Troubleshooting

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...

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...

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...

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...

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...

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 ...

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 ...

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...

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...

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...

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...

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...

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...

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...

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...

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. ...

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...

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. ...

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...

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 .

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.

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...

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...

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...

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...

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...

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...

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...

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...

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...

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...

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...

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...

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 ...

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...

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...

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...

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...

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 ...

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...

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...

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.

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 ...

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...

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...

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...