Out of State Tax Processing Preparation & Employee Tracking
The Addresses (0006) infotype has been enhanced to include a new Subtype (STy) for tracking employees living outside of the state of Washington. As previously communicated, the new Subtype will also be present within the Employee Master Data GAP 9 Interface.
For data integrity and processing purposes, it is important that data is entered correctly for the three Addresses Subtypes:
Permanent Residence
All employees must have an active Permanent residence record to process payroll.
Permanent residence records most commonly contain the employee’s physical address.
Permanent residence records should use the 2-digit County Code. If the employee lives outside of the state of Washington, use county codes:
40 – Out of State, or
41 – Out of Country.
Mailing Address
If an employee has a Mailing Address different from the Permanent Residence/physical address, the employee should have an active Mailing Address record.
If an employee has an active Mailing Address record, this is where employee will receive mail related to payroll, retirement, or health benefits. If a mailing address is not present, mail will be sent to the Permanent Residence address.
Permanent residence records should use the 2-digit County Code. If the employee lives outside of the state of Washington, use county codes:
40 – Out of State, or
41 – Out of Country.
Out of State Work Location
If the employee works outside of the state of Washington, create an Out of State Work Location record.
If an employee is working out of state at their permanent residence, then that address should be entered under both the Permanent residence (1) and Out of State Work Location (9) address types.
Out of country addresses can be used for this subtype.
At this time, the Out of State Work Location record is not viewable in MyPortal.
If an out of state employee transfers to a different agency or separates from state service, Out of State Work Location records should be delimited.
All employees must have approval from their employer prior to working outside of the state of Washington, in accordance with internal agency policy. Once approval has been granted to work outside of the state of Washington, agency Personnel Administration processors should create an Out of State Work Location record for the employee.
The data entered into the Out of State Work location records is now available through the Flexible Employee Data report.
OFM recommends that you use USPS Address Lookup Tool to ensure all Addresses (0006) infotype records are entered correctly. As outlined in a communication dated May 3, 2023, having correct data within the Addresses infotype records, whether the employee lives out of state or not, is crucial for future enterprise policy decisions, monitoring, and reporting of where employees live and work.
Additional Resources
OFM has updated the following procedures and resources to support this enhancement:
HRMS Support Hub User Procedures
The following updated procedures are found on the HRMS Support Hub > Procedures by Functional Area > Personnel Administration section:
Addresses
New Hire Action (PA) – Create New Hire Action
Rehire Action (PA) – Create Rehire Action
Appointment Change Action (PA) – Transfer Different Agency
Duty Station Address
Separation Action (PA) – Create Separation Action
The following updated procedure is found on the HRMS Support Hub > Reports by Functional Area > Personnel Administration section:
Flexible Employee Data Report
HRMS Data Definitions Resource Guide
State Human Resources has created new data definitions for all three Addresses subtypes. The new definitions can be found in the HRMS Data Definition Resource Guide and by using HRMS F1 Help.
