SSC-A/10/15/2014/SP

ADP Tax Interface Procedures 1

Spectrum® ADP Tax Interface

Dexter + Chaney® have formed a partnership with ADP for tax reporting only. This utility sends data in a specific format to ADP for them to process the payroll transactions.

NOTE: This utility is not intended to send ADP data from Spectrum to print the actual payroll check.

The ADP Tax export option can be found on the Site Map by clicking Payroll > Data Entry > ADP Tax Export. The Spectrum customer must have a valid license code obtained via the Dexter + Chaney accounting department to access this custom function.

Listed below are the steps that need to be followed to implement this module:

1. Call ADP and get an account manager.

2. In Spectrum:

a. Create ADP maintenance tables.

b. Plan for SUI Reciprocity, if necessary.

c. Export Payroll data.

Part I : Cal l ADP for Account Manager

Call the following individual at ADP who can assign the account manager that helps Spectrum customers move forward with their ADP tax implementation:

Kerry Morse

Sr. Director Partner Development

Email: Kerry.morse@adp.com

Office # 339-469-1909

Kerry will assign an account manager who determines the appropriate “Branch Code” for each Spectrum Company. The ADP representative will discuss filing procedures with the Spectrum customer and how to transmit their Spectrum tax data to ADP for processing.

ADP Tax Interface Procedures 2

Part I I : Creat ion of ADP Maintenance Tables

Prior to performing the initial export of payroll data, sometimes there are necessary maintenance tables that need to be populated. These maintenance tables can be found via the <Maintenance> button on the “ADP Export” screen. These are separate tables which may or may not require entries. The “ADP State Employee User-Defined” screen opens as the default screen. From this screen, all of the other maintenance tables can be accessed by clicking on the associated tab.

ADP State Employee User- Defined Definition Certain states require data that does not reside within State Tax History. Most of this data is specific to an employee. Dexter + Chaney has programmed a custom mapping table where employee user-defined values can be mapped to an ADP code if required by the state. Entry into this table is optional. ADP will alert you when receiving the Quarter file if there is a missing employee requirement for a particular state. When this happens, the required code needs to be entered into this table so that the state requirement is met.

Codes should be added to this table only with help from Dexter + Chaney because customers wouldn’t know the appropriate GSI code or length.

(Necessary reference: ADP Systems Interface Guide – The Special Projects Department has the most updated copy).

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NOTE: Customers do not know if the above table needs to be populated until they send a Quarter file to ADP. If the ADP Qtr file is in error, most likely there is a missing code that needs to be established. It is impossible to predict which codes are needed because they are state-specific and the customer might not have a job within that state at the time the Export is produced.

State Code – enter required state code where the GSI code is exported to. Drill down into the Income Tax Maintenance table.

GSI Code – ADP code (Systems Interface guide) required for quarter export. Dexter + Chaney will assist with entry of this code.

UDF Type – Search window – alpha, numeric, or date.

UDF prompt – Search window into employee user-defined table. Prompts are displayed based on

“UDF Type” above.

Each GSI code must have an employee user-defined value created. The employee user-defined value can be a numeric, date, or alpha prompt. The programming looks at the employee maintenance user-defined value prompt to see if the field is empty for the employee; if so, the export routine sends the entry on the default value field for the GSI code for all employees.

If unique data needs to be sent by employee for the same code, populate the employee user-defined prompt and this data will override what is entered on the default value field.

Mask – Displays for numeric entries only. The employee user-defined mask cannot be changed on

this screen.

Sign – Y / N based on the requirements for numeric fields only. Sign is found via the “Systems Interface guide” for a particular GSI code.

Length – Defined via the Systems Interface Guide for the particular GSI code. Length must be equal or greater than the mask length (if numeric).

Fill – “Z” for numeric entries; “R” or “L” for alpha. Default is “R.”

Default value – Value sent on the quarter file for all employees (if employee user-defined value is left blank). If the employee user-defined value is populated for a given employee, this value overrides the default value.

Date Format – same as above if UDF Type = ‘D”; if UDF type is not “D”, leave blank.

Tax Table Cross-Reference In Spectrum, the Tax Table Maintenance program uses a 2-digit Tax ID number to represent State, Local, County, or City Tax. ADP requires that all tax amounts exported are defined by the specific postal abbreviation code (4-digit code for City, Local, or County Tax). These postal abbreviation codes can be found for any local municipality by going to the following website:

http://www.adp.com/taxfin/toolbox/citytax/resource.asp

The Tax Table Maintenance screen only needs to be created if work is being performed in states that require local or county taxes. (i.e. – IN, OH, MI, etc.) If employees are working in states where there are no local taxing jurisdictions, this table does not have to be completed.

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The Tax Table Maintenance entries create the necessary cross-reference records between Spectrum and ADP. When performing an ADP export, the Spectrum tax amounts for the codes defined within the custom table will be mapped to the correct four-digit postal abbreviation code necessary for ADP to process the tax.

The custom Tax Table Maintenance will be set up for each company. Here is an example of the Tax Table Maintenance screen:

Tax Table Code – Spectrum Local Tax table code

State Code – The state that the local tax resides in.

ADP Local Code – The four-digit postal abbreviation for the locality (found using the ADP Tax locator

link above).

NOTE: Maryland requires that all local tax collected get rolled up into the state income tax. See the above entries for local code ‘M1’ and ‘M2’. There is no ADP local code. The programming will “roll-up” the tax amounts for “M1” and “M2” and combine then with “MD” state income tax when exporting to ADP.

Maryland is the only state (so far) that has requested this, but the logic is programmed (ADP local code is blank) in case other states implement this logic in the future.

A listing report is available for this custom table.

Deduction Table Maintenance – This custom table is required if ADP will be printing employee W2

forms. If W2’s are to be printed in Spectrum, entry can be skipped.

NOTE: the one exception to this rule is the entry of the “Employer Sponsored Health Plan” (W8).

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The custom table creates a cross-reference where the correct add-on/deduction amounts will be passed to ADP. The custom table will be set up for each Spectrum Company. Once transactions are mapped correctly, the YTD amounts get exported to ADP for printing both the description and amount within box 12 of the W2.

NOTE: Dexter + Chaney will help map the deductions prior to exporting the QTR file.

A listing report is provided (if needed).

ADP SUI/SDI percentage table – Spectrum Tax table maintenance does not have the ability to have separate Employee percentage rates for SUI / SDI. Certain states require that Employees pay a portion of both the SUI / SDI. Dexter + Chaney has created a custom table where Employee percentages can be entered for each code.

The ADP export routines calculate the “employee” SUI/SDI taxes based on the entered percentage and Employee “Subject To” wages (up the annual limit – except for PA) so that the correct amount can be sent to ADP for deposit. The custom Employee SUI / SDI percentages table will have the following fields:

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Spectrum Tax Table code – Drill-down into Tax Table Maintenance; validation provided

SUI Employee Percentage – Formatted to a whole percentage number (X.XX%)

SDI Employee Percentage - Formatted to a whole percentage number (X.XX%)

Family Leave Insurance Tax % - Same formatting as above - used specifically for NJ.

Private FLI? – Y for Public, N for private – used specifically for NJ

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SUI Reciprocity

A maintenance screen is created to handle unemployment reciprocity issues regarding state unemployment insurance between bordering states. This custom table is used in conjunction with state tax history to determine where state unemployment taxes should be sent. In order for reciprocity to export correctly, employees need specific taxation rules set up within Spectrum. Please consult with the training department or Special Projects for the “Multi State and Reciprocity” document so that

the data gets posted correctly to state tax history.

The Tax Table Code entered can be a local or county code. The State Code must be a US postal abbreviation code. There can be a “many to one” relationship where multiple tax table codes can be reported under one state heading (this is uncommon).

If the state code (defined in the table above) has records in the State Tax History table that have combined non-zero values for the selected period, no additional records will be exported for this state. If the state code does not have any values in the state tax history, the program export records (defined below) to the “tax table code” (defined above) to populate the corresponding state code defined in the custom table.

For example, if the State Tax History report had the following values for one employee, the program will export “PA” state tax records because there are no “PA” records in State Tax History and “PU” records are “mapped” above.

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Pennsylvania ACT32 Maintenance – required if work is done within the state.

The state of PA requires that each employee have a residence code that is exported as part of the QTR export only. The PSD location code is sent only for employees where there is a PA state tax record on the QTR file. If employee Resident State = ‘PA’ then Resident Local must not be blank; if resident local is blank or no matching PSD code found, there is a blank PSD code exported on the QTR file. If Resident State <> ‘PA’, PSD code of 880000 is exported. Dexter + Chaney has created a custom table where Spectrum tax codes can be mapped to a six digit PSD code. The custom PSD entry screen looks similar to the following:

When adding records, you will be prompted for a Spectrum tax code. The tax code is validated against the Income Tax Maintenance table and has a lookup window. Once the tax code is selected, the tax code description and tax percentage display and cannot be edited. Immediately following the description is a six-digit field where the PSD code is to be entered.

Editing records will allow any of the PSD codes to be changed for a Spectrum Tax code. The programming allows the same PSD code to be entered to different Spectrum Tax codes.

Deleting records will delete the entry out of the custom table.

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The QTR export routine looks to the Employee Maintenance table to the Resident Local Tax code.

The resident local tax code will be compared to the custom table described above to export the six-digit PSD code for the QTR export (GSI code X1). If this resident local field is blank, the programming will export a blank ‘PSD’ code for X1.

If the resident local tax code does not have a corresponding PSD entry within the custom table, the export will return “blanks” for the GSI code X1.

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Workers Compensation This maintenance table is used to map the Spectrum workers’ compensation code to the defined state code entered in the table. (Currently there are only two states that require this mapping - Wyoming and Washington). This six-digit workers’ compensation code is exported as part of the quarter file (G2) if there are “subject to” state records for the timeframe. Additionally, the mapped code is used to export workers comp rates (PY) and dollars (QA, QB).

State – The state which applies to the worker’s compensation code.

Spectrum WC code – Search window into and validation into workers comp. maintenance.

State Assigned WC code – Six-digit code supplied by the state.

NOTE: all table entries above must be saved using the <Save> button or data will be lost on any of the tab screens.

Once the above items discussed have been set up, the export files can be created.

Periodic Export This export should be performed after every payroll cycle. If multiple payroll cycles are to be completed for the week, wait until the last one is completed and then use the first and last checks for the week on the custom start screen and the logic exports all data pertaining to the multiple payrolls. The periodic routine exports summarized data for all employees to ADP for the dates entered on the start screen.

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NOTE: if Confidential Payroll is installed, the custom export should be done for the Confidential

Payroll company so that data will be gathered for both companies (confidential and non-confidential).

The periodic export option is selected by default. The screen prompts are determined by the selection of the radio button. Once the <Continue> button is clicked, the following screen displays:

Company Code: Four-Digit code assigned by ADP

Branch Code: Two-Digit code assigned by ADP

Periodic Check Dates: Enter the Check “From / To” Dates for the Periodic Export.

Social Security Limit: Displays the Federal Social Security limit from Tax code = “US.”

Federal Medicare Limit: Displays Medicare “Employee” limit from tax code = “US.”

NOTE: Once the screen prompts are populated after the first export, they default as the screen is accessed.

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Export file – The program creates a unique file name using the start screen parameters along with a .prl suffix. This file resides in the export path based on your browser. Once downloaded, it needs to be manually moved to the correct ADP file location on your server to be sent to ADP.

When the <Export> button is clicked, the following screen is displayed:

Preview – Displays a report listing the details of the periodic file. This is for internal use only to

validate the contents of the periodic export file which is sent to ADP.

Export – Displays the listing report can be exported (if desired). Standard v14 Export button logic

applied.

The numbers on this report can be validated by running the state tax history report for the EXACT same date range prompts. The “periodic” listing report is for the entire company payroll and is not employee-specific. Here is an example of the report listing:

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Quarter

The periodic export above exports company-specific data for the prompted dates on the start screen. If the quarter file export option is selected, exported data contains employee detail information for quarter and year-to-date values.

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Company Code: Four-Digit code assigned by ADP

Branch Code: Two-Digit code assigned by ADP

Quarter starting / ending dates: Enter the check “from / to” dates for the calendar quarter.

Social Security Limit: Display the Federal Social Security limit from Tax code = “US”.

Federal Medicare Limit: Display Medicare “Employee” limit from tax code = “US”.

Qualified Pension Plan – (populate only if ADP is printing W2’s) if employees have deduction codes which match what is entered on this super select field, the employee record on the QTR file (DZ) will be set to “Y”. This is used for box 13 on the “ADP” W2 print.

Export file – The program creates a unique file name using the start screen parameters along with a .qtl suffix. This file resides in the export path based on your browser. Once downloaded, it needs to be manually moved to the correct ADP file location on your server to be sent to ADP.

Like the screen above, the <Export> button allows you to print the quarter listing report (if desired). There are two printouts for the quarter listing report. The first printout is a summary listing for the quarter for the company (similar to periodic). The 2nd report is detailed for each employee within the calendar quarter. This report displays both quarter and year-to-date information on each employee.

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With these two export files; ADP can complete the processing of any federal, state, and local taxes for the Spectrum Company. ADP can also process W2 information.