County as of 1/1 field on HR11?

We recently opened our first facility and hired our first employees in Vigo County, Indiana. Apparently we need to pass to BSI the county of residency and the county of work as of 1/1. BSI didn't know where we store that information in Lawson...can anyone help me with this? We are on v10.0.7.

Thank you in advance!

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Infor Lawson Human Resources Group - Discussion

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unknown

We enter a record directly in HR54 - HR history - effective 1/1 for the County field.

0712131256598360.doc

marty

Joseph - do you ever have transfers from another state into Indiana? If so, how do you handle mid-year transfers?

sriman-shivakoti

Are you talking about for taxation purposes within Lawson? I believe that is passed based on location codes for employer and the employee's address for employer which should transfer to the employee's PR13.

You can always open a CASE and see what Lawson says.

marty

Yes I think that's the case going forward, but because there is no history for the new employees, I need a place to put the counties as of 1/1. Their IN tax withholding forms have a place for them to fill in the information. For the transfers, they are coming from OH into IN, and TaxLocator isn't adding the IN county tax at all. BSI says that I need to put the county of residence/work somewhere. Thought I would start here with questions because Infor Support gives very poor service to us smaller clients. I had another OH tax case open for almost 9 months once.

unknown

Indiana local tax is based on address as of January 1. Manual entry of the January 1 address is only necessary to know that the employee is an Indiana resident ON January 1 (IOW if they lived in Indiana prior to hiring in with us). If an employee changes states mid-year, then the effective date of the Indiana address is the date of the move. Since they are already an employee, we have captured their out of state address which is in effect until they move to Indiana. They may not have an Indiana address on January 1 in which case they aren't responsible for Indiana local tax for that year.

marty

Oh my gosh that is really helpful and good to know! Thank you so much Joseph!

slivak

It's been a while since I was a Lawson system administrator, but from what I recall, BSI uses the information from two addresses in the Lawson system: the employee's home address (with county) and the address of their work location (with county). The employee's work location is entered in HR11 on the Assignment tab, by entering the code for the location. (Right-click on the location field and click "Define" will take you to HR04.9 where you set up your location codes (use 'LO' in the Code field.)

Depending on the detail level that BSI Tax Locator needs (State, City, County, Street, Address) it may be crucial to enter the exact US Postal Service formatted address for your employees and for your work locations. I have found that it makes for a great auditing step when entering new employees to run their home address through the US Postal Service's Zip+4 page or Melissa Data's Address Lookup page. (I actually prefer Melissa Data.)

Looking up each address helps to confirm that:

The address exists (you'd be surprised how many new employees don't know their correct address!)
That it's spelled correctly
That the employee provided a required apartment number
And it tells you what county the address is in (important!)

And another tip I've found quite useful with employee addresses is to run all of our employees' addresses through Melissa Data's National Change of Address (NCOA) Database every November. It will give you the new address of any employee (or recently terminated employee!) who has filed an official USPS address change. My Payroll folks absolutely LOVE me for doing this as it has virtually eliminated W2s returned-to-sender.

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