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ERP+ Year End Checklist

Written by Alex Cornean
Updated over a month ago

You can follow the checklist outlined below to prepare for the Payroll end of the year process in Coins ERP+.

NOTE: Most file maintenances in ERP+ use the concept of effective dates. There is no need to wait until the first of the year to update files.

Payroll Preparation for End of Year

  1. Order W-2s and Form 1099s for 2025. See Ordering your forms in Chapter 3 of the Year-end Processing Guide for form information and view the Supported Forms page to order supported forms.
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  2. If you need Coins assistance to copy your environment for testing, contact your Project Manager to schedule it well in advance.
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  3. Review Employee File Maintenance. See Review Employee Maintenance in Chapter 8 of the Year-end Processing Guide for more information.
    a. Check Employee Name conventions.
    b. Check Addresses.
    c. Check Pension/Retirement field.
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  4. Review Earnings Category File.
    a. Verify that the correct W-2 boxes have been entered.
    b. Check Taxability fields.
    c. Set the Dormant flag on any Earnings Category that is no longer in use.
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  5. Review Job Calculations File and Union Calculations File.
    a. Verify that the correct W-2 boxes have been entered.
    b. Check Taxability fields.
    c. Set the Dormant flag on any calculation that is no longer in use.
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  6. Review Pay Calculations File and Employee Pay Calculation File.
    a. Verify that the correct W-2 boxes have been entered.
    b. Check Taxability fields.
    c. Set the Dormant flag on any Employee Pay Calculation that is not relevant in the upcoming year. An example would be an Employee Loan that has been paid in full during the previous year.
    d. Verify that Total Maximum amounts have not changed.
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  7. Check Tax Configuration File.
    a. Get new FICA limits for 2026.
    b. Get new SUTA limits and rates for 2026.
    c. Update Workers Comp and General Liability rates and limits.
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  8. Run Tax Summary Report for 2025 - Year to Date.
    a. Check all totals for correct limits and withholdings.
    b. If performing work in more than one state, verify that all employees are being reported in the correct state(s).
    c. Verify that annual limits are correct for FUTA, SUTA, and FICA.
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  9. Create a TEST W-2 batch and compare it to annual Tax Summary Report.
    a. Verify that the State and Federal ID numbers are correct.
    b. Verify that the W-2 Report agrees with the Tax Summary Report for wages and withholdings.
    c. Print a sample W-2 and verify that the Employer information is correct.

Last revised: 11/04/2025

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