Tax Withholding thru ESS - questions

We are currently on 9.0.1 (upgrading to 10.0.6). My questions are in regard to both releases in case there has been some functionality improvements in v10.

We are contemplating opening up the Tax Withholding tab in ESS. Questions about the functionality:

1. Is there a screen to set up an HR/Payroll email address so our staff can be notified of the change?
2. What are you able to produce for an employee and/or the IRS should an audit need to take place? The history that is being written to the HRHISTORY file is not stored in a manner that would be very easy for an employee or the IRS to interpret.
3. Do you close down the bookmark for withholding change updates while payroll is running?
4. Any other gotchas?

0811181026417683.xls

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Comments

moellerg

Most of your questions, I cannot answer, but #3 is for sure a YES!
We disable the withholding page, and others currently through a Unix shell script and a config file... just replacing the web pages in the config file with a "This function is currently unavailable while the system performs payroll processing" message.

Robert Canham

Hi,

We're on version 10, so here's the answers I have:
1) Yes, the HS07 can be filled out to have the email address of payroll to notify of changes.
2) I'm not sure how best to get this out. I think it is just history reporting through HRHISTORY.
3) Yes, in v10 there is functionality where you can identify periods that Tax Withholding should be unavailable. HS18 is the screen for this.

n-huijer

Hi Deanna,

We are still new to Lawson, but I will answer according to our experience so far. (Go live 8/2015 with GHR & S3)

1. I have not identified one similar to the setup options available for Direct Deposit in ESS. If anyone knows of one, please enlighten us!
2. I'm not knowledgable about this.
3. There is a payroll lockout function - HS18 that locks down address changes, tax changes, and or direct deposit changes.
4. The only thing we haven't figured out how to manage well is when the IRS sends a letter saying that an individual must claim withholding a certain way. I'm not aware of a way to lock that down in the system. The employee could easily forget or go change it on purpose. However, it's really the employee's responsibility but the employer has a part in it.

We really haven't had many issues. It took our payroll team a few tries to get the HS18 correct, but now it's fine. Feel free to reach out if I can answer any others.

lcjohnson

Hi Shelly,

PR14.2 will allow you to lock in someone's tax withholdings based on the IRS letters.

SystemIntegratorHomepageSample.zip

n-huijer

That's perfect! Just what I was looking for.

com_2010feb_proactive.pdf

sriman-shivakoti

PR280 will give you the history but you can never run it in update mode or you will lose it. I also wish you could filter by deduction, deduction class or just taxes in general but you can't.

Rachel Lake

Hello, we are on V10 as well, but for us the HS07 is only generating an email pop up once the employee has changed something in ESS. The employee would then have to click send for the email to actually get to Payroll/HR. Do you have any resolution for that? I'm afraid if we give the employee the option to send the email, they will just exit out of it, and then we will never be notified.

Thanks,

Rachel

karin-jensen

1. We don't do notifications for withholding.

2. We run a PR280 to audit our tax changes each pay period. Most of our employees work in a state where the withholding status and exemptions have to be equal to the federal status and exemptions, so we adjust our parameters to specifically show us changes for our federal and state deductions, and then also select certain fields as well so we don't have to see every field under those deductions. This is still limited, though, so if you're monitoring several states, this would be more cumbersome. I've also used add-in queries to monitor changes.

3. We use the lock-out rules on HS18 so changes can't be made through ESS while we're processing payroll. I borrowed an add-in template that someone posted in a different string here.

iber_infor_10x_webex_20141029.docx

marty

KJensen would you mind sharing that template? Email is jenn.baumgartner@lsius.net, or I imagine others would be interested as well if you posted it here too. Thank you!

karin-jensen

HS18.1 template as requested

[View:/cfs-file/__key/communityserver-discussions-components-files/18/HS18.1-payroll-lock-out-rule-add-in.xlsx:320:240]

marty

Thank you very much!

karin-jensen

You're very welcome!

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