27 Verify the Integrity of Payroll Summary History

This chapter contains these topics:

Section 27.1, "Verifying the Integrity of Payroll Summary History,"
Section 27.2, "Reviewing the Tax History Integrity Report,"
Section 27.3, "Reviewing the PDBA Integrity Report,"
Section 27.4, "Reviewing the DBA Integrity Report,"
Section 27.5, "Correcting Integrity Errors Manually,"
Section 27.6, "Correcting Integrity Errors Automatically,"
Section 27.7, "Verifying That Integrity Errors Have Been Corrected."

27.1 Verifying the Integrity of Payroll Summary History

You should regularly verify the integrity of your payroll summary history to ensure that the correct information prints on your quarterly tax reports and employees' year-end forms. To verify payroll summary history integrity, run reports that locate missing, inaccurate, or incomplete information in the summary history tables.

Verifying the integrity of payroll summary history includes:

Reviewing the Tax History Integrity Report
Reviewing the PDBA Integrity Report
Reviewing the DBA Integrity Report
Correcting Integrity Errors Manually
Correcting Integrity Errors Automatically
Verifying That Integrity Errors Have Been Corrected

To complete these tasks, you must run each integrity report at least three times:

Identify the errors
Correct the errors
Produce clean reports

The following table lists the payroll summary history integrity reports and their corresponding summary history tables.

History Integrity Report	Summary History Tables
Tax History Integrity Report	Taxation Summary History table (F06136)
Tax History Integrity Report	Taxation Summary History table (F06136 for U.S. Payroll)
PDBA Integrity Report	Payroll Month PDBA Summary History table (F06146)
DBA Integrity Report	Calendar Month DBA Summary History table (F06145)

To identify integrity errors, run the integrity reports in proof mode. When you run an integrity report in proof mode, it identifies possible errors without changing any information in your history tables. You should run integrity reports in proof mode so that you can research errors and enter any manual corrections before you begin updating the table.

Integrity reports identify three types of information:

Errors that are not really errors. For example, zero Federal tax withheld might be a valid condition for a low-wage earner or a tax exempt employee.
Errors that you must correct manually.
Errors that the program corrects when you run the report in update mode.

To help you determine the action you must take to correct integrity errors, you can review an explanation of each error code that prints on the integrity reports.

To correct integrity errors, run the integrity reports in update mode or use history revision forms to enter manual corrections. When you run an integrity report in update mode, the system corrects information in the summary history table and prints a report listing the errors that it could not correct. You should investigate all errors and rerun the integrity reports until all valid errors are corrected.

You should run payroll history integrity reports during the final update step of each payroll cycle. The versions of these reports that you run during final update should be set up to run in proof mode. You should also run these reports monthly, quarterly, and before you begin year-end processing.

27.1.1 Before You Begin

On the Corporate Tax IDs form, remove any dashes or spaces from the tax ID for the Federal A (U.S.) tax area. If this tax area contains punctuation or spaces, you will not be able to print year-end forms for employees. See Section 54.4, "Setting Up Corporate Tax IDs."

27.2 Reviewing the Tax History Integrity Report

Navigation

From Payroll Master (G07), enter 27

From Payroll Advanced/Technical Operations (G073), choose Data Integrity/Global Updates

From Data Integrity/Global Updates (G0731), choose Taxation History

Use the Tax History Integrity Report to identify errors in your Taxation Summary History (F06136) table. You use the information in this table to produce governmental, year-end forms for employees. When you keep this table free of errors, you simplify the year-end processing tasks.

27.2.1 Before You Begin

Enter the appropriate tax earnings limitations and rates in the processing options. Without these figures, the system cannot identify certain errors.

Figure 27-1 Tax History Integrity Report

Description of ''Figure 27-1 Tax History Integrity Report''

27.2.2 Data Selection for Taxation History Integrity Report

Specify the last two digits of the current year in the data selection.

If all companies within your organization have the same paymaster, do not include home company in your selection criteria.

27.2.3 Data Sequence Taxation History Integrity Report

Do not change the data sequence of the report.

27.2.4 Reviewing Error Codes for the Taxation History Integrity Report

The following list briefly explains the error codes (07/IX) that might show on the Tax History Integrity report.

Code	Description
0101 - Taxable Wage less than tax	The amount of taxable wage [Gross less (Excludable + Excess)] is less than the amount of tax withheld or paid on the same earnings. Manually determine whether taxable wages should be less than tax. For example, the amount might include a refunded tax or voided check from a prior year. If there is an error, you can leave it alone, repost the Tax Ledger table (F06166), or manually adjust the Taxation History table using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0102 - Sign mismatch on gross/tax	A mismatch exists between the taxable wages and tax. Either the taxable is positive and the tax negative, or taxable is negative and the tax positive. Manually determine why there is a sign mismatch between the two numbers and decide which is correct. For example, someone might have manually keyed the tax as a negative number. You can leave the mismatch alone, repost the Tax Ledger table (F06166), or manually adjust the Taxation History table using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0103 - Sign mismatch on earnings	A mismatch exists between the various wages fields in the Taxation History table. One or more of the wage fields is positive and the other negative. Manually determine why there is a sign mismatch between the earnings fields and decide which is correct. For example, you might have manually keyed the wage as a negative number. You can leave the mismatch alone, repost the Tax Ledger table (F06166), or manually adjust the Taxation History table using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0104 - Mismatch on Social Security (OASDI) amount	A difference exists between the Federal/D wage or tax amount and the Federal/E wage or tax amount. The employee portion differs from the employer portion. Manually determine why there is a mismatch between the Federal/D record and the Federal/E record and decide which is correct. For example, an interim check might have an override of the employee tax, but not the employer tax. Or, a pay type, deduction, or benefit might be set up as exempt from one tax type but not the other. You can leave the mismatch alone, repost the Tax Ledger table (F06166), or manually adjust the Taxation History table using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0105 - Mismatch on Medicare	A difference exists between the Federal/P wage or tax amount and the Federal/Q wage or tax amount. The employee portion differs from the employer portion. Manually determine why there is a mismatch between the Federal/P record and the Federal/Q record and decide which is correct. For example, an interim check might have an override of the employee tax, but not the employer tax. Or, a pay type, deduction, or benefit might be set up as exempt from one tax type but not the other. You can leave the mismatch alone, repost the Tax Ledger table (F06166), or manually adjust the Taxation History table using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0106 - Mismatch on Tier I	A difference exists between the Federal/R wage or tax amount and the Federal/S wage or tax amount. The employee portion differs from the employer portion. Manually determine why there is a mismatch between the Federal/R record and the Federal/S record and decide which is correct. For example, an interim check might have an override of the employee tax, but not the employer tax. Or, a pay type, deduction, or benefit might be set up as exempt from one tax type but not the other. You can leave the mismatch alone, repost the Tax Ledger table (F06166), or manually adjust the Taxation History table using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0107 - Tax Area not on Record	There is no tax area on the Taxation History record. Manually delete this erroneous transaction from the Taxation Summary History table. If this record is included in a W-2 Workfile Build, the program will end abnormally with an array index error.
0108 - State Wages greater than Federal	The total of the wages for State/C (FUI) records is greater than the Federal/C wages. Manually review the transactions and each State/C record, and determine if these totals should balance to the Federal/C balance. For example, if an employee lives in one state and works in another, both state records are updated with total gross wages. You must manually adjust the discrepancy through the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0109 - Invalid Tax ID Number	The corporate tax ID number on the tax areas with tax types of F through N (State or Local) is blank. For these types of taxes, the tax ID must be numeric and from 2 to 9 characters in length. Verify that the corporate tax ID is set up on the Corporate Tax IDs form located on the Taxes and Insurance menu (G0744). Then, rerun the Tax History Integrity Report in update mode.
0110 - Employee Number is invalid	The employee number does not exist or has been deleted from the Employee Master table (F060116). Manually add the employee back into the master file. Then, run the Tax History Integrity Report in update mode.
0111 - Tax Area doesn't exist	The tax area code on the record does not exist in the Tax Area Constant table (F069016). Manually add the tax area to the Tax Area Information form located on the Taxes and Insurance menu (G0744). Then, run the Tax History Integrity Report in update mode.
0112 - Tax ID doesn't exist	The corporate tax ID on the record does not exist in the Corporate Tax ID table (F069086). Manually add the corporate tax ID on the Corporate Tax IDs form located on the Taxes and Insurance menu (G0744). Then, run the Tax History Integrity Report in update mode.
0113 - Tax ID doesn't match	The corporate tax ID on the record does not match the corporate tax ID in the Corporate Tax ID table (F069086). Verify that the tax ID on the Corporate Tax IDs form located on the Taxes and Insurance menu (G0744) is correct. This ID might have changed, but history records exist with the prior number. If the tax ID is incorrect, change it, then run the Tax History Integrity Report in update mode. W-2s will not print correctly if the Federal A Corporate Tax ID in the Taxation Summary field contains punctuation or spaces.
0114 - School District Code Missing	A school district code is not present in the school district taxation history record. At the current time, checking for this error has been deactivated.
0115 - Uncollected Taxes	There are uncollected payroll taxes for the tax area and type. This condition, which is most common in an environment where employees earn tips, could occur if you have requested the system to arrear taxes and it adjusted the tax to have net pay equal zero. Determine whether you should be arrearing taxes. If so, this error simply lets you know that uncollected taxes exist and that these amounts will be printed on the W-2 if the tax types are FICA or Medicare (Box 12).
0116 - Mismatch on Social Security tax	This error displays if either: The Social Security tax that you enter does not match the percent the employee actually had withheld. The Social Security tax that you enter does not match the percent the employer actually withheld. You must enter two rates, one for the employee and one for employer. Use Processing Option 3 to enter the rates.
0120 - Social Security over or under withheld	The amount of Social Security was either over or under-withheld. To correct the over withheld or under withheld tax, enter an interim check for the correction amount. The system changes the tax withheld to match the FICA taxable wage. Alternately, you can report the amount on the employee's W-2, and the employee will be responsible for recording the over payment or under payment on the 1040 tax return.
0121 - Medicare over or under withheld	The amount of Medicare withheld exceeds the annual maximum defined by the IRS. To correct the over withheld or under withheld tax, enter an interim check for the adjustment amount and the system will correct the tax. Alternately, you can report the amount on the employee's W-2, and the employee will be responsible for recording the overpayment on the 1040 tax return.
0122 - Tier I Over withheld	The amount of Tier I withheld exceeds the annual maximum specified by the IRS or does not equal taxable wage x rate. To correct the over withheld or under withheld tax, enter an interim check for the adjustment amount. The system will correct the tax. Alternately, you can report the amount on the employee's W-2, and the employee will be responsible for recording the overpayment on the 1040 tax return.
0123 - Tier II Overwithheld	The amount of Tier II withheld exceeds the annual maximum specified by the IRS or does not equal taxable wage x rate. To correct the over-withheld or under-withheld tax, enter an interim check for the adjustment amount and the system will correct the tax. Alternately, you can report the amount on the employee's W-2, and the employee will be responsible for recording the overpayment on the 1040 tax return.
0131 - Record contains no dollars ($)	All of the amounts in the Taxation Summary History table are blank (zero dollars). Manually delete each of these records from the file using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0140 - State Taxable Wage, NO TAX	There are taxable wages for the employee but there was no tax withheld. This might have occurred because of reciprocal agreements between states or because the employee has claimed enough exemptions to cause no tax to be calculated. In the current software, the system cannot identify which states should or should not have tax amounts. You must determine which records are valid and which are not. If you decide that the transactions are invalid, you must manually delete the records using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0141 - Tax in non-taxing state	The state listed is a non-taxing state, as defined by user defined code table 07/TA, but tax has been withheld due to an interim check tax override. Manually remove the tax amount from the non-taxing state record or enter in a tax refund through the interim check facility. If you manually adjust the record, you should add the adjusted amount to another state that does have state income tax withheld.
0150 - Negative Gross Wage Amount	The gross wage amount contains a negative value. Manually determine whether a negative balance is justified for the tax area or type. If it is not, either adjust the balance using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471), or repost the detail transactions to the summary file. In either case, rerun the Tax History Integrity Report to verify that no other problems exist.
0152 - Negative Excludable Wage Amount	The excludable wage amount contains a negative value. Manually determine whether a negative balance is justified for the tax area or type. If it is not, either adjust the balance using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471) or repost the detail transactions to the summary file. In either case, you should rerun the Tax History Integrity Report to verify that no other problems exist.
0154 - Negative Paid-In-Excess Wage Amount	The Paid-In-Excess Wage amount contains a negative value. Manually determine whether a negative balance is justified for the tax area or type. If it is not, either adjust the balance using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471) or repost the detail transactions to the summary file. In either case, you should rerun the Tax History Integrity Report to verify that no other problems exist.
0156 - Negative Tax Paid Amount	The tax withheld/paid amount contains a negative value. Manually determine whether a negative balance is justified for the tax area or type. If it is not, either adjust the balance using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471) or repost the detail transactions to the summary file. In either case, you should rerun the Tax History Integrity Report to verify that no other problems exist.
0199 - History Record Deleted	This error indicates that the program deleted the taxation history record from the file. None.
0250 - No Federal Tax taken	There are federal taxable wages for the employee but there was no tax withheld. This might have occurred because the employee has claimed enough exemptions to cause no tax to be calculated. If you determine that the federal transactions are invalid, you must manually change the records using the Pay & Taxes by Month form on the Integrity, Rollover, & Repost menu (G072471).
0251 - Work State, County, City mismatch tax area	The tax area on the Taxation Summary record does not match the work state, work county, or work city fields on the same record. Manually determine that the tax area in the Taxation Summary History record matches the Tax Area Constant table (F069016). If it is correct, run this report again in update mode to correct the Work State, Work County, and Work City fields.
0252 - Invalid Statutory Code	The statutory code on the Taxation Summary record does not match the statutory code in the Tax Area Constants table (F069016). Verify that the statutory code on the Tax Area Constants form located on the Taxes and Insurance menu (G0744), is correct. If not, correct it and then run the Tax History Integrity Report in update mode.
0253 - Invalid Century Field	The Century field in the Taxation Summary record is blank. Run the Tax History Integrity Report in update mode to correct the Century field in the Taxation Summary record.
999 - Invalid	The error code is not set up in user defined code table 07/IX. Review ASIs to make sure that all changes were made to include new errors.

27.2.5 Processing Options

See Section 60.1, "Tax History Integrity Report (P067011)."

27.2.6 Data Selection for Taxation History Integrity Report

Specify the last two digits of the current year in the data selection.

If all companies within your organization have the same paymaster, do not include home company in your selection criteria.

27.2.7 Data Sequence Taxation History Integrity Report

Do not change the data sequence of the report.

27.3 Reviewing the PDBA Integrity Report

Navigation

From Payroll Master (G07), enter 27

From Payroll Advanced/Technical Operations (G073), choose Data Integrity/Global Updates

From Data Integrity/Global Updates (G0731), choose Payroll Month PDBAs

Use the PDBA Integrity Report to identify errors in your Payroll Month PDBAs Summary History table (F06146). This table contains the adjustment amounts that you might need to add to taxable wages or report in other detail boxes on the year-end forms. These amounts might include 401(k) contributions, moving expenses, group term life insurance premiums, and so on. When you keep this table free of errors, you simplify the year-end processing tasks.

Figure 27-2 File Integrity Report

Description of ''Figure 27-2 File Integrity Report''

27.3.1 Data Selection for PDBA History Integrity Report

Specify the last two digits of the current year in the data selection.

27.3.2 Data Sequence for PDBA History Integrity Report

Do not change the data sequence of the report.

27.3.3 Reviewing Error Codes for PDBA History Integrity

The following list briefly explains the error codes (07/IT) that might show on the PDBA Integrity report.

Code	Description
0101 - Employee Number is invalid	The employee number does not exist in the Employee Master table (F060116). Manually add the employee back into the master file and rerun the Transaction History Integrity Report.
0102 - Pay, Deduction or Benefit Type doesn't exist	The Pay, Deduction, Benefit, or Accrual number does not exist in the Transaction Parameter table (F069116). Manually add the pay, deduction, benefit, or accrual number using the DBA Setup screen or the Pay Type Setup form located on the Pay/Deductions/Benefits Setup menu (G0742). Then, rerun the Transaction History Integrity Report.
0103 - Tax ID doesn't exist	The corporate tax ID on the record does not exist in the Corporate Tax ID table (F069086). Manually add the corporate tax ID on the Corporate Tax IDs form located on the Taxes and Insurance menu (G0744). Then, rerun the Transaction History Integrity Report.
0104 - Tax ID doesn't match	The corporate tax ID on the record does not match the corporate tax ID in the Corporate Tax ID table (F069086). Verify that the tax ID on the corporate tax IDs screen located on the Taxes and Insurance menu (G0744) is correct. If not, correct it and rerun the Transaction History Integrity Report. W-2s will not print correctly if the Federal A Corporate Tax ID contains punctuation or spaces.
0105 - Amount Due invalid	There is an amount due on the DBA, but the Transaction Parameter table record for the DBA states that an amount due should not occur on the transaction. Either change the Amount Due field to allow amounts due or manually adjust the amount due to zero. To adjust the amount manually, use the Additional function from the DBA Setup form located on the Pay/Deductions/Benefits Setup menu (G0742).
0106 - Number Periods invalid	There is a value in the Number of Periods field on the DBA, but the Transaction Parameter table record for the DBA states that using Number of Periods is not allowed. Either change the Number of Periods field to allow periods or manually adjust the periods to zero. To adjust the periods manually, use the Additional function from the DBA Setup form located on the Pay/Deductions/Benefits Setup menu (G0742).

27.3.4 Processing Options

See Section 60.2, "PDBA Integrity Report (P067021)."

27.3.5 Data Selection for PDBA History Integrity Report

Specify the last two digits of the current year in the data selection.

27.3.6 Data Sequence for PDBA History Integrity Report

Do not change the data sequence of the report.

27.4 Reviewing the DBA Integrity Report

Navigation

From Payroll Master (G07), enter 27

From Payroll Advanced/Technical Operations (G073), choose Data Integrity/Global Updates

From Data Integrity/Global Updates (G0731), choose Calendar Month PDBAs

Use the DBA Integrity Report to identify errors in your Calendar Month DBA Summary History table (F06145). When you keep this table free of errors, you simplify the year-end processing tasks.

Figure 27-3 Transaction History Integrity report

Description of ''Figure 27-3 Transaction History Integrity report''

27.4.1 Data Selection for Transaction History Integrity Report

Specify the last two digits of the current year in the data selection.

27.4.2 Data Sequence for Transaction History Integrity Report

Do not change the data sequence of the report.

27.4.3 Reviewing Error Codes for DBA History Integrity

The following list briefly explains the error codes that might print on the DBA Integrity report. These codes are defined in user defined codes table 07/ID.

Code	Description
0101 - Employee Number doesn't exist	The employee number does not exist in the Employee Master table (F060116). Manually add the employee back into the master table and run the Calendar Month DBA Integrity Report in update mode.
0102 - DBA Type doesn't exist	The Deduction, Benefit, or Accrual number does not exist in the Transaction Parameter table (F069116). Manually add the DBA number using the DBA Setup form located on the Pay/Deductions/Benefits Setup menu (G0742). Then, run the Calendar Month DBA Integrity Report in update mode.
0103 - Tax ID doesn't exist	The corporate tax ID on the record does not exist in the Corporate Tax ID table (F069086). Manually add the corporate tax ID on the Corporate Tax IDs form located on the Taxes and Insurance menu (G0744). Then, run the Calendar Month DBA Integrity Report in update mode.
0104 - Tax ID doesn't match	The corporate tax ID on the record does not match the corporate tax ID in the Corporate Tax ID table (F069086). Verify that the tax ID on the corporate tax IDs screen located on the Taxes and Insurance menu (G0744) is correct. If not, correct it and run the Calendar Month DBA Integrity Report in update mode. Note: W-2 forms will not print correctly if the Federal A Corporate Tax ID contains punctuation or spaces.

27.4.4 Processing Options

See Section 60.3, "Calendar Month DBA Integrity (F06145) (P067031)."

27.4.5 Data Selection for Transaction History Integrity Report

Specify the last two digits of the current year in the data selection.

27.4.6 Data Sequence for Transaction History Integrity Report

Do not change the data sequence of the report.

27.5 Correcting Integrity Errors Manually

Navigation

From Payroll Master (G07), enter 27

From Payroll Advanced/Technical Operations (G073), choose Data Integrity/Global Updates

From Data Integrity/Global Updates (G0731), choose an option under the Revise History Files heading

You can use the following programs to correct integrity errors manually:

Pay and Taxes by Month
Pay and Taxes by Check
PDBAs by Payroll Month
DBAs by Calendar Month

After you run an integrity report in proof mode, you must research each error on the report. The Payroll system provides error code tables that describe each type of payroll history integrity error. Use these error code tables to determine the action, if any, that you must perform to correct each error. You must correct these errors so that your quarterly reports (U.S. only) and year-end forms will be accurate.

Some integrity errors require that you make manual corrections to the appropriate history or constants tables before you run the report in update mode. You might need to manually revise history records, tax area constants, or corporate tax IDs. For example, you might need to:

Delete a record that contains zero dollars
Enter a tax ID number

For each error that prints on the report, determine the action, if any, that you must perform to correct it. Some entries on the report might not be errors for your setup. For example, taxation error 0250 - No Federal Tax Taken might print for an employee who is a low wage earner and does not need to have any Federal tax withheld. Review the user defined code lists 07/IX, 07/IT, and 07/ID to determine the action you need to take for each error.

After you revise payroll history manually, the summary totals do not equal the detail totals.

Caution:

The system does not create an audit trail of the changes you make when you revise payroll history manually. Therefore, you should assign these programs the highest possible level of system security.

27.6 Correcting Integrity Errors Automatically

Navigation

From Payroll Master (G07), enter 27

From Payroll Advanced/Technical Operations (G073), choose Data Integrity/Global Updates

From Data Integrity/Global Updates (G0731), choose the report you want to correct

After you review an integrity report and make any manual corrections, run the report in update mode to update the summary history table with the corrected information. For example, you might have entered a new tax ID or corrected an existing one. When you run the report in update mode, the system updates all history records with the new tax ID.

When you run the report in update mode, the system also corrects the errors it can correct and prints a report listing the errors it cannot correct.

The following list shows the errors you can correct by running each integrity report in update mode. These errors require manual corrections to your system setup before you run the report in update mode.

Report	Errors
Tax History Integrity Report	0109 - Invalid Tax ID number 0112 - Tax ID does not exist 0113 - Tax ID does not match 0251 - Work State, County, City mismatch tax area 0252 - Invalid Statutory Code 0253 - Invalid Century Field
PDBA Integrity Report	0103 - Tax ID does not exist 0104 - Tax ID does not match
DBA Integrity Report	0103 - Tax ID does not exist 0104 - Tax ID does not match

Each time you run an integrity report in update mode, the system creates a backup table of the summary history table as of the previous run. Therefore, if you run a report in update mode and receive unexpected results, you can restore your data to the way it was before the update. The system re-creates this table each time you run the integrity procedure. JD Edwards World recommends that you call customer support for help in restoring the backup.

27.6.1 Before You Begin

Set the processing options to print the report and update the table.

27.7 Verifying That Integrity Errors Have Been Corrected

After you run the report in update mode, run it a third time, in proof mode, to ensure that all errors have been corrected. You should investigate all errors and rerun the integrity report until all valid errors are corrected. When the system finds no errors, it prints only the cover page.