Examples of Updating the Tax Withholding Card After a Location Change

Here are some examples on how to change a person's location and the impact of those changes to their Tax Withholding card.

What kind of change you make	What you do
Transfer a single assignment to a new work location	If you have HR sync enabled, performing the transfer automatically updates the tax card. If you have disabled this process, you can: Run the Sync Calculation Cards process. For further info, see Sync Calculation Cards for the US in the Help Center. Update the card manually. If the state's filing status and withholding allowances don't follow federal, you must update those values.
Transfer a person to a new legal entity	Update their primary residence address.
Transfer a work-at-home employee	Update their primary residence address.

For further info, see the following sections.

Transfer a Single Assignment to a New Location

In this example, you want to update info for an employee who works at a single location but has been transferred to a different single location. Normally, the HR sync process automatically performs this update. However, in this case, you have disabled it and now must perform the updates manually.

1. Update their location.

   1. In My Client Groups, click Person Management.

   2. Search for and select the employee you're transferring.

   3. Start the Employment task.

   4. In Edit and then Update.

   5. Set an effective date, and select the Location Change action.

   6. Change the employee work location to the correct state.

   7. Save your changes.

2. If required, update the person's tax reporting unit (TRU) associations on their Tax Withholding card.

   If a single TRU association exists on the card, the process uses that association. No action is required.

   If multiple TRU associations exist, the process doesn't establish any association for the assignment. You must create it.

   1. In My Client Groups, click Payroll.

   2. Click Calculation Cards.

   3. Search for and select the employee you're transferring.

   4. Open their Tax Withholding card for editing.

   5. Set the date of the transfer as the effective date.

   6. In Associations, select the person's TRU.

   7. Click Edit and then Update.

   8. Select the person's primary work address.

   9. Specify the state for unemployment and disability calculations.

   10. Specify the necessary state, county, and city components.

   11. Click Save and Close.

3. In Withholding Details, select Add Tax Withholding and click Create Default State and Local Withholding.

   This adds regional components based on the person's work and home locations.

   If you don't do this, the payroll process uses the default withholding as defined by the state's tax authority.

4. If you need to add additional state and local withholding info:

   1. In Withholding Details, select Add Tax Withholding and click Add Withholding Information.

   2. Add the appropriate state, county, and city jurisdictions, and click Apply.

For further info, see Configure the Tax Withholding Card in the Help Center.

Transfer a Single Assignment to a New Legal Entity

In this example, you want to transfer an employee who has a single work relationship to a different legal entity, with a new payroll assignment.

1. In My Client Groups, click Show More.

2. In Employment, click Local and Global Transfer.

3. Search for and select the employee.

4. Select the info you want to transfer, and click Continue.

5. In When and Why, define all required info, including the person's new legal employer.

6. Complete all other steps, and submit the process.

If you have HR sync turned on, here's what the task does when you submit these changes.

1. Creates an assignment for the employee.

2. Creates a Tax Withholding card for the new legal entity.

3. Updates Primary work address.

4. Updates the state for unemployment and disability calculations.

Transfer a Work-at-Home Employee

In cases where a work-at-home employee moves to a different state, use the Person Management task to update their primary residence address. When you finish, the HR sync process automatically updates their Tax Withholding card with the correct primary work address, state disability, and unemployment info.