Let Procare guide you through the end of year tax preparation and setup with helpful articles, FAQs and videos.
Federal 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. View FAQ
How do I print or email End-of-Year Statements to all my families?
There are two groups of families to whom you’ll want to send end-of-year statements: “visible” families with currently enrolled children, and “hidden” families whose children were enrolled at some point during the year, but no longer attend. More recent versions of Procare make this simpler, so you can catch both groups at once, while for older versions it’s better to print or email each group separately.
How do I write off bad debt?
If there are families who have left the center but still owe you money (still have a balance due) and you know you will not be able to collect from them, you may wish to write off their balance as bad debt.
May I add days the center is closed to my calendar for the new year?
Yes. When you add the days your center is closed to your calendar for the new year, those dates are automatically marked on each child’s schedule.
How do I add paid holidays to all staff at once?
Learn how to process paid holidays for many employees at once using the Batch Post Time Card feature.
How do I change the Payroll Year?
Learn how to change your payroll year to be able to issue checks in the new year.
How do I zero out vacation so it does not carry forward to next year?
Learn how to zero out benefit hours so they do not carry forward from one year to the next.
How do I order Tax Tables for the New Year?
Place your order for new tax table formulas at the Procare Online Store.
What changed about W4s for 2020?
The Federal Government redesigned the W4 form that employees fill out in order to better determine the amount to withhold from each paycheck. In the short-term, Procare will continue to support the W4 format used in 2019 and prior (as allowed by the IRS). If you have new employees, we recommend using the 2019 W4 for now.
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.
How can I tell if I have the most current tax tables?
From the Procare Home screen, go to Configuration > System > Accounting Management > Payroll > dbl-click Payroll Formulas. At the Payroll Formulas screen, choose either the Federal or State category (top left). On the right-hand side of the screen you’ll see a Start Date which indicates the effective date. In most cases this will be January of the current year. Mid-year changes will show a date after January 1st.
Does Procare update FUTA or SUTA (unemployment taxes)?
No. Those changes should be made manually by going to Configuration > System > Regions and Schools.
- Federal Unemployment (FUTA)
- State Unemployment (SUTA)
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.
How do I print W2s separately for each location?
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.
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 determine how the information should be reported.
How do I set up Vendor Tracking for 1099s?
If you have vendors for whom you are required to issue form 1099, you’ll want to create tracking items for each 1099 category including: Rent, Other Income, and Non-Employee Compensation.
How do I calculate beginning balances for the New Year?
To calculate beginning balances for the Expenses & Ledger module see: Calculate Balances for New Year.