October 24, 2011 PeopleSoft Payroll for North America Tax Update 11-E – Release 9
PeopleSoft Payroll for North AmericaTax Update 11-ETax Update Notes - Release 9
PeopleSoft Payroll for North America Tax Update 11-E includes updates to U.S. tax tables, COBOL program 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 changes
· A summary of the SQRs delivered with this tax update
· An appendix of object changes delivered with this tax update
For Release 9, the tax update package also includes the following documentation files:
UPD860824_CODECHANGES.rtf / PS Print Project Report for Release 9
PA Act 32 11E.doc / Preparing for Pennsylvania Act 32
PR Withholding-11E.doc / Puerto Rico Withholding Tax Changes 2011
YE11US9E.doc / Year End Processing 2011: U.S., Puerto Rico, and U.S. Territories
You must follow the instructions in the UPDxxxxxx_INSTALL.htm document to apply the object changes listed in the appendix of this document before 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-E, 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-E includes the following files for updating the tables in your PeopleSoft system.
File / Contentsupd860824_01.dat
upd860824_01.dms
/ U.S. tax table updates
upd860824_02.dat
upd860824_02.dms
(U.S. only)
/ Tax Form Definitions and Tax Form Print Parameters tables
(Report ID 12876517)
upd860824_03.dms
/ Database stamp
(There is no .dat file associated with this .dms file.)
upd860824_04.dat
upd860824_04.dms
(U.S. only)
/ 2011 U.S. Year End Forms PDF Templates for XMLP
(Report ID 12878898)
upd860824_msg.dat
upd860824_msg_i.dms
/ Message catalog
Both U.S. and Canadian customers should apply the database stamp 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 Note – Preparing for U.S. Year End Reporting 2011
After you have followed the instructions in the “PeopleSoft Application Update Installation Instructions” to apply the object changes delivered in this tax update, you are ready to update your year end tables for 2011 U.S. year-end wage and tax reporting. Refer to the separate document Year End Processing 2011: U.S., Puerto Rico, and U.S. Territories delivered with this tax update for detailed instructions on year-end processing with PeopleSoft Payroll for North America.
Step 1 is for NEW PeopleSoft Payroll Users only (processing Year End in PeopleSoft Payroll for the first time in 2011)
1. If 2011 will be your first year producing Form W-2 for U.S. employees using PeopleSoft Payroll for North America, you must contact Oracle Software Support to request the special script described in Solution Document ID 635458.1. You must run this special script to prepare your Tax Form Definition Table for 2011 year-end processing. Running this script will ensure that your Tax Form Definition Table is current up through 2010 year-end changes and ready for upcoming 2011 year-end changes to be delivered in future tax updates.
Steps 2 – 10 are for ALL PeopleSoft Payroll Users
2. IMPORTANT: You must complete this manual step before proceeding to use Change Assistant to apply the DataMover scripts upd860824_02.dms and upd860824_04.dms delivered with Tax Update 11-E.
Enter the Tax Form Identification W-2 and the Effective Date of 01/01/2010 on the Tax Form Definition search page and select Search. Add a new row in the table that duplicates all of the 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. Save this new entry. Then follow this same procedure for Tax Form Identifications W-2c, W-2AS, W-2GU, W-2PR, W-2VI, W-2cAS, W-2cGU, W-2cPR, and
W-2cVI. Save these new entries.
3. Update the new 2011 Tax Form Definition Table entries you have created with your specific earnings and deductions information for year-end reporting. Save your changes.
To update the Tax Form Definition Table with a new earnings or deduction, the Effective Date of the Earnings Table or Deductions Table entry must match the Effective Date of the Tax Form Definition Table entry you are updating. For example, if you are updating a Tax Form Definition Table entry dated 01/01/2011, then the Effective Date on the Earnings Table or Deduction Table entry of the earnings or deduction being added to the Tax Form Definition Table entry must also be 01/01/2011. If necessary, in Correction mode, temporarily change the Effective Date of the Earnings Table or Deduction Table entry to match the Effective Date of the Tax Form Definition Table entry, update the Tax Form Definition Table entry with the earnings or deduction and save the change, and then, again in Correction mode, return the Effective Date of the Earnings Table or Deduction Table entry to its original date.
4. To update your Tax Form Definition Table for 2011 Form 940 reporting, enter the Tax Form Identification 940 and the Effective Date of 01/01/2010 on the Tax Form Definition search page and select Search. Add a new row in the table by selecting the Add (+) button in the “Effective Date” Group Box and change the Effective Date for this newly inserted row to 01/01/2011. Enter information for any earnings or deductions that should be defined as FUTA-exempt for 2011 FUTA Form 940 reporting. Save this new entry.
5. Run the DataMover script upd860824_02.dms provided in Tax Update 11-E. This script will add 2011 entries to the Tax Form Definitions table for W-2 box 12DD (Cost of employer-sponsored health coverage) and W-2 box 12EE (Designated Roth contributions under a governmental section 457(b) plan). The script also adds 2011 entries to the Tax Form Print Parameters table for Forms W-2,
W-2AS, W-2GU, and W-2VI.
6. Run TAX710 to print a listing of 2011 Tax Form Definition table entries and review for accuracy.
7. Run TAX712 to verify that 2011 entries have been added to the Tax Form Print Parameters table.
8. Update W-2 Company Data by adding entries for calendar year 2011 for each Company. Select the appropriate values for the Kind of Employer and Type of Employment fields.
9. Run the DataMover script upd860824_04.dms to update the Tax Form XMLP Options Table with 2011 U.S. year-end form PDF templates for XMLP processing.
10. Update the Year End Form Options Table for XMLP processing by manually adding a new row for Tax Year 2011 for each W-2 Reporting Company.
Ordering W-2 Forms for Tax Year 2011
RR Donnelley has updated their website with information on year-end tax forms for 2011:
http://www.rrd.com/wwwPeopleSoft/
In preparing to order W-2 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 exceed 12 characters in length.
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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.
Special Notes – U.S.
Employee Social Security Number Verification (TAX109.SQR)
TAX109.SQR creates the Employee Social Security Number Verification Report, which consists of a file for submission to the Social Security Number Verification Service (SSNVS) of the Social Security Administration (SSA) and an audit report.
The program is modified to reference LAST_HIRE_DT when the “Hire Dates” processing option is selected on the run control, so that the correct employees will be included on the file and report.
Prior to the modifications (a) some employees were incorrectly excluded from the file and report when the “Hire Dates” processing option was selected if the original Hire Date was outside of the date range specified on the run control, and (b) all employees in the requested category (Hire Dates, Companies, Pay Groups, Employees) were selected for the report regardless of their employee status.
The program is also modified to include a new Processing Option of Balance Year. Select the new Balance Year check box on the run control to include only employees with Tax Balances for the specified year for processing by the program. The Balance Year used by the program (and which will be displayed on the run control as shown in the second illustration on the following page) will be the year entered in the Balances for Year field on the Annual Tax Reporting Parms 1 page, as shown below:
As shown on the following page, in addition to adding the new Balance Year check box, Tax Update
11-E also moves the TAX109.SQR run control page to a new menu location under U.S. Annual Processing.
Previous navigation before Tax Update 11-E:
Payroll for North America > Payroll Processing USA > Pay Period Reports > Employee SSN Verification