Transcript FastFacts Feature Presentation

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FastFacts
Feature Presentation
May 4, 2010
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-468-2134
Participant code: 182500
© 2010 The Johns Hopkins University. All rights reserved.
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Today’s Topic
We’ll be taking a look at…
Updating Addresses and
Tax Records in SAP
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Today’s Presenter
Cynthia Addison
Manager, HR Shared Services
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Session Segments
Presentation
Cynthia will address how to update addresses and tax records in
SAP.
During Cynthia’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
Cynthia will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if
you’re having technical difficulties, you can email us at:
[email protected]
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How To View Full Screen
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Survey
Survey
At the end of this FastFacts session, we’ll ask you to complete a
short survey.
Your honest comments will help us to enhance and improve
future FastFacts sessions.
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Updating Addresses and
Tax Records in SAP
HR Shared Services
Effective April 2010
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Agenda
PDC ISR
• What is a PDC ISR
• What can be changed on a
PDC ISR
• PDC Required Approvers
• PDC ISR Effective Dates
Employee
Addresses
• Address Infotypes
• Permanent Address Change
• Full Time Student
Permanent Address
• Work-Physical Location
• Work Mailing Address
• Address Changes on
Terminated and Retired
Employees
Taxes
• Tax Records
• Tax Defaults
• State Registration and
Reciprocity States
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Section 1
PDC ISR
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What is a Personal Data Change ISR?
 Personal data change (PDC) is an ISR
submitted to HRSS by departments to
request that an employee’s personal
information be changed or updated.
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What can be changed
on a PDC ISR?
 Addresses and/or phone numbers
 Social Security Number
 Data entry corrections only
 Updates to temporary ssns should go through the Everify process
 Employee Name
 For students, please update with the Registrar’s office also
 Emergency Contact Information
 Personnel Administrator Code
 JHU Legacy Department Code
 Work Schedule Rule
 Ratings
 Qualifications/Licenses
◦
Note: Changing Visa Information cannot be submitted on a PDC ISR. The Foreign National Information Form
must be submitted to the JHU Tax Office.
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PDC Required Approvers
 PDC ISR’s (Faculty and Staff) are the only ISR’s
that can be submitted to HRSS without an
approver 1 or 2.
 Student PDC ISR’s require two approvers except
for certain schools
 JHU Student Employee Approver II Matrix for ISR Processing in
SAP:
http://ssc.jhu.edu/humanresources/DataFiles/Approver_I
I_Matrix_Students.pdf
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PDC ISR Effective Dates
 HRSS will enter a current effective date (date ISR
processed) for all changes made to Social Security
Numbers, legal name changes that are processed
through Social Security Administration and address
changes. This includes data entry errors and the
addition of titles and degrees.
 Retroactive address changes that result in a change in
state
 Changes in state tax withholding cannot be made
once the last payroll for that year has been finalized.
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Section 2
Employee
Addresses
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Address Infotypes


Employee Addresses are stored on Infotype 6 in SAP.
We currently utilize and maintain the following three address subtypes:
 Permanent Residence (subtype 1)
 Where the employee lives/resides
 Where W2s and benefits mailings are delivered
 For students, can be where they live when not attending school
 Work Physical Location (subtype 4)
 Where employee works
 Where campus mail is delivered, unless work mailing address is used
 Critical for determining whether reciprocity exists for state tax
withholding and/or whether the employer is registered to do business
in that state
 Line 1 of the address appears in the JHED directory
 Work Mailing Address (subtype 5)
 Maybe the same as work physical
 Used when campus mail should be sent to a location other than work
physical
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Permanent Address Change
 Utilize the section titled “Address Details” on the ISR
 Check (a) the “change indicator” box.
 Below is the recommended format. The full mailing address is required.
 If the address change indicates a change in state or county, the employee must
submit a new state tax withholding form (i.e. MW507, DC-4) to Payroll.
Comments Section
 Only one address
can be changed per
PDC ISR.
 Additional addresses
can be changed by
indicating this in the
comments section.
 Indicate where
employee lives and
works to ensure proper
taxation.
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Permanent Address Change cont’d
Address change that results in a change in state:
State tax withholdings will be changed; exemptions will be 1
For new MD residents: Montgomery County rate is the default
Address changes within state of Maryland that result in a change in
county:
No change in county tax will be made
All taxes are reported to the State of Maryland - not directly to
the individual counties.
New tax forms must be submitted to Payroll.
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Full Time Student Permanent Address
Students may submit a permanent address outside the
states of Maryland and DC.
Taxes will be applied to the state of Maryland or DC,
depending on where they work unless the state of
residency has a reciprocity agreement with MD/DC
If the student lives and works in another state, indicate
this in the comments section.
The state withholding will be changed to that state
using standard default (1 exemption)
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Work-Physical Location Change

Work-Physical Location indicates where the employee reports to work.
 Line 1 of the address is interfaced from SAP into the JHED directory.
 Below is the recommended format: Building, room, and full street address are required.
 Indicate the new worksite location (if applicable) in the comments section
 Telephone and fax numbers can also be updated. Please note that fax #s in SAP are not uploaded into the JHED
directory. Must be entered manually.
 When Work Physical Location and Permanent Address are the same, indicate “Telecommuting” on line 1 to avoid
displaying the employee’s home address in the JHED directory. Put employee’s home address on line 2.
Comments Section
 Only one address
can be changed per
PDC ISR.
 Additional
addresses can be
changed by indicating
this in the comments
section.
 Indicate where
employee lives and
works to ensure
proper taxation.
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Work Mailing Address
 Work Mailing Address indicates the building, room number and full
street address for campus mailing.
 This address can be the same, or it can differ from the work-physical
location if appropriate (ie working overseas)
Comments Section
 Only one address
can be changed per
PDC ISR.
 Additional
addresses can be
changed by
indicating in this in
the comments
section.
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Address Changes on Terminated and
Retired Employees
PDC ISRs can be submitted to change the address on a
terminated or retired employee.
Generally, changes to tax withholding at termination are
not permitted.
Exception: Employee is being paid post-termination/
retirement; new tax forms may be required - contact
your Tax office for assistance
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Section 3
Tax
Records
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Updating Tax Information When Permanent
or Work Physical Address Changes
For either a permanent or work physical location change, HRSS
determines whether:
Reciprocity exists between the state of residence and the state
where ee is working
If not, taxes withheld based on the state where working
Entity (employer) has a license to do business in that state
If not, no state taxes are withheld and the Tax Office is
contacted
When the work physical location changes
State withholding is updated based on reciprocity and/or
business registration
Worksite location is updated from the ISR (please indicate in
comments section)
Employees must submit state tax withholding forms to Payroll to
update state withholding information (exemptions, county, etc).
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State Registration and Reciprocity
States
 JHU has specific states it is registered in to conduct employment
business. For a complete list of states, visit the JHU Tax Office
website.
http://www.controller.jhu.edu/depts/tax/business.html
 Health system employers: Maryland
 If an employee lives and works in a state that is not registered for
employee business, contact the appropriate Tax Office for
assistance.
 The state of Maryland has reciprocity agreements with the states
listed below. Please note that this applies to most of the JH
Enterprise. Please contact your Tax office for questions.
 Virginia
 West Virginia
 Pennsylvania
 District of Columbia
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Resources
 HRSS Website:
http://ssc.jhmi.edu/humanresources/index.html
 Payroll Website: http://ssc.jhu.edu/payroll/index.html
 JHU Tax Office
http://www.controller.jhu.edu/depts/tax/
 JHHS Tax Office
443-997-5824
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Wrap Up
 PDC ISR is used to update demographic information on
active, termed or retired employees
 Effective date of change to demographic information is
always the date of entry into SAP
 Can only change one address subtype per ISR;
additional address subtypes can be updated by utilizing
the comments section
 Must know where employee lives and works to apply
proper taxation (indicate in comments section)
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Q&A
We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
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Thank You!
Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future
FastFacts sessions?
Would you like to be a FastFacts presenter?
Please email us at: [email protected]
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Survey
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Click this link to access the survey…
http://connect.johnshopkins.edu/fastfactssurvey/
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