The Tax Calc Year End Report Publishing screen can be used to generate and publish the Year End (4782) Report to the Employee portal for a group of Assignments within a Company.
Selecting the Year End Report Publishing menu option for a specific Company will show the history of Year End Tax Report Publishing batches for that Company.
Clicking on the View/Edit link will show the details of the batch including which Assignments the report was created for and which reports were published to the Employee portal
Clicking on the View/Edit link will show the details of the batch including which Assignments the report was created for and which reports were published to the Employee portal
Click
to process a new batch.
The batch includes the same parameters as running the Year End (4782) Report at the Company Reports level. These parameters will allow for the selection of Tax Year, the ability to select and filter multiple payroll systems, the ability to exclude certain Assignments based on a Payroll Hold Until Date, the selection of a identifier to be placed on the report (i.e. Relocation System Number) and the ability to include or exclude certain pages and/or sections of the report.
The Exclude Account Number (Replace with Account Taxability) checkbox, when ticked, provides users with the option to replace account numbers in the report with taxability information instead.
On the Send Notifications From field, users can also choose to who to send the report from as well as sending the report as an email with attachments. If this is chosen from the dropdown field, users can then choose to an email template for the report (note, this should be pre-defined).
Click on
to begin the batch process of generating the reports for each assignment included in the batch. While the batch is processing a progress bar shows the current status of the batch.
Above the progress bar the number of completed reports, total number of reports in the batch and last time a report within the batch was successfully processed is displayed.
Once the reports have been created, either one or two tables (depending on the data) containing all of the reports created for the batch will be shown.
The Reports Missing Publishing Information table will only be created if one or more Employees included in the batch do not have an Employee email address and/or an Employee Portal login.
The Year End Tax Reports table will always be created and will include each Assignment in the batch that the report has been successfully created for and that is associated with an Employee that has a Employee email address and a Employee Portal login.
By default all reports will have the Mark For Publish checkbox checked. If this checkbox is checked for the Assignment then this report will be published to the Employee Portal for that Assignment. To not publish a report for a given Assignment the Mark For Publish checkbox needs to be unchecked.
Once the desired Assignments have been excluded from the publishing population by un-checking the Mark For Publish checkbox the user can then choose whether or not the send an email notification to the Employees regarding the availability of their Year End Report.
Email notifications will be sent to the Employee as part of the publishing process if the Send Notifications checkbox is checked and a value has been selected in the Send Notifications With drop down menu. The default values of these two fields can be controlled by a system preference. The value selected in the Send Notifications With drop down menu controls what email address will be used as the From Email address when sending the email notification. The email notification that is sent to the Employees when the report is published can be configured through the database. The system uses the Employee Email Address stored on the Employee screen to send these notifications to.
Publishing a batch will make the selected reports available on the Assignment Documents screen in the Year End Reports section.
To make the Year End Reports section available through the Employee Portal, this screen must be made available to through the Role Maintenance screen. The Employee role (or whichever role is used for the external employee) must be granted rights to the Documents – Year End Reports item under the Screen Section Rights section on the Role Maintenance screen.
Unpublishing a Year End Report Batch
Once a batch has been published it cannot be partially unpublished.
Selecting the Undo Publish button will unpublish or remove from the Employee Portal, each report that was created in this batch. An email notification will also be sent to the Employee notifying them that their Year End (4782) Report has been removed from the portal.
The email notification that is sent to the Employees when the batch has been unpublished can be configured through the database.
Publishing and Unpublishing a Year End (3782) Report for one Assignee
A Year End (4782) Report can be published and/or unpublished for a specific Assignment from the Year End Tax Reports section on the General Tab of the Assignment level Tax Assistance screen.
This grid will list all Year End Reports that have been generate for this Assignment either via this Assignment level screen or via the Company level Year End Report Publishing functionality. The information included in the grid will display what Tax Year the report is for, the Name of the report (Tax Year, Employee’s First Name, Employee’s Last Name), the Source of the report, as well as when the report was published and/or unpublished.
Clicking the View/Edit link will show the details of the generation of the report, specifically the parameters selected when the report was created as well as the Email notification preferences, if selected, and if the report has been published to the Employee portal.
Click on + link to generate a new report for the assignment.
Generating a new report for the Assignment includes the same parameters as running the Year End (4782) Report at Assignment Reports level. These parameters will allow for the selection of Tax Year, the selection of an identifier to be placed on the report (i.e. Relocation System Number) and the ability to include or exclude certain pages and/or sections of the report.
Click on the Generate button to create the report for the Assignment. Once the report has been generated it can be viewed as well as published to the Employee portal. The preferences around Email notifications will also now be available for selection.
If the Send Notifications checkbox is checked and a value is selected in the Send Notifications With drop down menu an Email notification will be sent to Employee when the report is published to the Employee portal. The value selected in the Send Notifications With drop down menu controls what Email address will be used as the From Email address when sending the Email notification to the Employee. The Email notification that is sent to the Employee when the report is published can be configured through the database. The system uses the Employee Email Address stored on the Employee screen as the To Email address.
Selecting the Publish button will publish the report to the portal and send the notification to the Employee, if that preference has been selected.
Once the report has been published it can be unpublished if needed by selecting the now visible Undo Publish button. The Undo Publish button will be available for any report that has been published for the Assignment including reports that have been created and published via a batch. When the Undo Publish button is selected the Year End Report will be removed from the portal for this Assignment. When a report is unpublished from the Tax Assistance screen the application will not send an Email notification to the Employee.
Tax Calc Results by Voucher
The user also has the option of viewing the results of the tax calculations at the voucher level. Selecting the Vouchers menu item displays a list of vouchers for the selected assignment. Clicking the view/edit button generates a popup window with various tabs. Clicking the Entries tab, displays a list of expenses with a column labeled as Taxes/Reported.
Under Taxes, the user will see either “Yes” or “No”, which denotes whether or not taxes have been calculated on that expense. If taxes have been calculated, the user may click on “Yes”, which displays a pop-up window listing all of the taxes calculated for that particular expense. The tax results are grouped by the following three calculation types: Voucher Entry, Payroll, and Year End. Within each type, the taxes are broken down by taxing authority for both Tax Assistance (TA) and Withholding (WH).
Under Reported, the user will see either No or a date, depending on whether or not a payroll date has been applied to the expense via the Tax Calc Payroll Report screen. If a payroll date has been applied, that date is displayed.