This screen provides the ability to process both Payroll (periodic) tax calculations, as well as Year End tax calculations for existing assignments. These calculations compute tax assistance and withholding on reimbursed expenses, based on current tax rates and logic. Employee salary information, tax and wage policies, the accounts and the expenses themselves all drive how the tax calculations will calculate tax assistance and withholding amounts.
There is also a voucher status filter which is defined at the system level under System Preferences. This filter will limit expenses to those expenses which are included on vouchers which are in a specified status (or later) as defined under System Preferences.
You can access the Tax Calc. Batch screen using the global search or going to the company level under processes.
To create a new tax calc batch click
in the first row and column of the batch list.
Fields on this screen include:
Type - Select to calculate either a Payroll batch or a Year End batch. A Payroll batch only calculates taxes on the expenses that need to be reported to payroll for a specified reporting period. A Year End batch calculates taxes on all expenses for the designated tax year. Payroll is the default value.
Name - The name for the Tax Calc. Batch being created.
Description - The description for the Tax Calc. Batch being created.
Payroll System - allows for the selection of a specific or multiple payroll system for the tax calculation. The value selected in this field will limit the entries included in the tax calculation to only those entries associated with the selected payroll system. If a payroll system is not selected, entries from all payroll systems will be included in the tax calculation.
Country - allows for the selection of specific country for the tax calculation, United States or Canada. The value selected in this field will limit the entries included in the tax calculation to only those entries associated with the selected country. If a country is not selected, both US gross up and Canadian gross up assignments will be included in the tax calculation.
Tax Year - the selection of a tax year for the tax calculation. The value selected in this field will limit the entries included in the tax calculation to only those entries associated with the selected tax year. In addition, the tax year selected drives the rates and rules that will be used by the tax calculation.
Up To And Including Report Date - This field is only available when running payroll calculations. Only assignments that have non-previously passed entries that have a report date less than or equal to the date selected here will be included in the tax calculation.
Exclude if Payroll Hold Until Date is Greater Than - allows the user to exclude assignments from the tax calc batch process via use of a hold date. At the assignment level, under Tax Assistance, on the General tab is a Payroll Hold Until date field. Using the Payroll Hold Until field in conjunction with the Exclude if Payroll Hold Until Date is Greater Than field, allows the user to exclude all expenses associated with certain assignments from the tax calc batch process. This feature is commonly used to exclude new assignments where the employee has yet to be set up in payroll.
Last Name: From and To - allows the user to narrow the population included in the tax calc batch process by the employee’s last name. The entire field is taken into consideration.
Example:
If you input A to A, you will only receive back if someone has a last name of ‘A’.
If you want all those with last name starting with A, then input A to AZZZZZZZ. This will return all those beginning with A. To take into consideration special characters it is recommended that your first range begin with the From field as blank.
When, <blank> to AZZZZZZ will return those from beginning with potential special characters through all the last names beginning with ‘A’. Based on this it is also recommend the last range end with the To field as blank. Note this feature was also added to the Tax Calc – Year End (4782) Report selection criteria and functions in the same manner.
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Include Business Expenses - This check box defaults to checked and allows the user to choose whether they would like to include Business Expenses or not. If unchecked it will exclude assignees with only Business expenses from the Preview List and Calculation.
Employee/Assignment selector - You can use the search options: Last Name, First Name, Assignment System Number, Assignment ID, Employee System Number, Employee ID. You can search based on what the value starts with (Eg: if you enter 2 in the Assignment System Number field, then search will pull all assignments whose ID’s start with 2.)
Click
to return a list (and count) of all assignments meeting the criteria specified in the previous fields.
In the Batch Process Preview section of the Tax Calc Batch page, this includes:
Include Checkbox - All rows are selected by default, and batch will only process assignments that have been the include box checked. At the top of this column, there is a select and deselect all options
Employee
Assignment Link
Assignment Number
Click
to save the batch and begins the calculation process. The status of the batch will change from New to Processing to Complete (a screen refresh may be needed to reflect the status change).
Once the Batch status is complete the Tax Calc. Batch Report can be run to verify the calculations.
Below listed the common reports for Tax Calc. Batch:
US Tax Calc. Batch Report or Canada Tax Calc. Batch Report - This is a report displaying the results of the tax calculation. The US report will only display the results of the US gross up assignments and the Canada report will only display the results of the Canadian gross up assignments.
Tax Calc. Year End - This is the '4782' report for the batch and may only be viewable for batches run as a Year End type.
Tax Calc. Batch True Up Report - This summarizes reported and unreported voucher entry expenses and their corresponding tax assistance and true up calculations. The Assignment/Employee data is grouped by payroll system with totals. This report is used to tie out YTD payroll info to the True Up.
Click Undo Selected (only visible when viewing a previously calculated batch) to undo the batch for the Assignments that have the Undo checkbox checked.
Click Undo All (only visible when viewing a previously calculated batch) to undo the batch which is currently being viewed.
Finally click Cancel/Close to close the Tax Calc. Batch screen, and go back to the Tax Calc. Batches list for the given Company.