Add. Withh. Info. US - Copy and Update Record

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Procedure Updated: 
04/15/19

Use this procedure to copy an existing Add. Withh. Info. US (0234) infotype record and update it with necessary changes. Using the Copy action will retain the history of the previous record.

Tips: 

In order to process payroll, employees must have an active Employee Override Group (Workers' Compensation risk classification) in the Add. Withh. Info. US (0234) infotype.

In addition to storing the employee's Workers' Compensation risk classification, the Add. Withh. Info. US (0234) infotype can be used to override an employee's federal withholding.

  1. Step 1

    Enter transaction code PA30 in the command field and click the Enter button.

    Screenshot of comma d field.

  2. Step 2

    Complete the following field:

    • Personnel no.

    Screenshot of personnel number.

  3. Step 3

    Click Enter to populate the employee information.

  4. Step 4

    On the Payroll tab, click the box to the left of the Add. Withh. Info. US.  

    Screenshot of payroll tab.

  5. Step 5

    Click the Overview button.

  6. Step 6

    Click the box to the left of the record you wish to copy.

    Screenshot of additional tax withholding record.

  7. Step 7

    Click the Copy button.

  8. Step 8

    Enter the appropriate Start and To dates.

    Screenshot of start and to dates.

    TIPS:
    • When using the Copy button, the Start and To dates will populate with the dates of the existing record. Be sure to enter the new Start and To dates to keep the history of the existing record.

    • The Start date should reflect the check date the override is to begin. If you are uncertain of the check date, refer to the Payroll Calendar.

    • The To date should reflect the end date of the record. For example:

      • If you are creating a federal withholding override and the override is ongoing, use 12/31/9999 as the end date.
      • If the federal withholding override is to end, use the same check date (for one pay period only) or the day before the check date in which the override ends (for multiple pay periods).
    • When making a retroactive change in accordance with a specific check date, retroactive changes will only process the initial period if another infotype record is also maintained for the same pay period.

      HRMS will not retroactively collect taxes from an employee, but will refund an employee and correctly adjust the employer amounts (both collect or refund).

  9. Step 9

    Enter the necessary changes to the record.

    The following fields are mandatory:

    • Tax authority
    • Empl.override group

    The following field is optional:

    • Override amount

    Screenshot of overrides.

    TIPS:
    • FED (Federal) is the only Tax authority used by the State of Washington.

    • The Supplemental Method field should be left blank. Do not enter a selection.

    • Use the Override amount field to enter a federal withholding override. An amount entered in the Override amount box will result in that exact amount of federal withholding for the period or periods the record is active.

      Example, if $100 is entered into the override amount box, $100 is the total amount of the federal withholding that will process for the employee. The system will ignore any related entries on the Withholding Info W4/W5 (0210) infotype.

      An override is most commonly used when an employee has been paid outside of HRMS and that payment is captured in HRMS using wage types 3101/3111, when an agency has made the choice to adjust the withholding amount to reflect what would have been deducted over 2 payroll periods.

      Note: Agencies who choose to override are accepting the risk that the IRS could question the adjustment.

    • The Override Percentage field should be left blank. There is not a place on the W-4 that would allow for a percentage. Refer to IRS Publication 15, for information on Invalid Forms W-4.

    • Empl.override group (Employee Override Group) is the Workers' Compensation risk classification that an employee holds for a particular job.

      The Employee Override Group must match your agency Business Area. For this example, the employee works in Business Area 1790 - Department of Enterprise Services. If the numbers do not match, it will cause incorrect Medical Aid amounts to be withheld from the employee. Additionally, employer costs will be incorrect.

    • The Common Paymaster field should be left blank. Do not use this checkbox.

    • The No Tax field should be left blank. Do not use this checkbox.

  10. Step 10

    Click the Enter button to validate the information.

    TIPS:
    • If the To date entered is anything other than 12/31/9999, you will receive a message box:

      Screenshot of display message.

      This message box indicates the system will create a split in the record you have copied and the one you have created. In this example, the copied record which was dated 1/16/2019 to 12/31/9999 will be end dated 2/24/2019 and then resume 2/26/2019 to 12/31/9999. If the To date you have entered is 12/31/9999, you will receive a message box indicating the prior will be delimited. Click the Enter button.

  11. Step 11

    Click the Save button.