Payroll Compliance

How to Run State Reports

Login as NS4G-Payroll Administrator role, or role with appropriate access assigned by your agency.
Select Reports > Export Report for State Filing.
The Select report page opens in a new tab.
Select the State to see available reports.
Click the tile for the report to select it.
Complete all required fields in the Define data screen and click Continue.
While the data is loading, do not close this tab. You can open other tabs.
The report preview will display on the screen. Click Export.
Once you receive notification that the download has started, go to the file location to validate the file has exported. The file download location can be configured according to your web browser settings.

Retirement System Reporting and Pay Period Setup

Activate and assign pay buckets to applicable hour codes and pay codes.

Colorado State Taxable Wages - used in reporting Colorado specific taxable wages.

Note:
Do not assign any pay or hour codes as it will be copied from the State Taxable Wage bucket when Colorado is listed on the employee’s state tax record.
Colorado State Taxable Wages - used in reporting Colorado specific taxable wages.

Note:
Do not assign any pay or hour codes as it will be copied from the State Taxable Wage bucket when Colorado is listed on the employee’s state tax record.
Colorado State Tax Withheld - used in reporting Colorado specific tax withholdings.

Note:
Do not assign any pay or hour codes as it will be copied from the State Taxable Wage bucket when Colorado is listed on the employee’s state tax record.
State Tax Withheld - the final tax withheld amount.
State Taxable Wages - wages used to calculate the state tax withheld amount.

Colorado State Tax Deduction Pay Code

Create a Pay Code to be used for all state tax deductions, regardless of the state.

Set the Type as Tax, provide a Name, and set the Calculation Rule Field to State Tax Deduction.
Configure the rest of the code fields according to your agency’s preferences and standard configuration.

For each employee:

Navigate to the employee’s record.
Set the State Tax Deduction Pay Code created in the previous step.
Apply the employee’s State to be taxed in.
Set the employee’s Filing Status. The list of filing statuses will only display the state’s designated list of filing statuses.
For the state of Colorado, if the employee completed form DR 0004 Line 2, enter that amount in State Dependents Deduction Total. If the employee did not submit form DR 0004, or if form DR 0004 Line 2 is blank, leave this field blank and the system will automatically apply the appropriate deduction amount.
If applicable, enter an additional amount to be withheld each pay period as indicated by the employee, in State Extra Withholding.

Florida

Activate and assign pay buckets to applicable hour codes and pay codes.

State Unemployment Eligible Wage bucket

Setup Entities

In the Entities setup screen, enter all applicable information for the parent and applicable child entities.

Note:

Be sure to include the legal name, Employer Identification Number (EIN) and the State Employer Identification Number (State EIN).

Florida Public Employees Retirement System(FRS) Configuration

Enter Agency PERS ID

In the Payroll and HR Preferences screen, enter the Agency Pers ID found on the Compliance tab.

Set Form Preferences

Set the NS4G Florida Employee Retirement and Compliance Misc Form as preferred.

Create State Retirement Plan

Navigate to the Retirement Plan record and create Florida Retirement Plans.
- In the Name field, enter the Florida designated two letter abbreviation i.e., HA, HB, HM – which populates the Plan report field.
Use the Display Name to describe the plan. The Display name will not be used in reporting.

Verify Employee Record

If employee is excluded from disclosures as public record, select the Secure Employee check box found on the Human Resources tab of the employee record. This populates the Public Records Exemption Indicator report field.
Ensure the employees department stored in the Classification field group of the employee’s record - populates the Department report field.
Ensure the Annual Salary is populated on the employee’s primary position and pay record - populates the Annualized Salary Amount report field.
Ensure the Hire Date is populated, found on the Human Resources tab of the employee record - populates the Date of Hire report field.
If applicable, ensure the Termination/Release Date is populated, found on the Human Resources tab of the employee record - populates the Date of Termination report field.
If applicable, select the 457 Catch-Up Flag stored in the Public Employee Retirement System section - populates the 457 Catch-Up Flag optional report field.
If applicable, select the 403B Catch-Up Flag stored in the Public Employee Retirement System section - populates the 403(b) Catch-Up Flag optional report field.

Assign a Retirement Record to Employee

Create a new Employee Retirement/Compliance Misc. record for employees to be reported in the state retirement report.

Apply the State Retirement System, Florida Public Employees Retirement System.
Apply the State Retirement Plan, created in an earlier step.
Add the employee’s begin date for this plan.
Add the 5-digit Class Code – populates the Class Code report field.
Add the 10-digit Position Number – populates the Position Number report field.
Add the 2-digit Work Period code – populates the Work Period (Service Credit Determination) report field.
If applicable, select the Educational Employee Indicator – Populates the Education Employee Indicator report field.
If applicable, select the Mandatory ORP Indicator – populates the Mandatory ORP Indicator report field.

Activate and assign pay buckets to applicable hour codes and pay codes

Some fields are optional, refer to the state user manual to determine reporting requirements.

PERS Employee Contribution - populates the Retirement Contributions - Employee report field.
PERS Employer Contribution - populates the Retirement Contributions - Employer report field.
Gross Pay Bucket- populates the Year to Date 415 Eligible Compensation.
457(b) Contribution – populates the Year-To-Date 457 Plan Contributions optional reporting field.
Unused 457 Catch-Up Contributions – populates Inception-to-Date Unused 457 Catch-Up Contributions optional report field.
403(b)(3) Includible Compensation – populates Year-to-Date 403(b)(3) Includible Compensation optional report field.
403(b) Plan Employee Contributions – populates Year-to-Date 403(b) Plan Employee Contributions optional report field.
403(b) Plan Employer Contributions – populates Year-to-Date 403(b) Plan Employer Contributions optional report field.
403(b) Catch-Up Contributions – populates Inception-to-Date 403(b) Catch-Up Contributions (non-EGTRRA*) optional report field.
Year-to-Date 401(k) Plan Employee Contributions – populates Year-to-Date 401(k) Plan Employee Contributions report field.
Year-to-Date 401(k) Plan Employer Contributions - populates Year-to-Date 401(k) Plan Employer Contributions report field.
401(a) Contribution – populates Year-to-Date 401(a) Employer Contributions report field.

Activate and assign hour buckets to applicable hour codes

Annual Leave Hours Bucket - populates the Annual Leave Hours report field.

Oregon

Activate and assign pay buckets to applicable hour codes and pay codes

Oregon State Taxable Wages - used in reporting Oregon specific taxable wages.

Note:
Do not assign any pay or hour codes as it will be copied from the State Taxable Wage bucket when Colorado is listed on the employee’s state tax record.
Oregon State Tax Withheld - used in reporting Oregon specific tax withholdings.

Note:
Do not assign any pay or hour codes as it will be copied from the State Taxable Wage bucket when Oregon is listed on the employee’s state tax record.
State Tax Withheld - the final tax withheld amount.
State Taxable Wages - wages used to calculate the state tax withheld amount.

Activate and assign hour buckets to applicable hour codes

Regular Hours Bucket - populates the Hours report field.

Oregon Retirement (PERS) Report Configuration

Enter Agency PERS ID

In the Payroll and HR Preferences screen, enter the Agency Pers ID found on the Compliance tab.

Setup Employee Retirement Record

Activate and assign pay buckets to applicable hour codes and pay codes

Oregon State Tax Withheld - populates the State Income Tax Withholding report field.
State Transit Tax Subject Wages - populates the State Transit Tax Wages report field.

Form Preferences

Set the NS4G Employee Retirement/Compliance Misc form as preferred.

Oregon State Income Tax Configuration

Activate and assign pay buckets to applicable hour codes and pay codes

Oregon State Taxable Wages - used in reporting Oregon specific taxable wages and copied from the State Taxable Wage bucket when Oregon is listed on the employee’s state tax record.
Oregon State Tax Withheld - used in reporting Oregon specific tax withheld and copied from the State Tax Withheld bucket when Oregon is listed on the employee’s state tax record.
State Tax Withheld - the final tax withheld amount.
State Taxable Wages - wages used to calculate the state tax withheld amount.

Create State Tax Deduction Pay Code

Create a Pay Code to be used for all state tax deductions, regardless of the state.

Set the Type as Tax, provide a Name, and set the Calculation Rule Field to State Tax Deduction.
Configure the rest of the code fields according to your agency’s preferences and standard configuration.

Set Employee's Tax State

For each employee:

Navigate to the employee’s record.
Set the State Tax Deduction Pay Code created in the previous step.
Apply the employee’s state to be taxed in.
Set the employee’s Filing Status.

Note:
The list of filing statuses will only display the state’s designated list of filing statuses.
For the state of Oregon, enter the number of allowances in the field, State Dependents/Allowances.
If applicable, enter an additional amount to be withheld each pay period as indicated by the employee, in State Extra Withholding.

Utah

Activate and assign pay buckets to applicable hour codes and pay codes

Utah State Taxable Wages - used in reporting Utah specific taxable wages.

Note:
Do not assign any pay or hour codes as it will be copied from the State Taxable Wage bucket when Utah is listed on the employee’s state tax record.
Utah State Tax Withheld - used in reporting Utah specific tax withholdings.

Note:
Do not assign any pay or hour codes as it will be copied from the State Taxable Wage bucket when Utah is listed on the employee’s state tax record.
State Tax Withheld - the final tax withheld amount.
State Taxable Wages - wages used to calculate the state tax withheld amount.

Create State Tax Deduction Pay Code

Create a Pay Code to be used for all state tax deductions, regardless of the state.

Set the Type as Tax, provide a Name, and set the Calculation Rule Field to State Tax Deduction.
Configure the rest of the code fields according to your agency’s preferences and standard configuration.

Set Employee's Tax State

For each employee:

Navigate to the employee’s record.
Set the State Tax Deduction Pay Code created in the previous step.
Apply the employee’s state to be taxed in.
Set the employee’s Filing Status. The list of filing statuses will only display the state’s designated list of filing statuses.
No other fields are required.
If applicable, enter an additional amount to be withheld each pay period as indicated by the employee, in State Extra Withholding.

State Taxable Wages and Tax Withheld

Configure State Pay Buckets

Open the Pay Buckets List and check, Show Inactives.

Note:
Pay buckets must be active to correctly track the employee’s state specific taxable wages and taxes withheld.
Deselect the Inactive checkbox next to the state-specific pay bucket that should be active.

Note:
State-specific Taxable Wage and Tax Withheld buckets should not be added to pay codes or hour codes.
Ensure the State Tax Withheld and the State Taxable Wages pay buckets are activated and assigned to the appropriate pay codes and hour codes.

Review how state wages/taxes are stored

During the Calculate Payroll process, the system evaluates the employee’s state assigned on the Taxes tab.
Pay and Hour codes that add/subtract from the State Tax Withheld bucket will automatically add/subtract from the employee’s State Related Withheld bucket, shown below in the Payroll Item Line.

Create State Tax Deduction Pay Code

Create a Pay Code to be used for all state tax deductions, regardless of the state.

Set the Type as Tax, provide a Name, and set the Calculation Rule Field to State Tax Deduction.
Configure the rest of the code fields according to your agency’s preferences and standard configuration.

Set Employee's Tax State

For each employee:

Navigate to the employee’s record.
Set the State Tax Deduction Pay Code created in the previous step.
Apply the employee’s state to be taxed in.
Set the employee’s Filing Status. The list of filing statuses will only display the state’s designated list of filing statuses.
For the state of Oregon, enter the number of allowances in State Dependents/Allowances.
If applicable, enter an additional amount to be withheld each pay period as indicated by the employee, in State Extra Withholding.

W2s

Users can calculate or recalculate all or a specified selection of employee W2 records.

From the Reporting Period select the Calculate button. The Reporting Period defaults in.
Update the employee filters as needed to include all or a specified selection of the employees.
Click Submit - the reporting period status changes to Processing and begins to generate employee W2 records.
Click Commit to generate the printable copy, generate W2s on the Employee Center, and generate the electronic submission file.

Remove Employee from Reporting Period

Users can remove employee reporting period records such as W2s for reporting periods that are not committed. This allows users the ability to correct errors during processing.

Navigate to Payroll and HR > Compliance Reporting > Remove From Reporting Period.
Select the desired Reporting Period and apply applicable Employee Filters. The default employee filter selection will be set to All which will delete all existing employee compliance records for this reporting period. Alternatively, users can specify individual employees or groups of employees.
Click Submit to remove the employees from the selected reporting period.