(USA) Entering Country-Specific Information for U.S. Employees
Access the National and Fiscal Data - USA form.
After you enter basic compensation information, you must enter country-specific information. The system displays the appropriate form automatically.
See Understanding Tax Area Information Assignment Using the GeoCoder
- First Name Initial
Enter the first letter of the employee's first (given) name. This is primarily used to facilitate certain statutory reporting requirements.
- Middle Name Initial
Enter the first letter of the individual's middle name. This is primarily used to facilitate certain statutory reporting requirements.
- Tax Area (Work)
Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the values your location, refer to the documentation for the tax calculation software that you are using.
- Tax Area (Residence)
Enter a code that identifies both the geographical location and the tax authorities for the employee's residence. Authorities include employee and employer statutory requirements. This code is synonymous with GeoCode. Refer to Vertex System's Master GeoCode File for values for your locations.
- School District Code
Enter a code from UDC 06/SD to specify the school district tax for taxation purposes. Vertex automatically calculates the school district tax. This feature is primarily used by the public sector.
- Work Tax Area Source
Enter a code that the system uses to determine the source for obtaining the tax area code for the employee's work location. Values are:
N: Use time entry, job master, employee labor rules or employee master to determine Tax Area.
E: Always use the Work Tax Area from the employee master on time record.
If you leave this option blank, the system assumes N.
- Marital Status (Federal)
Enter a code from UDC 06/MS that specifies the employees' federal marital status code as retrieved from the W-4 form. This code is used in the computation of all federal income tax. When you enter information for employees 2020 W-4, you must enter A, H, J in the Marital Status (Federal) field.
When you enter information for W-4 the year 2020 and later, you must enter A, H, J in the Marital Status (Federal) field. If you enter any other codes in this field for employees, the system processes information as if the fields were populated with J.
- Marital Status (State)
Enter the employee's work state marital status code as retrieved from the state W-4. This code is used in the computation of all state payroll taxes associated with the state in which the employee performed work.
If you leave this field blank, the Federal status is used.
When you enter information for employees in Missouri, you must enter A, H, J, or S in the Marital Status (State) field. If you enter any other codes in this field for employees in Missouri, the system processes information as if the fields were populated with S.
- Marital Status (Local)
Enter the employee's local marital status code as retrieved from the locality's W-4.
This code is used in the computation of all local (city, county) payroll taxes associated with the state in which the employee performed work.
If you leave this field blank, the Federal status is used.
- Marital Status (Resident)
Enter a code from UDC 06/MS that specifies the marital status code for the state of residence. This code is used for tax computations. This code is related to specific Vertex system codes (see the Vertex Tax Manual for their explanation). Also, two special codes have been provided: one designates single for Federal and married for State, and the other designates married for Federal and single for State.
When you enter information for employees in Missouri, you must enter A, H, J, or S in the Marital Status (Resident) field. If you enter any other codes in this field for employees in Missouri, the system processes information as if the fields were populated with S.
- Source of SUI/SDI Reporting (source of state unemployment insurance/state disability insurance reporting)
Enter the work tax area that is used for SUI reporting.
You can specify that the system use either the resident state or the work state, regardless of where the employee worked. FUI (federal unemployment insurance) is calculated in the same state where SUI is calculated. Weeks worked are the number of weeks the employee worked in the taxed state. Values are:
N: Use the work tax area in the time entry record to determine SUI. This is the default value.
R: Always use residence tax area from Employee Master table even if the time entry record is different.
W: Always use work tax area from Employee Master table even if the time entry record is different.
- EIC Status (earned income credit status)
Enter a code that specifies whether the employee qualifies for the earned income credit and elects for the employer to give him or her the advance. Values are:
N: The employee does not qualify (default).
Y: The employee qualifies and the employee is single/head of household.
M: The employee qualifies and is married without spouse filing certificate.
B: The employee qualifies and his or her spouse also qualifies.
- Tax Method
Enter a code from UDC 07/TM that specifies the tax method that the Vertex payroll-tax calculation system uses to calculate certain taxes.
This code can also determine the form that the employee receives for year-end tax reporting. For example, when you enter C, a contract employee receives IRS Form 1099-M rather than IRS Form W-2. If a form is not specified in Description 2, the system generates IRS Form W-2.
For employees who are paid multiple times within one pay period, the system should review previous payments within the same pay period and then adjust tax amounts. To specify this function, enter S.
If a tax method exists for an employee in addition to the normal tax method that is set up in the Employee Master Information table (F060116), the system can use the alternative tax method to interactively process interim payments. To specify this function, enter Z.
Some values, such as S and Z, might require additional setup in the UDC table.
- Worker's Comp (worker's compensation)
Enter a code from UDC 00/W that represents a workers' compensation insurance (WCI) code. This code should correspond to the classifications on the periodic workers' compensation insurance reports.
- S C (special circumstances)
Enter a code that specifies any special circumstances associated with the workers compensation insurance (WCI) code, resulting in multiple rates for the same WCI code due to location or risk, for example. The subclass should remain blank if multiple rates do not exist. Values are:
Blank: There are no special circumstances.
F: There are special circumstances.
- I9 Status
Enter a code indicating the method used to verify that this employee is eligible to work in the United States. Values are:
Y: I9 form on file.
P: Passport used for verification.
L: Driver's license and Social Security card.
V: Visa (worker's permit).
B: Birth certificate.
N: Waiting for verification.
- Disability
Enter a code indicating whether this employee has a mental or physical disability. Values are:
Y: Yes.
N: No.
U: Unknown.
- Disabled Veteran
Enter a code indicating whether this employee is a disabled veteran. Values are:
Y Yes.
N No.
This field is used to generate the Veterans Employee (VETS-100) report.
- Veteran
Enter a code that indicates the veteran status of the employee for EEO (equal employment opportunity) reporting purposes. Values are:
N: No, this employee is not a veteran.
Y: Yes, this employee is an Other and Newly Separated veteran, as defined by the U.S. Department of Labor.
V: This employee is a Vietnam veteran.
O: This employee is a veteran, classified as Other, as defined by the U.S. Department of Labor.
S: This employee is a veteran, classified as a Newly Separated, as defined by the U.S. Department of Labor.
W: This employee is a Vietnam veteran, classified as a Other, as defined by the U.S. Department of Labor.
S: This employee is a Vietnam veteran, classified as a Newly Separated, as defined by the U.S. Department of Labor.
Z: This employee is a Vietnam veteran, classified as a Other and Newly Separated, as defined by the U.S. Department of Labor.
- Residency Status
Enter a value that identifies out-of-state employees for whom an employer must withhold tax for the state of residence. Values are:
N (Default): Uses the employee residence state to calculate taxes. Because the work state has a reciprocal agreement with the employee state of residence, the system uses the employee residence state from the Employee Master Information table (F060116).
W: Uses only the work state to calculate taxes.
- Region
Enter a region within a state. This field is intended for use in preparation of unemployment reports for some states.
- Standard Occ Class (standard occupational class)
Enter a code that identifies occupational titles and their definitions.
These codes are used in one or more states in the preparation of unemployment reports.