?
Changes to Wage Calculations cause FUTURE transactions to be taxed differently. They will not cause existing transactions to change.

The most common reason for this question is the user who is looking at his or her W2 at the Tax Wages for a specific feature (SIT or LIT for example). While the amount taken out is correct the Tax Wages it is based on is incorrect (due to prior problems in Wage Calculations).

The only way to correct this existing information is to enter an Adjustment.

How Can I Adjust Tax Wages On My W2?
You can do so by taking the following steps,

  • Run CYMA.
  • Change to the PAYROLL module.
  • From the Payroll module choose the ENTER menu.
  • From the Enter menu choose ADJUSTMENTS.
  • Enter the EMPLOYEE ID of the employee you need to Adjust.
  • Enter a DATE to make the Adjustment as of. Use a date within the W2 year.
  • Locate the FEATURE (Social Security, etc) that you need to make an Adjustment to.
  • IF you need to ONLY adjust the TAXABLE WAGES for this feature then scroll over to the right to the TAX WAGES column.
  • Enter your Adjustment to the Tax Wages.
  • Click on the POST button.

My Proof Listing Is Showing Co And La For Labels, Why?
The default codes and labels for the W2 information in Maintain Employee are listed as Code 1, Code 2, etc Label 1, Label 2, etc. When assigning the letter for a Code or Label people often just tack it onto the end of the existing Label (Code S for example).

There is only enough room on the W2 form to display two characters. The solution is to edit the Code for that employee and assign it as 'just' the letter (S for example, instead of Code S).

If you change this setting after the employee has checks, you will need to perform the Recalculate Payroll Balances utility for that employee.

How Do I Edit My W2’s?
The W2 forms just like the other forms and reports in CYMA are developed with Crystal Reports. To edit any form, or report, in CYMA you will need to have purchased and installed Crystal Reports.

Once you have Crystal installed you can edit a form by taking the following steps,

  •  Run CYMA.
  • Change to the PAYROLL module.
  • From the Payroll module choose the MAINTAIN menu.
  • From the Maintain menu, choose CUSTOM FORMS.
  • On the Custom Forms screen, SELECT THE W2 you wish to edit.
  • Click on the EDIT button.
  • This will run Crystal Reports, if you had it installed on this computer, and open up the selected form for editing.

How do I create an electronic file for submission to a state or local entity?

  • Use the Complete W2 eFile Service Center process and follow the steps on the screen.

OR

  • Use the Self Service Print and eFile W2s and 1099s
    • Go to Process - Year End - Print W2s and 1099s - Print and eFile W2s and 1099s.
    • Check the Single State checkbox and select the state you will submit the file to.
    • Select the Output option of Electronic Filing
    • Click Print
    • Follow the remaining prompts.

How to Process Payroll in the New Year

Select the scenario that best describes your situation and follow the easy steps.

  1. I have closed Q4 of 2017 and installed the 2018 Payroll update
    1. No additional steps are necessary
    2. Simply process payroll as usual

  2. I have closed Q4 of 2017 but have not installed the 2018 Payroll update.
    1. Simply process payroll as usual

      You will receive a message indicating that there are no calculations available for 2018, and that the 2017 Tax Tables will be used. You will no longer be prompted with this message after you install the 2018 Payroll update.

  3. I have not closed Q4 of 2017 and have installed the 2018 Payroll update.
    1. You will need to manually advance to Q1 2018
    2. Maintain Configuration / Posting Information
      1. Payroll Accounting Year = 2018
      2. Payroll Quarter = 1
    3. When you are ready to close Q4 of 2017, simply change the Year and Quarter back.

  4. I have not closed Q4 of 2017 and have not installed the 2018 Payroll update.
    1. You will need to manually advance to Q1 2018
    2. Maintain Configuration / Posting Information
      1. Payroll Accounting Year = 2018
      2. Payroll Quarter = 1
    3. When you are ready to close Q4 of 2017, simply change the Year and Quarter back.

      You will receive a message indicating that there are no calculations available for 2018, and that the 2017 Tax Tables will be used. You will no longer be prompted with this message after you install the 2018 Payroll update.

How to Process Payroll W3’s

NOTE: For these forms use good quality copy paper, without perforations. Our Plain Paper W-2s and W-3 have been approved by the Social Security Administration and do not need to be printed in red ink.

From the Payroll module, select Process / Year End / Print W2’s and 1099’s.

Select the Laser W2 and W3 (Plain Paper Copy A) form from the Custom Form drop down list.