700 Graham Rd
Cuyahoga Falls, OH 44221
December 2015 Treasurer’s Update
The YES (Year End Solutions by Newport Wave, Inc.) software used since 2011 to process our consortium’s W2s and 1099s was discontinued when the owner of the company retired last summer. SSDT has since selected a new program from EDGE Software Solutions called Account Ability. Usually new software will at least have one hurdle to clear before it runs smoothly and that is case here.
The first issue to be identified is that the YES software accepted social security and employee Identification numbers (EINs and SSNs) as nine consecutive digits. This worked fine since Reflections also stores them as nine consecutive digits however, Account Ability does not. It requires that EINs and SSNs are differentiated into their respective patterns. So, EINs must load in as ##-####### and SSNs must load in as ###-##-####.
To solve this issue, early this month SSDT added a field to the Reflections VENSCN to make this differentiation possible. In VENSCN on screen one, you must now enter an E for employer identification number or an S for social security number. Side note - this field was not added to the USASWeb Vendor screens, users will have to use reflections to input this field.
This is important because, you will not be able to generate 1099s until this field is completed because an error is generated. The good news is that you only need to update this field for those vendors that need to receive a 1099, and not for all of your vendors.
The easiest way to identify which vendors have to be changed is as follows;
VENSCN is located within Reflections Client at USAS - USAS_MNT - USASCN – VENSCN
IRS PUBLICATION 2108A and TINMATCH
This publication details 1099 reporting requirements and explains the IRS Tax Identification Number matching program. 2108a states that 1099 payors are expected to withhold 28% income tax on invalid tax identification numbers. It also states that penalties may be charged if a payor issues an incorrect or incomplete 1099. They offer their matching program as a means for payors to assure themselves that they are issuing accurate 1099s.
This program will enable you to upload vendor numbers and match them against the IRS database of numbers. It will then provide you with the results of the upload within 24 hours. This is a voluntary process- not a requirement however, the IRS believes that taking a little extra time when setting up vendors can help avoid additional work or even penalties later. You simply log in, enter the EIN or SSN and get a result. A bulk checking option is also available. SSDT has created a new program called TINMATCH that will generate a .txt file you can load into the IRS Matching Program.
The following updates have been made to the tax tables for 2016;
FIRST FLOOR CONSTRUCTION PROJECT
At their November meeting, the Board of Education approved an agreement for Architectural and Engineering services to investigate finishing the 1st floor level of the NEOnet building. Due to growth, the current space available for staff workspace is running out. Meeting, training and conference rooms are also seeing more and more competition for time. A completed 1st floor would provide twice as much flexibility to the consortium. It is very early in the process for this project but if all goes well, it would be completed in time for the beginning of the FY17 school year.
Very soon video conferencing will be available for NEOnet meetings. Once completed consortium members will be able to participate in NEOnet meetings without leaving their districts. This will also enable NEOnet employees to record their meetings and make them available online for viewing at any time. Work on the project has been going well and is expected to be finished within the next two months.
STATE SOFTWARE REDESIGN
OASBO 12/16 article
The State Software Development Team (SSDT) Oversight Board held its second meeting on Wednesday, December 9. The SSDT Oversight Board (membership listed below) consists of ITC Directors or staff members and 12 OASBO members.
The SSDT is nearing completion of a State Software “Redesign.” The “old” state software is now referred to as “Classic.” On December 9 the SSDT presented the current state of Redesign. It will be ready for ITCs to download and test beginning in January. School districts will be able to participate in this testing phase in partnership with their ITCs. The testing period will run for two months, and the SSDT will collect feedback from the field. Once that feedback is collected, the SSDT will develop a priority for addressing the issues identified in the comment period. This listing would be reviewed/approved by the Oversight Board. The expectation is that 4-6 months later, Redesign will be operational for districts as Production Release 1.0.
The Oversight Board next meets on January 22 in Archbold at the NWOCA Computer Training Lab to allow members to have a more “hands on” review of the updated state software. Also, trainers from around the state are being identified to attend a training session for a few days in January, with the expectation that those trainers will then conduct regional training sessions across Ohio.
The SSDT Oversight Board is different than the previous advisory committee. It has been commissioned by ODE to scrutinize the SSDT. The Board members and the SSDT are working through these new dynamics. All are committed to serving the school district customers through their ITCs. OASBO is very appreciative that our members were included on this committee and we fully support this effort to improve software services to school districts.
The Oversight Board Members are:
ITC Directors and Staff
State Software Development Team
Below is a link to a short video of the USAS redesign project. It demonstrates the modern look and functionality of the new program. https://www.youtube.com/watch?v=2llWck4YgrI
December 24-25, NEOnet Christmas Holiday
December 31-1, NEOnet New Years’ Holiday
January 12th – Board of Directors Meeting at 9:00 AM
January 18th – Martin Luther King Jr. Holiday
January 19th – Open Lab
January 22nd – 5 County OASBO Meeting at 12:00 PM at the Akron Food Bank