M E M O R A N D U M
|To:||All State Agency Payroll/Personnel Units|
|From:||Gary Reardon, Director , Payroll Services Division|
|Date:||October 06, 1997|
|Subject:|| 1997 Calendar Year Closing|
- Check Cancellations
In order to facilitate year-end processing to ensure timely preparation of W-2's,
agencies are reminded to submit all payroll cancellations on the COP-9 Cancellation
Form, along with required documentation, to Payroll Services Division, NO LATER
THAN DECEMBER 02, 1997.
Please make every effort to keep your cancellations up-to-date to avoid a last
minute processing crunch. Failure to meet this deadline will result in erroneous
information on W-2's and agencies will have to wait for corrections to be processed.
The Internal Revenue Service prohibits the adjusting of taxes withheld in a prior
year. Inasmuch as the Department of Revenue Services has adopted many federal
regulations as their own, they have advised us that we cannot adjust prior year state
tax withheld either. Therefore, all 1997 check cancellations (actual checks or
direct deposits NOT cash recoveries), MUST be received in Payroll Services by
December 23, 1997. All requests received after that date, will be returned to the
agency for correction (refer to memorandum 96-64).
A COP-9 Cancellation Form must be processed for:
These cancellations adjust employee records to reflect correct W-2 information.
To expedite the processing of COP-9's, please indicate on the form if an employee
has reached the maximum FICA wage.
Your anticipated cooperation is appreciated.
Any questions regarding compliance should be directed to Payroll Services at 702-3456.
- Inactive State Employees
In order to properly maintain the employee master file and keep it manageable, the
Office of the State Comptroller will terminate (employee status = T), all employees
who are active (employee status = blank) or inactive (employee status = N) and
have no year-to-date earnings for 1997.
These employees will then be deleted from the master file during year-end
| Please note: || Employees with year-to-date balances for health
insurance will not be terminated.
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