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Oracle Human Resources Management Systems Payroll Processing Management Guide (US)
Release 12.1
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Payroll Statutory Deductions and Reporting

Payroll Statutory Deductions and Reporting Overview

Oracle Payroll enables you to calculate an employer's tax liability and deduct the appropriate sums from employee earnings. You can calculate employer and employee tax liabilities for all the taxes and statutory deductions that are applicable to your country. For example, this includes employer liability for state taxes such as State Unemployment Insurance and employee liability for federal, state and local taxes in the US, PAYE and NIC in the UK, PAYE and PRSI in Ireland, Social Security, Unemployment and Complementary Pension in France, Standard and Special tax and Social Insurance in the Netherlands, and so on.

In each instance, Oracle Payroll enables you to enter details of the tax liability and process it at regular intervals.

Reporting on Payroll Statutory Deductions

See: Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration Guide

Payroll Statutory Deductions and Reporting

Oracle Payroll allows you to process tax and insurance deductions for employers and employees and helps you comply with the legislative requirements applying to your organization.

Is Oracle Payroll flexible enough to calculate taxes according to different legislative needs?

Yes. Oracle Payroll supports many country specific models of taxation, including the local, Federal, and state tax requirements of organizations operating in the US.

Is the entry of tax and social insurance details sufficiently flexible to meet the needs of my organization?

Yes. You can calculate taxes for different types of employer to represent the diversity of your organization. You can also make retrospective adjustments to allow for overpayments and underpayments.

Is Oracle Payroll capable of implementing the latest updates to taxation and social insurance?

Yes. The details of taxation policy and social security entitlements are constantly changing, but Oracle Payroll is always promptly updated so that your processing includes the most recent updates.

What are the Taxability Rules for Earnings and Deductions Categories?

Regular and overtime earnings are always subject to Federal and state taxes; however, at any point in time, other categories of earnings, and certain categories of pre-tax deductions, may be subject to different types of taxes and tax withholding at the federal and state levels.

What are the Taxability Rules for Workers Compensation?

States have different rules regarding the earnings categories to include in the payroll exposure used to calculate Workers Compensation liability.

Workers Compensation liability calculations also require that your jobs be assigned the Workers Compensation codes of one or more states. Associated with each state's codes are the rates of the WC insurance carrier or carriers in the state.

What are the Rules for State Quarterly Wage Listings on Magnetic Tape?

For the quarterly wage listings distributed to states in which you have employees, there is a requirement to maintain data for several different kinds of records. The Interstate Conference of Employment Security Agencies, Inc. (ICESA) has developed a format for magnetic reporting of state wage listings. The ICESA format designates the records required for state wage listings by code letters, as in the following table:

Code Record Name Purpose
A Transmitter Record Identifies a GRE serving as a transmitter of wage listing files to a state.
B Authorization Record Identifies equipment used to create the file.
E Employer Record Identifies GREs whose employee data (S and T records) are included in a file.
S Employee Wage Record Gives wage and tax information for individual employees.
T Total Record Gives totals of S records for an employer.
F Final Record Indicates the end of a file.

States that have not adopted the ICESA format for wage listings use the EFW2 (formerly MMREF) format or a variant of this format. Some of these states do not explicitly require the Transmitter (A) and Authorization (B) Records but do require some of the information appearing on these records.

Important: The State Quarterly Wage Listing (Enhanced) and State Monthly Wage Listing processes are used to generate the magnetic output files needed for submitting state unemployment reports to the applicable state agencies as per each state's requirements. The State Periodic Wage Listing (Enhanced) process replaces these two processes for generating the state specific Quarterly or Monthly Wage Listing magnetic output files. See: Running the State Periodic Wage Listing (Enhanced) Process

What Tax Information Must I Maintain for my Organization?

For the correct calculation and reporting of employee and employer tax liabilities at the Federal, state, and local levels, including Workers Compensation liabilities, you must maintain tax-related information for:

What are the Rules for Wage and Tax Reporting (W-2s)?

Employers must report to their employees the amounts paid and withheld so the employees can complete their own income tax returns and pay any amount owed to the Internal Revenue Service, and state and local governments.

Employers accomplish these reporting goals with the Wage and Tax Statement or Form W-2.

Use information from this form to enforce the appropriate tax laws as legislated by Federal and state governments.

In addition to reporting taxable income, some nontaxable amounts must also be reported to ensure that employees correctly complete their individual income tax return. The same is true for state reporting, except that the amounts reported are generally limited to taxable income and taxes withheld.

How do I Calculate my Unemployment Tax Liability?

Employers use Form 940 to determine your FUTA taxable wages for the calendar year and the FUTA tax liability on those wages after accounting for applicable state unemployment tax credits and FUTA tax deposits made during the year.

If you are covered by FUTA, you must report your liability annually on Form 940, Employer's Annual Federal Unemployment (FUTA) Tax Return. See IRC 3306(a) and IRS Regulation 31.3306(a)-1(b) for eligibility requirements.

Using Form 940, you can also pay your fourth quarter liability if the liability is less than $500.

Who Must File a Quarterly Federal Tax Return (Form 941)?

All employers must file this quarterly report if they withhold Federal income tax from employee compensation and are subject to withholding and payment of social security and/or Medicare taxes.

Form 941, Employer's Quarterly Federal Tax Return, provides the IRS with a report of each employer's total taxable wages paid and payroll tax liability, which is then reconciled with the employer's record of tax deposits and wage and tax information provided to employees on their W-2 forms.

See Reporting Quarterly Federal Tax Returns

What are Experience Rates?

The Experience Rate is the rate an employer uses to determine the amount of unemployment taxes it must pay. The experience rate is determined by the employers Experience Rating which in turn is determined by the employers unemployment benefit charges and average annual taxable payroll. The state provides the employer with its experience rate.

Employers with a high turnover generally have a higher experience rate. Employers with little turnover have a lower experience rate.

Who Must File Retirement Plan Listings (Form 1099-R)

At year's end, employers who make distributions of retirement income from qualified plans are required to report those distributions and any amount withheld for FIT/SIT/LIT on form 1099-R. Employers with more than 249 retirees are required to file Forms 1099-R on magnetic media, unless a waiver has been granted. Beginning in tax year 2006, the IRS will no longer accept 3 1/2 inch diskettes for filing information returns.

Employers must report any distributions from all types of qualified retirement plans; both periodic and lump-sum payments must be reported as well.

Form 1099-R requires distributions from any of the following be reported:

WC Insurance Carriers and Monopolistic or Competitive States

Some states are monopolistic with respect to the WC insurance carrier, which means that employers in these states can use only the state fund as their carrier.

Other states are competitive, which means they permit employers to use either private insurers or the state agency to fund WC programs. If your enterprise has GREs in different states, you likely have a different carrier in each state. If your enterprise has more than one GRE in a competitive state, it is possible for each to have a different WC carrier. However, each GRE can have only one WC carrier per state, whose name you enter in the system.

How are Workers Compensation Premiums Calculated in Oracle HRMS?

Premiums paid for worker's compensation insurance, whether it is a monopolistic or competitive state, are generally based on the type of business the employer does and the size of the payroll.

Employers are assigned classification codes based on the nature of the business. A dollar value is then assigned to the code and a calculation method is used to determine the employer's and employee's worker's compensation premium.

Calculation Methods

There are three calculation methods for determining both employee and employer contributions to Workers Compensation Insurance. These methods apply to the employer and employee numbered portions (if required) independently.

Percent of Subject Earnings: The employer and employee rates are expressed as a percentage.
Hourly Rate: The employer and employee rates are expressed in dollars per hour, where the hours used to calculate the amount deducted are the regular hours worked.
Flat Amount Per Period: The employer and employee rates are expressed in dollars per specified period of time, such as a year, a month, or a quarter.

Some businesses are deemed to be more dangerous than others and have a higher dollar amount assigned to the business. However, some employees may be assigned to a different and less expensive code because they are not involved in the more dangerous aspects of the business. This is known as an exception classification.

You must maintain information on:

How are Workers Compensation Insurance Rates Calculated?

Each state uses a set of work classification codes to represent its WC rates. The codes and their associated rates are intended to reflect the risk of injury or work-related illness in different types of work.

For each state in which you have a GRE, your jobs require WC classification codes. A given job does not necessarily have the same classification and code from state to state. Within a state, the same code normally covers a number of different jobs judged to have a similar risk level, so in each state all your jobs may fall into a fairly small number of codes.

Example Jobs and WC Codes for a State
Job Code
Bookkeeper 8810
Clerk/Typist 8810
Installer 5538
Repair People 5538
Senior Installer 5542
Outside Sales 5542

In a competitive state that permits employers to use private WC insurance carriers, all the carriers use the same set of codes, but need not use the same rates for each code. Also, the rate a private carrier charges for a code can vary according to the locations within a state. That is, particular geographical areas or job sites in a state can have special rates for the same code.

In addition to each carrier's default rates, you must maintain any special rates the carrier uses for particular locations.

Example WC Codes and Rates for WC Carrier A, by Location
Code Carrier A, Default Rates Carrier A, Rates for Site H
8810 .97 .94
8742 1.36 1.34
5542 6.70 6.65
5538 15.37 15.40

How do Surcharges and Rebates Affect my Companies Insurance Rate?

Reflecting your history as an employer with respect to WC claims, all states apply an Experience Modification Rate to the base premium, which can either reduce or increase your WC liability. Also, many states use:

Employer's Liability Rate An Employer's Liability Rate, applied before the Experience Modification Rate, which adds a percentage to the premium total. The system multiplies the premium total by the percentage to obtain the new total.
Example: For an Employer's Liability Rate of 4%, the system multiplies the total by 1.04.
Premium Discount Rate A Premium Discount Rate, applied after the Experience Modification Rate and certain surcharges that may be present. This modifier always reduces the premium total. The system multiplies the premium total by the Premium Discount Rate to determine the discount amount, and then subtracts this amount from the premium total.
Surcharges In addition to the modifiers mentioned above, some states apply surcharges, which can be either additional charges or rebates, to the WC premium calculation. One or two surcharges may be applied after the Experience Modification Rate but before the Premium Discount Rate. Another surcharge may be applied after the Premium Discount Rate. Some surcharges are added into the running total of the premium, while others are held separately and applied to the premium calculation at the end.
Unique State Provisions In addition to the commonly occurring modifiers and surcharges, a state may use special modifiers, surcharges or rules not found elsewhere.

How is Overtime Pay Affected by Workers Compensation?

States have different rules regarding the inclusion of overtime pay in employees' WC payroll exposure, depending on whether these earnings are paid at straight time or premium rates. Further, some states impose an Executive Weekly Maximum, which sets an upper limit on the amount of an employee's earnings available for inclusion in his or her payroll exposure. Overtime hours can also be included, independent from subject wages.

Can I Change a Workers Compensation Code for an Employee?

Sometimes you must override the regular WC job classification codes for certain employees. For example, when employees in a high risk job classification are working at a construction site, you may be required to give everyone at the site, including clerical personnel and similar lower risk workers, the higher risk code.

What Tax and Wage Reports am I Required to Submit?

The federal-level reports on taxes and wages that each GRE must produce include:

At the state level, employer's electronically submit report of employee wages subject to SUI to the states in which they have employees. Oracle Payroll calls these reports State Quarterly Wage Listing (SQWL) or State Monthly Wage Listing (SMWL) depending on time period that needs to be reported.

Data for Reporting Electronically

For GREs and other organizational units submitting Federal and state tax and wage reporting electronically, you must maintain some special data. This data serves to identify things like the GREs that are serving as transmitters of the media, the GREs whose employer and employee data appears on a particular tape or diskette, and the equipment used to generate the files submitted.

The best practise for employers is to submit your files electronically.

How do I Report for Multiple Worksites?

Employers with multiple worksites must file quarterly employment and wage reports. This information is used by the Bureau of Labor Statistics (BLS) to provide analyses of U.S. employment. This Multiple Worksite Report (MWS) is submitted on magnetic media.

Certain industries such as gas and oil exploration, construction, and contract logging are exempted from reporting. Employers with less than 10 employees total in their multiple worksite locations are also exempted from filing this report.

See the Bureau of Labor Statistics Report BLS 3020 for complete details of who must file.

Oracle strongly urges you to file electronically.

US Gross to Net Summary Report

US Gross to Net Summary Report

The US Gross to Net Summary report shows current totals for the results calculated from payroll runs, quick pays, and payroll reversals by earnings, deductions, and other elements of pay. The US Gross to Net Summary report groups totals by element classification, thereby showing a gross to net view. Oracle Payroll generates the output of the US Gross to Net Summary in PDF format.

Any non-zero values of the element totals appear in the following categories:

All element totals appear in the Total column of the US Gross to Net Summary report. If there is an hour designation associated with the element, the total number of hours for each listed element appear in the Hours column of the report. Totals for both dollar amounts and hours appear at the end of each category listing.

You run the US Gross to Net Summary Report for a single GRE or all of the GREs in the organization. You run this report for a specific payroll or consolidation set.

US Gross to Net Summary is not a YTD reconciliation tool. Run this report after each payroll run or, at a minimum, on a quarterly basis.

Sort Options

You organize US Gross to Net Summary reports according to user-defined criteria or sort options. Oracle Payroll does not require you to use sort options to generate your report, but they are the best way to configure the report to your specific needs. You can sort reports by any or all of the following options:

Note: Select GRE as a sort option only if you have included all GREs in the US Gross to Net Summary report.

The sort options are hierarchical. Making a selection to the Sort Option One field enables Sort Option Two. Making a selection to the Sort Option Two field enables Sort Option Three.

Example of Sort Options

The following is an example of how to use sort options to configure the US Gross to Net Summary Report.

If you want to create an US Gross to Net Summary Report sorted by GRE, Location, and Organization:

  1. Enter GRE into the Sort Option One field.

  2. Enter Location into the Sort Option Two field.

  3. Enter Organization into the Sort Option Three field.

Using these Sort Options, Oracle Payroll generates the report listing each employee by location within each organization for the selected GRE or business group. The US Gross to Net Summary report lists totals at all levels, not just the bottom level.

Note: The application nests the sort options. Using the previous example, if you change Sort Option Two from Organization to Location, the process automatically clears Sort Option Three.

Running the US Gross to Net Summary Report

Run the US Gross to Net Summary report from the Submit Single Request window.

Note: US Gross to Net Summary is not a YTD reconciliation tool. Run this report after each payroll run or, at a minimum, on a quarterly basis.

To run the US Gross to Net Summary report

  1. In the Single Request field, select US Gross to Net Summary.

  2. Click in the Parameters field and select the parameters for the report (as detailed below).

  3. Click OK and then Submit.

    This report creates a PDF file in the output directory that you view through Acrobat Reader.

US Gross to Net Summary Parameters

The following parameters exist for the US Gross to Net Summary:

Starting Date and Ending Date Use these fields to enter a date range for the report.
GRE Select from the List of Values to limit the report to a single GRE. The report contains information for all valid GREs if the field is left blank.
Payroll Select from the List of Values to run this report for a specific payroll. You must enter either a payroll or a consolidation set to run the report.
Consolidation Set Select from the List of Values to run this report for a consolidation set. If you select a payroll in the Payroll field that is associated with a consolidation set, the consolidation set automatically populates. You must enter either a payroll or a consolidation set to the report.
Sort Options There are three fields for sort options. See the Sort Options section for more information on how to properly use these parameters.
Template This field defaults to US Gross to Net Summary (PDF)

Report Messages

The results of the US Gross to Net Summary report vary depending on what post-payroll processes you ran prior to running this report. The following table explains the message conditions for this report:

Message Reason
Informational - Payment information not available; Prepayment has not been run for any pay runs/quick pays selected for the report Run the US Gross to Net Summary report after a payroll run or quick pay, but no pre-payment processes have occurred for the any of selected runs.
Informational - Payment information not complete; Prepayments have not been run for all pay runs/quick pays selected for the report. Run the US Gross to Net Summary report after a payroll run or quick pay, but not all pre-payment processes have occurred for the selected runs.
Informational - Disbursements have not been run for all pay runs/quick pays selected for the report. Run the US Gross to Net Summary report after a payroll run or quick pay, but not all pre-payment processes and disbursements have occurred for the selected runs.
Informational - Pay process and disbursement processes complete. Run the US Gross to Net Summary report after all payroll check, third party check, and NACHA processes have occurred for the selected runs.

Local, State, and Federal Taxes

Understanding Taxes

When setting up Oracle Payroll for tax calculation and data entry, there are many requirements you must consider.

Tax Information for GREs

Each GRE represents an employer for which the US Internal Revenue Service provides an identifying number for tax purposes (sometimes called the employer identification number). When creating an organization classified as a GRE, you must define Federal, state, and local tax rules for it. These rules include:

Taxation Processing when an Employee's GRE Changes

For US legislation, all the taxation processing happens based on the values associated to a particular GRE. If there is any change of GRE for an employee, the taxation processing happens under the new GRE where the employee is considered a new employee. If it is necessary to consider the tax details present in earlier GRE for the employee, either of below mentioned approaches can be followed.

The My Oracle Support note: Changing Assignment's Payroll or GRE Gives Inconsistent Results in Payments and Balances (Doc ID 1348898.1 recommends that customers can chose to create a new assignment for an employee rather than changing the employee GRE. However, the creation of new assignment is suitable only if one or two employees require GRE change. If major population of employees requires GRE change, then Balance Adjustments or Tax Group is a suitable option.

Employer Local Taxes

Oracle Payroll for US enables employers to calculate employer head tax or employer city tax liability for specific localities. This topic discusses the components that Oracle Payroll for US supports to process employer local taxes.

Control Calculation of Employer Local Taxes at the GRE Level

The ability to control the calculation of local employer taxes is provided at the Government Entity Reporting (GRE) level. Payroll administrators can select the following values in the Local ER Tax Rules window for a GRE:

Depending on the values selected for these fields in the Local ER Tax Rules window, the application calculates the employer local taxes during a payroll run or QuickPay for employees.

Important: The application calculates employer local taxes based on where the employee works. If the employee resides in one of the supported localities, but works in a non-supported location, no employer local tax will be calculated.

The following table provides a list of employer local taxes that Oracle Payroll for US supports:

  State Type Frequency Liability Locality
1 CA ER Annually 1.35% x taxable wages of all employees working in city limits San Francisco
2 CO Employee and Employer Monthly if over 25 employees otherwise Quarterly $2.00 per month for Employee and Employer per employee earning over $250.00 in Gross Wages per month. Aurora
3 CO Employee and Employer Monthly if over 10 employees otherwise Quarterly Employee rate of $5.75 per month; Employer rate of $4.00 per month per employee earning over $500.00 in Gross Wages per month Denver
4 CO Employee and Employer Monthly if over 6 employees otherwise Quarterly $5.00 per month for Employee and Employer per employee earning over $750.00 in Gross Wages per month. Glendale
5 CO Employee and Employer Quarterly $2.00 per month for Employee and Employer per employee earning over $250.00 in Gross Wages per month. Greenwood Village
6 CO Employee and Employer Monthly if over 9 employees otherwise Quarterly $3.00 per month for Employee and Employer per employee earning over $500.00 in Gross Wages per month. Sheridan
7 IL Employer Annually $4 per employee per month working in city limits Chicago
8 MO Employer Quarterly .5% x gross earnings for employees working or living in city Saint Louis
9 NJ Employer Quarterly 1% x (total wages, tips, and other comp subject to Federal Income Tax - adjustments for partial work done in or out of Newark) Newark
10 OR Employer Quarterly .6% x taxable wages of all employees working in district City of Sandy
11 OR Employer Quarterly .68% x subject wages of work done in district Canby
12 OR Employer Quarterly .6% x subject wages of all employees working in district Molalla
13 OR Employer Quarterly .5% x gross wages of all employees working in district City of Wilsonville
14 PA Employer Quarterly .55% x gross wages of employees working in city or gross wages attributed with work done in city Pittsburgh

Predefined Elements

The following predefined elements are delivered to process and calculate employer head tax or employer city tax:

Set up Information to Process Local Employer Taxes

You must complete the following setup steps to process local employer taxes:

  1. 1. Specify local employer tax rules. See: Entering Local Employer (ER) Tax Rules for a GRE.

  2. 2. Navigate to the Link window, and link the following elements to all payrolls or create an applicable link for your specific organizational needs:

  3. 3. Set up the tax balance adjustment elements, if required. This step is optional and is required only if you want to make any tax balance adjustments for employer local taxes. The Adjustment elements would be used for the manual Balance Adjustment process. See: Setting Up the Tax Balance Adjustment Elements

W-4 and Other Tax Data for Employees

For each employee assignment, you maintain information taken from the W-4 Employee's Withholding Allowance Certificate that employees must complete, as well as certain additional tax-related information.

Note: If an employee has more than one assignment, you must enter identical data for each.

See: Tax Information for an Employee Assignment

Entering W-4 and Other Tax Data for Employees

To review and change default tax information for an employee, use the appropriate Tax Rules window. Information in these windows are maintained date effectively.

Note: All changes effect the tax calculation as of the date paid, not the date calculated.

See Also:

State Tax Rules

County Tax Rules

City Tax Rules

Percentage Tax Rules

SUI Wage Base Override Changes

States allow for unemployment wages already taxed by a prior state to qualify towards the SUI wage base limit, as long as the employee works for the same employer in both states in the same tax year.

Note: The state of Minnesota is an exception to this rule. If an employee transfers from any state to Minnesota, there is no credit of SUI wages allowed. Oracle Payroll also requires the employee be in the same Government Reporting Entity (GRE).

Oracle Payroll provides the following when you make modifications that result in a change to the SUI state:

A change to the SUI state occurs by either changing the work location on the assignment window, or manually changing the SUI state on the employee's federal tax window.

Oracle Payroll also populates the SUI Base Override field with the remaining amount of taxable wages. If the combined SUI ER taxable wages in all states except the current state for the same GRE in the same tax year is less than the SUI wage limit of the current state, the system sets the SUI Base Override field to the difference of the two. If the combined ER taxable wages are equal to or greater than the limit of the current state, the SUI Base Override field is set to zero.

Note: You can disable this functionality by setting the Automate SUI Wage Credit field in the Employer Identification window to No.

See: GREs: Entering Employee Information, Oracle HRMS Enterprise and Workforce Management Guide

You must still run the Clear SUI Wage Base Override as part of the Year Begin processes. The process clears the SUI Wage Base Override field whether automatically or manually input.

If the SUI wage limit changes as a result of an update to the Jurisdiction Information Tables, the system does not self adjust the limit entered in the SUI Wage Base Override field.

Note: If you have employees that transfer to a different work state during the tax year, it is mandatory you run the Year Begin Process to clear the SUI Base Override field. See: Clear SUI Wage Base Overrides Process

Non Resident Alien Tax Calculation

Employers are responsible for ensuring that nonresident aliens have taxes withheld appropriately. It is the employers decision as to how to change the set up to withhold the correct amount of taxes.

You use the Extra Information Type (EIT) VISA Residency Details to set the Non Resident Alien parameter. The EIT determines if a person is a resident or non-resident. Oracle passes the residency information to Vertex for use in the tax calculation.

Override tax amounts and override tax rates take precedence over setting the Non Resident Alien parameter. If an override tax amount or tax rate exist, and the Non Resident Alien parameter is set to true, the application processes the override instead of calculating the tax using the Non Resident Alien parameter.

When additional tax amounts exist, Oracle Payroll adds the additional amount to the tax calculation for the current period. The tax calculation amount may or may not include override tax amounts or rates. The Non Resident Alien parameter does not affect the processing of additional tax amounts.

Tax Withholding Methods

To calculate the Employee Withheld balance, payroll runs use the regular or supplemental method. At the Federal level, the cumulative withholding method is also available.

Regular withholding (also called Percentage or Annualized Wages withholding) The default withholding method of Regular runs. These payroll runs process employees once each period to produce their regular earnings for time worked and may also process supplemental earnings and final pay for terminating employees.
Regular runs apply supplemental withholding to any supplemental earnings whose input value Tax separately has the entry Yes.
See: Supplemental Withholding in Regular Runs, Oracle HRMS Compensation and Benefits Management Guide
Supplemental withholding The default withholding method for Federal and state income taxes in Supplemental runs. You initiate these runs whenever necessary to process supplemental earnings and final pay for terminating employees. You enter in the Federal Tax Rules window, the supplemental withholding calculation method a GRE uses.
Supplemental payroll runs act like regular runs when processing final pay, using regular withholding except for any supplemental earnings with an entry of Yes in its Tax Separately input value.
Cumulative withholding Can apply only to employees whose earnings occur unevenly over the year; it can be beneficial for such employees. Regular and supplemental runs both use cumulative withholding in calculating Federal taxes for the regular earnings and commissions of those employees who qualify for and have requested this method.
You mark employee assignments for cumulative withholding when entering tax information for individual employees.

The Tax Calculation Process

When all the necessary tax information is in place, the payroll run calculates the tax withholding of your employees and the tax liabilities of their GREs.

For each employee, it first creates gross earnings balances. Then it calculates their withholding, applying the appropriate withholding method, and the GRE's tax liability for the employee.

Note: For the state-level calculations of employer liability for Workers Compensation payments, the run does special calculations.

See: WC Elements and Formulas in Oracle Payroll

Calculation Provision and Maintenance

The tax rules used to produce the tax balances can be complex. Moreover, they are subject to frequent changes. Developing and maintaining current US tax calculations at the federal, state and local levels requires many researchers with specialized skills and experience.

For this reason, an independent, well-established US payroll tax vendor is the best source for tax calculation routines and updates. Oracle has concluded an agreement with Vertex Inc. to supply these tax calculation programs.

Each Oracle Payroll installation incorporates into the payroll run, tax calculations that Vertex provides and maintains. The payroll run calls these calculations at the appropriate times, so that they automatically go into effect.

You receive Vertex documentation together with Oracle Payroll. There is no online access to Vertex formulas and tables; however you can obtain a variety of reports on the tax calculations, described in the documentation. For tax calculation maintenance, Vertex provides you with data on diskettes or tapes. When you apply this data to your system it overlays all existing data in the Vertex tables, so that all data in these tables is current.

Tax Information for an Employee Assignment

Oracle Payroll and HR only users must maintain the tax-related information each employee provides on form W-4 Employee's Withholding Allowance Certificate, as well as certain additional tax information for employees. The payroll run uses this information to determine employee tax withholding at the Federal, state, and local levels.

To review and maintain employee tax information, use the Federal, State, County, City, and sometimes Percent Tax Rules windows. Entries to these windows are date effective.

Tax Records for New Hires

When you hire a new employee, you must enter a primary residence address for them. Each new employee must also have a work location with an address that includes a city or town and a state. The work location is the location of the organization included in the employee assignment.

Note: This assignment may be the default assignment of the employee either to the Business Group or to the organization to which he or she was an applicant, or may be another assignment entered as a correction to the default assignment.

The system date-effectively creates default Federal, state, and local tax records for each new hire, using:

The filing status of these default tax records is Single, and the default for the number of allowances is Zero. If a new employee's W-4 form contains different information from that of the default records, enter this information using the Federal Tax Rules window.

Note: Oracle Payroll does not automatically create default tax records when the Location Address changes, the Payroll Tax City, State, Zip and County override location address fields are used, or when the Taxation Location override on the GREs and Other Data window changes.

Note: If you change the Location Address or the Payroll Tax City, State, Zip and County fields for the location, you must run the Update Work Location Tax Records concurrent program. This program creates default tax records and provide a report of all employees affected by the change. You then must update the individual tax records affected by the change and modify the SUI State's withholding information and percentage tax rules, as required. If you skip this step, payroll taxes will be incorrect for future payrolls until the appropriate change is made.

Note: If you make a change to the SUI state, Oracle Payroll automatically populates the SUI Base Override field with the remaining amount of taxable wages to the limit for the new state. However, an employer can manually override the data in this field. The system issues a warning that based on the limit, the amount entered is not correct.

Tax Record Changes for Current Employees

Tax Record Changes for Current Employees

Scenario 1

Whenever changes occur to the city, county, or state of the current primary address for an employee, the system checks the employee's tax records and date effectively and makes changes to the local or state and local tax records, as required.

For example, when you change the primary address to a new state, county and city, Oracle Payroll creates default tax records for the new state and locality, with 0% as the time worked in the new state and locality.

Depending on the rule you entered for the state in the State Tax Rules window, the filing status and number of allowances for the new state and local records either defaults from those on the employee's Federal tax record or go in as Single and Zero.

Scenario 2

Whenever the city, county, or state of a location address changes, or the Payroll Tax City, State, Zip, and County fields for the location changes, you must run the Update Work Location Tax Records concurrent program. This program creates the default tax records, and provides a report of all employees affected by the change. You must access the individual tax records effected and modify the SUI state withholding information and percentages, if required.

Note: If you skip this step, payroll taxes will be incorrect for future payrolls until the appropriate change is made.

For example, when you change the Location address or Payroll Tax fields to a new state, county and city and then run the Update Work Location Tax Records concurrent program:

If the employee is working 100% of the time in the new state and/or locality, or is not working 100% of the time in the new state and/or locality but is working elsewhere for some percentage of time, you must access the individual tax records effected and modify the percentages and withholding information percentages, as required.

Scenario 3

Whenever you update the Taxation Location override field is on the GRE and Other Data window (on the Assignment form), Oracle Payroll does not update employee tax records to reflect the Taxation Location override. You must create individual tax records for the new state and locality, and then modify the withholding information and percentages, if required. If you don't, the employee will be taxed improperly the next time you run payroll, because Oracle Payroll has not created default tax records for the employee.

State and Local Tax Exemptions

If an organization employs persons living in a state or locality where there is no business address for the organization, the employer may choose not to withhold any applicable state or local residence taxes for those employees. In order to achieve a state or local tax exemption, an employer defines exemption rules for each GRE that apply to all assignments in that GRE.

Oracle Payroll automatically withholds taxes for all defined states and localities unless you introduce exemption rules. For local taxes, the exemption rules apply only to resident taxes. Oracle Payroll withholds work locality taxes based on the work location regardless of whether those localities are defined in the exemption rules.

Note: In previous releases of Oracle Payroll, you could define exemption rules only at the assignment level. By being able to define exemption rules at the GRE level, you can easily identify those employees for which tax exemptions exist.

Examples of State and Local Exemption Rules

Following are sample scenarios that illustrate typical uses of State and local tax exemptions.

Scenario 1: No State or Local Tax Exemptions

This is the system default. Oracle Payroll withholds taxes from all fifty states and subordinate localities unless you specify otherwise.

Scenario 2: Doing Business in Only One State with No Local Tax Exemptions

In the Employer Identification screen, the State Tax Withholding Rule field must be set to States under State Tax Rules. In the State Tax rules screen, information should be entered and maintained only for the state that the company is doing business in.

The system default is for taxes to be withheld for all localities in the state in question. This means that on the State Tax Rules screen, the Exempt State Income Tax field is set to No, and the Local Income Tax Withholding Rule field is set to All Localities.

Scenario 3: Doing Business in Some States with Some Local Tax Exemptions

In the Employer Identification screen, the State Tax Withholding Rule field must be set to States under State Tax Rules. In the State Tax Rules screen, information should be entered and maintained only for the states that the company is doing business in. The Exempt State Income Tax field should be set to No.

In the State Tax Rules screen, the Local Income Tax Withholding Rule field should be set to Only Localities Under Local Tax Rules. In the Local Tax Rules screen, tax rules should be set up only for those localities that employees reside in. The Exempt Local Income Taxes field should be used to determine if you want to withhold taxes for this locality.

Note: If you have a business location in a certain locality, you have to withhold taxes for that locality.

Setting up Exemption Rules

You define Oracle Payroll tax exemption rules at the GRE level. Oracle Payroll can create a tax exemption for any state or locality set up in your system. You can also have Oracle Payroll withhold all applicable taxes for all states and localities in the United States.

Identifying Existing Exemption Rules for Employees

When entering W-4 tax information for an employee, Oracle Payroll informs you if a tax exemption applies for the state or locality where the employee resides. If state income tax is being withheld, then the SIT Withheld box in the State Tax Rules screen is checked. If county or city income tax is being withheld, then LIT Withheld box is checked on the County Tax Rules screen or the City Tax Rules screen.

A tax exemption may exist for any of the following reasons:

Note: A state tax exemption may not exist for an employee whose primary address is in the same State as their work location. A local tax exemption may not exist for an employee whose primary address is in the same city or county as their work location.

Entering Puerto Rico Withholding and Exemption Details

Use the PR Withholding Details assignment EIT to enter the withholding and exemption details for employees for the state of Puerto Rico.

Following fields are available for this EIT:

Assignment Location Rules Overview

The defaulting tax rules process creates tax records whenever the following assignment location rules are met:

The following tax rules records are created with the effective start date as the date on which the defaulting tax rules criteria was met for the first time and the effective end date as the end of time:

Assignment Location Rules Overview Example

An employee moves to three different states, A, B, and C in a year. In state A, the employee works in two different counties, D and E. In State B, the employee works in city G (which is located in county F). In State C, the employee works in an unspecified area. The employee's percentage in each of these areas is expressed in the following table:

Work Location State A State B State C
County D 30% 0% 0%
County E 20% 0% 0%
County F 0% 0% 0%
City G 0% 30% 0%
Unspecified 0% 0% 20%
Total in State this year 50% 30% 20%

Note: The state totals add up to 100% for the year.

Mechanisms for Updating Tax Records

There are three update mechanisms:

Update Assignment Location

Assuming that tax records do not already exist for the second assignment location, the following events occur when you update an assignment location:

Update With Insert Assignment Location

Update with Insert allows you to create a new tax record and insert it between two existing records.

An employee transfers from current Location 1 to future Location 2. Before the employee actually transfers to Location 2, the plans change, and the employee transfers to Location 3.

Note: The transfer to Location 2 is not altered by this action, and the change will take effect as planned.

The transfer to Location 2 is not altered by this action, and the change will take effect as planned.

Update Override of Assignment Location

Update override allows you to insert a future dated assignment location and override any existing future dated assignment locations.

An employee in Location 1 transfers to Location 2 in a few months time. But before the transfer happens, plans change, and the employee is now transferring to Location 3.

The records for Location 2 are created, but the percentage records for State, County, and City for location 2 are set to zero. However, the records for Location 3 are created and as of the default date, until the end of time, the employee percentage records for State, County, and City are set to 100% for Location 3 as of the transfer date until the end of time. Note also that the Federal tax record is set for Location 3 as well.

In update Override, the following process occurs:

Reporting Federal Unemployment Tax (FUTA)

Generally all employee compensation is subject to FUTA tax unless exempted under IRC 3306(b) and IRS Reg. 31.3306(b)(2)-1 - (b)(10)-1.

Oracle Payroll provides certain information in the form of a work sheet that you then transcribe to the official form 940; however, some information must be provided by you:

FUTA Credit

An employer can reude their FUTA tax rate through credits they can take based on the amount and timeliness of the state unemployment taxes it pays. Oracle Payroll has two methods to estimate the allowed credit:

Warning: Once you have selected one of the two methods for estimating FUTA credit, do not switch methods mid-year.

The IRS allows credit only when SUI payments are on time. Since Oracle Payroll does not contain payment information, this determination cannot be made by the software.

An employer can make excess voluntary payments to SUI with the objective to lower their SUI rate. Since SUI payments must be required by law in order to qualify for the normal FUTA credit, these excess payments are not currently supported in the calculation method.

The Employer Tax Credit element classification holds the credit rate.

Net FUTA Liability Calculation Method

To calculate the FUTA Liability net of the FUTA Credit, you must first determine your liability rate.

Currently, the normal FUTA rate is 6.2%. The IRS allows a maximum credit against this rate of 5.4%. The liability net rate is the difference between the two, in this instance 0.8%.

This rate overrides the rate currently used by the Vertex formulas and calculates the FUTA liability balance at the percentage entered.

Enter Net FUTA Liability on the Federal Tax Rules window.

Maximum FUTA Credit Calculation Method

FUTA liability is calculated at the standard rate used by Vertex, and the credit is reflected in a separate balance. You do not enter a FUTA liability net rate at the Federal level with this calculation method.

In this FUTA Tax Credit calculation method, you enter the maximum FUTA credit percentage for each state taxability rule within a GRE.

In one of the states in which you have employees working, the IRS allows a maximum credit of 5.4%. This rate is entered in the State Tax Rules for that state.

Note: This rate may vary from state to state.

Enter the Maximum FUTA Calculation in the State Tax Rules window.

Note: You can cost both the FUTA liability and the FUTA credit to the same GL account. Costing in this manner produces the same results as the Net FUTA calculation method. (This option is provided in the event that future legislation incorporates State specific credits.)

Purging Tax Rules Records

Purging tax rules records is allowed, however, no other kind of deletion is allowed. The purging descends down the tax percentage records, thus whenever a tax rules record is purged, the corresponding tax percentage record is also automatically purged.

Note: Percentage tax records cannot be created nor deleted through the percentage screen. They are created only when their tax rules records are created. They are deleted only when their corresponding tax rules are purged.

State tax rules records can be purged only if:

County tax rules can be purged only if:

City tax rules can be purged only if:

Payroll Tax Address Overrides

Oracle Payroll supports address overrides for payroll tax purposes. In many areas of the US, mailing address alone is not specific enough to indicate the proper taxing authority. The various payroll tax address overrides in Oracle Payroll allow additional tax attributes to be defined for a mailing address to indicate the proper taxing authority. These overrides are found in the following areas:

Two possible uses for this feature are:

Tax Overrides are entered in:

When tax overrides exist for employees, assignments, or locations, this information is displayed in the Federal, State, and County Tax Rules Windows for the employee.

Tax Override Scenarios

The following scenarios are offered as examples of how you might use payroll tax overrides in your organization.

General Scenarios (PA Townships)

In certain locations, such as in Pennsylvania townships, tax jurisdictions may cross city or county boundaries. In these cases, Oracle Payroll, when using a mailing address to indicate the taxing jurisdiction may not be correctly withholding the proper tax. If this problem occurs, you need to enter an address override to make the adjustment to the proper taxing authority.

You may need to enter an override:

To enter an override when an employee's taxation address is different from their mailing address:

  1. Specify an Override Pay Tax Address in The Employee Address Window.

To enter an override when a work location's taxation address is different from its physical address:

  1. Specify a Payroll Tax City, State, Zip, and County in the Location Window.

Indiana County Tax Scenarios

Indiana law requires you to withhold county tax for employees working in the state based upon either their primary address or work location as of January 1st.

You may need to manually adjust a taxation address when:

Oracle Payroll automatically enters an override in the employee Address window when an existing employee who was an Indiana resident as of January 1 changes primary address. You can manually change or remove the information Oracle Payroll puts in the Override Pay Tax Address region in the Address window.

To remove an override for an employee (hired on or before January 1) who moves to a state with county taxes but continues to work in Indiana:

  1. After entering the new address in the Address window, remove any data in the Override Pay Tax Address region.

To enter an override for an employee (hired on or before January 1) who moves from a work location with county tax to an out of state work location but continues to work in Indiana:

  1. After entering the new address in the Address window, the employee's home address as of January 1 automatically moves to the Override Pay Tax Address region of the Address window.

  2. Enter the county tax non-resident rate into the LIT Override Rate field in the County Tax Rules window.

  3. Remove any data in the Taxation Location field of the GREs and other data window.

To enter an override for an employee (hired on or before January 1) who lives and works in Indiana counties with tax, moves to a state with with residence based taxes and continues to work in Indiana:

  1. After entering the new address in the Address window, remove any data in the Override Pay Tax Address region.

  2. Enter the county tax resident rate into the LIT Override Rate field in the County Tax Rules window for the old residence address.

  3. On the Percentage form for the current work location, change the City and County percentages to 100% for the old residence address.

To enter an override for an employee (hired on or before January 1) who lives in an Indiana county with tax and works in an Indiana county without tax, moves to a state with residence based taxes and continues to work in Indiana:

  1. After entering the new address in the Address window, remove any data in the Override Pay Tax Address region.

  2. Create a location based upon the employee's address as of January 1 and then select it in the Taxation Location field of the GREs and other data window for the employee's assignment.

  3. Enter the county tax resident rate into the LIT Override Rate field in the County Tax Rules window for the old residence address.

To enter an override when you hire a new employee who was an Indiana resident at the beginning of the calendar year:

  1. Enter the employee's current primary address in the Address window.

  2. Enter the employee's home address as of January 1 in the Override Pay Tax Address region of the Address window.

  3. Select the employee's current work location in the Location field of the Assignment window.

  4. Select the employee's location as of January 1 in the Taxation Location field of the GRE's and other data window.

    If the old work location does not exist in the system, you need to create it.

  5. Ensure percentages are correct in the Percentage window.

    Note: You may be required to set up a work location in Oracle Payroll for the purpose of correctly withholding tax for new employees. This location is not an actual place of business for your organization, and is for taxation purposes only.

To enter an override when an Indiana work location's address changes to a new address outside of the county:

  1. Enter the new address for the location in the Location Address window.

  2. Enter the old address into the Location Address window as a overriding Payroll Tax City, State, Zip and County.

    The overriding Payroll Tax Tax City, State, Zip and County will only be used until January 1, at which point Oracle Payroll will remove it.

    New employees assigned to this location need to be taxed at their location as of January 1, not the overriding payroll tax address set up here. You will have to enter a location override for the employee's assignment in GRE's and Other Information window to override the original location override. The overriding location for the new employee may have to be set up before you can can do this.

Supplemental Tax Override

Highly compensated employees, amongst others, sometime request to withhold supplemental taxes at a rate higher than legislatively required.

Oracle Payroll supports supplemental tax override rates at the assignment level for federal, state, county, and city taxes.

Separate rates can be specified for each locality and the federal level on the employee's tax information.

Note: To use a supplemental tax override rate, the GRE must have flat percentage override selected as a calculation method, a non-zero override rate must be specified, and it must be a supplemental payroll run. All three of these conditions must be met, or the default withholding method will be used.

FIT Override Region

In the FIT Override region on the Federal Tax Rules window, you can specify FIT and/or federal supplemental tax overrides.

If you want to specify an FIT override, enter a percentage in the Regular Rate field to override the regular rate used in FIT withholding calculations.

To withhold a fixed FIT override amount each period with no tax calculations occurring, enter the amount in the Regular Amount field.

If you want to withhold a supplemental tax, enter a percentage in the Supplemental Rate field to override the regular rate used in federal supplemental withholding calculations.

SIT Override Region

In the SIT Override region on the State Tax Rules window, you can specify SIT and/or state supplemental tax overrides.

If you want to specify an SIT override, enter a percentage in the Regular Rate field to override the regular rate used in SIT withholding calculations.

To withhold a fixed SIT override amount each period with no tax calculations occurring, enter the amount in the Regular Amount field.

If you want to withhold a supplemental tax, enter a percentage in the Supplemental Rate field to override the regular rate used in state supplemental withholding calculations.

LIT Override Region

In the LIT Override region on the County and City Tax Rules windows, you can specify LIT tax overrides.

If you want to specify an LIT override, enter a percentage in the Rate field to override the regular rate used in LIT withholding calculations.

To withhold a fixed LIT override amount each period with no tax calculations occurring, enter the amount in the Amount field.

If you want to withhold a supplemental tax, enter a percentage in the Supplemental Rate field to override the regular rate used in state supplemental withholding calculations.

State Supplemental Tax Override

To specify a state supplemental tax override for an employee, you must first specify a flat rate calculation method for the employee's GRE.

Select the supplemental state withholding tax calculation method to be used for employees of this GRE. The options follow:

Option Description
00 Specifies that the state's default method always be used to calculate supplemental state withholding taxes for employees of this GRE. 00 is the default value for the Supplemental Tax Calculation Method field.
02 Specifies that in addition to the state's default method, a flat percentage rate also can be used to calculate supplemental state withholding taxes for employees of this GRE.

Note: If you plan to apply a supplemental tax override rate to override the regular rate used in state supplemental withholding calculations for any employees of this GRE, you must specify a value of 02 in the Supplemental Tax Calculation Method field.

Entering a Blocking Factor for E Records

You must enter a blocking factor for a GRE's E records.

To enter a blocking factor for a GRE's E record, start from the Organization window to make an entry in the SQWL Employer Rules (1) window.

To enter a blocking factor for a GRE's E records

  1. In the Organization window, query the GRE for which to enter a blocking factor, if it does not already appear there.

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (1).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (1) window.

  4. In the Blocking Factor field, enter the blocking factor (not to exceed 85) for this GRE's Employer (E) Record.

Entering Generic A and B Record Data for GRE Transmitters

For each state to which you submit quarterly wage listings, you must identify a GRE with employees in that state as a transmitter of these listings. Do this by entering GRE data for the Transmitter (A) Record and the Authorization (B) Record. Depending on the states to which a GRE is transmitting wage listings, you may need to enter state-specific data in addition to generic data for these records.

Use the Organization window to make entries for a GRE in the SQWL Generic Transmitter Rules window.

See Entering State A and B Record Data for GRE Transmitters for more information.

Important: SQWL reports contain specific information tailored for specific states. Consider a strategy of grouping states with similar transmitter requirements, and then prepare and run the reports sequentially. This minimizes the amount of effort in preparing SQWL reports for multiple states.

Note: SQWL requires two processes to generate each report. Depending on how you configured your concurrent manager, you may have to stagger submitting your SQWL reports until previously submitted reports have finished processing.

To enter generic transmitter data for A and B records

  1. In the Organization window, enter or query a GRE serving as a transmitter of state quarterly wage listings.

  2. In the Organization Classifications region, place the cursor on Government Reporting Entity, choose the Others button, and select SQWL Generic Transmitter Rules.

  3. Click in the Additional Organization Information field to open the SQWL Generic Transmitter Rules window.

  4. Specify the parameters for this SQWL Generic Transmitter:

  5. Save your work and choose OK to return to the Organization window.

    See: Entering State A and B Record Data for GRE Transmitters

Entering a FUTA Credit

To enter a FUTA override rate

  1. Enter the override rate in the FUTA Override Rate field on the Federal Tax Rules window.

To record a maximum FUTA credit percentage for each state taxability rule

  1. Enter the rate in the Maximum FUTA Credit Percentage field in the State Tax Rules window.

Running the Annual FUTA Tax Return Work Sheet

Before you can run this worksheet, you must know which of your employees are exempt from FUTA and have marked them appropriately on the Tax Rules window. See IRC 3306(c), (s) and IRS Reg. 31.3306(c)(1)-1 - (c)(18)-1 for types of employment that are exempt from FUTA.

The Oracle concurrent process for the Form 940 now includes an additional worksheet. The new additional worksheet is meant to assist customers with completing line 10 of the Form 940 for employers who have some, but not all, FUTA wages exempt from SUI tax or who had employees in a credit reduction state.

You run the Annual FUTA Tax Return Work Sheet from the Submit Request window.

To run the Annual FUTA Tax Return Work Sheet

  1. Enter or query Annual FUTA Tax Return Work Sheet (Form 940) in the Name field.

    The Parameters dialog box displays.

  2. Enter the appropriate GRE in the Government Reporting Entity field.

  3. Enter the appropriate tax year in the Tax Year field.

  4. Enter the appropriate state code in the State Code field (optional).

  5. Select OK.

    The dialog box disappears, and the Submit Request window is filled in.

  6. Submit the request.

  7. To check on the progress of the processing, use the Concurrent Requests window, or from the Help menu, select View My Requests.

Entering an Experience Rate

To enter an experience rate

  1. Navigate to the State Tax Rules window.

  2. Enter the experience rate in the SUI ER Experience Rate 1 field.

    Important: Oracle Payroll supports only one yearly experience rate. If your experience rate changes during the year, you must track it separately. SUI ER Experience Rate 2 field is reserved for future development.

  3. Save the entry.

Entering State A and B Record Data for GRE Transmitters

Start this entry of data specific to particular states from the Organization window, to make entries in the SQWL State Transmitter Rules window.

Important: SQWL reports contain specific information tailored for specific states. Consider a strategy of grouping states with similar transmitter requirements and then prepare and run the reports sequentially. This minimizes the amount of effort in preparing SQWL reports for multiple states.

Note: SQWL requires two processes to generate each report. Depending upon how you configured your concurrent manager, you may have to stagger submitting your SQWL reports until previously submitted reports have finished processing.

To enter A and B record data for FL, IL, KS, MO, NJ, PA, and TX

  1. In the Organization window, query the GRE serving as a SQWL transmitter (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Generic Transmitting Rules.

  3. Click in the Additional Organization Information field to open the SQWL Generic Transmitting Rules window.

  4. Make sure the following fields are blank:

  5. If these fields are not blank, change them so that they are blank and then save your changes.

    Once saved, your changes apply to subsequent State Quarterly Wage Listing Reports transmitted by this GRE. You do not need to repeat this step.

  6. Click OK to close the Additional Organization Information field.

  7. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL State Transmitter Rules.

  8. Click in the Additional Organization Information field to open the SQWL State Transmitter Rules window. Make entries only for the state or states to which this GRE is transmitting quarterly wage listings.

    Florida

    In the SQWL State Transmitter Rules window:

    1. If your organization is filing on behalf of another company, specify your Agent ID Number.

Entering State Data for E and T Records

There are certain state-specific requirements for entries to a GRE's Employer (E) Records, Total (T) Records, or both. The states with unique requirements for these records are the following: Illinois, Kentucky, Missouri, Montana, North Carolina, New Hampshire, New York, Ohio, Pennsylvania, Texas, and Wyoming (S record only).

To enter E and T record data for IL, KY, MO, and MT

To make entries for the E or T records of a GRE with employees in these states, start from the Organization window to make entries in the SQWL Employer Rules (1) window.

Note: For information about making entries to the Blocking Factor field in this window see: Entering a Blocking Factor for E Records.

  1. In the Organization window, query the GRE for which to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (1).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (1) window.

  4. Make entries only for the state, or states, in which the GRE has employees.

Illinois (for the GRE's E and T records)

  1. If a previous overpayment is being applied to the balance due, enter the overpayment amount in the Credit/Overpayment field.

  2. Enter the Document Control Number from the Quarterly Filing Notice. If unknown, enter the number 1.

  3. Enter any interest and penalty due in the Interest and Penalty fields.

  4. Enter any previous quarter (s) underpayment (including previously due penalty and interest) in the Previous Quarter (s) Underpayment field.

  5. Enter the appropriate tax type code (Taxable employer or Reimbursable employer) in the Tax Type Code field.

Kentucky (for the GRE's E records)

  1. Enter the industry code from form UI-3.

Missouri (for the GRE's T records)

  1. Enter 85 in the Blocking Factor field.

  2. Enter the total payment submitted for the GRE in the Amount Remitted field.

  3. Enter the amount of all outstanding credits in the Credit/Overpayment field.

  4. If the Contribution and Wage Report shows an amount due for interest assessment, enter this amount in the Employer Assessment Amount field.

  5. When interest is due for quarterly reports that were not filed by the due date, multiply the contributions due by the monthly interest rate (from the Contribution and Wage Report). Enter the interest due in the Interest field.

  6. Enter the amount of all outstanding amounts due in the Previous Quarter(s) Underpayment field.

Montana (for the GRE's T records)

  1. Enter any overpayment existing on the file generation date in the Credit/Overpayment field.

  2. Compute interest by multiplying the Qtr. UI Taxes Due amount by the rate of .05% per day. Enter the results in the Interest field.

  3. For payments 30 or fewer days late, the penalty is $10.00 or 10% of the Qtr. UI Taxes Due, whichever is greater. For payments more than 30 days late, the penalty is $15.00 or 15% of the taxes due, whichever is greater. Enter a penalty amount in the Penalty field.

  4. Enter the amount of all adjustments or amendments to previous quarter reports in the Previous Quarter(s) Adjustments field.

To enter E and T Record Data for NC, NH, NY, OH, PA, TX and WY

To make entries for the E or T records of a GRE with employees in these states, start from the Organization window to make entries in the SQWL Employer Rules (2) window.

  1. In the Organization window, query the GRE for which you want to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (2).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (2) window.

  4. Make entries only for the state, or states, in which the GRE has employees.

North Carolina (for the GRE's E records)

  1. Enter the 6-digit Remitter Number assigned by the state Employment Security Commission (ESC) in the State Control Number field. A GRE with no number must contact the ESC to obtain one.

New Hampshire (for the GRE's E records)

  1. Enter the name and title of the contact person for the GRE.

New York (for the GRE's E records)

  1. If the GRE hires seasonal labor, select Yes in the Seasonal Employer Indicator field.

Ohio (for the GRE's E records)

  1. If the Bureau of Employment Services has assigned a 3-digit number to the GRE for multiple plant charging, enter the number in the Unit/Division/Location/Plant Code Field.

Pennsylvania (for the GRE's E records)

  1. If the GRE is approved for plant reporting, enter its plant number.

Texas (for the GRE's T records)

  1. If the record for this GRE is one of several employee records on the tape (so that the A record for the tape includes an Allocation List), enter in the Allocation Amount field the dollar amount for this GRE's account.

  2. Select a county in which the GRE has the greatest number of employees.

  3. In the Multi State Employment Indicator field, select Yes for a GRE which, during the year, reports wages to another state for employees whose wage information is included on this tape.

Wyoming (for the GRE's S records)

  1. In the Workers Compensation State Insured field, indicate if the GRE is insured through the state Worker's Compensation fund.

  2. Enter the appropriate numbers in the Workers Compensation Control Number and Workers Compensation Account Number fields.

To enter T Record Data for Tennessee for the SPWL or SQWL ICESA (Bulk) File Format Option

The Tennessee Department of Labor and Workforce offers an extended Bulk File Format option for customers to use when they need to file their quarterly taxes for multiple GREs. The TNPAWS file format will continue to be supported when filing for a single GRE.

The following file formats are available for TN when you run the State Periodic Wage Listing (Enhanced) or State Quarterly Wage Listing (Enhanced) process:

If you are generating the quarterly tax reports for multiple GREs in the ICESA (Bulk) file format, then the fields related to the T record in SQWL Employer Rules 4 must be entered manually:

  1. In the Organization window, query the GRE for which to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (4).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (4) window.

  4. Enter appropriate values in the following fields:

Entering R Record Data for the State of Maine

If semi-weekly payments were deposited with Maine Revenue Services during the quarter, there needs to be one R record for each deposit representing each date wages were paid. Payments may have been made using voucher (Form 900ME) or Electronic Funds Transfer (EFT).

To enter R record data for ME

To make entries for the R record for the state of Maine, start from the Organization window to make entries in the SQWL Employer Rules (3) window.

  1. In the Organization window, query the GRE for which to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (3).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (3) window.

  4. 4. Make entries for the following fields:

Handling Claims For More Than 10 Allowances

If the employee claims more than 10 allowances, you must send a copy of the W-4 to the IRS and to the appropriate state tax authorities. The IRS and state authorities may independently issue notices rejecting the claim and reducing the number of allowances.

Important: Ensure that you have set the correct effective date before entering any tax information.

To record a rejection of an employee's requested allowances

  1. Enter the notice date in the Lock In Date fields in the Federal Tax Rules or appropriate State Tax Rules region.

  2. Reduce the employee's allowances as of this date.

    You can enter information for local tax withholding in any locality within the states for which you entered state tax rules.

See: Entering Federal Tax Rules for an Employee

See:Entering State Tax Rules for an Employee

Reporting Third Party Payments

When employees receive payments from a third party (such as an insurance company), you must report these payments as income.

Third party payments would include:

Use the Adjust Tax Balances window to report third party payments.

To report third party payments

  1. Adjust the appropriate wage balances for FIT, SIT, and LIT.

    See Adjusting Employee Withheld Balances Only for additional instructions.

  2. If the third party payer withholds any taxes, you must add those taxes to the employee's tax balance.

  3. Check the FIT withheld by third party check box.

  4. Save your changes.

Tax Form Audit Report

Through the Tax Form Audit Report, organizations can report on the employee tax withholding information you entered and edited in the Oracle Self Service HRMS Online Tax Forms module (such as Federal W-4 information). Use this report to track changes that occur to employee online tax withholding information at both the federal and state level.

Note: Online Tax Forms may not yet be supported at the state level by Oracle Payroll. Until it is supported, this report will not pick up any data at the state level.

Run the Tax Form Audit report from the Submit Request window.

To run the Tax Form Audit report

  1. In the Request field, select Tax Form Audit Report.

  2. Click in the Parameters field, and select the parameters for the report (as detailed below).

  3. Submit the report.

Tax Form Audit Report Parameters

The following parameters exist for the Tax Form Audit Report:

Start Date and End Date Use these fields to enter a date range for the report.
Jurisdiction Level Select Federal, State, or Federal and State from the List of Values. The report displays information for the jurisdiction level you select.
State If you are reporting at the State Jurisdiction Level, you can select a state to narrow the report output to a single state. If you leave this field blank, the report displays information for all states where Tax Form information exists.
Government Reporting Entity Select a GRE to get Tax Form Information only for employees in that GRE. Leave this field blank to report on employees in all GREs.
Assignment Set Select an Assignment Set to get Tax Form Information for employees in that particular Set.
Employee Name and Social Security Number Use these fields to get information on a specific Employee

You can use these parameters to customize the report output to a specific group of employees within a business group. The parameters do not discount each other (for example, if you select a State and an Assignment Set, the report only displays information for employees in the selected Assignment Set that have tax information for the selected state).

Tax Form Audit Report Output

The Tax Form Audit report is formatted to print in landscape fashion on 8.5 x 11 paper. Each page of the report contains the name of the business group, as well as the selected report parameters. The report lists tax information alphabetically by employee last name. Where multiple records exist for an employee, the most recent records are listed first.

If you have selected Federal and State in the Jurisdiction field, the Tax Form Audit report displays all federal tax information for all employees included in the report and then displays all state tax information for each included state.

Running the Tax Form Exception Report

The "Tax Form Exceptions" report flags any tax withholding form updates made by employees (using the Oracle Online Tax Forms module) that need to be reported to the IRS.

Once identified, you can report these exceptions as appropriate. You can use this report to track the exceptions that occur from changes to employee online tax withholding information at both the federal and state level.

Note: Online Tax Forms may not yet be supported at the state level by Oracle Payroll. Until it is supported, this report will not pick up any data at the state level.

Run the "Tax Form Exceptions" report from the Submit Request window.

To run the "Tax Form Exceptions" report

  1. In the Request field, select "Tax Form Exceptions Report".

  2. Click in the Parameters field, and select the parameters for the report (as detailed below).

  3. Submit the report.

Tax Form Exception Report Parameters

The following parameters exist for the Tax Form Exception Report:

Start Date and End Date Use these fields to enter a date range for the report.
Jurisdiction Level Select Federal, State, or Federal and State from the List of Values. The report displays information for the jurisdiction level you select.
State If you are reporting at the State Jurisdiction Level, you can select a state to narrow the report output to a single state. If you leave this field blank, the report displays information for all states where exceptions exist.
Government Reporting Entity Select a GRE to get exceptions for employees in that GRE. Leave this field blank to report on employees in all GREs.
Sort Option One and Sort Option Two Use these fields to sort your report by Employee Name, SSN, or Date Filed.

Tax Form Exception Report Output

The Tax Form Exception report is formatted to print in landscape fashion on 8.5 x 11 paper. Each page of the report contains the name of the business group, as well as the selected report parameters. The report lists tax information alphabetically by employee last name. Where multiple records exist for an employee, the most recent records are listed first.

If you have selected Federal and State in the Jurisdiction field, the Tax Form Exception report displays all exceptions for all employees included in the report and then displays all state tax exceptions for each included state.

Taxability Rules

Taxability Rules for Earnings and Deductions Categories

Oracle Payroll delivers with all existing rules for the Federal and state-level taxability. These taxability rules are in place for a number of categories of supplemental and imputed earnings types and for three categories of pre-tax deductions. For Pre-Tax deductions, along with Federal and state levels, Oracle Payroll delivers tax withholding rules for county and city levels. Each release of Oracle Payroll updates these rules.

Tax Witholding Rules for County and City Levels for Pre-Tax Deductions

Oracle Payroll uses the default county or city rule, if the county or city specific tax withholding rules are not defined. These county or city specific tax withholding rules can be Oracle delivered or user-defined.

You can also alter the rules delivered by Oracle using the Taxability Rules window. The following sections explain how the tax withholding rules work at the county or city level for pre-tax deductions.

Assignment Location Rules Overview Example

An employee moves to three different states, A, B, and C in a year. In state A, the employee works in two different counties, D and E. In State B, the employee works in city G (which is located in county F). In State C, the employee works in an unspecified area. The employee's percentage in each of these areas is expressed in the following table:

Work Location State A State B State C
County D 30% 0% 0%
County E 20% 0% 0%
County F 0% 0% 0%
City G 0% 30% 0%
Unspecified 0% 0% 20%
Total in State this year 50% 30% 20%

Note: The state totals add up to 100% for the year.

Examples of State and Local Exemption Rules

Following are sample scenarios that illustrate typical uses of State and local tax exemptions.

Scenario 1: No State or Local Tax Exemptions

This is the system default. Oracle Payroll withholds taxes from all fifty states and subordinate localities unless you specify otherwise.

Scenario 2: Doing Business in Only One State with No Local Tax Exemptions

In the Employer Identification screen, the State Tax Withholding Rule field must be set to States under State Tax Rules. In the State Tax rules screen, information should be entered and maintained only for the state that the company is doing business in.

The system default is for taxes to be withheld for all localities in the state in question. This means that on the State Tax Rules screen, the Exempt State Income Tax field is set to No, and the Local Income Tax Withholding Rule field is set to All Localities.

Scenario 3: Doing Business in Some States with Some Local Tax Exemptions

In the Employer Identification screen, the State Tax Withholding Rule field must be set to States under State Tax Rules. In the State Tax Rules screen, information should be entered and maintained only for the states that the company is doing business in. The Exempt State Income Tax field should be set to No.

In the State Tax Rules screen, the Local Income Tax Withholding Rule field should be set to Only Localities Under Local Tax Rules. In the Local Tax Rules screen, tax rules should be set up only for those localities that employees reside in. The Exempt Local Income Taxes field should be used to determine if you want to withhold taxes for this locality.

Note: If you have a business location in a certain locality, you have to withhold taxes for that locality.

Rules for Workers Compensation

The system does not come with rules in place regarding the inclusion of supplemental and imputed earnings categories in states' payroll exposure for Workers Compensation, but it does provide a convenient way for you to maintain this information yourself.

Note: Each installation of Oracle Payroll is responsible for entering and maintaining the rules regarding the inclusion of its earnings types in the payroll exposure for Worker's Compensation.

Viewing Active and Inactive Tax Records

To review and maintain employee tax information, use the Federal, State, County, City Tax Rules, and Percentage windows. Entries to these windows are date effective.

By default, the State, County, or City Tax Rules windows display tax records considered active for an assignment on the effective date (that is the date you are tracked to). The Percentage window displays the details related to an assignment’s active tax records. Oracle Payroll for US provides the Show Inactive Tax Record check box in the Federal Tax Rules window to help control which tax records are available for display.

Show Inactive Tax Records

The Show Inactive Tax Records check box is available in the Federal Tax Rules window. Selecting this check box displays both active and inactive tax records for an assignment. This check box is not active when you open the State, County, City Tax Rules, or Percentage windows. The check box becomes active after you close these windows.

To differentiate between active and inactive tax records when the Show Inactive Tax Records check box is selected, inactive records are shown in read-only mode. Select the Edit Inactive check box to update inactive tax records.

Criteria to Identify Active Tax Records

When you select the Show Inactive Tax Records check box, the application uses certain criteria to identify them as active records. Tax records are considered active if they are associated with any of the following assignment details:

If a tax record satisfies any of the above criteria, then the tax record is considered active. The tax record is considered active for a complete year, that is from January to December, even if it meets the above criteria only for a part of that year. If a city tax record is active, then the related county and state tax records are also considered active. Similarly, if a county tax record is active, then the related state tax record is considered active. At the same time, if a state tax record is active, then the county or city tax records under it can be active or inactive. Similarly, if a county tax record is active, then the city tax records under it can be active or inactive.

Show Inactive Tax Records Option and Tax Rules Windows

When you select the Show Inactive Tax Records check box in the Federal Tax Rules window, the application retrieves active tax records first, followed by inactive tax records in the following windows:

The Edit Inactive check box is visible in the following windows only if you select Show Inactive Tax Records:

The Edit Inactive check box is disabled for active records and is enabled state for inactive records. To enable users to distinguish between active and inactive tax records, the inactive tax records are by default shown in read-only mode. If it is necessary to update an inactive tax record, then you must select Edit Inactive, which makes the tax record editable.

Percentage Window:

The application displays active tax records by default. If Show Inactive Tax Record is checked in the Federal Tax Rules window, then all records are displayed.

Example: Understanding the Behavior of Tax Rules Windows for Active and Inactive Tax Records

The following example explains the behavior of the Tax Rules windows for active and inactive tax records:

Employee details for this example:

An employee A’s record is available in the Oracle system from 01-JAN-2013.

Scenario 1: Behavior of the State Tax Rules window with an effective date of 16-FEB-2013:

By default, tax records effective for the employee on the specified date are shown. To view all records of employee, select the Show Inactive Tax Records check box.

Scenario 2: Behavior of the State Tax Rules window with an effective date of 16-FEB-2014:

In 2014, California and New York state tax records are active for the employee and Colorado tax record is inactive.

Scenario 3: Percentage window behavior with an effective date of 16-FEB-2013:

In 2013, Colorado tax record is active and California, New York state tax records are inactive for the employee.

Scenario 4: Percentage window with an effective date of 16-FEB-2014:

In 2014, California and New York state tax records are active for the employee and Colorado State record is inactive.

Tax Rules Windows

See:

See also: Adjusting Percentage Tax Rules

Taxability Rules

Update Tax Records After Location Address Change

You can update an employee's work address and keep their tax details up to date by using the "Update Tax Records After Location Address Change" process. You can run this as often as required, ensuring that no default tax records are created and unnecessary tax imposed on your employees.

To update tax records after a location address change

  1. In the Submit Requests window, select the Report Name.

  2. Select the updated location from the Parameters window and click OK.

  3. Select Submit.

Adjusting Percentage Tax Rules

Enter percentage time in state, county, or city by selecting the Percentage button on the appropriate Tax Rules window.

Note: Do not enter percentage tax rules less than 100% at the county level for employees working in Indiana. Employees in Indiana can only be taxed for a single county.

If you have checked the Working at Home check box on the Standard Conditions tab of the Assignment window, the employee is assumed to be working 100% from their primary address (or tax override address if there is one) for this assignment. You cannot open the Percentage window for an employee who works at home.

Important: Ensure that you have set the correct effective date before entering any tax information.

You can view active and inactive tax records of an employee. See: Viewing Active and Inactive Tax Records

To adjust the percentage time

  1. Enter the percentage of the employee's total work time spent in this locality. Make sure that the total of all the Time in Locality entries for localities within a state do not exceed the Time in State entry.

Creating Local Taxability Rules

When creating or updating a local taxability rule for county, or city, all default state taxability rules are superceded for that locality. You must re-enter all state taxability rules for that particular locality when you create a local taxability rule.

Oracle Payroll does not validate local taxability rules, nor are they date effective. Local tax rules do not include regular earnings. You can only enter local tax rules for one level (county or city) at a time.

Selecting Not Withheld for a pre-tax deduction will introduce errors in your payroll. Do not select Not Withheld for a pre-tax deduction.

To enter tax rules for categories not presently listed in this window, add the categories to the list using the US_SUPPLEMENTAL_EARNINGS, US_IMPUTED_EARNINGS, or US_PRE_TAX_DEDUCTIONS lookup types.

Use the Taxability Rules window (Total Compensation > Basic > Tax Withholding Rules in the Navigator).

To create a local taxability rule for an earnings type or pre-tax deduction

  1. Select the primary classification.

  2. Select the tax level: county or city.

  3. Select the appropriate state.

  4. Select the locality for the county or city.

    This displays the applicable tax categories.

  5. For each tax category, select the appropriate rule: withheld or not withheld.

    Oracle Payroll interprets the tax category as not subject to tax if a tax category is left unchecked.

  6. Save your changes.

    Important: When you refresh this screen, the Default Rules Edited check box is checked. This indicates that there is a local tax rule in effect and that you need to re-establish state tax rules for this locality.

Setting Up Tax Exemption Rules

You define state exemption rules from the Employer Identification screen and the State Tax Rules screen.

To set up state exemption rules for a GRE

  1. In the Employer Identification screen, use the State Tax Withholding Rule field to select either All States or States under State Tax Rules.

    Note: If you select All States, taxes are withheld for all 50 states. If you select States under State Tax Rules, taxes are withheld only for those states that have rules set up in the State Tax Rules screen.

  2. In the State Tax Rules screen, use the State Code field to select the state that you want to be exempt.

  3. In the Exempt State Income Tax field, select Yes to indicate that you do not want to withhold taxes for this state.

  4. Save your work.

Local Exemption Rules

You define Local exemption rules from the State Tax Rules screen and the Local Tax Rules screen.

To set up Local Exemption Rules for a GRE

  1. In the State Tax Rules screen, use the State Code field to select the state that contains the locality that you want to be exempt.

  2. In the State Tax Rules screen, use the Local Income Tax Withholding Rule field to select either All Localities, or Only Localities Under Local Tax Rules.

    Note: If you select All Localities, taxes are withheld for all existing localities in that State. If you select Only Localities Under Local Tax Rules, taxes are withheld only for those localities that have rules set up in the Local Tax Rules screen. If there are no rules set up, no taxes are withheld. The exemption rules apply only to resident taxes. Oracle Payroll withholds work locality taxes based on the work location regardless of whether those localities are defined in the exemption rules.

    Note: For the state of Ohio only, you can also select Only Withhold Tax at Work Location. This option is available for reciprocity taxes only.

  3. In the Local Tax Rules screen use the Locality field to select the locality that you want to be exempt.

  4. In the Exempt Local Income Taxes field, select Yes to indicate that you do not want to withhold taxes for this locality.

  5. Save your work.

Changing Taxability Rules for an Earnings Type

To change taxability rules for an earnings type

  1. In the Primary Classification region, choose Supplemental Earnings or Imputed Earnings.

  2. In the Level region, choose:

    If you choose State, select the particular state in the State region.

  3. The Tax Category field displays the categories of earnings types in the Supplemental or Imputed Earnings classification. For a category, check the box under a tax heading in the Subject To region if the earnings types in the category are subject to the tax, or uncheck the box if they are not subject to the tax.

    At the Federal level, the tax headings appearing in the Subject To region are:

    FIT Federal Income Tax
    EIC Earned Income Credit
    FUTA Federal Unemployment Tax Act
    Medicare (FICA-HI)
    SS Social Security (FICA-OASDI)

    At the state level, the tax headings appearing in the Subject To region are:

    SIT State Income Tax
    SDI State Disability Insurance
    SUI State Unemployment Insurance
    WC Workers Compensation payroll exposure

Changing Taxability Rules for a Pre-Tax Deduction

Use the Taxability Rules window to select the Federal and state taxes to which each category of pre-tax deduction is subject. For local tax rules, see: Creating Local Taxability Rules.

To change taxability rules for a pre-tax deduction

  1. In the Primary Classification region, choose Pre-Tax Deduction.

  2. In the Level region, choose:

    If you choose State, select the particular state in the State region.

  3. The Tax Category field displays the categories, such as Dependent Care 125, Deferred Comp 401k, and Health Care 125. For a category, check the box under a tax heading in the Subject To region if deductions in the category are subject to the tax, or uncheck the box if they are not subject to the tax.

    Note: A Flexible Spending Account (FSA) allows a portion of an employee's pre-tax earnings to be set aside for qualified medical expenses. As FSA deductions are subject to DCIA (Debt Collection Improvement Act), they cannot be created using the delivered Heath Care 125 tax category (which is not). Therefore these types of deductions require the creation of a custom tax category in order to correctly calculate the amount of disposable income in conjunction with certain administrative wage attachments (AWG's).

    At the federal level, the tax headings appearing in the Subject To region are:

    FIT Federal Income Tax
    EIC Earned Income Credit
    FUTA Federal Unemployment Tax Act
    Medicare (FICA-HI)
    SS Social Security (FICA-OASDI)

    At the state level, the tax headings appearing in the Subject To region are:

    SIT State Income Tax
    SDI State Disability Insurance
    SUI State Unemployment Insurance

    Note: Customers are responsible for establishing their own earnings and taxability rules for nonqualified deferred compensation plans. For Pennsylvania state income tax, you report and tax non qualified deferred compensation at the time the it is paid out, not when the amount is deferred.

Ending Local Taxability Rules

To end a local taxability rule for an earnings type or pre-tax deduction

  1. Query the taxability rule you want to end.

  2. For each tax category, uncheck the appropriate rule: withheld or not withheld.

  3. Save your changes.

    Important: If there are no tax rules for this locality, when you refresh your screen, the Default Rules Edited check box reverts to being unchecked. This indicates that the default tax rules for the state are in effect.

Entering City Tax Rules

Specify city tax rules from the City Tax Rules window. With the appropriate county displayed in the County Tax Rules window, click City Tax.

Important: Ensure that you have set the correct effective date before entering any tax information.

For information about the Edit Inactive check box, see: Viewing Active and Inactive Tax Records

To enter city tax rules for an employee

  1. Select a city.

    Note: If you have set up a payroll tax override address that applies to this city in the Address, Location Address, or GREs and other data window, the Residence Tax Override in Effect or Work Tax Override in Effect box will be checked.

    If you checked the Working at Home box, the work details are the same as the resident details, and the employee is assumed to be working 100% from their primary address (or tax override address, if there is one) for this assignment. You cannot update this check box here. Change the Working at Home status on the Standard Conditions tab of the Assignment window.

  2. Select a filing status and enter other information from the W-4 that is applicable to this locality.

  3. In the LIT Override region, to override the regular rate used in withholding calculations, enter a percentage in the Rate field. Enter an amount for Oracle Payroll to withhold a fixed amount each period, without performing any local tax calculations.

  4. Check appropriate boxes in the Tax Exemptions block to exempt the employee from these taxes.

  5. Enter the School District code to calculate school district tax for the employee. Currently, this is applicable only to employees resident in Kentucky, Ohio or Pennsylvania. Consult your Vertex, Inc. handbook for further information on school districts and codes.

  6. Check the LIT Exempt from Wage Accumulation box to exempt the employee from the withholding and reporting of city income wages and taxes.

See also: Adjusting Percentage Tax Rules

Entering Local Employer (ER) Tax Rules for a GRE

To enter local ER tax rules for a GRE

  1. Enter or query the GRE in the Organization window.

  2. In the Organization Classifications region, place the cursor on the classification Government Reporting Entity, choose Others, and select Local ER Tax Rules.

  3. Click in the Additional Organization Information field to open the Local Tax Rules window.

  4. Specify the following parameters, as needed:

    Locality: Select the name of the locality for tax calculation purposes.

    Calculate Local Tax: Select Yes or No to determine whether the application should calculate local employer taxes or not. You can leave the field blank. A blank value or No indicates that the local employer tax is not calculated. Based on the setting of the Calculate Local Tax field and the locality selected, employer head tax or employer city tax liability for the selected localities is calculated when payroll or QuickPay is run for employees.

  5. Click OK in the Local ER Tax Rules window and close the Additional Organization and Organization windows.

Entering County Tax Rules

Enter county tax rules from the County Tax Rules window. With the appropriate state displayed in the State Tax Rules window, choose County Tax.

Important: Ensure that you have set the correct effective date before entering any tax information.

For information about the Edit Inactive check box, see: Viewing Active and Inactive Tax Records

To enter county tax rules for an employee

  1. Select a county.

    Note: If you have set up a payroll tax override address that applies to this county in the Address, Location Address, or GREs and other data window, the Residence Tax Override in Effect or Work Tax Override in Effect box is checked.

    If you check the Working at Home box, the work details are the same as the resident details, and the employee is assumed to be working 100% from their primary address (or tax override address, if there is one) for this assignment. You cannot update this check box here. Change the Working at Home status on the Standard Conditions tab of the Assignment window.

  2. Select a filing status and enter other information from the W-4 that is applicable to this locality.

  3. In the LIT Override region, to override the regular rate used in withholding calculations, enter a percentage in the Rate field. Enter an amount for Oracle Payroll to withhold a fixed amount each period, without performing any local tax calculations.

  4. Check appropriate boxes in the Tax Exemptions block to exempt the employee from these taxes.

  5. Enter the School District code to calculate school district tax for the employee. Currently, this is applicable only to employees resident in Kentucky, Ohio or Pennsylvania. Consult your Vertex, Inc. handbook for further information on school districts and codes.

  6. Check the LIT Exempt from Wage Accumulation box to exempt the employee from the withholding and reporting of county income wages and taxes.

See also: Adjusting Percentage Tax Rules

Entering Federal Tax Rules for an Employee

In the Federal Tax Rules window, the Taxation States and Taxation Locality regions display the resident and work state, city, and county. This information derives from the employee's primary residence address and work location address, respectively. You cannot change this information from the Federal Tax Rules window.

Note: If you have set up an address override for tax purposes in the Address, Location Address, or GREs and other data windows, the override state, city, and county for taxation appears and not the actual address.

If you checked the Working at Home box, the work details are the same as the resident details, and the employee is assumed to be working 100% from their primary address (or tax override address, if there is one) for this assignment. You cannot update this check box here. Change the Working at Home status on the Standard Conditions tab of the Assignment window.

For information about the Show Inactive Tax Records check box, see: Viewing Active and Inactive Tax Records

To enter federal tax rules for an employee

  1. The SUI state defaults from the work state, but under the general rules for place of employment, it can be different from the work state. In this case, you can select another state as the SUI state. If a tax record is not already present for this state, select the state in the State Tax Rules window and save the default record. You can then select this state in the SUI State field.

    Important: When you check the Working at Home box, the SUI State does not automatically change to the Resident state. Review the SUI State field to ensure it shows the state the employee is working in.

  2. Default information appears for the employee in the W-4 Information region. You can change the filing status and other defaults as necessary.

  3. In the Tax Exemption region, check the boxes corresponding to taxes for which the employee claims exemption on the W-4. You must renew tax exemptions each year.

  4. In the FIT Override region, enter a percentage in the Rate field to override the regular rate used in withholding calculations. To withhold a fixed amount each period with no tax calculations occurring, enter the amount.

  5. In the EIC Filing Status field, select Single or Married if the employee files the W5 Earned Income Credit Advance Payment form. Single means the filing is for 100% EIC. Married means it is for 50% EIC.

  6. The IRS can issue a notice rejecting the claim for more than 10 allowances, and indicating the number of allowances the employee can claim. In the Lock In Date field enter the date from the IRS notice, and reduce the number of allowances in the W-4 Information region.

  7. Check the Use Information Hours box to configure the employee assignment to distribute wages across multiple work jurisdictions. Use this fields as part of the Enhanced Multiple Jurisdiction Taxation configuration.

  8. Check the Statutory Employee box if the employee governs his or her own conditions of work and is not considered an employee under common law rules.

    This might apply to an insurance agent affiliated with, but not working for, an insurance company.

    Statutory employees are exempt from FIT withholding, but you may need to withhold Medicare, Social Security, or FUTA for them.

  9. Check the Cumulative Taxation box if the employee qualifies for cumulative withholding and requests its application to his or her regular earnings and commissions.

    One or two default state tax records appear in the W-4 Information region for a new employee's resident state and work state. You can change the defaults as necessary.

    For an employee who may work in several different states in addition to the state of their work location, enter a State Tax Rules record for each one. This makes it possible for you to use batch element entry (BEE) to enter the employee's actual work locations each pay period from his or her timecard.

  10. Check the FIT Exempt from Wage Accumulation box to exempt the employee from the withholding and reporting of federal income wages and taxes.

See also: Adjusting Percentage Tax Rules

Entering Federal Tax Rules for a GRE

To enter tax information for a GRE, use the Organization window.

To enter Federal tax rules for a GRE

  1. Enter or query the GRE in the Organization window.

  2. In the Organization Classifications region, place the cursor on the classification Government Reporting Entity, click Others, and then select Federal Tax Rules.

  3. Click in the Additional Organization Information field to open the Federal Tax Rules window.

  4. Specify the following parameters:

    Social Security Self Adjust Method (required) Select a self adjust method for Social Security.
    The method you select determines the calculation of withholding for taxes taken as a percentage of earnings, until an employee's earnings reach an upper earnings limit. The Self Adjust method ensures greater accuracy by basing withholding calculations on year-to-date earnings, instead of earnings this period.
    Medicare Self Adjust Method (required) Select a self adjust method for Medicare.
    The method you select determines the calculation of withholding for taxes taken as a percentage of earnings, until an employee's earnings reach an upper earnings limit. The Self Adjust method ensures greater accuracy by basing withholding calculations on year-to-date earnings, instead of earnings this period.
    FUTA ER Self Adjust Method (required) Select a self adjust method for FUTA ER.
    The method you select determines the calculation of withholding for taxes taken as a percentage of earnings, until an employee's earnings reach an upper earnings limit. The Self Adjust method ensures greater accuracy by basing withholding calculations on year-to-date earnings, instead of earnings this period.
    FUTA Override Rate (optional) Select the FUTA override rate.
    Type of Employment (optional) Select the type of employment to enter for the GRE on Form 941, the Employee Quarterly Federal Tax Return.
    Government Employer (optional) Select Yes or No
    The Government Employer field determines if the employer is a state or local government entity, or a government contractor and you pay one or more of your employees under the same tax rules as a state or local government employee.
    Tax Group (optional) If this GRE belongs to a Tax Group, enter its name.
    The Tax Group associates several GREs so that employees who transfer from one GRE to another within the group receive credit in the new GRE for amounts withheld in the former GRE toward Social Security and FUTA.
    Supplemental Tax Calculation Method (optional) Select the GRE's method for calculating tax liabilities on employees' supplemental earnings. The choices are:

    • Flat Percentage

    • Aggregation


    Consult the Vertex Calculation Guide for detailed explanations of the different calculation methods.

Entering Local Tax Rules for a GRE

To enter local tax rules for a GRE

  1. Enter or query the GRE in the Organization window.

  2. In the Organization Classifications region, place the cursor on the classification Government Reporting Entity, choose Others, and select Local Tax Rules.

  3. Click in the Additional Organization Information field to open the Local Tax Rules window.

  4. Specify the following parameters, as needed:

Entering State Tax Rules for an Employee

Enter State Tax Rules in the State Tax Rules window. Navigate to the Federal Tax Rules window, and choose State Tax.

After completing the following procedure, refer to the State Specific Details section to make sure you have entered all required information properly.

Note: Ensure that you have set the correct effective date before entering any tax information.

For information about the Edit Inactive check box, see: Viewing Active and Inactive Tax Records

To enter a new state tax record for an employee

  1. Choose New from the File menu, and select a state in the State field.

    There can be only one record for each state, so states for which records already exist do not appear on the list.

    Note: If you have set up a payroll tax override address that applies to this state in the Address, Location Address, or GREs and other data window, the Residence Tax Override in Effect or Work Tax Override in Effect box is checked.

    If the Working at Home box is selected, the work details are the same as the resident details, and the employee is assumed to be working 100% from their primary address (or tax override address, if there is one) for this assignment. You cannot update this check box here. Change the Working at Home status on the Standard Conditions tab of the Assignment window.

  2. Select a filing status, and enter other information relevant to this state.

    See State Specific Details for instructions.

  3. In the Tax Exemption region, check the boxes corresponding to taxes for which the employee is claiming exemption on the W-4. You must renew exemptions each year.

  4. In the SIT Override region, enter a percentage in the Rate field to override the regular rate used in withholding calculations. To withhold a fixed amount each period, enter the amount.

    Note: The amount you enter here still considers the state rules for reciprocity. The override amount you enter may not be the amount withheld.

    When you enter the override, the tax calculation for all states continues to apply to the state withholding rules.

  5. Check the Non resident Certificate check box if the employee has certificates of nonresidence on file for the state.

  6. Select the Military Spousal Exemption check box if the employee is eligible to claim the Military Spousal Exemption in their Work State Tax Record.

  7. If there are SUI wages taxed in a prior state for the same employer in the same tax year, you enter the difference between the prior states wages and the new states current year limit in the SUI Base Override field on the State Tax Rules window.

    Note: If you make a change to the SUI state on the Federal Tax Rules window, the system automatically updates the SUI Base Override field if a credit is owed to the new state. The system also places a zero in the field if the employee has met the wage limit in the new state.

  8. Enter a date in the Lock In Date field if the state tax authority issues a notice rejecting the claim for more than 10 allowances, and reduces the number of allowances. You must enter the date on the notice and reduce the number of allowances in the W-4 Information region.

  9. Check the SIT Exempt from Wage Accumulation box to exempt the employee from the withholding and reporting of state income wages and taxes.

  10. In the Further State Tax Info flexfield, select AZ in the Context Value field, and Yes in the Voluntary Arizona SIT Form Filed (AZA4V) field to indicate the employee submitted the form to withhold Arizona state tax.

  11. To enter another work state for the employee:

    1. Choose New Record from the Edit menu, and select another state.

    2. Enter information for all the states in which the employee may work before you save the state tax records.

    3. Make sure that the total of all the Time in State entries for the employee equals 100%.

See also: Adjusting Percentage Tax Rules

State Specific Details

Certain states require that you provide specific information in the State Tax Rules window in regards to filing status, exemptions, or optional calculation methods. The following instructions are provided for those states.

You can change an employee's tax rate for certain states by using an optional calculation method. To use an optional calculation method, you select a two digit code in the Optional Calculation field in the State Tax Rules window.

Alabama

Optional Calculation Methods

Code Calculation Method
01 Calculate tax on separately paid supplemental gross wages.

Arizona

Optional Calculation Methods

Code Calculation Method
01 Use Optional 2.7% Rate
02 Use Optional 3.6% Rate
03 Use Optional 4.2% Rate
04 Use Optional 5.1% Rate
05 Use Optional 0% Rate
06 Use Optional 1.8% Rate
07 Use Optional 1.3% Rate
08 Use Optional 2.7% Rate (No State W4 filed)
09 Use Optional 0.8% Rate

Arizona SIT Form AZA4V

If an employee lives in Arizona, but works outside the state, you must indicate in the Voluntary SIT Form Filed (AZ) flexfield that the employee submitted a form to withhold Arizona state tax. Income tax is only withheld if the field is set to 'Yes'. You specify this information in the Further State Tax Info flexfield.

Note: You must select a context value of AZ to view the Voluntary Arizona SIT Form Filed (AZA4V) field.

Arkansas

Filing Status Information

The Secondary Allowances field holds the number of dependents.

Optional Calculation Methods

Code Calculation Method
00 Use low-income tax rates.
01 Use standard tax rates.

California

Filing Status Information

The Secondary Allowances field holds additional withholding allowances for estimated deductions.

Connecticut

Exemption Information

Negative values are permitted in the Allowances field to reduce the amount of state tax withheld.

Delaware

Optional Calculation Methods

Code Calculation Method
01 Used for Maryland residents working in Delaware. You must also use 21-000-0000 in the Residence GeoCode.

Indiana

Exemption Information

All dependents and additional exemptions should be totalled and entered into the Secondary Allowances field.

Iowa

Filing Status Information

Only the single and married filing status' should be used. Any other filing status information should be ignored.

Optional Calculation Methods

Code Calculation Method
01 Recalculate the Federal tax using the number of state exemptions (do not use this method when taking additional Federal tax).

Louisiana

Filing Status Information

The Secondary Allowances field holds the number of credits claimed.

Maine

Filing Status Information

The Married with One Income filing status does not appear in the Filing Status field. It should be entered as Married.

Maryland

Optional Calculation Methods

Code Calculation Method
01 Used for Maryland residents working in Delaware.

Massachusetts

Filing Status Information

If the employee is legally blind, enter a secondary exemption of 1. If both the employee and spouse are legally blind, enter a secondary exemption of 2.

Mississippi

Exemption Information

Total the dollar amounts derived from the filing status, and enter them in the Exemption Amount field.

Missouri

Optional Calculation Methods

Code Calculation Method
01 Provides the option of recalculating Federal withholding tax based on filing status and exemptions at the state level.

New Jersey

Filing Status Information

Use an Optional Calculation Method for filing status of: married filing jointly, head of household, or surviving spouse. See the table below for specific details.

Optional Calculation Methods

Code Calculation Method
00 Use tax table B (default). This method is only for employees whose filing status is: married filing jointly, head of household, or surviving spouse.
01 Use tax table A. This method is only for employees whose filing status is: married filing jointly, head of household, or surviving spouse.
02 Use tax table C. This method is only for employees whose filing status is: married filing jointly, head of household, or surviving spouse.
03 Use tax table D. This method is only for employees whose filing status is: married filing jointly, head of household, or surviving spouse.
04 Use tax table E. This method is only for employees whose filing status is: married filing jointly, head of household, or surviving spouse.

Vermont

Filing Status Information

If the filing status is left blank, it will default to the Federal W-4 filing status.

Entering State Tax Rules for a GRE

Use the State Tax Rules window to enter state tax information for a GRE. There are two state tax rule windows, State Tax Rules and State Tax Rules (2).

Using the State Tax Rules window you enter the following state tax rules for a GRE

  1. Enter or query the GRE in the Organization window.

  2. In the Organization Classifications region, place the cursor on the classification Government Reporting Entity, choose Others, and select State Tax Rules.

  3. Click in the Additional Organization Information field to open the State Tax Rules window.

  4. Specify the following parameters, as needed:

Using the State Tax Rules (2) window you enter the following state tax rules for a GRE

  1. Enter or query the GRE in the Organization window.

  2. In the Organization Classifications region, place the cursor on the classification Government Reporting Entity, choose Others, and select State Tax Rules (2).

  3. Click in the Additional Organization Information field to open the State Tax Rules (2) window.

  4. Specify the following parameters, as needed:

Updating Local Taxability Rules

Selecting Not Withheld for a pre-tax deduction will introduce errors in your payroll. Do not select Not Withheld for a pre-tax deduction.

To update a local taxability rule for an earnings type or pre-tax deduction

  1. Query the taxability rule for the locality you want to update.

  2. Make changes to the local tax rule as appropriate.

  3. Save your changes.

Copying Taxability and Wage Attachment Rules

You can copy the rules from an existing tax category using the Copy Taxability and Wage Attachment Rules process, which you run from the Submit Requests window.

To copy taxability and wage attachment rules

  1. Select Copy Taxability and Wage Attachment Rules in the Name field.

  2. Enter the Parameters field to open the Parameters window.

  3. Select a classification.

  4. In the Source Category field, select the category from which you want to copy the rules.

  5. In the Target Category field, select the category to which you want to copy the rules.

  6. If you only want to copy rules from a selected state, select it in the Source State field, and then select the Target State.

  7. Click OK and then Submit.

Enhanced Multi Jurisdiction Taxation

Enhanced Multi Jurisdiction Taxation Overview

You must be able to tax employees appropriately when they work at different jurisdictions as part of their job. This requirement is most common for consulting and sales people that travel regularly, but you can use the Enhanced Multi Jurisdiction Taxation for any employee. The Enhanced Multi Jurisdiction Taxation functionality is available only if you use the Vertex Enhanced Tax Interface.

With Enhanced Multi Jurisdiction Taxation, you input hours along with a jurisdiction, and the system derives percentages for each jurisdiction and calculates and withholds taxes accordingly.

Create Elements for the Entry of Time to Multiple Jurisditions

You create information time elements to enter information hours for employees. Oracle Payroll uses information time to derive the percentage of earnings distributed over different jurisdictions. Information time does not affect gross pay. The time is fed to the payroll through OTL or batch element entry. A jurisdiction may or may not be entered with the hours. If information time is entered without a jurisdiction, the time is taxed at the assignments work location.

Define the Threshold Basis and Information Time Payroll Period for Each Payroll

For each payroll you must define the threshold hours and the payroll period the system uses to derive information hours.

The Use Information Hours From field specifies the payroll period the payroll calculation uses to determine the amount of information hours for an employee. You select either the Current Pay Period or the Previous Pay Period. If you select current pay period, the system determines the hours entered, threshold balance and scheduled hours based on the effective start and end date of the current payroll period. If you select previous pay period, the system determines the information based on the effective start and end date of the previous payroll period.

The Threshold Basis field specifies when the system resets the hour's threshold for the state and local taxing jurisdictions. You select either Calendar Year or Rolling 12 Months. If you select Calendar Year, the system determines work jurisdiction percentages, tax balances and information time element entries from within the current calendar year. If you select Rolling 12 Months, the system determines the information within a rolling 12 month period.

Enter the Threshold Hours for Each Taxing Jurisdiction

The taxation threshold hours specifies the work hours after which Oracle Payroll begins calculating and withholding taxes. Threshold hours are set at the state, county and city levels. If the threshold hours are left blank, taxation begins with the first hour entered for the jurisdiction.

Specify the Tax Calculation Method for Each Employee

Oracle Payroll uses either W-4 percentages or information time to calculate taxes for an employee. Check the Use Information Hours box to use the Enhanced Multi Jurisdiction Taxation and distribute wages across multiple work jurisdictions. If you select the Use Information Hours, the system disables the Percentage button in the Federal, State, County, and City windows.

By default, the system assigns the work location a percentage of 100. You can override the percentage if an employee works in multiple jurisdictions a certain amount of time on a regular basis.

If you designate an employee as a home worker, you cannot modify the percentages. For a home worker, Oracle Payroll assigns the resident location 100 percent.

Enter Information Time and Positive Pay Hours

You enter information time hours and positive pay hours for use in the tax calculation during a Quickpay or payroll run. Positive pay is earnings the system taxes and pays even if the element is used to store information hours. Positive pay affects gross pay, and positive pay hours are hours in addition to the employees scheduled hours. The tax calculation does not use positive pay hours to derive the percentage of earnings distributed over multiple work locations.

Setting up Enhanced Multi Jurisdiction Taxation

You must be able to tax employees appropriately when they work at different jurisdictions as part of their job. The Enhanced Multi Jurisdiction Taxation functionality is available only if you use the Vertex Enhanced Tax Interface.

With Enhanced Multi Jurisdiction Taxation, you input hours along with a jurisdiction, and the system derives percentages for each jurisdiction and calculates and withholds taxes accordingly.

  1. Create elements to use for the entry of information time. You use information time elements to enter hours the system uses to derive the percentage of wages distributed across various work jurisdictions. See: Defining Information Time Elements, Oracle HRMS Compensation and Benefits Management Guide

  2. Specify the payroll period the payroll calculation uses to determine the amount of information hours for an employee. You select either the current pay period or the previous pay period. See: Further Payroll Information Window

  3. Select a time period for the payroll to reset the hours threshold for the taxing jurisdictions. You select either Calendar Year or Rolling 12 Months. See: Further Payroll Information Window

  4. Set up threshold hours for the state and local taxing jurisdictions you use. The threshold hours amount specifies the work hours after which Oracle Payroll begins calculating and withholding taxes. If the field is left blank, the system begins calculating and withholding taxes immediately. See: Entering State Tax Rules for a GRE

    See: Entering Local Tax Rules for a GRE

  5. Specify the method the payroll process will use to calculate the tax data for each employee. You select the checkbox for Information Time on the employee Federal Tax Rules form to use the information time input during the payroll process. If you do not select the Information Time checkbox, the system defaults to the W-4 percentages. See: Entering Federal Tax Rules for an Employee

  6. Enter information time hours and positive pay hours for use in the tax calculation. You enter hours to individual employees, or to groups of employees using Batch Element Entry. See: Making Manual Element Entries, Oracle HRMS Compensation and Benefits Management Guide

    See: BEE (Batch Element Entry), Oracle HRMS Compensation and Benefits Management Guide

Wage Accumulation

Wage Accumulation using the Enhanced Tax Interface

Oracle Payroll determines tax calculation and wage accumulation based on rules provided by Vertex Quantum.

See: Using the Enhanced plus Wage Accumulation Tax Interface

Note: Disabling wage accumulation after processing payrolls results in inconsistencies in the accumulation of the wages, and may cause balancing issues.

You can control state and local resident wages and taxes by specifying options for the GRE. At the state level, you can set the State Income Tax withholding Rule to Only States Under State Tax Rules or All States. Selecting Only States Under State Tax Rules withholds taxes for those states where you define rules in the State Tax Rules window. Selecting All States withholds taxes for all 50 states.

At the local level, you can set the Local Income Tax Withholding rule to Only Localities Under Local Tax Rules or All Localities. The Only Localities Under Local Tax Rules option defers the local tax rules you have entered in the Local Tax rules GRE window. The All Localities option instructs the application to use the default tax rules. For the state of Ohio only, you can also select Only Withhold Tax at Work Location. This option is available for reciprocity taxes only.

With the enhanced tax interface, the application removes pre-tax reductions from the subject balances and passes the reduced subject balances to Quantum Vertex. The following calculation applies to all types of taxes, for example, state, local, city, and county.

Subject minus Pre-Tax Reductions = Reduced Subject (passed to quantum as employee wages)

In addition, pre-tax reduction balances are also maintained Oracle in the same manner as subject balances.

If you use the Tax Exemption State Income Tax or Tax Exemption Local Income Tax checkboxes on the W-4 tax form, the subject balances accumulate, but no state or local tax is withheld. Conversely, if you set the Exempt from Wage Accumulation to Yes, no state or local subject wages accumulate, and no state or local tax is withheld.

See: Running the Select Tax Interface Program

Using the Enhanced plus Wage Accumulation Tax Interface

Oracle Payroll determines tax calculation and wage accumulation based on rules provided by Vertex Quantum. Oracle Payroll no longer maintains subject wages when you enable wage accumulation. The application passes reduced subject wages to Vertex, and after completing the tax calculations, Vertex returns the newly calculated balance.

Using the enhanced plus wage accumulation tax interface, you have more flexibility, and you can override the standard behavior by setting options at the GRE and employee level that control resident wage accumulation. For example, you can choose to always accumulate wages or only accumulate wages if taxes are withheld for the jurisdiction. The enhanced plus wage accumulation tax interface affects only resident wages that are subject to state and local income tax; not gross wages which continue to accumulate.

Note: Disabling wage accumulation after processing payrolls results in inconsistencies in the accumulation of the wages, and may cause balancing issues.

The “Select Tax Interface” concurrent program changes interface at system level. For specifying business Group level preference, “Year Wage Accumulation Effective” needs to be set under “US Processing Rules”.

See: Running the Select Tax Interface Program

When you use the Enhanced Tax Interface plus wage accumulation, you set options at the GRE and employee levels that control state and local residence wage accumulation and taxes. Resident Wage Accumulation replaces Exempt State Income Tax and Exempt Local Income Tax on the State and Local Tax Rules windows. The values selected in these fields determine how the application handles the state and local resident wages and taxes. The following tables illustrate the options available for Resident Wage Accumulation.

At the state level, you can set one of the following 10 options:

JurInt Treatment Code Description
2 Credit the resident tax by the amount of work tax withheld. Always accumulate wages.
3 Credit the resident tax by the amount of work tax withheld. Accumulate wages only if tax is withheld.
4 Eliminate the resident tax if the work tax is greater then zero. Always accumulate wages.
5 Eliminate the resident tax if the work tax is greater then zero. Accumulate wages only if tax is withheld.
6 Eliminate the resident tax if the work tax imposes a withholding tax on nonresidents. Always accumulate wages.
7 Eliminate the resident tax if the work tax imposes a withholding tax on nonresidents.Accumulate wages only if tax is withheld.
8 Always eliminate the resident tax. Do not accumulate wages
Bypass Exempt from state tax and wage accumulation.
99 Calculate the tax for this jurisdiction independent of all other jurisdictions.
Default Use the default behavior.

If you have the Exempt State Income Tax field set to yes, and you enable wage accumulation, the new field will default to Exempt.

If you have the Exempt State Income Tax field set to no, and you enable wage accumulation, the new field will default to Default, and Vertex will determine the taxation and accumulation.

At the local level, you can set one of the following options:

JurInt Treatment Code Description
2 Credit the resident tax by the amount of work tax withheld. Always accumulate wages.
3 Credit the resident tax by the amount of work tax withheld. Accumulate wages only if tax is withheld.
8 Always eliminate the resident tax. Do not accumulate wages
99 Calculate the tax for this jurisdiction independent of all other jurisdictions.
Default Use the default behavior.

If you have the Exempt Local Income Tax field set to yes, and you enable wage accumulation, the new field will default to Exempt.

If you have the Exempt Local Income Tax field set to no, and you enable wage accumulation, the new field will default to Default, and Vertex will determine the taxation and accumulation.

You set the assignment level information by selecting the Exempt from Wage Accumulation at the federal, state, city, and county levels. You use this field to exempt the employee from withholding and reporting of income wages and taxes.

See: Entering State Tax Rules for a GRE

See: Entering Local Tax Rules for a GRE

See: Entering Federal Tax Rules for an Employee

See: Entering State Tax Rules for an Employee

See: Entering City Tax Rules for an Employee

See: Entering County Tax Rules for an Employee

Resident Wage Accumulation Scenarios

The following are sample scenarios that illustrate resident wage accumulation options.

In each scenario, the first table represents the calculation of work and resident income taxes, and the following tables show the taxes after the application of the Jurisdictional Interaction Treatment.

You calculate the resident tax on total gross, and work tax on reciprocal rules. You then prorate the resident gross and tax based on the distribution of work locations, and apply a Jurisdictional Interaction Treatment code.

Scenario 1

In this scenario, the employee lives in the city of Highland Hills, and work in multiple locations. Using Jurisdictional Interaction Treatment code 2, you credit the resident tax by the amount of work tax withheld, and you always accumulate wage. Using Jurisdictional Interaction Treatment code 3, you credit the resident tax by the amount of work tax withheld, and you accumulate wages only if tax is withheld.

Earnings 5000.00

Resident jurisdiction - Highland Hills

Work jurisdiction - Multiple locations

Tax Calculation
Tax Type/Jurisdiction Rate Gross Tax Comment
Res - Highland Hills 0.0250 5000.00 125.00  
Work - Oakwood 0.0250 1500.00 37.50 Calculate tax
Work - Trotwood 0.0225 2500.00 56.25 Calculate tax
Work - Obetz 0.0200 500.00 10.00 Calculate tax
Work - Highland 0.0250 500.00 12.50 Calculate tax
Jurisdictional Interaction Treatments 2
Work Location Work Gross/Total Work Gross Prorated Resident Gross Prorated Resident Tax Work Tax Reportable Resident Gross Reportable Tax
Work - Oakwood 30% 1500.00 37.50 37.50 1500.00 0.00
Work - Trotwood 50% 2500.00 62.50 56.25 2500.00 6.25
Work - Obetz 10% 500.00 12.50 10.00 500.00 2.50
Work - Highland Hills 10% 500.00 12.50 12.50 500.00 0.00
  100% 5000.00 125.00 116.25 5000.00 8.75
Jurisdictional Interaction Treatments 3
Work Location Work Gross/Total Work Gross Prorated Resident Gross Prorated Resident Tax Work Tax Reportable Resident Gross Reportable Tax
Work - Oakwood 30% 1500.00 37.50 37.50 0.00 0.00
Work - Trotwood 50% 2500.00 62.50 56.25 2500.00 6.25
Work - Obetz 10% 500.00 12.50 10.00 500.00 2.50
Work - Highland Hills 10% 500.00 12.50 12.50 0.00 0.00
  100% 5000.00 125.00 116.25 3000.00 8.75

Scenario 2

In this scenario, the employee lives in Pennsylvania and works in multiple locations. Using Jurisdictional Interaction Treatment code 4, you eliminate the resident tax if the work tax is greater then zero, and you always accumulate wages. Using Jurisdictional Interaction Treatment code 5, you eliminate the resident tax if the work tax is greater then zero, and you accumulate wages only if tax is withheld.

Earnings 5000.00

Resident jurisdiction - Pennsylvania

Work jurisdiction - Multiple locations

Tax Calculation
Tax Type/Jurisdiction Gross Adjusted Gross Tax Comment
Resident - Pennsylvania 5000.00 5000.00 135.50  
Work - Florida 1500.00 None None No state tax
Work - Delaware 2500.00 2500.00 132.98 Calculate tax
Work - New Jersey 500.00 None None NR Certificate filed - do not calculate tax
Work - Pennsylvania 500.00 None None Do not calculate work tax if resident location = work location
Jurisdictional Interaction Treatments 4
Work Location Work Gross/Total Work Gross Prorated Resident Gross Prorated Resident Tax Work Tax Reportable Resident Gross Reportable Tax
Work - Florida 30% 1500.00 46.05 None 1500.00 46.05
Work - Delaware 50% 2500.00 76.75 132.98 2500.00 0.00
Work - New Jersey 10% 500.00 15.35 None 500.00 15.35
Work - Pennsylvania 10% 500.00 15.35 None 500.00 15.35
  100% 5000.00 153.46 132.98 5000.00 76.75
Jurisdictional Interaction Treatments 5
Work Location Work Gross/Total Work Gross Prorated Resident Gross Prorated Resident Tax Work Tax Reportable Resident Gross Reportable Tax
Work - Florida 30% 1500.00 46.05 None 1500.00 46.05
Work - Delaware 50% 2500.00 76.75 132.98 0.00 0.00
Work - New Jersey 10% 500.00 15.35 None 500.00 15.35
Work - Pennsylvania 10% 500.00 15.35 None 500.00 15.35
  100% 5000.00 153.46 132.98 2500.00 76.75

Scenario 3

In this scenario, the employee lives in New Jersey and works in multiple locations. Using Jurisdictional Interaction Treatment code 6, you eliminate the resident tax if the work tax imposes a withholding tax on nonresidents, and you always accumulate wages. Using Jurisdictional Interaction Treatment code 7, you eliminate the resident tax if the work tax imposes a withholding tax on nonresidents, and you accumulate wages only if tax is withheld.

Earnings 5000.00

Resident jurisdiction - New Jersey

Work jurisdiction - Multiple locations

Tax Calculation
Tax Type/Jurisdiction Gross Adjusted Gross Tax Comment
Resident - New Jersey 5000.00 5000.00 305.38  
Work - Florida 1500.00 None None No state tax
Work - New York 2500.00 2500.00 163.43 Calculate tax
Work - New Jersey 500.00 None None Do not calculate work tax if resident location = work location
Work - Pennsylvania 500.00 None None NR Certificate filed - do not calculate tax
Jurisdictional Interaction Treatments 6
Work Location Work Gross/Total Work Gross Prorated Resident Gross Prorated Resident Tax Work Tax Reportable Resident Gross Reportable Tax
Work - Florida 30% 1500.00 91.61 None 1500.00 91.61
Work - New York 50% 2500.00 152.69 163.43 2500.00 0.00
Work - New Jersey 10% 500.00 30.54 None 500.00 30.54
Work - Pennsylvania 10% 500.00 30.54 None 500.00 30.54
  100% 5000.00 305.38 132.98 5000.00 152.69
Jurisdictional Interaction Treatments 7
Work Location Work Gross/Total Work Gross Prorated Resident Gross Prorated Resident Tax Work Tax Reportable Resident Gross Reportable Tax
Work - Florida 30% 1500.00 91.61 None 1500.00 91.61
Work - New York 50% 2500.00 152.69 163.43 0.00 0.00
Work - New Jersey 10% 500.00 30.54 None 500.00 30.54
Work - Pennsylvania 10% 500.00 30.54 None 500.00 30.54
  100% 5000.00 305.38 132.98 2500.00 152.69

Enabling Wage Accumulation

Setting Up Wage Accumulation

By default, Oracle Payroll determines tax calculation and wage accumulation based on the rules provided by Vertex. If you need more flexibility for accumulating wages then Vertex provides, you can use an alternate accumulation method, Enhanced Wage Accumulation using the Enhanced Tax Interface, at the employee or GRE level.

To enable wage accumulation using the Enhanced Tax Interface:

  1. Run the US Payroll concurrent program 'Select Tax Interface'. In the Vertex Interface parameter, select "Enhanced + Wage Accumulation" as the Vertex Interface.

    See: Running the Select Tax Interface Program

  2. Set the Resident Wage Accumulation at the GRE level for both state and local income tax. The values selected in this field determines how to handle the taxing and wage accumulation of the resident subject wages.

    See: Entering State Tax Rules for a GRE

    See: Entering Local Tax Rules for a GRE

  3. Set the state and local income tax withholding rule at the GRE level.

    See: Entering State Tax Rules for a GRE

    See: Entering Local Tax Rules for a GRE

  4. Set the assignment level information by selecting the Exempt from Wage Accumulation, if necessary. You use this field to exempt the employee from withholding and reporting of state and local income wages and tax.

    See: Entering Federal Tax Rules for an Employee

    See: Entering State Tax Rules for an Employee

    See: Entering City Tax Rules for an Employee

    See: Entering County Tax Rules for an Employee

Running the Select Tax Interface Program

Run the Select Tax Interface from the Submit Requests window. The Select Tax Interface request switches the Tax Interface for the complete system. If the system hosts multiple business groups, then all the business groups will start using the selected interface. The application provides a method to control the tax interface used at the business group level. Business group level control is available to decide whether a business group will use the Enhanced Tax Interface with Wage Accumulation enabled. The US Processing Rules window provides the Year Wage Accumulation Effective field, which is applicable only to the Enhanced Wage Accumulation tax interface. For more information, refer to Business Groups: Entering US Processing Rules, Oracle Enterprise and Workforce Management Guide (US)

To run the Select Tax Interface

  1. In the Name field, select the Select Tax Interface report.

  2. In the Parameters field, select the appropriate tax interface for the Vertex Interface parameter.

    Enhanced: Select this interface to calculate tax using US_TAX_VERTEX element.

    Enhanced + Wage Accumulation: Select this interface if you want to use the Enhanced Tax Interface with Wage Accumulation enabled.

  3. Click OK, and then Submit.

    Note: Disabling wage accumulation after processing payrolls results in inconsistencies in the accumulation of the wages, and may cause balancing issues.

Tax Balances

Introduction to Balance Adjustment

In a payroll run, the run result or Pay Value of an element feeds the appropriate balances. The run result usually feeds multiple balances including tax related balances. Balances have time dimensions, including current run, period to date, month to date, quarter to date and year to date.

After the payroll process, the applicable balances for federal, state, and local tax (where appropriate) jurisdictions can be viewed for each employee at both the assignment and person level. The employer tax liabilities can also be viewed at an assignment or person level. All tax balances are viewed within a particular GRE at the levels mentioned above (assignment or person) It is the adjustment of these balances that will be discussed here.

Tax balances are used for periodic employer tax reporting and tax payments as well as quarterly and annual tax reporting.

Purpose

Tax Balance Adjustment Procedure demonstrates how to define tax adjustment elements that are classified as Tax Deductions or Employer Taxes. Utilizing these classifications allows the Oracle system to automatically set up pay values (in most cases the EE or ER tax). This method simplifies the entry for adjusting taxes as well as properly feeding tax balances for all dimensions applicable. For mass balance adjustments you can use Batch Element Entry (BEE) to feed the elements through to Element Entries or the Balance Adjustment APIs. This will greatly decrease the time required to make balance adjustments in volume. This procedure creates adjustment elements that are ready to be costed. Each element adjusts a single tax that allows the ability to cost each tax adjustment separately.

The set up of the tax adjustment elements closely mirrors the delivered Oracle Tax Balance Form ((N) View -> Tax Balances) but skips fields on the Tax Balance Form that cannot be adjusted directly. For example, some of the information on the tax balance screen is derived and no balance is associated, i.e., EXEMPT. Only information associated with the tax balance adjustment is included on the element entry form to minimize confusion in data entry. Additionally, an input value for jurisdiction is added to the State and Local Tax adjustment elements. This allows you to target a specific state or locality for the adjustment.

Note: In this topic the naming convention used for beginning navigation in the system at the Navigator is (N). (B) will be used when the next step requires you to click on a button.

It is recommended that when you process the balance adjustments through BEE or Element Entries, run them as a separate payroll. This will make it cleaner to rollback the balance adjustments as a whole if there is a problem with the entries.

Note: This is not meant to be an all encompassing procedure. Balance adjustments are done for various reasons depending on the needs of the customer. Each case must be reviewed individually to determine the best approach that should be used to adjust the tax balance.

Basic Business Needs

The Tax Balance Adjustment procedure provides you with the means to satisfy the following basic business needs:

Adjust Tax Balance and Adjust Balance Forms

Oracle Payroll provides two balance adjustment forms. Each adjustment form has a purpose; they are not interchangeable. A brief summary of their main purposes and differences follows:

Adjust Tax Balances Form Used to record third party payments such as sick pay, stock options, imputed income, and so on (such as, when the third party does not issue a separate W-2).
Uses existing elements, eliminating the need to set up any special adjustment elements.
The Medicare field is available in the Employer tab. When performing tax balance adjustments, you must enter value in the Medicare fields in both the Employee and the Employer tabs separately. This is to accommodate the fact that the amount to adjust for Medicare Employee and Employer may not be the same for those employees whose income is subject to the Additional Medicare Tax provision of the Affordable Care Act.
Adjust Balance Form Allows the adjustment of balances for any existing element.
Allows the adjustment of any balance using a specific adjustment element which should be set up at the time the adjustment is needed.

Note: If you are using the Adjust Balance form and have set the PAY: Use Direct Balances for US Federal Taxes profile option to Yes, then you must complete an additional setup for changes to reflect in the View Tax Balances form. This additional setup is not required if you have set the profile option value to No or use the Adjust Tax Balances form for balance adjustments. See: Using Direct Balances for Federal Taxes

Reasons For Balance Adjustments

There are several reasons to adjust tax balances. Some possibilities are:

The Balance Adjustments procedure is not to be confused with the Balance Initialization process that Oracle delivers to load balances into the payroll system from an outside source.

Note: When loading Balances for nonrecurring elements, you must add the element to the employee's Element Entries form in order to see the YTD balances on the Employee SOE. To do this:

  1. Navigate to the employee's Element Entries.

  2. DateTrack to the employee's hire date.

  3. Give the nonrecurring elements to the employee (no input values are required).

  4. Save the changes.

Contact for Vertex's PayrollTax(tm) Calculation and Quantum for Payroll Tax System

United States federal, state and local tax data for use with Oracle Payroll is provided by Vertex Inc. Vertex related software is provided by Oracle in Oracle Payroll. Such tax data and software are licensed under a separate license between you and Vertex. Such software is warranted by Vertex, not Oracle.

Note: Oracle Payroll is delivered with sample Vertex tax data. The sample Vertex tax data is not current and is provided for demonstration purposes only.

To initiate delivery of current tax data and monthly updates directly to you from Vertex, either complete the form below and fax it to 610/640-5892, or mail it to:

Vertex Corporation Sales Coordinator

1041 Old Cassatt Road

Berwyn, PA 19312

Company Name
Your Name
Your Signature
Your Title
Contact Name
Address
Phone Number

Geocodes

Geocode Overview

A geocode is a three part numeric record representing a state, county and local. An additional two part record identifies a state and school district. You use geocode data to troubleshoot and correct data issues, make adjustments and input time for Enhanced Multi Jurisdiction Taxation. The Jurisdiction Information Tables (JIT) contain geocode and jurisdiction data, for example, zip codes, federal, state and local limits and rates.

For US Payroll, geocodes (or Jurisdiction Code) represent the state, city, county and school district appearing on the employee record. For Canadian payroll, you must enter the Canada Post province abbreviation as the jurisdiction input value. As Canada does not have local level taxes (such as the city), you must uniquely identify the specific geocode by the province abbreviation.

You must apply both the Vertex monthly updates and the Oracle Quarterly Statutory Update to keep the JIT/Geocode data current and correct. The Oracle Statutory updates are released as quarterly payroll patches. You can get the Vertex monthly update by downloading the file from the Vertex website or from a CD sent by Vertex.

If you want to immediately begin using the new JIT/Geocode information delivered in the monthly updates, you can manually enter the data in the Cities.

Annually, you must run the Geocode Upgrade Manager concurrent program to synchronize the Vertex and Oracle geocode data.

Understanding Geocode Formats

The state/ province geocode is a three part record in the format of XX-XXX-XXXX. The first 2 digits are the state/province jurisdiction code, the next 3 digits are the county code and the last 4 digits are the city code. When adjusting a state or province level record, enter the numeric code; enter zeros for the county and city codes. For example: When adjusting SUI for the state of Pennsylvania, the jurisdiction input value is 39-000-0000. When adjusting the city of Allentown in the state of Pennsylvania, the jurisdiction input value is 39-077-0040.

When a School District is involved, there are an additional five digits which need to be appended to the state geocode (XX-XXXXX) when making adjustments. If an employee is taxed at a school district level, the school district geocode is in addition to the state/province geocode. The school district code appears on the employee's tax information form either at the county or city level. For example: When adjusting School District for Easton in the state of Pennsylvania, the jurisdiction input value would be 39-48330.

Finding a Geocode

There are four methods you can look up the geocode:

You check and use geocodes in routine payroll administration to troubleshoot data issues, input time for Enhanced Multi Jurisdiction Taxation, make balance adjustments, and to correct data corruption. You use the jurisdiction name, for example, Allentown Pennsylvania, to find the numeric geocode.

The method you use to find a geocode depends on you level of access to Oracle Payroll, and the method you find most convenient.

Use Jurisdiction and Geocodes as Soon as They are Available

If you want to immediately begin using the new JIT/geocode information delivered in the monthly updates, you can manually enter the data in the Cities window before receiving and applying the Oracle Quarterly Statutory Update.

The application of the Oracle Quarterly Statutory Update does not impact the user defined data. Oracle Payroll maintains this data with no additional intervention by the payroll clerk.

If you want to begin using the new JIT/geocode information before applying the Oracle Quarterly Statutory Update, you can manually insert:

See: Adding a City to the Database, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management

See: Adding New Tax Information for an Existing Geocode

Upgrading Geocodes

Periodically Vertex makes changes to geocode data, for example, change a geocode for a city, or move a secondary city from one primary city to another. On an annual basis Oracle releases an upgrade procedure as a part of an hrglobal driver. The Geocode Upgrade Manager concurrent program replaces the hrglobal upgrade procedure. You must run the Geocode Upgrade Manager annually, to modify data in the payroll application and synchronize the Vertex and Oracle geocode data.

The Geocode Upgrade Manager is a concurrent program that writes the output of the upgrade process to two log files, and checks for errors in the upgrade process. You can run the Geocode Upgrade Manager in either Debug or Upgrade mode. Debug mode produces the output reports indicating what data you need to upgrade. Upgrade mode automatically upgrades the data, and produces output reports showing the changes.

After you run the Geocode Upgrade Program, a report is generated listing the assignments that require review. There are many reasons assignments appear on the report, for example, an employee with a work location that is a secondary city in one jurisdiction and now becomes a secondary city in another jurisdiction. An assignment also appears on the report if the record has data corruption, such as missing tax records, incorrectly end dated tax records, effective dated tax records that are out of sync with the Vertex element, a gap in effective dates and missing element entries.

You must review the assignment data and make the necessary correction before resubmit the upgrade process. You can manually review the data, or use the delivered per.sql scripts to diagnose the issue. You correct the issue by making a change to the data, or using deltax.sql and recreating the tax records. Once you correct the data, you resubmit the Geocode Upgrade Manager.

Automated User Creation of JIT-Geocode Data

Geocodes are the geographical codes supplied by Vertex, Inc. The geocode (jurisdiction code) determines the taxing jurisdiction the application updates on the employee record. Vertex releases monthly updates containing address (geocode) and tax (JIT) changes.

Oracle releases quarterly statutory updates of the geocodes data. You must apply both the Oracle statutory update and the Vertex monthly update to correctly accumulate wages and withhold taxes for new or changed jurisdictions. If you want to begin using the geocode and JIT data before receiving Oracle's quarterly statutory update, you can manually enter the information in the US Cities window:

Users can perform the following:

See: Adding a City for Addresses, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management

See: Adding New Tax Information for an Existing Geocode

Using Direct Balances for Federal Taxes

The PAY: Use Direct Balances for US Federal Taxes profile option determines the balance retrieval procedure. If you set the profile option value to Yes, then direct balances based on run results created for the employee will be used instead of deriving the amounts from their earnings.

You can set the profile option to Yes in order for the system to make use of the direct balances instead of deriving the values by calling multiple balances. This reduces the overall response times wherever the new balances are accessed. For example, if FIT Subject Withholdable needs to be reported anywhere, then the balance call will fetch the direct balance FIT SUBJ_WHABLE instead of fetching Regular Earnings and adding Supplemental Earnings for FIT Subject to tax.

To set the profile option, using the System Administrator Responsibility, navigate to Profile > System. Then query for the PAY:Use Direct Balances for US Federal Taxes profile option with both Site and Profiles set to No Values selected. Set to Yes or No as required.

Balance Adjustments to Earnings Elements Using the Adjust Balance Form

With the PAY: Use Direct Balances for US Federal Taxes profile option to set Yes, if you use the Adjust Balance form to adjust balances for Earning elements, then an additional setup is required for the View Tax Balances form to reflect the balance adjustment changes. If the profile option is set to No, then the View Tax Balances form reflects the required changes and the additional setup is not required.

The following explanation uses the setup required for a Regular Earnings element.

The main element that you use in the payroll processing can no longer be used for balance adjustment. For example, Main Earnings is the regular earnings element used in payroll processing.

Setup Steps

  1. Create a new Earnings element similar in all aspects to the Main Earnings element using the Earnings form (Total Compensation > Basic > Earnings). For example, create Adjust Earnings element, similar to Main Earnings. You must use this element to perform any balance adjustments from the Adjust Balance Form.

  2. Add Balance Feeds corresponding to the Pay Value input value of Adjust Earnings element to the following balances. As Regular Earnings are subject to all taxes, add the feeds to balances related to all the taxes at the federal level.

    Input Value Balance Name Add or Subtract
    Pay Value FIT Gross Add
    Pay Value SS EE Gross Add
    Pay Value SS ER Gross Add
    Pay Value Medicare EE Gross Add
    Pay Value Medicare ER Gross Add
    Pay Value FUTA Gross Add
    Pay Value EIC Gross Add
    Pay Value FIT Subj Whable Add
    Pay Value SS EE Subj Whable Add
    Pay Value SS ER Subj Whable Add
    Pay Value Medicare EE Subj Whable Add
    Pay Value Medicare ER Subj Whable Add
    Pay Value FUTA Subj Whable Add
    Pay Value EIC Subj Whable Add

    Query the element in the Element Description form. (Total Compensation > Basic > Element Description). Click Balance Feeds. Add the new records for each of the balance feeds as given in the table.

    In case, Supplemental Earnings or Imputed Earnings are to be adjusted, create a similar setup that is created for Regular Earnings. Create the adjust elements and add balance feeds to all the tax balances that they are subject to. You can find this information from the Tax Withholding Rules form (Total Compensation > Basic > Tax Withholding Rules). If any category of earnings is Subject to FIT and Not Withholdable, then you must feed the corresponding FIT Subj NWhable balance instead of FIT Subj Whable.

Balance Adjustments to Pretax Elements using the Adjust Balance Form

With the PAY: Use Direct Balances for US Federal Taxes profile option to set Yes, if you use the Adjust Balance form to adjust balances for Pretax elements, then an additional setup is required for the View Tax Balances form to reflect the balance adjustment changes. If the profile option is set to No, then the View Tax Balances form reflects the required changes and the additional setup is not required. With the profile option set as No, the system uses the derived balances approach to determine the values displayed on the View Tax Balances form. Since the Derived Balances approach refers to balances like Pre Tax Deductions and Pre Tax Deductions for FIT, the Tax Balances Form displays changes once balance adjustment is done.

With the profile option set as Yes, the system uses the direct balances approach to determine the values. The Pre Tax Deductions shown on the View Tax Balances form comes from the FIT Specific Balance FIT Pre Tax Redns. Since the Balance Adjustment done from the Adjust Balance form does not have any impact on the FIT Pre Tax Redns Balance, the changes are not reflected in the Tax Balances form with the profile option set as Yes.

The following explanation assumes that a main element, for example Main 457 is already set up for pretax processing, and options of ER, Catchup, Roth and AT are also selected while creating this deduction. In this case, the following elements are available with Special Input and Special Features elements:

i. Main 457

ii. Main 457 ER

iii. Main 457 Catchup

iv. Main 457 Roth

v. Main 457 Roth ER

vi. Main 457 AT

vii. Main 457 AT ER

Setup Steps

  1. Create a Pre-Tax element, same in all aspects to the existing Main 457 element using the Deductions form.

    Total Compensation > Basic > Deductions

    For example, enter the name as Adjust 457 to create the Deduction element and select the options of ER, Catchup, Roth and AT.

    When you create the deduction element Adjust 457, the following elements along with other Special Input and Special Features elements are created:

    i. Adjust 457

    i. Adjust 457

    iii. Adjust 457 Catchup

    iv. Adjust 457 Roth

    v. Adjust 457 Roth ER

    vi. Adjust 457 AT

    vii. Adjust 457 AT ER

  2. Create the element links for all those elements which are to be used for balance adjustment.

  3. Query the elements created for adjustment in the Element Description form and remove the Primary Balance corresponding to them.

    Total Compensation > Basic > Element Description

    Query the Adjust 457 element. Click in the Further Element Information Flexfield, remove the value in the Primary Balance field and save the changes as Correction.

    Clear the primary balances for other related adjustment elements: Adjust 457 ER, Adjust 457 Catchup, Adjust 457 Roth, Adjust 457 Roth ER, Adjust 457 AT, and Adjust 457 AT ER.

  4. Add the Input Value Pay Value of Adjust 457 as feed to the main element related balance Main 457 as Add.

    Similarly, create balance feeds for the following input values of Adjustment elements to the corresponding balances of Main Element.

    Element Name Input Value Main Deduction Balance Add or Subtract
    Adjust 457 ER Pay Value Main 457 ER Add
    Adjust 457 Catchup Pay Value Main 457 Add
    Adjust 457 Roth Pay Value Main 457 Roth Add
    Adjust 457 Roth ER Pay Value Main 457 Roth ER Add
    Adjust 457 AT Pay Value Main 457 AT Add
    Adjust 457 AT ER Pay Value | Main 457 AT ER Add

  5. For the 457 Pre-Tax Category, review the Taxability Rules form to find out all those taxes that consider 457 as Pre-Tax at Federal level.

    Total Compensation > Basic > Tax Withholding Rules

    Select Primary Classification as Pre-Tax Deductions.

  6. Create Balance Feeds to FIT Pre Tax Redns, FIT 457 Redns, EIC Pre Tax Redns and EIC 457 Redns as given in the following table:

    Element Name Input Value Seeded Balance Add or Subtract
    Adjust 457 Pay Value FIT Pre Tax Redns Add
    Adjust 457 Pay Value FIT 457 Redns Add
    Adjust 457 Pay Value EIC Pre Tax Redns Add
    Adjust 457 Pay Value EIC 457 Redns Add
    Adjust 457 Catchup Pay Value FIT Pre Tax Redns Add
    Adjust 457 Catchup Pay Value FIT 457 Redns Add
    Adjust 457 Catchup Pay Value EIC Pre Tax Redns Add
    Adjust 457 Catchup Pay Value EIC 457 Redns Add

  7. Run the Generate Run Balances concurrent program for all those balances that became invalid due to the Balance Feeds creation.

Once the setup is done as specified, balance adjustment can be done using the newly created adjustment elements.

Tax Balances Form

In order to adjust tax balances correctly, you must have an understanding of the View Tax Balance form and the tax-related terminology. This helps determine which balances you need to update to achieve accurate results for periodic tax reporting.

The Tax Balances form shows the tax balances that are used for periodic tax reporting. The sum of Subj Not Whable and Reduced Subj Whable on the FIT form is the amount that will be reported as Wages, tips, other compensation in Box 1 of the W-2 form. The sum of Subj Not Whable and Reduced Subj Whable on the SIT form is the amount shown as State wages, tips, etc. in Box 16 of the appropriate W-2 form. The Taxable from the Social Security and Medicare Tax Balance forms are reported as Box 3 Social Security wages and Box 5 Medicare wages and tips respectively on the W-2 form.

The Tax Balance form is a date tracked form. The tax balances are the balances as of the effective date. If the session date is 14-JAN-1998 and a payroll was run with a check date of 15-JAN-1998, the balances for the 15-JAN-1998 would not be included in the balances displayed.

If tax balances are accessed through View -> Payroll Processes, View -> Assignment Processes or via the QuickPay -> View Results form; they are always current as of the check date of the process.

The balances shown on the Tax Balance Form are as follows:

Gross Total earnings, calculated from all earnings elements.
Exempt Balance derived from Gross earnings minus Subject to Tax Earnings.
Subject All Earnings that are taxable and for which taxes are calculated during payroll processing. Most Regular, Supplemental, and Imputed Earnings are Subject to Tax. You must enter this balance when processing the State and Local Balance Adjustment elements.
Subj Not Whable All Earnings that are taxable but for which taxes are not calculated or withheld during payroll processing. GTL Imputed Income is an example of a taxable earning for which taxes are not withheld. You must enter this balance when processing the State and Local level balance adjustment elements.

Note: Subject and Subj Not Whable are determined by the Tax Withholding Rules ((N) Total Compensation -> Basic -> Tax Withholding Rules). All earnings defined with a classification of "Regular Earnings" in Oracle are always subject to and withholdable for federal and state taxes. However, earnings defined with the classification of "Supplemental Earnings" or "Imputed Earnings", and certain deductions defined with a classification of "Pre-Tax", may be subject to different types of taxes and tax withholding at the federal and state levels. These are determined by the category assigned to each earning or deduction and the Taxability Rules.

Pre Tax The total amount of 401k, 403b, 457, Dependent Care, and Section 125 that reduces the taxable earnings. You must enter this balance when processing State and Local level Balance Adjustment elements (if the jurisdiction allows the reduction). This balance is fed by the elements that update the detail balances discussed below.
Deferred Comp 401k The amount of 401k that reduces the taxable earnings. You must enter this balance when processing State and Local level balance adjustment elements (if the jurisdiction allows the reduction).
Deferred Comp 403b The amount of 403b that reduces the taxable earnings. You must enter this balance when processing State and Local level balance adjustment elements (if the jurisdiction allows the reduction).
Deferred Comp 457 The amount of 457 that reduces the taxable earnings. You must enter this balance when processing State and Local level balance adjustment elements (if the jurisdiction allows the reduction).
Dependent Care The amount of Dependent Care deductions which reduces the taxable earnings. You must enter this balance when processing State and Local level Balance Adjustment elements (if the jurisdiction allows the reduction).
Section 125 The amount of Pretax Insurance that reduces the taxable earnings. Dependent care deductions are not included in this total because it is covered separately under section 129 of the IRS code. You must enter this balance when processing State and Local level balance adjustment elements (if the jurisdiction allows the reduction).
Reduced Subj WHable Balance derived from Subject Withholdable Earnings minus the sum of Pre Tax reduction that consists of PreTax 401k, PreTax 403b, PreTax 457, PreTax 125, and Dependent Care.
Taxable The amount of taxable earnings for Medicare, Social Security, and FUTA up to the limit. When viewing state and local taxes subject to an upper limit (such as SDI and SUI), this amount represents the amounts paid up to the limit. When using the Balance adjustment screen, you must adjust this balance for all the taxes mentioned above but keep the upper limit in mind.
When adjusting this field, be careful not to adjust the amount over the government regulated limit.
Excess Balance derived from Reduced Subj Whable minus Taxable. If the taxable balance is not equal to the government regulated limit, the Excess balance should be zero. Excess should always be zero for Medicare. If there is an amount in Excess, and the limit has not been reached, this is an indication that you need to adjust the Balances.
Withheld The amount of tax which will be reported on the W-2 for each tax.
Liability The amount of employer owed tax for Medicare, FUTA, Social Security, SUI, or SDI.

Note: For Massachusetts, the Health Insurance Tax is accumulated in under SDI liability.

Tax Balances Summary

The Tax Balances Summary window allows you to view employee taxable balances (or employer liability balances) by employee- or assignment-level balances in four time dimensions simultaneously. This date-effective view allows you to research problems that arise with an employee's pay and pinpoint when a problem may have occurred.

You can view balances in the following four time dimensions, or in combinations thereof, as of the date of the last payroll action:

Note: The Tax Balances Summary window only reports as of the date of the last Payroll action for that assignment or person. Any balances accumulated after the last payroll action are not included in the report.

Each balance criteria you select impacts which balances will be accumulated. For example, if you do not select School District, then balances for this criteria will not be accumulated nor displayed in the Balance region. If any of the balance dimension checkboxes are not checked, then the corresponding column in the Balance region will not have balances accumulated and will not display.

You can access the Tax Balances Summary window from the Main Menu, from the Assignment Process window, or from the Quick Pay window.

Tax Balances

In accordance with the tax-related information entered in the Oracle HRMS database, the payroll run can build tax balances for each of the following tax types (EE = employee tax, ER = employer tax):

Federal taxes

Federal Income Tax (FIT) - EE

Federal Unemployment Tax Act (FUTA) - ER

Social Security (SS) - EE and ER

Medicare - EE and ER

Earned Income Credit (EIC) - EE

Use Direct Balances for Federal Taxes

The PAY: Use Direct Balances for US Federal Taxes profile option determines the balance retrieval procedure. See: Using Direct Balances for Federal Taxes

State taxes

State Income Tax (SIT) - EE

State Unemployment Insurance (SUI) - ER, EE in some states

State Disability Insurance (SDI) - EE, ER in some states

Local taxes

City Tax - EE

County Tax - EE

Head Tax - ER

School District Tax - EE

For these taxes, the balances in the following table can be created for each employee assignment processed in the payroll run.

Balance Definition
Gross Earnings All earnings (relevant for the particular jurisdiction, or for EIC)
Exempt Earnings Gross earnings - Gross earnings subject to tax
Gross Earnings Subject to Tax All earnings subject to this tax
Gross Earnings Subject to Tax and not Withholdable All earnings subject to tax not requiring withholding
Gross Earnings Subject to Tax and Withholdable Gross earnings subject to tax - Gross earnings subject to tax and not withholdable
401(k), 125, and Dependent Care Reductions Any amounts applicable as pre-tax reductions to the Gross earnings subject to tax and withholdable
Reduced Subject to Tax and Withholdable Earnings Gross earnings subject to tax and withholdable - 401(k), 125 and Dependent Care reductions
Employee Withheld Amount withheld for the employee
Reduced Subject EIC Gross earnings (under EIC taxability rules) subject to tax and withholdable - 401(k), 125, and Dependent Care reductions
EIC Advance EIC credit for the employee
Employer Liability Liability of the GRE for Social Security, Medicare, FUTA, SUI, SDI, and Head Tax for this employee

Note: When no rules exist for a particular tax type (such as when a state has no income tax or no employee liability for SUI or SDI, or when no city or county tax exists), the system builds no balances for the tax.

Note: For Massachusetts, the Health Insurance Tax is accumulated under SDI liability.

Taxes with Upper Earnings Limits

As well as the above balances, the system creates two additional balances for those taxes with upper earnings limits (a maximum amount of earnings above which the tax is not levied). These two balances appear in the following table. Currently, upper earnings limits exist for the Social Security and FUTA Federal taxes and the SUI and SDI state taxes.

Balance Definition
Taxable earnings Reduced Subject to Tax and Withholdable Earnings, adjusted to take upper limit into account
Excess earnings Reduced Subject to Tax and Withholdable Earnings that exceed the upper limit

The Taxable Earnings balance accumulates the Reduced Subject to Tax and Withholdable earnings balances for an employee each payroll run, until it reaches the upper limit. After this, the Taxable Earnings balance for a run is zero (and its year-to-date balance remains fixed at the upper limit), since the employee's earnings are no longer taxable for this tax.

Balance Calculations and Adjustments

The calculation routines provided by Vertex, Inc. use balances that Oracle Payroll produces to calculate the following balances:

On occasion, you must make manual adjustments for employees to Employee Withheld balances, to Gross Earnings Subject to Tax balances, or to both balances. To do this you use the Adjust Tax Balances window.

Tax Balancing Guide

The tax balancing guide illustrates Oracle report information by field, and outlines how the fields on various reports map to one another. The guide aids in completing the weekly, quarterly and annual payroll reconciliation.

Periodic Reporting

For the following reports, enter the same beginning and ending check dates for the period you wish to reconcile:

Federal and State Tax Remittance Report/Local Tax Remittance Report Payroll Register US Gross to Net Summary
EE Federal Income Tax FIT EE FIT Withheld
EE Social Security SS EE SS Withheld
EE Medicare Medicare EE Medicare Withheld
EE Advanced EIC Paid EIC (Federal Tax Credits) EIC Advanced (Federal)
  STEIC (per state) EIC Advanced for State
EE State Income Tax per state SIT (per state) EE SIT Withheld (per state)
EE City Tax (per local) City (per city) EE City Withheld (per city)
EE SUI (per state) SUI (per state) EE SUI Withheld (per state)
EE County Tax (per county) County Tax (per county) EE County Withheld (per county)
EE Head Tax (by state) HT (by state) EE HT Withheld (by state)
ER FUTA FUTA ER FUTA Liability
ER Social Security SS ER SS Liability
ER Medicare Medicare ER Medicare Liability
ER SUI (per state) SUI (per state) ER SUI Liability (per state)
ER SDI (per state) SDI (per state) ER SDI Liability (per state)

Quarterly Reporting

For the following reports, enter the same beginning and ending check dates for the quarter you wish to reconcile:

For the following reports, enter the quarter you wish to reconcile:

For employers doing business in Pennsylvania, see:

Note: For correct quarterly balancing, you must run the Federal and State Tax Remittance Report and Local Tax Remittance Report using start and end dates that are the same as the quarter you use to run the State Quarterly Wage Listing and Quarterly Tax Return Worksheet (Form 941).

Federal and State Tax Remittance Report/Local Tax Remittance Report US Gross to Net Summary State Quarterly Wage Listing Form 941
EE Federal Income Tax Wages     Line 2
EE Federal Income Tax EE FIT Withheld   Line 3
EE Social Security Wages     Line 5a (col 1) + 5b (col 2)
EE Social Security Tax EE SS Withheld   Line 5a (col 2) + 5b (col 2) Divide by 2 for the EE portion only
EE Medicare Wages     Line 5c (col 1)
EE Medicare Tax EE Medicare Withheld   Line 5c (col 2) Divide by 2 for the EE portion only
EE Advance EIC Paid EIC Advanced (Federal)   Line 9
EE State Income Tax Wages per state   SIT Gross Wages for QTR  
EE State Income Tax (per state) EE SIT Withheld (per state) SIT Withheld for QTR  
EE SDI Tax (per state) EE SDI Withheld (per state)    
EE City Tax (per city) EE City Withheld    
EE SUI Tax (per state) EE SUI Withheld (per state) for applicable states SUI ER Liability for QTR (for applicable states)  
EE County Tax (per county) EE County Withheld (per county)    
EE Head Tax (per state) EE HT Withheld (per state)    
ER FUTA Tax ER FUTA Liability    
ER Social Security Tax ER SS Liability    
ER Medicare Tax ER Medicare Liability    
ER SUI Wages (per state)   SUI Taxable Reported by QTR  
ER SUI Tax (per state) ER SUI Liability (per state) SUI ER Liability by QTR  
ER SDI Tax (per state) ER SDI Liability (per state)    

Yearly Reporting

For the following reports, enter the same beginning and ending check dates for the year you wish to reconcile:

Enter the last check date of the year in the As Of date field

For the following reports, enter the tax year for the year you wish to reconcile:

Note: For correct yearly balancing, you must run the Federal and State Tax Remittance Report and Local Tax Remittance Report using start and end dates that are the same as the tax year you use to run the GRE Totals Report, W-2 Register Report, Annual FUTA Tax Return, and Federal W-2 Magnetic Media Report.

Federal and State Tax Remittance Report/Local Tax Remittance Report GRE Totals (YTD only) W-2 Register (GRE Totals page) Form 940 Federal W-2 Magnetic Media (EFW2 Magnetic File Totals)
EE Federal Income Tax Wages Fed Wages, Tips and Other Comp
Box 1 Wages   Wages, Tips and Other Comp
EE Federal Income Tax FIT Withheld Box 2 FIT Withheld   Federal Income Tax Withheld
EE Social Security Wages SS Taxable Box 3 SS Wages   Social Security Wages
EE Social Security Tax SS Withheld Box 4 SS Withheld   Social Security Tax Withheld
EE Medicare Wages Medicare Taxable Box 5 Med Wages   Medicare Wages and Tips
EE Medicare Tax Medicare Withheld Box 6 Med Withheld   Medicare Tax Withheld
EE Advanced EIC Paid   Box 9 EIC   Advanced Earned Income Credit
EE State Income Tax Wages (per state) State Wages, Tips and Other Comp (per state) Box 16 SIT Wages (per state)    
EE State Income Tax (per state) SIT Withheld (per state) Box 17 SIT W/H (per state)    
EE SDI Wages (per state)   Box 18 SDI Wages (per state) where applicable    
EE SDI Tax (per state)   Some states display in Box 19 and others display in Box 14 showing tax only    
EE City Tax Wages (per local)   Box 18 Local Wages (per local)    
EE City Tax (per local)   Box 19 Local Tax W/H (per local)    
EE County Tax Wages (per county)   Box 18 County Wages (per local)    
EE County Tax (per county)   Box 19 County Tax W/H (per local)    
ER FUTA Wages     Part I: 5 Total Taxable Wages  
ER FUTA Tax     Part II: 1 Gross FUTA Tax  
ER SUI Wages (per state)     Part II: 3 (Col C) Taxable Payroll  
ER SUI Tax (per state)     Part II: 3 (i) Contributions  
    Box 12D (401k)   Contributions to 401(k)

Setting Up the Tax Balance Adjustment Elements

For tax balance adjustments, you must set up the applicable elements.

Setting up applicable tax adjustment elements

  1. Date track to 01-JAN-1951 or any date prior to the date an adjustment is effective but not before 1951.

  2. Navigate to the Element Description form.

  3. Refer to the following sections to add all appropriate elements:

Setting up FIT TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name FIT TAX ADJUSTMENT
    Reporting Name FIT ADJ
    Description Element to adjust balances for Federal tax that feeds the tax withheld balance directly.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Federal for the jurisdiction.

  5. Save your work.

    The Pay Value Input Value is created automatically. This input value adjusts the tax withheld for the Federal Income Tax.

  6. Add Balance Feeds for this element.

  7. Navigate to the Balance window.

  8. Query for the FIT Withheld balance, and click Feeds.

  9. Query for the FIT TAX ADJUSTMENT element.

    Note: The standard FIT element is not associated with balances such as Gross, Taxable, and so on. Therefore, you can only adjust withholding. If you need to make adjustments to Taxable Wages for FIT, you must adjust the original elements that impact Gross and Subject wages.

  10. Select Pay Value as the Input Value, and click Add.

  11. Navigate to the Link window, and link the FIT TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up FUTA TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name FUTA TAX ADJUSTMENT
    Reporting Name FUTA ADJ
    Description Element to correct Employer FUTA tax and wages - feeds balance directly.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Federal for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 4.

    This input value adjusts the tax liability for FUTA.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 No Yes
    Taxable Money 2 No Yes
    FUTA Credit Money 3 No Yes
    Pay Value Money 4 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the FUTA% balance.

    This returns the FUTA CREDIT, FUTA Liability, and FUTA Taxable balances.

  13. Select FUTA CREDIT and click Feeds.

  14. Query for the FUTA TAX ADJUSTMENT element.

  15. Select FUTA Credit as the Input Value, and click Add.

  16. Returning to the Balance window, select FUTA Liability, and click Feeds.

  17. Query for the FUTA TAX ADJUSTMENT element.

  18. Select Pay Value as the Input Value, and click Add.

  19. Returning to the Balance window, select FUTA Taxable and click Feeds.

  20. Query for the FUTA TAX ADJUSTMENT element.

  21. Select Taxable as the Input Value, and click Add.

  22. Navigate to the Link window, and link the FUTA TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SS EE TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SS EE TAX ADJUSTMENT
    Reporting Name SS EE ADJ
    Description Element to adjust EE tax W/H balances
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Federal for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Social Security.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Taxable Money 1 No Yes
    Pay Value Money 2 No Yes

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the SS EE% balance.

    This returns the SS EE Taxable and SS EE Withheld balances. Skip the SS EE Arrears balance.

  13. Select SS EE Taxable, and click Feeds.

  14. Query for the SS EE TAX ADJUSTMENT element.

  15. Select Taxable as the Input Value, and click Add.

  16. Returning to the Balance window, select SS EE Withheld and click Feeds.

  17. Query for the SS EE TAX ADJUSTMENT element.

  18. Select Pay Value as the Input Value, and click Add.

  19. Navigate to the Link window, and link the SS EE TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SS ER TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SS ER TAX ADJUSTMENT
    Reporting Name SS ER ADJ
    Description Element to adjust ER tax liability balances.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Federal for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Social Security.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Taxable Money 1 No Yes
    Pay Value Money 2 No Yes

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the SS ER% balance.

    This returns the SS ER Liability and SS ER Taxable balances.

  13. Select SS ER Liability, and click Feeds.

  14. Query for the SS ER TAX ADJUSTMENT element.

  15. Select Pay Value as the Input Value, and click Add.

  16. Returning to the Balance window, select SS ER Taxable and click Feeds.

  17. Query for the SS ER TAX ADJUSTMENT element.

  18. Select Taxable as the Input Value, and click Add.

  19. Navigate to the Link window, and link the SS ER TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up MED EE TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name MED EE TAX ADJUSTMENT
    Reporting Name MED EE ADJ
    Description Element to adjust EE taxes and wages
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Federal for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Medicare.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Taxable Money 1 No Yes
    Pay Value Money 2 No Yes

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the Medicare EE% balance.

    This returns the Medicare EE Taxable and Medicare EE Withheld balances. Skip the Medicare EE Arrears balance.

  13. Select Medicare EE Taxable, and click Feeds.

  14. Query for the MED EE TAX ADJUSTMENT element.

  15. Select Taxable as the Input Value, and click Add.

  16. Returning to the Balance window, select Medicare EE Withheld and click Feeds.

  17. Query for the MED EE TAX ADJUSTMENT element.

  18. Select Pay Value as the Input Value, and click Add.

  19. Navigate to the Link window, and link the MED EE TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up MED ER TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name MED ER TAX ADJUSTMENT
    Reporting Name MED ER ADJ
    Description Element to adjust ER taxes and wages.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Federal for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Medicare.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Taxable Money 1 No Yes
    Pay Value Money 2 No Yes

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the Medicare ER% balance.

    This returns the Medicare ER Liability and Medicare ER Taxable balances.

  13. Select Medicare ER Liability, and click Feeds.

  14. Query for the MED ER TAX ADJUSTMENT element.

  15. Select Pay Value as the Input Value, and click Add.

  16. Returning to the Balance window, select Medicare ER Taxable and click Feeds.

  17. Query for the MED ER TAX ADJUSTMENT element.

  18. Select Taxable as the Input Value, and click Add.

  19. Navigate to the Link window, and link the MED ER TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up MEDICARE_EE_OVER_LIMIT_EE_ADJ:

  1. Specify the following parameters:

    Parameter Value
    Name MEDICARE_EE_OVER_LIMIT_EE_ADJ
    Reporting Name MEDICARE_EE_OVER_LIMIT_EE_ADJ
    Description Medicare Employee element for Employee Wages in excess of Limit
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Federal for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Pay Value Money 1 No Yes
    Taxable Money 2 No Yes

  8. Save your work.

  9. Add Balance Feeds for this element.

  10. Navigate to the Balance window.

  11. Click Feeds.

  12. Query for the MEDICARE_EE_OVER_LIMIT_EE_ADJ element.

  13. Select Taxable as the Input Value, and click Add.

  14. Save your work.

  15. Navigate to the Link window, and link the MEDICARE_EE_OVER_LIMIT_EE_ADJ element to all payrolls or create an applicable link for your specific organizational needs.

Setting up SUI EE TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SUI EE TAX ADJUSTMENT
    Reporting Name SUI EE ADJ
    Description Element to adjust EE SUI tax and wages - feeds balance directly.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax withheld for SUI.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    PreTax 401K Money 4 No Yes
    PreTax 403B Money 5 No Yes
    PreTax 457 Money 6 No Yes
    Dependent Care Money 7 No Yes
    Section 125 Money 8 No Yes
    Other Pretax Money 9 No Yes
    Taxable Money 10 No Yes
    Pay Value Money 11
    		No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

    When creating the following balance adjustment elements for the state and local levels, you may or may not choose to implement 403B and 457 Input Values and their subsequent balance feeds. If you do not plan to use 403B or 457 functionality, then these Input Values are not required.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the SUI EE% balance.

    This returns the following balances:

  13. Select SUI EE 125 Redns, and click Feeds.

  14. Query for the SUI EE TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select SUI EE 401 Redns and click Feeds.

  17. Query for the SUI EE TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select SUI EE 403 Redns and click Feeds.

  20. Query for the SUI EE TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select SUI EE 457 Redns and click Feeds.

  23. Query for the SUI EE TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select SUI EE Dep Care Redns and click Feeds.

  26. Query for the SUI EE TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select SUI EE Gross and click Feeds.

  29. Query for the SUI EE TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select SUI EE Other Pretax Redns and click Feeds.

  32. Query for the SUI EE TAX ADJUSTMENT element.

  33. Select Other Pretax Redns as the Input Value, and click Add.

  34. Returning to the Balance window, select SUI EE Pre Tax Redns and click Feeds.

  35. Query for the SUI EE TAX ADJUSTMENT element.

  36. Select the following Input Values, and click Add:

  37. Returning to the Balance window, select SUI EE Subj Whable and click Feeds.

  38. Query for the SUI EE TAX ADJUSTMENT element.

  39. Select Subject Whable as the Input Value, and click Add.

  40. Returning to the Balance window, select SUI EE Taxable and click Feeds.

  41. Query for the SUI EE TAX ADJUSTMENT element.

  42. Select Taxable as the Input Value, and click Add.

  43. Returning to the Balance window, select SUI EE Withheld and click Feeds.

  44. Query for the SUI EE TAX ADJUSTMENT element.

  45. Select Pay Value as the Input Value, and click Add.

  46. Navigate to the Link window, and link the SUI EE TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SUI ER TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SUI ER TAX ADJUSTMENT
    Reporting Name SUI ER ADJ
    Description Element to adjust ER SUI tax and wages - feeds balance directly.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax liability for SUI.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    PreTax 401K Money 4 No Yes
    PreTax 403B Money 5 No Yes
    PreTax 457 Money 6 No Yes
    Dependent Care Money 7 No Yes
    Section 125 Money 8 No Yes
    Other Pretax Money 9 No Yes
    Taxable Money 10 No Yes
    Pay Value Money 11 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

    When creating the following balance adjustment elements for the state and local levels, you may or may not choose to implement 403B and 457 Input Values and their subsequent balance feeds. If you do not plan to use 403B or 457 functionality, then these Input Values are not required.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the SUI ER% balance.

    This returns the following balances:

    Skip the SUI ER Arrears balance.

  13. Select SUI ER 125 Redns, and click Feeds.

  14. Query for the SUI ER TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select SUI ER 401 Redns and click Feeds.

  17. Query for the SUI ER TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select SUI ER 403 Redns and click Feeds.

  20. Query for the SUI ER TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select SUI ER 457 Redns and click Feeds.

  23. Query for the SUI ER TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select SUI ER Dep Care Redns and click Feeds.

  26. Query for the SUI ER TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select SUI ER Gross and click Feeds.

  29. Query for the SUI ER TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select SUI ER Liability and click Feeds.

  32. Query for the SUI ER TAX ADJUSTMENT element.

  33. Select Pay Value as the Input Value, and click Add.

  34. Returning to the Balance window, select SUI ER Other Pretax Redns and click Feeds.

  35. Query for the SUI ER TAX ADJUSTMENT element.

  36. Select Other Pretax Redns as the Input Value, and click Add.

  37. Returning to the Balance window, select SUI ER Pre Tax Redns and click Feeds.

  38. Query for the SUI ER TAX ADJUSTMENT element.

  39. Select the following Input Values, and click Add:

  40. Returning to the Balance window, select SUI ER Subj Whable and click Feeds.

  41. Query for the SUI ER TAX ADJUSTMENT element.

  42. Select Subject Whable as the Input Value, and click Add.

  43. Returning to the Balance window, select SUI ER Taxable and click Feeds.

  44. Query for the SUI ER TAX ADJUSTMENT element.

  45. Select Taxable as the Input Value, and click Add.

  46. Navigate to the Link window, and link the SUI ER TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SIT TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SIT TAX ADJUSTMENT
    Reporting Name SIT ADJ
    Description Element to adjust EE and tax, wage, and applicable W2 balances.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax liability for State Income Tax.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    Subject Not Whable Money 4 No Yes
    PreTax 401K Money 5 No Yes
    PreTax 403B Money 6 No Yes
    PreTax 457 Money 7 No Yes
    Dependent Care Money 8 No Yes
    Section 125 Money 9 No Yes
    Other Pretax Money 10 No Yes
    Pay Value Money 11 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the SIT% balance.

    This returns the following balances:

    Skip the SIT Arrears and SIT Supp Withheld balances.

  13. Select SIT 125 Redns, and click Feeds.

  14. Query for the SIT TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select SIT 401 Redns and click Feeds.

  17. Query for the SIT TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select SIT 403 Redns and click Feeds.

  20. Query for the SIT TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select SIT 457 Redns and click Feeds.

  23. Query for the SIT TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select SIT Dep Care Redns and click Feeds.

  26. Query for the SIT TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select SIT Gross and click Feeds.

  29. Query for the SIT TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select SIT Other Pretax Redns and click Feeds.

  32. Query for the SIT TAX ADJUSTMENT element.

  33. Select Other Pretax as the Input Value, and click Add.

  34. Returning to the Balance window, select SIT Pre Tax Redns and click Feeds.

  35. Query for the SIT TAX ADJUSTMENT element.

  36. Select the following Input Values, and click Add:

  37. Returning to the Balance window, select SIT Subj NWhable and click Feeds.

  38. Query for the SIT TAX ADJUSTMENT element.

  39. Select Subject Not Whable as the Input Value, and click Add.

  40. Returning to the Balance window, select SIT Subj Whable and click Feeds.

  41. Query for the SIT TAX ADJUSTMENT element.

  42. Select Subject Whable as the Input Value, and click Add.

  43. Returning to the Balance window, select SIT Withheld and click Feeds.

  44. Query for the SIT TAX ADJUSTMENT element.

  45. Select Pay Value as the Input Value, and click Add.

  46. Navigate to the Link window, and link the SIT TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SDI EE TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SDI EE TAX ADJUSTMENT
    Reporting Name SDI ADJ
    Description Element to adjust EE tax, wage, and applicable W2 balances.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax liability for SDI.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    PreTax 401K Money 4 No Yes
    PreTax 403B Money 5 No Yes
    PreTax 457 Money 6 No Yes
    Dependent Care Money 7 No Yes
    Section 125 Money 8 No Yes
    Other Pretax Money 9 No Yes
    Taxable Money 10 No Yes
    Pay Value Money 11 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it..

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the SDI EE% balance.

    This returns the following balances:

    Skip the SDI EE Arrears balance.

  13. Select SDI EE 125 Redns, and click Feeds.

  14. Query for the SDI EE TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select SDI EE 401 Redns and click Feeds.

  17. Query for the SDI EE TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select SDI EE 403 Redns and click Feeds.

  20. Query for the SDI EE TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select SDI EE 457 Redns and click Feeds.

  23. Query for the SDI EE TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select SDI EE Dep Care Redns and click Feeds.

  26. Query for the SDI EE TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select SDI EE Gross and click Feeds.

  29. Query for the SDI EE TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select SDI EE Other Pretax Redns and click Feeds.

  32. Query for the SDI EE TAX ADJUSTMENT element.

  33. Select Other Pretax as the Input Value, and click Add.

  34. Returning to the Balance window, select SDI EE Pre Tax Redns and click Feeds.

  35. Query for the SDI EE TAX ADJUSTMENT element.

  36. Select the following Input Values, and click Add:

  37. Returning to the Balance window, select SDI EE Subj Whable and click Feeds.

  38. Query for the SDI EE TAX ADJUSTMENT element.

  39. Select Subject Whable as the Input Value, and click Add.

  40. Returning to the Balance window, select SDI EE Taxable and click Feeds.

  41. Query for the SDI EE TAX ADJUSTMENT element.

  42. Select Taxable as the Input Value, and click Add.

  43. Returning to the Balance window, select SDI EE Withheld and click Feeds.

  44. Query for the SDI EE TAX ADJUSTMENT element.

  45. Select Pay Value as the Input Value, and click Add.

  46. Navigate to the Link window, and link the SDI EE TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SDI1 EE TAX ADJUSTMENT

Note: SDI1 is "New Jersey Family Leave Insurance Private Plan (FLI PP)". This adjustment element setup is a requirement for the New Jersey state only.

  1. Specify the following parameters:

    Parameter Value
    Name SDI1 EE TAX ADJUSTMENT
    Reporting Name SDI1 EE ADJ
    Description Element to adjust EE tax, wage, and applicable W2 balances.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Taxable Money 2 No Yes
    Pay Value Money 3 No Yes

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query the SDI1 EE Taxable balance.

  13. Click Feeds.

  14. Query the SDI1 EE TAX ADJUSTMENT element.

  15. Select Taxable as the input value and select Add.

  16. Query the SDI1 EE Withheld balance.

  17. Click Feeds.

  18. Query the SDI1 EE TAX ADJUSTMENT element.

  19. Select Pay Value as the input value and select Add.

  20. Save your work.

  21. Navigate to the Link window, and link the SDI EE TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SDI ER TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SDI ER TAX ADJUSTMENT
    Reporting Name SDI ER ADJ
    Description Element to adjust ER tax, wages, and applicable W2 balances.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax liability for SDI.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    PreTax 401K Money 4 No Yes
    PreTax 403B Money 5 No Yes
    PreTax 457 Money 6 No Yes
    Dependent Care Money 7 No Yes
    Section 125 Money 8 No Yes
    Other Pretax Money 9 No Yes
    Taxable Money 10 No Yes
    Pay Value Money 11 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the SDI ER% balance.

    This returns the following balances:

  13. Select SDI ER 125 Redns, and click Feeds.

  14. Query for the SDI ER TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select SDI ER 401 Redns and click Feeds.

  17. Query for the SDI ER TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select SDI ER 403 Redns and click Feeds.

  20. Query for the SDI ER TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select SDI ER 457 Redns and click Feeds.

  23. Query for the SDI ER TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select SDI ER Dep Care Redns and click Feeds.

  26. Query for the SDI ER TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select SDI ER Gross and click Feeds.

  29. Query for the SDI ER TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select SDI ER Liability and click Feeds.

  32. Query for the SDI ER TAX ADJUSTMENT element.

  33. Select Pay Value as the Input Value, and click Add.

  34. Returning to the Balance window, select SDI ER Other Pretax Redns and click Feeds.

  35. Query for the SDI ER TAX ADJUSTMENT element.

  36. Select Other Pretax as the Input Value, and click Add.

  37. Returning to the Balance window, select SDI ER Pre Tax Redns and click Feeds.

  38. Query for the SDI ER TAX ADJUSTMENT element.

  39. Select the following Input Values, and click Add:

  40. Returning to the Balance window, select SDI ER Subj Whable and click Feeds.

  41. Query for the SDI ER TAX ADJUSTMENT element.

  42. Select Subject Whable as the Input Value, and click Add.

  43. Returning to the Balance window, select SDI ER Taxable and click Feeds.

  44. Query for the SDI ER TAX ADJUSTMENT element.

  45. Select Taxable as the Input Value, and click Add.

  46. Navigate to the Link window (Total Compensation | Basic | Link), and link the SDI ER TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up COUNTY TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name COUNTY TAX ADJUSTMENT
    Reporting Name CNTY ADJ
    Description Element to adjust county taxes and wages - feeds balance directly.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Local for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax liability for County.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    Subject Not Whable Money 4 No Yes
    PreTax 401K Money 5 No Yes
    PreTax 403B Money 6 No Yes
    PreTax 457 Money 7 No Yes
    Dependent Care Money 8 No Yes
    Section 125 Money 9 No Yes
    Other Pretax Money 10 No Yes
    Pay Value Money 11 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the County% balance.

    This returns the following balances:

    Skip the County Arrears balance.

  13. Select County 125 Redns, and click Feeds.

  14. Query for the COUNTY TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select County 401 Redns and click Feeds.

  17. Query for the COUNTY TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select County 403 Redns and click Feeds.

  20. Query for the COUNTY TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select County 457 Redns and click Feeds.

  23. Query for the COUNTY TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select County Dep Care Redns and click Feeds.

  26. Query for the COUNTY TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select County Gross and click Feeds.

  29. Query for the COUNTY TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select County Other Pretax Redns and click Feeds.

  32. Query for the COUNTY TAX ADJUSTMENT element.

  33. Select Other Pretax as the Input Value, and click Add.

  34. Returning to the Balance window, select County Pre Tax Redns and click Feeds.

  35. Query for the COUNTY TAX ADJUSTMENT element.

  36. Select the following Input Values, and click Add:

  37. Returning to the Balance window, select County Subj NWhable and click Feeds.

  38. Query for the COUNTY TAX ADJUSTMENT element.

  39. Select Subject Not Whable as the Input Value, and click Add.

  40. Returning to the Balance window, select County Subj Whable and click Feeds.

  41. Query for the COUNTY TAX ADJUSTMENT element.

  42. Select Subject Whable as the Input Value, and click Add.

  43. Returning to the Balance window, select County Withheld and click Feeds.

  44. Query for the COUNTY TAX ADJUSTMENT element.

  45. Select Pay Value as the Input Value, and click Add.

  46. Navigate to the Link window, and link the COUNTY TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up CITY TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name CITY TAX ADJUSTMENT
    Reporting Name CITY ADJ
    Description Element to adjust city taxes and wages through input values.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Local for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

    Note: You need to adjust two additional balances to correctly impact the wages and taxes on the local magnetic media output. The balances are City RS Reduced Subject and City RS Withheld. You can either include these balances as part of your adjustment element, or you can adjust the balances directly using the Adjust Balance window. If you choose not to update the balances directly, you will have to add input values to the adjustment element and feed the balances as indicated below.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax liability for City.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    Subject Not Whable Money 4 No Yes
    PreTax 401K Money 5 No Yes
    PreTax 403B Money 6 No Yes
    PreTax 457 Money 7 No Yes
    Dependent Care Money 8 No Yes
    Section 125 Money 9 No Yes
    Other Pretax Money 10 No Yes
    Pay Value Money 11 No Yes
    City RS Reduced Subj Money 12 No Yes
    City RS Withheld Money 13 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the City% balance.

    This returns the following balances:

    Skip the City Arrears balance.

  13. Select City 125 Redns, and click Feeds.

  14. Query for the CITY TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select City 401 Redns and click Feeds.

  17. Query for the CITY TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select City 403 Redns and click Feeds.

  20. Query for the CITY TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select City 457 Redns and click Feeds.

  23. Query for the CITY TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select City Dep Care Redns and click Feeds.

  26. Query for the CITY TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select City Gross and click Feeds.

  29. Query for the CITY TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select City Other Pretax Redns and click Feeds.

  32. Query for the CITY TAX ADJUSTMENT element.

  33. Select Other Pretax as the Input Value, and click Add.

  34. Returning to the Balance window, select City Pre Tax Redns and click Feeds.

  35. Query for the CITY TAX ADJUSTMENT element.

  36. Select the following Input Values, and click Add:

  37. Returning to the Balance window, select City RS Reduced Subject.

  38. Query for the CITY TAX ADJUSTMENT element.

  39. Select City RS Reduced Subj as the Input Value, and click Add.

  40. Returning to the Balance window, select City RS Withheld.

  41. Query for the CITY TAX ADJUSTMENT element.

  42. Select City RS Withheld as the Input Value, and click Add.

  43. Returning to the Balance window, select City Subj NWhable and click Feeds.

  44. Query for the CITY TAX ADJUSTMENT element.

  45. Select Subject Not Whable as the Input Value, and click Add.

  46. Returning to the Balance window, select City Subj Whable and click Feeds.

  47. Query for the CITY TAX ADJUSTMENT element.

  48. Select Subject Whable as the Input Value, and click Add.

  49. Returning to the Balance window, select City Withheld and click Feeds.

  50. Query for the CITY TAX ADJUSTMENT element.

  51. Select Pay Value as the Input Value, and click Add.

  52. Navigate to the Link window, and link the CITY TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up CITY ER TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name CITY ER TAX ADJUSTMENT
    Reporting Name CITY ER ADJ
    Description Element to adjust city employer taxes.
    Primary Classification Employer Liability
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Local for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Enter the Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 No Yes
    Pay Value Money 2 No Yes
    Gross Money 3 No Yes
    Subject Whable Money 4 No Yes
    Subject NWhable Money 5 No Yes
    DC 401 Redns Money 6 No Yes
    S 125 Redns Money 7 No Yes
    Dep Care Redns Money 8 No Yes

  8. Save your work.

  9. To Add Balance Feeds for this element, click Balance Feeds. The Balance Feeds window opens.

  10. Add details as given in the table:

    Value Name Balance Name Units Add or Subtract
    Pay Value City Liability Money Add
    Pay Value Head Tax Liability Money Add
    Gross City ER Gross Money Add
    Subj Whable City ER WK Reduced Subject Money Add
    Subj Whable City ER Reduced Subject Money Add
    Subj NWhable City ER Subj NWhable Money Add
    Subj NWhable City ER WK Subj NWhable Money Subtract
    DC 401 Redns City ER Pre Tax Redns Money Add
    DC 401 Redns City ER WK Reduced Subject Money Subtract
    DC 401 Redns City ER 401 Redns Money Add
    S 125 Redns City ER Pre Tax Redns Money Add
    S 125 Redns City ER WK Reduced Subject Money Subtract
    S 125 Redns City ER 125 Redns Money Add
    Dep Care Redns City ER Pre Tax Redns Money Add
    Dep Care Redns City ER WK Reduced Subject Money Subtract
    Dep Care Redns City ER Dep Care Redns Money Add

  11. Navigate to the Link window, and link the CITY ER TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up SCHOOL DIST TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name SCHOOL DIST TAX ADJUSTMENT
    Reporting Name SCHOOL ADJ
    Description Element to adjust School District taxes.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Local for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 11.

    This input value adjusts the tax liability for School.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Gross Money 2 No Yes
    Subject Whable Money 3 No Yes
    Subject Not Whable Money 4 No Yes
    PreTax 401K Money 5 No Yes
    PreTax 403B Money 6 No Yes
    PreTax 457 Money 7 No Yes
    Dependent Care Money 8 No Yes
    Section 125 Money 9 No Yes
    Other Pretax Money 10 No Yes
    Pay Value Money 11 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the School% balance.

    This returns the following balances:

    Skip the School Arrears balance.

  13. Select School 125 Redns, and click Feeds.

  14. Query for the SCHOOL TAX ADJUSTMENT element.

  15. Select Section 125 as the Input Value, and click Add.

  16. Returning to the Balance window, select School 401 Redns and click Feeds.

  17. Query for the SCHOOL TAX ADJUSTMENT element.

  18. Select PreTax 401K as the Input Value, and click Add.

  19. Returning to the Balance window, select School 403 Redns and click Feeds.

  20. Query for the SCHOOL TAX ADJUSTMENT element.

  21. Select PreTax 403B as the Input Value, and click Add.

  22. Returning to the Balance window, select School 457 Redns and click Feeds.

  23. Query for the SCHOOL TAX ADJUSTMENT element.

  24. Select PreTax 457 as the Input Value, and click Add.

  25. Returning to the Balance window, select School Dep Care Redns and click Feeds.

  26. Query for the SCHOOL TAX ADJUSTMENT element.

  27. Select Dependant Care as the Input Value, and click Add.

  28. Returning to the Balance window, select School Gross and click Feeds.

  29. Query for the SCHOOL TAX ADJUSTMENT element.

  30. Select Gross as the Input Value, and click Add.

  31. Returning to the Balance window, select School Other Pretax Redns and click Feeds.

  32. Query for the SCHOOL TAX ADJUSTMENT element.

  33. Select Other Pretax as the Input Value, and click Add.

  34. Returning to the Balance window, select School Pre Tax Redns and click Feeds.

  35. Query for the SCHOOL TAX ADJUSTMENT element.

  36. Select the following Input Values, and click Add:

  37. Returning to the Balance window, select School Subj NWhable and click Feeds.

  38. Query for the SCHOOL TAX ADJUSTMENT element.

  39. Select Subject Not Whable as the Input Value, and click Add.

  40. Returning to the Balance window, select School Subj Whable and click Feeds.

  41. Query for the SCHOOL TAX ADJUSTMENT element.

  42. Select Subject Whable as the Input Value, and click Add.

  43. Returning to the Balance window, select School Withheld and click Feeds.

  44. Query for the SCHOOL TAX ADJUSTMENT element.

  45. Select Pay Value as the Input Value, and click Add.

  46. Navigate to the Link window, and link the SCHOOL TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up HEAD TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name HEAD TAX ADJUSTMENT
    Reporting Name HEAD TAX ADJ
    Description Element to adjust Head taxes.
    Primary Classification Tax Deductions
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Local for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax withheld for Head Tax.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Pay Value Money 2 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the Head% balance.

    This returns the Head Tax Withheld and Head Tax Withheld In State balances.

  13. Select Head Tax Withheld, and click Feeds.

  14. Query for the HEAD TAX ADJUSTMENT element.

  15. Select Pay Value as the Input Value, and click Add.

  16. Returning to the Balance window, select Head Tax Withheld In State and click Feeds.

  17. Query for the HEAD TAX ADJUSTMENT element.

  18. Select Pay Value as the Input Value, and click Add.

  19. Navigate to the Link window, and link the HEAD TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up HEAD ER TAX ADJUSTMENT

  1. Specify the following parameters:

    Parameter Value
    Name HEAD ER TAX ADJUSTMENT
    Reporting Name HEAD ER TAX ADJ
    Description Element to adjust Head ER taxes
    Primary Classification Employer Liability
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify Local for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Enter the Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 No Yes
    Pay Value Money 2 No Yes

  8. Save your work.

  9. To Add Balance Feeds for this element, click Balance Feeds. The Balance Feeds window opens.

  10. Add details as given in the table:

    Value Name Balance Name Units Add or Subtract
    Pay Value Head Tax Liability Money Add

  11. Navigate to the Link window, and link the HEAD ER TAX ADJUSTMENT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up WORKERS COMP ER ADJ

  1. Specify the following parameters:

    Parameter Value
    Name WORKERS COMP ER ADJ
    Reporting Name WC ER ADJ
    Description Element to adjust Workers Compensation Exposure, Hours, and employer premium 1.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 4.

    This input value adjusts the tax liability for Workers Compensation Premium 1.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    WC Exposure Money 2 No Yes
    WC Hours Hours 3 No Yes
    Pay Value Money 4 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the WC% balance.

    This returns the WC Exposure and WCable Hours balances.

  13. Select WC Exposure, and click Feeds.

  14. Query for the WORKERS COMP ER ADJ element.

  15. Select WC Exposure as the Input Value, and click Add.

  16. Returning to the Balance window, select WCable Hours and click Feeds.

  17. Query for the WORKERS COMP ER ADJ element.

  18. Select WC Hours as the Input Value, and click Add.

  19. Returning to the Balance window, query for the Workers Compensation balance.

  20. Select Workers Compensation, and click Feeds.

  21. Query for the WORKERS COMP ER ADJ element.

  22. Select Pay Value as the Input Value, and click Add.

  23. Navigate to the Link window, and link the WORKERS COMP ER ADJ element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up WORKERS COMP2 ER ADJ

  1. Specify the following parameters:

    Parameter Value
    Name WORKERS COMP2 ER ADJ
    Reporting Name WC2 ER ADJ
    Description Element to adjust Workers Compensation employer premium 2.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Workers Compensation Premium 2.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Pay Value Money 2 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it..

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the Workers Compensation 2 ER balance.

  13. Select this balance, and click Feeds.

  14. Query for the WORKERS COMP2 ER ADJ element.

  15. Select Pay Value as the Input Value, and click Add.

  16. Navigate to the Link window, and link the WORKERS COMP2 ER ADJ element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up WORKERS COMP3 ER ADJ

  1. Specify the following parameters:

    Parameter Value
    Name WORKERS COMP3 ER ADJ
    Reporting Name WC3 ER ADJ
    Description Element to adjust Workers Compensation employer premium 3.
    Primary Classification Employer Taxes
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Workers Compensation Premium 3.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Pay Value Money 2 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the Workers Compensation 3 ER balance.

  13. Select this balance, and click Feeds.

  14. Query for the WORKERS COMP3 ER ADJ element.

  15. Select Pay Value as the Input Value, and click Add.

  16. Navigate to the Link window, and link the WORKERS COMP3 ER ADJ element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up WORKERS COMP EE ADJ

  1. Specify the following parameters:

    Parameter Value
    Name WORKERS COMP EE ADJ
    Reporting Name WC EE ADJ
    Description Element to adjust Workers Compensation employee withheld 1.
    Primary Classification Tax Deduction
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Workers Compensation Employee Withheld 1.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Pay Value Money 2 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the Workers Comp Withheld balance.

  13. Select this balance, and click Feeds.

  14. Query for the WORKERS COMP EE ADJ element.

  15. Select Pay Value as the Input Value, and click Add.

  16. Navigate to the Link window, and link the WORKERS COMP EE ADJ element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Setting up WORKERS COMP2 EE ADJ

  1. Specify the following parameters:

    Parameter Value
    Name WORKERS COMP2 EE ADJ
    Reporting Name WC2 EE ADJ
    Description Element to adjust Workers Compensation employee withheld 2.
    Primary Classification Tax Deduction
    Type Nonrecurring
    Termination Rule Final Close

  2. Enable Multiple Entries Allowed.

  3. Enable Process In Run.

  4. Select Further Information and specify State for the jurisdiction.

  5. Save your work.

  6. Click Input Values.

  7. Change the Sequence of Pay Value to 2.

    This input value adjusts the tax liability for Workers Compensation Employee Withheld 2.

  8. Enter the remaining Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Pay Value Money 2 No Yes

    Note: You must input the name of the Jurisdiction Input Value exactly as shown (mixed case) or else the system will not recognize it.

  9. Save your work.

  10. Add Balance Feeds for this element.

  11. Navigate to the Balance window.

  12. Query for the Workers Comp2 Withheld balance.

  13. Select this balance, and click Feeds.

  14. Query for the WORKERS COMP2 EE ADJ element.

  15. Select Pay Value as the Input Value, and click Add.

  16. Navigate to the Link window, and link the WORKERS COMP2 EE ADJ element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

Creating Balance Adjustments for State Tax Levies

For details on how to set up information for state tax levy processing, see: Processing State Tax Levies, Oracle HRMS Compensation and Benefits Management Guide (US)

The following are the general steps to create balance adjustment for state tax levies:

  1. Create a state tax levy involuntary deduction element.

  2. Link the state tax levy involuntary deduction element to all payrolls or create an applicable link for your specific organizational needs.

  3. Navigate to the People window. Search for the required employee. Click Assignment. Then, click Others and select Adjust Balance.

  4. In the Adjust Balance window, Entries region, select the element that you created.

  5. Provide the Pay Value and Attachment Number.

  6. Save your work.

  7. Run Quick Pay and view the state tax levy element entry in the Statement of Earnings (SOE).

Setting Up Balance Adjustment Elements for the PA Act 32 PSD Balances

This topic provides information about balance adjustment elements for the Pennsylvania Act 32 PSD balances.

Note: For the Tax Balance Adjustment process to work, the Resident and Work Jurisdictions must be entered, including the school district codes, on the city tax information (local tax rules) form for the assignment.

If a balance adjustment is made to adjust an existing City Subject (RS or WK), City Withheld (RS or WK) OR a School Withheld (RS) balance in a Pennsylvania locality, then a corresponding entry must also be made into the new PSD balances as follows:

Examples

The following section provides an example on setting up balance adjustment elements for the Pennsylvania Act 32 PSD balances.

Tax Information

CITY Withheld (Spring Garden Twp) 5.77

SCHOOL Withheld (YORK SUBURBAN-67940) 5.77

Other Details

City_RS 39-133-5082

City_SC_RS 39-67940

City_PSD_SUBJECT_RS 39-671501-220102

Subj Whable 1153.85

City_PSD_RS 39-671501-220102 5.77

City_PSD_SC_RS 39-671501-220102 5.77

If an employee either lives or works out of state. The Out of State PSD code is 880000.

Perform the balance adjustments for:

For more information, refer to the Setting Up the Tax Balance Adjustment Elements

topic.

Example 1

  1. Date track to 01-JAN-1951 or any date prior to the date an adjustment is effective but not before 1951.

  2. Navigate to the Element Description form.

  3. Specify the following parameters:

    Parameter Value
    Name Resident PSD Bal Adj
    Reporting Name RES_PSD_BAL_ADJ
    Primary Classification Information
    Type Nonrecurring
    Termination Rule Final Close

  4. Enable Multiple Entries Allowed.

  5. Enable Process In Run.

  6. Save your work.

  7. Click Input Values.

  8. Enter the Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Subject Whable Money 2 No Yes
    Subject Not Whable Money 3 No Yes
    City Withheld Money 4 No Yes
    School Withheld Money 5 No Yes

  9. Save the element as an open link. Costing is not required for this element.

  10. Save your work.

  11. Add Balance Feeds for this element.

  12. Navigate to the Balance window.

  13. Query the City PSD Subj NWhable balance.

  14. Click Feeds.

  15. Query for the Resident PSD Bal Adj element.

  16. Enter the following values:

  17. Save your work.

  18. Return to the Balance window.

  19. Query the City PSD Subj Whable balance.

  20. Click Feeds.

  21. Query for the Resident PSD Bal Adj element.

  22. Enter the following values:

  23. Save your work.

  24. Return to the Balance window.

  25. Query the City PSD Withheld balance.

  26. Click Feeds.

  27. Query for the Resident PSD Bal Adj element.

  28. Enter the following values:

  29. Save your work.

  30. Return to the Balance window.

  31. Query the City RS PSD Subj NWhable balance.

  32. Click Feeds.

  33. Query for the Resident PSD Bal Adj element.

  34. Enter the following values:

  35. Save your work.

  36. Return to the Balance window.

  37. Query the City RS PSD Subj Whable balance.

  38. Click Feeds.

  39. Query for the Resident PSD Bal Adj element.

  40. Enter the following values:

  41. Save your work.

  42. Return to the Balance window.

  43. Query the City RS PSD Withheld balance.

  44. Click Feeds.

  45. Query for the Resident PSD Bal Adj element.

  46. Enter the following values:

  47. Save your work.

  48. Return to the Balance window.

  49. Query the PSD Subj NWhable balance.

  50. Click Feeds.

  51. Query for the Resident PSD Bal Adj element.

  52. Enter the following values:

  53. Save your work.

  54. Return to the Balance window.

  55. Query the PSD Subj Whable balance.

  56. Click Feeds.

  57. Query for the Resident PSD Bal Adj element.

  58. Enter the following values:

  59. Save your work.

  60. Return to the Balance window.

  61. Query the PSD Withheld balance.

  62. Click Feeds.

  63. Query for the Resident PSD Bal Adj element.

  64. Enter the following values:

  65. Query for the Resident PSD Bal Adj element.

  66. Enter the following values:

  67. Save your work.

  68. Return to the Balance window.

  69. Query the School PSD Withheld balance.

  70. Click Feeds.

  71. Query for the Resident PSD Bal Adj element.

  72. Enter the following values:

  73. Save your work.

  74. Return to the Balance window.

  75. Query the School PSD Withheld balance.

  76. Click Feeds.

  77. Query for the Resident PSD Bal Adj element.

  78. Enter the following values:

  79. Save your work.

  80. Return to the Balance window.

  81. Query the School RS PSD Withheld balance.

  82. Click Feeds.

  83. Query for the Resident PSD Bal Adj element.

  84. Enter the following values:

  85. Save your work.

    Note: You can ignore the School WK PSD Withheld balance.

Example2

  1. Date track to 01-JAN-1951 or any date prior to the date an adjustment is effective but not before 1951.

  2. Navigate to the Element Description form.

  3. Specify the following parameters:

    Parameter Value
    Name Work PSD Bal Adj
    Reporting Name WRK_PSD_BAL_ADJ
    Primary Classification Information
    Type Nonrecurring
    Termination Rule Final Close

  4. Enable Multiple Entries Allowed.

  5. Enable Process In Run.

  6. Save your work.

  7. Click Input Values.

  8. Enter the Input Values as indicated:

    Name Units Sequence Required User Enterable
    Jurisdiction Character 1 Yes Yes
    Subject Whable Money 2 No Yes
    Subject Not Whable Money 3 No Yes
    City Withheld Money 4 No Yes

  9. Save the element as an open link. Costing is not required for this element.

  10. Save your work.

  11. Add Balance Feeds for this element.

  12. Navigate to the Balance window.

  13. Query the City PSD Subj NWhable balance.

  14. Click Feeds.

  15. Query for the RWork PSD Bal Adj element.

  16. Enter the following values:

  17. Save your work.

  18. Return to the Balance window.

  19. Query the City PSD Subj Whable balance.

  20. Click Feeds.

  21. Query for the Work PSD Bal Adj element.

  22. Enter the following values:

  23. Save your work.

  24. Return to the Balance window.

  25. Query the City PSD Withheld balance.

  26. Click Feeds.

  27. Query for the Work PSD Bal Adj element.

  28. Enter the following values:

  29. Save your work.

  30. Return to the Balance window.

  31. Query the City WK PSD Subj NWhable balance.

  32. Click Feeds.

  33. Query for the Work PSD Bal Adj element.

  34. Enter the following values:

  35. Save your work.

  36. Return to the Balance window.

  37. Query the City WK PSD Subj Whable balance.

  38. Click Feeds.

  39. Query for the Work PSD Bal Adj element.

  40. Enter the following values:

  41. Save your work.

  42. Return to the Balance window.

  43. Query the City WK PSD Withheld balance.

  44. Click Feeds.

  45. Query for the Work PSD Bal Adj element.

  46. Enter the following values:

  47. Save your work.

  48. Return to the Balance window.

  49. Query the PSD Subj NWhable balance.

  50. Click Feeds.

  51. Query for the Work PSD Bal Adj element.

  52. Enter the following values:

  53. Save your work.

  54. Return to the Balance window.

  55. Query the PSD Subj Whable balance.

  56. Click Feeds.

  57. Query for the Work PSD Bal Adj element.

  58. Enter the following values:

  59. Save your work.

  60. Return to the Balance window.

  61. Query the PSD Withheld balance.

  62. Click Feeds.

  63. Query for the Work PSD Bal Adj element.

  64. Enter the following values:

    Note: You can ignore the School WK PSD Withheld balance.

Performing Balance Adjustments

Perform the following steps to complete tax balance adjustments.

  1. Define Balance Adjustment elements in the system.

  2. Set up employees in the Oracle HRMS system.

  3. Review tax balances before tax balance adjustment.

  4. Add the Tax Balance Adjustment element(s) through the element entry form if a refund or adjustment of withholdings or liabilities is required.

  5. Add the Tax Balance Adjustment using the Adjust Balance form if the adjustment is not being processed with the payroll.

  6. Review tax balances after tax balances adjustments.

Adjusting Employee Withheld Balances Only

To adjust employee withheld balances only

  1. In the Assignment window, query the employee assignment for which you are entering adjustments to Employee Withheld balances.

  2. Open the Adjust Tax Balances window.

    The window displays the city, state, zip code, and county of the employee's default work location and the default consolidation set for the payroll of the employee's assignment. You can change these defaults if necessary.

  3. For each tax appearing in the Taxes Withheld region, enter the amount of the adjustment.

  4. If you want to cost the balance adjustment, check the Costed check box and select the Costing field.

  5. Use the Cost Allocation key flexfield to enter costing details.

  6. When you complete these entries, save your work.

    The system then updates Employee Withheld balances for the taxes with the amounts entered in the Taxes Withheld region.

Viewing Tax Balances

After running payrolls, you can review online the applicable balances for Federal, state, and local taxes at the level of an individual employee assignment and at the person level for employees with two or more separate assignments. Balances at the person level represent the totals of the balances of each assignment the person has.

You can also review employer tax liabilities.

See: Tax Balances

To view tax balances, use the View Tax Balances window.

To review tax balances

  1. Set your session date to the date at which you want to review tax balances.

    This window displays the current year's tax balances for the dimensions period to date, month to date, quarter to date, and year to date.

  2. Select the GRE responsible for withholding or paying the tax whose balances you are reviewing.

  3. Select the tax whose balances you are reviewing.

    The ER and EE buttons show whether this is tax on employers or employees. If this is a tax for which both employees and employers are liable, choose ER to review balances for the employer liability or choose EE to review balances for employee withholding.

    At the Federal level, both employers and employees make payments for Social Security and Medicare. In some states, both employers and employees are liable for SUI or SDI.

  4. Choose Assignment to see assignment-level balances.

    Choose Person to see person-level balances for employees with more than one assignment.

  5. If the tax selected is at the state level, select the state. The list of states includes all those for which tax records exist for the employee.

    See: Tax Information for an Employee Assignment

  6. If the tax selected is at the local level, select the state and locality.

    Depending on the tax selected, the list of localities includes all counties, cities, or cities and counties within the state for which tax records exist for the employee.

    If the tax selected is a school district tax, the school district designation automatically appears.

  7. To obtain the tax balances, choose Get Balances.

    Balances listed in the Tax Balances region that are not applicable for the selected tax are greyed out. For employee taxes this region displays balances withheld; for employer taxes it displays the employer liability.

Viewing a Tax Balances Summary

To view tax balances from the Main Menu

  1. Select Tax Balances from the main menu.

  2. In the Assignments window, query the assignment that you want to view tax balances for.

  3. Select the assignment and click Balance Summary.

  4. In the Tax Balances Summary window, enter or query the GRE.

  5. Select the appropriate radio button to view taxable balances for the employee (EE) or liability balances for the employer (ER).

  6. Select the appropriate radio button to view balances for the Assignment or the Person.

    Assignment-level balances show only those balances for one employee assignment. Person-level balances depict all balances of the employee's multiple assignments. Selecting the Person disables period to date balance viewing for this reason.

  7. Click on the time dimension(s) you want to view.

  8. Enter the State, County, City, and School District, if applicable.

  9. Click Balances.

    The last payroll action for this assignment or person appears in the Action Type field. The date of this action appears in the action date field. The balance names appear in the Balance field, with the corresponding amounts in the appropriate column(s).

    After displaying balances, if you change any criteria, the Balance region will clear in anticipation of the next view request.

To view tax balances from the Assignment Process window

  1. Select the assignment and click Balances.

  2. Select Tax Balance Summary from the list that appears.

    The appropriate information for the selected assignment defaults into the Criteria region of the Tax Balance Summary window.

  3. Click Balances.

    The last payroll action for this assignment appears in the Action Type field. The date of this action appears in the action date field. The balance names appear in the Balance field, with the corresponding amounts in the appropriate column(s).

    After displaying balances, if you change any criteria, the Balance region clears in anticipation of the next view request.

To view tax balances from the Quick Pay window

  1. Click View Results.

  2. Select Balances Selection from the list that appears.

  3. Select Tax Balances Summary from the next list that appears.

    The appropriate information for the selected person defaults in.

  4. Click Balances.

    The last payroll action for this person appears in the Action Type field. The date of the action appears in the Action Date field. The balance names appear in the Balance field, with the corresponding amounts in the appropriate column(s).

    After displaying balances, if you change any criteria, the Balance region clears in anticipation of the next view request.

Adding New Tax Information for an Existing Geocode

If you want to immediately begin using the new JIT/geocode information delivered in the Vertex monthly updates, you can manually enter the data in the Cities window before receiving and applying the Oracle Quarterly Statutory Update. If you do not intend on using the data before applying the Oracle Quarterly Statutory Update, you do not need to complete this procedure.

To add a new county, school district or head tax for an existing geocode

  1. Query the state in the State Name field, the county in the County Name field and city in the City Name field.

  2. Click View/Update Tax Information to activate the County Tax and City Tax tabs.

  3. Click the County Tax tab to navigate to the County Tax window.

  4. Enter the effective date of the information in the As Of date and click the checkbox under county and/or head tax.

  5. Click the School District tab to navigate to the School District Tax window.

  6. Enter the School District Name and School District Code.

  7. Save your work.

To add a new city, school district or head tax for an existing geocode

  1. Query the state in the State Name field, the county in the County Name field and city in the City Name field.

  2. If there is a single zip or post code for the city, enter the zip code in the Zip Start field and leave the Zip End field blank.

  3. If there is a range of zip codes for the city, enter the first code of the range in the Zip Start field and the last code in the range in the Zip End field.

  4. Click View/Update Tax Information to activate the County Tax and City Tax tabs.

  5. Click the City Tax tab to navigate to the City Tax window.

  6. Enter the effective date of the information in the As Of date and click the checkbox under city and/or head tax.

  7. Enter the School District Name and School District Code.

  8. Save your work.

Workers Compensation

Workers Compensation in Oracle Payroll

For Oracle Payroll users, the payroll run calculates employer WC liability for each employee. At Oracle HRMS installations that do not include Oracle Payroll, it may still be necessary to maintain WC-related information in the HRMS database, for transfer to other systems.

Oracle HRMS allows you to maintain Workers Compensation information for each of your GREs, and for the jobs within them.

At installations including Oracle Payroll, the payroll run calculates the employer/employee liability for Workers Compensation.

Special State Provisions

You can modify the standard functionality of Oracle HRMS to accommodate special state provisions. Your WC insurance carriers can inform you about the rules currently in effect in particular states, and about changes to these rules as they occur.

Payroll Exposure

Overtime Pay and Executive Weekly Maximum

You set a state's rules concerning the inclusion of overtime in payroll exposure and any limit on the inclusion of earnings in payroll exposure, using the Workers Compensation window.

Elements in the Premium Overtime category hold the premium portion of overtime pay. The earnings category of Premium creates a feed to the Overtime Reduction for WC balance. If you use Oracle Payroll Worker's Compensation functionality and you select a category of Premium when you create your overtime element, the premium reduces the Worker's Compensation wages.

Note: This category of payroll exposure only applies when at least one of the calculation methods is Percentage of Subject Earnings.

See: Entering WC Job Codes, Payroll Exposure Rules and Surcharges

Supplemental and Imputed Earnings Types

The inclusion in the payroll exposure of supplemental and imputed earnings also varies from state to state. You maintain information on commonly-occurring state rules regarding the inclusion of various earnings types in the Workers Compensation payroll exposure.

Unique State Rules

Individual states have additional rules they apply to the determination of WC payroll exposure. If you have GREs in these states, you can make modifications to Oracle HRMS to account for such rules. Your WC insurance carrier in a state can supply information about that state's particular rules and regulations.

Related Topics

Setup Steps for Workers Compensation Calculations

Associating WC Codes with Rates

WC Code Overrides

After your setup of WC-related information is complete, you can select and remove WC override codes for individual employee assignments.

Related Topics

Entering a WC Override Code

Default Worker's Compensation Code Mapping

Many states have only one Workers Compensation rate, and for employers in those states with a large amount of job codes, this leads to excessive manual data entry in the Workers Compensation Codes screen. Oracle Payroll allows you to run a process to map all of the available jobs to a single Workers Compensation code.

Use the Default Workers Compensation Code Mapping when you have employees in a state with only one workers compensation code or very few workers compensation codes. You can manually change those employees who are not part of the default.

See Creating Default Workers Compensation Code Mapping

WC Elements and Formulas in Oracle Payroll

Oracle Payroll includes several WC elements:

You can review these elements and formula at any time using the Element window and the Formula window.

The Worker's Compensation elements are created as open links during the installation of Oracle Payroll. For WC reporting, you can retrieve information from the WC elements and report on it in the ways that best suit your enterprise.

Important: You must create Worker's Compensation element links as open links.

The WC Premium Calculation

The WC calculation included in Oracle Payroll does the following:

Related Topics

Setup Steps for Workers Compensation Calculations

Calculating Employer and Employee Contributions

Oracle Payroll supports both employee and employer contributions to Worker's Compensation Insurance.

Decisions Regarding WC Elements and Formulas in Oracle Payroll

User Additions and Modifications

Oracle Payroll's various WC elements and WC formula may be sufficient for your enterprise. However, you may require additional elements and new formulas or formula modifications if your enterprise has:

To develop additional WC elements and formulas, you can borrow features of those already in the system.

Worker's Compensation Assessment Fee

The following three states have a Worker's Compensation Assessment Fee:

You must complete the set up of Worker's Compensation to withhold this employee tax deduction. If you do not use the Worker's Compensation functionality you still need to assign a WC code to all the jobs for the employees in that state. You can assign the same WC code (i.e. 8810) to all the jobs. The application withholds the assessment fee from all employees in that state.

Creating Default Workers Compensation Code Mapping

Oracle Payroll assumes that no jobs are currently mapped to any codes for the state of interest; this prevents the accidental overriding of previously entered job codes.

The system also requires you to enter a code with its corresponding rate into the Workers Compensation Rates screen prior to running the process; this maintains the same validation as the corresponding form.

You request a default Workers Compensation code mapping from the Submit Requests screen.

To create a default Workers Compensation code mapping

  1. Select Set default workers compensation job code from the list in the Name field.

  2. Select the appropriate state in the State field.

  3. Select the appropriate code number in the Workers Compensation Job Code field.

  4. Select OK, then select Submit.

Setup Steps for Workers Compensation Calculations

To set up WC data for a state in which GREs are located

  1. Set up each of your WC insurance carriers in the state as an external organization with the classification Workers Compensation Carrier. For a monopolistic state, there is only one carrier.

    See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

  2. For each carrier in the state, associate the state work classification codes with the carrier's default rates and any special rates applicable at particular locations.

    See: Associating WC Codes with Rates

  3. For each GRE in the state, identify the WC carrier and enter the Experience Modification rate. If applicable, also enter the Employer's Liability and Premium Discount rates.

    Enter all rates as positive numbers, never as negative numbers.

    Enter an Employer's Liability surcharge of 20% as 120 (120% of the base premium). Enter a 10% Premium Discount as 10.

    Note: The Employer's Liability rate always increases the premium amount; the Premium Discount rate always decreases it. The Experience Modification rate can either increase or decrease the premium. To enter it correctly, check what it is intended to do for this GRE.

    See: Entering Federal Tax Rules for GREsand Entering State Tax Rules for a GRE

  4. Define calculation methods, rates for each job code, and period if applicable.

    See Calculating Employer and Employee Contributions

  5. Ensure that you have set up each work location in the state for which a WC carrier uses rates other than its default rates.

    See: Setting Up Site Locations, Oracle HRMS Enterprise and Workforce Management Guide

  6. Associate your jobs with the state work classification codes. At this time, also enter:

    See: Entering WC Job Codes, Payroll Exposure Rules and Surcharges

  7. If you are using Oracle Payroll to calculate WC liability, for each state in which you are liable for WC payments, check the categories in the classifications Supplemental Earnings and Imputed Earnings that represent earnings included in employees' payroll exposure.

Exempting Employees from Workers Compensation

To exempt employees from workers compensation withholding at the assignment level

  1. Enter the employee tax information form.

  2. Check the WC Exempt check box in the state area.

    This exempts the assignment in the state currently displayed in the state area.

    Note: The Worker's Compensation state is the same as the SUI state; changing the workers compensation state changes the SUI state.

Associating WC Codes with Rates

For a given state and each Workers Compensation insurance carrier you use in the state, associate the state's WC codes with a carrier's default rates. The default rates are those that apply when no location is specified. If the carrier applies special rates to one or more work locations within the state, enter these rates by carrier and location.

To associate codes with rates, use the WC Codes and Rates window.

Prerequisites

To enter WC work classification codes and rates

  1. Query the state and carrier for which you are entering codes and rates. To enter rates for a particular location, also query the location. If you leave the Location field blank, the rates you enter are the default rates for this carrier and state.

  2. Enter each code and its associated rate in the Code and Rate fields. When finished, save your work.

Entering WC Codes, Payroll Exposure Rules, and Surcharges

Make these entries for a state using the Workers Compensation window.

Prerequisite

To enter WC codes, payroll exposure rules and surcharges:

  1. Query the state in the Name window.

  2. If an Executive Weekly Maximum exists for this state, enter it.

  3. In the Codes for Jobs region, select your jobs and their codes.

  4. In the Calculation Region, select this state's rules for the inclusion of overtime earnings in employees' payroll exposure. To include earnings for overtime paid at premium rates check the Premium Time box, and to include overtime paid at straight time rates, check the Straight Time box.

    If your enterprise uses terms other than Premium Time and Straight Time to designate types of overtime pay, you can change to your terms using the Lookup window. The Lookup type is US_WC_OVERTIME_CATEGORY.

  5. In the Surcharges region, enter any standard surcharges this state applies to the WC calculation. For each surcharge:

    1. Enter its name, which must be unique for the state.

    2. Select its formula position (the point at which it applies to the WC premium calculation). Three possible selections exist:

      • After Experience Modification - Charge 1 (applied immediately after the Experience Modification Rate)

      • After Experience Modification - Charge 2 (applied immediately after Charge 1. This selection is available only after entry of a surcharge with the formula position After Experience Modification - Charge 1).

      • After Premium Discount - Charge 1 (applied immediately after the Premium Discount Rate).

    3. Enter the rate for the surcharge as a positive number for a rebate or a negative number for an additional charge.

      Enter -10 to apply a rebate of 10% to the premium, or 10 to apply an additional charge of 10%.

    4. In the Accumulate field, select Yes or No.

      Select Yes for the rebate or additional charge to be calculated and immediately applied to the running total of the premium.

      Select No for the rebate or additional charge to be calculated, held separately and only added to the premium calculation when it is complete.

  6. Save your work.

Entering a WC Override Code

You may be required to enter a WC code for an employee that overrides the default code associated with his or her job. This situation can arise when, for example, workers in a relatively high-risk job classification begin work at a job site, and the risk of injury for any worker at the site is judged to increase.

Enter WC code overrides in the window GREs and Other Data.

Prerequisites

To enter a WC override code

  1. In the WC Override Code field, select the override code.

    Note: If no list of codes is available, check that all the prerequisites for override code selection are in place.

DCIA Garnishment

DCIA Garnishment

The Debt Collection Improvement Act of 1996 (DCIA) authorizes the garnishment of the wages of delinquent debtors by Federal agencies. This is known as Administrative Wage Garnishment (AWG).

AWG differs from court-ordered wage garnishment in that the collecting agencies do not need to obtain a court judgement to initiate garnishment. Instead:

In the case that garnishment is necessary, at the request of the Federal agency, the employer can withhold up to 15% of the debtor's disposable income and transmit those moneys to the agency. This is limited to 25% of disposable income when combined with other involuntary deductions. You calculate disposable income for DCIA garnishments as gross minus deductions required by law, and deductions for health insurance

Implementing DCIA Garnishments

To define the elements eligible for garnishment

You must define which earnings elements are eligible for DCIA wage garnishment.

  1. Navigate to the Earning Rules window (Total Compensation | Wage Attachment | Earning Rules).

  2. In the DCIA column, select the check boxes for the elements you want to make eligible.

  3. Save your work.

To apply a DCIA wage deduction to an employee

  1. Open the Deductions window (Total Compensation | Basic | Deductions).

  2. Specify an appropriate Name, Reporting Name, and Description.

  3. Select "Involuntary Deduction" as the Classification.

  4. Select the element's category as "Debt Collection Improvement Act".

  5. Specify any other needed parameters, and save your work.

  6. Attach this element to the appropriate employees at the assignment level.

Planning Your End of Period Processing

End of Year Processing

For the purposes of reporting taxes and wages to the federal and state/local governments, Oracle Payroll takes a snapshot in time of all of the employee balances in a given year and GRE, and archives the balances for paper and magnetic reporting. This process allows you to reissue government mandated reports or duplicate W-2 forms on an as needed basis.

End of year processing entails the following activities:

  1. Running the pre-archival reports.

  2. Fixing balance problems.

  3. Running the State Quarterly Wage Listing (Enhanced) or the State Periodic Wage Listing (Enhanced) process. Note that this is in reference to fourth quarter filing as technically it is a not a year end but a quarter end activity.

    Important: The State Quarterly Wage Listing (Enhanced) and State Monthly Wage Listing processes are used to generate the magnetic output files needed for submitting state unemployment reports to the applicable state agencies as per each state's requirements. The State Periodic Wage Listing (Enhanced) process replaces these two processes for generating the state specific Quarterly or Monthly Wage Listing magnetic output files. See: Running the State Periodic Wage Listing (Enhanced) Process

  4. Running the Year End Pre-Process.

  5. Running the post-archival reports.

  6. Fixing any remaining balance problems and retrying or rerunning the Year End Pre-Process.

  7. Generating government mandated reports.

  8. Generating magnetic media for electronic submission.

You must complete each end of year processing phase in the correct order. For organizations with Multiple GREs, complete each phase for all GREs in your organization before proceeding to the next phase.

Note: You must run any necessary year begin processes between running the last payroll of the year and the first payroll of the next year.

State Formats for Report Submission

This topic provides information for determining state requirements for report submissions, for example for submitting SQWL, 1099, and W-2 reports.

You use the following URL to find accepted media types and file specifications for each state. The URL provides a directory of official state, county and city government websites.

http://www.statelocalgov.net/index.cfm

Year End Return Due Dates

State and Federal jurisdictions have the following due dates for W-2 magnetic media and paper submission:

Federal Returns

Federal Return Paper Date Due Electronic Date Due
Paper W-2s due to employees Jan. 31 (postmarked by) Same
Federal W-2 magnetic media United States and Puerto Rico
United States and Puerto Rico 		Feb 28 Mar 31
Paper 1099-Rs due to retirees Jan. 31 Same
1099-R magnetic media Feb. 28 Mar 31

Note: Annual W-2 Reconciliation Return

By the last day of February, employers must file Form WR, Annual Withholding Reconciliation Report, for the preceding tax year. The form is used to reconcile amounts withheld from employees with taxes remitted. Employers are not required to submit copies of Forms W-2 with Form WR.

State Returns

This list includes the names of all state returns. The State W-2 Magnetic Media process produces appropriate information for each return if W-2 information is required. All due dates listed below are for Electronic Filing, unless otherwise noted.

State Return Name and Date Due
Alabama A-3 due Feb. 28
Alaska N/A
Arizona A-1R due Feb. 28
Arkansas AR-3MAR (monthly fliers) due Feb. 28
AR-3AR (annual fliers) due Feb. 28
California DE-7 (no W-2 Forms required) due Jan. 31
No additional CA year end processing required, just SQWL
Colorado DR-1093 due Mar 31
Connecticut CT-W3 due Mar 31
Delaware W-3, not required when filing online. Due Mar 31
District of Columbia FR-900B due Jan. 31
Florida N/A
Georgia G-1003 transmitted with W-2 (paper or magnetic media), due Feb. 28
Hawaii HW-3 due Feb. 28 (paper only)
Idaho 967 due Feb 28
Illinois For calendar year 2014 and forward, copies of W-2s must be submitted to the Illinois Department of Revenue no later than February 15 of the year following the year of the withholding.
Indiana WH-3 due Feb. 28
Iowa Annual Withholding Agent VSP Report (no W-2 forms required)
Kansas KW-3 due Feb. 28
Kentucky K-3 due Jan. 31
Louisiana L-3 due Feb. 28
Maine W-3-ME due Feb. 28
Maryland MW 508 due Feb. 28
Massachusetts File electronically with DOR W-2 Apr 1
Michigan 447 due Feb. 28
Minnesota W-2 due Feb. 28
Mississippi Electronically with W-2, due Mar 31
Missouri MO-W-3 due Feb. 28
Montana MW-3 due Feb. 28
Nebraska W-3N due Feb 1
Nevada N/A
New Hampshire N/A
New Jersey NJ-W-3M due Feb. 28
New Mexico RPD-41072 due Feb. 28 with W-2 forms
New York Does not require employer to submit copies of Form W-2
New York's annual wage and withholding information reported on Form WT-4-B portion of final quarterly return for year
North Carolina NC-3 due Feb. 28
North Dakota F-307 due Feb. 28
Ohio IT-941 without W-2 forms due Jan. 31
IT-3 with W-2 forms due Feb. 28
Oklahoma Does not require W-2 filing
Oregon Form WR due Mar 31
Pennsylvania REV-1667 due Jan. 31
Puerto Rico Jan 31
Rhode Island RI-W3 due Feb. 28
South Carolina WH-1606 due Feb. 28
South Dakota N/A
Tennessee N/A
Texas N/A
Utah TC 941-R paper due Feb 28, Electronic Mar 31
Vermont WH-434 due Feb. 28
Virginia VA-6 Due Jan 31
Washington N/A
West Virginia I.T.-103 due Feb. 28
Wisconsin WT-7 due Jan. 31
Wyoming N/A

Year Begin Processing

Year Begin Processing

Oracle Payroll provides the Year Begin Process for you to clear the previous year's legislative configurations and prepare for the next year. Run this process after you run the last payroll of the year and before you run the first payroll of the next year.

Note: You cannot rollback The Year Begin process.

The "Year Begin Process" performs the following operations:

Clear Wisconsin EIC Clears the Wisconsin EIC filing status and EIC Qualifying Children information for the specified year.
Indiana overrides Clears the Indiana Override Address for the specified year.
Indiana EIC Removes the Indiana EIC filing status for the specified year.
SUI wages base overrides For any state that has a SUI wage base override, this removes the override for the specified year.
Head tax exemptions For any state that has an annual limit for a Head Tax, this clears any exemptions applied to employees for the specified year.
Federal EIC filing status Removes the Federal EIC filing status for the specified year.

If you have employees that transfer to a different work state during the tax year, it is mandatory you run the Year Begin Process to clear the SUI Base Override field. The SUI Base Override field is automatically populated when there is a change to the employees work state.

The Location report shows employees who had a work location taxation override in Taxation Location (IN) at the assignment level under Statutory Information in the prior tax year.

Note: If there are no employees who fit this criterion, the report output will be blank.

The Address report lists employees who had a Taxation Address override (Employee Address form) for the prior tax year.

For information on running the Year Begin Process, see: Running the Year Begin Process

Pre-Archival Reports

Run the following reports prior to running the fourth quarter State Quarterly Wage Listing (Enhanced), State Periodic Wage Listing' (SPWL), or the Year End Pre-Process. Pre-Archival reports are organized into three categories: Diagnostic, Balancing, and Reconciliation. Depending upon the returns of these reports, you may have to make adjustments to various balances.

Important: The State Quarterly Wage Listing (Enhanced) and State Monthly Wage Listing processes are used to generate the magnetic output files needed for submitting state unemployment reports to the applicable state agencies as per each state's requirements. The State Periodic Wage Listing (Enhanced) process replaces these two processes for generating the state specific Quarterly or Monthly Wage Listing magnetic output files. See: Running the State Periodic Wage Listing (Enhanced) Process

Diagnostic Reports

Before running Year End Processing, use the following reports to identify data issues.

Unacceptable Tax Balance Report Identifies potentially incorrect withheld amounts for FIT, SIT, LIT, Social Security, Medicare, FUTA, SUI, and SDI taxes and identifies other potential balance problems.
Invalid Address Report Lists people with invalid primary addresses.
Over Limit Report Identifies employees who have had one or more of the following:

  • Taxes withheld in excess of the legal limit

  • Wages in excess of the wage limit

  • Salary deferrals in excess of the annual limit

State Quarterly Error Report Identifies individual employees in a business group with negative quarter-to-date state-level balances.

Oracle provides additional diagnostic tools to gather information and perform a check of the data required to successfully run year end processes. The diagnostics are available to all customers who have access to My Oracle Support. The infrastructure is part of the standard E-Business Suite version 11.5.9 and higher. To use the diagnostics, install an additional patch available from My Oracle Support containing the actual diagnostic tests. The tests relevant for year end include:

Balancing Reports

Check employee balances before you submit your reports to federal, state, and local authorities. Before running the Year End Pre-Process, run the following balance reports:

GRE Totals Report Helps you to balance W-2s. It lists totals for selected or all GREs.
Tax Remittance Reports Shows federal, state, and local tax balances summarized for a particular range of check dates.

Reconciliation Reports

Use the following reports to further pinpoint balance problems for individual employees.

Employee Run Results Report Identifies balance problems for individual employees.
Payroll Activity Report Shows employee and group-level payroll details for pay runs, quick pays, balance adjustments, balance initializations, voided payments, and reversals. Use this report to identify employees with selected transactions in a given time frame. For example, you could get all employees who had balance adjustments effective between October 1 and December 31.
Discoverer Business Areas/Folders

Note: Customers are responsible for creating their own workbooks. Oracle Applications only certifies workbooks for the desktop version of Discoverer.

Assists in diagnosing and balancing issues. Relevant business areas/folders include:

  • Business Area(s):

    • HRMS > Administration > Oracle Payroll (US)

  • Folder(s):

    • Employee W2 Federal Details

    • Employee W2 State Details

    • Employee W2 Locality Details

    • Employee W2 Box 12 Details

    • Employee W2 Box 14 Details

Clear SUI Wage Base Overrides Process

This process checks that proper SUI tax records exist. It does this by:

  1. End-dating the current state tax records of all employees with SUI Base override amounts with the end date of December 31 of the previous year

  2. Creating a new state tax record without the SUI Base override amount

Resolving Unacceptable Balances

Use the Unacceptable Tax Balance and Payroll Exception reports in tandem to troubleshoot your payrolls for unacceptable balances.

The Payroll Exception Report, see: Payroll Exception report is a global feature that you can use to compare and report on any balance value or exception in a payroll run. Use it to identify employees who live in states with no SIT (such as Texas) but have SIT balances. The Payroll Exception report request set has additional Exception Group and Exception Reports to assist you in reviewing the required changes and validating the results, since many of these balances are not visible using standard reporting.

The Unacceptable Tax Balance, see: Unacceptable Tax Balance report identifies employees with potential incorrect withheld amounts for various taxes.

Unacceptable Tax Balance Report

The Unacceptable Tax Balance report identifies employees with potential incorrect withheld amounts for the following taxes:

This report identifies Quarter to Date or Year to Date balances that are different than the calculated taxes as of a specific date. When the process finds a balance error, it adds the offending balance name and value to the report beneath the employee's name, along with a message identifying the problem. The following warning messages can appear on the report:

Tax Type Possible Warning Messages
FIT FIT gross earnings < FIT reduced subject whable
FIT FIT reduced subject whable = 0 and FIT withheld > 0
FIT FIT subject whable <= 0 and FIT withheld > 0
FIT FIT subject whable < FIT reduced subject whable
FIT FIT gross earnings not = Medicare taxable + Section 125 pretax + Dependent care +401k pretax
FUTA FIT gross earnings < FUTA taxable
Medicare FIT gross earnings < Medicare EE taxable
Medicare Medicare EE withheld not equal to Medicare ER liability
Medicare FIT gross earnings not equal to Medicare taxable + Section 125 pretax + Dependent care +401k pretax
Social Security FIT gross earnings < SS EE taxable
Social Security SS EE withheld not equal to Social Security ER liability
SIT SIT subject whable <= 0 and SIT withheld > 0
SIT FIT subject whable <= 0 and SIT withheld > 0
SIT SIT subject whable < SIT reduced subject whable
SIT FIT subject < SIT subject
SIT Ensure SIT Withheld = 0 when State has no SIT withheld rule
SUI SUI EE/ER subject whable <=0 and SUI EE/ER witheld > 0
SUI FIT gross earnings < SUI ER taxable
SUI FIT subject whable <= 0 and SDI EE/ER withheld > 0
SDI FIT gross earnings < SDI EE taxable
SDI SDI EE subject whable = 0 and SDI EE withheld > 0
SDI FIT subject whable <= 0 and SDI EE/ER withheld > 0
LIT LIT subject = 0 and LIT withheld > 0
LIT FIT subject whable <= 0 and LIT withheld > 0
LIT LIT subject whable < LIT reduced sbject whable

The following error messages highlight issues with incorrect balance loads or balance adjustments:

Unacceptable Tax Balance Report Sort Options

You organize the Unacceptable Tax Balance Report according to user-defined criteria or sort options. Oracle Payroll does not require you to use sort options to generate your Unacceptable Tax Balance Report, but they are the best way to configure the report to your specific needs. You can sort the report by any three of the following options:

Note: You cannot choose to sort by Social Security Number and then Employee Name. If you select Social Security Number as a sort option, Employee Name does not appear in the List of Values for the remaining sort options.

The sort options are hierarchical in nature. Making a selection to the Sort Option One field enables Sort Option Two. Making a selection to the Sort Option Two field enables Sort Option Three.

If you do not select any sort options, the report uses Organization and Employee Name as the default.

Example of Sort Options

The following is an example of how to use sort options to customize the Unacceptable Tax Balance Report.

If you want to create an Unacceptable Tax Balance Report sorted by Organization, Location, and Employee Name:

  1. Enter Organization into the Sort Option One field.

  2. Enter Location into the Sort Option Two field.

  3. Enter Employee Name into the Sort Option Three field.

Using these Sort Options, Oracle Payroll generates the report listing each employee by location within each organization for the selected GRE or business group.

Note: The application nests the sort options. Using the previous example, if you change Sort Option Two from Location to Employee Name, the change automatically clears Sort Option Three.

Sort Options and Report Layout

When printed, the Unacceptable Tax Balance Report inserts a page break between each selected sort option, with the exception of Employee Name or Social Security Number.

For Example, if you choose Organization, Location, and Employee Name as sort options, the report contains a page break every time the Organization or the Location changes. The report does not have page breaks between the individual employees.

Unacceptable Tax Balance Report Parameters

The following parameters exist for the Unacceptable Tax Balance Report:

As of Date (required) Last date you want the report to include. The Unacceptable Tax Balance Report will check balances between January 1 and the As of Date, or the start of the quarter and the As of Date. The balance dimension you select will control the starting date of the report.
Balance Dimension Dimension you want to report on:

  • (quarter-to-date): The report includes balances accumulated from the start of the quarter to the As of Date.

  • (year-to-date): The report includes balances accumulated from January 1 to the As of Date.


If you leave this field blank, the report uses YTD as the Balance Dimension.
GRE(required) GRE you want included in the Unacceptable Tax Balance Report.
Selection Criteria Type To restrict the report to a specific organization or location, select the appropriate value. If you select Organization, the Organization field becomes active. If you select Location, the Location field becomes active. If you leave this field blank, the report includes all organizations and locations.
Organization If you have selected Organization in the Selection Criteria field, choose an organization from the List of Values.
Location If you have selected Location in the Selection Criteria field, choose a location from the List of Values.
Tax Type Limits the report to a specific type of tax or leave this field blank to include all Tax Types (FIT, SIT, LIT, Social Security, Medicare, FUTA, SUI, and SDI) in the report.
Tax Type State This field is disabled unless you select a state-level tax (SUI, SDI, or SIT) in the Tax Type field.
Select a value to limit this report to a specific state, or leave the field blank to include all states applicable to the selected Tax Type in the report.
Balance Verification SDI EE Rate To override the system-defined Employee SDI rate, enter a new rate into the field; otherwise, leave the field blank. This field accepts values between 0 and 100.
Do not use this field unless you have selected a state in the Tax Type State field.
Balance Verification SDI ER Rate To overrides the system defined Employer SDI rate, enter a new rate into the field, otherwise leave the field blank. This field accepts values between 0 and 100.
Do not use this field unless you have selected a state in the Tax Type State field.
Sort Options There are three fields for sort options. See the Sort Options section for more information on how to properly use these parameters.
If you do not select any sort options, the report uses Organization and Employee Name as the default.

Unacceptable Tax Balance Report Output

The parameters selected control the printing of the Unacceptable Tax Balance Report. The first page of the report displays the Report Parameters. The report prints in landscape fashion and is designed to fit on 8.5" x 11" paper.

Employee Self Service W-4 Checking

Through Oracle Payroll and Oracle Self Service, you can check the changes employees make to their W-4.

Tax Form Audit report This report checks the changes employees make through Self Service.
Tax Form Exceptions report This report checks for employees who selected 10 or more exemptions.

Running the Year Begin Process

Run the Year Begin Process from the Submit Requests window.

To run the Year Begin Process

  1. In the Name field, select Year Begin Process from the List of Values.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Enter the upcoming year in the Parameters window.

  4. Select 'Yes' for the appropriate year begin operations you wish to perform.

  5. Click OK, and then Submit.

Running the Unacceptable Tax Balance Report

Run the Unacceptable Tax Balance Report from the Submit Requests window.

To run the Unacceptable Tax Balance Report

  1. In the Type field, select Request.

  2. In the Name field, select Unacceptable Tax Balance from the List of Values.

  3. Click in the Parameters field if the Parameters window does not automatically appear.

  4. Select the parameters for the report. See: Unacceptable Tax Balance Report Parameters section

  5. Click OK to close the Parameters window.

  6. In the Print Options region, select the number of copies you want to print.

  7. In the Printer field, select a printer or accept the default.

  8. In the Run Options region, select any run options and click Submit.

    Navigate to the View Requests window to view the Report.

Running the Tax Form Audit Report

You can run the Tax Form Audit report at the state, federal, or state and federal jurisdiction levels. It searches the pay_stat_trans_audit table for any W-4 changes made between the specified date ranges.

This report returns details of changes made through the Self Service module only.

To run the Tax Form Audit report

  1. Select Tax Form Audit Report in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Specify start and end dates for the report.

  4. Choose a jurisdiction level.

  5. Click OK, and then Submit.

Running the Tax Form Exceptions Report

You can run the Tax Form Exceptions report at the state, federal, or state and federal jurisdiction levels. It searches the pay_stat_trans_audit table for any employees who have claimed 10 or more exemptions during the specified date ranges and returns details of each employee. It returns details of changes made through the Self Service module only.

To run the Tax Form Exceptions report

  1. Select Tax Form Exceptions Report in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Specify start and end dates for the report.

  4. Choose a jurisdiction level.

  5. Click OK, and then Submit.

Running the Invalid Address Information Report (US)

This report lists people with invalid primary addresses (for example, addresses that are non-contiguous, non-GEO code acceptable, or that do not fully cover a person's employment).

If you installed the non-mandatory North American Reporting Patch, version 1, this report can also check residence address length to ensure it complies with Form W-2's format requirements.

Note: You can also use the "HR: US Address line length" profile option name to set a limit to the length of addresses you enter in Oracle HR.

Run this report in the Submit Request window.

To run the Invalid Address report

  1. Select the report name in the Name field.

    The Parameters window opens.

  2. Enter the range of dates (start and end dates) within which to the display people with invalid addresses.

  3. Select an individual GRE, or leave this field blank to include all GREs in the results.

  4. If you want to check for address length, select Length from the Additional Verification field and specify a character length in the Line Length field.

  5. Click OK, then Submit.

Over Limit Reporting

Over Limit Report

The Over Limit Report identifies employees who have taxes withheld in excess of the legal limit. This report checks the following balances for compliance:

Run the Over Limit Report as of a specific date either for a single organization or location within a GRE or business group, or for all of the organizations or locations in a GRE or business group. You report on a single type of balance or include all of the balances in the report.

Note: Once you identify the corrections needed, adjust the necessary employee balances to comply with the legal limit.

Over Limit Report Sort Options

You organize the Over Limit report according to user-defined criteria or sort options. Oracle Payroll does not require you use sort options to generate the Over Limit Report, but they are the best way to configure the report to your specific needs. You can sort the report by any three of the following options:

Note: You cannot choose to sort by Social Security Number and then Employee Name. If you select Social Security Number as a sort option, Employee Name does not appear in the List of Values for the remaining sort options.

The sort options are hierarchical. Making a selection to the Sort Option One field enables Sort Option Two. Making a selection to the Sort Option Two field enables Sort Option Three.

Example of Sort Options

The following is an example of how to use sort options to customize the Over Limit Report.

If you want to create an Over Limit Report sorted by Organization, Location, and Employee Name:

  1. Enter Organization into the Sort Option One field.

  2. Enter Location into the Sort Option Two field.

  3. Enter Employee Name into the Sort Option Three field.

Using these Sort Options, Oracle Payroll generates the report listing each employee by location within each organization for the selected GRE or business group.

Note: The sort options are nested. Using the previous example, if you change Sort Option Two from Location to Employee Name, the change clears Sort Option Three.

Sort Options and Report Layout

When printed, the Over Limit Report inserts a page break between each selected sort option, with the exception of Employee Name and Social Security Number.

Over Limit Report Parameters

The following parameters exist for the Over Limit Report:

As of Date (required) Enter the last date you want the report to include. The Over Limit report checks for balances over the limit between January 1 and the As of Date. You run the Over Limit Report only for the year selected in the As of Date parameter.
The report performance is optimal if you select a date in the current pay period.
Government Reporting Entity Select the GRE to include in the Over Limit Report.
If you leave this field blank, the report includes all valid GREs in the business group.
Selection Criteria To restrict this report to a specific organization or location, select the appropriate value. If you leave this field blank, all organizations and locations are included in the report.
Organization Name If you selected Organization in the Selection Criteria field, choose an organization from the list.
Location Name If you selected Location in the Selection Criteria field, choose a location from the list.
Tax Type Select from the list of limit types to report on a single type of balance. If you leave this field blank, all of the balances are included in the report.
Sort Options If you do not select any sort options, the report uses Employee Name as the default.

Over Limit Report Output

You print the Over Limit Report using the selected parameters in landscape format to fit on 8.5" x 11" paper. If you made choices in the Selection Criteria field or the Sort Options fields, this information appears in the heading of the report.

The Over Limit Report shows only those employees with balances that are over the limit and need correction. If you run the report, and no employees have balances over the limit, then the report returns the message, "No employee found". If the Over Limit Report contains information on a GRE that is a part of a tax group, then the name of the tax group also appears on the report, and the reported balances for the tax group are limited to Social Security and FUTA.

Running the Over Limit Report

Run the Over Limit Report from the Submit Request window.

To run the Over Limit Report

  1. In the Name field, select Over Limit Report from the list.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the parameters for the report. See: Over Limit Report.

  4. Click OK to close the Parameters window.

  5. In the Print To field in the Submit Request window, select a printer or accept the default.

  6. Click the Options button to enter print and run options for the report.

  7. Click Submit.

    Navigate to the View Requests window to view the Over Limit Report.

Month and Quarter End Processing

Electronic Media State Quarterly/Monthly Wage Listings

For each state to which you submit quarterly wage listings (SQWLs) using Oracle Payroll, you must identify a GRE with employees in that state as a transmitter of the wage listing file.

In addition, for those states that do not accept SQWLs in EFW2 format, you must specify the following:

Note: Many states' layout for diskette differ from those for tape. Oracle Payroll's seeded format follows the tape format.

Refer to State Formats for Report Submission to determine the supported reporting formats for your state(s).

State Periodic Wage Listing (Enhanced) Magnetic Media Output Files

When the State Periodic Wage Listing (Enhanced) process is run, the process generates .a02 and .a03 files for all states to help identify employees who are reported and not reported. There is no need to run the ‘State Quarterly/Monthly Error Report’ to identify employee information, which is not reported.

The State Periodic Wage Listing (Enhanced) process produces the following output files:

.mf Flat file you send to the appropriate state tax agency.
This output file can be folded at the end of the applicable record length so that appropriate line feeds/carriage returns are added to the magnetic file (mf) output without any manual intervention being required. The 'fold' command is available in the SPWL process is available for all the states. The value selected for the ‘Fold’ parameter in the State Periodic Wage Listing (Enhanced) process determines whether the output file will be folded. If the value selected is Yes, then the output file will be folded. If No is selected, then the output file will not be folded.
.a01 Totals for Tax withheld and Wages reported per Government Reporting Entity (GRE). This file is a PDF file.
.a02 (EFW2 format only) Exception file.
You open this CSV file in a spreadsheet. If the process detects errors, they appear only in this file. This file contains the RS (State Record) information that errored. A successful process with no errors results in an empty .a02 file.
.a03 (EFW2 format only) Audit file.
You open this CSV file in a spreadsheet. If the file is large you can split it into smaller files. This file contains the complete RS (State Record) information
.tsv Tab separated text file.
This file is generated only if the report is run for the Pennsylvania (PA) state.

State Quarterly Wage Listings Magnetic Media Output Files

If your state uses the EFW2 file format, the State Quarterly Wage Listing Process produces the following output files:

.mf Flat file you send to the appropriate state tax agency.
This output file can be folded at the end of the applicable record length so that appropriate line feeds/carriage returns are added to the magnetic file (mf) output without any manual intervention being required. The 'fold' command is available in the SQWL process for the following states: AL, AZ, CA, CO, CT, DC, DE, GA, ID, IL, IN, KS, KY, LA,MD, ME, MI, MN, MO, MS, MT, NC, NE, NH, NJ, NV, NY, OH,OK, OR, PA, PR, RI, SC, SD, TN, TX, UT, VA, VT, WV.
.a01 Totals for Tax withheld and Wages reported per Government Reporting Entity (GRE). This file is a text file.
.a02 (EFW2 format only) Exception file.
You open this CSV file in a spreadsheet. If the process detects errors, they appear only in this file. This file contains the RS (State Record) information that errored. A successful process with no errors results in an empty .a02 file.
.a03 (EFW2 format only) Audit file.
You open this CSV file in a spreadsheet. If the file is large you can split it into smaller files. This file contains the complete RS (State Record) information

Naming Convention for Output Files

The State Quarterly Wage Listing Process uses the following naming conventions for output files:

If you run the State Quarterly Wage Listing Process for the state of New Jersey, for a quarter ending March 2013, in EFW2 format, against your HRMS Business Group, you would receive the following output files:

Viewing Archived Data

Use the View Archive window to view any employee or assignment data archived by the State Quarterly Wage Listings Process (however, you cannot query for employer-level data that you have archived or stored against the payroll action). This window also displays any associated context code (such as Jurisdiction Code for State Income Tax).

This information is read-only. You cannot modify or update the information from this window. For additional instructions, refer to Managing the State Quarterly Wage Listings Process.

Multiple Worksite Reporting

The Multiple Worksite Report (MWR) collects information showing the distribution of the employment and wages of business establishments by industry and geographic area.

File the MWR on a quarterly basis if:

Note: Your define your primary location as the one with the greatest number of employees.

The MWR is a Federal level report. The Federal BLS receives the report you submit and then distributes the compiled information to the individual US states, District of Columbia, and the Territories of Puerto Rico and the US Virgin Islands. The states disaggregate the data below the county level for more extensive and detailed analysis of business and economic conditions within their borders, including local and regional employment totals. The states use the data to ensure an equitable distribution of Federal funds through grant programs that use county economic indicators as a basis for allocations. No other sources are available to obtain this information.

By following this model, Oracle's Multiple Worksite Report provides you with the means to report to only a single source rather than having to run multiple MWRs and filing them with their individual states.

Maintaining Data for SPWL and SQWL Processes

Entering S Record Data for Employees

Most states require some basic data on the Employee Wage (S) records of the state wage listings. Additionally, Alaska, California, and Missouri have state-specific requirements.

To enter data for the S records of state quarterly wage listings, query the employee in the Person window, go to the Assignment window, and access the Statutory Information tabbed region.

To enter data for a GRE's S records

  1. In the Assignment window, select the Statutory Information tabbed region.

  2. Click inside the field to open the GREs and Other Data window.

  3. Scroll down this window to the field Reporting Establishment.

  4. Specify the fields required for SQWL generation.

    See: Entering Additional Assignment Details (Assignment Window), Oracle HRMS Workforce Sourcing and Deployment Management Guide

To enter California-specific SQWL data

  1. In the Assignment window, click Others.

  2. Select Extra Information.

  3. Select State Wage Plan Codes extra information type.

  4. Click Details.

  5. Enter the Start Date.

  6. Select State Code CA from the list.

  7. Enter your State Employer Account Number.

  8. Select the correct wage plan for the employee in the tax type field:

    A SUI only
    J SDI without UI
    L Voluntary DI
    P No Voluntary or State UI or DI
    R SUI with religious exemption for DI
    S SUI and SDI
    U Voluntary DI and SUI

    Note: If there are employees with multiple assignments with multiple wage plan codes associated with those assignments, then they will be reported in all applicable mf/XML output files. It is important to note that Person level Wages will be reported in each one of these output files. Further, in such cases, a warning message will be displayed in the audit detail report (a03) stating: 'Warning: This person has potentially overstated wages due to having Multiple Assignments with different wage plan codes'.

To enter District of Columbia (DC)-specific SPWL/SQWL data

  1. In the People window, click Others.

  2. Select Extra Information.

  3. Select SQWL/SPWL Reporting Information.

  4. Select the appropriate value in the 'Owner/Officer Relationship (DC) field to report the Owner/Officer relationship to the District of Columbia’s Department of Employment Services (DC DOES). The following values are available. The Default is "0" for all employees.

    1. 0 - Worker/Employee

    2. 1 - Owner or Officer

    3. 2 - Spouse of Owner or Officer

    4. 3 - Parent/Grandparent or Owner or Officer

    5. 4 - Child of Owner or Officer

    6. 5 - Sibling of Owner of Officer

    7. 6 - Board Member

Additional Steps to Report California Retiree Payments to the State of California

There are additional settings that need to be configured at the GRE level if there is a need to comply with properly reporting California Retiree payments to the State of California either to:

  1. In the Organization window, query the GRE for which to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others,

  3. The following need to be populated for California (CA):

    1. Select "State Tax Rules", then select California and populate the applicable fields as required.

    2. Also select "State Employer Account# Info" and in Additional Organization Information, click on a new line to open the flexfield, then populate the fields accordingly after selecting "CA" in the LOV for State Code.

      Note that the retiree / employee must have state income tax (PIT) withheld > 0 (zero) during the reporting period in order to be included in the State Quarterly or Periodic Wage Listing report.

Entering N Record Data for the State of Georgia

The State of Georgia’s Department of Labor (GDOL) has discontinued the 80 BYTE format for quarterly UI filing. The GDOL requires customers to use the NASWA Y2K Unemployment Insurance Format (ICESA). GDOL’s Electronic Media Tax Record Format (N Record) is included with the NASWA (ICESA) file. You enter the N record data for a GRE using SQWL Employer Rules (4).

To enter N record data for GA

  1. In the Organization window, query the GRE for which to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (4).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (4) window.

  4. Enter a value in the Remittance (GA) field. The value entered in this field corresponds to the Remittance field, position 63 to 71, in the N (Employer) record.

Entering Out of State Wage Indicator for SPWL or SQWL Reports

There are certain state-specific data required to be entered at the GRE level to support proper reporting of Out of State Wages in the quarterly wage listings.

To set the Out of State Wage Indicator for Ohio (OH)

  1. In the Organization window, query the GRE for which to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (4).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (4) window.

  4. Select Yes or No in the Out of State Wages (OH) field. The default is 'No'. You can change this field as required to accommodate the out of state wages reporting requirement.

    Note: As you may need to set the Out of State Wages indicator every quarter, the Out of State Wages (OH) indicator set at GRE(s)? parameter is available for the Ohio SPWL and SQWL concurrent programs to serve as a reminder and defaults to Yes. This is a reminder that the Out of State Wage indicator must be set each quarter, and prior to submitting the Ohio SPWL or SQWL report.

To set the Out of State Wage Indicator for Louisiana (LA)

  1. In the Organization window, query the GRE for which to enter SQWL record data (if it does not already appear there).

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select SQWL Employer Rules (4).

  3. Click in the Additional Organization Information field to open the SQWL Employer Rules (4) window.

  4. Use the Multi-State Employer (LA) field to report to the Louisiana Workforce Commission (LWC) if any of your employees report wages to Louisiana and to other states. This field will populate the RE Record, Position 254 of the EFW2 magnetic file (mf). The Multi-State Employer (LA) field will accept Yes and No values only. The default value is No. LWC requires a Y to be reported in RE record, position 254, if your employees report wages to Louisiana and to other states. Otherwise, it should be set to N (or left blank).

State Periodic Wage Listing (Enhanced) Process

Running the State Periodic Wage Listing (Enhanced) Process

The State Periodic Wage Listing (Enhanced) (SPWL) process generates State Quarterly and Monthly Wage listing reports. This process uses the Oracle XML Publisher technology to generate the reports and there is only one concurrent program to run both the quarterly and monthly processes.

To be able to run the State Periodic Wage Listing (Enhanced) process for a GRE, the following criteria must be met:

Run this process from this Submit Request window.

To run the State Periodic Wage Listing (Enhanced) process

  1. In the Name field, select State Periodic Wage Listing (Enhanced).

  2. Click in the Parameters field if the Parameters window does not open automatically.

  3. Specify the following parameters:

  4. Click OK and then Submit.

Program Output

This concurrent program internally spawns two concurrent programs:

Depending upon the 'Print Files' parameter setting in Pay Action Parameters, an additional concurrent program "Magnetic XML Report Merger" may be displayed. If Print Files is set to "Y", then this concurrent program is displayed for each of the files generated by the process. If Print Files is set to 'N', then this concurrent program is not displayed.

The following files are generated for each concurrent program State Periodic Wage Listing (Enhanced) submission:

When the State Periodic Wage Listing (Enhanced) process is run, the process generates .a02 and .a03 files for all states to help identify employees who are reported and not reported. There is no need to run the ‘State Quarterly/Monthly Error Report’ separately to identify employee information, which is not reported.

The A01 (Audit Summary) output file generated by the concurrent program is in PDF format. Data reported in the A02 and A03 output files are dependent on the state reported and therefore will not be the same for all states. The file names generated by this process are the same as the SQWL process. Currently both processes can be run in parallel which means that if both processes are run for the same state and period, then the files generated by running the first process will be overwritten by running the second process. For example: If the State Quarterly Wage Listing (SQWL) report is run first for the state of California for Q3 2014 and then later the State Periodic Wage Listing (SPWL) report is run for the same state for Q3 2014, then the files generated by running the SQWL process will be overwritten by the output files generated when running the SPWL process.

The report types of the SPWL payroll actions are "SPWL_PARENT" and "SPWL_ARCH". One "SPWL_PARENT" action is created for each concurrent request submitted. For each GRE's data that is processed, one payroll action is generated with a report type of "SPWL_ARCH". In View Payroll actions these payroll actions are visible.

Viewing Archived Data

State related archived data can be viewed in the .xml report output, which is in the XML format.

For rolling back the payroll actions generated by this process, run the "Rollback US SPWL Process" concurrent program. See: Running the Rollback US SPWL Process

Changing a State Periodic Wage Listing (Enhanced) Report

If you have already run the State Periodic Wage Listing (Enhanced) report and now need to update it with changes or corrections, you can update specific sections of the report without recreating it entirely. Using the Payroll Process window, you can mark individual assignments or groups of employees for retry and then run the Retry Payroll process. Oracle Payroll only reprocesses the data that you have marked for retry. The updated report is in the same format as the original and replaces the original report.

See: Running the State Periodic Wage Listing (Enhanced) Process

Run this process from the Payroll Processes window.

To run the Retry Payroll process

  1. Enter values for the Payroll, Period From, and Period To fields.

    Note: To retry an entire Payroll process, select the Retry option next to the process name. You can select more than one process for retry, but you must rerun the processes one at a time.

    Use the Query command to create a selectable list of processes without specifying a payroll.

    1. Click in the Date field and select Enter from the Query menu.

    2. Enter your query.

      For example: Type the name of the state followed by %SPWL% into the Name field to list all of the processes for the selected state.

    3. Select Run from the Query menu to list all processes.

  2. Click Find.

  3. Select the Payroll process to produce one single output file with the data for all GREs without any GRE level breakup.

  4. Click Assignment Process.

  5. Select the Retry option next to each assignment that you want to update in the new State Periodic Wage Listing Report.

    Note: If you selected the entire Payroll process in Step 2, you do not need to select individual assignments. All assignments in this run are included in the new report.

  6. Save your work.

  7. Navigate to the Submit Requests window.

  8. In the name field, enter or select Retry Payroll Process.

  9. In the Parameters window, select the magnetic report that you want to rerun in the Payroll Process field.

  10. Click OK and then Submit.

    The application replaces the previous State Periodic Wage Listing (Enhanced) report with the updated one.

Multiple Worksite Reporting for the SPWL Process

The Multiple Worksite Report for SPWL process generates the MWR report based on the data archived by the State Periodic Wage Listing (Enhanced) process. The Multiple Worksite Report for SPWL process collects information showing the distribution of the employment and wages of business establishments by industry and geographic area.

File the MWR on a quarterly basis if:

Note: Your define your primary location as the one with the greatest number of employees.

The MWR is a Federal level report. The Federal BLS receives the report you submit and then distributes the compiled information to the individual US states, District of Columbia, and the Territories of Puerto Rico and the US Virgin Islands. The states disaggregate the data below the county level for more extensive and detailed analysis of business and economic conditions within their borders, including local and regional employment totals. The states use the data to ensure an equitable distribution of Federal funds through grant programs that use county economic indicators as a basis for allocations. No other sources are available to obtain this information.

By following this model, Oracle's Multiple Worksite Report provides you with the means to report to only a single source rather than having to run multiple MWRs and filing them with their individual states.

Entering Multiple Worksite Report for SPWL Process Parent Entity Data

The Multiple Worksite report for SPWL uses the information found in the parent entity data field on the organization. This information is used when generating the Multiple Worksite report for SPWL.

To enter Multiple Worksite report for SPWL parent entity data

  1. Enter the legal name. Report the legal name if it is different from the trade name entered against the establishment in the Location window.

    ABC Enterprises could have a subsidiary division called Bay Restaurant. ABC Enterprises would be considered as the legal name and Bay Restaurant would be a trade name.

  2. Save your work.

Setting Up and Running the Multiple Worksite Report for SPWL Process

Follow these steps to set up and run the Multiple Worksite Report for SPWL Process report.

To set up and run the Multiple Worksite for SPWL report

  1. Set up an organization with the classification of parent entity to represent your parent company.

    See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

  2. Enter data into the MWR Parent Entity Data additional information type for the organization you have classified as a parent entity.

    See: Entering Multiple Worksite Report Parent Entity Data, Oracle HRMS Enterprise and Workforce Management Guide

  3. Define work site information in the MWR Specific Data location extra information type. Do this for each of the locations that is a work site that you want to include in the report.

    See: Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

  4. Define your establishment hierarchy. You must represent each of the work site locations you want to include in the report.

    See: Creating an Establishment Hierarchy, Oracle HRMS Enterprise and Workforce Management Guide

  5. Submit the Multiple Worksite report for the SPWL process.

    See: Submitting the Multiple Worksite Report for the SPWL Process

Submitting the Multiple Worksite Report for the SPWL Process

You must successfully complete the State Periodic Wage Listing (Enhanced) report for all GREs in your Business Group before you run this report.

To submit the Multiple Worksite Report for the SPWL Process

Run the Multiple Worksite Report for the SPWL Process from the Submit Request window.

  1. Select Multiple Worksite Report for the SPWL Process from the List of Values.

  2. In the Parameters window, select the Quarter from the list of values. This parameter captures the Quarter for which the report needs to be processed and reported.

  3. In the Establishment field, select the establishment hierarchy that you have set up for Multiple Worksite reporting. This parameter captures the Hierarchy for which establishments needs to be reported in Multiple Worksite Report. The list of values contains defined hierarchies.

  4. Select the Hierarchy Version that you want to use.

  5. Submit the report.

The Multiple Worksite Report for the SPWL Process generates the following output file:

.mf file:

Rolling Back the Multiple Worksite Report for the SPWL Process Data

If you have already run the Multiple Worksite Report for the SPWL process for a magnetic tape report for a state and then must make changes to the data that was processed, do the following:

  1. Roll back the process.

  2. Make all necessary changes to employee data.

  3. Rerun the process.

Roll back a process from the Submit Request window.

To roll back a process for a Multiple Worksite for the SPWL Process report

  1. In the Name field, select Rollback Magnetic Report.

  2. Click in the Parameters field if the Parameters box does not open automatically.

  3. In the Magnetic Report field, select the name of the process (state, period, and effective date) to roll back.

  4. Choose OK, then Submit.

    Note: The rollback process does not have any effect on the two files produced by the Magnetic Report process. However, when you rerun the process following a rollback, this new process produces two files that overwrite the existing files.

Resubmitting the Multiple Worksite Report for the SPWL Process

Magnetic media can be damaged or lost when shipped. The Resubmit Magnetic Report utility recreates the magnetic report that was lost or damaged and prepares it for resubmittal.

The new report includes minor changes to employer information, such as an incorrect address. Major changes to employee data affect the integrity of the report and are not included. You resubmit paper corrections for the major changes and follow the requirements of the appropriate taxing authority..

To resubmit a Multiple Worksite for the SPWL report

  1. Select Resubmit Magnetic Report from the Submit Request window.

  2. Select the report you want to resubmit from the list of values in the Magnetic Report field of the Parameters window.

  3. Select Submit.

Running the Rollback US SPWL Process

The Rollback US SPWL process rolls back all the GRE-specific quarterly or monthly child processes for each GRE, when you select the parent State Periodic Wage Listing (Enhanced) Process to roll back. The process provides the flexibility to roll back individual SQWL or SMWL child processes. For example, when you select the child SQWL process to roll back, and it is the only child process remaining from the original run, then the parent SQWL process will also be rolled back.

As an example, you have three GREs: GRE1, GRE2, and GRE3 and submitted the Process State Periodic Wage Listing (Enhanced) Process selecting Report Output as “All GRE’s - output file per GRE”. In this case three child processes will run, one for each GRE. Also there will be one request submitted for the Parent process which triggered the child processes. Therefore, in total, there will be four processes submitted.

Parent Request -1001

Child 1 -1002 -> For GRE1

Child 2 – 1003 -> For GRE2

Child 3 -1004 -> For GRE3

When the Rollback US SPWL is submitted (for the request id 1001) it will first roll back each individual child process one by one. The program picks up the process in the order specified above, and then once the request to roll back the last child process 1004 is submitted, the parent process 1001 will also get rolled back. You have the option to roll back the individual child processes. Consider the above example, where you first roll back the run for GRE3 (Child3-1004). After that, if you submit the rollback process for the Parent Request (1001), then the remaining two processes 1002 and 1003 will also be rolled back along with the parent process. If all the individual processes are rolled back, then when the last child process is rolled back, the parent process will also be rolled back.

Run this process from this Submit Request window.

To run the Rollback US SPWL Process

  1. In the Name field, select Rollback US SPWL Process.

  2. Click in the Parameters field if the Parameters window does not open automatically. The Process Year and SPWL Process parameters are mandatory.

  3. Select the process year for which to roll back data. This parameter will only list years for which SPWL processes have been run.

  4. Select from the list of available SPWL processes, the process that needs to be rolled back. The SPWL process creates one parent payroll action and child payroll actions for each 'State Periodic Wage Listing (Internal)' concurrent request. The list of values for this parameter will list both the parent and the child payroll actions. Selecting the parent payroll action for rollback means the associated child payroll action(s) will be rolled back along with parent payroll action. If the child payroll action is selected, then only the child payroll action is only rolled back. The parent payroll action will be rolled back only when there are no associated child processes available to be rolled back.

  5. Click OK and then Submit.

Viewing the Rollback US SPWL Process Report

The report type for the Rollback US SPWL process is "SPWL_GRE" and you can identify the parent SPWL process with this report type using the View > Payroll Process Results window.

You cannot delete the parent SPWL process as long as there are child processes present. The delete button is enabled for the parent process only when there are no child processes present. The delete button is always enabled for the child processes.

The following table explains the scenario:

Consider the example:

Parent process: 1001

Child processes: 1002 (GRE1), 1003 (GRE2),1004 (GRE3)

Remaining processes Focus item Delete button status Action taken
1001,1002,1003,1004 1001 Not enabled  
1001,1002,1003,1004 1002 Enabled Delete record
1001,1003,1004 1003 Enabled Delete Record
1001,1004 1001 Not enabled  
1001,1004 1004 Enabled Delete Record
1001 1001 Enabled Delete Record
No more records remaining      

Managing the State Quarterly and Monthly Wage Listings Processes

Running the State Monthly Wage Listing Process

The State Monthly Wage Listing Process is similar to the State Quarterly Wage Listing (Enhanced) process except that it provides monthly instead of quarterly wage information.

You can run this process to generate monthly wage reports that employers have to submit to comply with the legislative requirements of the state of Illinois.

You can run the process for:

Restrictions:

The following restrictions apply when running this process:

To run the State Monthly Wage Listing Process

  1. In the Name field, select State Monthly Wage Listing.

  2. Click in the Parameters field if the Parameters window does not open automatically.

  3. Select the state for which to run the process. Currently, the list of values available for the 'State' parameter includes only the state of Illinois (IL) as the report is only applicable to this state.

  4. Select the Month for which to run the process. This mandatory parameter provides a list of the months of the year that are applicable to the months when it is required to run the report. This means that the months at the end of each quarter, for example, March, June, September and December are not available for selection. As an example, for 2013, the months of January, February, April, May, etc will be available for selection.

  5. Select the report output. You can select from the following values:

  6. Select the government reporting entity. The Government Reporting Entity parameter will be enabled only when you select the report output as Single GRE, otherwise it will be in disabled mode.

  7. Select the format of the report output. The parameter lists all the eligible formats for the given state and the month. The “Format” parameter will not display any value if you attempt to re-run the same SMWL process without running the Rollback process for the previous run. You must roll back the earlier process if you want to run the SMWL process again for the same State, Month, GRE, and Format.

  8. Select the name of the GRE serving as transmitter of the electronic file of monthly wage listings to the state for which you are running this process.

  9. Choose OK and then Submit.

The State Monthly Wage Listing process selects all employees with earnings to report in the state selected as a report parameter, sorted by the GRE to which they belong. Note that the SMWL report will include records for those GREs that have employees with payroll runs in the given month but no employee has positive SUI Gross wages.

The process also initiates the Magnetic Report process, which produces multiple files.

Submit your .mf file report to your state in magnetic media format. The report produces output in CSV format as required by IDES' online tax filing application, TaxNet.

When you submit the State Monthly Wage Listing process, the application internally runs another concurrent program 'State Quarterly/Monthly Wage Listing (Internal)' and produces the output as per the legislative specifications.

If this process completes with a status of Error, run the State Quarterly/Monthly Error Report to obtain the details of all the errors that occurred.

Viewing Archived Data

To view data you archived with the State Monthly Wage Listing process

  1. Select Assignment Process Result from the View menu.

  2. Select State Monthly Wage Listing, and click Run Result.

  3. The View Archived Values window opens to show data archived for an employee, including:

    You can run the Rollback US SQWL/SMWL Process to roll back the State Monthly Wage Listing process.

Managing the State Quarterly Wage Listings Process

The State Quarterly Wage Listing process:

Run this process from the Submit Request window.

Note: Refer to the following state specific procedures for more information on running a State Quarterly Wage Listing for a specific state.

You view the post archival reports from the application. After the magnetic media process completes successfully, navigate to Payroll Process Results to view the output files.

Running the State Quarterly Wage Listing (Enhanced) Process

The State Quarterly/Monthly Wage Listing (Enhanced) process:

State Quarterly Wage Listing Processing involves the following operations:

Note: Refer to the state specific procedures for more information on running a State Quarterly Wage Listing for a specific state.

To be able to run the SQWL process for a GRE, the following criteria must be met:

You must ensure that:

Run this process from the Submit Request window.

To run the State Quarterly Wage Listing (Enhanced) process

  1. In the Name field, select State Quarterly Wage Listing (Enhanced).

  2. Click in the Parameters field if the Parameters window does not open automatically.

  3. Enter the following parameters before submitting the SQWL process. All of these parameters are mandatory (except for the final five):

    State

    Quarter

    Report Output

    Government Reporting Entity

    Format

    Transmitter GRE

    Create Audit Report

    Establishment Hierarchy

    Hierarchy Version

    Out of State Wages (OH) indicator set at GRE(s)?

    Fold Output

  4. Select the state and quarter for which to run the process.

  5. Select the report output. You can select from the following values:

    Note that not all the options for the parameter "Report Output" are available for all states. California is one exception - only the options 'All GREs - output file per GRE' and 'Single GRE' are available.

  6. The “Government Reporting Entity” parameter will be enabled only when you select the Report Output as “Single GRE”; otherwise it will be in disabled mode.

  7. Select the format of the report output. The parameter lists all the eligible formats for the given state and the quarter. The “Format” parameter will not display any value if you attempt to re-run the same SQWL process without running the Rollback process for the previous run. You must roll back the earlier process if you want to run the SQWL process again for the same State, Quarter, GRE, and Format.

    For TN, if you are selecting the ICESA(Bulk) option to generate a report for multiple GREs, then you must ensure that fields related to the T (Total) record are entered in the SQWL Employer Rules 4 window. See: To enter T Record Data for Tennessee for the SPWL or SQWL ICESA (Bulk) File Format section in the Entering State Data for E and T Records topic.

  8. Select the name of the GRE serving as transmitter of the electronic file of quarterly wage listings to the state for which you are running this process.

  9. Select Yes to create audit report.

  10. o Select the establishment hierarchy and the hierarchy version for which to run the process. Note that this parameter is applicable only to Iowa and Minnesota. (The Establishment Hierarchy determines the applicable Reporting Unit Number needing to be reported for these states).

  11. Out of State Wages (OH) indicator set at GRE(s)? is enabled only when the State selected is 'OH'. The' Out of State of Wages' is set at Work Structures > GRE > SQWL Employer Rules (4). You may need to set the Out of State Wages indicator every quarter. This parameter is added to the Ohio SQWL concurrent program to serve as a reminder.

    To set the Out of State Wage Indicator for Ohio and Louisiana, see: Entering Out of State Wage Indicator for SPWL or SQWL Reports

  12. Select Yes or No in the Fold parameter field. If you select Yes, then the magnetic files (.mf) that you send to the appropriate state tax agency are folded at the end of the applicable record length. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required.

  13. Choose OK and then Submit.

The following section explains the process flow when you submit the State Quarterly Wage Listing (Enhanced) program:

The application:

Viewing Archived Data

To view data archived with the State Quarterly Wage Listing (Enhanced) process:

  1. Select Assignment Process Result from the View menu.

  2. Select State Quarterly/Monthly Wage Listing (Enhanced), and click Run Result.

  3. The View Archived Values window opens to show data archived for an employee, including:

    Database item name

    Value archived against an assignment action

    Any associated context (such as Jurisdiction Code for State Income Tax)

    This information is read-only.

Listing Assignments with Negative Balances

The State Quarterly/Monthly Error report checks the data archived by the State Quarterly Wage Listing or State Monthly Wage Listing process. The report generates a list of assignments that have negative balances, which cause the State Quarterly Wage Listing process to fail. You can run this report to identify employee records with errors, if the State Monthly Wage Listing (SMWL) program ends in an error.

This report produces a comma-delimited (CSV) file that you can open and view in a spreadsheet program.

Run this process from the Payroll Processes window.

Changing a State Quarterly Wage Listing (Enhanced) Report

If you have already run the State Quarterly Wage Listing (Enhanced) report and now need to update it with changes or corrections, you can update specific sections of the report without recreating it entirely. Using the Payroll Process window, you can mark individual assignments or groups of employees for retry and then run the Retry Payroll process. Oracle Payroll only reprocesses the data that you have marked for retry. The updated report is in the same format as the original and replaces the original report.

Run this process from the Payroll Processes window.

To run the Retry Payroll process

  1. Enter values for the Payroll, Period From, and Period To fields.

    Note: To retry an entire Payroll process, select the Retry option next to the process name. You can select more than one process for retry, but you must rerun the processes one at a time.

    Use the Query command to create a selectable list of processes without specifying a payroll.

    1. Click in the Date field and select Enter from the Query menu.

    2. Enter your query.

      For example: Type the name of the state followed by %SQWL% into the Name field to list all of the processes for the selected state.

    3. Select Run from the Query menu to list all processes.

  2. Click Find.

  3. Select the Payroll process to retry.

    Note: If you are attempting to retry a SQWL process in a tax year prior to 2003, make sure you leave the Hours Calculation Method for the GRE blank or set it to Work Schedule; otherwise, the process does not retry successfully.

  4. Click Assignment Process.

  5. Select the Retry option next to each assignment that you want to update in the new State Quarterly Wage Listing Report.

    Note: If you selected the entire Payroll process in Step 2, you do not need to select individual assignments. All assignments in this run are included in the new report.

  6. Save your work.

  7. Navigate to the Submit Requests window.

  8. In the name field, enter or select Retry Payroll Process.

  9. In the Parameters window, select the magnetic report that you want to rerun in the Payroll Process field.

  10. Click OK and then Submit.

    The application replaces the previous State Quarterly Wage Listing report with the updated one.

Running the State Quarterly Employee SUI Wages Report

The State Quarterly Employee SUI Wages Report enables employers to report on the State Unemployment Insurance (SUI) taxable wages earned out of state by employees during a particular quarter. This report generates a list of employees along with their SUI Taxable Wages for each state where they earned or were paid wages. Employers can use this report to furnish the necessary data to the appropriate state unemployment agency in order to claim credit for SUI paid to another state when an employee moves states during the reporting period. For example, employer A operates in the state of New Mexico and has two employees who earned wages in California in the third quarter, but then moved to New Mexico later in the quarter and earned wages in that state. As the employer paid SUI taxes for these employees to the state of California, the employer plans to claim a credit for those taxes when filing their Quarterly Unemployment report with the state of New Mexico. New Mexico requires justification of that credit claim in the form of a listing of such employees and their wages earned or paid out of state and other data.

The report also indicates if there is any SUI wage credit already received for the employee in the payroll calculation if the ‘Automate SUI Wage Credit’ feature is set up. If ‘Automate SUI Wage Credit’ field is set to Yes at the GRE Level, then the payroll calculation gives credit for SUI in the current state based on SUI paid in previous states for the year.

This report is based on the employees reported in the State Quarterly Wage Listing (SQWL) process or the State Periodic Wage Listing (Enhanced) process. The report output includes details of each employee reported in the SQWL and the SUI wage details for each state in which the employee was paid.

Important: It is recommended that customers run the State Quarterly Employee SUI Wages Report only after completing the State Quarterly Wage Listing or State Periodic Wage Listing (Enhanced) reports for all applicable states for the quarter as this step ensures that a complete list of employees to be included in the report is generated. You can run the State Quarterly Employee SUI Wages Report multiple times for a given quarter. If the State Quarterly Employee SUI Wages Report is run before completing the State Quarterly Wage Listing (Enhanced) process or the State Periodic Wage Listing (Enhanced) process for all applicable states, then the report fetches the data based on the employees already reported. The State Quarterly Employee SUI Wages Report only reports on employees included in the State Quarterly Wage Listing (Enhanced) Process report or State Periodic Wage Listing (Enhanced) Process report. Therefore, if it is determined that an employee is to be included in the report, then the SUI wages for all states in which the employee was paid will be included regardless of whether the SQWL report has been run for all those states, and all applicable SUI wages are reported in the output .See: Running the State Quarterly Wage Listing (Enhanced) Process

The State Quarterly Wage Listing (Enhanced) and State Monthly Wage Listing processes are used to generate the magnetic output files needed for submitting state unemployment reports to the applicable state agencies as per each state's requirements. The State Periodic Wage Listing (Enhanced) process replaces these two processes for generating the state specific Quarterly or Monthly Wage Listing magnetic output files. See: Running the State Periodic Wage Listing (Enhanced) Process

If there are no State Quarterly Wage Listing or State Periodic Wage Listing reports run for a given quarter, then the State Quarterly Employee SUI Wages Report will have no employees to be reported and the report output will include the message: "There are no employees with wages to be reported. Please check that the State Quarterly Wage Listing report has been run."

You can run the report from the Submit Request window.

To run the State Quarterly Employee SUI Wages Report

  1. In the Name field, select the report name. Then enter the Parameters field to open the Parameters window.

  2. Select the quarter for which you want to run the report. This is a mandatory parameter. The quarter that you select must be the same one that was selected for the State Quarterly Wage Listing (Enhanced) Process.

  3. Select the government reporting entity for which you want to run the report. This optional parameter lists all GREs in the current Business Group for which employees are reported in the SQWL reports for the selected quarter.

Report Output

The State Quarterly Employee SUI Wages Report generates an output file in the CSV format. Following is a list of columns included in the report output CSV file:

Number Column Name Details
1 Business Group Name  
2 Tax Unit Name Name of the employee’s GRE
3 EIN Employer Identification Number
4 Reporting Quarter Examples: Q12013, Q22013, etc
5 Employee Number  
6 Employee Name  
7 Employee's Social Security Number  
8 State Code State abbreviation
9 SUI Taxable Wages Quarter to Date  
10 SUI Taxable Wages Year to Date  
11 SUI Auto Credit Quarter to Date Any SUI credit amount already given for the quarter for this employee if ‘Automate SUI Wage Credit’ is set to Yes.
12 SUI Auto Credit Year to Date Any SUI credit amount already given for the year for this employee if ‘Automate SUI Wage Credit’ is set to Yes.

If no employees are found for the selected quarter and GRE, then the output file contains the message: "There are no employees with wages to be reported. Please check that the State Quarterly Wage Listing report has been run."

Important Notes:

  1. There are some states which do not give credit for SUI wages or taxes paid elsewhere. If the employee moves to any of these states from other states, no SUI Credit will be reported regardless of the GRE level setting for "Automate SUI Wage Credit". The applicable states are Louisiana, Massachusetts, and Minnesota.

  2. If an employee has a SUI Wage Base override specified in their state tax rules record, then that amount is used to calculate the SUI Taxable wages for that employee and any wages above that limit will be moved into Excess. Also in this case, there will be no SUI Credit provided for the employee regardless of the GRE Level "Automate SUI Wage Credit" setting.

  3. For each state, there is a SUI wage base limit stored in the State Jurisdiction Information Table (JIT). However, this limit can be overridden at the GRE level. The SUI wage base is used in the calculation of SUI credit. If a "SUI Wage Base" override is found in the State Tax Rules at the GRE level for the given state, then that amount will be used in the SUI credit calculation, otherwise the SUI wage base amount stored in the JIT table for that state will be used.

  4. For employees in a GRE with Automate SUI Wage Credit set to No (or blank), no SUI credit is given. The details for the employee are shown for the applicable states. For employees with multiple assignments, consolidated wages for each state from all the assignments will be shown in the report.

    For example, Employee 1 has two assignments: Assignment 1 and Assignment 2. Assignment 1 has wages in NY and PA, and Assignment 2 has wages in NY and CA. The report will show Employee 1 with wages for CA, NY and PA, and the NY wage amount will include the total wages from both assignments.

  5. If an employee works in multiple GREs, the values for each GRE will be shown separately. For example, if Employee2 works in GRE1 and GRE2, the report will show Employee2 wages under GRE1 and GRE2 separately, even if it is for the same state.

  6. If an employee works in only one state throughout the year, there will be no SUI Credit for that employee.

  7. If an employee works in one state and then moves to another state, there can be a SUI Credit from the first state. Following is a detailed explanation about how the SUI Credit will be calculated and reported for the employee.

    Employee3 worked in California and was paid $5000.00 for which the employer paid SUI taxes.

    Employee3 then moves to Connecticut. The SUI Wage Base is $7000 for California and $15,000 for Connecticut. Since SUI has already been paid for the $5000 of wages the employee earned while working in California, the employer can claim credit for that $5000 in Connecticut. This means the employer should only pay SUI taxes for the next $10,000 paid to the employee working in Connecticut. If the employee makes only $10,000 or less in Connecticut, then there may be no SUI credit given since their Connecticut wages did not exceed the SUI wage limit. For calculating the credit, the wages from other states in the current year are considered.

Entering Multiple Worksite Report Parent Entity Data

The Multiple Worksite report uses the information found in the parent entity data field on the organization. This information is used when generating the Multiple Worksite report.

To enter Multiple Worksite report parent entity data

  1. Enter the legal name. Report the legal name if it is different from the trade name entered against the establishment in the Location window.

    ABC Enterprises could have a subsidiary division called Bay Restaurant. ABC Enterprises would be considered as the legal name and Bay Restaurant would be a trade name.

  2. Save your work.

Setting Up and Running the Multiple Worksite Report

Follow these steps to set up and run the Multiple Worksite report.

To set up and run the Multiple Worksite report

  1. Set up an organization with the classification of parent entity to represent your parent company.

    See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

  2. Enter data into the MWR Parent Entity Data additional information type for the organization you have classified as a parent entity.

    See: Entering Multiple Worksite Report Parent Entity Data, Oracle HRMS Enterprise and Workforce Management Guide

  3. Define work site information in the MWR Specific Data location extra information type. Do this for each of the locations that is a work site that you want to include in the report.

    See: Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

  4. Define your establishment hierarchy. You must represent each of the work site locations you want to include in the report.

    See: Creating an Establishment Hierarchy, Oracle HRMS Enterprise and Workforce Management Guide

  5. Submit the Multiple Worksite report.

    See: Submitting the Multiple Worksite Report

Submitting the Multiple Worksite Report

You must successfully complete the State Quarterly Wage Listing (Enhanced) report for all GREs in your Business Group before you run this report.

To submit the Multiple Worksite Report

Run the Multiple Worksite report from the Submit Request window.

  1. Select Multiple Worksite Report from the List of Values.

  2. In the Parameters window, select the Quarter from the list of values.

  3. In the Establishment field, select the establishment hierarchy that you have set up for Multiple Worksite reporting.

  4. Select the Hierarchy Version that you want to use.

  5. Submit the report.

Rolling Back the Multiple Worksite Report

If you have already run a process for a magnetic tape report for a state and then must make changes to the data that was processed, do the following:

  1. Roll back the process.

  2. Make all necessary changes to employee data.

  3. Rerun the process.

Roll back a process from the Submit Request window.

To roll back a process for a Multiple Worksite report

  1. In the Name field, select Rollback Magnetic Report.

  2. Click in the Parameters field if the Parameters box does not open automatically.

  3. In the Magnetic Report field, select the name of the process (state, period, and effective date) to roll back.

  4. Choose OK, then Submit.

    Note: The rollback process does not have any effect on the two files produced by the Magnetic Report process. However, when you rerun the process following a rollback, this new process produces two files that overwrite the existing files.

Resubmitting the Multiple Worksite Report

Magnetic media can be damaged or lost when shipped. The Resubmit Magnetic Report utility recreates the magnetic report that was lost or damaged and prepares it for resubmittal.

The new report includes minor changes to employer information, such as an incorrect address. Major changes to employee data affect the integrity of the report and are not included. You resubmit paper corrections for the major changes and follow the requirements of the appropriate taxing authority..

To resubmit a Multiple Worksite report

  1. Select Resubmit Magnetic Report from the Submit Request window.

  2. Select the report you want to resubmit from the list of values in the Magnetic Report field of the Parameters window.

  3. Select Submit.

Running the Rollback US SQWL/SMWL Process

The Rollback US SQWL/SMWL process rolls back all the GRE-specific SMWL or SQML child processes for each GRE, when you select the parent SQWL or SMWL process to rollback. The process provides the flexibility to roll back individual SQWL or SMWL child processes. For example, when you select the child SQWL process to roll back, and it is the only child process remaining from the original run, then the parent SQWL process will also be rolled back.

Important: You cannot use this process to roll back the State Periodic Wage Listing (Enhanced) process data. You must run the Rollback US SPWL Process. See: Running the State Periodic Wage Listing (Enhanced) Process

As an example, you have three GREs: GRE1, GRE2, and GRE3 and submitted the Process State Quarterly Wage Listing (Enhanced) selecting Report Output as “All GRE’s - output file per GRE”. In this case three child processes will run, one for each GRE. Also there will be one request submitted for the Parent process which triggered the child processes. Therefore, all in all, there will be four processes submitted.

Parent Request -1001

Child 1 -1002 -> For GRE1

Child 2 – 1003 -> For GRE2

Child 3 -1004 -> For GRE3

When the Rollback US SQWL/SMWL Process is submitted (for the request id 1001) it will first roll back each individual child process one by one. The program picks up the process in the order specified above, and then once the request to roll back the last child process 1004 is submitted, the parent process 1001 will also get rolled back. You have the option to roll back the individual child processes. Considering the above example, if the user first rolls back the run for GRE3 (Child3-1004). After that, if you submit the rollback process for the Parent Request (1001), then the remaining two processes 1002 and 1003 will also be rolled back along with the parent process. If all the individual processes are rolled back, then when the last child process is rolled back, the parent process will also be rolled back.

You can also run this process to roll back the earlier SQWL or SMWL concurrent processes.

Run this process from this Submit Request window.

To run the Rollback US SQWL/SMWL Process

  1. In the Name field, select Rollback US SQWL/SMWL Process.

  2. Click in the Parameters field if the Parameters window does not open automatically. The Process Year and SQWL/SMWL Process parameters are mandatory.

  3. Select the process year for which to rollback data.

  4. Select the quarterly or monthly payroll process for which to rollback data. The parameter lists of values displays all SQWL or SMWL runs to rollback in the given year.

  5. Click OK and then Submit.

Viewing the Rollback US SQWL/SMWL Process Report

The report type for the Rollback US SQWL process is "SQWL_GRE" and you can identify the parent SQWL process with this report type using the View > Payroll Process Results window.

You cannot delete the parent SQWL and SMWL process as long as there are child SQWL or SMWL processes present. The delete button is enabled for the parent process only when there are no child processes present. The delete button is always enabled for the child processes.

The following table explains the scenario:

Consider the example:

Parent process: 1001

Child processes: 1002 (GRE1), 1002 (GRE2),1003 (GRE3)

Remaining processes Focus item Delete button status Action taken
1001,1002,1003,1004 1001 Not enabled  
1001,1002,1003,1004 1002 Enabled Delete record
1001,1003,1004 1003 Enabled Delete Record
1001,1004 1001 Not enabled  
1001,1004 1004 Enabled Delete Record
1001 1001 Enabled Delete Record
No more records remaining      

Federal Quarterly Reporting

Quarterly Federal Tax Returns

All employers must file a quarterly report if they withhold federal income tax from employee compensation and are subject to withholding and payment of social security and/or Medicare taxes

Form 941, Employer's Quarterly Federal Tax Return, provides the IRS with a report of each employer's total taxable wages paid and payroll tax liability. You reconcile Form 941 with the employer's record of tax deposits and wage and tax information provided to employees on their W-2 forms.

Oracle Payroll provides wage and tax information in PDF format that follow the IRS guidelines. Before you submit the output directly to the IRS, you must use Adobe Acrobat to include the following if applicable:

See: Reporting Quarterly Federal Tax Returns

Reporting Quarterly Federal Tax Returns

All employers must file a quarterly report if they withhold Federal income tax from employee compensation and are subject to withholding and payment of social security and/or Medicare taxes.

Form 941, Employer's Quarterly Federal Tax Return, provides the IRS with a report of each employer's total taxable wages paid and payroll tax liability, which is then reconciled with the employer's record of tax deposits and wage and tax information provided to employees on their W-2 forms.

You run the Quarterly Tax Return Worksheet (Form 941) from the Submit Request window.

To run the Quarterly Tax Return Worksheet (Form 941)

  1. In the name field, enter or query Quarterly Tax Return Worksheet (Form 941).

    The Parameters dialog box displays.

  2. In the Government Reporting Entity field, enter the GRE.

  3. In the Tax Year field, enter the tax year.

  4. In the Quarter Date field, select the quarter end date from the list.

  5. Click OK.

  6. Submit the request.

  7. To check on the progress of the processing:

GRE Totals Reporting

GRE Totals Reporting

The GRE Totals report helps you balance the employee W-2s. The report lists totals for selected or all GREs. You run the report in conjunction with the control report (6559) produced with the Federal W2 Magnetic Media report (.a01).

You use the RT and RF records of the magnetic media to balance to the GRE Totals Report. You can also balance the Year to Date values from the Tax Remittance report and the W-2 Register report to the GRE Totals.

Report Output

For each GRE, the following W-2 box totals display:

For each state within the GRE, the following W-2 box totals display:

Running the GRE Totals Report

Run this report in the Submit Request window.

To run the GRE Totals report

  1. In the Name field, select GRE Totals Report.

    The Parameters window opens.

  2. Select an individual GRE, or leave this field blank to include all GREs in the results.

  3. In the As of Date field, enter the date from which the data on the report will begin to accumulate.

    The data on the report includes the data from all processes with check dates equal to or greater then the As of Date.

  4. Click OK to close the Parameters window.

  5. In the Print To field in the Submit Request window, select a printer or accept the default.

  6. Click Options to enter print and run options for the report.

  7. Click Submit.

Federal and State Tax Remittance Reports

Federal and State Tax Remittance Report

The Federal and State Tax Remittance report shows the taxable wages and taxes withheld to assist you in remitting the correct amount of employment and income taxes. You remit the employment and income taxes quarterly, monthly, semi-weekly or within 24 hours of the check date.

Federal and State Tax Remittance Reporting

This report shows the federal and state balances summarized for a particular range of check dates. For instance, if you report wages and taxes quarterly, you choose a check starting and ending date that covers the quarter.

Oracle Payroll provides the following options for generating this report:

Starting Check Date (required) Any date that a payment was made to an employee.
Ending Check Date (required) Any date that a payment was made to an employee.
GRE (optional) All valid GREs.

Note: Leave this field blank to include all GREs in this report.

Federal (required)

  • If yes, the report includes both federal and state balances. The default report heading reads, Federal/State Tax Remittance Report.

  • If no, the report includes only state level balances. The report heading reads State Tax Remittance Report.

State (optional) All valid US states, including the District of Columbia.
Dimensions (required)

  • Check Date Range Only (default)

  • Check Date Range and Month to Date

  • Check Date Range and Quarter to Date

  • Check Date Range and Year to Date

Running a Federal and State Tax Remittance Report

Run the Federal and State Tax Remittance Report from the Submit Request window.

To create a Federal and State Tax Remittance Report

  1. In the Name field, select Federal and State Tax Remittance Report Manager.

  2. Click on the parameters field if the Parameters window does not automatically open.

  3. In the Starting Check Date and Ending Check Date fields, enter the check date range.

  4. Enter a GRE, if applicable.

    Note: Leave this field blank to include all GREs in this report.

  5. Enter the value for the type of remittance report you want to generate.

  6. Select a state, if applicable.

  7. Enter the reporting dimension.

  8. Click Submit.

Local Tax Remittance Reporting and Employee Run Results Reporting

Local Tax Remittance Reporting

The Local Tax Remittance report shows the local tax balances summarized for a particular range of check dates. For example, if you report wages and taxes monthly, choose a check starting and ending date that covers each month.

You can choose the following options for generating this report:

Starting Check Date (required) Select any date that a payment was made to an employee.
Ending Check Date (required) Select any date that a payment was made to an employee.
GRE (optional) All valid GREs. Leave this field blank to include all GREs in this report.
State (optional) All valid US states, including the District of Columbia. Leave this field blank to include all states in this report.
Locality Type (optional)

  • City: All valid cities in a particular state (or all states if you left the state field blank).

  • County: All valid counties in a particular state (or all states if you left the state field blank).

  • School District

Leave the Locality Type field blank to include all locality types in the report. Leave City, County, or School District blank to include all localities of that type in the report.
If a local tax is repealed before the report's end date, the report does not detect the tax.
Sort Option One, Two, and Three (Optional) User-defined criteria determines the organization of the local tax remittance reports. Use the following three variables to sort the reports:

  • Locality

  • Locality Type

  • State


The Sort Options are hierarchical in nature.
Dimensions (required)

  • Check Date Range Only (default)

  • Check Date Range and Month to Date

  • Check Date Range and Quarter to Date

  • Check Date Range and Year to Date

Running a Local Tax Remittance Report

Run the Local Tax Remittance Report from the Submit Request window.

To create a Local Tax Remittance Report

  1. In the Name field, select Local Tax Remittance Report Manager.

  2. Click on the parameters field if the Parameters window does not automatically open.

  3. In the Starting Check Date and Ending Check Date fields, enter the check date range.

  4. Enter a GRE, if applicable. Leave this field blank to include all GREs in this report.

  5. Select a state, if applicable.

  6. Enter the locality type. Leave this field blank to include all Cities, Counties, and School Districts in this report.

    Note: Selecting from the list enables the corresponding field.

  7. If you entered a value in the Locality Type field, in the corresponding field, enter a locality.

    Note: If a local tax is repealed before this report's end date, this report does not detect the tax.

  8. Enter your optional sort options into the Sort Option One, Two, and Three fields.

    Note: If you leave the Sort Option fields blank, the report is sorted by State, Locality, and Locality Type.

  9. Enter the reporting dimension.

  10. Click OK to close the Parameters window.

  11. Click Options, and select Run and Print Options.

  12. Click Submit.

Running the Employee Periodic Detail Report

Many jurisdictions require employee-level detail to be reported periodically to taxing authorities to comply with periodic tax filing requirements. Employee Periodic Details Report provides a detailed listing of employees who had federal, state or local taxes withheld and the wages corresponding to those taxes. Customers can use this report to do quarterly and annual reconciliation.

Payroll Archive is the basis for the output of this report, where the data displayed in the Employee Period Details Report is obtained from the Payroll Archive process. Before you run the Employee Periodic Detail Report, you must have run the Payroll Archive process.

Employee Periodic Detail Report captures the results from Payroll Archive and creates a single record per employee, per GRE, per jurisdiction creating output file displaying data in columns. Output file record columns can be comma delimited (CSV) or in HTML format. Output file can be opened by the user in a spreadsheet to calculate or arrange the data as preferred.

Best Practice to Report on Correct Balance Adjustments across all Reports

As a best practice, for balance adjustments to be reported correctly in all reports (Payroll Archive, Prepayment Process, and Employee Period Detail), the Balance adjustment must be marked for Prepayment and the Start Date and End Date parameters for the Prepayment process should be the same date of the balance adjustment (or in a date range of the pay period the balance adjustment occurred in). The Payroll Archive process uses the Prepayments process as the driving transaction to be picked up. Balance Adjustments must be marked to be processed through the Prepayments process. If a Balance Adjustment is not marked to be processed via Prepayments, it will update balances in the system, but will never be picked up for Prepayments and will not be picked up during the report run. Therefore a balance adjustment not marked to be processed by Prepayments will not be archived and will not be picked up in the Employee Periodic Details report.

You can verify the balance adjustment and prepayments using the following steps:

  1. Navigate to the People window.

  2. Search for an employee.

  3. Click Assignment.

  4. Click Others and select Tax Balance Adjust or Adjust Balances.

  5. Perform balance adjustment as required.

  6. Select the Prepay check box.

  7. Run the PrePayment process for that date or a date range that includes this adjustment date.

  8. Run the Payroll Archive Process and then run the Employee Periodic Details Report.

Important Note:

The default behavior of the Employee Period Detail report when reporting ‘Imputed Earnings’ is that these earnings are reported at the Federal level and not at the State level. The report displays values differently at the federal and state levels.

Run the report from the Submit Request window.

To run the Employee Period Detail Report

  1. Select Employee Periodic Detail Report in the Name field.

  2. Specify the following parameters:

    Parameter Description
    Beginning Date Paid and Ending Date Paid Enter the beginning and ending date paid period for which you want to run the report. These dates must fall within the period for which you have run the Payroll Archive process.
    Jurisdiction Level Select the jurisdiction for which you want to run the report. The following options are available:

    • City

    • County

    • Federal

    • School District

    • State

    Detail Level Select the mode to run the report:

    • By Run: The report displays resident or work option as it is specific for the payroll run.

    • Summary within Selected Period: The report displays summary of wages and taxes for that period.

    Organization and Location Select the organization and location values if you have selected By Run in the previous Detail Level field. You can also leave the organization and location field blank to report on employees in all organizations and locations.
    The Organization and Location fields are not user enterable if the ‘Summary within Selected Period’ value is selected in the Detail Level field.
    State If you have selected City, County, School District, or State as the jurisdiction level, then select the State for which you want to run the report. You can also leave the field blank to report on employees in all states.
    County If you have selected City, County, or School District as the jurisdiction level, then select the county for which you want to run the report. You can also leave the field blank to report on employees in all counties.
    City If you have selected City or School District as the jurisdiction level, then select the City for which you want to run the report. You can also leave the field blank to report on employees in all cities.
    School District If you have selected City or School District as the jurisdiction level, then select the City for which you want to run the report. You can also leave the field blank to report on employees in all cities.
    School District To retrieve, school district level values, select the Jurisdiction Level as "School District" and then select the State and other details. Once State is selected, the School District field gets enabled.
    Payroll, Consolidation Set, GRE, Assignment Set You can select specific values or leave these fields blank to report on all values.
    Output file type Select the output for the report: Output file record columns can be comma delimited (CSV) or in HTML format.

    Additional Information:

    See: Employee Periodic Details Report Does Not Balance To Any Other Payroll Reports, My Oracle Support Document 1235786.1

Employee Run Results Report

The Employee Run Results Report supplies detailed balance information for a specific employee over a defined period of time. You can use this report to pinpoint a problem discovered by another diagnostic report.

Use this report to display employee run results on one or all of the following categories:

Run this report from the Submit Request window.

To run the Employee Run Results report

  1. In the Name field, select Employee Run Results Report from the list.

  2. Click in the Parameters field if the Parameters window does not appear automatically.

  3. In the Parameters window, enter the appropriate values into the Start Date and End Date fields.

  4. In the Person field, select the person for the report.

  5. If the person has multiple assignment numbers, select an assignment number.

    Note: You must select an Employee Name, Assignment Number, or Assignment Set to run this report. This report does not support dynamic assignment sets.

  6. Enter or select a GRE in the Government Reporting Entity field.

  7. To report on a specific classification, select it in Classification field. If you leave this field blank, the report displays information for all classifications.

  8. Click OK, then Submit.

PSD Reporting

Entering Information for the PSD Periodic Wage Listing Report Process

The PSD Periodic Wage Listing Report concurrent process generates reports to help you comply with the yearly, monthly or quarterly local wage and tax reporting obligations per Pennsylvania Act 32. See: Running the PSD Periodic Wage Listing Report Process

Entering information to run the PSD Periodic Wage Listing Report process

  1. Define the PSD Reporting Rules for the transmitter and other GREs that include all the employer PSD codes for which you need to run the process.

    1. Navigate to the Organization window.

    2. In the Organization Classifications region, select GRE/Legal Entity.

    3. Click Others and select PSD Reporting Rules. The PSD Reporting Rules window appears.

    4. Select the employer’s political sub division (PSD) code.

    5. Enter the employer tax account number. This field is optional but may be required depending on the reporting requirements of the particular tax collection district where you need to file.

  2. Enter the employee level resident school district code.

    Important: You must complete this step prior to running payrolls for the employee as it is required to report the correct PSD code in the employee's run results,

    1. Navigate to the People window.

    2. Search for an employee.

    3. Click Assignment.

    4. Navigate to the City Tax Rules window (Federal Tax Rules > State Tax Rules > County Tax Rules > City Tax Rules).

    5. Enter the School District code for the employee. This is required to both determine the correct tax to withhold as well as the correct resident PSD code.

      Important Note: it may also be necessary to enter the applicable school district code in the employee’s work city tax rules record. This is needed when the work city is associated with multiple school districts so the system is able to determine the correct work PSD code.

      For information on City Tax Rules window, see: Entering City Tax Rules for an Employee

Running the PSD Periodic Wage Listing Report Process

You can use the PSD Periodic Wage Listing Report to produce the necessary output to comply with Pennsylvania Act 32 earned income wage and tax reporting obligations The same report enables enterprises to comply with the PA Act 32 year end (or W-2 reconciliation) reporting requirements.

Important notes:

You can run this program on yearly, quarterly, or monthly basis for the employer GREs within a business group that have the PSD Reporting Rules defined. An important difference exists when running the report with the 'Yearly" option. As the data for the year end reporting should be consistent with other year end reports, the data must be based on the Year End archiver (Year End Preprocessor or YEPP). Therefore, when the PSD Periodic Wage Listing report is run to report Year End data, it will be based on the Year End archived data. This is different from running the PSD Periodic Wage Listing report to produce monthly or quarterly output whereby the data is archived as a part of the report itself (the archiver is run when the report is submitted).

Run the PSD Periodic Wage Listing Report program from the Submit Request window.

Note: In the event that an employer PSD code is missing for an employee's work location, you can enter it in the PSD Reporting Rules for the applicable GRE. Mark the assignment for retry from the ‘Assignment Process Results’ page. Then, run the Single Request ‘Retry US Payroll Process. This process can be run for updating the output files with employee-level changes such as updates to personal data and / or balance adjustments.

To run the PSD Periodic Wage Listing Report program

  1. Select PSD Periodic Wage Listing Report name. The Parameters window opens.

  2. Select the year for which to run the report. The list of year values displays the Year for the US Local Magnetic Media.

  3. Select Monthly, Quarterly, or Yearly according to how you need to report wages and withholding. Note: If you are a "combined filer", then you should not select "Quarterly.

  4. Select the month for which to run the report. This field is enabled based on the period type selected in previous step. If you selected Monthly in the previous step, then select the month for which to run the report.

  5. Select the quarter for which to run the report. This field is enabled based on the period type selected in previous step. If you selected 'Quarterly' in the step 3, then select the quarter for which to run the report.

  6. Select the state. The default value is PA (Pennsylvania).

  7. Select the code of the tax collection district to which the tax is remitted. This field is optional. This parameter provides a listing of all Tax Collection District (TCD) Codes in the state of Pennsylvania, sorted in numeric order. The default selection is blank. Note: The TCD Code is the first two digits of the PSD Code. Leaving this parameter blank will ensure all applicable Tax Collection Districts (TCDs) are included in the report output. A single or specific TCD Code may be selected if you are filing with a single TCD, the tax collector with which you are filing requires a separate output file per TCD or you are filing separately with several different TCDs (who are represented by different tax collectors).

  8. Select the name of the GRE that functions as the transmitter.

  9. Select the applicable template group from the list of all available template groups when running the report to produce the output in the desired format.

  10. Once the program is submitted it will archive the personal data and balance values of all the employees in the GREs for whom PA local earned income taxes were deducted. It can also be rolled back and employees retried as required.

Output Files

The XML output is merged with the predefined or custom templates (based on the template group selected) to generate the following five output files. Note that these reports are only pertinent to Pennsylvania Act 32 reporting.

The following points must be noted:

For complete details on running the PSD Periodic Wage Listing Report, refer to the My Oracle Support Document 1491825.1 - PSD Periodic Wage Listing Report for Pennsylvania Act 32 Electronic Filers.

This process will archive the modified data and update the output with the new data. This process can be run for updating the output files with employee-level changes such as updates to personal data and / or balance adjustments."

Running the PSD Code Upgrade Process

Run the PSD Code Upgrade Process to allow PSD codes that are stored as part of the applicable Oracle Payroll run results data to remain in sync with PSD code updates or corrections delivered by Vertex monthly data updates. This process applies only to those customers who need to comply with Pennsylvania Act 32 requirements.

The PSD Code Upgrade Process will identify and perform the updates necessary to correct the data in each of these tables:

TABLE COLUMN(S)
PAY_US_ASG_REPORTING JURISDICTION_CODE
PAY_ELEMENT_ENTRY_VALUES_F SCREEN_ENTRY_VALUE
PAY_RUN_RESULTS JURISDICTION_CODE
PAY_RUN_RESULT_VALUES RESULT_VALUE
PAY_ACTION_INFORMATION JURISDICTION_CODE

The process provides the Mode parameter, which is mandatory. The process must be first run in Generate mode and then in Upgrade mode.

Features of the PSD Code Upgrade Process

Running the PSD Code Upgrade Process

  1. In Pay Action Parameters window, specify the desired number of threads to run the process multi-threaded. The PSD Code Upgrade Process is a multi threaded process as it handles potentially high volume of data to process and update. It is highly recommended that the process is executed with multiple threads in order to optimize performance.

  2. Navigate to the Submit Request window.

  3. Select the PSD Code Upgrade Process in the Name field.

  4. Run the PSD Code Upgrade Process in Generate Mode.

  5. What happens when the process is run in the Generate Mode:

    1. The process checks for any PSD code changes necessitating an upgrade of the data. If there are no PSD code changes, the process will terminate without making any changes.

    2. If there are PSD code changes, the process will create an entry in the PAY_PATCH_STATUS table indicating the PSD Upgrade Data Generate Process is being run. The entry will refer to a <GENERATE_ID>. This <GENERATE_ID> will be used later in the processing.

    3. The process then creates a temporary element set 'US_JSD_ELEMENTS_<GENERATE_ID>, which holds all those elements that have Jurisdiction as an Input Value. This will be used later in the processing and is removed at the end of the process.

    4. For each of the assignments associated with the jurisdictions that had a PSD code change, the system will then determine if the PSD code needs to be updated and if so, a corresponding change is inserted into the PAY_US_GEO_UPDATE table. Records will be inserted into PAY_US_GEO_UPDATE for each of the tables verified.

    5. The process will print to the output file any changes that are determined for the assignments. The summary section at the end of the file indicates the number of assignments that are to be upgraded and run balance invalidated as required.

    6. The last step is to remove the temporary element set created earlier in Step 3.

  6. Verify the output file for the identified changes.

  7. Resolve any unexpected or incorrect updates in the output file and run the process again in Generate Mode until all such issues are taken care of.

  8. Once the data listed in the output file is acceptable, run the PSD Code Upgrade Process in Upgrade Mode.

  9. What happens when the process is run in the Upgrade Mode:

    1. The process creates an entry in the PAY_PATCH_STATUS table referring to the PSD Code Upgrade Process (e.g. <UPGRADE_ID>). This <UPGRADE_ID> is used later in the processing.

    2. For all the relevant records in PAY_US_GEO_UPDATE table, the <GENERATE_ID> is replaced with the <UPGRADE_ID>, (i.e. PAY_US_GEO_UPDATE table entries of <GENERATE_ID> are updated with <UPGRADE_ID>).

    3. For each applicable assignment, the above listed tables are updated with the applicable new PSD code details.

    4. The process then prints to the output file any assignments that were updated and the tables that were updated for each of those assignments. Assignments that ended in error will also be listed in the output. A summary section will be displayed at the end of the output file which indicates the total number of assignments selected for upgrade when run in Generate mode, the number of assignments updated successfully by the Upgrade process, and number of assignments that ended in error.

    5. The process then updates the status of the PAY_PATCH_STATUS entry to indicate the successful completion of the process when run in Upgrade Mode (i.e if there are no assignments in error). If there are any assignments in error, the status will be updated to 'Error'.

    6. The process then invalidates the run balances related to the PSD balances' defined balances. (Again, this happens only for those Business Groups associated with the assignments that were updated with the PSD code changes.)

    7. On successful update of all the assignments, records will be inserted into the PAY_US_GEO_UPDATE table indicating the completion of the Upgrade process for the current set of PSD code changes. This will ensure that no further update is necessary for the current changes in any future runs of the PSD Code Upgrade Process.

  10. Verify the data in the Output file for the changes made and status of the assignments that were processed.

  11. If any assignments are in error, identify the reason for error using the process log files.

  12. Once any errors have been identified and resolved, rerun the PSD Code Upgrade Process once again in Upgrade Mode to ensure that all the assignments are processed successfully.

Interpreting the Output Files

Output files are created each time the PSD Code Upgrade Process is run. They indicate the mode in which the process was executed along with execution time as well as the information listed below:

For information on the sample output files, refer to the Document 1447771.1, Oracle US Payroll: New 'PSD Code Upgrade Process' - Release 12.1 on My Oracle Support.

Run Balance Data stored in the PAY_RUN_BALANCES table also holds the PSD code data. Since PSD code data in PAY_RUN_RESULTS and PAY_RUN_RESULT_VALUES are updated by the PSD Code Upgrade Process, it is also necessary to invalidate the applicable run balances. When the PSD Code Upgrade Process is run in Upgrade Mode, it will invalidate the applicable run balances for PSD related balances' defined balances. Note: This happens only for the business groups associated with the assignments that are updated. After running the PSD Code Upgrade Process, it will also be necessary to run the Generate Run Balances concurrent program for the invalid run balances in order to regenerate them. Note that as the PSD Code Upgrade Process will only handle the applicable delivered run balances, any user defined or custom balances created for storing PSD result values will also need to be regenerated.

Determining how to Handle Employees with Invalid PSD Codes in Year End Reports

Pennsylvania employees with invalid PSD codes are reported in the W2 Exception Register report and an Employee W2 is not created for such employees.

The W2 Exception Register reports the following employees as an exception and these employees do not receive a W-2 for 2013 or later:

However, in certain cases, correcting the employee's invalid PSD codes might prove to be very difficult such as when an employee is terminated and claimed Pennsylvania as their state of residence but failed to submit the Residence Certification Form prior to termination. In such a scenario, correcting or adding the proper school district code to correct the PSD code may not be possible.

Oracle US Payroll enables you to determine whether employees with invalid PSD codes are to be reported in the W2 Exception Register or will receive a W-2 with a potentially invalid or incorrect TCD code in Box 20. The setting for the HR:Allow invalid PSD codes on W-2(Y/N) profile option will determine whether or not the employee is reported in the Employee W-2 PDF, W2 Register reports or the W2 Exception Register.

Before you run the Employee W-2 PDF, W2 Register reports or the W2 Exception Register report, review the setting of the HR:Allow invalid PSD codes on W-2(Y/N) profile option.

Setting the HR:Allow invalid PSD codes on W-2(Y/N) Profile Option

You can set the HR:Allow invalid PSD codes on W-2(Y/N) to either 'Y' or 'N' or leave the profile option value blank.

The following settings for this profile option will determine whether or not the employee is reported in the Employee W-2 PDF, W2 Register reports or the W-2 Exception Register report:

  1. The profile option is set to 'N' or left blank: Any Pennsylvania employee with an invalid PSD code that meets one of the three scenarios will be reported in the W2 Exception Register and no Employee W-2 PDF will be generated. Note that this is the default behavior.

  2. 2. The profile option is set to 'Y': This value overrides the default behavior and employees with invalid PSD codes that meet the conditions listed above will receive an Employee W-2 PDF and will also be reported in the Employee W2 Register instead of the W2 Exception Register. (Reminder: In this case, the employee’s W-2 may contain invalid or incorrect PSD code in Box 20.)

Important: To override the default behavior, you must set the profile option "HR:Allow invalid PSD codes on W-2(Y/N)" to Yes before running the Year End Pre-Process or must re-archive the profile option value by running the 'Year End Pre-Process Re-Archive (ER info only)' with the selection criteria as 'Invalid PSD Codes W2 Profile'. The archived profile option value will then be considered while processing the Employee W-2 Register or Employee W-2 PDF reports.

Payroll Register Reporting

Payroll Register Report

Payroll Register Reporting is used to show employee and group level payroll details such as:

The Payroll Register report consists of two separate reports grouped together in a Request Set. The two separate reports are the Payroll Register report, and the Payroll Register Totals report.

Sort Options

Payroll Register reports can be organized according to user-defined criteria, or sort options. Oracle Payroll does not require that you use sort options to generate your report, but they are the best way to customize the reports to your specific needs. You can sort reports by any or all of the following options:

Note: GRE should only be selected as a sort option if you have included all GRE's in the parameters for a Payroll Register request set.

The sort options are hierarchical in nature. The Sort Option Two field is enabled only after a selection has been made in the Sort Option One field. The Sort Option Three field is enabled only after a selection has been made in the Sort Option Two field.

Example of Sort Options

Following is an example of how to use sort options to customize the Payroll Register reports.

If you want to create reports sorted by GRE, Organization, and Location, you enter GRE into the Sort Option One field, Organization into the Sort Option Two field, and Location into the Sort Option Three field. Using the selected Sort Options, Oracle Payroll generates the reports listing payroll register data for each Location alphabetically by Organization within each GRE for the selected payroll or consolidation set.

Note: The sort options are nested. Using the previous example, if you change Sort Option Two from Organization to Location, Sort Option Three is automatically cleared.

Running the Payroll Register Request Set

The Payroll Register Report and Payroll Register Totals Report are two separate reports generated by a single Report Set. Both reports. These reports are printed in landscape fashion and are designed to fit on 8.5" x 11" paper. The Payroll register Report and Payroll Register Totals report do not contain page numbers.

For performance reasons the two reports are designed to take advantage of a multi-threaded environment, and contain sequence numbers you can view in the Requests window.

With some printer configurations, a heading may appear twice on the Payroll Register report and the application lists the data for the selected report data below the second heading.

Payroll Report Performance

The Payroll Register reports can contain large amounts of information. For maximum system performance, these reports are designed to take advantage of a multi-threaded environment. To obtain the maximum performance from the Payroll Register reporting process, configure the Payroll Action Parameters for Parallel Processing.

See: Payroll Action Parameters: Oracle HRMS US Implementation Guide

If you are running the Payroll Register request set for a large organization, you may experience performance concerns when including quarter-to-date balances in the Reporting Dimensions parameter. You may also experience performance issues if you change the Full Report parameter from No to Yes.

You run the Payroll Register Request Set from the Submit Requests window.

To run the Payroll Register request set

  1. In the Type field, select Set. In the Name field select Payroll Register Report from the List of Values.

  2. In the Request Set Programs region, click in the Parameters field and select the parameters for the report. See the Payroll Register Parameters section below for more information.

  3. Click OK to close the Parameters window.

  4. In the Request Set Programs region, select the number of copies you want to print of the Payroll Register and Payroll Register Totals reports.

    Caution: The Payroll Register Report can require substantial printing resources for large organizations.

  5. In the Printer field, select a printer or accept the default.

  6. In the Run Options region, select any run options and click Submit.

Payroll Activity Reporting

Payroll Activity Report

The Payroll Activity report shows employee and group level payroll details such as:

The Payroll Activity report consists of two separate reports grouped together in a Request Set. The two separate reports are:

Payroll Activity report Shows payroll activity details at the employee level.

Note: Depending on the selected parameters, the Payroll Activity report can be large and may take considerable time to run and print.

Payroll Activity Totals report Shows the current totals for the selected sort options: Organizations, Locations, and GREs. This report does not include employee, quarter-to-date, and year-to-date balances.

Sort Options

You organize Payroll Activity reports according to user-defined criteria or sort options. Oracle Payroll does not require that you use sort options to generate your report, but they are the best way to configure the reports to your specific needs. You sort reports by any or all of the following options:

Note: Select GRE as a sort option only if you have included all GREs in the parameters for a Payroll Activity request set.

The sort options are hierarchical in nature. Making a selection to the Sort Option One field enables Sort Option Two. Making a selection to the Sort Option Two field enables Sort Option Three.

Payroll Activity Report Output

The Payroll Activity Report and Payroll Activity Totals Report are two separate reports that you submit in a single Report Set. You print both reports using the selected parameters in landscaper format that fit on 8.5" x 11" paper. The Payroll Activity Report does not contain page numbers. The Payroll Activity Totals report includes page numbers.

For performance reasons (see below), the two reports take advantage of a multi-threaded environment and contain sequence numbers that you can view from the Requests window.

Note: A heading may appear twice on the Payroll Activity report. In cases where this happens, all of the selected report data appears beneath the second instance of the heading.

Performance and the Payroll Activity Reports

The Payroll Activity reports can contain large amounts of information. For maximum system performance, these reports take advantage of a multi-threaded environment. For the best performance from the Payroll Activity reporting process, make sure your system administrator has the Payroll Action Parameters configured for Parallel Processing.

See: Payroll Action Parameters, Oracle HRMS Implementation Guide

If you are running the Payroll Activity request set for a large organization, you may experience slower performance if you include quarter-to-date balances in the Reporting Dimensions parameter. You may also experience slower performance if you change the Full Report parameter from No to Yes.

Report Scenarios

Use the Payroll Activity report to list:

Running the Payroll Activity Request Set

Run the Payroll Activity Request Set from the Submit Request Set window.

To run the Payroll Activity request set

  1. In Request Set field, select Payroll Activity Report.

  2. In the Request Set Programs region, click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the parameters for the report.

  4. Click OK to close the Parameters window.

  5. In the Request Set Programs region, select the number of copies you want to print of the Payroll Activity and Payroll Activity Totals reports.

    The Payroll Activity Report can require substantial printing resources for large organizations.

  6. Click Options, and select Run and Print Options.

  7. Click OK, and click Submit.

Payroll Activity Parameters

The following parameters exist for the Payroll Activity reports:

Beginning Date Paid (required) Select the beginning payment date for the payroll runs/quick pays, or the effective date of the payroll reversals or balance adjustments that you include in the report.
In very large organizations, there may be a slight delay in accessing the list for Beginning Date Paid.
Ending Date Paid (required) Select the ending payment date for the payroll runs/quick pays, or the effective date of the payroll reversals or balance adjustments that you include in the report.
In very large organizations, there may be a slight delay in accessing the list for Ending Date Paid.
Payroll (optional) Select from the list to run this report for a specific payroll.
Consolidation Set (optional) Select from the list to run this report for a consolidation set. If you select a payroll in the Payroll field that is associated with a consolidation set, this field automatically populates.
Government Reporting Entity (optional) Select from the list to limit the report to a single GRE. If this field remains blank, the report contains information for all valid GREs in the business unit.
Organization (optional) Select from the list to limit the report to a single Organization. If this field remain blank, the report contains information for all valid Organizations.
Location (optional) Select from the list to limit the report to a single Location. If this field, remains blank the report contains information for all valid Locations.
Employee Name (optional) Select from the list to limit the report to a single employee. If this field remains blank, the report contains information for all valid employees.
Process Type (required) Select from the list to limit the report to a single payroll process type or, in some cases, to a pair of process types. Select All to report on all process types. The available process types are Balance Adjustments, Balance Initializations, Payroll Runs, Quick Pays, and Reversals. If you Select All, voided payments are also included in the report.
Suppress Current Zero Records (required) The default entry for this field is Yes. If you enter No in this field, the report shows employee records for individuals that have zeros entered in current elements but may have quarter-to-date or year-to-date balances.
Null records always appear in the Payroll Activity report.
Full Report (required) The default entry for this field is No. With No selected, the report shows balances for Hours, Earnings, and Deductions. If you select Yes, the report also includes balances for Taxable Wages and Employer Tax Liabilities.
Reporting Dimensions (required) The default entry for this field is Run. Run balances always show on the Payroll Activity report. In addition to Run balances, the report detail can also display quarter-to-date, year-to-date, or quarter-to-date and year-to-date balances.
You may encounter slow performance while running the Payroll Activity report if you selected a quarter-to-date Reporting Dimension.
The Payroll Activity Totals report ignores the Reporting Dimensions parameter. Only Run values display on the Payroll Activity Totals report.
Sort Options (optional) Use the three fields to sort your report results.
Employee Page Break (required) The default entry for this field is No. If you select Yes, the Payroll Activity report includes a page break after each employee contained in the report. The Payroll Activity Totals report ignores the Employee Page Break parameter.

Year End Preprocessing

Year End Pre-Process

The Year End Pre-Process is the Oracle Payroll utility that archives employee and employer data for a specific year and GRE. Once archived, this data is available for end of year reporting. The system archives the data from the Year End Pre-Process so you can regenerate year end reports.

What does the Year End Pre-Process Archive?

The Year End Pre-Process archives any employee records with non-zero values for any of the following balances for the selected year:

Running the Year End Pre-Process creates a log file that lists the numbers of assignments that were skipped, in error, and processed successfully.

Note: You do not need to run a payroll run to have the year end process produce output, such as a Federal 1099R magnetic file, if you have generated a non-zero value for the balance by running a process that creates a balance (reversal, balance adjustment, Quick pay, or balance initialization).

Viewing Archived Data

Use the View Archive window to view any employee or assignment data archived by the Year End Pre-Process. However, you cannot query for employer-level data that you have archived or stored against the payroll action. This window also displays any associated context code (such as Jurisdiction Code for State Income Tax).

This information is read-only. You cannot modify or update the data from this window. For instructions on how to run, retry, view, and rollback this information, see: Managing the Year End Pre-Process.

Adjusting and Retrying Records

If an employee's record has changes after you run the Year End Pre-Process, you can retry the Year End Pre-Process for that employee. It is not necessary to rerun the entire process. In instances where large numbers of employees' balances change after the Year End Pre Process is run, it may be easier to rollback the Year End Pre-Process and re-run to include the balance updates.

You mark individual assignments for retry in the Employee Assignment Process window. You can also retry a payroll process for an assignment set but not for a dynamic assignment set.

You re-archive employer data by marking the payroll action for retry in the Payroll Process Results window and then retrying the process by selecting Retry US Payroll Process from the Submit Requests window. If no employees are assigned to a GRE, the Year End Pre-Process archives only employee data. In this case, you cannot re-archive employee data through the Retry US Payroll Process. You must roll back and then rerun the Year End Pre-Process.

Out of Balance Conditions in State and Federal W-2 Reports

An out of balance condition exists when the archived content differs from the corresponding live payroll balances. By comparing your Year End pre-archive balancing reports (such as GRE Totals or federal, state, or local tax remittance reports) against your post-archive balancing reports (such as the W-2 Register/1099-R Register or the W-2 Magnetic Media Employee Detail file), you can determine if these discrepancies are in the pre-archive or post-archive balances.

Such conditions may occur when:

Once you have determined if out-of-balance conditions exist, run the Year End Archive Reconciliation report to identify the source of the discrepancy. This report:

Managing the Year End Pre-Process

Year End Pre-Processing involves the following operations:

To Run the Year End Pre-Process

Run this process from the Submit Requests window:

  1. In the Request Name field, select Year End Pre-Process.

  2. Click in the Parameters field if the parameters window does not automatically open.

  3. Specify the Year End Pre-Process that you want to run by selecting the Year and Government Reporting Entity.

  4. Click OK, then Submit.

  5. On completion of the process, check the logfile for counts of successful, skipped, and assignments in error.

    Note: Do not run the Payroll Process and Year End Pre Process concurrently. Running the processes concurrently can result in table locking and performance issues.

To View the Archived Data

  1. Select Assignment Process Result from the View menu.

  2. Select the appropriate assignment.

  3. Select "Federal-YREND-XXXXX" (where XXXXX is your GRE name).

  4. Click View Results.

    The View Archived Values window opens. This window displays data archived for an employee, including:

    This information is read-only.

    Note: The check box on this window indicates if the Year End Pre-Process was locked by a magnetic media process (such as Federal W-2 Magnetic Media) and cannot be rolled back or marked for retry.

Troubleshooting Archived Data

During the archival process, the Year End Pre-Process reports on the number of assignments successfully archived, skipped, or in error. To view the archived error information:

  1. Open the Requests window.

  2. Select your request, and click View Log.

    This displays the Year End Pre-Process's logfile, including counts of successful, skipped, and assignments in error.

  3. Open the Payroll Processes window.

  4. Query your archived Year End Pre-Process:

  5. Click Find.

    Oracle Payroll returns a list of all archives matching your search criteria.

To Retry the Year End Pre-Process

Retrying the Year End Pre-Process re-archives any employee assignments that you marked for retry.

If you generated any of the following reports, you must first roll back the process prior to retrying the Year End Pre-Process:

Mark assignments for retry in the Employee Assignment Process window. You can also run this process for an assignment set but not for a dynamic assignment set. If there are no employees in the GRE, you cannot perform a retry.

  1. In the Name field, select Retry US Payroll Process.

  2. Click in the Parameters field if the parameters window does not automatically open.

  3. In the Process Year field, enter the appropriate year.

  4. In the Process Type field, select Magnetic Report.

  5. In the Payroll Process field, select the appropriate Year End Pre-Process.

  6. Click OK, then Submit.

To roll back the Year End Pre-Process

When you roll back the Year End Pre-Process, you are removing all archived data on year end balances from the system.

If you generated any of the following reports, you must roll back the process prior to rolling back the Year End Pre-Process:

You can roll back the Year End Pre-process using the Rollback US SQWL/SMWL Process. See: Running the Rollback US SQWL/SMWL Process

Identifying Missing Employees to Add to the Year End Preprocess

To add employees who were hired and processed after you run the Year End Preprocess, run the Year End Archive Missing Assignments Report. This report identifies employees who were not picked up by the Year End Preprocess but are now eligible for processing. This report adds the missing employees to an assignment set.

After you have identified any omitted employee assignments, run the Add Assignment Actions to Year End Preprocess process to add them to the Year End Preprocess (YEPP).

Note: When running these processes as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the Year End Archive Missing Assignments Report

  1. Select the Reporting Year from the list of values.

  2. Select the GRE or PRE Archived by Year End Preprocess.

  3. Enter an assignment set that represents your missing employees.

  4. Select the Output File Type. You choose between Comma Delimited and HTML formats.

    The report displays the year, GRE, or PRE, employee name, Social Insurance Number, and assignment number of the employees who were not previously archived by the preprocess.

    The next step is to run the Add Assignment Actions to Year End Preprocess, which picks up the assignments from the assignment set.

To run the Add Assignment Actions to Year End Preprocess

This process picks up the assignments marked for retry and archives them in the YEPP.

  1. In the Request Name field, select Add Assignment Actions to Year End Preprocess.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the Reporting Year from the list of values.

  4. Specify the GRE or PRE whose YEPP archive you want to amend.

  5. Specify the assignment set created when you ran the Year End Archive Missing Assignments Report report.

  6. Choose the output file type. You can choose between comma separated values (CSV) and HTML formats.

    When you run the Retry Payroll Process for the Year End Preprocess, it archives the data for the new assignments.

  7. Click Save and then Submit.

  8. Run the Retry Payroll Process to archive the data for the new assignments.

Verifying Employee Federal, State, and Local Balances

The Year End Archive Reconciliation report compares the employee federal, state and local level balances archived by the Year End Pre-Process against the corresponding live payroll balances. The report displays employees that have discrepancies.

To verify your employee Federal and state balances

  1. Run the Year End Pre Archive balancing reports (such as the GRE Totals or Federal/State and Local Tax Remittance reports).

  2. Run the Year End Pre-Process.

  3. Run the Year End Post Archive balancing reports (such as the W-2 Register/1099-R Register or the Federal/State W-2 Magnetic Media .a03 Employee Detail report).

  4. Compare your pre-archive reports against your post-archive reports.

  5. If any discrepancies exist, run the Year End Archive Reconciliation report to identify the causes.

To run the Year End Archive Reconciliation report

Run this report from the Submit Requests window.

  1. In the Request Name field, select Year End Archive Reconciliation report. If the Parameters window does not open automatically, click in the Parameters field.

  2. In the Parameters window, enter the tax year for the report in the Year field.

  3. Select the GRE you want to check. Your selection determines whether you are checking W-2 or 1099-R reports.

  4. Specify if you are checking federal, state, local, or other taxes.

  5. If you are running this report at the state level, select a state.

  6. Select the W-2/1099-R wage or tax type you want to check.

  7. Select a report output format.

  8. Click OK, then Submit.

    Oracle Payroll generates an output file with the name <User_name>.<request_id>, where <User.name> is your user name and <request_id> is this report's request ID. This file is placed in the OUT directory.

To resolve out-of-balance conditions

If the Year End Archive Reconciliation report identifies any employees with out-of-balance discrepancies:

  1. Mark the Year End Pre-Process for retry for those employees you have corrected.

  2. Re-run the Year End Archive Reconciliation report to confirm that you have corrected the errors.

Post Archive Reporting

Post-Archive Reports

Run the following reports after running the Year End Pre-Process.

W-2 Register Shows the amounts reported in each box of the Form W-2 for all employees in a particular GRE as of the chosen effective date by W-2 box number (1 through 20).

Note: The Puerto Rico W-2 Register is part of the W2 Puerto Rico Request Set.

W2 Exception Register Identifies employees who have negative box 1 totals on the form W-2 or have zero box 1 totals but have other negative W-2 box totals. Identifies employees who have negative box 1 totals on the form W-2 or have zero box 1 totals but have other negative W-2 box totals. This report also identifies Pennsylvania employees with invalid Political Subdivision Codes (PSD Codes).

Note: Oracle US Payroll enables you to determine whether employees with invalid PSD codes are to be reported in the W2 Exception Register or receive a W-2 with a potentially invalid or incorrect TCD code in Box 20. The setting for the HR:Allow invalid PSD codes on W-2(Y/N) profile option determines whether or not an employee is reported in the Employee W-2 PDF, W2 Register reports or the W2 Exception Register. Before you run the W2 Register report, review the setting of the HR:Allow invalid PSD codes on W-2(Y/N) profile option.


For more information, see:
1099-R Register Lists the amounts reported in each box of the Form 1099-R for all employees in a particular GRE for a given year.
1099-R Exception Register Identifies employees who have negative box 1 totals on the Form 1099-R or have a zero box 1 total on the Form 1099-R but have other negative 1099-R box totals.
Year End Negative Balances Identifies employees in a GRE who have negative balances on the form W-2.
Year End Archive Missing Assignments Report Identifies missing assignments from the Year End Pre-Process Archive for a GRE. This report produces an assignment set containing all assignments missing from the Year End Pre-Process.
Add Assignment Actions to the Year End Pre-Process Adds assignments to the Year End Pre-Process after a run. The process also marks the eligible assignments for retry when you run the Retry US Payroll Process concurrent program.
Discoverer Workbooks

Note: Oracle Applications only certifies workbooks for the desktop version of Discoverer.

Assists in diagnosing and balancing issues. Relevant workbooks include:

  • Employee W2 Federal Details

  • Employee W2 State Details

  • Employee W2 Locality Details

  • Employee W2 Box 12 Details

  • Employee W2 Box 14 Details

Depending upon the output on these reports, you may have to make adjustments to various balances.

Year End Negative Balances Report

The Year End Negative Balances Report identifies individual employees in a GRE with negative balances on the Form W-2. Run this report after you complete the Year End Pre-Process for the GRE in question and before you begin the magnetic or paper W-2 or 1099-R creation process.

This report prints all employees with negative balances of the following types:

Year End Negative Balances Report Sort Options

Organize the Year End Negative Balances Report according to user-defined criteria or sort options. Oracle Payroll does not require that you use sort options to generate your Year End Negative Balances Report, but they are the best way to configure the report to your specific needs. You sort the report by any three of the following options:

Following is an example of how to use sort options to configure the Year End Negative Balances Report.

If you want to create a report sorted by Organization, Location, and Employee Name:

  1. Enter Organization into the Sort Option One field.

  2. Enter Location into the Sort Option Two field.

  3. Enter Employee Name into the Sort Option Three field.

Using these Sort Options, Oracle Payroll generates the report listing each employee name by location within each organization for the selected GRE.

Note: The sort options are nested. If you change Sort Option Two from Location to Employee Name, Sort Option Three automatically clears.

Sort Options and Report Layout

When printed, the Year End Negative Balances Report inserts a page break between each selected sort option, with the exception of Employee Name or Social Security Number.

For Example, if you choose Organization, Location, and Employee Name as sort options, the report contains a page break every time the Organization or the Location changes. The report does not have page breaks between the individual employees.

Year End Negative Balances Report Parameters

The following parameters exist for the Year End Negative Balances Report:

Reporting Year (required) Enter the four-digit calendar year.
Government Reporting Entity (required) Select the GRE.
Sort Options (optional) Use the three fields to sort your report results.
If you do not select any sort options, the report uses Employee Name as the default.

Year End Negative Balances Report Output

The Year End Negative Balances Report prints according to the parameters that you select, in landscape format on 8.5" x 11" paper. The parameters are included at the beginning of the report. The report is printed in landscape fashion and is designed to fit on 8.5" x 11" paper.

The values for boxes 1 through 6 of form W-2 appear for each employee on the report. The values for all other W-2 boxes will appear on the report only if they are non-zero values.

Year End Archive Missing Assignments Report

The Year End Archive Missing Assignments report identifies missing assignments from the Year End Pre-Process Archive for a GRE. Run this report after you run the Year End Pre-Process for the GRE in question. This process produces an assignment set containing all assignments missing from the archive. You can use this set later in the Add Assignment Actions To The Year End Pre-Process process.

An employee's assignments could be missing from the archive for different reasons. One example is if you performed a balance adjustment for an employee who was missing their initial balance upload. The original Year End Pre-Process does not include the employee but, due to the balance adjustment, must be included in the archive. The report also identifies employees who were hired and paid (within the year being processed) after the Year End Pre-Process was run.

Year End Archive Missing Assignments Report Parameters

The following parameters exist for the Year End Archive Missing Assignments Report:

Year Year for the Year End Pre-Process.
GRE GRE you archived by the Year End Pre-Process on.

Note: Only GREs you have archived in the selected year are available.

Assignment Set Name for your Assignment Set. The Add Assignment Actions To The Year End Pre-Process can use this set as source data to include these employees in the archive.

Note: When you create the Assignment Set do not include spaces in the Assignment Set name. This report does not support dynamic assignment sets.

Output File Format Select one of the following formats: Comma Delimited (CSV) or HTML. HTML is the default value.

You must run the Year End Pre-Process before you submit this process. The report displays the results in the following groupings:

Adding Assignment Actions To The Year End Pre-Process

The Add Assignment Actions To The Year End Pre-Process adds assignments to the Year End Pre-Process archive. The process also marks the eligible assignments for retry so that they process when you run the Retry US Payroll Process for the Year End Pre-Process.

The Year End Pre-Process or the Add Assignment Actions To The Year End Pre-Process archives an employee if any of the following balances have a non-zero value for a dimension of Year to Date:

Add Assignment Actions To The Year End Pre-Process Process Parameters

The following parameters exist for the Add Assignment Actions To The Year End Pre-Process:

Year Select the year.
GRE Archived by the Year End Pre-Process Enter the GRE.
Assignment Set You can enter any assignment set, but to ensure that you process all missing assignments, use the assignment set created by the Year End Archive Missing Assignments Report.

Note: This report does not support dynamic assignment sets.

Output File Format Select Comma Delimited (.CSV) or HTML. HTML is the default value.

Running the Year End Negative Balances Report

Run the Year End Negative Balances Report from the Submit Request window.

To run the Year End Negative Balances Report

  1. In the Name field, select Year End Negative Balances. Click in the Parameters field if the Parameters window does not automatically appear.

  2. Select the parameters for the report. See:Year End Negative Balances Report Parameters section

  3. Click OK to close the Parameters window.

  4. In the Print To field in the Submit Request window, select a printer or accept the default.

  5. Click Options to enter print and run options for the report.

  6. Click Submit.

    Navigate to the View Requests window to view the report.

Running the Year End Archive Missing Assignments Report

Run the Year End Archive Missing Assignments Report from the Submit Request window.

To Run the Year End Archive Missing Assignments Report

  1. In the Name field, select Year End Archive Missing Assignments Report. Click in the Parameters field if the Parameters window does not automatically appear.

  2. Select the parameters for the report. See the Year End Archive Missing Assignments Report Parameters section for more information.

  3. Click OK to close the Parameters window.

  4. Click Submit.

Navigate to the View Requests window to view the report.

Running the Add Assignment Actions To The Year End Pre-Process Process

Run the Add Assignment Actions To The Year End Pre-Process Process from the Submit Request window.

To run the Add Assignment Actions To The Year End Pre-Process Process

  1. In the Name field, select Add Assignment Actions To The Year End Pre-Process. Click in the Parameters field if the Parameters window does not automatically appear.

  2. Select the parameters for the report. See:Add Assignment Actions To The Year End Pre-Process Parameters section

  3. Click OK to close the Parameters window.

  4. Click Submit.

1099-R Processing

Reporting Retirement Income Distributions

If you distribute retirement income during the tax year, you must use Form 1099-R to report the distributions and any amount withheld for FIT/SIT/LIT. If you have more than 249 retirees, you must file Forms 1099-R on magnetic media unless you were granted a waiver. Beginning in tax year 2006, the IRS will no longer accept 3 1/2 inch diskettes for filing information returns. Effective with the 2006 1099R filing, the IRS is asking for the first year of a designated ROTH so they can determine if the ROTH meets the 5 year participation rule. If the 5 year participation rule is met, you distribute the earnings tax free.

You must report any distributions from all types of retirement plans and report both periodic and lump-sum payments.

Report distributions from any of the following on Form 1099-R:

You must successfully run the Year End Pre-Process for each GRE in your enterprise prior to running a Federal or State magnetic 1099-R report.

Form 1099-R Box Information

The following table depicts the various boxes and fields on form 1099-R and indicates where Oracle Payroll draws the appropriate balances to complete the form:

Box Title Information Contained
1 Gross distribution GROSS EARNINGS
2a Taxable amount REGULAR EARNINGS + SUPPLEMENTAL EARNINGS FOR FIT SUBJECT TO TAX + SUPPLEMENTAL EARNINGS FOR NWFIT SUBJECT TO TAX + PRE TAX DEDUCTIONS FOR FIT SUBJECT TO TAX - PRE TAX DEDUCTIONS - FIT NON W2 PRE TAX DEDNS

Important: For an alternative calculation method, see: Setup Steps to Calculate the 1099-R BOX 2a Taxable Amount using the Simplified Method Worksheet Calculation

2b Taxable amount not determined Defined by Taxable amount unknown in the PAY_US_PENSION_REPORTING EIT at the Assignment level
2b Total distribution Defined by the value in Total distributions in the PAY_US_PENSION_REPORTING EIT at the Assignment level
3 Capital gain (included in box 2a) CAPITAL GAIN
4 Federal income tax withheld FIT WITHHELD
5 Employee contributions /Designated Roth contributions or insurance premiums EE CONTRIBUTIONS OR PREMIUMS
6 Net unrealized appreciation in employer's securities UNREALIZED NET ER SEC APPREC
7 Distribution code(s) Defined by the value in 1099-R Distribution code in the PAY US Pension Reporting EIT at the Person level
8 Other OTHER EE ANNUITY CONTRACT AMT
9a Your percentage of total distribution Defined by the Employee distribution percentage in the PAY_US_PENSION_REPORTING EIT at the Assignment level
9b Total employee contributions TOTAL EE CONTRIBUTIONS
10 Amount allocable to IRR within 5 years BOX 10 1099R IRR AMOUNT (The amount of the distribution allocable to an IRR made within the 5-year period beginning with the first day of the year in which the rollover was made.)
11 1st year of desig Roth contrib. Defined by the value in 1st Yr of desig Roth contrib in the PAY US Pension Reporting EIT at the Person level: (The first year of the 5-taxable-year period. This is the year in which the designated Roth account was first established by the recipient.)
12 State tax withheld SIT WITHHELD
13 State/Payer's state no. State_id from ORG_INFORMATION of hr_organization_information
14 State distribution  
15 Local tax withheld Tax type (SDI, city, county, school) WITHHELD
16 Name of locality  
17 Local distribution  

Setup Steps to Calculate the 1099-R BOX 2a Taxable Amount using the Simplified Method Worksheet Calculation

For some retirees or pensioners, Box 2a Taxable Amount of Form 1099-R must use a calculation outside of what is provided in Oracle Payroll. According to the Form 1040 Instructions (and also as documented in IRS Publication 575), Box 2a should be calculated using the “Simplified Method worksheet”. This means the Total EE Contributions from 1099-R Box 9 in addition to the number of months for which this year's payments were made need to be taken into consideration when performing the calculation.

Complete the following steps to calculate the Box 2a information using the Simplified Method worksheet:

Defining the Organization Context (DFF) at the GRE Level

  1. In the Organization window, query the GRE for which to enter the 1099-R data.

  2. With Government Reporting Entity selected in the Organization Classifications region of the Organization window, choose Others and select '1099R Magnetic Report Rules 1'.

  3. Click in the Additional Organization Information field to open the '1099R Magnetic Report Rules 1' window.

  4. Select Yes or No in the Simplified Method for Box2a field. If Yes is selected, then Box 2a is calculated using the simplified method worksheet. If this value is left blank or set to No, then Box 2a is calculated using the default behavior as listed in the Form 1099-R Box Information table.

Defining the Person Level Extra Information Type (EIT)

  1. In the People window, click Others and select Extra Information.

  2. Select the 1099R Simplified Method Details extra information type. This EIT contains the following fields which must be populated in order to properly calculate Box 2a:

Feeding the Balance for Box 2a, if applicable

The Tax Free Amount Since 1986 for 1099R balance can be populated manually if applicable.

  1. Navigate to Total Compensation.

  2. Click Balance to open the Balance window.

  3. Search for the Tax Free Amount Since 1986 for 1099R balance.

  4. Create the appropriate balance feed.

The user table “SIMPLIFIED_METHOD_1099R_NO_OF_PAYMENTS_TBL” stores the expected number of payments to the plan annuitant(s) according to IRS rules. The values stored are based on the annuitant's age (or the combined age of annuitants if there is more than one). The value of Box 2a is determined based (in part) on both the values entered in the 1099R Simplified Method Details person extra information type along with the applicable user table value.

Form 1099-R Distribution Codes

Oracle Payroll supports all 1099-R distribution codes, but just one code per employee reported per Government Reporting Entity(GRE). If you have multiple distribution codes, you have to create two separate assignments in two different GRE's. Oracle does not support the printing of multiple codes per 1099-R for a single employee.

Code Distribution
1 Early distribution, no known exception. Use Code 1 only if the employee/taxpayer has not reached age 591/2, 8, D, L, or P, and if none of the exceptions under distribution Codes 2, 3, or 4 apply when the distribution is made. Use Code 1 even if the distribution is made for medical, first-time homebuyer, or qualified higher education expenses, under section 72(t).
2 Early distribution, exception applies (under age 59 1/2).
Form 5329 is not required.
3 Disability.
Form 5329 is not required.
4 Death.
Form 5329 is not required.
5 Prohibited transaction.
6 Section 1035 exchange (a tax-free exchange of life insurance, annuity, or endowment contracts).
7 Normal distribution.
8 Excess contributions plus earnings/excess deferrals (and/or earnings) taxable in 2004.
9 Cost of current life insurance protection (premiums paid by a trustee or custodian for current insurance protection, taxable to you currently).
A May be eligible for 10-year tax option. See Form 4972.
B Designated Roth account distribution. This code is only used for a distribution that is not a qualified distribution. You must generate a separate 1099-R to report a distribution from a designated Roth account.
D Excess contributions, plus earnings/excess deferrals taxable in 2003.
E Excess annual additions under section 415 and certain excess amounts under section 403(b) plans. Report on Form 1040/1040A on the line for taxable pension or annuity income.
Form 5329 is not required.
F Charitable gift, annuity.
G Direct rollover to a qualified plan, a tax-sheltered annuity, a governmental 457(b) plan, or an IRA. May also include a transfer from a conduit IRA to a qualified plan.
Form 5329 is not required.
J Early distribution from a Roth IRA, no known exception (in most cases, under age 59 1/2). Report on Forms 1040 and 8606, and see Form 5329.
L Loans treated as distributions.
N Recharacterized IRA contribution made for 2005 and recharacterized in 2005. Report on 2005 Form 1040/1040A and Form 8606, if applicable.
P Excess contributions plus earnings/excess deferrals taxable in 2004.
Q Qualified distribution from a Roth IRA. You are age 59 1/2 or over and meet the 5-year holding period for a Roth IRA. See the Form 1040/1040A instructions.
Form 5329 is not required.
R Recharacterized IRA contribution made for 2004 and recharacterized in 2005. Report on 2004 Form 1040/1040A and Form 8606, in applicable.
S Early distribution from a SIMPLE IRA in first 2 years, no known exception (under age 59 1/2). May be subject to an additional 25% tax. See Form 5329.
T Roth IRA distribution, exception applies. Use Code T for a distribution from a Roth IRA if you do not know if the 5-year holding period has been met but:

  • The participant has reached age 59 1/2, or

  • The participant died, or

  • The participant is disabled


If any other code applies (such as 8 or P, use Code J.

Defining 1099-R Reporting Rules

Access the 1099-R Magnetic Reporting Rules from the Organization window. You can display them by selecting the Organization Classification of Government Reporting Entity and clicking the Others button. From the Additional Organization Information window, you select 1099-R Magnetic Reporting Rules. You must define the rules for each retirement GRE.

Required Parameters

The reporting rules require the following parameters:

1099-R Transmitter
Transmitter Control Code
Bureau
Combined Filing
Recording Mode
Parity
Label
Density
Contact Name
Contact Phone No.
Contact E-mail Address
Produced using Oracle

Vendor Specific Parameters

You must enter the contact information for the vendor that produces the magnetic file you are submit. If you select Yes in the produced Using Oracle field, then the following fields provide seeded vendor information:

Vendor Name
Vendor Address
Vendor City
Vendor State
Vendor Zip
Vendor Contact Name
Vendor Phone Number

Other Reporting Concerns

Record all GREs with the same Transmitter Control Code on the same magnetic media file. For a retirement GRE that is not a 1099-R transmitter, the last eight parameters are not used and may be left blank.

Note: Since the State 1099R Magnetic Report for New York uses State Quarterly Wage Listings, and North Carolina and Michigan use the TIB4 format, you must define W2 Reporting Rules for the pertinent retirement GRE to generate the NY, NC, and MI 1099-R reports.

1099R Output

The Federal and State 1099R Magnetic Report generates two output files:

Note: If you use Microsoft Windows NT to generate the magnetic media, you must shorten the first part of the filenames so they contain no more than 8 characters.

You can view the post archival reports from the application. After the magnetic media process completes successfully, navigate to Payroll Process Results to view the output files

Report Errors and Resolution

If you run a Magnetic 1099R report, and it does not complete successfully, the View Requests window indicates that an error has occurred. To read the error message, you must open the log file specified in the View Requests window.

Errors most often occur because:

To resolve an error, you must roll back the magnetic report and fix the error. Once you resolve the error, you can rerun the magnetic report.

Paper 1099-R Requirements

Employers use the Form 1099-R to report individuals' annual pension distribution information to employees, retirees, the IRS, state, and local governments.

Note: Oracle Payroll supports all 1099-R distribution codes, but just one code per employee reported. Oracle does not support the printing of multiple codes for a single employee.

You can print a single 1099-R or a range of 1099-Rs that you define, and sort options give you further flexibility in 1099-R distribution. Oracle Payroll supports paper 1099-R PDF output for printing in accordance with Evergreen #5179 blank perforated paper (envelope #9999-1). Perforations are required between forms on all copies except Copy A to make separating the forms easier.

You must print Copy A of form 1099-R in Flint J-6983 red OCR dropout ink or an exact match. The four-digit form identifying number must be in nonreflective carbon-based black ink in OCR A font. You cannot send Copy A of the pdf output to the IRS unless you use the correct ink. However, you can still use the pdf output to furnish paper copies to the payees.

Note: You must complete the Year End Pre-Process for your enterprise before you can run the Paper 1099-R report.

Oracle Payroll also supports the following forms which are available from RR Donnelley (formerly Moore) for 1099-Rs:

Generate Corrected 1099-R Information Return-PDF Reports

1099-Rs (Information Returns) need to be checked as Corrected if there is any change to the data after the retiree received their 1099-R. The application should only generate Corrected 1099-Rs when the data is changed, but not when you add a new employee to the archive. When you add employees to the archive after the date set in profile option 'HR: Original 1099-R on or before (MM/DD)’, you must use 'Add Assignment Actions To The Year End Pre-Process'. When you run the Retry US Payroll Process, retiree assignments added using the 'Add Assignment Actions To The Year End Pre-Process' will not be marked as Corrected.

The application uses the value of the HR: Original 1099-R on or before (MM/DD) profile option to check the Corrected check box if the year end archive process is completed or a report is generated after the date or month for the reporting year derived from the process. When the value of the profile option is set to a month and day, the value will be used to compare to the date the data is archived. The Year End Preprocessor (YEPP) archives the date for an assignment action as the A_ARCHIVE_DATE. If the A_ARCHIVE_DATE is found to be greater than the profile option date when the 1099-R PDF is run, then the 1099-R is printed with the ‘Corrected’ check box checked.

The following section is an example of how to issue 1099-R's with the Corrected check box checked:

  1. Set the profile option 'HR: Original 1099-R on or before (MM/DD)’ to a day and month (for example: 02/01). The application dynamically adds the year as one year after the year for which the 1099-Rs are being generated. In this case, the 1099-Rs are being issued for 2010, so the profile date is 02/01/2011. This is the date after which any 1099-Rs will be re-issued and therefore require 'Corrected' to be checked.

  2. On Dec 31, 2010 or any date in January 2011, you run the Year End Preprocessor as normal. This will archive the assignment action dates (A_ARCHIVE_DATE) and will also archive the profile option date.

  3. Prior to January 31st, 2011, you run the 1099-R PDF report. This will generate all 1099-R's with the Corrected box unchecked.

  4. On February 15th, 2011 a retiree reports an incorrect value on their 1099-R and balance adjustments are made for 2010 to correct their data.

  5. The retiree's data is re-archived. Then, the 1099-R PDF process is rerun for this person (A_ARCHIVE_DATE gets set to 02/15/2011 which is later than the profile option date of 02/01/2011), and now their 1099-R is printed with the Corrected checkbox checked as required.

See: Running the 1099R Information Return PDF

Sort Options for Paper 1099-Rs

You can select sort criteria (or sort options) for Paper 1099-R distribution purposes. The sort options available for the 1099-R Information Return are:

Field Name Description
Employee Name (last, middle, first) As of archive date.
This is the default sort option.
Social Security Number As of archive date.
If you select Social Security Number as a sort option, you may not select Employee Name as a subordinate sort option.
Zip Code Use the current Zip Code from the employee's primary address.

Note: Selecting a value in the Selection Criterion field enables the corresponding field.

Report Parameters for Paper 1099-Rs

You select 1099-Rs by the following criteria:

When generating paper 1099-Rs, you have additional selection criteria. You can choose one of the following to further restrict your paper 1099-R report:

Field Name Description
Organization From employee's primary assignment as of the effective date.
Location From employee's primary assignment as of the effective date.
Employee Name (last, middle, first) As of 12/31 of year selected.
Social Security Number As of 12/31 of year selected.
State If you select a state in this field, 1099-Rs print for all employees that have taxable wages in that state. If an employee has taxable wages in an additional state, all 1099-Rs for that employee are printed.

1099-R Register Reporting

You can preview 1099-Rs using the 1099R Register Report before printing. Through the 1099R Register report, you can view the amounts reported in each box of the Form 1099-R for all employees in a particular GRE for a given year. You can also view the amounts for a particular assignment set. This report includes all balances reported on the 1099R Information Return. The 1099R Register report shows totals by 1099-R box number (1 through 15). Using sort options, you can customize this report to further display withholding totals for employees, organizations, and locations.

You use the 1099R Register report to verify your 1099-R box totals prior to running your 1099-Rs.

1099-R Register Sort Options

You organize 1099R Register reports according to user-defined criteria or sort options. Oracle Payroll does not require that you use sort options to generate your 1099R Register report, but they are the best way to customize the report to your specific needs. You sort reports by any three of the following options:

Note: You can choose to sort by Social Security Number or by Employee Name, but not both. If you select Social Security Number as a sort option, Employee Name does not appear in the List of Values for the remaining sort options. If you select Employee Name as a sort option, Social Security Number does not appear in the List of Values for the remaining sort options.

The following is an example of how to use sort options to customize the 1099R Register report.

To create a 1099R Register report sorted by Organization, Location, and Employee Name:

  1. Enter Organization into the Sort Option One field.

  2. Enter Location into the Sort Option Two field.

  3. Enter Employee Name into the Sort Option Three field.

Using the selected Sort Options, Oracle Payroll generates the report listing the 1099-R box totals for each employee alphabetically by location within each organization for the selected GRE.

Note: The sort options are nested. If you change Sort Option Two from Location to Employee Name, Sort Option Three automatically clears.

Sort Options and Report Layout

When printed, the 1099R Register report inserts a page break between each selected sort option, with the exception of Employee Name or Social Security Number.

For Example, if you choose Organization, Location, and Employee Name as sort options, the report contains a page break every time the Organization or the Location changes. The report does not have page breaks between the individual employees.

The report then lists the following information:

1099-R Register Parameters

The following parameters exist for the 1099R Register:

Reporting Year (required) Four digit calendar year.
Government Reporting Entity (required) GRE
Only GREs that you have archived using the Year End Pre-Process for the specified Reporting Year appear in this list. GREs for retirees do not appear in the list.
Totals Only (required) Yes displays only the box totals for all selected employees in the report; the report does not include individual employees. No displays box totals in the report for selected individual employees, as well as the totals.
Assignment Set (optional) An assignment set limits the report to only those employees included in it.

Note: This report does not support dynamic assignment sets.

Sort Options (optional) Use the three fields for sort options to support your report results. You cannot select Sort Options if you have set the Totals Only parameter to Yes.
If you do not select any sort options, the report uses Employee Name as the default.

1099-R Register Output

The 1099R Register prints according to the parameters that you select, in landscape format to fit on 8.5" x 11" paper.

1099R Exception Register

The 1099R Exception Register identifies employees who have negative box 1 totals on the Form 1099-R, or have a zero box 1 total on the Form 1099-R but have other negative 1099-R box totals. This report lists all balances reported on the 1099R Information Return.

Run the 1099R Exception Register for a single GRE or an assignment set (but not a dynamic assignment set). If you run this report for an assignment set, only those employees in the selected GRE appear on the report. You can configure the 1099R Exception Register to display the 1099-R box totals for all selected employees in the report, or you can display 1099-R box details for individual employees in the report, as well as the report totals.

The 1099R magnetic report or paper 1099R does not include employees identified by the 1099R Exception Register. You have to manually generate 1099-Rs for these employees and amend the magnetic files.

Note: You must run the Year End Pre-Process for the GRE before you can run the 1099R Exception Register report.

1099R Exception Register Sort Options

Organize the 1099R Exception Register according to user-defined criteria or sort options. Oracle Payroll does not require that you use sort options to generate your 1099R Exception Register, but they are the best way to customize the report to your specific needs. You sort the report by any three of the following options:

Note: You cannot choose to sort by Social Security Number and then Employee Name. If you select Social Security Number as a sort option, Employee Name does not appear in the List of Values for the remaining sort options.

The following is an example of how to use sort options to customize the 1099R Exception Register.

To create a 1099R Exception Register sorted by Organization, Location, and Employee Name:

  1. Enter Organization into the Sort Option One field.

  2. Enter Location into the Sort Option Two field.

  3. Enter Employee Name into the Sort Option Three field.

Using these Sort Options, Oracle Payroll generates the report listing each employee by location within each organization for the selected GRE.

Note: The sort options are nested. Using the previous example, if you change Sort Option Two from Location to Employee Name, Sort Option Three automatically clears.

Sort Options and Report Layout

When printed, the 1099R Exception Register inserts a page break between each selected sort option, with the exception of Employee Name or Social Security Number.

If you choose Organization, Location, and Employee Name as sort options, the report contains a page break every time the Organization or the Location changes. The report does not have page breaks between the individual employees.

1099R Exception Register Parameters

The following parameters exist for the 1099R Exception Register:

Reporting Year (required) Enter the four digit calendar year.
Government Reporting Entity (required) Select the GRE.
Only GREs that you have archived using the Year End Pre-Process for the specified Reporting Year appear in the list. GREs for retirees do not appear in the list.
Totals Only (required) Select Yes to show only the W-2 box totals for all selected employees in the report ; individual employees are not included in the report. Select No to show 1099-R box totals in the report for selected individual employees, as well as the totals for these employees.
Assignment Set (optional) Select an assignment set to generate an exception report for only those employees.

Note: This report does not support dynamic assignment sets.

Sort Options (optional) Use the three fields for sort options to sort your report results. You cannot select Sort Options if you have set the Totals Only parameter to Yes.
If you do not select any sort options, the report uses Employee Name as the default.

1099R Exception Register Output

You print the 1099R Exception Register using the selected parameters in landscape format to fit on 8.5" x 11" paper.

The values for boxes 1 through 6 of form 1099-R always appear on the report. The values for all other 1099-R boxes appear on the report only if they are non-zero values. This report format is the same as the 1099R Register report.

The report then lists the following information:

Reporting Multiple Distribution Codes for a Retiree

Oracle Payroll supports the reporting of multiple distribution codes on Form 1099-R.

Your employees must have one assignment for each of their distribution codes, and you must assign one of your 1099-R GREs to each assignment. Therefore, you must define a sufficient number of 1099-R GREs in the Organization window to accommodate the maximum number of distribution codes any one of your employees can have.

Note: Some distribution codes cannot be used with any other distribution code. Before you assign multiple distribution codes to an employee, you must verify they can be used together on Form 1099-R. You can find this information on the instructions for Form 1099-R at http://www.irs.gov/.

To set up an employee with multiple distribution codes

Perform these steps for each distribution code you want to report on Form 1099-R.

  1. Navigate to the People Extra Information window.

  2. Select Pay US Pension Reporting, and click inside the Details field.

  3. Select a 1099-R GRE in the GRE field.

    If you are specifying multiple distribution codes for this employee, each distribution code must use a different GRE.

  4. Specify the distribution code you want to report on Form 1099-R.

  5. Repeat as needed for each distribution code you want to report.

Running the Federal 1099R Magnetic Report

Run the Federal 1099R Magnetic report from the Submit Requests window.

Note: You must successfully run the Year End Pre-Processor for each Retiree GRE in your enterprise prior to running the Federal 1099R Magnetic report. If the Year-End Pre-Processor is not run for each Retiree GRE, you will receive a warning message. This warning must be checked and corrected. If the Year End Pre-Processor has not been run for a GRE containing retirees who have retirement distributions for the current reporting year, the magnetic report will be incomplete.

To run the Federal 1099R Magnetic report

When preparing to run this report, you may need to consider those employees who have changed their primary residence within the past year:

  1. In the Name field, select Federal 1099R Magnetic report from the list. If the Parameters window does not open, click in the Parameters field.

  2. In the Parameters window, enter the tax year for the report in the Year field.

  3. In the Transmitter field, select the name of the GRE that functions as the transmitter of this 1099-R report.

    See: 1099-R Reporting on Magnetic Tape: Running Your Payroll Using Oracle HRMS (US)

  4. Select Yes or No in the All Payers field.

    The All Payers field indicates whether to include all retirement GREs defined with the same TCC as the chosen transmitter in the magnetic report.

  5. Indicate in the Final Filing field if this report is the final electronic file you are submitting.

  6. If you are generating a file for testing purposes only, select Yes in the Test Tape field.

  7. Select the appropriate file type in the File Type field.

    Use the File Type field to specify if the output file should be an Original or Replacement File. If you select Replacement File, use the Replacement File AlphaChar field to give a letter designation to the file.

  8. Click OK and then Submit.

    When the report is complete, the application generates the files for the magnetic media. You view the processing status of the report from the View Requests window.

  9. Select Yes or No in the Fold Output parameter field. If you select Yes, then the output flat files (.mf) are folded as per the necessary specifications. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required. If ‘No’ (default option) is selected, then the process will not fold the output file and all the records in magnetic file are generated in one continuous line.

Running a State 1099R Magnetic Report

The State 1099R Magnetic report request parameters are similar to the Federal parameters, except they contain a state parameter.

Note: You must successfully run the Year End Pre-Process for each GRE that does business in that State prior to running a State 1099R Magnetic report. If the Year-End Pre-Processor is not run for each Retiree GRE, you will receive a warning message. This warning must be checked and corrected. If the Year End Pre-Processor has not been run for a GRE containing retirees who have retirement distributions for the current reporting year, the magnetic report will be incomplete.

Run the State 1099R Magnetic report from the Submit Requests window.

To run a State 1099R Magnetic report

When preparing to run this report, you may need to consider those employees who have changed their primary residence within the past year:

  1. In the Name field, select State 1099R Magnetic Report from the list. If the Parameters window does not open, click in the Parameters field.

  2. In the Parameters window, select the appropriate state from the list.

  3. In the Year field, enter the tax year for the report.

  4. In the Transmitter field, select the name of the GRE that functions as the transmitter of this 1099-R report.

  5. If you are generating a file for testing purposes only, select Yes in the Test Tape field.

  6. Select the appropriate file type in the File Type field.

    Use the File Type field to specify if the output file should be an Original or Replacement File. If you select Replacement File, then use the Replacement File AlphaChar field to give a letter designation to the file.

  7. Click OK and then Submit.

    When the report is complete, the application generates the files for electronic submission. You can view the processing status of the report from the View Requests window.

  8. Select Yes or No in the Fold Output parameter field. If you select Yes, then the output flat files (.mf) are folded as per the necessary specifications. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required. If ‘No’ (default option) is selected, then the process will not fold the output file and all the records in magnetic file are generated in one continuous line.

Generating Paper 1099-Rs for Individual Employees

You can generate a Paper 1099-R for an individual at any time. Using the Selection Criterion field in the Parameters Window, you can generate a single 1099-R by selecting Person Name or Social Security Number.

Running the 1099R Information Return PDF

Run the 1099R Information Return PDF report from the Submit Requests window

To run the 1099R Information Return PDF Report

  1. Select 1099-R Information Return - PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Enter the Reporting Tax Year and a GRE Archived by Year End Pre-Process for the Paper 1099-R report.

    Note: 1099-Rs only print for assignments in the selected GRE.

  4. Click in the Selection Criterion field, and choose one selection criterion.

    Note: This step activates the corresponding field in the Parameters window.

  5. To run this report for an assignment set, make a selection in the Assignment Set field.

    This report does not support dynamic assignment sets.

  6. If you entered a value in the Selection Criterion field, in the corresponding field, enter an appropriate value.

  7. In the Submit Request window, select the printer and number of copies in the Print Options region.

    Note: Only the 1099-R Information Return – PDF is supported for Year End 2008. Oracle Payroll supports printing 1099-R PDF output on Evergreen Form #5179 (envelope #9999-1).

  8. Submit the report, or alternately, select sort options for the report.

To Generate Corrected 1099-R Information Return-PDF Reports

1099-Rs (Information Returns) must be checked as Corrected if there is any change to the data after the retiree received their 1099-R. The application should only generate Corrected 1099-Rs when the data is changed, but not when you add a new retiree assignment to the archive. When you add retiree assignments to the archive after the date set in profile option 'HR: Original 1099-R on or before (MM/DD)’, you must use 'Add Assignment Actions To The Year End Pre-Process'. When you run the Retry US Payroll Process, retiree assignments added using the 'Add Assignment Actions To The Year End Pre-Process' will not be marked as Corrected. See: Paper 1099-R Requirements.

Running the 1099R Register Report

Run the 1099R Register report from the Submit Request Set window.

Note: You must successfully run the Year End Pre-Process for the GRE to run this report.

To run the 1099R Register report

  1. In the Request Set field, select 1099R Register from the List of Values.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the parameters for the report.

    See: 1099R Register Parameters section

  4. Click OK to close the Parameters window.

  5. In the Options region, select the number of copies you want to print.

  6. In the Printer field, select a printer or accept the default.

  7. In the Run Options region, select any run options and click Submit.

    Navigate to the View Requests window to view the 1099R Register.

Running the 1099R Exception Register Report

Run the 1099R Exception Register report from the Submit Request Set window.

To run the 1099R Exception Register

  1. In the Request Set field, select 1099R Exception Register from the list.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the parameters for the report.

    See: 1099R Exception Register Parameters section

  4. Click OK to close the Parameters window.

  5. In the Options region, select the number of copies you want to print.

  6. In the Printer field, select a printer or accept the default.

  7. In the Run Options region, select any run options and click Submit.

    Navigate to the View Requests window to view the 1099R Exception Register.

Year End Pre-Process Re-Archive (ER info only)

If you discover that employer data on the federal or state magnetic 1099R is missing or null (blank), you can:

  1. Correct this information

  2. Rollback and rerun the magnetic media generation process to include the data for electronic submission

  3. Run the Year End Employer Re-Archive process to include this data in the archive created by the Year End Pre-Process

You do not need to roll back the Year End Pre-Process for the GRE.

Run the Year End Employer Re-Archive process from the Submit Request window.

To run the Year End Employer Re-Archive

  1. In the Name field, select Year End Pre-Process Re-Archive (ER only).

  2. Select the reporting year for this process.

  3. Select the GRE archived by the Year End Pre-Process. This is a mandatory parameter.

  4. In the Selection Criterion field, select one of the following:

Report Output

The Year End Pre-Process Re-Archive process produces output with the following information:

You can export the output of the Year End Pre-Process Re-Archive to a spreadsheet for verification of the data that you have updated. You find this file in the OUT directory. After saving the output as a text (.txt) or .csv file, view this comma-delimited file in a spreadsheet.

Note: You re-archive employer-level information based on the parameters you select when submitting the Year End Pre-Process Re-Archive. If you have already submitted a magnetic file, and employer-level information has since changed, the re-archive process re-archives the updated information. You must submit the Federal/State 1099R Magnetic Media process for retry (the new employer information is included in the output). Before submitting the Year End Pre-Process Re-Archive, please review the updated employer level data and determine which federal/state magnetic processes were submitted and mark for retry the appropriate processes.

Re-archived Data

You can update the following data with this process:

Additional Organization Information Field Name
Employer Identification:

  • Employer Identification Number

W2 Reporting Rules:

  • W2 Transmitter

  • 2678 Filer

  • Company Name

  • Contact Name

  • Problem Notification Method

  • Preparer

  • Tax Jurisdiction

  • Terminated GRE Indicator

  • Third Party Sick Pay

  • Other EIN

Federal Tax Rules:

  • Type of Employment

Organization Information:

  • GRE Name

  • County Code of GRE

1099-R Magnetic Rules:

  • 1099-R Transmitter Code

  • 1099-R Transmitter Indicator

  • 1099-R Bureau Indicator

  • 1099-R Combined Fed State Filer

State Tax Rules:

  • FIPS Code JD

  • SIT Company State ID

  • SUI Company State ID

W-2 Processing

Federal and State Magnetic W-2 Reporting

Your enterprise may be required to submit magnetic W-2 reports to both federal and state agencies. These reports contain your enterprise's annual Wage and Tax Statement of employee earnings and tax withholding.

Note: You must successfully run the Year End Pre-Processor for each GRE in your enterprise prior to running a federal or state magnetic W-2 report. If the Year-End Pre-Processor is not run for each GRE, you will receive a warning message. This warning must be checked and corrected. If the Year End Pre-Processor has not been run for a GRE containing employees who have wages for the current reporting year, the W-2 reports will be incomplete.

The Social Security Administration has announced that employers that file Form W-2 on magnetic tape, cartridge, or diskette are required to file electronically. The current EFW2 layout is used for the electronic filing.

To determine the supported reporting formats for your state(s), see: State Formats for Report Submission

Important Note:

Oracle US Payroll enables you to determine the employee name that is archived and displayed on Employee W-2s (Online and Paper):

You can set the following profile options:

For information, see: Setting Profile Options to Determine the Employee Name Archived and Displayed on Employee W-2s (Online and Paper)

Reporting RW Records on the Federal Magnetic Tape

According to the Social Security Administration (SSA):

The employment code on the RW record is determined at runtime based on the wages and withholding for the employee. If the employee has Medicare but not Social Security withheld, the employment code is "Q." Any other combination of Medicare and Social Security (such as, zero Medicare and Social Security), or both Medicare and Social Security has an employment code of "R."

Oracle Payroll uses combined reporting to report the RW records for an employee who has both (1) wages from Medicare tax and (2) wages subject to both Social Security and Medicare Taxes (full-FICA). These wages must be for the same taxable year while in continuous employment for the same employer.

With combined reporting, you prepare one RW record combining both the Medicare only (MQGE) wages and the full-FICA wages. You place the RW record after an RE record with an Employment Code of "R."

State and Commonwealth Restrictions

Hawaii Hawaii does not accept Magnetic W-2s. For this state, you must submit Paper W-2s.
Kentucky Kentucky does not accept Magnetic W-2s on 3480 or 3490 cartridges.
Louisiana Louisiana does not accept Magnetic W-2s on 9 track tape, but does accept diskette and cartridge tapes.
Pennsylvania Pennsylvania does not accept magnetic reel tapes for W-2 reporting. This state accepts only 3490 magnetic tape cartridges (CCH Payroll Management Guide No. 1142) or paper forms. You cannot submit W-2 data on diskette.
Puerto Rico Oracle Payroll supports EFW2 reporting requirements for employees in Puerto Rico. Employees who work in Puerto Rico must be in a different GRE than US employees.
To comply with EFW2 reporting requirements, the informational Payroll Balance “PR W2 Exempt Salaries” is available. You will need to create your own elements and feed the balance as required. If a value greater than zero is reported in the Exempt Salary field, then the field Exempt Code will be populated with Code A (Public employees’ wages for overtime worked during emergency situations under Act 324-2004). Otherwise, it will be blank.
Vermont Effective for 2010, Vermont mandates electronic filing of W-2's for employers exceeding 25 employees. Vermont follows the SSA EFW2 format.

See: State Paper W-2 Reporting

See: Year End Return Due Dates

Report Errors and Resolution

W-2 Output

The federal and state W-2 processes each generate four output files:

You can view the post archival reports from the application. After the magnetic media process completes successfully, navigate to Payroll Process Results to view the output files.

As part of the standard process for generating the state W-2 magnetic file, you should review the .a02 file. You must address all exceptions before submitting the file to the state. If exceptions are identified, you should proceed using one of the following options:

This process is especially important for the State of Maryland, since the Maryland (MD) employer record (RE) includes total employee wages. If an employee appears on the .a02 file for MD, the employee totals are still included in the RE record even though the process did not produce an RS record. This produces a reconciliation issue, and could possibly cause a rejection of the file.

State Paper W-2 Reporting

Your enterprise must submit copies of employee W-2 reports to the state agencies. These reports contain your enterprise's annual Wage and Tax Statement of employee earnings and tax withholding. Use the Employer W2 to be filed with the state (PDF) process whenever the State W2 Magnetic Media process is not practical (you only have a small amount of employees to report) or is not supported by the state (Vermont and Hawaii do not accept magnetic W-2s).

You can print single state W-2s or a subset of W-2s for the state you define. Sort options give you further flexibility in printing state paper W-2s.

Run the "Employer W2 to be filed with the state (PDF)" report from the Submit Requests window.

Refer to State Formats for Report Submission to determine the supported reporting formats for your state(s).

Selection Options for State Paper W-2s

You specify selection criteria when generating state paper W-2s. With this option, you generate state paper W-2s for a single employee or a small set of employees.

Note: Selecting from the List of Values enables the corresponding field

Select W-2s by the following criteria:

Additionally, you can choose one item in the Selection Criterion field to further restrict your state paper W-2 report:

Sort Options for State Paper W-2s

You can sort your W-2s by one or more of the following options:

Organization Name From archived data.
Location From archived data.
Employee Name: (last, first, middle) From archived data.

Note: This is the default selection.

Social Security Number From archived data.
Termination Reason From archived data.
Zip Code Use the Zip Code of the employee's primary address as of the session date (or as of termination date for terminated employees).

Selecting Sort Options for State Paper W-2 Reporting

You can select and sort State Paper W-2s from the Submit Requests window.

Local Magnetic W-2 Reporting

Oracle Payroll supports the creation of W-2 magnetic media in EFW2 format for the reporting of annual local wages for the following cities or localities:

In addition, Oracle Payroll supports the creation of magnetic media for the following government organizations in the state of Ohio:

Note: Oracle supports magnetic media reporting requirements for cities that have a statutory mandate for magnetic reporting and a population of 2-million or more persons.

For employers doing business in Pennsylvania, see:

Run the Local W-2 Magnetic Media report from the Submit Requests window.

Note: Only GREs you have archived in the selected year are available.

Local W-2 Magnetic Media Output Files

The Local W-2 Magnetic Media report produces the following four output files:

.mf Flat file to be sent to the appropriate local tax agency.
.a01 Totals for Tax withheld and Wages reported per Government Reporting Entity (GRE).
.a02 Exception file.
You can view this comma-delimited (.CSV) file in a spreadsheet for easy searching. If the process detects an error, the person in error is not included on the .mf file and is reported in this file. A successful process with no errors results in an empty .a02 file. A person may be excluded from .mf file and included in .a02 Exception Report file for the following reasons:

  • Negative value in any balance.

  • Amount reported exceeds 11 digits in the value column.

    Note: No value (NULL) does not exclude a person from the .mf file.

  • No Address or invalid address.

  • If Box 3 (Social Security Wages) + Box 7 (Social Security Tips) are greater than the Social Security wage base limit or if Box 4 (Social Security tax withheld) is greater than 6.2% multiplied by the Social Security wage base limit.

.a03 Audit file.
You can view this comma-delimited (.CSV) file in a spreadsheet for easy searching. If the file is large, you can split it into smaller files. This file contains RS (Employee Wage Record) information.

You can view the post archival reports from the application. After the magnetic media process completes successfully, navigate to Payroll Process Results to view the output files.

Local W-2 Magnetic Media Output File Naming Convention

Local W-2 Magnetic Media files follow these naming conventions for output files:

Some examples of possible Local W-2 Magnetic Media output file names are:

Local Year End Interface Extract

Oracle Payroll provides a Local Year End Interface Extract process which produces XML output containing data items needed for reporting local W-2 information. The output file is in the EFW2 format. Also included, are a generic Local W-2 EFW2 template (.rtf), and a Summary report.

Process Parameters

The Local Year End Interface Extract process has the following parameters:

If you enter the State parameter and the Locality is left blank, the process produces an XML output file with records for all the localities within that state. If you enter the Locality parameter, the XML output file only contains records for that locality. For both the State and Locality parameters, locality details in the XML output file will include valid counties and related school districts in addition to the city values. The delivered template produces a file for a single locality. If you need to include multiple localities within a single file, you need to modify the template to include those localities.

Output File Format

The XML output file contains all possible data items that are required in an EFW2 file. This XML output file may also be used for a locality that accepts a format other than EFW2, as long as the data items you need for the layout are a subset of the ones included in the delivered XML output file. It is important to note that you may need to customize the generic template delivered with the process in order to meet the county, city, or school district W-2 reporting requirements.

You need to create your own rtf templates to produce a non-EFW2 output file. The wages in the delivered XML output file do not have the work and resident designations. If the locality you are trying to produce requires this breakdown of wages, the delivered XML output file does not support this.

You need to copy and modify the delivered rtf template for each locality due to the differences in requirements. If the locality accepts the default EFW2 format, the only change to the template is to specify the local specific info, for example city code, in the appropriate position on the file. You need to contact each locality for their specific requirements. Oracle Payroll recommends you create a separate .rtf template for each locality being filed.

You can use the Template Group parameter to select from a list of custom template groups comprised of delivered and custom templates in order to meet specific local statutory requirements. This is accomplished by:

See: Setting Up Custom BI Publisher Templates for Payroll.

For information on how to modify and upload the rtf templates, please see the Oracle XML Publisher Administration and Developer's Guide and the Oracle XML Publisher Report Designer's Guide available on My Oracle Support. Check the technical details section on steps to register the template with the process Local Year End Interface Extract concurrent program.

Output Files and Naming Convention

The Local Year End Interface Extract process produces three output files, one .xml file and three .out files.

The naming convention of the XML file is:

o<Request id of the parent process>.xml For example, if the parent concurrent program request id is 513931, the xml file name is o513931.xml .

The concurrent process generates .out files for the magnetic (mf) file in flat file format, and the a01 and a02 files in RTF format. You will see three concurrent jobs under the parent request id. For example, if the parent concurrent request id is 513931, you will see three concurrent jobs spawned in View Requests with the concurrent process name Generate Payroll XDO Reports. In order to view these output files, simply click on the View Output button. However, if saving the files on your local machine you should rename the files with the appropriate extensions so that these can be opened properly using the appropriate word processor like MS Word (for a01 and a02 file) or Notepad (for magnetic file).

The seeded template restricts those employees with negative earnings/withheld from appearing in the magnetic file and .a01 reports. Therefore, similar modifications must be made to custom templates.

The .a02 Employee Exception report contains the following message at the top of the report if there are any erroneous records (exceptions):

***Warning: This Local W2 XML file contains employees with exceptions. Following is the list of such employees along with the exception details. These exceptions will need to be corrected or removed before filing.

The report then displays Submitter information (Name, Address, City, State, Zip Code), Employer Information (Name, EIN, Address, City, State, Zip Code), and Employee information (Employee Name, Employee SSN, and Exception details) for those employees with exceptions.

Once the details of all such employees are displayed, the report will display the total number of such employees that belongs to this Employer. The entire structure will repeat itself for any other Transmitters or Employers with any employee(s) displaying exceptions.

Taxation of Group Term Life Insurance Coverage

Any group term life insurance coverage in excess of $50,000, when provided to retired employees, is subject to tax and requires W-2 reporting. You cannot report the income from the excess coverage on a 1099-R.

The excess coverage amounts are taxable for Social Security and Medicare, but Federal law permits you to report these taxes as due in Box 12 with special codes. The taxes due appear in Box 12, Code M and N. The imputed income amounts appear in W-2 Boxes 1, 3, 5, and 12 Code C.

See:Populating Box 12 with Taxes Due for Group Term Life Insurance

Elective Deductions for Returning Veterans (USERRA Compliance)

Under the Uniformed Services Employment and Reemployment Rights Act (USERRA), employers must reinstate individuals returning from service in the Armed Forces or National Guard to their former jobs following discharge or release from active duty, reserve duty, or training. USERRA is intended to guarantee that returning employees are reemployed in the jobs held when military leave began, if feasible, but with the same seniority, pay, status, and benefit rights the employees would have if they had worked continuously for the employer.

Your pension plans must treat employees on military leave as though they had been in continuous employment. When an employee returns from military leave, you must credit them for pension entitlements and other deferred-income plans, plus profit-sharing plans, for the period that the employee was on military leave.

To ensure that plans to which employers have made retroactive contributions for returning veterans still meet qualification requirements (not exceeding annual contribution limits), pursuant to USERRA, any employer or employee contributions are not taken into account in the year to which they relate. Under this provision, contributions are not subject to the limitations of elective deferrals, Section 403(b), Section 415 limitations, Section 457 government plans, and IRAs and SIMPLE accounts (Section 408). Plans that accept such contributions are also treated as passing the nondiscrimination test, minimum coverage tests, and minimum participation tests.

Employers must permit returning employees to make up to the maximum elective deferral the employee could have made during military service, from the date of reemployment through three times the period of military service or 5 years (whichever is lesser). Employers must match such contributions.

Note: If employees assigned to a Puerto Rico GRE contribute to a deduction under the USERRA plan, you must manually generate a Form 499R/W2PR or create a separate statement showing the type of plan, the year to which the deferrals relate, and the amount deferred.

See: Setting up Elective Deductions for Returning Veterans (USERRA Compliance)

Roth Contributions

Under USERRA, employees who served in the military can make up retirement plan contributions. Employees can designate after-tax investment amounts for prior years for Roth 401k and 403b. Current year Roth 401K and 403b withholding amounts and prior year makeup amounts under USERRA are reported on the W-2 in Box 12. The amount reported under the current year includes the total for the calendar year and prior years. The prior years are also listed and include: the designated year of the makeup amount, the amount and the appropriate code (AA for Roth 401k or BB for Roth 403b)

The Year End Pre-Process archives theUSERRA balances. For the generated Roth 401k and 403b elements, the Year End Pre-Process archives the date of designated Roth contributions using the element’s input value Year of Prior Deferrals.

Note: Elements feeding the Roth USERRA 401k and 403b balances automatically feed the standard Roth 401k and 403b balances.

Employee Verification Service

The Social Security Administration (SSA) offers the free Employee Verification Service (EVS) you can use to verify that the employee names and social security numbers you report on Form W-2 match the SSA's records. The SSA recommends detecting these errors early and correcting them prior to W-2 submission. If you submit Form W-2 with errors, the affected employees receive notification letters from the SSA. As the employer, you will receive a no-match letter from the SSA if you have at least 11 mismatches and 1/2 of 1% of all your W-2 forms have a mismatch.

The inability to resolve an employee's name with their social security number may result in the employee being unable to collect their benefits when needed.

IRS Advice to Employers

The IRS provides the following suggestions to aid employers in verifying they have the correct employee SSNs on record:

Electronic EVS Report

Oracle HRMS now provides the Electronic EVS Report concurrent process to assist you in your employee verification efforts. This process creates an output file that you can submit electronically to the SSA's Employee Verification Service.

See Verifying Employee Names and Social Security Numbers

SSNVS File Using Spreadsheet Software Program

The Social Security Administration offers a spreadsheet software program that creates an SSNVS file that you can use to verify up to 250,000 names/Social Security numbers. You create the spreadsheet in the specified file format, and submit the information either online, or through electronic file submission. Access the specifications for the record layout at http://www.ssa.gov/employer/ssnvs_handbk.htm.

Note: Effective 2007, the Social Security Administration will no longer accept employee verifications on tape or diskette.

Pennsylvania Employee SUI Reporting on W-2

The Department of Labor and Industry does not require that the employee contribution to State Unemployment be included on the W-2 form. Use Box 14 on Form W-2 to display the employee SUI information.

See: Populating Box 14 with Additional Information

Setting Profile Options to Determine the Employee Name Archived and Displayed on Employee W-2s (Online and Paper)

Oracle US Payroll enables you to determine the employee name that is archived and displayed on Employee W-2s (Online and Paper):

You can set these following profile options:

Setting these profile options can help resolve any name reporting inconsistencies with the Employee W-2s and Employee Online W-2s. By default, the 'HR:Archive Latest Name for W-2' and 'HR:Display Archived Name on W-2' profile options are delivered with N (No) as the default value (which reflects the current system behavior).

HR:Archive Latest Name for W-2

The 'HR:Archive Latest Name for W-2' profile option determines which name is archived when the Year End Preprocessor (or YEPP) is run. When set to Y (Yes), this will result in the employee's latest name being archived when the Year End Preprocessor (YEPP) is run or retried. This will also result in the latest name being reported on the Federal W-2 Magnetic Media files as a "smart archive" call is made which archives and reports the current/latest name in the Federal W-2 Magnetic Media magnetic file (mf) output. When set to N (No), the YEPP will archive the employee name as of December 31st of the reporting year, and the same name will also then be reported in the Federal W-2 Magnetic Media output file.

HR:Display Archived Name on W-2

The 'HR:Display Archived Name on W-2' profile option determines which name is displayed on the online Employee W-2 or is printed on the Employee W-2 when the Employee W-2 PDF report is run. When set to Y, both the online Employee W-2 PDF and the printed Employee W-2 PDF will display the archived name (the name that was archived for that reporting year). When set to No, it will display the latest name which is the current behavior: the Employee W2 PDF will display the name in effect on the effective date the report was run, and the online employee W-2 PDF will display the current name on the date it is viewed.

For example, an employee named Jane Smith (as of December 31st, 2012) changes her name to Jane West on January 16th, 2013, and then on April 1st 2013, she changes it again to Jane Jones. If the 'HR:Display Archived Name on W-2' profile option is set to Y, when the employee W-2 PDF report is run for reporting year 2012 (by date tracking to the effective date of January 25th, 2013), the archived name (Jane Smith) is displayed in the report's W-2 PDF output. If she views her 2012 W-2 PDF online via self service on April 5th, 2013, the archived name (Jane Smith) will still be shown. However, with the profile option set to N (the default setting), when the Employee W2 PDF is run for reporting year 2012 (by date tracking to the effective date of January 25th, 2013), the current name in effect (Jane West) is printed in the W-2 PDF report output. If she were to view her W-2 PDF online via self service on April 5th, 2013 she will see her latest name (Jane Jones) on the W-2.

Important Notes

Impact of the Profile Options

The following tables below summarize the effect of each of the profile options when set to Y or N on the applicable Year End reports:

HR:Archive Latest Name for W-2
Option Y Year End Preprocessor Archive latest name
  W-2c Pre-Process Archive latest name
  Federal W2 Magnetic Media Archive the latest name and report it
Option N Year End Preprocessor Archive Name as of 31st December of reporting year
  W-2c Pre-Process Archive Name as of 31st December of reporting year
  Federal W2 Magnetic Media Report the archived name
HR:Display Archived Name for W-2
Option Y Employee W-2 PDF Display the archived name
  Online W-2 PDF Display the archived name
Option N Employee W-2 PDF Display the name as of the effective date set when the report is run
  Online W-2 PDF Display the latest name

Employee Paper W-2s

Employers use the Wage and Tax Statement (Form W-2) to report to the IRS, state, and local governments taxable and non-taxable income information for individual employees.

Important Note:

Before your print Employee Paper W-2s determine the employee name that is archived and displayed on W2s:

You can set the following profile options:

For information, see: Setting Profile Options to Determine the Employee Name Archived and Displayed on Employee W-2s (Online and Paper)

With Oracle Payroll, you can print single W-2s or a range of W-2s. You can also select an option to print W-2s for only terminated employees. Sort options give you further flexibility in W-2 distribution.

Oracle Payroll supports output in .PDF format. You can view and create employee W-2s in Adobe Acrobat .PDF format. You can also print the Employee W-2 PDF report in batch or individually in PDF format from the application.

W-2's need to display Corrected, and the correction date, if there is any change to the data after the employee received the W-2. The application should only display Corrected when the data is changed, but not when you add a new employee to the archive. When you add employees to the archive after the allow online display date, you must use Add Assignment Actions To The Year End Pre-Process. When you run the Retry US Payroll Process, employees added using the Add Assignment Actions To The Year End Pre-Process will not be marked as Corrected.

Oracle Payroll supports printing employee W-2 PDF output using products from Evergreen Document Solutions and RR Donnelley (formerly Moore).

The following products are available from Evergreen Document Solutions for blank W-2's:

The following products are available from RR Donnelley for blank W-2's:

Employee copies of Form W-2 (Copies B, C, and 2), including those that you print on a single sheet of paper, must be easily separated. The best method of separation is to provide perforations between the individual copies. Each copy should be easily distinguished whatever method of separation is used.

The perforation requirement does not apply to printouts of copies of Forms W-2 that you furnish electronically to employees. However, you should caution these employees to carefully separate the copies of Form W-2.

Note: The unique control number printed on each form is the Assignment Action ID archived by the Year End Pre-Process.

Run the Employee W2 PDF report from the Submit Requests window.

Note: Only GREs you have archived in the selected year are available.

Selection Options for Paper W-2s

With Oracle Payroll, you can enter selection criteria for generating paper W-2s. This option is useful if an employee has lost their W-2 and needs a new copy.

Oracle Payroll requires you to select W-2s by the following criteria:

Additionally, you can choose one item to further restrict your paper W-2 report:

Sort Options for Paper W-2s

You can sort W-2s by one or more of the following options:

Field Description
Organization Name From archived data.
Location From archived data.
Employee Name (last, first, middle) From archived data.

Note: This is the default selection.

Social Security Number From archived data.
Termination Reason From archived data.
Zip Code Use the Zip Code of the employee's primary address as of the session date (or as of termination date for terminated employees).

Selecting Sort Options for Paper W-2 Reporting

You can select sort criteria for Paper W-2 distribution purposes.

Generating Paper W-2s for Individual Employees

You can generate a Paper W-2 for an individual employee at any time. Using the Selection Criterion field in the Parameters Window, you can generate a single W-2 by selecting Employee Name or Social Security Number. You can also specify an Assignment Set and generate Paper W-2s only for those employees in that set.

Employee Online W-2s

Employers use the Wage and Tax Statement (Form W-2) to report taxable and non-taxable income information for individual employees to the SSA, state, and local governments.

Important Note:

Before employees print Online W-2s determine the employee name that is archived and displayed on Employee Online W2s

You can set the following profile options:

For information, see: Setting Profile Options to Determine the Employee Name Archived and Displayed on Employee W-2s (Online and Paper)

By enabling the HR: Allow online W-2 viewing as of Month/Day (MM/DD) profile option, you allow your employees to view and download their W-2s as PDF files. You can specify the month and day that the current year's W-2s are viewable and grant these rights at the application, responsibility, user, server, organization, or site level.

Note: Customers who have set up multiple application servers must bounce these servers after setting the HR: Allow online W-2 viewing as of Month/Day (MM/DD) profile option in order for users to be able to view W2s online. Customers may have different configuration on the middle tier, for example, more than one application server, multiple JVMs, and load balancing. Such setup can contribute to the caching of the profile values and may not reflect the profile option setting on bouncing of Apache only, it may require bouncing of the application or middle tier to make sure the cache value is cleared.

These PDFs meet the substitute forms requirements specified in IRS Pub 1141. Perforations are required between forms on all copies except Copy A to make separating the forms easier.

If employees attempt to view their W-2 before the specified date, they only see the previous years' W-2s.

Employees must have Adobe Acrobat Reader installed to view these online W-2s.

W-2's need to display Corrected, and the correction date, if there is any change to the data after the employee received the W-2. The application should only display Corrected when the data is changed, but not when you add a new employee to the archive. When you add employees to the archive after the allow online display date, you must use Add Assignment Actions To The Year End Pre-Process. When you run the Retry US Payroll Process, employees added using the Add Assignment Actions To The Year End Pre-Process will not be marked as Corrected.

When generating 2012 (and later) Employee W-2s for viewing online, a custom template may be used. For details on setting up and using custom templates with the Employee Online W-2, please see Setting Up Custom BI Publisher Templates for Payroll.

Paper Versus Online Delivery

You can specify that employees receiving online W-2s do not receive paper copies. The online W-2 functionality uses the statutory document printing option, which specifies the method of delivery for statutory documents. You manage this option by setting up the self-service preferences at the person, location, HR organization, and/or business group levels:

Person Defined through the Self Service Preference for Person Extra Information Type. You must add this type to your user-defined responsibility to access the statutory document printing option.
Location Defined through the Self Service Preference for Location Extra Information Type. You must add this type to your user-defined responsibility to access the statutory document printing option.
HR Organization Defined through the Self Service Preference segment in the HR Organization descriptive flexfield.
Business Group Defined through the Self Service Preference segment in the Business Group descriptive flexfield.

Outsourcing the Printing of Employee W-2s

Employers use the Wage and Tax Statement (Form W-2) to report taxable and non-taxable income information of individual employees to the IRS, state, and local governments.

If your organization outsources your employee W-2 print operations, Oracle HRMS provides an XML interface for exporting your W-2 reports. Use the interface to generate your employee W-2s in XML format.

Run the Employee W-2 XML Interface report from the Submit Requests window.

Note: Only the GREs you archived in the selected year are available when running the XML Interface report.

Selection Options for XML W-2s

You can provide selection criteria for generating W-2s in XML format. This option is useful if an employee has lost their W-2 and needs a new copy.

If you do not want to generate W-2s for all employees, you can limit the reports by specifying an Assignment Set (but not a dynamic assignment set).

Note: When you run the Employee W-2 XML Interface program with more than one thread, the program automatically generates another concurrent request ‘Employee W-2 XML Output’ that contains the XML output which you can use to view the details. When you run the process with a single thread, the output can be viewed using the View Output button.

Agent 2678 Filer Support

Oracle HRMS supports the use of Agent 2678 Filers for payroll processing and W-2 distribution.

When you use a payroll vendor for W-2 distribution, your agent's company name appears on your employee W-2s as the employer, followed by a statement that they are an agent on your behalf, followed by their business address. The agent's EIN appears in the EIN Identification Number field of the W-2.

For instructions on how to set up an Agent 2678 Filer, see Setting Up an Agent 2678 Filer for W-2 Reporting.

Form W-2 Box Information

The following table depicts the various boxes and fields on form W-2 and indicates where Oracle Payroll draws the appropriate balances to complete the form:

Box Title Information Contained
a Control Number Assignment Action ID archived by the Year End Pre-Process
b Employer Identification Number Employer ID (Federal EIN)
c Employer's Name, Address, and Zip Code Tax Unit Name (GRE Name), Tax Unit Address (GRE Location)
d Employee's SSN National Identifier
e Employee's Name First, Middle Initial, Last
f Employee's Address, and Zip Code Primary Address
1 Wages, Tips, and Other Compensation FIT Reduced Subject Withholdable (FIT Subject Withholdable - FIT Pre Tax Redns) + FIT Subject Non Withholdable
2 Federal Income Tax Withheld FIT Withheld (PER_GRE_YTD)
3 Social Security Wages SS EE TAXABLE (PER_GRE_YTD)
4 Social Security Tax Withheld SS EE Withheld (PER_GRE_YTD)
5 Medicare Wages and Tips Medicare EE Taxable (PER_GRE_YTD)
6 Medicare Tax Withheld Medicare EE Withheld (PER_GRE_YTD)
7 Social Security Tips W2 BOX 7
8 Allocated Tips W2 BOX 8
10 Dependent Care Benefits W2 Dependent Care (PER_GRE_YTD)
11 Nonqualified Plans W2 Non-qualified Plan (PER_GRE_YTD)
12 Codes See Balances for W-2 Box 12 for descriptions of the supported codes and their content
13 Statutory Employee Check box on Tax Information form
13 Retirement Plan W2 Pension Plan (PER_GRE_YTD)
13 Third-party Sick Pay W2 Third Party Sick Pay (PER_GRE_YTD)
14 Other

  • BOONOC: Kentucky Boone County occupational tax

  • BOONMH: Kentucky Boone County Mental health tax

  • CA SDI: California SDI

  • CA VPDI: California VPDI

  • NJDI: New Jersey SDI

  • NJDIPP: New Jersey DIPP number

  • NY SDI: New York SDI

  • UI/WF/SWF: New Jersey SUI

  • YN: Deferrals under a NQDC plan included in SS and Med wages as a result of the amount no longer subject to a substantial risk of forfeiture and for prior year services.

  • YT: Distributions from a NQDC plan included in Box 1 of the W-2.

  • ZN: Earnings from prior year NQDC deferrals now included in SS and Med wages.

  • MMIPAA: Annual $3 employee deduction for the Medical Malpractice Insurance Premium

14A Other W2 BOX 14A
14B Other W2 BOX 14B
14C Other W2 BOX 14C
14D Other W2 BOX 14D
14E Other W2 BOX 14E
14F Other W2 BOX 14F
14G Other W2 BOX 14G
14H Other W2 BOX 14H
14I Other W2 BOX 14I
14J Other W2 BOX 14J
14X Other PA LST: Pennsylvania Local Services Tax
14Z CTB Predefined balance fed by user-defined CTB element
14AA - 14ZZ Other User-defined
15 State State Code (The state information on the W-2 is provided only if that state or locality information is entered in the tax information form for the assignment.)
15 Employer's State ID Number State_id from ORG_INFORMATION of hr_organization_information
16 State Wages, Tips, and so on

  • SIT Reduced Subject Withholdable (SIT Subject Withholdable - SIT Pre Tax Redns) + SIT Subject Non Withholdable (PER_GRE_YTD)

  • For New Jersey, this box could display the Family Leave Insurance Private Plan (FLI PP) ID.

17 State Income Tax

  • SIT Withheld (PER_GRE_YTD)

  • For New Jersey this box could display the Family Leave Insurance (FLI) deduction amount.

18 Local Wages, Tips, and so on Tax type (SDI, city, county, school) (Reduced Subject Withholdable (Subject Withholdable - Pre Tax Redns) + Subject Non Withholdable) (PER_GRE_YTD)
19 Local Income Tax Tax type (SDI, city, county, school) Withheld (PER_GRE_YTD)
20 Locality Name Locality Name

Note: For employees subject to Pennsylvania Act 32*, effective for 2012 and later, the two-digit Tax Collection District (TCD) Code of the Tax Collection District to which their employer remitted the local income tax withheld is reported instead of Locality Name.

*Philadelphia is exempt from PA Act 32, so for employees either working or residing in Philadelphia, the applicable locality name will continue to be reported. Also, any Pennsylvania employee W-2s generated prior to 2012 will still report the applicable locality name and not the TCD code in Box 20.

* EFW2 Balances only

  • W2 Non Qualified 457 (PER_GRE_YTD)

  • Territory Taxable Commission (PER_GRE_YTD)

  • Territory Taxable Allowances (PER_GRE_YTD)

  • Territory Taxable Tips (PER_GRE_YTD)

  • Territory Retire Contributions (PER_GRE_YTD)

For instructions on how to set up feed balances for Box 13 and 14, see: Feeding Balances for W-2 Box 13 and Box 14.

If you are adding new feeds to balances for W2 box information, Run Balances data may become invalid. It is necessary to ensure that the related Run Balances data is regenerated for optimal performance of Year End Preprocess. To determine the invalidated run balances, run the "Run Balance Architecture Diagnostic Report". For the invalid balances, it is recommended to run the 'Generate Run Balances' request for the respective balances by selecting the mode as 'A single balance'.

Configuring W-2 Box 20 for Compliance with Pennsylvania Act 32

To accommodate employers who have elected to be Combined Filers, a new field "Act 32 Combined Filer TCD Code (PA)" has been added to a new DFF "W2 Reporting Rules 1" at the GRE level. This field needs to be set to the applicable TCD code where the taxes have been remitted.

Note: This field must be populated for all applicable GREs. For example, a Combined Filer with 4 GREs (with Pennsylvania employees) that remitted local income taxes to TCD code '01', ('01') needs to be entered in the field 'Act 32 Combined Filer TCD Code (PA)' for each of the 4 GREs in 'W2 Reporting Rules 1'. ("W2 Reporting Rules 1" can be found by navigating to Work Structures > Description > GRE/legal Entity > Others.)

For non-combined filers (i.e. those who have a single work site and report/remit local income taxes to just one TCD or multi site employers who file separately with each TCD) should leave the new field "Act 32 Combined Filer TCD Code (PA)" field blank. In this case, no additional setup is required. The TCD Code printed in Form W-2 box 20 will be the first two digits of the Work PSD Code for the corresponding Pennsylvania Local Earned Income Tax value reported in W-2 Box 19.

In cases where the employee's Work PSD Code is 880000 [Out of State], the TCD Code printed in Form W-2 box 20 will be the first two digits of the employee's Resident PSD Code. In cases where the employee's Work and/or resident PSD Code is 990000 [Unknown], the employee will be reported on the W2 Exception Register. For more information, see: W2 Exception Register Reporting

Note: Oracle US Payroll enables you to determine whether employees with invalid PSD codes are to be reported in the W2 Exception Register or receive a W-2 with a potentially invalid or incorrect TCD code in Box 20. The setting for the HR:Allow invalid PSD codes on W-2(Y/N) profile option determines whether or not an employee is reported in the Employee W-2 PDF, W2 Register reports or the W2 Exception Register. Before you run the W2 Exception Register report, review the setting of the HR:Allow invalid PSD codes on W-2(Y/N) profile option.

For more information, see:

For Philadelphia employees: Although the City of Philadelphia is assigned PSD Code 510101 under Pennsylvania Act 32, as the City of Philadelphia is not subject to the requirements of Pennsylvania Act 32, the local wage and withholding reporting for employees subject to the Philadelphia Wage Tax is unchanged and not impacted by the Pennsylvania Act 32 Form W-2 reporting requirements. For Philadelphia Earned Income taxes reported in W-2 box 19, W-2 box 20 will continue to display the applicable locality name.

Balances for W-2 Box 12

Box 12 holds a variety of information. Many of these boxes represent balances that need to be fed by an element. You can create individual elements to feed box 12 as appropriate.

Define Box 12 balances from the Balances window in the Total Compensation area of the Navigator.

For each Box 12 code, a definition is provided below:

Code Description Information Contained
A Uncollected social security or RRTA tax on tips
A balance for Code A includes the amount of social security tax on an employees tips that could not be collected because of insufficient funds. 		W2 Uncollected SS Tax Tips (PER_GRE_YTD)
B Uncollected Medicare tax on tips
A balance for Code B includes the amount of Medicare tax on an employee's tips that could not be collected because of insufficient employee funds. 		W2 Uncollected Medicare Tips (PER_GRE_YTD)
C Taxable cost of group-term life insurance over $50,000
A balance for Code C includes the value of employer-provided group-term life insurance coverage over $50,000 minus the employee's after-tax contributions. 		W2 Group Term Life (PER_GRE_YTD)
D Elective deferrals to a section 401(k) cash or deferred arrangement
A balance for Code D includes the employee's total elective deferrals to a 401(k) cash or deferred arrangement, even if the employee exceeds the annual elective deferral limit.
For participating employees, lists USERRA by year. 		W2 401K (PER_GRE_YTD)
E Elective deferrals to a section 403(b) salary reduction arrangement
A balance for Code E includes the employee's total elective deferrals to a 403(b) salary reduction agreement to purchase an annuity contract, even if the employee exceeds the annual elective deferral limit.
For participating employees, lists USERRA by year. 		W2 403B (PER_GRE_YTD)
F Elective deferrals to a section 408(k)(6) salary reduction SEP
A balance for Code F includes the employee's total elective deferrals to a 408(k)(6) salary reduction Simplified Employee Pension plan, even if the employee exceeds the annual elective deferral limit.
For participating employees, lists USERRA by year. 		W2 408K (PER_GRE_YTD)
G Elective deferrals and employers contributions (including non-elective deferrals) to any governmental or non-governmental section 457(b) deferred compensation plan
A balance for Code G includes the total elective and nonelective contributions made to a 457(b) deferred compensation plan for government employees or tax exempt organizations, even if the employee exceeds the annual elective deferral limit.
For participating employees, lists USERRA by year. 		W2 457 (PER_GRE_YTD)
H Elective deferrals to a section 50(c)(18)(D) tax-exempt organization plan
A balance for Code H includes the total elective deferrals to a 501(c)(18)(D) tax-exempt organization plan (not employer nonelective contributions or employee after-tax contributions).
For participating employees, lists USERRA by year. 		W2 501C (PER_GRE_YTD)
J Nontaxable sick pay
A balance for Code J includes the amount of third-party sick pay that is not subject to federal income tax because of the employee's after-tax contributions to the sick pay plan. 		W2 Non Tax Sick Pay (PER_GRE_YTD)
K 20% excise tax on golden parachute payments
A balance for Code K includes a 20% excise tax on excess golden parachute payments made to key corporate employees after a merger or acquisition. 		W2 Excise Parachute Payments (PER_GRE_YTD)
L Substantiated employee business expense reimbursements
A balance for Code L includes the amount of employee business expense treated as substantiated (nontaxable) only if the employer reimburses its employees for expenses under a per diem or mileage allowance that exceeds the government-approved rates. 		W2 Expense reimbursement (PER_GRE_YTD)
M Uncollected social security or RRTA tax on taxable cost of group-term life insurance over $50,000 (for former employees)
A balance for Code M includes the amount of uncollected social security tax on the value of excess group-term life insurance coverage for former employees. 		W2 Uncollected SS GTL (PER_GRE_YTD)
N Uncollected Medicare tax on taxable cost of group-term life insurance coverage over $50,000 (for former employees)
A balance for Code N includes the amount of uncollected Medicare tax on the value of excess group-term life insurance coverage for former employees. 		W2 Uncollected Medicare GTL (PER_GRE_YTD)
P Excludable moving expense reimbursements paid directly to employees
A balance for Code P includes the amount of moving expense reimbursements paid to employees that were not included in the employee's income because they were paid for qualified moving expenses. 		W2 Qualified Moving Expenses (PER_GRE_YTD)
Q Nontaxable combat pay. See the instructions for Form 1040 or Form 1040A for details on reporting this amount. W2 Non Tax Combat Pay (PER_GRE_YTD)
R Employer contributions to an Archer MSA
A balance for Code R includes employer contributions to your medical savings account (MSA). 		W2 Medical Savings Account (PER_GRE_YTD)
S Employee salary reduction contributions under a section 408(p) SIMPLE
A balance for Code S includes employee salary reduction contributions under a section 408(p) SIMPLE (not included in box 1). 		W2 408P (PER_GRE_YTD)
T Adoption benefits
A balance for Code T includes adoption benefits not included in box 1. 		W2 Adoption (PER_GRE_YTD)
V Income from the exercise of nonstatutory stock option(s) (included in boxes 1, 3, and 5)
A balance for Code V includes income from the exercise of non-statutory stock options. 		W2 Non Qualified Stock (PER_GRE_YTD)
W Employer contributions to a Health Savings Account (including amounts the employee elected to contribute using a section 125 (cafeteria) plan). W2 Health Savings Accounts (PER_GRE_YTD)
Y The amount set aside under a nonqualified deferred compensation plan. This includes the current year deferrals and earnings on the current year and prior year deferrals. W2 Non Qualified Deferred Compensation (PER_GRE_YTD)
Z The amount set aside under a nonqualified deferred compensation plan that is taxable in the year of deferral due to the failure of the employers plan to meet certain qualifications under section 409A. Can also be used to report amounts deferred into a nonqualified plan in prior years if the employer's plan was not modified W2 409A Non Qualified Income (PER_GRE_YTD)
AA Designated Roth contributions to a Section 401K plan. If an employee participates in a Section 401K plan that includes a qualified Roth contribution program, the employee may elect to make a designated Roth contribution to the plan or program in lieu of elective deferrals. W2 Roth 401k (PER_GRE_YTD)
BB Designated Roth contributions to a Section 403B plan. If an employee participates in a 403B salary reduction program that includes a qualified Roth contribution program, the employee may elect to make a designated Roth contribution to the plan or program in lieu of elective deferrals. W2 Roth 403b (PER_GRE_YTD)
DD Cost of Employer Sponsored Health Insurance. The amount reported with Code DD is not taxable. W2 Health Coverage (PER_GRE_YTD)
EE Designed Roth contributions under a governmental section 457(b) plan. This amount does not apply to contributions under a tax exempt organization section 457(b) plan. W2 Roth 457b (PER_GRE_YTD)

For instructions on how to populate Box 12 with taxes due, see: Populating Box 12 with Taxes Due for Group Term Life Insurance

For instructions on how to set up feed balances for Box 13 and 14, see: Feeding Balances for W-2 Box 13 and Box 14. If you are adding new feeds to balances for W2 box information, Run Balances data may become invalid. It is necessary to ensure that the related Run Balances data is regenerated for optimal performance of Year End Preprocess. To determine the invalidated run balances, run the "Run Balance Architecture Diagnostic Report". For the invalid balances, it is recommended to run the 'Generate Run Balances' request for the respective balances by selecting the mode as 'A single balance'.

Balances for W-2 Box 14

Form W-2 Box 14 is designated as "Other" and can hold information such as:

Form W-2 Box 14 also allows you to place other information that you may be tracking throughout the year as a user-defined balance.

If you have been tracking user-defined information and need to report it in box 14 of form W-2, you need to feed the balance.

W2 Register Reporting

You preview W-2s before printing by using the W2 Register Report. Through the W2 Register request set, you view the amounts reported in each box of the Form W-2 for all employees in a particular GRE for a given year. You can also view the amounts for a particular assignment set (but not a dynamic assignment set). The W2 Register report shows totals by W-2 box number (1 through 20). Using sort options, you can customize this report to further display withholding totals for employees, organizations, and locations.

You use the W2 Register report to verify your W-2 box totals prior to running your W-2s. The totals generated by this report balance to the GRE Totals report, the Year-to-Date values on the Tax Remittance Report, and the .a01 report created when you run the process.

Prerequisite Step

Before you run the W2 Register Report, review the setting of the HR:Allow invalid PSD codes on W-2(Y/N) profile option. Oracle US Payroll enables you to determine whether employees with invalid PSD codes are to be reported in the W2 Exception Register or receive a W-2 with a potentially invalid or incorrect TCD code in Box 20. The setting for the HR:Allow invalid PSD codes on W-2(Y/N) profile option determines whether or not an employee is reported in the Employee W-2 PDF, W2 Register reports or the W2 Exception Register.

For more information, see:

Important: To report Federal wages in the State Wages Box on W-2 for NY state, the business group level option 'W2 State wages match Fed(NY)' (navigation: Business Group > Others> State Tax Rules) must be set to Yes. Note that this option is set to Yes as a default for all business groups. This setting displays federal wages only for the NY state on the W2. Customers can still update the flag value back to 'No' if NY state rules any legislative change.

W2 Register Sort Options

You can organize the W2 Register report according to user-defined criteria or sort options. Oracle Payroll does not require that you use sort options to generate your W2 Register report, but they are the best way to customize the report to your specific needs. You sort reports by any three of the following options:

Note: You cannot choose to sort by Social Security Number and then Employee Name. If you select Social Security Number as a sort option, Employee Name does not appear in the List of Values for the remaining sort options.

Sort Options and Report Layout

When printed, the W2 Register report inserts a page break between each selected sort option, with the exception of Employee Name or Social Security Number.

For Example, if you choose Organization, Location, and Employee Name as sort options, the report contains a page break every time the Organization or the Location changes. The report does not have page breaks between the individual employees.

The report then lists the following information:

W2 Register Parameters

The following parameters exist for the W2 Register report:

Reporting Year (required) Four-digit calendar year.
Government Reporting Entity (required) GREs that you archived using the Year End Pre-Process for the specified Reporting Year appear in the list. GREs for retirees do not appear.
State Select the state code to show only the employees in a particular state
Locality Select the locality code to show only the employees in a particular locality. You must first select the correct state.
Totals Only (required) Select Yes to show only the W-2 box totals for all selected employees in the report. The report does not include Individual employees. Select No to show W-2 box totals in the report for selected individual employees, as well as the totals for these employees.
Assignment Set (optional) Select an assignment set to generate a report for only those employees.

Note: This report does not support dynamic assignment sets.

Sort Options (optional) Use the three fields for sort options to sort your report results. You cannot select Sort Options if you have set the Totals Only parameter to Yes.
If you do not select any sort options, the report uses Employee Name as the default.

W2 Register Output

The W2 Register report prints according to the parameters that you select in landscape format to fit on 8.5" x 11" paper.

The values for boxes 1 through 6 of form W-2 always print on the report. The values for all other W-2 boxes appear on the report only if they are non-zero values.

W2 Exception Register Reporting

The W2 Exception Register request set identifies employees who have negative box 1 totals on the Form W-2, or have a zero box 1 total on the Form W-2, but have other negative W-2 box totals. This report also identifies Pennsylvania employees with invalid PSD codes.

The W2 Exception Register reports the following employees as an exception and not receiving a W-2 (for 2013 or later):

Prerequisite Step

Before you run the W2 Exception Register, review the setting of the HR:Allow invalid PSD codes on W-2(Y/N) profile option. Oracle US Payroll enables you to determine whether employees with invalid PSD codes are to be reported in the W2 Exception Register or receive a W-2 with a potentially invalid or incorrect TCD code in Box 20. The setting for the HR:Allow invalid PSD codes on W-2(Y/N) profile option determines whether or not an employee is reported in the Employee W-2 PDF, W2 Register reports or the W2 Exception Register.

For more information, see:Determining how to Handle Employees with Invalid PSD Codes in Year End Reports

W2 Exception Register Sort Options

Organize the W2 Exception Register report according to user-defined criteria or sort options. Oracle Payroll does not require that you use sort options to generate your W2 Exception Register, but they are the best way to customize the report to your specific needs. You can sort the report by any three of the following options:

Note: You cannot choose to sort by Social Security Number and then Employee Name. If you select Social Security Number as a sort option, Employee Name does not appear in the List of Values for the remaining sort options.

Following is an example of how to use sort options to customize the W2 Exception Register.

To create a W2 Exception Register sorted by Organization, Location, and Employee Name:

  1. Enter Organization into the Sort Option One field.

  2. Enter Location into the Sort Option Two field.

  3. Enter Employee Name into the Sort Option Three field.

Using these Sort Options, Oracle Payroll generates the report listing each employee by location within each organization for the selected GRE.

Note: The application nests the sort options. Using the previous example, if you change Sort Option Two from Location to Employee Name, Sort Option Three automatically clears.

Sort Options and Report Layout

When printed, the W2 Exception Register inserts a page break between each selected sort option, with the exception of Employee Name or Social Security Number.

For Example, if you choose Organization, Location, and Employee Name as sort options, the report contains a page break every time the Organization or the Location changes. The report doesnot have page breaks between the individual employees.

W2 Exception Register Parameters

The following parameters exist for the W2 Exception Register:

Reporting Year (required) Four-digit calendar year.
Government Reporting Entity(required) GREs archived using the Year End Pre-Process for the specified Reporting Year will appear. GREs for retirees do not appear.
Totals Only (required) Yes to display only the W-2 box totals for all selected employees in the report; the report does not include individual employees. No to display W-2 box totals in the report for selected individual employees, as well as the totals for these employees.
Assignment Set (optional) Assignment set to generate an exception report for only those employees.

Note: This report does not support dynamic assignment sets.

Sort Options (optional) Use the three fields for sort options to sort your report results. You cannot select Sort Options if the Totals Only parameter is set to Yes. See the Sort Options section for more information on how to properly use these parameters.
If you do not select any sort options, the report uses Employee Name as the default.

W2 Exception Register Output

The W2 Exception Register prints according to the parameters that you select in landscape format to fit on 8.5" x 11" paper.

The values for boxes 1 through 6 of form W-2 always appear on the report. The values for all other W-2 boxes appear on the report only if they are non-zero values. This report format is the same as the W2 Register report.

The report then lists the following information:

Setting Up Custom BI Publisher Templates for Payroll

Oracle Payroll supports the use of custom BI Publisher templates for the following Year–End (and other) reports:

Creating Custom BI Publisher Templates

This functionality may be used after performing the following procedures:

  1. Registering Custom Templates: Register the custom templates using the XML Publisher Administrator responsibility.

  2. Grouping Related Templates: After registering the custom templates, you must group them so that all the related templates can be seeded at the same time using the new concurrent program.

  3. Registering the Custom Template Group: Once a template group has been created, it needs to be registered in the Payroll tables in order to make use of the custom templates. For this purpose, use the concurrent program Register BI Publisher Templates for Payroll. This program will accept two parameters: the XML based Payroll report name for which registering is to be done and the template groups that have been created based on the custom templates. This concurrent program will seed the template details in the Payroll tables after which the template group can then be selected when running the applicable report.

  4. Using the Template Group: Select the applicable template group from the list of all available template groups when running a report in order to produce the output in the desired format.

    Note: Custom Employee W-2 and W-2cTemplate Supportt: Custom Template Support: While Oracle provides the flexibility of using custom W-2 PDF and W-2c templates when printing or viewing Online Employee W-2s and W-2cs, any customizations are the customer's responsibility to develop and maintain. If any errors are encountered or there is unexpected output using your custom template, you are recommended to try running the Employee W-2 and W-2c PDF reports or viewing the Online W-2 and W-2c using one of the seeded templates first to confirm the issue is reproducible prior to logging a service request with Oracle Support.

Creating Custom BI Publisher Templates for Local Year End Interface Extract Reporting

To register custom BI Publisher templates for Local Year End Interface Extract reporting:

The following example can be used to create custom templates for producing the magnetic file (mf), the audit report (.a01) and the Employee Exception report (.a02). However, other templates can be created if necessary for use with the Local Year End Interface Extract. Using the XML Publisher Administrator responsibility, navigate to Templates.

  1. Click on Create Template.

  2. Enter the following fields:

  3. Click on Apply.

  4. Again, click on Create Template.

  5. Enter the following fields:

  6. Click on Apply.

  7. Again, click on Create Template.

  8. Enter the following fields:

  9. Click on Apply.

To group related templates for Local Year End Interface Extract reporting:

Use the following steps to group the custom templates created earlier for use with the Local Year End Interface Extract so that all the necessary output is generated using the applicable templates and the correct format. Using the Application Developer responsibility, navigate to Applications > Lookups > Common.

  1. Enter the following fields:

  2. Create another record.

  3. Enter the following fields:

  4. Click Save.

To register the custom template group for Local Year End Interface Extract reporting

Use the following steps to register the template group comprised of the custom templates created earlier with the Payroll tables. Using the US HRMS Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: Select Register BI Publisher Templates for Payroll.

  3. Enter the parameters as follows:

  4. Click on OK and submit the request.

To use the template group for Local Year End Interface Extract reporting

The template group comprised of the custom templates created earlier can now be used with the Local Year End Interface Extract to produce the desired magnetic (and other) output files. Using the US HRMS Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: Select Local Year End Interface Extract.

  3. In the parameters form select the applicable Template Group created earlier.

To register custom BI Publisher templates for Employee W-2 PDF reporting and Online W-2

Oracle Payroll delivers the following predefined template to produce custom Employee W-2 PDF and Online Employee W-2 PDF:

To register custom BI Publisher templates for Employee W-2 PDF reporting and Online W-2

The following example can be used to create custom templates for producing the Employee W-2 PDF report and for the Online Employee W-2. Using the XML Publisher Administrator responsibility, navigate to Templates.

  1. Click on Create Template.

  2. Enter the following fields:

  3. Click on Apply.

To group related templates for Employee W-2 PDF reporting

Using the Application Developer responsibility, navigate to Applications > Lookups > Common.

Note: These steps do not apply to the custom Employee Online W-2.

  1. Enter the following fields:

  2. Click Save.

To register a template group for Employee W-2 PDF reporting

The template group comprised of the custom template created earlier can now be registered to produce the Employee PDF report output. Using the US HRMS Manager responsibility, navigate to View > Request.

Note: These steps do not apply to the custom Employee Online W-2.

  1. Submit a New Request and click on OK.

  2. Name: Select Register BI Publisher Templates for Payroll.

  3. Enter the parameters as follows:

  4. Click on OK and submit the request.

To use a template group for Employee W-2 PDF reporting

The template group comprised of the custom template created earlier can now be used to produce the Employee PDF report output. Using the US HRMS Manager responsibility, navigate to View > Request.

Note: These steps do not apply to the custom Employee Online W-2.

  1. Submit a New Request and click on OK.

  2. Name: Employee W-2 PDF.

  3. In the parameters form select the applicable Template Group created earlier.

To configure the custom Online Employee W-2 template in Self Service Preference at Business Group or HR Organization level

  1. Log into the application for the desired responsibility.

  2. Navigate to Work Structures > Organization > Description and query the applicable Business Group or HR Organization.

  3. In the 'Organization Classifications' section, click on Business Group (or HR Organization) > Others > Self Service Preference.

  4. Add the configuration for W-2. Set the following:

  5. Click OK, save your changes and close the form.

To configure the custom Online Employee W-2 template in Self Service Preference at the Location EIT level

  1. Login into the application using the desired responsibility.

  2. Navigate to Work Structures > Location. Query the location.

  3. Click on Extra Information.

  4. For 'Type' click on 'Self Service Preference for Location'.

  5. Click on Details, and for the Self Service Preference setup for the W-2, select:

  6. Click on OK, save your changes and close the form.

If necessary, set the Self Service Preference at the Person EIT level so the employee is able to view their W-2 online via Employee Self Service.

Creating Custom BI Publisher Templates for Employee W-2c PDF and Online W-2c

You can run the Employee W-2c PDF concurrent program, which is XML based to generate the W-2c PDF.

Oracle Payroll delivers the following predefined template to produce custom corrected Employee W-2s for use with the Employee W-2c PDF report and the Online Employee W-2c:

You can use the Template Group parameter to select from a list of custom template groups comprised of delivered and custom templates in order to meet specific local statutory requirements.

The following example can be used to create a custom template for Employee W-2c PDF and Online W-2c.

This is accomplished by the following procedures:

To register a custom BI Publisher template for Employee W-2c PDF and Online W-2c

  1. Using the XML Publisher Administrator responsibility, navigate to Templates.

  2. Click Create Template.

  3. Enter the following fields:

  4. Subtemplate: Select No.

  5. Description: Enter a description.

  6. File: Browse to select the desired template file. Make sure this is the correct file to be used for PDF file generation.

    Language: Select English.

    Territory: Select United States.

  7. Click on Apply.

To group related templates for Employee W-2c PDF

Note: These steps do not apply to the custom Employee Online W-2c.

  1. Using the Application Developer responsibility, navigate to Applications > Lookups > Common.

  2. Enter the following fields:

  3. Click Save.

To register a template group for Employee W-2c PDF and Online W-2c

  1. Using the US HRMS Manager responsibility, navigate to View > Request.

  2. Submit a New Request and click on OK.

  3. Name: Select Register BI Publisher Templates for Payroll.

  4. Enter the parameters as follows:

    Payroll Process Name: Employee W-2c PDF.

    Template Group: Enter the template group name to be registered, e.g., Custom

    Template for Employee W-2c PDF for 2013.

  5. Click OK and submit the request.

To use a template group for Employee W-2c PDF and Online W-2c

The template group comprised of the custom template created earlier can now be used to to produce the Employee W-2c PDF output.

  1. Using the US Payroll Manager responsibility, navigate to View > Request.

  2. Submit a New Request and click on OK.

  3. Enter Name: Employee W-2c PDF.

  4. Select the Template Group created earlier in parameter 'Check Style'.

  5. Click OK and submit the request.

To configure the custom Online Employee W-2c template in Self Service Preference at Business Group or HR Organization level:

  1. Log in to the application for the desired responsibility.

  2. Navigate to Work Structures > Organization > Description and query the applicable Business Group or HR Organization.

  3. In the 'Organization Classifications' section, click on Business Group (or HR Organization) > Others > Self Service Preference.

  4. Add the configuration for W-2C. Set the following:

    Document Type: W-2C

    Online: Yes

    Template: Select the custom template defined earlier. (Note: any template selected in Self Service Preference at the HR Organization level will override the template selected at Business Group level.)

  5. Click OK, save your changes and close the form.

To configure the custom Online Employee W-2c template in Self Service Preference at the Location EIT level

  1. Log in to the application using the desired responsibility.

  2. Navigate to Work Structures > Location. Query the location.

  3. Click on Extra Information.

    For 'Type' click on 'Self Service Preference for Location'.

  4. Click on Details, and for the Self Service Preference setup for the W-2, select:

    Document Type: W-2C

    Online: Yes

    Template: Select the applicable custom W-2 template. (Note: any custom template selected here will override the template selected at either the HR Organization or Business Group level.)

  5. Click OK, save your changes and close the form.

    If necessary, set the Self Service Preference at the Person EIT level so the employee is able to view their W-2C online via Employee Self Service.

Creating Custom BI Publisher Templates for Check Writer (XML)

Oracle Payroll delivers the following predefined template to generate PDF:

To register a custom BI Publisher template for Check Writer (XML)

The following example can be used to create a custom template for Check Writer (XML). Using the XML Publisher Administrator responsibility, navigate to Templates.

  1. Click on Create Template.

  2. Enter the following fields:

  3. Click on Apply.

To group related templates for Check Writer (XML)

Using the Application Developer responsibility, navigate to Applications > Lookups > Common.

  1. Enter the following fields:

  2. Click Save.

To register a template group for Check Writer (XML)

The template group comprised of the custom template created earlier can now be registered to produce the Check Writer (XML) output. Using the US Payroll Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: Select Register BI Publisher Templates for Payroll.

  3. Enter the parameters as follows:

  4. Click on OK and submit the request.

To use a template group for CheckWriter (XML)

The template group comprised of the custom template created earlier can now be used to produce the CheckWriter (XML) output. Using the US Payroll Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: CheckWriter (XML).

  3. Select the Template Group created earlier in parameter 'Check Style'.

  4. Click on OK and submit the request.

Note

The Image rendering code is used to implement the dynamic digital signature inside the template. This code is not available in the seeded PAYUSCHKWVXML_en.rtf template. If you are using the seeded template or your own custom template, then to implement the Digital Signature (Image) functionality, you must complete the following steps. You must copy the XSL code to render the image with the appropriate link for image.

XSL code to be added:

<xsl:attribute xdofo:ctx="block" name="background-image">URL</xsl:attribute>
  <xsl:attribute xdofo:ctx="block" name="background-position-horizontal">
  center</xsl:attribute>
  <xsl:attribute xdofo:ctx="block" name="background-position-vertical">bottom
  </xsl:attribute>

Replace the text URL in the code with a valid link as in the following example:

Example: http://valid-hostname:valid-port/valid-image.png

Steps to modify the custom template:

  1. Open the template.

  2. Inside the template search for the string "BG" (this should be at the bottom part of the template).

  3. Double-click the BG field. In the pop-up that shows up click the 'Add Help Text' button at the bottom.

  4. In the pop-up that shows up, copy the entire XSL code with the URL link embedded in it across the Text areas in the 'Status Bar' & 'Help Key (F1)'.

  5. Make sure that the whole string is copied without any truncation mainly in the 'Status Bar' text area.

  6. Save and Upload the document.

Creating Custom BI Publisher Template for Deposit Advice (XML)

To register a custom BI Publisher template for Deposit Advice (XML)

The following example can be used to create a custom template for Deposit Advice (XML). Using the XML Publisher Administrator responsibility, navigate to Templates.

  1. Click on Create Template.

  2. Enter the following fields:

  3. Click on Apply.

To group related templates for Deposit Advice (XML)

Using the Application Developer responsibility, navigate to Applications > Lookups > Common.

  1. Enter the following fields:

  2. Click Save.

To register a template group for Deposit Advice (XML)

The template group comprised of the custom template created earlier can now be registered to produce the Deposit Advice (XML) output. Using the US Payroll Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: Select Register BI Publisher Templates for Payroll.

  3. Enter the parameters as follows:

  4. Click on OK and submit the request.

To use a template group for Deposit Advice (XML)

The template group comprised of the custom template created earlier can now be used to produce the Deposit Advice (XML) output. Using the US Payroll Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: Deposit Advice (XML).

  3. Select the Template Group created earlier in parameter 'Deposit Advice Style'.

  4. Click on OK and submit the request.

Creating Custom BI Publisher Templates for Third Party Check Writer (XML)

Oracle Payroll delivers the following predefined template to generate PDF for third party check payments:

To register custom BI Publisher templates for Third Party Check Writer (XML)

The following example can be used to create a custom template for Third Party Check Writer (XML). Using the XML Publisher Administrator responsibility, navigate to Templates.

  1. Click on Create Template.

  2. Enter the following fields:

  3. Click on Apply.

To group related templates for Third Party Check Writer (XML)

Using the Application Developer responsibility, navigate to Applications > Lookups > Common.

  1. Enter the following fields:

  2. Click Save.

To register a template group for Third Party Check Writer (XML)

The template group comprised of the custom template created earlier can now be registered to produce the Third Party Check Writer (XML) output. Using the US Payroll Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: Select Register BI Publisher Templates for Payroll.

  3. Enter the parameters as follows:

  4. Click on OK and submit the request.

Now the Custom Template is available for use as the parameter ‘Check Style’ for the concurrent program ‘Third Party Check Writer (XML)’.

To use a template group for Third Party Check Writer (XML)

The template group comprised of the custom template created earlier can now be registered to produce the Third Party Check Writer (XML) output. Using the US Payroll Manager responsibility, navigate to View > Request.

  1. Submit a New Request and click on OK.

  2. Name: Third Party CheckWriter (XML).

  3. Select the Template Group created earlier in parameter 'Check Style' (e.g. Custom Template for Third Party Check Writer (XML)).

  4. Click on OK and submit the request.

Note

The Image rendering code is used to implement the dynamic digital signature inside the template. This code is not available in the seeded PAYUSTPCHKWXML_en.rtf template. If you are using the seeded template or your own custom template, then to implement the Digital Signature (Image) functionality, you must complete the following steps. You must copy the XSL code to render the image with the appropriate link for image.

XSL code to be added:

 <xsl:attribute xdofo:ctx="block"  name="background-image">URL</xsl:attribute>
   <xsl:attribute xdofo:ctx="block"  name="background-position-horizontal">
   center</xsl:attribute>
  <xsl:attribute  xdofo:ctx="block"  name="background-position-vertical">bottom
   </xsl:attribute>

Replace the text URL in the code with a valid link as in the following example:

Example: http://valid-hostname:valid-port/valid-image.png

Steps to modify the custom template:

  1. Open the template.

  2. Inside the template search for the string "BG" (this should be at the bottom part of the template).

  3. Double-click the BG field. Iin the pop-up that shows up click the 'Add Help Text' button at the bottom.

  4. In the pop-up that shows up, copy the entire XSL code with the URL link embedded in it across the Text areas in the 'Status Bar' & 'Help Key (F1)'.

  5. Make sure that the whole string is copied without any truncation mainly in the 'Status Bar' text area.

  6. Save and Upload the document.

Using Custom XML with Oracle US & Canadian Payroll Reports

Custom XML code can be defined for the Oracle BI Publisher based Check/Cheque Writer (XML), Third Party Check/Cheque Writer (XML), Deposit Advice (XML) and PDF Payslip delivered with the US and Canadian Payroll localizations. Using the 'PAY: Disable Custom XML Code (Yes/No) profile option, users can enable or disable the custom XML code to run if there are issues with the custom code. For more information about this functionality, refer to the Using Custom XML with Oracle US & Canadian Payroll Reports document on My Oracle Support note ID 1530347.1.

Setting Up an Agent 2678 Filer for W-2 Reporting

Oracle Payroll supports the use of Agent 2678 Filers for W-2 reporting.

To create an Agent 2678 Filer

  1. Create a location for your payroll vendor. You must provide a valid mailing address as it should appear on Form W-2.

  2. Navigate to the Organizations window, and create a new organization for your business group.

  3. Provide your 2678 Filer's name as it should appear on Form W-2.

  4. Assign this organization to your payroll vendor's location.

  5. Give the organization a GRE/Legal entity Organization Classification.

  6. Select the GRE/Legal entity entry and click Others.

  7. Select Employer Identification, and specify your 2678 Filer's EIN as it should appear on Form W-2.

  8. Save your work.

  9. In the Organization window, select the GRE/Legal entity entry and click Others.

  10. Select W2 Reporting Rules.

  11. Designate this GRE as a W-2 transmitter and a 2678 filer.

    Note: While you can have multiple W-2 transmitter GREs, you can have only one Agent 2678 Filer. Your Agent 2678 Filer must be a W-2 transmitter GRE.

  12. Specify all other required W-2 information for this GRE.

  13. Save your work.

    If the setup is incomplete or incorrect, the Employee W2 PDF and the Employer W2 to be filed with the state (PDF) reports will error. Review the log file to determine the reason for the error. You will see one of the following error messages:

    Note: The system does not obtain 2678 Filer and W2 Transmitter details from the archive. If you encounter any errors, you do not need to rollback or retry the Year End Pre-Process. Modify the segment details of the 2678 Filer and W2 Transmitter for the GRE(s) reporting rules and resubmit the Employee W2 PDF and the Employer W2 to be filed with the state (PDF) processes.

Populating Box 12 with Taxes Due for Group Term Life Insurance

Form W-2 Box 12 reports various balance information.

  1. Create two earnings elements with the following criteria:

    Name These will feed the W2 Uncoll SS GTL and W2 Uncoll Med GTL balances, so you should name them appropriately.
    Classification Select Imputed Earning.
    Category Select Group Term Life Insurance.
    Calculation Rule Choose an appropriate formula.

  2. Feed your two new elements into the W2 Uncoll SS GTL and W2 Uncoll Med GTL balances.

    Note: If you add "Pay Value" Input Value of MEDICARE_EE_ARR element to the "W2 Uncoll Med GTL" balance and SS_EE_ARR element to the "W2 Uncoll SS GTL" balance, then you must add "Clear Arrears" Input Value of MEDICARE_EE_ARR element to the "W2 Uncoll Med GTL" balance and SS_EE_ARR element to the "W2 Uncoll SS GTL" balance.

    Element Name Input Value Balance Name Action
    MEDICARE_EE_ARR Pay Value W2 Uncoll Med GTL Add
    MEDICARE_EE_ARR Clear Arrears W2 Uncoll Med GTL Add
    SS_EE_ARR Pay Value W2 Uncoll SS GTL Add
    SS_EE_ARR Clear Arrears W2 Uncoll SS GTL Add

  3. Navigate to the Write Formula window, and query for the formulas created when you created these elements.

    If you are unsure about the names Oracle Payroll gave these new formulas, you can find them by navigating to the Formula Results window and querying for the elements you created.

  4. Click Edit.

  5. In your formulas, add whatever business logic is required for your elements to calculate and return the due taxes.

  6. Attach your elements to the appropriate employees at the assignment level.

Feeding Balances for W-2 Box 13 and Box 14

Establish balance feeds from the Balances window in the Total Compensation area of the Navigator.

Note: Balances are date effective. Ensure that you have set your effective date.

The application populates the Retirement Plan checkbox in Box 13 based on the existence of a balance. The box for Retirement Plan is checked if the payroll run processes any of the following balances:

To enter a balance feed for W-2 Box 13 and 14

  1. Query the code for W-2 box 13 and/or query for a balance for box 14 for which you want to establish a balance feed.

    Note: Codes for Box 13 and 14 take the form W2 Box ##A, where ## represents the box number and A represents the box code. Combined, they correspond to the information required for that code, in that box.

  2. Click Feeds to open the Balance Feeds window.

  3. Select the Element name.

  4. Select the Input Value Name to add or feed.

  5. Select Add for the Add/Subtract field to feed a balance.

  6. Save your changes.

    If you are adding new feeds to balances for W2 box information, Run Balances data may become invalid. It is necessary to ensure that the related Run Balances data is regenerated for optimal performance of Year End Preprocess. To determine the invalidated run balances, run the "Run Balance Architecture Diagnostic Report". For the invalid balances, it is recommended to run the 'Generate Run Balances' request for the respective balances by selecting the mode as 'A single balance'.

Populating Box 14 with Additional Information

Employers use Form W-2 box 14 to provide information regarding additional income and deductions. Through Oracle Payroll, you can report on such information as:

You can customize the box 14 labels to provide a description for these values.

To customize and populate Box 14

  1. Create an element, and assign its eligibility criteria.

  2. Through the element entries, assign the element to the employees at the assignment level.

  3. In the Balance window, select the W-2 Box 14 you want to use, and create the balance feed.

  4. Navigate to the Application Utilities Lookup window, and query for W2 Box 14 User-Defined.

  5. In the Meaning column, enter the label for the Box 14 you want to use, with a maximum of six characters.

    Note: From Year End 2012 going forward, you can create Box 14 balances with 2 letters (AA thru ZZ) as well as single letter balances (A thru Z) using the concurrent program Create W2 Box Balances.

    The Meaning you specify here appears as the Box 14 label on Form W-2.

  6. Save your work.

Creating Two Character W-2 Box 14 Balances

The concurrent program "Create W2 Box Balances" allows you to create the necessary additional W-2 Box 14 balances that have 2 characters. It requires 2 parameters: W2 Box Number (this is currently defaulted to 14 and cannot be overridden) and W2 Box Code. The concurrent program will create balances based on the W2 Box Code parameter value entered (note that the balance will still need to be fed by the appropriate elements). It will also create a new entry in the lookup 'W2 BOX 14 USER-DEFINED' with the newly added code.

Note: This setup must be completed before running the Year End Preprocessor (YEPP).

For example: To create a balance to feed W-2 Box 14, Code ZN:

  1. The concurrent process is run for W2 Box Code 'ZN'.

  2. The name of the new balance created would be 'W2 BOX 14++'ZN' or 'W2 BOX 14 ZN'. Likewise, an entry would be added to the lookup type W2 BOX 14 USER-DEFINED.

    Note: The space between ‘W2 BOX 14’ and ‘ZN’ in the above example is deliberately introduced to support the existing single character box 14 codes previously created by users. This was done so that the new two character code creation would not disturb the existing architecture for a single character code.

    By default, when running the Create W2 Box Balances concurrent process, the Meaning column of the lookup code will be used to create with the new balance name (created by the new process). This is what will be used to print on the W-2 in Box 14. However, the Meaning column can be modified if necessary based on how it should appear on the W-2.

Setting up Elective Deductions for Returning Veterans (USERRA Compliance)

If any employees in your organization opt to make retroactive contributions to their 401K, 403B, 457, or other plans, you must create a new pre-tax element for each year that your employees want to contribute.

If employees assigned to a Puerto Rico GRE contribute to a deduction under the USERRA plan, you must manually generate a Form 499R/W2PR or create a separate statement showing the type of plan, the year to which the deferrals relate, and the amount deferred.

To set up elective deductions for returning veterans

You do not need to perform these steps if you do not have any employees serving and covered by USERRA, or interested in making deductions for the years they served.

  1. For every year that your employees want to contribute deductions, create a new element as a pre-tax deferred compensation deduction (401K, 403B, or 457):

    1. Navigate to the Deductions form.

    2. Specify a descriptive name.

    3. Choose a classification of Pre-Tax Deductions.

    4. For Category, select one of the following:

      • Deferred Comp 401K

      • Deferred Comp 403B

      • Deferred Comp 457

      • Roth 401k

      • Roth 403b

    These new elements begin accruing contributions immediately upon the attachment to an employee assignment.

  2. For each calendar year you had employees out on service and covered by USERRA, run the Create USERRA Balances process. This process requires two parameters:

    This process creates the required defined balance and the lookup codes and database items.

  3. Add the feed of the element(s) you created to the new balance(s):

    1. Navigate to the Balance form.

    2. Query for a balance you created.

    3. Click Feeds.

    4. Associate the element for each balance.

  4. Navigate to the fast formula screen (From Total Compensation select Basic and then Write Formulas), and query the formula associated with the new element

  5. Click Edit.

  6. Locate the occurrences of CUSTOMER PLEASE NOTE.

  7. Instructions are available on how to update the formula under each occurrence of CUSTOMER PLEASE NOTE. Update the formula as indicated.

  8. Compile the formula and link it.

  9. For each contributing employee, calculate how much they are eligible to contribute this year, and in the element entry screen, enter that value in the Override IRS Limit input value on the element.

    This entry ensures that the element stops after taking its maximum deductions.

Identifying a GRE

For each GRE serving as a transmitter of Federal W-2 electronic reporting, you must enter information identifying the GRE. If the GRE is a W-2 transmitter, you must also specify whether or not you are using this GRE as a 2678 Filer.

Start from the Organization window to make entries in the W2 Reporting Rules window.

To identify a GRE

  1. Enter or query the GRE in the Organization window.

  2. In the Organization Classifications region, select Government Reporting Entity.

  3. Click Others, and select W2 Reporting Rules.

  4. Click in the Additional Organization Information field to open the W2 Reporting Rules window.

  5. Enter Yes in the W-2 Transmitter field for this GRE to function as a transmitter of W-2 information.

  6. If this GRE is a W-2 Transmitter, select Yes in the 2678 Filer field.

  7. Select a GRE in the Company Name field. This is the name that will appear on the magnetic file.

  8. Select a contact person in the Contact Name field. This person's contact information (address, phone, FAX, and e-mail) appears on the magnetic file as the SSA contact for processing problems.

    Note: Make sure the Phone Numbers window contains the proper work phone number for the employee. The Phone Type must be 'Work' which must correspond to the Phone Type lookup code "W1" in Application Utilities Lookups. This is the number that appears in the magnetic file.

    The W-2 magnetic files and SQWL reports will format these phone numbers to comply with the Forms' requirements:

    A phone number entered as:

    222-333-4444Ext555

    Would appear as

    2223334444555

    on the Forms' magnetic file.

  9. Select the Problem Notification Method you prefer the SSA to use in case they wish to contact you regarding the magnetic file.

  10. In the Preparer field, select the preparer of the magnetic file.

  11. If this electronic submission is for Puerto Rico, select Puerto Rico in the Tax Jurisdiction field. Otherwise, select All US States and District of Columbia.

  12. If you have terminated your business during this tax year, select Yes in the Terminated GRE field. Otherwise, select No.

  13. Enter No in the Third Party Sick pay field unless you are a third-party sick pay payer filing Form W-2 for an employee of an insured company.

  14. If you have used another EIN to submit Form 941 or 943 to the IRS, or you have previously submitted W-2 data to the SSA using an EIN different from the EIN in the Employer Identification field that defines your GRE, enter that number in the other EIN field.

    Note: Oracle Payroll only supports one value for this field per GRE.

  15. For the following states make the appropriate selections:

  16. Save your work.

To specify the NAICS Code (MD) to meet EFW2 file requirements for Maryland

  1. Enter or query the GRE in the Organization window.

  2. In the Organization Classifications region, select Government Reporting Entity.

  3. Click Others, and select W2 Employer Rules 2.

  4. Click in the Additional Organization Information field to open the W2 Employer Rules 2 window.

  5. Select the appropriate code in the NAICS Code (MD) field.

Defining the New Jersey Disability Insurance Private Plan ID

For employees enrolled in a private disability plan (DIPP) in New Jersey, the DIPP ID appears in Box 14 of their W-2 reports.

Employers must enter the New Jersey DIPP number for their employees.

Beginning in tax year 2006, the application will produce a W-2 for the plan id of each GRE the employee belongs to for the tax year. The W-2 reports the private plan id as it existed when the employee was last covered by the private plan.

To specify your New Jersy DIPP number

  1. Select Enter and Maintain from the People menu.

  2. Query for a qualifying employee, and click Assignment.

  3. Select the Statutory Information tab. If the flexfield does not open, click in the field.

  4. Specify the DIPP number in the Private Disability Plan ID (NJ).

  5. Save your work.

Defining the New Jersey Family Leave Insurance Private Plan ID

For employees enrolled in a private family leave insurance plan (FLI PP) in New Jersey, the FLI PP ID appears in Box 16 of their W-2.

Employers must enter the New Jersey FLI PP number for their employees. Beginning in tax year 2009, the application will produce a W-2 for the plan ID of each GRE the employee belongs to for the tax year. The W-2 reports the private plan ID as it existed when the employee was last covered by the private plan.

To specify your New Jersey FLI PP number

  1. Select Enter and Maintain from the People menu.

  2. Query a qualifying employee, and click Assignment.

  3. Select the Statutory Information tab. If the flexfield does not open, click in the field.

  4. Specify the FLI PP number in the Family Leave Insurance Private Plan ID (NJ) field.

  5. Save your work.

Allocating the New Jersey Annual $3 Employee Fee

The state of New Jersey required an annual surcharge of $3 per employee for all employers who were subject to the NJ unemployment compensation law. This surcharge was in effect for a three year period from June 2004 - 2006.

The following information may apply if you are processing W2cs for your employees for the years in which the surcharge applied.

This fee is collected by the comptroller for the NJ UCF and paid to the State Treasurer for deposit into the fund annually. You receive an annual assessment notice from the NJ DOL with the amount due. You treat this surcharge as a payroll deduction to each covered employee.

Refer to NJ Medical Care Access and Responsibility and Patients First ACT A50.

You deduct the $3 surcharge from each subject employee or pay this amount for each subject employee. If you deduct the amount from the employee, you must report the deduction for the years 2004-2006 in Box 14 of Form W-2c with a literal of MIF (Malpractice Insurance Fund). You could start deducting the assessment at any time.

To setup the annual $3 employee fee for W-2 reporting

  1. Create the fee as a pre-tax deduction element.

  2. Create a user-defined pre-tax category with the tax withholding rules set appropriately.

  3. Set the wage attachment rules appropriately so that you include the fee for involuntary deductions correctly.

  4. Define Box 14 of Form W-2c as MMIPAA, and complete the balance feed for the appropriate Box 14 balance.

Adding Maryland State Retirement Fund Contributions

The State Retirement and Pension System administers death, disability, and retirement benefits on behalf of over 250,000 active and former State employees, teachers, State police, judges, law enforcement officers, correctional officers, and legislators.

The contributions are paid to the Maryland State Retirement Fund. Report this amount in the RS record, positions 298-307 for the Maryland State Magnetic Media File.

The application creates the new W2 State Pickup balance to populate the Maryland State Pickup amount reported in positions 298-307 of the RS record of the Maryland W2 Magnetic tape.

Note: Oracle does not deliver any pre-defined feed for the W2 State Pickup balance. Also note that when defining the deduction element for the Maryland State Retirement Fund Contribution that will feed the "W2 State Pickup" balance, you must define an input value to hold the jurisdiction code. This is so that when the element is added to an employee's element entries, the Jurisdiction Code input value is populated with '23-000-0000' (for Maryland). If this setup step is not performed, the balance will not be properly populated and will not be properly reported in the RS record of the Maryland State W-2 Magnetic Media.

To define the feeds for the W2 State Pickup balance

  1. Navigate to the Balance form (Navigator > Total Compensation > Balance).

  2. Query the Balance form for the balance name W2 State Pickup.

  3. Set the Effective Date to the date the balance should begin to accumulate.

  4. Click Feeds.

  5. Add the deduction element to the balance.

  6. Save all changes and exit.

Verifying Employee Names and Social Security Numbers

Oracle HRMS now provides the Electronic EVS Report concurrent process to assist you in your employee verification efforts. This process creates an output file that you can submit electronically to the Social Security Agency's (SSA) Employee Verification Service (EVS).

You should run the EVS yearly before submitting your W-2s, to ensure your reports are error-free. The best practise is to check each new hire against the EVS.

Run the Electronic EVS Report process from the Submit Requests window.

To submit five or less names for verification

The SSA provides a toll-free number:

  1. Call 1-800-772-6270 weekdays from 7:00 a.m. to 7:00 p.m. EST.

  2. Provide your company name and EIN.

  3. Provide the following information for each name/SSN you want to verify:

To submit up to 50 names for verification

You can submit the reports in paper format to your local SSA office. Some offices accept faxed listings.

For each name/SSN you want to verify, provide the following information:

To find a SSA office near you, check http://www.socialsecurity.gov/employer/empcontacts.htm.

To submit more than 50 names for verification

To verify more than 50 names, the SSA provides the EVS. Use Oracle Payroll's Electronic EVS Report to generate a magnetic media report you can submit electronically to the EVS.

  1. In the Name field, select Electronic EVS Report from the List of Values.

  2. If the Parameters window does not open, click in the Parameters field.

  3. Enter the range of dates (start and end dates).

    By default, the start date is the effective date and the end date is 31st December of the year of the effective date.

  4. Select the GRE.

    Government Reporting Entity (GRE) is an optional parameter. If you specify no GRE, the report applies to all GREs in the current business group.

  5. Select a report category.

    The report category (a lookup parameter) identifies the group of people you want to report on for the specified period. The List of Values are:

  6. Select an output media type. You can choose between Diskette and CD.

    If you choose Diskette, this process produces a file for every 11,000 employees. The first file is named EVSREQ2K1, and subsequent files increment the final digit by 1 (EVSREQ2K2, EVSREQ2K3, EVSREQ2K4, and so on). The suffix number is written to the multiple request indicator field in each record in the relevant report file.

    If you select CD, all records are written to a file named EVSREQ2K.

  7. Click OK, then Submit.

  8. Submit the generated output file to the EVS for verification.

  9. Resolve any discrepancies it detects.

To use the Electronic Verification Service

  1. Access the SSA website at Business Services Online (www.socialsecurity.gov/bso/bsowelcome.htm).

  2. Complete the registration form and select a password. Social Security will verify your identity and display a USERID.

  3. Login with your USERID and password and select Request Access and Activation Code.

  4. Login with your USERID, password, and activation code and begin to use the service.

Note: Effective 2007, the Social Security Administration will no longer accept employee verifications on tape or diskette.

Running a Federal Magnetic W2 Report for Employers

When preparing to run this report, you may need to consider those employees who have changed their primary residence within the past year:

Run the Federal Magnetic W-2 report from the Submit Requests window.

To run the Federal W-2 Magnetic Media report

  1. In the Name field, select Federal W-2 Magnetic Media. If the Parameters window does not open, click in the Parameters field.

  2. In the Year field, enter the tax year for the report.

  3. In the Multi-Thread Report field, optionally enter Yes to execute the process in a multi-thread mode. This parameter is defaulted to No. If the parameter value is set to Yes, the Federal W2 Magnetic Media process uses the enhanced multi-thread feature.

  4. In the Transmitter GRE field, select the GRE that functions as the transmitter of this W-2 report.

  5. Enter the number assigned to the employee who submits the W-2 files to the SSA in the User Identification (USERID) field.

    You can obtain a USERID from the SSA website (http://www.ssa.gov).

  6. If you are resubmitting the W-2 report at the request of the SSA, enter the WFID number provided in the Resub WFID field. Otherwise leave this field blank.

  7. To produce an Audit Report (.a03), select Yes in the Create Audit Report field.

    This Audit Report file contains the information in the magnetic file in a comma delimited (.CSV) format that you can open in a spreadsheet.

  8. Click OK, then Submit.

    When the report is complete, Oracle generates the files for electronic submission. You can navigate to the View Requests window to view the processing status of the report.

  9. Select Yes or No in the Fold Output parameter field. If you select Yes, then the output flat files (.mf) are folded as per the necessary specifications. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required. If ‘No’ (default option) is selected, then the process will not fold the output file and all the records in magnetic file are generated in one continuous line.

Running a State Magnetic W-2 Report for Employers

When preparing to run this report, you may need to consider those employees who have changed their primary residence within the past year:

Run the State Magnetic W-2 report from the Submit Requests window.

To run a state magnetic W-2 report

  1. In the Name field, select State W-2 Magnetic Media. If the Parameters window does not open, click in the Parameters field.

  2. In the state field select the state.

    Note: States not required to file on magnetic media will not appear in the list.

  3. In the Year field, enter the tax year for the report.

  4. In the Transmitter GRE field, select the name of the GRE that functions as the transmitter of this W-2 report.

  5. Puerto Rico only: The Commonwealth of Puerto Rico requires an access code in positions 13-17 of the RV record.

    To add the access code:

    1. Navigate to Organization> Description> GRE/Legal Entity> W2 Reporting Rules> Access Code (PR)

    2. Enter the 5 character length alphanumeric code.

  6. Enter the number assigned to the employee who submits the W-2 files to the SSA in the User Identification (USERID) field. You can obtain a USERID from the SSA website (http://www.ssa.gov). If you are resubmitting the W-2 report at the request of the SSA, enter the WFID number provided in the Resub WFID field. Otherwise leave this field blank.

  7. Select Yes or No in the Fold Output parameter field. If you select Yes, then the output flat files (.mf) are folded as per the necessary specifications. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required. If ‘No’ (default option) is selected, then the process will not fold the output file and all the records in magnetic file are generated in one continuous line.

  8. Click OK and then Submit.

    When the report is complete, Oracle generates the files for electronic submission. You can navigate to the View Requests window to view the processing status of the report.

    Note: If you are validating your magnetic media reports through Accuwage, do not use this software to check your state reports. Accuwage is a Social Security Administration application and is only applicable for Federal W-2 magnetic media reports. Individual state formats do not completely follow the SSA EFW2 format, and your reports will likely fail the Accuwage checks.

Running a State Paper W-2 Report for Employers

When preparing to run this report, you may need to consider those employees who have changed their primary residence within the past year:

Run this report from the Submit Request window.

To run the Employer W2 to be filed with the state (PDF) report

  1. In the Name field, select Employer W2 to be filed with the state (PDF).

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Enter the Reporting Year, GRE Archived by Year End Pre-Process, and State for the W-2 report (required).

  4. Click in the Selection Criterion field and choose one selection criterion from the List of Values (optional).

    Note: This step activates the corresponding field on the Parameters window.

  5. If you typed a value in the Selection Criterion field, in the corresponding field, enter an value.

  6. In the Submit Request window, select the printer, number of copies, and style (for example, Paper W2) in the Print Options region.

    Note: Your System Administrator sets the name of the printer style and it may be slightly different than the example shown here.

  7. Submit the report, or alternately, select sort options for the report.

Running a Local Magnetic W-2 Report for Employers

Run the Local W-2 Magnetic Media report from the Submit Requests window.

To run the Local W-2 Magnetic Media report

  1. In the Name field , select Local W-2 Magnetic Media

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. In the Locality or Agency field, select the city or agency.

  4. Enter the reporting year.

  5. Select a Transmitter GRE.

  6. Enter a SSA User Identification (USERID).

    Enter the number assigned to the Employee who submits the W-2 Files in EFW2 format. This number is the same USERID obtained from the SSA.

  7. Review the Resub WFID parameter.

    This is an optional field. Only enter a value if it is necessary to resubmit the Local Magnetic Media file. The appropriate tax agency will notify you if you need to resubmit. This notice provides the WFID number. Enter this value in the parameter when you resubmit the Local W-2 Magnetic Media process.

  8. Review the Create Audit Report parameter.

    This parameter defaults to Yes to create and audit report with an .a03 extension. Typically you accept the default unless there are space constraints.

  9. Select Yes or No in the Fold Output parameter field. If you select Yes, then the output flat files (.mf) are folded as per the necessary specifications. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required. If ‘No’ (default option) is selected, then the process will not fold the output file and all the records in magnetic file are generated in one continuous line.

  10. Click OK, and then Submit.

Running the Local Year End Interface Extract

Run the Local Year End Interface Extract from the Submit Requests window.

To run the Local Year End Interface Extract

  1. Select Local Year End Interface Extract from the List of Values.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. In the Year field, select the tax year.

  4. In the State field, select the two digit state code from the List of Values.

  5. In the Locality field, select the locality name from the List of Values. Only the localities for the state you select appear in the List of Values.

  6. Enter a SSA User Identification (USERID). Enter the number assigned to the Employee who submits the W-2 Files in EFW2 format. This number is the same USERID obtained from the SSA.

  7. Review the Resub WFID parameter. This is an optional field. Only enter a value if it is necessary to resubmit the Local Magnetic Media file. The appropriate tax agency will notify you if you need to resubmit. This notice provides the WFID number. Enter this value in the parameter when you resubmit the Local W-2 Magnetic Media process.

  8. Click OK to close the Parameters window.

  9. In the Print Options region, select the number of copies you want to print.

  10. In the Printer field, select a printer or accept the default.

  11. In the Run Options region, select any run options and click Submit. Navigate to the View Requests window to view the Report.

Running a Federal Paper W-2 PDF for Employees

Run the Employee W-2 PDF from the Submit Request window.

Prerequisites

To configure the W-2 PDF generation

The Employee W-2 PDF concurrent program generates employee W-2 slips in PDF format. This program uses XML Publisher to create the file. Perform the following steps to configure the W-2 generation:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
<property name="pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to one of the utl_file_dir directories.

  3. Replace printer_name with the name of a printer that supports PDF printing.

  4. Replace the first file_size_in_bytes with the file size the selected printer can manage.

    You can specify the parameter <property name="printer_name.pdf-stream-divider-max-output-size"> for each printer, entering a different file size for each printer depending on what the printer can manage.

    You control the output by specifying the file size. You can increase the file size to produce one W-2 document, but if the document is too large, the printer may not be able to print it.

  5. Replace the second file_size_in_bytes with the default file size.

    The Employee W-2 PDF concurrent program uses this value if it cannot find the first file_size_in_bytes. If you leave the second file_size_in_bytes parameter empty, the default is 1MB.

To configure generation of large W-2 PDF files

Using the XML Publisher Administrator responsibility, navigate to Home > Administration.

  1. Set the following features to enhance the JAVA performance for large data sets:

  2. Add the PRINTER_MEM_SIZE to pay_action_parameters:

    Sql Command : Insert into pay_action_parameters values ('PRINTER_MEM_SIZE',32768); commit;

    Note: The value of PRINTER_MEM_SIZE is the maximum size of the file that can be printed on the printer and is set in kb.

  3. Configure the PY_LIB_PATH environment variable to include the path to libjava.so and libjvm.so.

    eg:- PY_LIB_PATH=< libjvm.so path>:<libjava.so path>:$LD_LIBRARY_PATH

  4. Navigation :- Other Definitions > Action Parameters.

    Choose the “Default Group” check box and set Action Parameters “Print File” and “Run XML Publisher for Report Generation” to N (No).

  5. Set DBC_FILE in pay_action_parameters.

    Add the DBC file parameter to pay_action_parameters as follows:

  6. Shutdown and restart the Concurrent Manager after doing the setup.

To generate the W-2 PDFs

Use the Employee W-2 PDF concurrent program to generate PDF files for printing.

When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

  1. Select Employee W-2 PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the GRE Archived by Year End Preprocess for the W-2 .

  4. Select an option for the Selection Criterion:

    Note: This step activates the corresponding field on the Parameters window. For example, if you select Locality (County/City/School District), the application activates the State and Locality fields.

  5. Complete the selection information by entering a value in the corresponding field. For:

  6. Select an option for Print Terminated Employees. If you select Yes, the application prints W-2's only for terminated employees. The default option for this field is No. By selecting No, all employees including terminated employees are printed.

  7. Select sort options for the report or click OK.

  8. In the Submit Request window, select the printer, number of copies, and style in the Print Options region (for example, Paper W2).

    Note: Your System Administrator sets the name of the printer style and it may be slightly different than the example shown here.

  9. In the Print Instruction field, select Yes or No to determine if the application prints the instructional information which accompanies the W-2.

  10. Click OK.

  11. Submit the report.

    The Employee W-2 PDF program spawns the Employee W-2 (XML) concurrent program to generate data for employees processed in XML format. This program uses the PYUGEN payroll engine to generate XML. It processes the data to generate the PDF and spawns one or more "Sub Request: (PDF Document Stream Printing)" sub-requests. The pdf-stream-divider-max-output-size parameter in the xdo.cfg file defines the size of these sub-request files and how many are created. You can increase the file size to produce one W-2 document, but if the document is too large, the printer may not be able to print it.

    PYUGEN merges the data for multiple employees and creates one PDF file for multiple employees.

The Employee W-2 PDF concurrent program generates PDF output suitable for printing. These reports are viewable through the Output button on the SRS screen by selecting Sub Request: (PDF Document Stream Printing). Oracle Payroll also stores them in the output directory.

With PDF slips, use blank paper for printing. Do not use the preprinted forms.

Exporting a Federal W-2 Report for Employees in XML Format

Run this report from the Submit Request window.

To run the Employee W2 XML Interface report

  1. In the Name field, select Employee W2 XML Interface.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select a reporting year.

  4. Select a GRE.

  5. If you want to run W-2s for an assignment set, make a selection in the Assignment Set field. This report does not support dynamic assignment sets.

    Note: The W-2 XML files will only contain assignments in the selected GRE.

  6. Submit the report.

    When the process completes, HRMS stores the output file to the $APPLCSF/out directory. The filename is <username>.<requestID>.

Running a Puerto Rico W2 Request Set for Employees

You use forms 499R-2/W2PR to provide the annual withholding statement to employees in Puerto Rico. The Puerto Rico Tax Department no longer provides pre-printed forms and recommends using an outside vendor to print the W2's. Oracle Payroll provides a comma delimited output file which you may need to modify based on the specifications of the vendor or software you select to print the W2's.

Puerto Rico employees must be in a separate GRE from other employees. If employees are currently in a GRE that represents both the U.S. and Puerto Rico, you must define a new GRE. This GRE should have the parameter for tax jurisdiction defined as Puerto Rico in the W2 reporting rules.

Running this request set generates four output files:

Run this request set from the Submit a New Request window.

To run the W2 Puerto Rico Request Set

  1. In the Request Set field, select W2 Puerto Rico.

  2. Click in the Parameters field for Puerto Rico Employee W2 Report program

  3. Enter the reporting year and the GRE archived by year end pre-process for the report.

    Note: Only those GREs defined with the tax jurisdiction of Puerto Rico in the W2 reporting rules appear in the list. This list of GREs will not be the same as the list displayed for the Employee W2 report or the W2 Register.

  4. Click in the Selection Criterion field, and choose one selection criterion.

    Note: This step activates the corresponding field on the Parameters window.

  5. If you entered a value in the Selection Criterion field, in the corresponding field, enter a value.

    Note: Only assignments in the specified GRE are selected, regardless of what criterion you select.

  6. Submit the request set, or alternately, select sort options for the report.

Puerto Rico Employee W2 Report

The Puerto Rico Tax Department no longer provides pre-printed forms and recommends using an outside vendor to print the W2's. Therefore the output of the Puerto Rico Employee W2 report is not supported and is only provided for informational purposes.

Oracle Payroll provides a comma delimited output file, which you may need to modify based on the specifications of the vendor or software you select to print the W-2's. See Puerto Rico W2 Register below for details.

Puerto Rico W2 Register

The Puerto Rico W2 Register Report gives the details of the employees required for producing Puerto Rico W-2’s. It produces a comma delimited output file (<FileName>.out) which you can find in the $APPLCSF/OUT directory. You can open and save this file as a text (<FileName>.txt) or .csv (<FileName>.csv) file. After saving the output, you can import it into an MS Excel spreadsheet for review or to make any changes. You can then use the .csv file to upload to third party software or to an external vendor to produce the Puerto Rico Employee W-2’s. Refer to the Puerto Rican government's online list of preferred software and vendors.

Note: Oracle recommends using PRSoft and the comma delimited file is produced according to their specifications.

Puerto Rico W2 Exceptions Report

Employees meeting the following conditions are included on the Puerto Rico W2 Exceptions Report:

For employees appearing as an exception due to negative dollar amounts, you must:

  1. Correct their balances.

  2. Retry the Year End Pre-Process for those employees.

  3. Rerun Puerto Rico W2 Request Set.

    Note: This rerun will include ALL employees, including the corrected employees.

Puerto Rico W2 Totals Report

The Puerto Rico W2 Totals Report includes the totals for all employees included in the Puerto Rico W2 Register Report. These totals are used for balancing purposes and can also be used for recording the totals on the applicable transmittal submitted with Form 499R-2/W-2PR.

Year End Pre-Process Re-Archive (ER info only)

If you discover that employer data on the federal or state magnetic W-2 is missing or NULL, you can:

  1. Correct this information.

  2. Rollback and rerun the magnetic media generation process to include the data for electronic submission.

  3. Run the Year End Employer Re-Archive process to include this data in the archive created by the Year End Pre-Process.

You do not need to roll back the Year End Pre-Process for the GRE.

Note: You can correct only null values. You cannot make changes to already existing data.

Run the Year End Employer Re-Archive process from the Submit Request window.

To run the Year End Employer Re-Archive

  1. In the Name field, select Year End Pre-Process Re-Archive (ER only).

  2. Select the reporting year the for this process.

  3. Select the GRE archived by the Year End Pre-Process. This is a mandatory parameter.

  4. In the Selection Criterion field, select:

    Report Output

    The Year End Pre-Process Re-Archive process produces output with the following information:

    You can export the output of the Year End Pre-Process Re-Archive to a spreadsheet for verification of the data that you have updated. You find this file in the OUT directory. After saving the output as a text (.txt) or .csv file, view this comma-delimited file in a spreadsheet.

    Note: You re-archive employer-level information based on the parameters you select when submitting the Year End Pre-Process Re-Archive. If you have already submitted a magnetic file, and employer-level information has since changed, the re-archive process re-archives the updated information. You must submit the Federal/State W-2 Magnetic Media process for retry (the new employer information is included in the output). Before submitting the Year End Pre-Process Re-Archive, please review the updated employer level data and determine which federal/state magnetic processes were submitted and mark for retry the appropriate processes.

Rolling Back a Magnetic Report

If you have already run a magnetic report and must make changes to the data, you must do the following:

  1. Roll back the report.

  2. Make all necessary changes to employee data, and mark those employees for retry.

  3. Retry the Year End Pre-Process, and rerun the magnetic report.

Note: If you are adding employer-specific data that was previously missing, you do not need to roll back the Year End Pre-Process before rerunning the magnetic report.

Roll back a process from the Submit Request window.

To roll back a process for a magnetic report, you can run the Rollback US SQWL/SMWL process. See: Running the Rollback US SQWL/SMWL Process

Note: The rollback process does not have any effect on the four files produced by the Magnetic Report process. However, when you rerun the process following a rollback, the new process produces four files that overwrite the existing files.

Retrying a Magnetic Report

Magnetic media can be damaged or lost when shipped. With the Retry US Payroll Process utility, you can recreate a magnetic report to resubmit.

Retry a magnetic report from the Submit Request window.

To retry a magnetic media report

  1. In the Name field, select Retry US Payroll Process.

  2. Click in the Parameters field if the parameters window does not automatically appear.

  3. In the Process Year field, select the year.

  4. In the Process Type field, select Magnetic Report.

  5. In the Payroll Process field, select the magnetic report you want to retry.

  6. Click OK, and then Submit.

    When the report is complete, Oracle generates the files for the magnetic media and overwrites any previous files. You navigate to the View Requests window to view the processing status of the report.

    Note: Retrying a payroll process for a magnetic report will not include new data for selected employees that were marked for retry. The process only recreates the files from the original magnetic report.

Running the W2 Register Report

Run the W2 Register report from the Request Set window.

Prior to running the W2 Register report, you must have run the Year End Pre-Process for the GRE you are reporting.

To run the W2 Register report

  1. In the Request Set field, select W2 Register.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the parameters for the report.

    See: W2 Register Parameters section

  4. Click OK to close the Parameters window.

  5. In the Print Options region, select the number of copies you want to print.

  6. In the Printer field, select a printer or accept the default.

  7. In the Run Options region, select any run options and click Submit.

    Navigate to the View Requests window to view the W-2 Register.

Running the W2 Exception Register Report

Run the W2 Exception Register from the Submit Request Set window.

To run the W2 Exception Register report

  1. In the Request Set field, select W2 Exception.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the parameters for the report.

    See: W2 Exception Register Parameters section

  4. Click OK to close the Parameters window.

  5. In the Print Options region, select the number of copies you want to print.

  6. In the Printer field, select a printer or accept the default.

  7. In the Run Options region, select any run options and click Submit.

    Navigate to the View Requests window to view the W-2 Exception Register.

W-2c Reporting

W-2c Pre-Process

The W-2c Pre-Process takes a snapshot of year end employee information after year end processing is complete, so you can include any changes on the Form W-2c. You must run the W-2c Pre-Process prior to generating a form W-2c using Oracle Payroll. To run the W-2c Pre-Process, you must successfully complete the Year End Pre-Process and the Federal W2 Magnetic Media process for the selected GRE. The W-2c Pre-Process does not archive any employees not included in the Year End Pre-Process. The message The Year End Pre-Process was not run for this employee appears in the log file along with the employee's name and Social Security number.

Note: You cannot roll back the Year End Pre-Process once you have run the W-2c Pre-Process for the same GRE and tax year without first rolling back the W-2c Pre-Process.

W-2c Pre-Process Parameters

The following parameters exist for the W-2c Pre-Process:

Reporting Year (required)

Tax year for the W-2c reports. This parameter defaults to the prior year. The List of Values(LOV) displays four tax years from the datetrack date. For example, if you datetrack to a date in 2007, the LOV displays 2007, 2006, 2005 and 2004. You cannot select a year prior to 2001.

GRE Archived by Year End Pre-Process (required)

GREs processed by the Federal W2 Magnetic Media process.

Selection Criteria (required)

You must run this process for a specific employee or assignment set. Selecting an employee name, Social Security number or assignment set will make the corresponding field active.

Employee Name (optional) (optional)

If you selected Employee Name in the Selection Criteria field, choose an employee from the list.

Social Security Number (optional)

If you selected Social Security Number in the Selection Criteria field, choose an employee's Social Security Number from the list.

Assignment Set (optional)

If you selected an assignment set, select a set from the list. You can only select static assignment sets. The list does not included dynamic or formula based assignment sets.

Note: This report does not support dynamic assignment sets.

Paper W-2c Reporting

With Oracle Payroll, you can print a single W-2c or a range of W-2c's. Sort options give you further flexibility in W-2c distribution. The application supports the W-2c for printing in accordance with the Evergreen pre-printed laser forms 5313 through 5316.

You can also run the Employee W-2c PDF Process that enables you to print employee W-2c copies in PDF format that can be printed on blank forms or paper. See: Running the Employee W-2c PDF Process

Oracle Payroll also includes a W-2c Audit Report in the Request Set with the W-2c Report. The audit report contains all information related to the W-2c(s) that you select. You open this comma-delimited report (.CSV) for easy searching (you can use this audit report to help you with the preparation of Form W-3c). The W-2c Audit Report only runs if the W-2c report completes successfully.

Note: Prior to running the Employee W-2c Report, you must have completed the W-2c Pre-Process for the affected employees (or assignment set). Running the W-2c report locks the W-2c Pre-Process so you cannot retry employees until you roll back the report (with one exception noted below). You also cannot retry the W-2c Report. You must roll it back to rerun it.

Paper W-2c Report Parameters

The following parameters exist for the W-2c report:

Reporting Year (required)

Tax year of the W-2c Reports you are printing. This parameter defaults to the prior year. The List of Values(LOV) displays four tax years from the datetrack date. For example, if you datetrack to a date in 2007, the LOV displays 2007, 2006, 2005 and 2004. You cannot select a year prior to 2001.

GRE Archived by Year End Pre-Process (required)

GRE's processed by the W-2c Pre-Process

Print Options (required)

Defaults to only unprinted W-2c's. To print all W-2c's for the selected employee(s) (including those that were previously printed), select the Reprint All W-2c's option.

Note: Selecting the Reprint All W-2cs option does not lock the W-2c Pre-Process.

Corrected W-2c (required)

Defaults to No. The first W-2c you issue, you do not print a "c" next to the W-2 in Box A. For all subsequent W-2c's for that employee, you print the "c". Choose No to not print the "c"; choose Yes to print the "c".

Note: If you are printing W-2c's where you have initial corrections as well as subsequent corrections, process the report twice so that you can choose the appropriate print instruction.

Selection Criteria (optional)

Specific employee or assignment set.

Employee Name (optional)

If you selected Employee Name in the Selection Criteria field, choose an employee from the list. The list shows those employees archived by the W-2c Pre-Process.

Social Security Number (optional)

If you selected Social Security Number in the Selection Criteria field, choose an employee's Social Security Number from the list. The list shows those SSNs archived by the W-2c Pre-Process.

Assignment Set (optional)

If you selected an assignment set, select a set from the list. Only employees in the selected GRE appear on the report.

Note: This report does not support dynamic assignment sets.

Sort Options for the W-2c

You can sort W-2c print jobs by one or more of the following options:

Organization

From archived data.

Location

From archived data.

Employee Name (last, middle, first)

From archived data (this is the default selection).

Social Security Number

From archived data.

Termination Reason

From archived data.

Zip Code

Use the Zip Code of the employee's primary address as of the session date (or as of termination date for terminated employees).

Generating a W-2c for an Individual

You may be required to generate a W-2c for an individual employee at any time. Using the Selection Criterion field in the Parameters Window, you can generate a single W-2c by selecting the employee's name or Social Security number. You can also specify an assignment set and generate a W-2c only for those employees in that set.

Note: This report does not support dynamic assignment sets.

Mark Paper W-2c and Exclude From Future Tapes

If you are filing more than 249 W-2cs in a tax year, you are required to file from the 250th W-2c onward on magnetic media. Since you may have filed the first 249 W-2cs on paper, Oracle provides the Mark Paper W-2c and Exclude From Future Tapes request set to denote that some W-2cs have been filed on paper with the government while others are picked up by the W-2c Magnetic Media process.

This process locks all assignments pertaining to the Employee W-2c Report process. Once you have submitted an Employee W-2c Report, those assignments marked by the Mark Paper W-2c and Exclude From Future Tapes request set are not included in the report produced by the Federal W-2c Magnetic Media process.

Note: You need to run this request set to define the end of reporting W-2 corrections on paper.

Federal W-2c Magnetic Media

You can report W-2 corrections on magnetic media (in EFW2C format) for all open assignments not marked by the Mark Paper W-2c and Exclude From Future Tapes process. You can only run this process after you have run the Federal W-2 Magnetic Media process and W-2c Pre-process.

The Employee W-2c Report Process needs to run for all corrections. Whenever you make a correction and submit the W-2c Pre-Process to create an assignment action for the corrected assignment, the Employee W-2c Report process needs to run to print the W-2c paper report. The Federal W-2c Magnetic Media process displays a message if the Employee W-2c Report process is not run after a W-2c Pre Process or W-2c archive process is complete.

Note: The W-2c does not report any corrections to Employer level data

Federal W-2c Magnetic Media Output Files

The Federal W-2c Magnetic Media process creates the following output files:

.mf

Flat file to be sent to the government.

.a01

Totals for Tax withheld and Wages reported per Government Reporting Entity (GRE).

.a02

Exception File. View this CSV file in a spreadsheet. The Exception file includes all employees in error. The .mf file does not include these employees. A successful process with no errors results in an empty .a02 file.

.a03

Audit File. View this CSV file in a spreadsheet. If the file is large, you can split it into smaller files. This file contains the same records as reported on the .mf file.

Federal W-2c Magnetic Media Output File Naming Convention

The following naming convention applies to the Federal W-2c magnetic media output files:

Report Errors and Resolution

AccuW2C is a Social Security Administration application applicable for Federal W-2c magnetic media reports in the EFW2C format. You use AccuW2C to validate your magnetic media reports for correctness before you send them to the Social Security Administration.

Running the W-2c Pre-Process

Run the W-2c Pre-Process from the Submit Request window.

To run the W-2c Pre-Process

  1. In the Type field, select Single Request.

  2. In the Name field select W-2c Pre-Process.

  3. In the Run This Request region, click in the parameters field and select the parameters for the report. See: W-2c Pre-Process Parameters section

  4. Click OK, and then Submit.

Note: If you have already run this process for an employee and subsequently changed information prior to running the W-2c Report, the employee in question is not archived a second time. The message An unprinted W-2c exists appears in the log file along with the employee's name and Social Security number. To correct this situation, retry the W-2c Report for the affected employees, or run the W-2c Report every time you change an employee's record.

Running the W-2c Report

Run the W-2c Request Set from the Submit Request window.

To run the W-2c Request Set

  1. In the Type field, select Set.

  2. In the Name field, select W-2c Report.

  3. In the Run This Request region, click in the Parameters field and select the parameters for the report. See: W-2c report Parameters section

  4. Click OK to close the Parameters window.

  5. In the Submit Request window, select the printer, number of copies, and style (Portrait for W-2c Paper) in the Print Options region.

  6. Submit the report.

The W-2c report prints on all four Evergreen pre-printed forms (5313 thru 5316). In order to reprint the W-2c run (to create the Employee copy for instance), you can navigate to the View Requests screen, select the request, and choose the Reprint option (Tools > Reprint).

Running the Mark Paper W-2c and Exclude From Future Tapes Request Set

Run the Mark Paper W-2c and Exclude From Future Tapes request set from the Submit Request Set window.

To run the Mark Paper W-2c and Exclude From Future Tapes request set

  1. Enter the tax year you filed the W-2c paper reports. This is a mandatory parameter. It defaults to the prior tax year. You can select any valid year from the list of values.

  2. Specify the file type for the output report. You can select SCV or HTML formats.

The output file is created in the same directory where the application generates other Oracle Payroll output. This output file indicates the GRE name, Employee Name, Social Security Number, and so on for each locked employee. It also indicates the tax year and system date (when the marking process was run).

Note: If you do not run this process, assignments pertaining to the Employee W-2c Report process are potential candidates for the Federal W-2c Magnetic Media process.

Running the Federal W-2c Magnetic Media Process

Run the Federal W-2c Magnetic Media process from the Submit Request window.

  1. In the Name field, select Federal W-2c Magnetic Media.

  2. Select the tax year of the W-2c reports you are filing. This parameter defaults to the prior year. You cannot select a year prior to 2001.

  3. Select the GRE you will use as Transmitter. This includes a list of all archived GREs in the business group. This list shows the GREs only if you have submitted the Federal Mag file for the business group.

  4. Enter the SSA User Identification Number (USERID) assigned to the employee who submits the W-2c files in EFW2C format. This is the same USERID obtained from the SSA. This is an optional parameter.

  5. Review the Resub WFID parameter. This is an optional parameter. Only enter if it is necessary to resubmit the W-2c magnetic media file. The government notifies you if you need to resubmit. This notice provides the WFID number. You must enter this value in the parameter when resubmitting the Federal W-2c Magnetic Media process.

  6. Review the Create Audit Report parameter. This parameter defaults to Yes to create an audit report with .a03 extension. Typically you accept the default unless there are space constraints.

  7. Select Yes or No in the Fold Output parameter field. If you select Yes, then the output flat files (.mf) are folded as per the necessary specifications. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required. If ‘No’ (default option) is selected, then the process will not fold the output file and all the records in magnetic file are generated in one continuous line.

Running the Employee W-2c PDF Process

The Employee W-2c PDF report enables you to print employee W-2c copies in PDF format that can be printed on blank forms or paper. This can be done using the delivered W-2c template or a custom template. For steps on creating custom W-2c templates, see: Setting Up Custom BI Publisher Templates for Payroll

Using the Employee Self-Service responsibility, employees can view W-2c PDF online or print the PDF.

Prior to running the Employee W-2c PDF, you must have completed the W-2c Pre-Process for the affected employees or the Assignment Set. Running the Employee W-2c PDF report will lock the W-2c Pre-Process so employees cannot be retried until the report is rolled back. You also cannot retry the Employee W-2c PDF report. You must roll the Employee W-2c PDF report back to rerun it.

You can use the Employee W-2c PDF process to reprint W-2c forms that had been generated previously for an employee. Select the ‘Reprint All W-2c’ option in the Print Options parameter.

Multiple W-2c Pre-Processes and Employee W-2 PDF reports can be run for an employee In this case the second W-2c Pre-Process for that employee will lock the first Employee W-2c PDF and the second Employee W-2c PDF action will lock the second W-2c Pre-Process action. If a second W-2c Pre-Process is submitted for an employee without printing the earlier corrected W-2s, this process will not archive any data for the employee and instead a message will be generated indicating unprinted data exists for them.

To run the Employee W-2c PDF Process

  1. Select Employee W-2c PDF Process in the Name field.

  2. Enter the following parameters:

    Reporting Year (required) Tax year of the W-2c Reports you are printing. This parameter defaults to the prior year. The List of Values(LOV) displays four tax years from the datetrack date. For example, if you datetrack to a date in 2012, the LOV displays 2012, 2011, 2010 and 2009. You cannot select a year prior to 2001.
    GRE Archived by Year End Pre-Process (required List of all GREs in the business group that have been archived. This list displays the GREs only if the Federal W-2 Magnetic Media process was submitted for the business group.
    Print Options (required) Defaults to only unprinted W-2cs. To print all W-2cs for the selected employee or employees, including those that were previously printed, select the Reprint All W-2c's option. Note: Selecting the Reprint All W-2cs option does not lock the W-2c Pre-Process.
    Corrected W-2c (required) Defaults to No. The first W-2c you issue, you do not print a "c" next to the W-2 in Box A. For all subsequent W-2cs for that employee, you print the "c". Choose No to not print the "c"; choose Yes to print the "c". If you are printing W-2cs where you have initial corrections as well as subsequent corrections, process the report twice so that you can choose the appropriate print instruction.
    Selection Criteria (required) Select Assignment Set, Employee Name, Location, Organization, or Social Security Number.
    Organization (optional) If you selected Organization in the Selection Criteria field, select an organization from the list of organizations in the business group.
    Location (optional) If you selected Location in the Selection Criteria field, select a location from the list of locations in the business group.
    Employee Name (optional) If you selected Employee Name in the Selection Criteria field, choose an employee from the list. The list shows those employees archived by the W-2c Pre-Process.
    Social Security Number (optional) If you selected Social Security Number in the Selection Criteria field, choose an employee's Social Security Number from the list. The list shows those SSNs archived by the W-2c Pre-Process.
    Assignment Set (optional) If you selected an assignment set, select a set from the list. Only employees in the selected GRE appear on the report. Note: This report does not support dynamic assignment sets.
    Template Group (required) Select the appropriate template from the available template group to generate the W-2c PDF. The template group contains a list of delivered or predefined templates for the current (and applicable) prior years plus any custom templates that have been created. See: Setting Up Custom BI Publisher Templates for Payroll

    Sort Options for the W-2c PDF

    You can sort W-2c PDF print jobs by one or more of the following options:

    Organization From archived data.
    Location From archived data.
    Employee Name (last, middle, first) From archived data (this is the default selection).
    Social Security Number From archived data.
    Termination Reason From archived data.
    Zip Code Use the Zip Code of the employee's primary address as of the session date (or as of termination date for terminated employees).

    Generating a W-2c PDF for an Individual

    You may be required to generate a W-2c PDF for an individual employee at any time. Using the Selection Criterion field in the Parameters Window, you can generate a single W-2c by selecting the employee's name or Social Security number. You can also specify an assignment set and generate a W-2c PDF only for those employees in that set.

    W-2c PDF is not generated for an employee if the archived values are identical. When a W-2c Pre Process is submitted, new archived values will be created even if there is no difference between an employee’s archived value and the live data or between the previous W-2c Pre process values and the live data. So the W-2c PDF process will not generate a W-2c PDF for an employee if there is no difference in the archived values and W-2c Pre process values. Only amounts that are entered by the customer as corrected will be reported, along with the previously reported balance.

    Additional W-2c: If a single Form W-2c does not provide enough spaces for corrections, an additional Form W-2c is produced. Additional W-2cs will be printed in the following circumstances.

Miscellaneous End Of Year Information

Printing Reports Using the PASTA Printer Driver

Oracle Payroll reports support, by default, a Printer Type of HPLJ4. For customers that use a different printer type, Oracle Payroll also supports PASTA, which simplifies printer and printer driver configuration. When you submit the report, and select a printer, Oracle Payroll uses the PASTA configuration file to print the information to the printer. The configuration file has parameters to change page height, width, fonts, font size, margins, and parameters to change printing options. PASTA uses the delivered HRMS configuration files so you do not need to alter any parameters to print the delivered reports if using a Printer Type of HPLJ4. If using a different printer type, you must modify the margins parameter to suit the printer. This is adjusted in the $FND_TOP/resource/pasta_pdf.cfg driver file.

To use this functionality, change the printer type to "--PASTA Universal Printer Type" using the System Administrator responsibility.

You can print the following reports using PASTA:

Viewing Archived Data

Oracle Payroll provides the ability to view the data you archive through its many reporting features:

To view archived data

To view data you have archived:

  1. Select Assignment Process Result from the View menu.

  2. Select the assignment.

  3. Select the archive:

    Archive Type Archive Name
    1099-R <Federal/State>-1099R-<GRE Name>
    where:

    • <Federal/State> indicates if this is a Federal or State 1099-R archive.

    • <GRE Name> is the name of your GRE.

    Balance Build Balance Build
    FLS FLS
    Mark W-2c Mark W2C Paper
    State Quarterly Wage Listing (Enhanced) <State>-SQWL
    where <State> is the archived state.
    W-2 W2
    W-2c <Federal/State>-W2C-<GRE Name>
    where:

    • <Federal/State> indicates if this is a Federal or State W-2c archive.

    • <GRE Name> is the name of your GRE.

    W-2c Pre-Process W2C Pre Process
    XFR Interface <Federal/State>-XFR_INTERFACE
    where <Federal/State> indicates if this is a Federal or State XFR Interface archive.
    Year End Pre-Process Year End Pre-Process

  4. Click View Results.

The View Archived Values window opens. This window displays data archived for an employee, including:

This information is for display purposes only.

Producing Magnetic Tapes

This section is intended to assist Oracle Applications Payroll customers in preparing a nine-track magnetic tape on a UNIX system for annual state/1099-R/state quarterly wage reporting. Note the following:

This example generates the flat file (flat file produced has a .mf extension). This flat file contains multiple logical records; each logical record is 275 bytes in length; EFW2 is 512 bytes. For this example, assume the working flat file is named "image.mf", with a size of 46200 bytes, or 168 logical records.

To Generate a Magnetic Tape (sample procedure only)

  1. Identify the appropriate nine-track tape device name for your platform.

    Mag tape reporting supports two tape densities: 1600 BPI (bytes per inch) and high-density: 6250 BPI. Most nine-track physical devices are capable of supporting either density. Generally they use a name like "rmt0h" for high-density and "rmt0l" for low-density. This example uses the name "rmt0h" (high-density), with a full path of "/dev/rmt0h".

    Note: Ensure that the density you select matches what was entered under the Reporting Rules for the specified GRE.

  2. Calculate the output physical block size.

    The ICESA magnetic tape format documentation specifies that logical records for federal tax reporting are 275 bytes in length and that the size of physical blocks written to a nine-track should be a multiple of the 275 bytes, not to exceed 23375, or a maximum of 85 logical records per physical block. The documentation further states that 25 logical records per physical block is preferred for nine-track tapes: 25 * 275 = 6875. Therefore, this example will use 6875 bytes per output physical block.

    Note: Ensure that the blocking factor you create matches what was entered under the Organization Classification/Other Information/W2 Reporting Rules for the specified GRE.

  3. Plan to convert Oracle's ASCII data file to EBCDIC.

    ICESA's documents state the government will accept ASCII but EBCDIC format is preferred.

    Note: Some UNIX systems tape write utilities support multiple EBCDICs. On such platforms, be sure to specify "IBM EBCDIC".

Workforce Intelligence for Payroll Statutory Deductions and Reporting

Payroll Federal Tax Archive Summary (US)

You can view federal level balances by GRE and consolidation set using the Federal Tax Archive Summary Discoverer Workbook. You must run the Payroll Archive (formerly known as 'External Process Archive') prior to accessing the Discoverer workbook.

You must specify values for the following parameters:

Note: The Payroll Process effective/ending dates can be different from the dates used to run the External Process Archive. Use the dates from the External Process Archive process when specifying the Effective Start and Effective End dates for the workbook.

Payroll State Tax Archive Summary (US)

You can view state level balances by GRE and consolidation set using the State Tax Archive Summary Discoverer Workbook. You must run the Payroll Archive (formerly known as 'External Process Archive') prior to accessing the Discoverer workbook.

You must specify values for the following parameters:

Note: The Payroll Process effective/ending dates can be different from the dates used to run the External Process Archive. Use the dates from the External Process Archive process when specifying the Effective Start and Effective End dates for the workbook.

Payroll Local Tax Archive Summary (US)

You can view local level balances by GRE and consolidation set using Local Tax Archive Summary Discoverer Workbook. You must run the Payroll Archive (formerly known as 'External Process Archive') prior to accessing the Discoverer workbook.

You must specify values for the following parameters:

Note: The Payroll Process effective/ending dates can be different from the dates used to run the External Process Archive. Use the dates from the External Process Archive process when specifying the Effective Start and Effective End dates for the workbook.

HRMS - Payroll Costing Summary (US)

Key Concepts

To accurately interpret the results of this workbook, see:

<Key Concept Name>

Worksheets

This workbook has the following worksheets:

Parameters

You need to specify values for the following parameters:

Use the following optional parameters to further restrict the values in the worksheets:

<title> Worksheet

Business Questions

What business organizations have my employees been assigned to?

Worksheet Headings and Calculations

<name> column

Chart

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