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Employee Tax Code File Maintenance

Employee Tax Code File Maintenance

Application Overview

 

Employee Tax Code File Maintenance application allows the user to maintain additional state or city tax codes per employee. These tax codes are in addition to the default state and city tax codes in the Employee file.  The state or city withholding tax amount will be calculated the same as the default tax codes in the Employee file.  The tax code calculation applies to all the hours worked or the entire salary in the pay period.  The tax code may be active or inactive for each pay period.

 

NOTE: This application needs only to be used if multiple state or city withholding tax amounts must be calculated for the employee.

 

Run Insturctions

 

Select Employee Tax Code File from the pull down PR Maintenance window.  The following screen will then be displayed:

 

 

Employee Tax Code File Maintenance Entry Screen

 

 

 The following options are available:

 

*  Select the desired mode from the Employee Tax Code File menu bar

*  Enter the data requested on the screen

 

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

 

 


Entry Field Descriptions

 

Name

Type and Description

1.  Employee No

4 numeric digits (9999).

 

Enter the employee number.

 

In add, change, and delete mode, press the F7 key for employee search by number or press the F8 key for employee search by name.

Employee Name

28 alphanumeric characters.

 

This field will display automatically when a valid employee number is found. Employee name will display again as described in field 1 above.

2.  Tax Entity Type

1 alphanumeric character.

 

Valid values are:

 

S = State

C = City

 

This field cannot be left blank.

3.  Tax Code

2 alphanumeric characters.

 

The state or city tax code must have already been entered via the State/City Tax Code File application.

 

The tax code entered here cannot match the tax code entered in the Employee File application for city or state.

 

Tax Code (continued)

In add mode, press the F7 key for tax code search. If field 2 above is S for state, only valid states will be displayed. If field 2 above is C, only valid cities will be displayed.

 

Press the F1 key to search for next employee tax record on file.

4.  Table Id

1 alphanumeric character.

 

This is the counterpart of field 4 above for the tax code. This table ID must have already been entered via the State/City Tax Code File application. Leave this blank if you will not use a table to calculate withholding tax for this employee.

 

You will be prompted by the system as to the available tax tables on file for this tax code.

5.  Number Of Exm

2 numeric digits with no decimal places (99), or 7 numeric digits with 2 decimal places (99,999.99).

 

The screen description changes by pressing the F1 key to $ Of Exemption and back again by pressing the F1 key a second time. You may enter either the number of exemptions for this employee when the Number Of Exm is displayed, or the flat dollar amount of the annual exemption when the $ Of Exemption appears. This allows flexibility in calculating the withholding tax for various states and cities. See the Package Overview section entitled State and City Tax Calculations for more information.

 

Values of 98 or 99 in this field have a special significance, in connection with the added withholding tax field for the employee. If the number of exemptions is entered as 98, no withholding calculations will be done, but the added tax amounts will be treated as percentages, and the amount of tax withheld will be equal to the added tax amount (percent) times the employee taxable gross pay. If the number of exemptions entered is 99, then the withholding tax will be equal to the added withholding tax field.

6.  Added Tax Amt

6 numeric digits with 2 decimal places (9,999.99).

 

See the comments for field 5 above.

 

7.  Tax Credit

7 numeric digits with 2 decimal places (99999.99).

 

If you do not wish to use the tax tables, you may enter the exact amount of the employee's (annual) tax credit. If you choose to use the tax tables, leave this field blank.

8.  Sui Exm ?

Y or N.

 

Defaults to N.

 

SUI liability is shown on the Quarterly Payroll Report and the PR Distribution to G/L Report. The percentage and maximum values for the state are given on the State/City Tax Code Record that corresponds to the Employee's State Tax Code.

 

If an employee is exempt from SUI, the employer's SUI liability for this employee will be zero.

9.  Wk Cmp Cd

5 alphanumeric characters.

 

This is the workers compensation code for this employee. The system will track the workers compensation expense for a group of employees if you associate the same code for them.

10. Wk Cmp Rt

6 numeric digits with 4 decimal places (99.9999).

 

This is the rate at which the workers compensation premium is calculated for this employee. It will be an amount per hour (for all hours worked) or a percent of wages (for all taxable wages received), depending on the workers compensation calculation method recorded on the state tax code record for this employee's state.

11. Wrk Cmp Ex ?

Y or N.

 

Defaults to N.

 

Ex stands for executive. This field indicates whether or not the employee's wages (or hours) are subject to the maximum amount field recorded on the state tax code record for this employee's state.

 

12. Use Code In Next Pay              Run ?

Y or N.

 

Defaults to N.

 

The tax code may be activated or deactivated for each pay period by changing this flag. Answer Y to activate the tax code or answer N to deactivate the tax code.

 

NOTE:  The tax code cannot be deleted if the tax code has been used in a pay period calculation.  The tax can only be deleted after W-2 Forms have been run and the employee totals cleared.

13. Tax Withheld Qtd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the amount of regular state tax withheld for the quarter to date.  This is the total wages for city or state.

14. Gross Wages Qtd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the total wages plus earnings paid for the quarter so far.  This is the total wages for city or state.

15. Taxable Gross Qtd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the taxable wages for state withholding taxes for the quarter.  This is the total wages for city or state.

16. Tax Withheld Ytd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the amount of regular state tax withheld for the year to date.  This is the total wages for city or state.

17. Gross Wages Ytd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the total wages plus earnings paid for the year to date.  This is the total wages for city or state.

18. Taxable Gross Ytd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the taxable wages for state withholding taxes for the year to date.  This is the total wages for city or state.

 

19. Accum Wrk Cmp Amt

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the accumulated eligible wages or hours for calculating the worker's compensation premium due for the employee.  The length of time for accumulation is also defined in the State Tax Code record.  It represents hours or wages, depending on the calculation method indicated for workers compensation on the State Tax Code record for the employee's state.

 

See the Package Overview section entitled Worker's Compensation for more details on this.  This is the total wages for the state.

20. Taxable Sui Qtd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the taxable wages for state unemployment taxes for the quarter.

21. Taxable Sui Ytd

8 numeric digits with 2 decimal places (99,9999.99).

 

This is the taxable wages for state unemployment taxes for the year to date.

 


 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

Page 1 of 2

 

                 EMPLOYEE STATE TAX CODE FILE MAINTENANCE LOAD SHEET

 

  1.Employee No     _ _ _ _

 

  2.Tax Entity Type   _  S = State  C = City

 

  3.Tax Code          _ _

 

  4.    Table ID           _ _ _ 

 

  5.Number Of Exm     _ _  or $ of Exemption  _ , _ _ _, _ _ _. _ _

 

  6.Added Tax Amt     _ , _ _ _ . _ _

 

  7.Tax Credit        _ _ , _ _ _ . _ _

 

  8.Sui Exm           _  Y = Yes  N = No

 

  9.Wk Cm Pcd         _ _ _ _ _

 

 10.Wk Cmp Rt         _ _ . _ _ _ _

 

 11.Workers Cmp Ex?   _  Y = Yes  N = No

 

 12.Use Code In Next Pay Run ?

                          _  Y = Yes  N = No

 

 13.Tax Withheld Qtd   _ _, _ _ _ _. _ _

 

 14.Gross Wages Qtd   _ _, _ _ _ _. _ _

 

 15.Taxable Gross Qtd _ _, _ _ _ _. _ _

 

 16.Tax Withheld Ytd   _ _, _ _ _ _. _ _

 

 17.Gross Wages Ytd   _ _, _ _ _ _. _ _

 

 18.Taxable Gross Ytd _ _, _ _ _ _. _ _

 

 19.Accum Wrk Cmp Amt _ _, _ _ _ _. _ _

 

 20.Taxable Sui Qtd   _ _, _ _ _ _. _ _

 

 21.Taxable Sui Ytd   _ _, _ _ _ _. _ _

 

 

 

Load Sheet

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

Page 1 of 2

 

                 EMPLOYEE CITY TAX CODE FILE MAINTENANCE LOAD SHEET

 

 1.Employee No       _ _ _ _

 

 2.Tax Entity Type   _  S = State  C = City

 

 3.Tax Code          _ _

 

 4.     Table ID          _ _ _ 

 

 5.Number Of Exm     _ _  or $ of Exemption  _ , _ _ _, _ _ _. _ _

 

 6.Added Tax Amt     _ , _ _ _ . _ _

 

 7.Tax Credit        _ _ , _ _ _ . _ _

 

 8.Sui Exm           _  Y = Yes  N = No

 

 9.Wk Cm Pcd         _ _ _ _ _

 

 10.Wk Cmp Rt         _ _ . _ _ _ _

 

 11.Workers Cmp Ex?   _  Y = Yes  N = No

 

 12.Use Code In Next Pay Run ?

                          _  Y = Yes  N = No

 

 13.Tax Withheld Qtd   _ _, _ _ _ _. _ _

 

 14.Gross Wages Qtd   _ _, _ _ _ _. _ _

 

 

 

 

Load Sheet

 

Employee Tax Code File Maintenance (State)

 

 

 

 

 

 

 

 

 

Screens

 

Employee Tax Code File Maintenance (City)

 

 

 

 

 

 

 

 

 


REPORTS

Employee Tax List

 

 

 

                                         E M P L O Y E E    T A X    C O D E    L I S T

 

Emp#                           Code Ent Id  Add‑Wt  Wages‑Qtd  Wc‑Cd  Active?  Wc‑Rt  Tx‑Wthld‑Qtd  Tx‑Gross‑Qtd  Tx‑Txble‑Sui‑Qtd

Employee Name                  Exempt       Tax‑Cr  Wages‑Ytd  Sui‑Ex Wc‑Accum Wc‑Ex  Tx‑Wthld‑Ytd  Tx‑Gross‑Ytd  Tx‑Txble‑Sui‑Ytd

 

   1                            CO   C         .00        .00           N      .0000           .00           .00               .00

Jones, James S.                        0       .00        .00              .00                 .00           .00               .00

 

                                LA   C  1      .00        .00           N      .0000           .00           .00               .00

                                       0       .00        .00              .00                 .00           .00               .00

 

                                CA   S  1      .00        .00           N      .0000           .00           .00               .00

                                       0       .00        .00   N          .00  N              .00           .00               .00

 

 

   2                            LA   C  1      .00        .00           N      .0000           .00           .00               .00

Smith, Sally                           0       .00        .00              .00                 .00           .00               .00

 

                                CA   S  1      .00        .00           N      .0000           .00           .00               .00

                                       0       .00        .00   N          .00  N              .00           .00               .00

 

 

 

    2 Employees Printed

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 



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