Multiple Location Codes

Do you use multiple Location Codes to manage withholding taxes for employees who work in multiple states? If so, please share how you manage this? Am curious to see your process for getting the Location Code on each individual time record. And, is Location Code chosen by the employee, or are you using Position defaulting to default the Location Code onto the individual time record, or some other method?

Thanks in advance!

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Legacy Contributor

We have employees who work in both Iowa & Nebraska and use the location code to identify which state's taxes apply. We use Kronos for collecting time and the location for the employee's primary position is part of the Kronos labor level (along with process level, department & job code). This information is loaded into Lawson as part of the time record.

Employees have the ability to transfer to a different location when clocking in via the TeleTime system (uses telephone to record punches in Kronos). So some employees will have time records coming from Kronos with different locations.

If a time record is entered directly in Lawson, the location code defaults from the employee record. We can also override the location if needed.

pbuckley

Thanks for the information! Two quick questions....

1) Do you have PA06, Payroll tab, Location Code field set to "3" All Positions?

2) Do you have any issues with the tax setup on PR13.7 for the Location Codes that are not their home? I'm wondering about how to maintain the alternate Location Code taxes...are you able to keep it automated, or do you have to manually maintain?

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Legacy Contributor

1) No. The time records do not include position codes so that field is set to 1. If the location is blank when a time record is entered, the location defaults from the primary position.

2) Not that I am aware of. The issue we have is Lawson didn't calculate taxes correctly for employees who have time records in both states within the same payroll so our Payroll department has to add a Process Group to one state's time records to get taxes to calculate correctly. This is done manually after time records have been loaded into Lawson.

Legacy Contributor

In KRONOS, we allow employees to select a different work state on their time record. This location is included in the PR530 file. We do not have to add Process Groups to time records for correct tax calculations.

Be sure to verify the reciprocity flags are set correctly on PR06 and that you have Nexus set up correctly in BSI.

deanna-plant

Bernie Reinhart & others, Saw this old post in regard to multiple Location Codes to manage withholding taxes for employees who work in multiple states. We saw a couple posts in the Community that says employee select which location code they are working in through Kronos. We are on Kronos Workforce Central and have confirmed with Kronos that there is no location code field. Are you coming up with location in Kronos in a different manner? We are facing the multi-state location scenario more and more as more workers are working remotely from their homes. Any advice on how to handle this is appreciated!

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