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US TAX SCREENS#

Overview#

This page describes the screens that are used for US Taxation in the Payroll Calculation Process.

Geographic Screens#

UDGNIS process loads in the "US Geographic Names Information System (GNIS)" information from the Symmetry Tax Server into the ePersonality system. The process will load in all Counties, Cities, Schools, Municipalities, and Zip Codes for each state selected in the parameters. Please refer to the document "PR_US_Load_GNIS.doc" for more detailed information as to how the UDGNIS function works.

The following describes the geographic screens that are updated by the UDGNIS function.

IDCO – Define Countries#

INSERT IMAGE 2.1

• ISO Alpha 2 and ISO Alpha 3 may be defined for each Country
• These fields contain the 2 or 3 character ISO Country Code
• Some Government Reporting requires to report a 2 character ISO Country Code while some Government Reporting requires to report a 3 character ISO Country Code
• For Annual Wage W-2 or Quarterly reporting, if an Employer deals with Foreign Country Addresses, then the ISO Country Codes need to be set up
• Website for 2 Alpha or 3 Alpha ISO Country Code : http://www.unc.edu/~rowlett/units/codes/country.htm

IDSP – Define States and Provinces#

INSERT IMAGE 2.2

• State Code ‘00’ is used for Federal Level Taxation
• FIPS code is stored at State level, this field contains the FIPS Numeric Code for each State
• UDGNIS process will load in the States and FIPS codes if these do not already exist

IDCN – Define Counties#

INSERT IMAGE 2.3

• Symmetry County Code Format is: 99-999
• Vertex County Code Format: 99-999-0000
• During UDGNIS Vertex conversion, if the Vertex County Code has been used in the system, the Vertex County Code will be stored as Alternate County Code for reference with format: 99-999-0000, if the Vertex County Code has not been used, this County Code will be removed
• UDGNIS process will load in all Counties for each State, users do not need to enter manually on this screen

IDCI – Define Cities#

INSERT IMAGE 2.4

• City Code Format: Variable length, 4 digits to 7 digits
• For each County from IDCN, UDGNIS retrieves all City Codes that are for this County
• This helps the user to enter the correct combination of City with the related County for tax calculations
• At the City Level, the entire combination of ‘State-County-City’ codes will form a valid GNIS code for Symmetry Taxation, e.g. 06-001-1655980 is for Dublin, Alameda, California
• UDGNIS process will load in all Cities for each State, users do not need to enter manually on this screen

IDSD – Define School Districts#

INSERT IMAGE 2.5

• School District Code Format: Variable length, 5 to 6 digits
• For each County from IDCN, UDGNIS retrieves all School District Codes that are for this County
• This helps the user to enter the correct combination of School with the related County for tax calculations
• During UDGNIS Vertex conversion, if a Vertex School Code has not been used in the system, this Vertex School Code will be removed
• During UDGNIS Vertex conversion, if a Vertex School Code has been used in the system, UDGNIS will look for a match for the School District and the Vertex School Code will be stored in Alternate School Code for reference purposes
• UDGNIS process will load in all Schools for Ohio and Pennsylvania only, users do not need to enter manually on this screen

IDMN – Define Municipalities#

INSERT IMAGE 2.6

• Municipality Code Format: 7 digits
• For each County from IDCN, UDGNIS retrieves all Municipality Codes that are for this County
• This helps the user to enter the correct combination of Municipality with the related County for tax calculations
• State of Pennsylvania requires Municipality Code to calculate City taxes, other States do not require Municipality Codes
• UDGNIS process will load in all Municipalities for Pennsylvania only, users do not need to enter manually on this screen

IDZR – Maintain ZIP Ranges#

IDZR - COUNTY_ZIP RANGES Tab – Used by Symmetry Taxation

INSERT IMAGE 2.7.1

• For Symmetry Taxation, the ‘COUNTY ZIP RANGES’ tab is used
• ZIP Code Format: 5 digits
• For each County from IDCN, UDGNIS retrieves all ZIP Codes that are for this County and Cities
• UDGNIS loads in all ZIP codes for each State, users do not need to enter manually on this screen
• The user can drag the applicable column to the first column to sort the data
  Example:
  • Drag Zip Code to the first column to show all Cities for the same Zip Code
  • Drag City to the first column to show all Zip Codes for the same City

IDZR - JURISDICTION ZIP RANGES Tab – Used by Vertex Taxation Only

INSERT IMAGE 2.7.2

• For Vertex Taxation, please use ‘JURISDICTION ZIP RANGES’ Tab
• To view the list of ZIP codes by Vertex GEO Codes, please click GEO Code entries with GEO Type = ‘City’
• During UDGNIS Vertex conversion, the unused Vertex ZIP ranges are removed, the new ZIP ranges are loaded by County and City, therefore after conversion, there may be no ZIP entries on ‘JURISDICTION ZIP RANGES’ Tab, user should use the ‘COUNTY ZIP RANGES’ Tab after conversion

Tax Jurisdiction Feature#

IDTX – Tax Jurisdiction Concepts#

• UDGNIS is the process which loads in all ‘US Geographic Names Information System (GNIS)’ Location codes into the system

• Before entering Tax Jurisdictions on IDTX screen, user must run UDGNIS to load in all the IDCO, IDSP, IDCN, IDCI, IDMN, IDSD, IDZR entries so that IDTX can be defined using the GNIS information.

• UDGNIS may also be run to Create tax jurisdictions in IDTX for the state selected in the report parameters.

• GNIS code is also known as GEO code in ePersonality System

• GNIS Code (i.e. GEO Code) Format is: SS-CCC-FFFFFFF, where:

SS	State FIPS Numeric Code	2 digits
CCC	County Code	3 digits
FFFFFFF	City Feature ID	Variable Length, 4 to 7 digits

• IDTX screen stores a unique combination of State, County, City, Municipality and School Districts that will be used in the system

• Each combination of State, County, City, Municipality and School Districts will form a TAX JURISDICTION that is eligible for tax calculation when an employee is being paid under this Tax Jurisdiction

• After a TAX JURISDICTION is being paid in a Pay for an employee, then this TAX JURISDICTION becomes the PAY JURISDICTION of this Pay

• Users can view the PAY JURISDICTION information of a Pay on the IPPH and IPVT screens with its associated tax amounts

IDTX – Tax Jurisdiction Screen Layout#

INSERT IMAGE 3.2.1

• GEO Code ’00-000-0000’ is used for Federal Level Taxation, UDGNIS automatically loads in this entry

• Each IDTX entry is for a unique combination of State, County, City, Municipality, School
• There are 2 options to enter Tax Jurisdiction on IDTX screen
  1. user can manually enter the Tax Jurisdiction combination on the right side of the IDTX screen
     • i.e. enter each State, County, City, Municipality, School code
  2. user can click the GEO Code icon to pop into the ‘Tax Jurisdiction Editor Utility’ dialog Box
• If the same GEO Code displays multiple entries on the left side, please note that these are not duplicate entries, these entries must be defined for different Municipalities or Schools, please refer to the right side to show the detail of this screen
• For IDLN, IEPI, IEAS, IPTR, IPPH screens that need the Jurisdiction Code, these screens will pop into ‘Tax Jurisdiction Editor Utility’ with GEO Code icon to enter Jurisdiction Information

Option (1)

• Enter manually on the right side of the IDTX screen
  • i.e. State will default in, select a County, City, Municipality, School Code
• The new GEO Code will be automatically built with the selected State-County-City Code
• If the user is unsure of the County the City belongs to, they may select the City and the system will default the associated County.

INSERT IMAGE 3.2.2

Option (2)

• Click GEO Code icon to pop into the ‘Tax Jurisdiction Editor Utility’ dialog Box
• On IDTX, select a State, then click the Add icon , then click the GEO Code icon to pop into the ‘Tax Jurisdiction Editor Utility’ dialog box.

INSERT IMAGE 3.2.3

Manually Converting Tax Jurisdictions

There may be cases where the UDGNIS could not convert a tax jurisdiction. This could be a result of a spelling error or the jurisdiction is not classified as a real city by the US Postal Service and therefore the UDGNIS could not find the correct GNIS code to use.

To manually change a Vertex GEO Code to the Symmetry GNIS format follow the steps below:

1. Copy the GEO CODE into the Alt Geo Code field. This is needed so that when UPCALC is run using Vertex, UPCALC knows which Vertex GEO Code to use.
2. Using the fields on the right hand side, select the correct County and City. This will create the appropriate GNIS Geo Code. The name defined in the Jurisdiction field will be replaced with the City name.

Tax Jurisdiction Editor Utility#

IDTX – Tax Jurisdiction Dialog Box#

When IDTX, IDLN, IEPI, IEAS, IPTR, IPPH screen requires a Jurisdiction code, the user can click the icon beside the GEO Code field which will pop up the ‘Tax Jurisdiction Editor Utility’ dialog Box.

INSERT IMAGE 4.1

In the ‘Tax Jurisdiction Editor Dialog there are 2 sections to enter information, the user can enter information in either one:

1. Enter Selection or Jurisdiction Details

GEO Code

• the user may click the GEO Code lookup icon and select from the list of existing GEO Codes
• after a GEO Code entry is selected from lookup the valid State, County, City, Municipality, School will be displayed

ZIP Code

• the user may click the lookup of the ZIP Code and select from the list
• or user may manually enter a ZIP code
• if a ZIP Code is selected from lookup, the valid State, County, City, Municipality, School will be displayed, e.g. ZIP 17815 for PA
• if a ZIP Code is manually entered and if this ZIP code is unique, then the valid combination will be displayed

Location

• the user may click the lookup for Location Code and select from the list
• after a Location Code is selected from lookup, this Location Code is used to go into IDLN to retrieve the Jurisdiction if it exists and display the State, County, City, Municipality, School of the IDLN Jurisdiction

After the selection of GEO Code, ZIP Code or Location Code is specified, the user can modify the Jurisdiction Details if these combinations are not correct or click OK.

2) Jurisdiction Details

State

• the state will default in, however the user may select a different state from the list

County

• the user may click the lookup for County Code and select from the list.

City

• the user may click the lookup for City Code and select from the list.
• if the user does not know the County the City belongs to, the user may not provide the County information and just select a City, the County will default in according to the selected City

Municipality

• the user may click the lookup for Municipality Code and select from the list.
• only the State of Pennsylvania will display Municipalities

School

• the user may click the lookup for School and select from the list
• only Ohio and Pennsylvania States will display Schools to select from

When doing lookup for County, City, Municipality or School, if the user does not know the code of the County or City, the user may use ‘%’ to lookup the column, e.g. %Ph will display the list that contains ‘Ph’

The Message Box will display the DTX_00001 to DTX_00007 messages, depending on the selections made above.

The Return GEO Code will display the generated GEO Code/GNIS Code based on the selections made above.

List of Screens that use Tax Jurisdiction Dialog Box#

The following is a list of screens that contain the tax jurisdiction:

• IDLN - Define Locations
• IDTX – Define Tax Jurisdictions
• IEPI – Maintain Personal Information
• IEAS – Maintain Assignments
• IEHR – Establish Personnel Profiles
• IEQH – Quick Hire Employees
• IPTR – Maintain Pay Transactions
• IPPH – Maintain Employee Pays

Definition Screens#

IDGV – Maintain Government Registrations#

INSERT IMAGE 5.1

• IDGV Government Registrations must be set up by ‘Registration Type’ for Federal, State, Local Level
• The user may also define IDGV Government Registration by County or City if necessary
• The Year End document describes the reporting requirement of the Government Registration
• Any Government Rates defined in IDGV for a specific Government Registration will override those defined in IPUTR.

IPUTR – Maintain US Tax Rates#

• The user MUST run UPUTR to load in US Tax Rates by Effective Date

• Please read the documentation PR_US_Load_Tax_Rates.doc for detail

• The user may click the applicable State to view the Tax Rates

• Tax Rate Seq is in Format of ‘XXnnnn’ where XX is the State code and nnnn is a consecutive 4 digit number

• The State Code for Federal Level is 00

• Tax Identifier is retrieved from Symmetry, the format is pre-defined by Symmetry and contains the Tax Type

• The Tax Rate, Wage Base information are provided by Symmetry or may contain zero to indicate this Tax Type will be calculated

• To sort by Effective Date, user may drag the Effective Date column to the left side of the State Column

IPUTR – Override Tax Rates#

• To calculate ER FUTA / SUTA, Symmetry requires clients to define an override tax rate for both FUTA and SUTA as these are typically different for each client.

• The users have 2 options to set up ER FUTA / SUTA override rates:

(1) On IDGV for FUTA set up Reg Type ‘US FUTA Regist n’ with ‘US FUTA Rate’ for every IDGV registration . For SUTA for the appropriate state/registration set up Govt Rate Type ‘US SUI ER’.

(2) On IPUTR, enter the appropriate tax rate in the Override Tax Rate field for the necessary Tax Identifier, e.g. 00-000-0000-ER_FUTA-000 under Federal.

• The IDGV Rate will be used if one exists, otherwise the IPUTR Rate will be used

IPUTP – Maintain US Tax Parameters#

• The user MUST run UPUTR to load in US Miscellaneous Tax Parameters for Federal and State taxation

• Please read the document PR_US_Load_Tax_Rates.doc for specific detail on how to run UPUTR

• The user may select the applicable State from the find block to view the State Miscellaneous Parameters by Misc. Tax Parm.

• Miscellaneous Identifiers are retrieved from Symmetry during the UPUTR process. These will be passed to the Symmetry Tax Server with this exact name for tax calculations in UPCALC, e.g. FILINGSTATUS

• The Reference Text field contains the editing information for the Miscellaneous Identifier

• The IPUTP screen information will be used by the IPRLU Miscellaneous tab for each employee to enter their filing information by State

Internal Miscellaneous Identifiers • Internal Miscellaneous Identifiers are automatically loaded in via the UPUTR process, these are used to provide Default Methods

Level Miscellaneous Identifier Provided By Allow IPRLU Override

Federal 401K_CATCHUP Internal Yes State STATE_ROUNDING Legislative No State SUP_PAID_WITH_REG Internal Yes State SUP_PAID_WITHOUT_REG Internal Yes

• ‘Federal’ level means the Miscellaneous Identifier will be generated with State Name = ‘Federal’ and will be used at the Federal Level taxation, certain Federal Identifiers are applicable to all States of the same pay e.g. 401K_CATCHUP is used for Federal and State Level 401K calculation

• ‘State’ level means the Miscellaneous Identifier will be generated with State Name = UPUTR selected list of States and will be used at the State Level taxation, these State Identifiers are specific to the defined State only

• These Internal Miscellaneous Identifiers are used internally by UPCALC and will not be passed to the Symmetry Tax Engine

• Certain Identifiers are defined according to Government Legislative Requirement which allows the Employer to override on IPUTP but however do not allow the employee to override at the employee level, these Identifiers are defined with ‘Provided By’ = ‘Legislative’, e.g. STATE_ROUNDING

• For the ‘Internal’ Identifiers, the employee may optionally add this Identifier on IPRLLU MISC Tab to override the default value of IPUTP, e.g. SUP_PAID_WITH_REG

• For State Supplemental Tax calculation, please read PR_US_IPRLU_Sup_Pay_v1.0.doc for detail for the usage of SUP_PAID_WITH_REG and SUP_PAID_WITHOUT_REG

IPCU – Define Pay Component Usages#

• All US PC Usages are delivered and loaded into the system during each release of US Taxation

• The user should go into IPPC screen to set up Pay Components for the PC Usage Codes that are to be used by UPCALC

• For a list of US PC Usages, please read the document PR_US_PC_Usages.doc

• The ‘Associated Pay Components’ section shows a list of Pay Components that are defined for the PC Usage Code

e.g. IPPC PC 6962 NY-MCTMT Commuter Tax is set up with Usage 7452

- UPCALC will store the Tax Result for ‘New York Metropolitan Commuter Transportation Mobility Tax’ in PC Usage 7452, i.e. store in PC 6962

IPPC – Define Pay Components#

• The user should go into the IPPC screen to set up Pay Components for the PC Usage Codes that will be used in UPCALC

Employee Screens#

IPRLU – Miscellaneous Tab#

• IPRLU is the original Tax Filing screen where employees must have defined their Tax Filing information. The IPRLU contains all of the original fields used by Vertex. A new tab has been added for the Misc Tax Parameters needed for Symmetry.

• All employees MUST be set up on IPRLU MISCELLANEOUS Tab prior to running UPCALC to calculate US Taxation by Symmetry

• IPRLU can be set up without a State code, this entry will be used for multiple States, then if the specific State IPRLU entry is set up, this overrides the generic State IPRLU entry

• When IPRLU is set up without a State, the Misc. Tax Seq can be entered for many States, the Reference Text will help the user to enter the correct information in the Field Variable

• If the Misc. Tax Seq Field Type is ‘Char’ and the Reference Text specifies a list of values, the Field Variable will be edited with this list of values, e.g. 000001 FILINGSTATUS only allows S or M or MH or NRA

• When IPRLU is set up with a State, the Misc. Tax Seq must be entered for that specific State only, this IPRLU entry contains pertaining information to be used for this State only

IPRLUS – New Tax Filing Screen#

• IPRLUS is a new trimmed down version of the IPRLU used for Symmetry taxation. The fields that were solely used by Vertex have been removed from this new screen, therefore this screen should only be used for Symmetry. • The Misc Tax Parameters have been added to the State tab as there is now more room in the tab to house this information. • The functionality of the screen remains the same as the original IPRLU as noted in the previous section.

IPPH – Pay Jurisdiction Tab#

• If the Pay Stage is prior to ‘Calculated / Paid’, the Work Jurisdiction and Home Jurisdiction Area can be used to enter the Home Tax Jurisdiction and Work Tax Jurisdiction, note that these can also be entered on the PAY HEADER Tab

• The user can click the Jurisdiction Name to lookup or to pop into the ‘Tax Jurisdiction Editor Dialog’ Box to enter State, County, City, Municipality and School

• The Tax Jurisdiction is returned by Lookup or the ‘Tax Jurisdiction Editor Dialog’ Box and becomes the ‘Pay Jurisdiction’ of this pay

• On the ‘PAY LINES’ Tab, each Pay Line Jurisdiction may specify the Work Jurisdiction of this line so that the Hours and Earnings are allocated to the specified Work Jurisdiction of this line

• After this Pay is calculated by Trial Calc or UPCALC, the Tax Audit Information will be displayed for the list of Jurisdictions, and the summary of all Pay Components are displayed on ‘PAY AMOUNTS’ Tab

IPVT – View Employee Pay Totals#

• After UPCLOZ the Pay Header’s Work Jurisdictions and Home Jurisdiction will be updated into IPVT YTD / QTD

IPGH – Manage Government Report Details#

• RPYEU will generate IPGH information by Jurisdictions

• IPGH ‘PAY JURISDICTION’ Tab allows the user to view the Jurisdiction information

Site Preference – US Taxation#

IMST – Site Preference#

• For each Database Server, the above IMST Site Preferences should be set up during the installation of US Symmetry taxation

US TAX PREFERENCES

US TAX SERIES - specifies the US Tax Series to be used in UPCALC; field size: char(1) 0, N – N/A, client is not using US Taxation, UPCALC is used for BE/AT purposes only 1 – Main US tax module, the Symmetry Tax Engine (STE) is used L – Legacy Series, the Vertex COBOL version tax module is used Q – Quantum Q Series Tax Calculation, not supported, will remove later

US TAX HOST NAME - specifies the Database Host Name of the SymmetryTaxServer that is installed

US TAX PORT NUM - specifies the Port Number of the SymmetryTaxServer that will be listening for incoming Tax Server requests, this must be the same as serverConfig.txt PORT_NUMBER

SYMMETRY PREFERENCES

US STE LOG DIR - optional, specifies the Output Directory for Symmetry Log File - this directory should be the same Output Directory that is used to generate Interface Files for the Application Server, e.g.
Tantus\output - IMPORTANT: please specify a valid Directory Name with Path Name, the Database Object for Output Files MUST NOT be used e.g. OUTPUT object cannot be used

US STE LOG LEVEL - optional, specifies the Symmetry Logging Level that will be passed in STE_LOGGING_LEVEL - user may specify one of the following LOG LEVEL: - “DEBUG”, “INFO”, “WARN”, “ERROR”, “FATAL”, “OFF”, NULL - this should be set to ‘DEBUG’ as default, when Trail Calc or UPCALC is run in Utility Trace, this Log Level will be used - when STE_LOGGING_LEVEL is passed to Symmetry, Symmetry will display information pertaining to the Level specified, e.g. if WARN, it will show only WARN info - please set to ‘DEBUG’ to see all information when running in Trace

US STE LOG FILE - optional, may specify an overridden Symmetry Log File name (future, not used yet)

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Notes #

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