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E-Business on Solid Ground Payroll & Taxation Enhancements for Lawson Version 8.0 BSI TaxFactory / TaxFactory Canada Agenda • 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 group-wide 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 • The Tax Group field on authorities must be set the employee time record up on PR05 before has been replaced by TaxLocator can attach Location Code. them to employees. • Location Code will • Tax authorities on PR06 replace Tax Group field should not be duplicated. 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 New EE Info record in TaxLocator Lawson 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 TaxLocator record in Lawson 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 (post- implementation) • 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?
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