HRIS Human Resources Information Solution RESOURCE GUIDE · HRIS Resource Guide - Internal Use Only...
Transcript of HRIS Human Resources Information Solution RESOURCE GUIDE · HRIS Resource Guide - Internal Use Only...
HRIS – Human Resources Information Solution
RESOURCE GUIDE: TAXES
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TAXES Table of Contents
EMPLOYEE TAXES .................................................................................................................................................. 3
INTRODUCTION .............................................................................................................................................................. 3 TAXES ENTRY TIPS .......................................................................................................................................................... 3
FEDERAL TAX ELECTIONS ....................................................................................................................................... 4
ENTER FEDERAL TAX PR13.1 ........................................................................................................................................... 4 ENTER EXEMPT TAX WITHHOLDING ................................................................................................................................. 7 US TAX DEDUCTION ERRORS PR13.8 .............................................................................................................................. 10 IRS LOCK-IN WITHHOLDING ........................................................................................................................................... 11
STATE TAX ELECTIONS .......................................................................................................................................... 13
ENTER ARIZONA PERCENTAGE PR14.1 ............................................................................................................................ 13 ENTER ADDITIONAL AMOUNT PR13.1 ............................................................................................................................. 15
DISABLE TAXES FOR DECEASED EMPLOYEE .......................................................................................................... 16
INTRODUCTION ............................................................................................................................................................ 16 DISABLE TAXABLE WAGES – US TAX LOCATIONS FORM PR13.7 ........................................................................................... 17 STOP DECEASED EMPLOYEE DEDUCTIONS PR15.2 .............................................................................................................. 19
MEDICARE QUALIFIED GOVERNMENT EMPLOYEE (MQGE) .................................................................................. 21
INTRODUCTION ............................................................................................................................................................ 21 DISABLE SOCIAL SECURITY AND MEDICARE TAXES ............................................................................................................... 21 ENABLE MQGE TAXES .................................................................................................................................................. 25
MQGE EMPLOYEE NO LONGER ELIGIBLE DUE TO JOB CHANGE ............................................................................ 29
DISABLE MQGE/ENABLE SOCIAL SECURITY AND MEDICARE PR13.7 ..................................................................................... 29 STOP MQGE/START SOCIAL SECURITY AND MEDICARE DEDUCTIONS PR15.2 ......................................................................... 31
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Employee Taxes Introduction An Employee will have taxes withheld from their pay on a biweekly basis. These withholdings include:
Federal
State of Arizona
Social Security
Medicare
MQGE (where applicable)
Employee tax withholdings will default as defined by Federal/State Laws. However, an Employee must
complete the required legal documents (W-4 and A-4) to add or change tax withholdings. Employee
Federal taxes will be set up on the Employee US Taxes Form (PR13.1).
Agency Payroll Specialists have access to enter Federal and State tax information. An employee also has
the option to login to Y.E.S. and select their Tax withholdings. The information will automatically update
HRIS immediately.
Once an Employee’s taxes have been updated, file the applicable W-4 and A-4 form as determined by
each agency.
Taxes Entry Tips
Unlike many other HRIS Transactions, changes to an Employee’s tax withholdings cannot be future dated.
Changes can be made to the Employee taxes at any time, and these changes will be reflected on the next manual payment (handwrite) or regular payroll.
Changes are effective in HRIS immediately.
The State of Arizona does not withhold taxes for other states.
A rehired Employee must complete new tax forms and their record must be updated in HRIS. If not, the employee must be setup to the default Federal withholding rate of Single and no adjustments and the default State withholding rate of 2.7%
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Federal Tax Elections Enter Federal Tax PR13.1 Federal Tax Entry beginning January 1, 2020
The IRS has revised the Form W-4 Employee's Withholding Certificate resulting in several new fields in
HRIS. The fields used for the W-4 are the Mar Stat, Tax Exm, Addl Exemptions tab and Tax Info 2 tab.
Access the PR13.1 Employee United States Taxes (PR13.1)
1. Type PR13.1 in the White Search box and click Enter
2. Type or Select Company 1
3. Type the Employee’s EIN
4. Click Inquire
The first row displays the default Federal Tax (Ded T101) Withholding Election of Single with no
additional adjustments.
To make changes to the defaulted values:
Type C in the FC field of the Federal Tax Deduction to make changes to the default withholding elections
to match the IRS Form W-4. Use the employee's W-4 Employee's Withholding Certificate to complete
entry into HRIS.
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1. Form W-4 Step 1: Year and Personal Information (REQUIRED)
a. Use the drop down to select the Mar Stat indicated in Step 1(c) of the W-4.
W-4 Step 1(c) Box Checked PR13.1 Mar Stat
Single/Married filing separately 01
Married filing jointly (or Qualifying window(er)) 04
Head of household 06
b. Click Tax Info 2 tab. This new tab accommodates the new fields on the 2020 W-4.
c. Form Year field: Enter the 4-digit Form Year from the top right corner of the Form W-
d. The Form Year is required to ensure the appropriate tax tables are used. A blank Form
Year indicates the employee has elections from prior to 1/1/2020
2. Form W-4 Step 2: Multiple Jobs or Spouse Works
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Multiple Jobs field: Use the drop down to select value from the Form W-4:
Select 1 No if Step 2(c) box is blank
Select 2 Yes if Step 2(c) box is checked
3. Form W-4 Step 3: Claim Dependents
Dependents Field: Enter the amount from W-4 Step 3 box 3.
-Must be a multiple of 500
4. Form W-4 Step 4: Other Adjustments
a. Other Income Field: Enter the amount from W-4 Step 4 box 4(a) or leave blank
b. Deductions Field: Enter the amount from W-4 Step 4 box 4(b) or leave blank
c. Click Tax Info 1 Tab if an amount is populated in W-4 Step 4 box 4(c)
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d. Tax Code: Select 02 Addtl Amt; Tax not > txbl wage
e. Amount field: Enter the amount from W-4 Step 4 box 4(c)
f. Click Change to save changes
Enter EXEMPT Tax Withholding An employee claiming exemption from withholding has to write Exempt on the Form W-4 in the space
below Step 4(c). The employee must only complete Steps 1a, 1b and 5 of the W-4.
1. Access the PR13.1 Employee United States Taxes (PR13.1)
a. Type PR13.1 in the White Search box and click Enter
b. Type or Select Company 1
c. Type the Employee’s EIN
d. Click Inquire
The first row displays the default Federal Tax (Ded T101) Withholding Election of Single with no
additional adjustments.
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2. Type C in the FC field of the Federal Tax Deduction
3. Use the drop down to select the Mar Stat indicated in Step 1(c) of the W-4
W-4 Step 1(c) Box Checked PR13.1 Mar Stat
Single/Married filing separately 01
Married filing jointly (or Qualifying window(er)) 04
Head of household 06
4. Tax Exm field: Use the drop down to Select Y Yes; Tax Exempt only
5. Click Tax Info 2 tab
a. Form Year field: Enter the 4-digit Form Year from the top right corner of the Form W-4.
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The Form Year is required to ensure the appropriate tax tables are used. A blank Form Year indicates the
employee has elections from prior to 1/1/2020.
b. All remaining fields on the Tax Info 2 tab must be blank
6. Click Tax Info 1 tab
a. All fields in the Tax Info 1 tab must be blank
7. Click Change
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US Tax Deduction Errors PR13.8 Use this form to view tax error after an employee is hired:
Tax factory errors for a specific employee on the Messages tab
Messages indicating to use BSI Tax Factory to view errors
1. Enter 13.8 in the Search box, click Enter
2. Company: Enter 1 if not already populated
3. Employee: Enter the EIN of the employee
4. Date: Enter the employee's Hire Date from HR11.1
5. Click Inquire
The Message tab will show any errors that need to be corrected.
The Location Changes tab will show errors due to Location Changes on an employee time record, that
override the employee’s record location.
The Deduction Changes tab will show changes that occurred due to a Tax Locator Update.
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IRS Lock-In Withholding Use Tax Withholding Lock-In (PR14.2) to view an IRS 'lock' to the withholding level for Federal
withholding tax for U.S. employees for whom the employer has received a lock-in letter from the IRS.
The entering and releasing of the Lock-In Withholdings is maintained by ADOA Central Payroll. This form
is view only.
1. Enter PR14.2 in the search box, click Enter
2. Company: Enter 1
3. Employee: Enter the EIN of the employee
4. Deduction: Type T101 or choose T101 from the drop down menu
5. Click Inquire
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Example 1; Lock In field is blank displays Not applicable. This employee can change the Federal tax
elections directly on YES or submit a W-4 for Agency Payroll Specialist to update on PR13.1
Example 2; Lock In field is 9 displays Lock-in. This employee will receive an error in YES if they attempt
to change their Federal tax withholding. Agency Payroll Specialist cannot make changes on PR13.1, error
message of Cannot change; tax withholding lock in place will display in the status bar.
The Marital Status and Exempt Number displays what the IRS will allow the employee to claim. If the
exemption field is blank, the employee will not be able to claim any exemptions. The employee will not
be able to change their tax withholding unless they are making changes to withhold more taxes.
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State Tax Elections Enter Arizona Percentage PR14.1 Enter employee elected State Tax withholdings on PR14.1 and PR13.1 using the amounts from the
Employee’s Arizona Withholding Election Form A-4. Unless they are claiming exempt, an employee also
has the option to login to Y.E.S. and select their Arizona Tax withholdings. The information will
automatically update HRIS within 24 hours.
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
1 White Search
Box
R Type PR14.1 in the White Search Box click Enter
Employee
Deduction PR14.1
displays
2 Company Field R Type 1 in Company
field
State of Arizona
displays. All forms/actions
must contain a 1 in
the Company Field.
3 Employee
Field
R Type in the EIN of the employee
Employee name
displays
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No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
4 Deduction
Code field
R Type or select T201 AZ STATE W/H TAX
displays
5 Inquire Button R Click Inquire Message Inquiry
Complete in the
lower left corner.
Values populate in fields
6 BSI Formula
field
R Delete any values Field is always left blank
7 Arizona
Formula field
R Enter Formula number
based on employee's
Percentage election
Formula 13 (2.7%) is used as a default if employee did not elect a percentage on the A-4.
8 Change button R Click Change Change Complete -
Continue displays
Continue to PR13.1
NOTE: If employee is claiming exempt, review the PR13.1 and confirm that the Tax Exempt field is blank and no longer displays ‘Yes’.
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Enter Additional Amount PR13.1 Review PR13.1 to review or update Additional Amount field or Tax Exm flag.
Remove any Additional Amount or remove the Tax Exempt Flag that may remain from a
previous A-4 election.
1. Enter PR13.1 in the search box
2. In the Company field, enter 1
3. Select or Type the EIN of the employee
4. Click Inquire
5. In the FC field corresponding to the T201 Ded, type or select a C for change
6. Tax Emp flag must be blank, remove Y if displayed
7. Click the Addl Tax Information tab
8. If the employee requests to have additional tax amount deducted from paycheck:
a. In the Tax code field, select Tax Code 2
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b. In the Amount field, enter the Additional Amount
If the Employee is claiming Tax Exempt, they cannot have an additional
amount. Verify both of these fields are blank.
9. Click Change
This completes the process for State Tax elections.
Disable Taxes for Deceased Employee Introduction Any wages due to a deceased employee’s beneficiary have special tax treatment. Depending on the year
of death and year of payment, various taxes need to be stopped before a payment can be issued.
Taxable Wage is Disabled on PR13.7 and the Tax Deductions are stopped on PR15.2
Federal & State Tax
Social Security &
Medicare
Deduction Codes to
Disable
Wages paid IN SAME
calendar year as
employee’s death
Exempt Taxable T101 and T201
Wages paid AFTER
calendar year of
employee’s death
Exempt Exempt
T101, T102, T103,
T104, T105 and T201
MQGE EE:
T101, T106, T107 and
T201
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Disable Taxable Wages – US Tax Locations Form PR13.7
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
White Search
Box
R Type PR13.7 in the
White Search Box
click Enter
The US Tax
Locations Form
(PR13.7) will open.
Company Field R Type or Select
Company 1
State of Arizona
displays
Company should always be 1
Employee Field R Type the Employee’s
EIN
Employee’s name
is displayed after
cursor is moved to
the next field.
Next Button R Click the Next button
to display the
Employee’s record.
The Employee’s tax
programs will
appear.
FC Field for T101
Federal
Withholding
R Type D or select
Disable from the
drop down menu.
FC Field for T201 R Type D or select
Disable from the
drop down menu.
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HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
– AZ State W/H
Tax
Change button R Click Change Change complete
continue displays
Status is now Disabled
If Employee Died in the PRIOR Calendar Year also disable the following deductions:
T102 SOCIAL SECURITY - ER
T103 SOCIAL SECURITY EE
T104 Medicare – EE
T105 Medicare – ER
Taxable Wages are now disabled. Continue to PR15.2 to stop the deductions.
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Stop Deceased Employee deductions PR15.2 Employee Deduction Speed Entry Form PR15.2
Use the PR15.2 to update multiple deductions on a single screen.
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
1 White Search
Box
R Type PR15.2 in
the White Search
Box click Enter
The Employee
Deduction Speed
Entry PR15.2
displays.
2 Company Field R Type or Select
Company 1
State of Arizona
displays
Company should always be
1
3 Employee Field R Type the
Employee’s EIN
Employee’s name is
displayed after
cursor is moved to
the next field.
4 Position To field O Type T101 On Inquire, T101 will
display in Row 1
5 Inquire Button R Click Inquire Message Inquiry
Complete will appear
in the lower left
corner of the
window.
All deductions for this
employee will appear
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No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
6 FC field R Type C or select
Change from the
drop down menu
7 End Date Field R Type in the End
Date to stop the
deduction.
Format is MMDDYYYY
8 Change Button R Click Change to
save the changes
Message Change
Complete –
Continue, will appear
in the lower left
corner of the
window.
If Employee Died in the PRIOR Calendar Year also end date the following deductions:
T102 SOCIAL SECURITY - ER
T103 SOCIAL SECURITY EE
T104 Medicare – EE
T105 Medicare – ER
This completes the process of disabling taxes for a deceased employee.
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Medicare Qualified Government Employee (MQGE) Introduction Employees who are required to pay the Medicare-only portion of FICA are referred to as Medicare
Qualified Government Employees (MQGE). These Employees will have MQGE (Medicare Only) withheld
from their pay on a biweekly basis in place of Social Security and Medicare Taxes. These employees are
still required to pay Federal and State taxes. Eligible Employees at the State of Arizona include Superior
Court Judges.
MQGE deductions are established in HRIS using the US Tax Locations Form (PR13.7) and the Employee
Deduction Entry Form (PR14.1)
MQGE can only be entered at the Agency Payroll Specialist due to the HRIS forms required to complete
the setup.
Note:
The MQGE withholding requires stopping the existing Medicare and Social Security withholdings then establishing an Employee and Employer MQGE withholding.
Changes to an Employee’s tax withholdings cannot be future dated.
It is also possible to update the employee deductions via the Employee Deduction Speed Entry Form (PR15.2) however; instructions are not included in this document.
Disable Social Security and Medicare Taxes
US Tax Locations Form (PR13.7) This form is used to indicate whether a tax deduction code is to be included in the Taxable Wages
calculation. A blank Status includes the tax deduction code in Taxable Wages. A Disabled Status will
exclude the tax deduction code from the Taxable Wages calculation.
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HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
White Search Box
R Type PR13.7 in the White Search Box Press Enter
The Employee US Taxes Locations (PR13.7) will open.
Company field R Type or Select Company 1
State or Arizona will display
Company should always be 1
Employee field R Type the Employee’s EIN
Employee’s name is displayed after cursor is moved to the next field.
Next button R Click Next Tax deductions are displayed
It is extremely important that only the Social Security and Medicare deductions are disabled. Do not disable Federal or State deductions. FC field for T102_SOCIAL SECURITY ER
R Type D or select Disable from the drop down menu.
FC field for T103_SOCIAL SECURITY EE
R Type D or select Disable from the drop down menu.
FC field for T104_MEDICARE EE
R Type D or select Disable from the drop down menu.
FC field for T105_MEDICARE ER
R Type D or select Disable from the drop down menu.
Change button R Click Change Message Change Complete – Continue, will appear in the lower left corner.
Status will display as Disabled
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Employee Deductions (PR14.1) – End T102, T103, T104, T105 This form is used to indicate whether a tax deduction code is to taken from the employee's paycheck.
Disable the taxes on PR13.7 prior to end dating the deductions on PR14.1
Only change the fields indicated in this process, the values in other PR14.1 fields are defaulted based on
the system setup, do NOT change the values.
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
White Search Box
R Type PR14.1 in the White Search Box click Enter
The Employee Deduction PR14.1 displays
Company field R Type or select Company 1
State of Arizona displays
Company should always be 1
Employee field R Type the Employee’s EIN
Employee’s name is displayed after cursor is moved to the next field.
Deduction Code
R Type in the Deduction Code
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HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
The first deduction code is T102 – Social Security ER
Inquire Button R Click Inquire Deduction information appears
End Date field R Type the End Date for the deduction
MMDDYYYY format. Use Hire Date or the Pay Period End (PPE) Date from the Payroll before the employee is being enrolled in MQGE.
Change Button R Click Change Message Change Complete – Continue appears in the lower left corner
Next Button R Click Next Button The next deduction code displays.
Clicking Next will automatically inquire on the screen. The next codes will be T103, then T104, then T105.
Repeat steps for deductions T103, T104 and T105. The process of disabling Social Security and Medicare Taxes is complete.
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Enable MQGE Taxes
Create Employee Deductions (PR14.1) – Add T106 and T107 This form is used to create the MQGE tax deductions that will be withheld from the employee's
paycheck. Only input the fields indicated in this process, the values in other PR14.1 fields are defaulted
based on the system setup, do NOT change the values.
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
White Search
Box
R Type PR14.1 in the
White Search Box
click Enter
The Employee
Deductions PR14.1
displays
Company field R Type or select
Company 1
State of Arizona
displays
Company should always be 1
Employee field R Type the Employee’s
EIN
Employee’s name is
displayed after
cursor is moved to
the next field.
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HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
Deduction
Code
R Type in the
Deduction Code
T106 MQGE ER
Inquire Button R Click Inquire Employee Deduction
does not exist
message displays
Begin Date
field
R Type the Begin Date
for the deduction
MMDDYYYY format.
Use Hire Date or the Pay Period
Begin Date of the Payroll the
employee is being enrolled in
MQGE.
Add Button R Click Add Message Add
Complete – Continue
appears in the lower
left corner
Values are populated into
fields.
Repeat steps for deduction T107.
Continue to Enable MQGE Deductions.
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Enable MQGE Deductions
US Tax Locations Form (PR13.7) – T106 & T107
It is very risky to enable/disable a tax deduction. It is extremely important that only the MQGE deductions are enabled. At no time should any other Tax deduction be enabled using this form
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
1 White Search Box
R Type PR13.7 in the White Search Box click Enter
The Employee US Taxes Locations (PR13.7) displays
2 Company field R Type or Select Company 1
State of Arizona displays Company should always be 1
3 Employee field R Type the Employee’s EIN
Employee’s name is displayed after cursor is moved to the next field.
4 Next button R Click Next to display the employee’s record
The Location appears
5 User Tax Deductions tab
R Click User Tax Deductions tab
Locate a blank row to add the deductions
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US Tax Locations Form (PR13.7) – User Tax Deductions Tab
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
1 FC Field
R Type A or select Add from the drop down menu.
Repeat for line 2
2 Ded Field R Type T106 or select MQGE – ER from the drop down menu.
Repeat for T107 MQGE-EE
3 Change button R Click Change Change complete- Continue displays
This completes the process for adding MQGE tax deductions.
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MQGE Employee No Longer Eligible due to Job Change Disable MQGE/Enable Social Security and Medicare PR13.7 US Tax Locations Form (PR13.7) Use the form to Disable MQGE taxable wages and Enable Social Security and Medicare taxable wages.
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
White Search
Box
R Type PR13.7 in the
White Search Box
Press Enter
The US Tax Location
PR13.7 displays.
Company field R Type or Select
Company 1
State or Arizona will
display
Company should always be 1
Employee field R Type the
Employee’s EIN
Employee’s name is
displayed after
cursor is moved to
the next field.
Next button R Click Next Tax deductions are
displayed
It is extremely important that only the Social Security, Medicare and MQGE deductions are
enabled/disabled. Do not disable Federal or State deductions.
FC field R Type E or select
Enable from the
drop down Menu
Enable deductions:
T102_SOCIAL SECURITY ER
T103_SOCIAL SECURITY EE
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HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
T104_MEDICARE EE
T105_MEDICARE ER
Change button R Click Change Message Change
Complete –
Continue, will appear
in the lower left
corner.
Status will be blank
User Tax
Deductions tab
R Click User Tax
Deductions tab
T106/T107
deductions display
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
FC Field for T106 MQGE–ER
R Type D or select Delete from the drop down menu
Repeat for T107 MQGE-EE
Change button R Click Change Change Complete Continue message displays
Deductions are removed from form.
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Stop MQGE/Start Social Security and Medicare deductions PR15.2
Employee Deduction Speed Entry Form PR15.2 Use the PR15.2 to update multiple deductions on a single screen. Stop MQGE tax deductions and start
Social Security and Medicare tax deductions.
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
1 White Search Box
R Type PR15.2 in the White Search Box click Enter
The Employee Deduction Speed Entry PR15.2 displays.
2 Company Field R Type or Select 1 State of Arizona displays
Company should always be 1
3 Employee Field R Type the Employee’s EIN
Employee’s name is displayed after cursor is moved to the next field.
4 Position To field O Type T102 On Inquire, T102 will display in Row 1
5 Inquire Button R Click Inquire Message Inquiry Complete will appear in the lower left corner of the window.
All deductions for this employee will appear
6 FC field R Type C or select Change from the drop down menu.
MQGE Deductions T106 and T107:
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No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Results Notes / Additional Information
End Date Field R Type in the End Date to stop the deduction.
Format is MMDDYYYY
Social Security and Medicare Deductions T102, T103, T104, T105:
Begin Date Field R Type in the NEW Begin Date
End Date Field R Blank out the End Date
Value is blank
7 Change Button R Click Change to save the changes.
Message Change Complete – Continue, will appear in the lower left corner of the window.
This completes the process of disabling MQGE and starting Social Security & Medicare deductions