Required Worker Info for Third-Party Tax Reporting for the US
The third-party tax filing extracts include employee and retiree data. They pass data for person types that support payroll processing. In addition to the fields required for HR and payroll processing, there are some fields that might be needed for accurate reporting.
See the following for details.
For these fields |
Consider the following |
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Birth Date |
Use Date of Birth either in the Person task or through the New Hire flow. The quarterly tax file passes this value for all employees. ADP uses this value in these cases.
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Employee ID |
The employee ID is passed on the E record for the monthly and quarterly files. This 12-digit code is derived for both employees and retirees by the following.
For example, John Smith 123-45-6789 would become JOSM32769854. You can use this value to search for employees in MasterTax. It isn't used by ADP. |
Social Security Number Individual Taxpayer Identification Number |
The employee's primary national identifier is passed on the E record. This can be either their Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN), whichever is most recent. If you update this identifier during the year, confirm that the extract passes the correct number to the provider. You might need to send corrected quarter files with the proper identifier. Note:
If your employee has no SSN or ITIN, it's your responsibility to create a unique number (across all employees) for them until the valid identifier is available. Follow the guidance above when updating this identifier during the year. For further info, see your provider's documentation. |
Taxpayer Identification Number |
This is for retirees only. The Taxpayer Identification Number (TIN) is used when retiree payments and Form 1099-R are issued to a nonperson entity, such as an estate. This number is passed on the E record in the quarterly file. The extract uses the SSN or ITIN. If neither exist, it uses the TIN. |
Part Time Status |
For part-time employees in Indiana, Vermont, and Puerto Rico, use the Employment task to specify the correct setting on either Assignment Category or Full Time or Part Time. |
Hourly Paid or Salaried |
Use the Employment task to specify the correct setting for this field. This is required only for Vermont. |
Working at Home |
Use the Employment task to specify the correct setting for this field. This is required only for Ohio localities. |
Worker's Hourly Pay Rate |
This field is derived by dividing the SIT Gross Wages QTD by the State Worked Hours values. This is required for Vermont and Louisiana. |
Home Address |
The quarterly tax file always passes the home address in the US. If the worker has multiple home addresses for different countries, quarterly tax file passes the US address only. If the worker has multiple home addresses for different countries, monthly tax file passes the US address only. |
Mailing Address |
If you have provided a mailing address for the person, the quarterly tax file passes it in addition to their home address. International mailing addresses have special considerations. You must include the complete international address in the Address Line 1, Address Line 2, and City fields. The extract doesn't pass the state code and postal code on the quarterly tax file for these addresses. It concatenates the country name to the City field and passes the value on the tax file. For further info, see your third-party supplier documentation. |
Year-End Form Print Preferences |
You can deliver your year-end forms to employees in either paper format or digitally. As an employer operating in the US and its territories, you can change the default preferences at the enterprise and employee levels. The Third-Party Quarterly Tax Filing Extract passes these preferences to your third-party provider.
For further info, see Configure the Form W-2 in the Help Center. |