Employee PSD Codes Maintenance
This option allows you to change the 6 digit PSD code for an employee if they have moved to a different PSD code jurisdication.
Changes made to the PSD code are recorded on the employee activity record with a table name of 'EMPL PSD' and field name of 'PSD CODE.
To access the current employees PSD code maintenance window select the following menu path: Human Resources -> Entry & Processing -> Employee -> Employee Information. You will then have to select an employee to maintain and select 'Taxes' under the 'Payroll Information' drop down menu at the top of the screen.
Maintaining the Data
Updating existing employees
PSD Code – A drop down box is provided to select a PSD code for the employee. The information which displays under the PSD code field is either for the reference rate or the default local tax code, whichever was set up for the PSD code.
If the PSD code was set up with a default local tax code then that default populates the Current Locality field, if the Current Locality field is blank or if the PSD code changes.
New or Pending employees
When adding new employees, the new PSD Code is a required field on the Local Tax tab on the Payroll window.
A drop down box is provided to select a PSD code for the employee. After the locality code is entered, the screen will display under the PSD code field either for the reference rate or the default local tax code whichever was set up for the PSD code. If the PSD code was set up with a default local tax code then that default will populate the Current Locality field, if the Current Locality field is blank. The default local tax code will not overwrite an existing Currently Locality value.
Updating Prior Earnings and Taxes Records
This table holds the prior tax information, with a unique date entered for each entry in the table. This information will be used for W2 reporting, as well as in several of the standard reports.
This window can be reached by following the following menu path, Human Resources -> Entry & Processing -> Employee Information. Then after selecting an employee click on 'Prior Earning/Taxes' from the drop down menu of 'Payroll Information'.
Maintaining the Data
Adding New Records – when reached via the Tax Setup screen:
The Prior Earnings and Taxes screen opens in "Add" mode with the appropriate fields populated.
If the state code was changed on the Tax Setup screen:
The state fields are active
The prior state code is displayed in the Prior State Code field.
The MTD, QTD and YTD earnings and taxes are copied from the payroll record and displayed in the state amount fields
If the locality or residence codes were changed on the Tax Setup screen:
The local fields are active
The prior locality and/or residence codes are displayed in the Prior Locality and PSD Code fields.
The current Work PSD code will be displayed to the prior Work PSD code field.
The MTD, QTD and YTD earnings and taxes are copied from the payroll record and displayed in the local amount fields.
The screen displays the current date (and year). The user can update the date.
The user is able to edit the information if needed prior to saving the record.
The following records are added/changed when a record is saved:
A new prior earnings and taxes record is created.
The Prior State and/or Local Gross Wages and Tax Taken fields in the payroll record are updated to store the total of all prior records for the current year.
The Prior State code in the payroll record is updated if the record contains the most recent state update. The Prior Local code in the payroll record is updated if the record contains the most recent local update. Note that the Prior State and Local codes are not displayed on the Prior Earnings and Taxes screen, but are available for use in reports.
If the Move Date is in the current calendar year, the program prompts the user as to whether they want to clear the current, month, quarter, year and fiscal to-date amounts for state and/or local wages and taxes in the payroll record. If the user selects "Yes", the program updates the appropriate fields to $0.
Employee activity records are created for all payroll fields that are updated.
Employee activity records are created for any non-blank field that is added (or changed) in the new prior earnings and taxes table (pa_pay_prior). The activity records for this table display the table name: "PRIOR EARN/TAX"
After successfully adding the new record, the user is able to add new or modify existing records as needed.
Manually adding new records
After selecting File/New, the screen displays the current date. The user may update this date if needed.
All state and local fields are active.
If the date entered is not in the current year, the user must manually enter all fields
If the Move Effective Date is the current calendar year and:
The user enters a state code, the MTD, QTD and YTD state earnings and taxes fields from the payroll record is displayed.
The user enters a Locality and/or PSD code(s), the MTD, QTD and YTD local earnings and taxes fields from the payroll record are displayed.
The user is able to edit the amount fields.
The table updates described in the section "Adding New Records" are made.
Modifying existing records
The user can select any record from the table list to edit.
Editing records from prior years does not result in updates to the payroll record.
If the Move Date is changed from the current year to a prior year, the Prior Gross Wages and Tax Taken fields are updated to exclude the amounts from that record.
If the Move Date is changed from a prior year to the current year, the Prior Gross Wages and Tax Taken fields are updated to include the amounts from that record.
The Prior State and Prior Locality fields in the payroll (not displayed) are updated as needed to reflect values from the most recent prior earnings and taxes record for the current calendar year with state and/or local changes.
TO-DATE Totals
The sum of the to-date fields in the Payroll and Prior Earnings/Taxes records should be the total local and state earnings and taxes for the current year. The to-date totals in the payroll records should NOT include to-date amounts in the prior earnings/taxes records. If payroll records include to-date amounts for prior local and state codes, the W2 amounts will be overstated.
Records created/updated by the Prior Earnings and Taxes program
Payroll table (updated only):
Prior state and Prior Locality codes
Prior state YTD earnings and taxes (for the current year)
Prior local YTD earnings and taxes (for the current year)
Prior Earnings/Taxes (PA_PAY_PRIOR) table – add/change
Employee Number, Move date, Move Year
Prior state, locality, and PSD codes
Prior Work PSD code
Prior State QTD and YTD earnings and taxes
Prior Local QTD and YTD earnings and taxes
Prior State/Local MTD earnings and taxes
Activity History (EMPACT) table
An activity history record for each payroll table field that is changed
For new Prior Earnings/Taxes records, add an activity record for each field.
For updated Prior Earnings/Taxes records, add an activity record for each field that is changed.
The activity history records for Prior Earnings/Taxes fields store the Move Date in the Pay Code description field. This is needed to identify which Prior Earnings/Taxes record was added or changed.