[Mveca_usas] TAX FORM PRINTING CHANGE

[Debra Dinnen]

Hello,

This year, districts will use  OnBase to print duplicates, retrieve and archive 2015 tax forms, W2 and 1099.  This replaces the CD that we burned for you each year.   OnBase is a document management software.  OnBase is hosted at another ITC, HCCA.  HCCA is providing tax form retrieval to MVECA districts at no additional cost.  You will find OnBase document retrieval much more efficient and intuitive.

You, also,  have an option to print your own individual tax forms for your employees/vendors.  I received the blank, pressure-sealed forms and will distribute them to the districts that plan to print their own.  The benefit of printing your own forms is; it's more secure and efficient:  1. You won't have to wait for me, 2.  No arranging pickup and 3. One (or more) less person will handle the printed forms.    This is most beneficial for districts in surrounding counties.   You need a printer and a folder/sealer.  A custom setting is needed on the folder/sealer for the W2 forms.  I can help you configure the custom setting.   The 1099s are a z-fold.    I talked to Hank from Hank's Service today and he said he can easily walk you through it.

Each district can name two (2) users for OnBase.  They should be the employees who will print duplicate W2s and/or 1099s.

Please respond to the following questions by Friday, 11/20:

1.     First Name, Last Name,  and Email Address of the 2 OnBase users for your district.  Identify if they need W2, 1099 or both access.

2.     Will you print the employee copy/vendor copy of the W2/1099 OR do you want me to print them?

Printing your own tax forms is optional for 2015; but, will be required in 2016.

Your approximate costs, regardless of the method, for tax form printing are:
                W2 - $ .05/form
              1099 - $ .115/form
              Edge W2/1099 Printing Software upgrade (installed here at MVECA) - $25.00/district

Reminder:  Tax form 1095 (B or C)  is required to be distributed to employees by January 31, 2016.  We will not be printing this form.  I've attached the instructions.  You need to provide the copy to the employee and submit a copy to the IRS (electronically for employers with 250 or more forms).  Most MVECA districts have employed the Worxtime software to produce these forms.

Please let me know if you have any questions.



Debra M Dinnen
MVECA
Financial Software Specialist
937-767-1468 x3113
dinnen at mveca.org<mailto:dinnen at mveca.org>
[MVECA New logo]

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