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An employer may loan money to employees When this happens, if the amount of the loan is greater than $10,000 and is at an interest rate less than the Applicable Federal Rate (AFR), the difference is taxable income to the employee This income is subject to Social Security and Medicare taxes, but not income tax withholding The current AFR is available on the IRS website at wwwirsgov, or can be obtained by calling 800-829-1040
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Example: An employer loans $1,000,000 to one of its officers so the indi-
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vidual can purchase a new home The stated interest rate on the loan is 3 percent, while the AFR is 7 percent The amount of income reportable by the employee is the 4 percent difference between the two rates, or $40,000
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The time spent to travel back and forth from work to home and vice versa is not time for which the employer is liable to pay compensation, unless an employee is called away from home for emergency work and must travel for a significant period of time to reach the requested location
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Compensation / 103
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If an employee is traveling amongst multiple locations as part of his or her job, such as is experienced by a traveling salesperson, then this travel time is paid time However, the amount of paid time only corresponds to those hours during which an employee works during a regular working day
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Example: Herbert Bailes normally works from 8 am to 4 pm, Monday
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through Friday However, a special project requires him to stay at an off-site location and travel home on Saturday, which occupies him from 7 am to noon Of the five hours spent traveling on Saturday, the hours in the time period from 8 am to noon can be claimed for wage reimbursement, since they fall within his regularly scheduled work day
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There are several documents that the payroll department must issue or process at the end of a calendar year The following paperwork-related items should be placed on the payroll activities calendar so they are not forgotten: Remind employees to review their withholding status and submit a new W-4 form if changes are in order Remind employees who claimed total exemption from income tax withholding to submit a new W-4 form by the end of December Give a completed W-2 form to all employees by the end of January Give a completed 1099 form to all qualifying suppliers by the end of January Send Copy A of all completed W-2 forms to the Social Security Administration by the end of January Send a copy of all completed 1099 forms to the IRS with a transmittal Form 1096 by the end of January Verify that all Forms W-2 and W-3 sum up to the totals listed on the Form 941, or be aware of the differences between the two sets of numbers
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The W-2 Form
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The W-2 form contains the information needed by employees to file their annual income tax returns with the government It itemizes the various types of income paid by the employer to the employee during the past calendar year If an employee works for several employers during a year, then each one must provide a completed W-2 form Also, if an employer changes payroll systems during the year, it is not uncommon to issue a separate W-2 form from each system for that period of the year during which each payroll system was recording compensation paid to employees
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104 / Accounting for Payroll
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An employer can send W-2 forms to its employees in either a paper or electronic format However, if it uses the electronic format, it must first obtain permission from each employee to do so, which may be withdrawn with 30 days notice No matter what format is used, the W-2 form must be sent to employees no later than January 31 following the year for which the form is being provided Copies of these completed forms must also be sent to the IRS along with a transmittal form An example of the W-2 form is shown in Exhibit 62
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