OFM Service News – HRMS changes due to Wa Cares / LTSS

Friday, December 17, 2021 - 07:36
OFM ITS Service News

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HRMS Changes Due to WA Cares / LTSS

HRMS has been updated to include a new tax type: WA Cares Fund LTC Tax (113). This new tax type will be used to collect premiums required by the Long-Term Services and Supports Trust / WA Cares program. Premiums are scheduled to begin on the January 10, 2022 paycheck.

If agencies have identified any employees as not subject to the LTSS premium, you can now begin manually excluding those employees from the new tax type. The following groups would need to be manually excluded:

  • Employees whose work is non-localized.
  • Employees who have applied for a received an approved LTSS exemption from Employment Security Department. (Be sure to pay careful attention to the exemption effective date.)
  • Any other individuals paid through HRMS who agencies have determined are not liable for LTSS premiums, and who are not systematically excluded.

Employees are manually excluded when agencies create an Other Taxes – US (0235) infotype record for the employee, and either select Exempt, reportable (R) or Exempt, not reportable (Y), depending on their reportability of wages. Refer to the available resources below for assistance determining exemptions, reportability, and the necessary steps to create the infotype record.

Available Resources

The following resources are available for you:

  • Employer Long Term Services and Supports FAQ – This document answers many questions about who is liable for premiums, ESD approved exemptions, on-boarding and off-boarding guidance, accounting of premiums, etc. Please note that this FAQ document was updated on December 16, which included some edits to the original answers and guidance. So please be sure to review the current version for the most accurate information.
  • Employer LTSS & PFML IT0235 Decision Matrix – Use this decision matrix to help determine whether employees require an Other Taxes – US (0235) infotype record and which exempt status should be used. This also includes localization rules and ESD’s localization flow chart. Since the localization rules are the same for LTSS and PFML, you can use the matrix to confirm your IT0235 records are accurate for PFML tax types as well.
  • User Procedures on the HRMS Support Hub – The following user procedures were updated to include LTSS information:
    • Other Taxes – US
    • Appointment Change Action (PY) – Transfer Different Agency
    • New Hire Action (PY) – Create New Hire Action
    • Rehire Action (PY) – Create Rehire ActionSeparation Action (PY) – Create Separation Action
  • PA30_IT0235_LTSS-WACaresFund_EE_Exemption_Tax_Type_113 winshuttle script – Use this spreadsheet if you have 30 or more records that need to be created on the Other Taxes – US (0235) infotype due to ESD approved exemptions, employee’s whose work is non-localized, or individuals you’ve identified are not liable for LTSS premiums. This script will exempt employees from tax type 113 – WA Cares Fund LTC Tax – EE.

Upcoming HRMS Changes

Not all of the necessary changes have been made in HRMS to accurately collect and report the new WA Cares / LTSS premiums. The associated wage types have not been finalized in production yet. Agencies will not see premium amounts reflected in payroll simulations for the January 10, 2022 paycheck. These changes will be finalized and implemented later this month. We are also still working on updating the appropriate user procedure(s) for making manual adjustments to employee wages and premium amounts. We will send another communication once all the necessary pieces have been implemented.

Questions?

For questions about the WA Cares program that aren’t answered in the above resources, contact StrategicHR@ofm.wa.gov.

For technical assistance, contact:

OFM Help Desk

 

     OFM Help Desk

     HereToHelp@ofm.wa.gov

     360.407.9100