Reconciliation
Below are instructions and worksheets to help agencies reconcile the state payroll revolving account and federal tax deposits.
The Statewide Accounting (SWA) Payroll Unit is offering virtual “Office Hours” the last Tuesday and Friday of each month to assist state agencies who utilize HRMS with their reconciliations.
Individuals can book 1-hour one on one appointments with a member of the SWA Payroll Unit. To book an appointment:
Go to the OFM-Statewide Accounting Calendar
- Select date (last Tuesday or Friday of the month) in the calendar
- Use dropdown to select Louisa or Sheila
- Choose 10:00 AM (10-11) or 11:00 AM (11-12) timeslot
- Complete “Add your details” section
- Complete “Provide additional information” section
- Click on “Book”
Account 035 - State payroll revolving account
- Health insurance sample reconciliation and instructions
- Health insurance mid-period transfer template
- Reconciliation template
- Rapid reference guide
Medical aid and industrial insurance premiums
Federal tax deposit
Year-end balancing
OFM strongly suggests that you reconcile at the end of each payday. Forms 941, 941-X, W-2, and W-2c must balance for the calendar year. If these forms are not in balance, penalties from the IRS and/or SSA could result. Use forms for the calendar year being balanced only.
- 941 to W-2 reconciliation - 2025
- 941 to W-2 reconciliation - 2025 - sample
- 941 to W-2 reconciliation - 2024
- 941 to W-2 reconciliation - 2024 - sample
