Opening W-2 Quarters and Absence Years
If you use DPS Payroll, your processing cycle includes opening new W-2 quarters four times each year and opening a new absence year whenever you need to start tracking employee time earned and taken for a new absence year.
Open New W-2 Quarter
Perform quarterly W-2 initialization at the end of each calendar quarter. You must open a new W-2 quarter prior to processing the first payroll in that quarter. You can print a 940 Worksheet (if necessary), 941 Worksheet, State Unemployment Worksheet, and Quarterly State Income Tax Worksheet at any time for any quarter.
Opening a new W-2 quarter affects payroll data only. It does not affect any other data.
Use .
Opening New Absence Years
Open a new absence year whenever you need to start tracking employee time earned and taken for a new absence year. You can have only one active absence year. You cannot have different active absence years for different employees.
Opening a new absence year zeroes out all employees’ year-to-date absence totals, including year-to-date hours earned and taken. The current year’s ending balance for a benefit plan becomes the starting balance for the new year.
Opening a new absence year affects absence data only; it does not affect any other data.
Use .
Audit Trail Implications
When you open a new W-2 quarter or a new absence year, DPS records the activity on the Posting Log Review report as an AL transaction type, indicating an audit log posting. This information can be used as an audit trail to track all changes that update your database in an accounting period.