Troubleshoot the Third-Party Tax Filing Interface

Common Scenarios

The Third-Party Tax-Filing Interface keeps no records of what files you send to your business-outsourcing solutions provider or when you send them. You must ensure the accuracy of the data you capture before uploading it to your provider. You must ensure that your HR and payroll data remains your source of truth.

You might experience the following issues, regardless of what extract you're running.

If you're having this issue	Here's what you do
Changes to payroll data after extract generation	In this case, you must make corrections to your payroll data, but you have already generated the extract file. If you haven't yet uploaded the file to your provider, you must: For monthly or quarterly tax filing, roll back the tax-filing extract flow. For periodic tax filing, roll back the tax-filing extract and Archive Periodic Payroll Results flows. Note: This assumes that you haven't run any post processes that are dependent on the periodic archive, such as the payslip. Correct your info. For periodic tax filing, rerun the periodic archive flow. Run the tax-filing extract flow.
Changes to payroll data after you upload	After you have uploaded your tax-filing extract to your provider, you might have to work with them to resolve issues and correct any errors. You must also ensure all corrections are reflected in the HR and payroll data you're maintaining. To do this: Contact your provider to determine if any special actions are required. Make whatever corrections to your data are required to resolve the errors. To preserve your audit trail, don't roll back the flows. For periodic tax filing, rerun the Archive Periodic Payroll Results flow for the appropriate dates. Run the tax-filing extract flow. When running the quarterly extract, use the amendment parameters to help identify the kind of changes you're making. Submit the updated output file.
Performing balance adjustments	When performing balance adjustments for cities and counties, you must use the resident and nonresident elements for the adjustments to be included on the tax extracts. Note: These balances aren't applicable to Pennsylvania Act 32 jurisdictions. You must adjust additional balances specifically for Pennsylvania Act 32 jurisdictions. For further info, see Oracle Cloud Human Capital Management for the United States: Balance Adjustments (1600728.1) on My Oracle Support. When performing balance adjustments for US territories, you must set a state context on the adjustment elements.
Rejected extract output file	If your supplier rejects the output file due to invalid formatting, check the file for blank rows. If blank rows exist, download and save the extract using a browser other than Internet Explorer 9.0.
Extract is unable to derive a state name	The Audit report displays STATE Name Missing for a state's entry, and the extract file displays STATE Name Miss. Incorrect data is preventing the tax filing extract from deriving the proper state name. Make the necessary adjustments to correct the data.
Extract output is truncated	The extract has a maximum output of 10,000 KB. If you find your output is being truncated, you can set a process configuration parameter to allow for larger file sizes: Add the BI_OUTPUT_SIZE lookup code to the PAY_ACTION_PARAMETER_TYPE lookup type. Start the Payroll Process Configuration task, and add this parameter to the Default Group. Set its value as the file size in bytes, such as 999999999. When you submit the quarterly extract, select a process configuration group that includes this parameter. For further info, see Payroll Process Configuration Parameters in the Help Center.

Periodic Tax Filing Scenarios

When running the periodic extract, you could experience the following scenarios.

If you're having this issue	Here's what you do
Incorrect values reported in Employee Count columns	The values of the Male and Female employee count columns in the Periodic extract file could appear incorrect. This is because thee extract doesn't use the Male count, so values in this column are always 0. The extract uses the Female column to report each tax type and the number of employees with wages subject to them. Each row represents a different tax and payroll frequency. In the likely event of an employee being subject to multiple taxes, that employee would be counted multiple times in this column, once for each subject tax. Therefore, you should expect the sum of all values in this column to exceed your total number of employees. Note: ADP automatically disregards any tax counts that aren't needed for your tax filings.
Periodic extract deriving monthly count of employees with overtime wages	For states that require counts for employees with exempt overtime wages, the periodic extract file derives this value by TRU and effective date. It doesn't consider the payroll frequency. This is a running total of employees with exempt overtime wages based on the month of the liability date. It counts an employee once per month, regardless of how many times they had exempt overtime wages.
Year-to-date withheld amounts missing from the extract	The periodic extract file doesn't pass any year-to-date withheld amounts. In cases where they're needed, such as applications for Missouri tax credit, you must submit them directly to the appropriate tax authority.
Inconsistent values between Detail Audit report and Periodic Audit report	The Periodic Audit Report and Detail Audit Report capture values for taxable wages differently. The Detail Audit Report uses data from the Archive Periodic Payroll Results flow. It includes taxable wage values for taxes that are subject to a limit. For taxes that aren't subject to a limit, the report shows nothing for the taxable wage values. The periodic archive doesn't archive this data because there is no balance value. However, the Periodic Audit Report does include taxable wage values for taxes that aren't subject to a limit. The extract process defaults the taxable wages from the subject wages for taxes that aren't subject to a limit. For further info, see Third-Party Periodic Tax Filing Extract on the Help Center.

Monthly Tax Filing Scenario

When running the monthly extract, you might experience the following scenario.

If you're having this issue	Here's what you do
Year-to-date withheld amounts missing from the extract	The monthly tax file doesn't include any year-to-date totals for Pennsylvania Act 32 earned income tax (EIT) data for an employee if there was no activity for that jurisdiction in the current month.

Quarterly Tax Filing Scenarios

When running the quarterly extract, you might experience the following scenarios.

If you're having this issue	Here's what you do
Audit Report returns zero values for taxable wages	The Audit Report includes taxable wage values for taxes that are subject to a limit. If there are no taxable wages, the quarterly tax filing extract handles the passing of subject wages in the taxable wages field. For further info, see Third-Party Quarterly Tax Filing Extract on the Help Center.
Extract excludes New Mexico Workers' Compensation assessment	By default, the quarterly employee tax extract file passes a value of N for the Workers' Compensation assessment indicator. The quarterly employee tax extract file passes a value of Y for this assessment indicator on the NM SIT and NM SUI records if: The Workers Compensation Withheld balance has a nonzero value for the "Relationship Tax Unit,State Quarter to Date" dimension. The employee is active as of the last day of the quarter you're reporting. Note: Oracle HCM Cloud doesn't support Workers' Compensation taxes.
Extract excludes Workers' Compensation class code and rate	The quarterly extract doesn't support the passing of this data for any state or territory.
Extract excludes data for terminated employees	The quarterly extract doesn't include a terminated employee's data when the final close date on their payroll relationship record is before their last pay date. Before you run the extract, make sure you have set the final close date for the terminated employee to be after their last pay date.
Extract excludes payroll data for contingent workers	You can't process payroll for contingent workers, such as independent contractors. The Third-Party Tax Filing Interface doesn't pass their payroll data in the extract. In cases where ADP requires a value to be passed, such as Independent Contractor Indicator, the extract defaults the field to N.
Extract excludes sole proprietor identification	You can't identify a person as a sole proprietor. The Third-Party Tax Filing Interface doesn't include this identification in the extract. In cases where ADP requires a value to be passed for sole proprietors, the extract defaults the field to N.
Extract excludes employer-paid portion of employee taxes	The quarterly extract doesn't support the passing of Washington Family Leave and Washington Long Term Care employer-paid amounts on behalf of employees.
Extract reports incorrect hours for the State Worked Hours balance	The only method for reporting state worked hours is to use balances. Perform the necessary configurations using balances before your first payroll runs for the year. For further info, see the following. Hours Worked for State Unemployment Insurance Reporting technical brief (2729519.1) on My Oracle Support Calculate Hours Worked from Balances for the US in the Help Center