December 9, 2011 PeopleSoft Payroll for North America Tax Update 11-F – Release 9
PeopleSoft Payroll for North AmericaTax Update 11-FTax Update Notes - Release 9
PeopleSoft Payroll for North America Tax Update 11-F includes updates to Canadian and U.S. tax tables, COBOL program and store statementchanges, object changes and re-delivered SQRs for U.S. and Canadian payroll reporting. These tax update notes include:
- Instructions for updating your system’s tables and a summary of the table changes
- A list of COBOL program and store statementchanges
- A summary of the SQRs delivered with this tax update
- An appendix listing the object changes delivered with this tax update
For Release 9, the tax update package also includes the following documentation files:
UPD860833_CODECHANGES.rtf / PS Print Project Report for Release 9
PA Act 32 11-F.doc / Pennsylvania Act 32 – Tax Update 11-F
YE11CN9F.doc / Year End Processing 2011: Canada
You must follow the instructions in the UPDxxxxxx_INSTALL.htm document to apply the object changes listed in the appendix of this documentbefore applying the COBOL and store statement changes, running the DataMover scripts, or using the SQRs delivered in this tax update. Before applying Tax Update 11-F, you must apply all previous tax updates.
Unless otherwise indicated by a specific posting date, Report IDs referenced in these tax update notes have not been posted to My Oracle Support.
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Updating Your Tables
Tax Update 11-F includes the following files for updating the tables in your PeopleSoft system.
File / Contentsupd860833_01.dat
upd860833_01.dms
/ U.S. tax table updates
upd860833_02.dat
upd860833_02.dms
/ Canadian tax table updates
upd860833_03.dat
upd860833_03.dms
/ Garnishment table updates
upd860833_04.dat
upd860833_04.dms
/ Strings table updates
upd860833_05.dms
/ Database stamp
(There is no .dat file associated with this .dms file.)
upd860833_06.dat
upd860833_06.dms
/ Pay message table updates
upd860833_07.dat
upd860833_07.dms
(Canada only)
/ 2011 Tax Form XMLP Options
(Report ID 12987136)
upd860833_msg.dat
upd860833_msg_i.dms
/ Message catalog
Both U.S. and Canadian customers should apply the garnishment, strings table,database stamp, pay message, and message catalog updates.
The DataMover script (.dms) files identify the input data file (.dat) as well as the output log message file. The directory where DataMover looks for the input data file and the log file is specified in your Configuration Manager.
Special Notes – Canadian Year-End Reporting 2011
RL-1 and RL-2 Slip Redesign
Revenu Quebec (RQ) re-designed the RL-1 and RL-2 slips to reflect the addition of four new code boxes in the centre of the RL slips. The primary purpose of these code boxes was to replace the need for employers to report footnotes at the center of the RL-1 slip.
Initially, Revenu Quebec wanted the changes to these forms to be mandatory for the 2011 taxation year for filing in 2012. Since employers were not made aware of these changes prior to 2011, RQ has decided that the mandatory implementation of the code boxes would be postponed to taxation year 2012.
However, the newly redesigned RL-1 and RL-2 forms are the only forms that were printed for 2011. These forms are available in two formats: 8 ½ x 11 (2 copy paper version for XML electronic filers) and 8 ½ x 14 (3 part paper version of the RL-1/2 form).
As the government copy of the form will be submitted electronically to RQ when the employer files the form there will not be any need for a 3rd paper copy for employers to submit to the government.
The 2 copy forms will provide the employer with enough space to report the footnotes at the center of the RL-1.P/RL-2.P slip.
Several employers who use XML to submit their RL-1 files to Revenu Quebec do not use customized forms to process the employee’s paper copies of the RL-1 form. In order to accommodate employer needs, RQ has developed an 8 ½ x 11 paper version of the RL-1.P/RL-2.P form that will include only the 2 copies required by the recipient. Employers will be able to order these forms directly from RQ.
PeopleSoft will support the use of the pre-printed 8 ½ x 11 forms. However, the data that will be reported will be in the same format as in previous years where the footnotes are reported at the bottom of the RL-1 slip. The new data format will be supported by PeopleSoft with year-end processing for taxation year 2012.
Important Note:
Employers need to clearly specify when ordering paper RL-1/2 forms the type of form that they wish to order, either the 8 ½ x 11 (2 copy paper version for XML electronic submission) or the 8½ x 14 (3 part paper version of the RL-1/2 form). Please ensure that you order the 8 ½ x 11 2 copy form.
All employers can now order these forms online by utilizing the RQ’s online form order service.
Revenu Quebec will be adding pop-up advertisements when a user selects the RL-1, RL-1.P RL-2 and RL-2.P forms as a part of the order service in order to ensure that employers order the correct format that will be applicable to their personal situation (8 ½ x11 vs 8 ½ x14).
Updating the Tax Form Definition and Footnote Tables
Step 1: Creating 2010 Tax Form Definitions and Footnotes in Preparation for 2011 Processing
This Step applies to NEW PeopleSoft Payroll for North America Customers only (processing Year End in PeopleSoft Payroll for the first time in 2011)
If 2011 will be your first year producing year-end slips for Canadian employees using PeopleSoft Payroll for North America, you must contact Oracle Software Support to request the special script described in Solution Document ID 1256724.1. You must run this special script to prepare your Tax Form Definition and Footnote tables for 2011 year-end processing. Running this script will ensure that your Tax Form Definition and Footnote tables are loaded with the current entries for 2010 and are ready for the manual entry of the 2011 year-end changes described in Step 2 below.
IMPORTANT: Employers who completed year-end processing and produced Canadian year-end slips for tax year 2010 using PeopleSoft Payroll for North America must not run the special script described above.
Step 2: Updating the Tax Form Definition and Footnote Tables for 2011
This step applies to ALL PeopleSoft Payroll for North America Customers.
To update your Tax Form Definition and Footnote tables for 2011 year-end reporting, use the following instructions.
T4 Reporting
If you have not already added a row earlier in the year to your Tax Form Definition table for 2011 T4 reporting, then add this row now. In Update/Display mode in the Tax Form Definition table, bring up the row in the table for Form T4 Slip that has an effective date of 01/01/2010. Add a new row into the table that duplicates all of your 2010 entries by selecting the Add (+) button in the “Effective Date” group box. Change the effective date for this newly inserted row to 01/01/2011. Review the entries in the 01/01/2011 row and redefine earnings/deductions associated with the existing boxes, if required. Save this new entry.
For 2011, there is one new code to be added for reporting on theT4 slip and one old code to be deleted. Follow these steps to update codes on your Tax Form Definition table:
In Correction mode, bring up the new entry dated 01/01/2011 in your Tax Form Definition table for Form T4 Slip. Select the “Box” group box and Add (+) an entry into the table for the new box. Enter the long and short descriptions as indicated below, and define the appropriate earnings/deductions for the code. Save the changes.
New Box / Long Description / Short Description87 / Volunteer Firefighter Exmpt Amt / Code 87
In Correction mode, bring up the new entry dated 01/01/2011 in your Tax Form Definition table for Form T4 Slip. Select the “Box” group box and Delete (-) the following entry from the table. Save the changes.
Existing Box / Long Description / Short Description53 / Deferred Stock Option Benefit / Code 53
T4A Reporting
If you have not already added a row earlier in the year to your Tax Form Definition table for 2011 T4A reporting, then add this row now. In Update/Display mode in the Tax Form Definition table, bring up the row in the table for Form T4A Slip that has an effective date of 01/01/2010. Add a new row into the table that duplicates all of your 2010 entries by selecting the Add (+) button in the “Effective Date” group box. Change the effective date for this newly inserted row to 01/01/2011. Review the entries in the 01/01/2011 row and redefine earnings/deductions associated with the existing boxes, if required. Save this new entry.
There are no changes affecting the Tax Form Definition table for the T4A slip.
RL-1 Reporting
If you have not already added a row earlier in the year to your Tax Form Definition table for 2011 RL-1 reporting, then add this row now. In Update/Display mode in the Tax Form Definition table, bring up the row in the table for Form RL-1 Slip that has an effective date of 01/01/2010. Add a new row into the table that duplicates all of your 2010 entries by selecting the Add (+) button in the “Effective Date” group box. Change the effective date for this newly inserted row to 01/01/2011. Review the entries in the 01/01/2011 row and redefine earnings/deductions associated with the existing boxes, if required. Save this new entry.
Changes affecting the Tax Form Definition and Footnote tables for the RL-1 slip will be delivered with Tax Update 12-A.
RL-2 Reporting
If you have not already added a row earlier in the year to your Tax Form Definition table for 2011 RL-2 reporting, then add this row now. In Update/Display mode in the Tax Form Definition table, bring up the row in the table for Form RL-2 Slip that has an effective date of 01/01/2010. Add a new row into the table that duplicates all of your 2010 entries by selecting the Add (+) button in the “Effective Date” group box. Change the effective date for this newly inserted row to 01/01/2011. Review the entries in the 01/01/2011 row and redefine earnings/deductions associated with the existing boxes, if required. Save this new entry.
At this time, we are unaware of any changes affecting the Tax Form Definition table for the RL-2 slip.
(Report ID 12992952)
Updating the Tax Form XMLP Options & Year End Form Options Tables for 2011
Follow these steps to update the Tax Form XMLP Options and Year End Form Options tables for 2011:
- Run the DataMover script upd860833_07.dms to update the Tax Form XMLP Options Table with 2011 year-end form PDF templates for T4 and T4A XMLP processing.
- Update the Year End Form Options Table for XMLP processing by manually adding a new row for Tax Year 2011 for each reporting company as illustrated below
Tax Form XMLP Options page – Tax Form ID T4A Slip
Year End Form Options page – Tax Form ID T4 Slip
(Report ID 12987136)
Refer to the section on “Self Service Electronic T4/T4A Year-End Slips” in the “Year End Processing 2011: Canada” guide for further information regarding this functionality.
Special Notes – Preparing for U.S. Year End Reporting 2011
Reporting2011 W-2 Data Electronically to State and Local Tax Jurisdictions
Do not create final files for reporting 2011 W-2 data electronically to state and local tax jurisdictions until afteryou have appliedany updated program(s) delivered in Tax Update 12-A. Currently the list of states which have published late changes to their W-2 file specifications for tax year 2011 includes Arkansas, Indiana, and Wisconsin, but this list is subject to change. Further modifications may also be required to program(s) that create files for reporting W-2 data electronically to local tax jurisdictions.
Puerto Rico
On November 4, 2011, Puerto Rico Departamento de Hacienda issued the following announcement indicating that the year-end forms it had previously approved and published for tax year 2011 were being recalled and replaced with new revised forms:
"The purpose of this communication is to notify you that due to problemsencountered in programming Withholding Statement (499R-2/W-2PR), which are completely out of our control, the Department of the Treasury replaced theform revised on September 2011 (Rev. 09/11) with a new revision of October
2011 (Rev. 10.11).”
For this reason, modules related to the reporting of year-end data to Puerto Rico which had already been programmed to support the originally issued Form W-2PR, and which were scheduled for delivery in Tax Update 11-F, must now be re-coded to support the later revised Form W-2PR issued by Puerto Rico in November. Product modifications required for reporting 2011 year-end data to Puerto Rico will be delivered in Tax Update 12-A.
Ordering W-2 Forms for Tax Year 2011
RR Donnelley has updated their website with information on year-end tax forms for 2011:
In preparingto order forms for tax year 2011, employers should consider the following issues:
Employers who will be reporting W-2 data to any state where their state Employer Identification Number (EIN) is greater than 12 characters in length should not order Form ID LSR02A (the “four-corner” format which prints four W-2s per page at the four corners of the page). W-2 Form ID LSR02A does not provide sufficient space in box 15 to print State EINs that exceed 12 characters.States that are currently known to issue Employer Identification Numbers that exceed 12 characters include Kansas, Utah, and Wisconsin. Employers who are considering ordering W-2 Form ID LSR02A should first review all of their state EINs to confirm that none of them exceeds12 characters in length.
* * * * * * * * * * * * * * * * * * * * * * * * * *
Employers who report W-2 data to New Jersey should be aware that, because of the unusually large number of data items that New Jersey requires to be separately printed on Form W-2, there is a very high incidence of data overflow that results in the printing of a second New Jersey W-2 form for each employee with New Jersey reportable data. With the new requirement in tax year 2009 to print the amount deducted for New Jersey Family Leave Insurance (in addition to the amounts deducted for disability insurance and the various components of the New Jersey unemployment insurance program), the problem of data overflow for New Jersey W-2 reporting affected even more employees.To avoid running short of W-2 forms, in determining the quantity of forms to order, it is suggested that employers anticipate that two forms will be needed for each instance of an employee with W-2 data to be reported to New Jersey.* * * * * * * * * * * * * * * * * * * * * * * * * *Payers who will be reporting Form 1099-R data to any state where their state Employer Identification Number (EIN) is greater than 9 characters in length should not order Form IDs 4CORNER or 4CORNERPS (the “four-corner” formats which print four W-2s per page at the four corners of the page). These Form 1099-R formats do not provide sufficient space in box 13 to print State EINs that exceed 9 characters.States that are currently known to issue Employer Identification Numbers that exceed 9 characters include Kansas, Utah, and Wisconsin. Employers who are considering ordering Form 1099-R Form IDs4CORNER or 4CORNERPS should first review all of their state EINs to confirm that none of them exceeds9 characters in length.
Special Notes – U.S.
Pennsylvania Act 32