Transcript Payroll Year End Processing

E-Business on Solid Ground
Payroll & Taxation Enhancements
for Lawson Version 8.0
BSI TaxFactory / TaxFactory Canada
Agenda
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BSI TaxFactory / TaxFactory Canada
TaxLocator
New Forms / Programs
7.2 to 8.0 Upgrade Considerations
Overview of BSI TaxFactory Menu &
Functionality
BSI TaxFactory / TaxFactory Canada
BSI TaxFactory is a payroll tax regulation and
compliance product for automated payroll systems.
It is the tax software product delivered with the
Lawson HR Suite 8 Series.
BSI TaxFactory / TaxFactory Canada
• To process PR using Lawson Version 8, must
install BSI TaxFactory 6.0 (for use in U.S.)
and/or BSI TaxFactory Canada (for use in
Canada).
• Must be running Environment 8.0.x.
• Products are installed on the client server (same
server as the Lawson Apps) and on the user
desktop.
BSI TaxFactory / TaxFactory Canada
• BSI TaxFactory 6.0 includes new tax “engine”
called TaxLocator.
• When EE work and/or home address changes,
Lawson sends this info to TaxLocator.
• TaxLocator identifies and returns applicable tax
authorities and triggers auto creation of tax
deductions for the EE.
• NOTE: TaxLocator engine not present in BSI
TaxFactory Canada product.
BSI TaxLocator
BSI TaxLocator
• With TaxLocator, U.S. tax withholding deductions will
no longer need to be associated with PR03 (Required
Deductions). PR03 will continue to be used for groupwide deductions. TaxLocator auto attaches appropriate
taxes to employees (U.S. taxation only).
• Tax deductions assigned based on employee’s home
state (HR11) and location code (HR04.9) assigned on
HR11.
BSI TaxLocator
• Default functionality returns taxes based on
city, county and state information.
• TaxLocator includes street-level address
verification, however, client can choose not to
download state street-level files.
• Correct spelling of streets, cities, states and
counties is critical!
BSI TaxLocator
TaxLocator uses two pieces of data when
assigning taxes:
1) Employee’s Home Address from HR11 –
taken directly from the HR11 Address Tab
BSI TaxLocator
BSI TaxLocator
2) Location Code (defined on HR04.9, attached to HR11)
BSI TaxLocator
• Work state on PR13
is derived from the
location code.
• If EE is tied to a
process level whose
country is U.S., the
location code is a
required field on
HR11.
BSI TaxLocator
• Postal Address Converter: Uses information passed to BSI
from Lawson Address lines 1 and 2 to locate and verify street
addresses within a state and postal code.
• TaxLocator files for each applicable state must be loaded from
BSI’s Web site.
• If the applicable state file is not loaded, BSI will use current
TaxLocator functionality to resolve taxes using city, county
and state.
• By following address guidelines (eliminating P.O. boxes and
rural route numbers), tax deduction accuracy in states with
localities will increase to over 90%.
BSI TaxLocator
• All applicable tax
authorities must be set
up on PR05 before
TaxLocator can attach
them to employees.
• Tax authorities on PR06
should not be duplicated.
• The Tax Group field on
the employee time record
has been replaced by
Location Code.
• Location Code will
replace Tax Group field
on all forms where Tax
Group formerly existed.
BSI TaxLocator
Triggers to call TaxLocator:
• Change to employee address fields (Addr1, Addr2,
City, County, State, Zip)
• Change of Location Code
• Removal of Termination Date
• Pay Status (PB or PN)
• Railroad Code
• Work Country
BSI TaxLocator
When an employee is added, home address and work location
information is passed from Lawson to TaxLocator.
TaxLocator returns necessary tax authorities and triggers
Lawson to create appropriate deductions.
New EE
record in
Lawson
New EE Info
TaxLocator
Tax Deductions
BSI TaxLocator
When trigger fields on an employee record are changed, the
changed information is passed to TaxLocator. Based on the
information passed, TaxLocator will add new tax deductions
and/or end existing ones (by adding an end date to the
deduction).
EE Change Info
Existing
record in
Lawson
TaxLocator
Tax Deductions
BSI TaxLocator
• TaxLocator returns tax authorities
and enables the creation of tax
deductions based on the HR11
Effective Date or Personnel
Action Effective Date
• There is an effective date field on
PR113 that will also allow you to
manipulate the effective date of
tax withholding deductions
New Tax-Related
Forms/Programs
New Form – U.S. Tax Locations (PR13.7)
New Form – U.S. Tax Locations (PR13.7)
PR13.7 is used to:
• View tax deductions which were attached to
employee by TaxLocator
• Disable any tax deductions which were attached to
the employee by TaxLocator
• Enable tax deductions that were manually disabled
• Attach other tax deductions to the employee and
location that TaxLocator did not identify
New Form – U.S. Tax Deduction Errors (PR13.8)
New Form – U.S. Tax Deduction Errors (PR13.8)
PR13.8 is used to:
• View TaxLocator errors on individual
employees
• Inform the user to look at BSI error
messages
• To perform updates on individual employees
New Form – U.S. Tax Deduction Errors (PR13.8)
The three tabs on PR13.8 are used for the
following:
• Messages Tab: displays tax messages/errors
• Location Changes Tab: displays tax
deduction changes by location
• Deduction Changes Tab: displays the
deduction changes that occurred due to the
TaxLocator update
New Form – U.S. Tax Deduction Update (PR113)
New Form – U.S. Tax Deduction Update (PR113)
PR113 can be used:
• To perform maintenance on employee tax
deductions
• To “load” correct taxes for employees (postimplementation)
• To set up newly implemented taxes for
employees
7.2 to 8.0 Upgrade
Considerations
7.2 to 8.0 Upgrade Considerations
Location Code
• Location Code is required in 8.0. If location code
is utilized in 7.2 for something other than work
location, the data in this field must be moved
elsewhere.
• Work location codes (including addresses) will
need to be set up and assigned to employees in 8.0.
• Mass Action can be used to populate location code
if needed.
7.2 to 8.0 Upgrade Considerations
Time Record Interfaces?
• Existing time record interfaces will need to
be modified.
• ‘Location’ will replace the ‘Tax Group’
field.
7.2 to 8.0 Upgrade Considerations
TaxFactory Database
• Up to 350 MB may be required for the
TaxFactory database, depending on how
many state address tables are needed.
7.2 to 8.0 Upgrade Considerations
TaxFactory Client
• Each person running PR140 must have the
TaxFactory client and an ODBC connection on
their PC in order to view error messages
within TaxFactory during a pay cycle.
• Anyone performing TaxFactory maintenance
must also have the TaxFactory client software
installed on their PC. Their ODBC connection
must have update access.
7.2 to 8.0 Upgrade Considerations
TaxFactory Install
• A single installation of TaxFactory CAN be
used across multiple Lawson environments on
the same machine. At least one installation is
required on each Unix/NT machine.
• When more than one Lawson productline
exists within the same Lawson environment,
only one installation of TaxFactory is
recommended.
7.2 to 8.0 Upgrade Considerations
Conversion from BSI Tax to BSI TaxFactory
• If you are currently using BSI Tax, a conversion to
BSI TaxFactory is available. (BSI TaxFactory can
be used with version 7.2.2, however, TaxLocator is
only available with 8 Series.)
• Custom mappings, experience rates, etc. are
converted from BSI Tax to BSI TaxFactory,
therefore eliminating the need to re-setup this
information.
Questions ?
BSI TaxFactory Menu
Overview of BSI TaxFactory Menu
and Functionality
BSI TaxFactory / TaxFactory Canada
The BSI TaxFactory desktop menu enables users to:
• View tax-related error messages generated by PR140
or tax-related errors encountered in EE record
additions/changes.
• Conduct testing on proper tax authorities required for
employees
• Map tax codes, tax types and payment codes for
interfacing with Lawson
• Input tax code override data for federal and/or state
level unemployment insurance tax rates.
BSI TaxFactory Menu
This represents the
BSI TaxFactory
desktop menu.
BSI TaxFactory Menu
Direct access to BSI’s
home page is at the top
of the menu.
BSI’s home page offers
product, training and
client-specific
information.
BSI TaxFactory Menu
Error messages received
while running payroll
are displayed and
viewed here.
Both online (PR80) and
batch (PR140) programs
are listed in the viewer.
BSI TaxFactory Menu
Regulatory Bulletins: View and
download available bulletins directly
from BSI’s website.
Cyclic Bulletins: Download platform
specific TaxFactory updates directly
from BSI’s website.
Update: Lists all bulletins that have
been applied. Includes date and
timestamp applied.
BSI TaxFactory Menu
TaxLocator (specific to
the 8.0 version only).
BSI TaxFactory Menu
Allows you to test various tax
scenarios. Similar to
Lawson’s PR89 Payment
Modeling feature, but with
capabilities of testing an
entire batch of employees.
BSI TaxFactory Menu
Enter and maintain tax
codes, tax types,
payment codes and
benefit/plan codes here.
BSI TaxFactory Menu
Modeling allows you to
enter BSI company
name information,
unemployment
experience rates and
other custom tax data.
BSI TaxFactory Menu
The tax history report
lists all past, current
and future dated
formulas that are in the
TaxFactory database
for a given authority.
BSI TaxFactory Menu
Tech Tools will be
primarily utilized by
your IS team.
In Summary
• TaxLocator uses EE home address and location
code to assign taxes
• Location code is required for U.S. employees
• TaxLocator automatically adds tax deductions
(and/or ends existing ones) appropriately
• Conversion from BSI Tax to BSI TaxFactory is
available
Questions?