Table of Contents
MAINTAINING US TAX FILING INFORMATION#
The Maintain US Tax Filing Information screen contain the individual pay factors and rules that are required to calculate all legislated deductions and contributions required for each employee, by effective date.U.S. pay rules are completed according to the W-4 form submitted by employees and are maintained on the Maintain US Tax Filing Information (IPRLU) form.
U.S. Federal, State and Local Tax rules are also known as W4 information.
A module called Vertex, which is directly linked into the UPCALC program, performs U.S. Taxation calculations. When calculating U.S. taxation, the tax methods for each employee are defined in the pay rules. Then depending on the pay category of each timesheet, the U.S. pay category form for that timesheet may override the default employee’s tax methods on the U.S. pay rule file. You should refer to both the pay category file and pay rule file to determine the actual tax methods being used for tax calculation.
You must set up the federal, and, if applicable, state and local tax methods for each employee on this form by employment.
IPRLU must have a default record for the employee, which will remain static unless the employee produces a new, changed W4.
This default record should have a blank jurisdiction. This means that the jurisdiction in which the employee works or lives will use the corresponding set of pay rules. The only reason to add a second record (not a new effective date record) is if the employee works in more than one jurisdiction and requests to have different tax rules for that other jurisdiction.
1. Do NOT create records for every possible jurisdiction the employee may work in unless their filing status changes from jurisdiction to jurisdiction, in which case they still need a one default record.
2. Do NOT create 3 records, one each for federal, state, and local taxes. All three levels of government are defined in a single IPRLU record (one row in the header area).
3. Do NOT create new records if the employee wants to be taxed based on where they live rather than work (i.e. employee works in Ohio but lives in Pennsylvania, and wants to pay tax based on Pennsylvania). This situation is covered in the default record in the “State Reciprocation" field, where you may indicate "Calc Res Tax only" or "Non-Residency Certificate Filed"
U.S. Pay Rules data is stored in the P2K_PR_US_TAX_AREAS and P2K_PR_US_PAY_RULES tables.
- Jurisdiction
- This field shows the Geo code of work tax jurisdiction.
- Description
- The reason why these taxation rules are being maintained is shown in this field. (i.e. Default Tax rules). Users may wish to enter "Default W4", "Default" or similar description for the first blank jurisdiction record.
- There must be one blank jurisdiction record.
Federal tab#
- Filing Status
- The Federal Filing Status indicates how the employee is filing.
- Tax Method
- This field specifies the federal tax method for this employee.
- Suppl. Tax Method
- This field specifies the Federal supplemental tax method for this employee.
- FICA Method
- This field specifies the calculation method for FICA.
- Medicare Method
- This field specifies the calculation method for the Medicare portion of the FICA.
- FUTA Method
- This field specifies the calculation method for FUTA.
- EIC Method
- This field specifies the calculation method for employee Earned Income Credit.
- Number of Exemptions
- This field specifies the number of exemptions the employee claims.
- Annual Exemption
- This field displays the annual exemption amount being claimed.
- Add’l Exemption
- This field specifies any additional exemption amount the employee claims.
- Add’l Tax Per Period
- This field shows the amount of additional tax to be taken each pay period. If the employee does not have enough taxable earnings this amount will only be taken if the additional tax option is set to 'always’ in the Payroll Information form and the pay is a ‘Regular Pay’ pay category.
- If Federal Tax Method = Annualized + %, then this field contains the percentage that will be apply to federal earnings and treats as additional tax. (e.g. 5%, enter as 5).
- If Federal Tax Method = Annualized + Amount, then this field contains a per pay period additional tax amount.
- Tax Amount
- This field contains the flat tax amount that has been pre-calculated by you to be taken for the pay.
- It will be used when Federal Tax Method = Flat Amount Method.
- Tax %
- This field contains the federal tax percentage applicable to this employee.
- If the percentage is greater than zero, it will be used whenever the FED-TAX-METHOD or FED-SUP-METHOD specifies to use %. Otherwise the percentage from GOVTREG file (IDGV) will be used.
Railroad Taxation#
For US Railroad Employers, this section contains the pay methods required to calculate all legislated deductions and contributions required for those employees.- Tier1 SOC Method
- This field specifies the Tier 1 Social Security tax calculation method for railway employees.
- Tier1 MED Method
- This field specifies the Tier 1 Medicare tax calculation method for railway employees.
- Tier2 RET Method
- This field specifies the Tier 2 Retirement tax calculation method for railway employees.
- RUIA Method
- This field specifies the Railroad Unemployment Insurance Act (RUIA) tax calculation method for railway employees.
- Railroad SUPPL Method
- This field specifies the Railroad Supplemental Annuity tax calculation method for railway employees.
- RURT Method
- This field specifies the Railroad Unemployment Repayment (RURT) tax calculation method for railway employees.
State tab#
- Filing Status
- Valid filing status for state tax calculation:
- Tax Method
- This field specifies the State tax method for the employee:
- Suppl. Tax Method
- Specifies the state supplemental tax method for the employee:
- Alternate Tax Method
- Specifies the alternate State tax method. Only used by a few states. If a state supports the Alternate State Tax method, it will be specified in the Vertex manual, ‘Current Information’ for the state. Please refer to Vertex manual prior to using the Alternate State method.
- Alt St Tax Method 00 – 09
- UST_Alt_Tax_Method is a fixed lexicon (X_UST_ALT_TAX_METHOD) that you may use to look up the value.
- SUI Employee Method
- This field specifies the employee’s calculation method for State Unemployment Insurance:
- SUI Employer Method
- This field specifies the employer’s calculation method for State Unemployment Insurance:
- SDI Employee Method
- This field specifies the employee’s calculation method for State Disability Insurance:
- SDI Employer Method
- This field specifies the Employer’s calculation method for State Disability Insurance:
- WCB Method
- This field specifies the calculation method for Workers’ Compensation:
- Reciprocity Agreement
- This field indicates if the employee has filed a ‘Non-Residency Certificate’ with the employer and therefore the state tax is to be calculated by the certificate.
- # of Exemptions 1
- This field specifies the number of primary exemptions for the employee (e.g. spouse, dependants etc.). In most cases this will be the only number of exemptions claims.
- # of Exemptions 2
- This field specifies the number of secondary exemptions for the employee. This is used in some states for blind or over-65 dependents.
- Tax Percent
- This field contains the state tax percentage applicable to this employee.
- If the percentage is greater than zero, it will be used whenever UST_TAX_METHOD or UST_SUPPL_TAX_METHOD specifies to use %. Otherwise, the percentage from GOVTREG file (IDGV) will be used.
- Annual Exemption
- This field specifies an overridden annual exemption amount for the state tax calculation. UST_Ann_Exemption is an optional 18 digit numeric field that you must manually enter.
- Add’l Exemption
- This field specifies any additional exemption amount the employee claims.
- Add’l Tax Per Period
- This field indicates the amount of additional tax to be taken each pay period.
- If the employee does not have enough taxable earnings this amount will only be taken if the additional tax option is set to 'always’ in the Payroll Information form and the pay is a ‘Regular Pay’ pay category.
- If State Tax Method = Annualized +%, then this field contains the percentage that will be apply to federal earnings and treats as additional tax. (e.g. 5%, enter as 5).
- If State Tax Method = Annualized + Amount, then this field contains a per pay period additional tax amount.
- Add’l Tax for Res.
- This field indicates whether the additional tax per period is for Residence State tax:
- Add Tax not for RES
- Add Tax for RES
- Add’l Tax for Work
- This field indicates whether the additional tax per period is for Work State tax:
- Add Tax not for WORK
- Add Tax for WORK
- Tax Amount
- This field contains the flat tax amount that has been pre-calculated by you to be taken for the pay. This field will be used when State Tax Method = Flat Amount method.
Local tab#
- Filing Status
- You will use this field to select a valid filing status for local tax calculation:
- Number of Exemptions
- This field specifies the number of exemptions the employee claims.
- County Tax Method
- This field specifies the county tax method for the employee:
- City Tax Method
- This field specifies the city tax method for the employee:
- Head Tax Method
- This field specifies whether head tax should be calculated for the employee:
- School Tax Method
- This field specifies the school district tax method for the employee:
- Add’l Tax for Work
- This field indicates if the additional tax per period is for Work Local tax:
- Add’l Tax for Res
- This field indicates whether the additional tax per period is for Residence Local tax:
- Reciprocity Agreement
- In some areas of the United States, an employee may be taxed both where they work and where they live. To alleviate this, there are established agreements between tax jurisdictions to determine where the employee should pay taxes. These reciprocal agreements are indicated in this field.
- Tax % 1
- This field contains the local tax% applicable to this employee. If this percentage is greater than zero, it will be used wherever the County Tax method or City Tax method specifies to use %. Otherwise the percentage from GovtReg (IDGV) will be used.
- Tax % 2
- This field holds the additional rate of tax you may pass to Vertex.
- Tax Amount
- This field contains the flat tax amount that has been pre-calculated by you to be taken for the pay. This field will be used when the County or City Tax method = Flat Amount method.
- Add’l Tax Per Period
- This field shows the amount of additional tax to be taken each pay period.
- If the employee does not have enough taxable earnings, this amount will only be taken if the toggle set ON in the payroll Information form and the pay is a ‘Regular Pay’ pay category.
- If County or City Tax Method = Annualized + %, then this field contains the percentage that will be apply to federal earnings and treats as additional tax. (e.g. 5%, enter as 5)
- If County or City Tax Method = Annualized + Amount, then this field contains a per pay period additional tax amount.
- Head Tax Amount
- If a flat amount is chosen for the Head Tax method then the amount need to be entered here.
- School Tax Amount
- If flat amount is chosen from the School Tax method then the amount needs to be entered here.
- School Tax Percent
- If a percentage is chosen for the School Tax method then the percentage needs to be entered here.
- Annual Exemption
- This field specifies the annual exemption amount the employee claims.
- Exemption %
- This field specifies the additional exemption rate.
