BPM Name :

Tax Form Processing

Department :

Organization :

H703

IBM US PAYROLL

Process Owner (Manager ):

Nicholas Harbol/Endicott/

Process Administrator :

Marie Fe M.
Lapinig/Philippines/IBM

Reviewer :

Frank Belveg/Endicott/IBM

Description of Process
Description of Process

HARDCOPY W4 / STATE WITHOLDING FORMS

ACTIVITY 1: MONITOR/PROCESS DAILY ON-LINE WEB ID FOR FEDERAL W4 FORMS

ACTIVITY 1A: Access the W4 Lotus Application

From your PC desktop,
Click Start,
All Programs,
Lotus Applications,
Lotus Notes7, go to the Lotus Workspace. From within the Lotus Workspace,
Double click on the "Federal" W-4 Form-online V1 Icon.
Click twice on Enter Database-Processors. Opens to new submitted Federal W4 forms which are received daily.
If file is empty, notify W4 process owner who will contact the NPS Business Tax Analyst. Continue to monitor until forms ar
and notify NPS Business Tax Analyst of this activity.
DECISION POINT 1: Are there new daily submitted W4 forms?
YES - Go to Activity 1A
NO - Contact the NPS Business Tax Analyst
ACTIVITY 1B: PRINT ON-LINE FEDERAL W4 FORMS AND UPDATE FORM STATUS ON WEB ID
Print all daily Federal forms located with in the Submitted Status section.
Update the form from Submitted Status to In-Process Status by clicking the button at the bottom of the online form.

ACTIVITY 1C: REVIEW W-4 FORM FOR COMPLETENESS

Valid forms for completeness. The following conditions are considered invalid W-4 submissions and a note is to be sent to
resubmit a new W-4.
W-4 COMPLETENESS REVIEW GUIDELINES

FEDERAL W-4 Rejection Criteria:

Missing signature
Missing social security number
Missing marital status and/or dependents
Claiming exempt (either 99 or 999 for exemptions, or N for take code) AND additional withholding amount.
Claiming exempt AND more than the required fields are filled (like Marital Status & allowances/exemptions (See W-4s instr
EXEMPT)
Multiple marital status boxes filed out
Not an original form (no copies allowed)
Forms that are done in pencil

Not current year form

STATE W-4 Rejection Criteria:
Missing signature
Missing social security number
Missing marital status and/or dependents (except if State does not recognize marital status).
Claiming exempt and more than the required fiends are filled.
Multiple marital status boxes filled out
Not an original form ( no copies allowed)
Using a generic form that the State does not recognize
Forms that are done in pencil.

All fields must be filled in properly to be processed. The W-4 form you receive is a "COMPLETE REPLACEMENT" of the p
DECISION POINT 2: Are the forms complete?
YES - Go to Activity 3A or 3B
NO - Go to Activity 1D

ACTIVITY 1D: REJECTED FORMS

If the submitted form is considered invalid due to one of the circumstances in Activity 1C then the form is rejected. Send em
notifying them of the reason the form was rejected.
Log on to Lotus Notes and choose the stationary that is set up for rejected W4 forms.
Obtain employees internet email address from Bluepages on w3.ibm.com. If you are unable to find the email address then
the employee hardcopy along with a copy of a printed (hardcopy) completed stationary note.
Note: New Hires W4s are to be sent back to the Employee Service Center Dept, Raleigh, NC

Include detail as to why the received form is rejected.

Request a new form to be submitted.
Store rejected W-4 documents for three months. This will assist if the employee inquiries why the form was not processed/r
three month period they are to be disposed of in a confidential destroy bin, which are located in various locations with in Pa
contains personal private information.
ACTIVITY 1E: PROCESS THE COMPLETED FORM
Once the form has been reviewed for completeness the form can now be processed;
See Activity 3A or 3B

ACTIVITY 1F: COMPLETION STATUS ON LOTUS NOTES

After you have finished processing the Federal W-4 form on CERIS, open the form on Lotus Notes and click the Activity C
button.
Count the total number of on-line forms that you have processed. Add the total hardcopy Federal/State forms processed n
completed hardcopy forms that you processed that day. (The total for both are put on the Imaging cover sheet.)

ACTIVITY 2: PROCESS HARDCOPY MAILED FORMS

Mail is retrieved daily from the National Payroll Services mailroom.The mail is located in a folder labeled Withholding in a
documents room, the mail is usually dispensed within the mail folders by 1:30 pm.
The processor retrieve the file in the Content Manager and the forms are reviewed for completeness. See activity 1C.
Check that all hardcopy W4 forms have been time and date stamped. If they are not, send an email to the US contact to in
missing date/time stamped. Processor would input the date on the form when it was received. If all Hardcopy state forms a
have them processed in Content Manager.
DECISION POINT 3: Have the forms been date/time stamped?

YES - Go to Activity 2-N

NO Send an email to the US contact to inform them about the missing date/time stamped. Processor would input the date
was received.

If the submitted form does not have the employees serial number written on the form it can be obtained by running the DI
HARBOL.SSN_to_SERIAL query on TSOW1. To log on to TSOW1:
Double click on the SBRYSW1 icon on your desk.
Put in your userid and password.
Db2.2
On the command line type the DI HARBOL.SSN_to_SERIAL .
Input the employees social security number.
F2 to run the query.
Output received should be the employees name and IBM serial number
Write the serial number on the form and highlight with a yellow highlighter. The serial number is highlighted for imagining p
5.
DECISION POINT 4: Is the employees serial number on the form?
YES - Go to Activity 2A
NO Go to Activity 2-N
ACTIVITY 2A: REVIEW HARDCOPY FEDERAL / STATE W-4 FORM FOR COMPLETENESS
See activity 1C
DECISION POINT 5: Are the forms complete?
YES - Go to Activity 3A or 3B
NO If the form is not completed properly go to Activity 1D
ACTIVITY 2B: REJECTED FORMS
See activity 1D
ACTIVITY 3: DETERMINE WHICH SYSTEM TO USE TO PROCESS THE UPDATE: CERIS or NPS
All forms are processed in CERIS except those with the following conditions:
States that follow Federal
States with a special tax class for example Maryland.
CERIS will have a hard stop if a form can not be processed; if this occurs then the form is processed in NPS.
Forms that are processed in CERIS will be reflected in the NPS system the next business day.
If processed thru CERIS go to Activity 3A
If processed thru NPS go to Activity 3B
ACTIVITY 3A: PROCESS THE COMPLETED FORM ON CERIS
Process the completed form thru CERIS. The data entered into CERIS is feed to payroll nightly (Monday Friday).

The processor needs a special Microsoft word file statelistA.doc (also called Special Tax Class) that tells you how special it
are to be entered into CERIS and how they appear on the A6 in Payroll when updated. These are used due to special W-4
different states, like special tables, splitting tax exemptions, Special Allowances (PR & CA for example) etc.
To sign on to CERIS:
From the PC desktop click STFMVS1 icon
On the SAMON screen command line type CERIS
Enter
Type in your userid and password
Enter
Enter ID (your serial number)
Enter Source Code input(6) project, input(0)group
OPTION= D

Enter 5WX or 6WX depending on the task.

TRX = 5WX for UPDATE OR 6WX for REVIEW
Enter the employees serial number in the KEY field
CERIS CODE KEY:
6AI - lookup of employees CERIS source
5WZ - W4 updates
6TP - ADF Tables
6TQ - CERIS Payroll Tax Location Table
State update ********include step by step detail
For each state processed, refer to the Special Tax Matrix, marital status and special tax.

For the State of NY withholding forms, if the box for Yonkers is checked YES then the employees TJC should reflect Yon
determines if a NY YONKERS A6 tax record will need to be set up. . If the TJC does not reflect Yonkers, NY then the W4
contact employee to change their TJC. A copy of the communications to the employee needs to be imaged with the form.
Federal update ********include step by step detail
How to log off of the CERIS system:
To quit from the screen type a Q
CLEAR the screen
Enter - /EXIT
Hit PF3

DECISION POINT 6: Where there any update entry not accepted error message on CERIS?
YES If the update can be made on CERIS try to take the appropriate action if the update can not be made on CERIS go t
make the update on NPS.
NO Go to Activity 5

ATIVITY 3B: PROCESS THE COMPLETED FORM UPDATE ON NPS

To Sign on to NPS:
Click on SW1 on your desktop
On the application screen command line type SW1 and enter
Type in your TSO USERID and password and enter
The next screen will display Sign-on processing complete. Type IDB2 over the display.
Type A6u and F8
This will bring you to the processing screen. On an empty line input the following:
st
th
Effective date either the 1 or the 16 of the month
Tax code
$$002 FEDERAL
$$001 FICA OASDI
$$00M FICA MEDICARE
Applicable State/Local code ( i.e. NY NEW YORK, OHMAU - MAUMEE CITY INCOME TAX
Take code which is either a Y (yes) or an N (no)
Martial Status code is (X) for non-resident aliens
Marital status (MAR STA) refer to the Special Tax Matrix for States with special classifications
Resident code (RES CODE) For State processing refer to TJC
Dependents ( REQ DEP) number of dependents
Extra withholding (EXTRA DEDUCT
CODE AMOUNT/PCT) A designated additional dollar amount withheld per pay period
How to log off of the NPS system:

Hit your HOME button

Type off
Type cesf logoff
You are now logged off and can close your same screen

DECISION POINT 7: Where there any update entry not accepted error message on NPS?
YES Make appropriate updates until entry is accepted on NPS.
NO Go to Activity 5
ACTIVITY 4: STATES THAT COPY FEDERAL
The following states follow federal: Colorado, New Mexico, Oklahoma, Rhode Island, Vermont, Utah and Nebraska. Not al
Federal can be processed on Ceris, if they are unable to then they must be processed through NPS. See Activity 3A & B

Only the state of Vermont can submit an Employee's Withholding Allowance Certificate to change state allowances from Fe
States must follow the Federal W4 change.
If no withholding form for Vermont is received with the Federal W4 form then the processor will need to check the employee
employees who have sent in a hardcopy State form.
If they are not on the list as having sent in a State form then Vermont will follow the Federal W4. See Activity 3B for process
If a Vermont withholding form is received it is processed accordingly, see Activity 3B and added to the list of Vermont forms
received. The Vermont forms will need to be imaged. See Activity 4

The following query is run semi-monthly wanieli.state7. This query will identify if there are any employees whose State does
Federal. If there are any employees who fall out as mismatched then their records need to be updated. See Activity 3B

ACTIVITY 5: IMAGING ON-LINE AND HARDCOPY FORMS

Each document received either online or hardcopy needs to be imaged.
Hint: As you review the document for completeness you will also perform the first step for preparing the documents for imag

IMAGING INSTRUCTIONS:
Image all hardcopy and web forms.
No forms smaller than the standard size 8 by 11 paper will be accepted for imaging. If forms are smaller than the standa
need to be taped on a standard sheet of paper.
Highlight the employees serial number with a yellow highlighter. This will help with the ease of imaging.
If any forms other than W4, W5, CA Disability, MN Nonresident, AR4EC and State forms are in your mail they should be re
mailroom for distribution.
If you receive a form 8233 (Exemption from Withholding on Compensation for Independent Personal Services at a Nonresi
send it to 1042 desk at A/P 14-4.
Prep all W4 forms received as well as any other forms requiring an update.
Fill out/complete Imaging cover sheet. Fill in Date, Document Description (W4) and Code (8).

ACTIVITY 6: TOTAL TRANSACTIONS FOR HARDCOPY AND ON-LINE PRINTED FORMS

Count the number of on-line forms from the Submit file on Lotus notes. The hardcopy Federal and State forms are counted
desk.

This information is needed to complete the measurement chart for the month which will be provided to the W4 process own
manager.

ACTIVITY 7: DAILY QUEST OF CERIS/NPS PROCESSING

Give the auditor the previous days hardcopy processing activity for audit on a daily basis.
The auditor will perform a 100% audit on each package received. The auditor will review/compare each form date to what is
system.
If a error is detected see Activity 7
If there is no error file the results to be rolled up to a monthly quest audit form. Give a copy of the monthly audit results to th

Notify employee if you notice any forms that are received that would have not met the Federal/State requirements for comp
form, not signed, used pencil etc.). See FEDERAL W-4 Rejection Criteria. Make a copy of any form you need to correct &
months.
DECISION POINT 8: Where any issues found in the daily quest audit?
YES Go to Activity 8
NO Go to Activity 9

ACTIVITY 8: AUDITOR: FOLLOW UP WITH PROCESSOR FOR ANY CORRECTIONS

If an error is detected then the auditor will follow up with the processor to identify if there is a correction needed of if the CE
not carry over to NPS.
All errors are reviewed between the processor and the auditor to determine if it is a true error or an exception. Exceptions a
shown to the auditor. If an error is detected the then processor would need to fix based on where the update occurred.
Go back to activity 3 to correct, once corrected proceed to activity 8

ACTIVITY 9: MONTHLY AUDIT RESULTS

The auditor inputs the daily audit results into a Microsoft Excel spreadsheet. The completed spreadsheet is submitted to th
processor and tax manager for review and signatures monthly.
The W4 process owner provides results to the Tax Team Lead for the department control book.
CONTROL POINT Manager signature of monthly audit results
ACTIVITY 10: MONTHLY MEASUREMENT PROVIDED
The data inputted in the Microsoft Excel spreadsheet is used to compile monthly measurements.

MARYLAND COUNTY
CCH-EXP, PAYROLL-GUIDE (6601, COVERED EMPLOYERS-MARYLAND)

In the State of Maryland in addition to withholding state income tax, an employer must withhold a county income tax from re
This tax is based on the tax rate established by the employees county of residence.

ACTIVITY 1: SEMI MONTHLY PROC

Semi monthly run the proc: CHUI.MDPROC. If employee has MD as a resident state and does not have an active County r
following:
Input the employees SN into NPS Screen 27I (address) screen and use the employees city address to find his County.
Locate the MARYLAND.CTY.123 file located in K:\TAXCONF\MARYLAND COUNTY. The spreadsheet shows the Cities lo
Maryland County. Edit, click Find & Replace, type in the city's name, and click on Find.
Note the County (tax number) on the spreadsheet (column B..e.g. MDMON) and give to the W4 processor.
W4 processor will input the county tax code into NPS via A6U screen. See Activity 3B.
If the County is unable to be identified thru the Lotus spreadsheet then a note will need to be sent to the employee requesti
live in and the effective date to be set up. Update in A6U when information is received from employee. See Activity 3B
Add processing totals to the monthly measurements
Attach the Proc results as DAR backup.

CALIFORNIA VOLUNTARY DISABILITY PLAN

Semi-monthly run the disability proc: NPSQMF.CAL_DISABILITY_P to review California disability withholding records. The

following:
Supplemental employees without CA005 or CA006 records
Regular employees with CA005 and CA006 records
Supplemental employees that have both CA005 and CA006 records

Prior to each semi-calc: run proc CHUI.CAL_DISABILITY_P to identify the above.

Provide copies of query output to processor for appropriate action.
If a supplemental employee is identified that does not have a disability record of CA005 or CA006, set up a record on A6U.
If the employee has both a CA005 and CA006 record, turn off one on A6U, see Activity 3B, depending upon the employee h
CONSENT form on file.
If a regular employee has a CA005 or CA006 record, turn it off and create a record for CA009. See Activity 3B.

Full time regular employee should only have CA009 turn on. Supplemental employees should only have either CA005 or CA
output needs to be reviewed and checked against the 10I screen to determine if the employee is a full time regular or suppl

NEW HIRE FORMS FROM CERIS STAFFING CENTERS

Federal W4s and State withholding forms which were inputted into CERIS thru the staffing centers are sent to Payroll so th
These packages are included with your regular mail pickup and are not received on a daily basis. The packages of withhold
acquired from the appropriate folder/location in the Mailroom. Receipt of non-Payroll forms are returned or redirected.

ACTIVITY 1: All forms received should include the employees serial number if not then it should be obtained. See
HARDCOPY W4 / STATE WITHOLDING FORMS

ACTIVITY 2: The forms are prepped and imaged accordingly. See Activity 4 under HARDCOPY W4 / STATE WITHOL
ACTIVITY 3: Quest audit of Staffing Center W4 package
Randomly select 5 10 forms from each package received.
Review / compare each form to what is seen on CERIS.
If corrective action is needed see Activity 3A under HARDCOPY W4 / STATE WITHOLDING FORMS
Validate forms for completeness. See Activity 1C under HARDCOPY W4 / STATE WITHOLDING FORMS
Make a copy of any form that needed to be corrected and prepare for imaging with current date.
DECISION POINT 1: Were there any issues found in the daily quest autit?
YES Go to Activity 3A under HARDCOPY W4 / STATE WITHOLDING FORMS
NO End of process

IRS MANDATE PROCESSING

ACTIVITY 1: RECEIPT OF IRS MANDATE LETTER

The IRS will send in a "MANDATE" (lock-in in IRS terms) letter to change an employees withholding. NPS must update th
to the limit as defined in the mandate letter. The mandate can not be removed or changed until a letter of release is receive
Department.

The employee, not IBM, must deal with this IRS or State office noted in the mandate letter in order for the mandate to be re
Mandates have no statute of limitations.

ACTIVITY 2: PREPARING THE IRS MANDATE LETTER

The letter received will reference the employees social security number. In order to process the mandate you will need to q
social security number.
Double click on the SBRYSW1 icon on your desk.

Put in your userid and password.

Db2.2
On the command line type the DI HARBOL.SSN_to_SERIAL.
Input the employees social security number.
F2 to run the query.
Output received should be the employees name and IBM serial number
Write the serial number on the form and highlight with a yellow highlighter. The serial number is highlighted for imagining p
A mandate received for a Corporate Officer should be given to the Payroll Officer processor.
When a mandate is processed a letter is sent to the employee notifying them of the change.
The mandate information is not stored in CERIS so, the information is processed directly in to NPS.
If an update for an employee with a mandate is processed in CERIS the mandate remains and the employee is taxed accor
The record will default to the mandate

ACTIVITY 2A: PROCESSING A NEW IRS MANDATE LETTER

To add a mandate to CERIS:
Log on to CERIS. For instructions see Activity 3A under PROCESS THE COMPLETED FORM UPDATE ON CERIS.
On Ceris: Key in the serial number
Enter
Verify the name on the IRS Mandate
On Line 4 Under Mandate, type the tax marital status and exemptions
Exemption is three digits, e.g. 001
enter date
Hit enter

Send the appropriate mandate letter (L2TM106 IRS Mandate) to employees to active employee. The letter is not sent to em
separated but the mandate is made on the A6. In the event that the person returns to NPS payroll or receives future payme
Verify the mailing address on the 12i screen and annotate when the letter was emailed. The letter gives the employee the n
if they want to discuss any concerns with the IRS or State office.
Image the sent letter.

- The IRS employee communication letter will be sent to the employee 's email address with the attachment
containing the IRS mandate employee 's form.
- All emails must be marked " IBM Confidential Personal" in the subject line. This is best done by using the
Lotus Notes - Tools - Stationery. Copy the below email verbiage into Memo Stationery . The example below is called " Ma
Delivery Options - Delivery report - use confirm delivery. Scroll down to Security Options - check "Encrypt. Then save. Use
Stationery" for all mandate communication emails. Along with an attachment of the employee's copy of the IRS mandate, n
statement date which will be inputted at the time the email communication is sent .

********************IRS TAX MANDATE ORDER

NOTIFICATION***********************************
If you have question, please send a note to IBMpayro@us.ibm.com or call the IBM Employee
Services Center at 1-800-796-9876, on business days ( excluding holidays recognized by the
New York Stock Exchange ) between 8 a.m. and 12 p.m. or between 2 p.m. and 8 p.m.,
Eastern Time to speak with a service representative .
**********************************************************************************************************
***

ACTIVITY 2B: PROCESSING UPDATED IRS MANDATE LETTER ON CERIS

To adjust a mandate to the CERIS:
Log on to CERIS. For instructions see Activity 3A under PROCESS THE COMPLETED FORM UPDATE ON CERIS.
On Ceris: Key in the serial number
Enter
Verify the name on the IRS Mandate
On Line 4 Under Mandate, type the tax marital status and exemptions
Exemption is three digits, e.g. 001
enter date
Hit enter

Send the appropriate mandate letter to active employee. The letter is not sent to employees who are separated but the man
A6. In the event that the person returns to NPS payroll or receives future payments.
Verify the mailing address on the 12i screen and annotate when the letter was emailed. The letter gives the employee the n
if they want to discuss any concerns with the IRS or State office.
Image the sent letter.
- The IRS employee communication letter will be sent to the employee 's email address with the attachment
containing the IRS mandate employee 's form.
- All emails must be marked " IBM Confidential Personal" in the subject line. This is best done by using the

Lotus Notes - Tools - Stationery. Copy the below email verbiage into Memo Stationery . The example below is called " Ma
Delivery Options - Delivery report - use confirm delivery. Scroll down to Security Options - check "Encrypt. Then save. Use
Stationery" for all mandate communication emails. Along with an attachment of the employee's copy of the IRS mandate, n
statement date which will be inputted at the time the email communication is sent .

********************IRS TAX MANDATE ORDER NOTIFICATION***********************************

If you have question, please send a note to IBMpayro@us.ibm.com or call the IBM Employee Services Center at 1-800-796
days ( excluding holidays recognized by the New York Stock Exchange ) between 8 a.m. and 12 p.m. or between 2 p.m. an
Time to speak with a service representative .
*************************************************************************************************************

ACTIVITY 2C: REMOVING AN IRS MANDATE LETTER FROM CERIS

To remove a mandate on CERIS:
Log on to CERIS. For instructions see Activity 3A under PROCESS THE COMPLETED FORM UPDATE ON CERIS.
On Ceris: Key in the serial number
Enter
Verify the name on the IRS Mandate
On Line 4 Under Mandate, blank out the the tax marital status and exemptions with the space bar
enter date
Hit enter

Send the appropriate mandate release letter (L2TM107 IRS Mandate Release) to the employee if active. The letter gives th
necessary information if they want to discuss any concerns with the RIS or State office.
Verify the mailing address on the 12i screen and annotate when the letter was emailed. The letter gives the employee the n
if they want to discuss any concerns with the IRS or State office.
Image the sent letter

- The IRS employee communication letter will be sent to the employee 's email address with the attachment
containing the IRS mandate employee 's form.
- All emails must be marked " IBM Confidential Personal" in the subject line. This is best done by using the
Lotus Notes - Tools - Stationery. Copy the below email verbiage into Memo Stationery . The example below is called " Ma
Delivery Options - Delivery report - use confirm delivery. Scroll down to Security Options - check "Encrypt. Then save. Use
Stationery" for all mandate communication emails. Along with an attachment of the employee's copy of the IRS mandate, n

statement date which will be inputted at the time the email communication is sent .

********************IRS TAX MANDATE ORDER NOTIFICATION***********************************

If you have question, please send a note to IBMpayro@us.ibm.com or call the IBM Employee Services Center at 1-800-796
days ( excluding holidays recognized by the New York Stock Exchange ) between 8 a.m. and 12 p.m. or between 2 p.m. an
Time to speak with a service representative .
*************************************************************************************************************

ACTIVITY 2D: IMAGING THE IRS MANDATE LETTER

The original mandate letter received from the IRS and a copy of the letter to employee need to be imaged. This requires a Y
sheet for the mandate, the letter to the employee, and a transmittal sheet indicating that it is an IRS Mandate to be imaged.
code 008, the last date of the month being imaged, and the total number of pages being imaged. The image documents ne
mailroom. Imaging the documents will allow a person having imaging capability to recover a copy of the mandate and letter
legal reasons. Imaging has a system where the serial and 8.00 code will bring up a list of all items imaged for this employee

CERIS REJECT REPORT

The daily Ceris reject report is sent daily on HRMV1. Print entire control report from HRMV1.
Keep these reports for 1 year in a locked cabinet. Image any updates with imaging code 8.00.
ACTIVITY 1: Print the entire control report from VM.
Logon on to HRMV1
Go to your reader list
PF9 to receive the report
Go to the fulist and select the report you just received
Print Report type ANYOUT on the command line to print

These reports are kept for one year in a locked cabinet.

If not report is received notify the Ceris department tech
The member of the Ceris department who generates the reports will be contacted to inquiry as to why no report has been re

Request to have the report resent or

Wait until the report problem is resolved by the Ceris department member.

DECISION POINT 1: Has the daily CERIS report been received?

YES Go to Activity 2
NO Notify the NPS CERIS contact

ACTIVITY 2: Analyze all records on the Ceris Reject report output.

Look at all the review required on the Ceris Reject report. In addition to those requiring review on the report a representati
Dept. might send a Lotus note requesting corrections to other items not labeled as review required that are tax corrections
Highlight all errors that end in REVIEW REQUIRED.
Example:
* * *
00228
*

W PR0318 EMPLOYEE HAS INACTIVE TAXES AFTER TRANSACTION

EFFECTIVE DATE. TRANS WAS PROCESSED. REVIEW REQUIRED.
*

Research/review records:
Compare the Tax Jurisdiction Codes (TJCs) for each record on the 20I screen. They should match what the Ceris feed wa
Go to the 751 screen table 154 on NPS for TJC translation (works/lives State) from the CERIS reject report and 20I screen
Ensure translation from table 154 is in line with the information on the NPS A6I screen.
If the information on Table 154 and the A6I on NPS do not match, an adjustment needs to be made to the A6 screen.
See Activity 3B under HARDCOPY W4 / STATE WITHOLDING FORMS if updates are required.
If retro needs to run in order for an update/correction the day after date needs to be used.
The W4 process does not have the ability to update an employees tax jurisdiction code. Only the manager and/or the emp
update.

Example: If the employee was in OR and moved to NY effective 2/16/02, then the A6i should have OR with a Z on 2/16/0
have a Y on 2/16/02 (Y means taxes are on, Z they are turned off). When you view Table 154 for NYA it shows the codes
should be on Y on the A6i screen, if they are not they need to be added to the record.
TAX
EFF DATE NUMBER

TAKE MAR
CODE STA

RES
COD

02/16/2002 NY
Y
S
R
02/16/2002 NYQG2
Y
S
R (R - Resident, N - Nonresident)
(S - Single, M - Married. You may see others, check with the W4 desk to see what they represent)
Write this information on the Report so that you can enter it accurately to the A6 screen.
Another example from the 3/2/04 Feed
======================================================================================
00340
T
123456
030104
TE
0F
Division LOB Id Department Check Dist. Code
-------- ------ ---------- ---------------85
01
JQBB
999
00340

PR0318 - EMPLOYEE HAS INACTIVE TAXES AFTER TRANSACTION

EFFECTIVE DATE. TRANS WAS PROCESSED. REVIEW REQUIRED.

From the 2/21/04 Feed:

Rec No Msg Typ Employee Serial Effective Date Action Code Corporation Code
------ ------- --------------- -------------- ----------- ---------------00454
T
123456
020104
TE
0A
Division LOB Id Department Check Dist. Code
-------- ------ ---------- ---------------10
01
65KA
999
00454

PR0318 - EMPLOYEE HAS INACTIVE TAXES AFTER TRANSACTION

EFFECTIVE DATE. TRANS WAS PROCESSED. REVIEW REQUIRED.

This would need to be reviewed with the TaxOps team. The team member assigned to serial number 1s will need to determ
should be turned on.

======================================================================================
According to this report the employee should be in NCA from 1/1/2000.
Rec No Msg Typ Employee Serial Effective Date Action Code Tax Jurisdiction
------------------------------------------------------------------------------------------------------------------------------------00451

999999

010100

IC

NCA

Tax Loc Code Check Dist. Code

------------ ---------------NCA
1RN501
00451
*

W
*

PR0314 - EMPLOYEE HAS ACTIVE TAXES AFTER TRANSACTION

EFFECTIVE DATE. TRANS WAS PROCESSED. REVIEW REQUIRED
*

Example of A6i Screen from Payroll: Prior to any adjustments

A6I1 A7I TAX CONTROL

EMP# 999999
INQUIRY DATE
PAGE# LAST
PAY ENTITY SEMI9 TAX ENTITY 00001 NAME SMITH, MR
--------------------------- TAX CONTROL RECORD ------------------------------TAX TAKE MAR RES REQ MAN ACT -OVER STANDARDEXTRA DEDUCT EFF DATE
STA COD DEP DEP DEP CODE AMOUNT/PCT CODE AMOUNT/PCT
07141999
NC
Y
M
R
3
3
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
01012
Z
M
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
04162000
NC
Y
M
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
01012000
TX
Y
S
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
04162000
TX
Z
S
R
0
0
T
0.00
T
0.00

ADDL AL NUM

ADDL AL AMT

0.00

CONFIRM? N

EXEMPT

According to the A6i (tax control screen), the employee is in TX from 1/1 - 4/15/2000 and then NC from 4/16/2000. You ne
screen to show that the employee was in NC from 1/1/2000.
Example of 20i screen:

20I1
EMP # 999999

HR RECORD
LAST NAME,INIT,INIT SMITH, MR

EFF DATE

00000000

REV OPTION
STATUS
NH NEW HIRE
COMMENTS
HR STATUS A
EMP CAT FR F/T REGULAR
COMP SC SALARY CHANGE
BASE RATE
7200.10
ADJ BASE
7200.10
1.EARN AMT
7200.10
2.EARN AMT
331.17
3.EARN AMT
POS ACTION IC INFO CHANGE
POSITION #
524A
PAY ENTITY SEMI9
CORPORATION
0A IBM
DIVISION
7G
DEPARTMENT
3F4A

LOA
LOA
AWA
ADD

FLG A
SEQ
START 00000000
END
00000000
DATE 00000000
ACT IND

FLG A
STD EARN# 001
FREQ M
EARNINGS# 690
EARNINGS# 691
EARNINGS#
FLG A
JURIS CODE
LOCATION
EX/NON/FIX
TAX LOC

0001
STATUS DATE 07141999
DATE OF HIRE 07141999
SERVICE REF 07141999
TERM DATE 00000000

SEQ 0002
FREQ M

SEQ
NCA
PLA
E
NCA

0005

COMP
SCHD
COMM
TYPE A
TYPE
TYPE

DATE
HOURS
IND

01012000
86.97
N

POS DATE
VISA IND
SCH TAX CD
CERIS CODE
LOBID

01012000

01

TS0040-PRESS PF2 TO PAGE FORWARD, PF3 TO PAGE BACKWARD

Example of A6i after adjustments:

A6I1 A7I TAX CONTROL

EMP# 999999
INQUIRY DATE
PAGE# LAST
PAY ENTITY SEMI9 TAX ENTITY 00001 NAME SMITH, MR
--------------------------- TAX CONTROL RECORD ------------------------------TAX TAKE MAR RES REQ MAN ACT -OVER STANDARDEXTRA DEDUCT EFF DATE
STA COD DEP DEP DEP CODE AMOUNT/PCT CODE AMOUNT/PCT
07141999
NC
Y
M
R
3
3
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
01012
Z
M
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
01022000
NC
Y
M
R
3
3
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
04162000
NC
Y
M
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
01012000
TX
Y
S
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
01022000
TX
Z
S
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT
04162000
TX
Z
S
R
0
0
T
0.00
T
0.00
ADDL AL NUM 0 ADDL AL AMT
0.00
CONFIRM? N
EXEMPT

NC was turned on (Y) with an effective date of 1/2/2000, since 1/1/2000 already exists you need to use the next day, this wi
activity.
TX was turned off (Z) with an effective date of 1/2/2000, since 1/1/2000 already
exists you need to use the next day; this will also create retro activity.

Reports for Disability (NY NJ) and CA Paid Family Leave (CA009)
Go to 10i to find out if the employee us a regular or supplemental
NY - if an employee is a regular make sure that NY006 is not turned on, if it is a supplemental make sure that the NY006 is
date of hire.
CA009 - regular employees should be turned on.
NJ Disability, NJ006 should be turned off for regular employees. The following should have it turned on: PB ( post doctor
employees), AS ( regular associates ) and Supplementals.
There may be others that need to be looked at to ensure that the marital status and number of allowances on Ceris are the
If not, then change Payroll to what is showing in Ceris. Since Ceris is the system that should reflect the latest updates.

The userid DBDOFFL(System Interface) in the CERIS reject report is used when the CERIS Interface (our code run agains
needs to set up a control record to do the correct processing required by the transaction being fed to us by CERIS. This is
occurrence.
Tables to refer to when analyzing.
Tax Jurisdiction Code - Table 154 on screen 751
Work Location Code - Table 48 on screen 751
======================================================================================
Example of 751, Screen Table 154
75J1
* * * TABLE MAINTENANCE * * *
TABLE NUMBER: 00154
USER DEFINED POSITION FIELD 5
EFFECTIVE DATE: 01011901
TAX JUR CD:
NCA

DESC:

LIVES/WORKS NORTH CAROLINA

RES ST: NC
TTAKE:
Y
RS CITY:
TTAKE:
RS LOC1:
TTAKE:
RS LOC2:
TTAKE:
RS LOC3:
TTAKE:
RS LOC4:
TTAKE:
RS LOC5:
TTAKE:
WK ST:
TTAKE:
WK CITY:
TTAKE:
WK LOC1:
TTAKE:
WK LOC2:
TTAKE:
WK LOC3:
TTAKE:
WK LOC4:
TTAKE:
WK LOC5:
TTAKE:
R SP TX: Y
W SP TX
TS0093-INQUIRY SUCCESSFUL; PF2 TO PAGE

RES:
RES:
RES:
RES:
RES:
RES:
RES:
RES:
RES:
RES:
RES:
RES:
RES:
RES:

======================================================================================
Example of screen 751, Table 48
7511
* * * TABLE MAINTENANCE * * *
TABLE NUMBER: 00048
LOCATION CODE
EFFECTIVE DATE: 01021901
LOC CODE: PLA

DESC: IRVINE, CA (19800 MACARTHUR BL

WORK CODE: FZ
LOCALITY DUMMY
A6 INPUT:
LOCALITY
LOCALITY:
WORK SITE: 00000

TS0093-INQUIRY SUCCESSFUL; PF2 TO PAGE

ACTIVITY 3: File the received reports in a desk file after analyzing and updating if applicable are complete.

REQUEST SENDING OF ANNUAL NOTICES

A request is sent to the Tax Business Analyst that exemption notice reminders need to be sent to employees who are curre
exempt in Payroll. This process is part the Year End schedule and is done in December of each year and January of the Ne

ACTIVITY 1: W4 EXEMPT COMMUNICATION

The annual exempt reminder notices are system generated and sent to appropriate employees.
The employees are provided with a due date to return completed forms back to NPS.
If a form is received, go to Activity 2
If a form is not received by the due date, go to Activity 3B and process a W4 update to NPS changing the status to single w

Request in a note to the Tax Analyst to execute the annual W4 Exempt Communication job (NPSW4R01) in December (12
(1/15).
The following reports are used to review Federal control records.

1) Report 1 - EXEMPT99 OUTPUT - this creates a report of active employees who are claiming 99 or 999 exemptions on th
($$002) and do not have a mandate on file. Federal Tax

2) Report 2 - EXSTATUS OUTPUT - this creates a report of active employees whose max effective Federal Control Record
exempt regardless of year (TTAKE=N, EXEMPT_IND=Y).

3) Report 3 - FLATRATE OUTPUT - this creates a report of active employees who are claiming a flat rate withholding on th
Record ($$002) and have exemptions > 49.

4) Report 4 - TTAKEN OUTPUT - this creates a report for active employees whose max effective Federal Control Record (
TTAKE= N and the Exempt Ind = blank

ACTIVITY 2: W5 COMMUNICATION

The W5 is no longer required for processing after December 31, 2010.

The W5 annual reminder notices are sent electronically to the appropriate employees. They are provided with a due date w
completed form back to NPS.
This is part of the year end calendar
If a form is received to go to Activity 2
If a form is not received by the due date, go to Activity 3B and process a W4 update to NPS changing status to discontinue
tax credit.

ANNUAL FORM UPDATES TO THE W3 WEB SITE

ACTIVITY 1: Review and update Federal and State W4 Tax forms annually for updates.

Access the appropriate Federal and State web sites to identify any forms that reflect revisions.
Online Federal W4 needs to be changed (Year specific ) as well as anytime the FICA limits change or any other Federal tax
ACTIVITY 2 Request revisions to the web
Submit a note to Web Services (Denise Battaglini) for any updates to the W4 web address. Web Services
will send the process owner the update on their Lotus Notes for review.
ACTIVITY 3: Verify updates to the appropriate W4 tax forms.
A note needs to be sent back to Web Services verifying the change. The change is then put into production.

Activity 1

Nonresident Alien Instructions for Federal W4

Part One
Determining Alien Tax Status

If you are an alien (not a U.S. citizen), you are considered a nonresident alien unless you meet one of two tests: the green c
substantial presence test for the calendar year (January 1 December 31). If you do not meet either the Green Card Test o
Presence Test, then you are a nonresident alien.
Green Card Test

You are a Lawful Permanent Resident of the United States, at any time, if you have been given the privilege, according to th
of residing permanently in the United States as an immigrant. You generally have this status if the U.S. Citizenship and Imm
(USCIS) issued you an alien registration card, Form I-551, also known as a "green card." You continue to have resident sta
unless you voluntarily renounce and abandon this status in writing to the USCIS, or your immigrant status is administratively
USCIS, or your immigrant status is judicially terminated by a U.S. federal court.
Substantial Presence Test

You will also be considered a U.S. resident for tax purposes if you meet the substantial presence test for the calendar year.
you must be physically present in the United States on at least:
31 days during the current year, and

183 days during the 3-year period that includes the current year and the 2 years immediately before that, counting:
All the days you were present in the current year, and
1/3 of the days you were present in the first year before the current year, and
1/6 of the days you were present in the second year before the current year.
Example

You were physically present in the United States on 120 days in each of the years 2006, 2007, and 2008. To determine if yo
substantial presence test for 2008, count the full 120 days of presence in 2008, 40 days in 2007 (1/3 of 120), and 20 days in
Since the total for the 3-year period is 180 days, you are not considered a resident under the substantial presence test for 2

Resident aliens are generally taxed in the same way as U.S. citizens. This means that their worldwide income is subject to U.S. tax and
their U.S. tax return (Form 1040, U.S. Individual Income Tax Return; Form 1040A, U.S. Individual Income Tax Return or Form 1040EZ,
Single and Joint Filers with No Dependents).
Excerpt from IRS determination of Residency Status http://www.irs.gov/businesses/article/0,,id=203094,00.html

Nonresident Alien Instructions for Federal W4

Part Two
Withholding on Wages
Activity 2

If you are an employee and you receive wages subject to graduated withholding, you will be required to fill out a Form W-4. Also fill out
scholarship or fellowship grant to the extent it represents payment for past, present, or future services and for which you are not claimin
withholding exemption on Form 8233 (discussed later under Income Entitled to Tax Treaty Benefits ). These are services you are requi
employee and as a condition of receiving the scholarship or fellowship (or tuition reduction).

Nonresident aliens should fill out Form W-4 using the following instructions instead of the instructions on the Form W-4. This
restrictions on a nonresident alien's filing status, the limited number of personal exemptions a nonresident alien is allowed, and becaus
cannot claim the standard deduction.
Enter your social security number (SSN) on line 2. Do not enter an individual taxpayer identification number (ITIN).
Check only Single marital status on line 3 (regardless of your actual marital status).

Claim only one allowance on line 5, unless you are a resident of Canada, Mexico, or the Republic of Korea (South Korea), or a U.S. nat
Write Nonresident Alien or NRA on the dotted line on line 6. You can request additional withholding on line 6 at your option.
Do not claim Exempt withholding status on line 7.
A U.S. national is an individual who, although not a U.S. citizen, owes his or her allegiance to the United States. U.S. nationals include
and Northern Mariana Islanders who chose to become U.S. nationals instead of U.S. citizens.
Excerpt from IRS Publication 519

D-4A / D-4 Desk Procedure

http://www.irs.gov/publications/p519/ch08.html

Purpose

The purpose of this document is to describe the process required to support Federal D-4A (Certificate of Nonresidence in th
and D-4 (Employee Withholding Allowance Certificate) forms. The D-4A for allows the employee to not pay any
(Washington DC) taxes for183 days within a calendar year.

Form D-4A

Who must file a Form D-4A?

You must file a Form D-4A with your employer to establish that you are not a resident of DC and, therefore, not subje
withholding. You qualify as a nonresident if:
Your permanent residence is outside DC during all of the tax year and
You do not reside in DC for 183 days or more in the tax year.
Employees who are residents of DC should file a Form D-4, Employee Withholding Allowance Certificate.

What if your resident status changes?

If you become a DC resident any time after you have filed a Form D-4A with your employer, you must file a Form D-4, E
Allowance Certificate, promptly so that the proper amount of DC income tax can be withheld from your wages.
How do you file the Form D-4?
After completing this form, give it to your employer to keep on file.
D-4A Form: http://www.usaid.gov/forms/Form-D-4A.pdf

Form D-4

Who must file a Form D-4?

Every new employee who resides in DC and is required to have DC taxes withheld, must fill out Form D-4 and file it with his
If you are not liable for DC taxes because you are a nonresident you must file Form D-4A. Certificate of Nonreside
Columbia, with your employer.

When should you file?

File Form D-4 whenever you start new employment. Once filed with your employer, it will remain in effect until you file an
You may file a new withholding allowance certificate any time the number of withholding allowances you are entitled to incre
new certificate within 10 days if the number of withholding allowances you claimed decreases.

How many withholding allowances should you claim?

Use the worksheet on the front of this form to figure the number of withholding allowances you should claim. If you want
from your paycheck, you may claim additional allowances by completing Section B of the worksheet, Lines j through o. How
many allowances, you may owe additional taxes at the end of the year.

Should I have an additional amount deducted from my pay-check?

In some instances, even if you claim zero withholding allowances, you may not have enough tax withheld. You may, upon
employer, have more tax withheld by entering on Line 3, a dollar amount of your choosing.
What to file:
After completing Form D-4, detach the top portion and file it with your employer. Keep the bottom portion for your records.

D-4 form: http://www.census.gov/hrd/www/new_emp/d4.pdf

Processing The D-4A Form

Enter the Employee Name, Employee Serial Number, Date the form was submitted, and Tax Year in the D-4A Certific
spreadsheet found in the K:\Taxconf\Washington DC directory upon receipt of the D-4A form.
Add a Tax Control record into A6U with an Effective Date of the current date, Tax Number of DC, and Take Code of Z. All
in business as usual. It is very important for this DC/Z entry to be added, even if one for a prior Tax Period is present.

Processing The D-4 Form

Update the Employees entry in the D-4A Certificate of Nonresidence spreadsheet found in the K:\Taxconf\Washingto
receipt of the D-4 form.
Add a Tax Control record into A6U with an Effective Date of the current date, Tax Number of DC, and Take Code of Y. All
in business as usual.

D-4A/D-4 Semi-Monthly Process

Employees with the Tax Code of DC and Take Code of Z must have their Take Code reset to Y if they submitted a D-4
District Of Columbia (Washington DC) taxes turned off for more than 183 days within the current tax year.

Execute the NPSQMF.P_D_4A QMF procedure beginning with the first semi in July. This proc will identify those employees
a D-4A form and have had DC taxes turned off for more than 183 days within the current tax year.

The list of serials from the K:\Taxconf\Washington DC\D-4A Certificate of Nonresidence.xls spreadsheet must be used as i

Send the list of serials to ESCOMM@HRVM1 to notify these employees that they now will be paying Washington DC taxes

Below is the communication that is to be used for the D-4A/D-4 processing when an employee has reached the 183 day lim
Payroll records indicate that you have a Form D-4A Certificate of Nonresidence in the District of Columbia on file. T
effective for up to 183 days in the tax year. Since you have reached your maximum 183 days your DC taxes will now be tur
longer working in DC, please contact Payroll Customer Service at 1-800-796-9876 or visit the IRS website for more inform
http://www.usaid.gov/forms/Form-D-4A.pdf.

Add a Tax Control record into A6U with an Effective Date of the current date, Tax Number of DC, and Take Code of Y for e
identified by the proc. All other values are filled in business as usual.

Update the employee's entry in the K:\Taxconf\Washington DC\D-4A Certificate of Nonresidence spreadsheet for eac
modified (identified by the proc).

D-4A/D-4 Year End Process

Add an entry to the Year End Lotus Notes database to have ESCOMM send a note to each of the employees in the K:
DC\D-4A Certificate of Nonresidence spreadsheet to remind them to submit a D-4A form for the next tax season if they
Washington DC and wish to have Washington DC taxes not taken out for 183 days.

Create a Y record for all employees in the spreadsheet that are still working in Washington DC but not living there and co
these are no longer valid in the new tax season unless a new D-4A form is received.

Update the NPSQMF.Q_D_4A query to change the Effective Date check (e.g. change '2014-01-01' to '2015-01-01' on Janu

Year End Correspondence

The following correspondence shall be sent to all employees residing in the K:\Taxconf\Washington DC\D-4A Certific
spreadsheet for the current tax year to remind them that, if they area nonresident of Washington DC and do not wish
withholding taxes, they must submit a D-4A form:
Our records indicated that you had submitted a D-4A tax form for during the yyyy tax year. Please be advised that this form
days within current the current tax season and will expire at year end. You must submit a D-4A form for the zzzz tax se

you are not a resident of DC and, therefore, not subject to DC income tax withholding. You qualify as a nonresident if:
Your permanent residence is outside DC during all of the tax year and
You do not reside in DC for 183 days or more in the tax year.
Thank you.

FORM NC-4 NRA FOR NONRESIDENT ALIENS

For tax year 2015, the Department has created Form NC-4 NRA for nonresident aliens to complete in lieu of Form NC-4
determine the proper amount of North Carolina income tax to be withheld from their wages. An additional amount of
withheld for each pay period to account for the inclusion of the standard deduction in the wage bracket tables, percen
methods of computing income tax withheld. Employers must request each employee who is a nonresident alien to complet
form. If a nonresident alien does not complete a Form NC-4 NRA, employers must withhold North Carolina income tax
wages based on a single filing status with no allowances and an additional amount per pay period must also be withheld. T
to withhold per pay period is as follows: Weekly $9; Biweekly $17; Semi monthly $18, and Monthly $36.

Communication to affected employees

A communication needs to be sent to identified employees notifying them to complete form NC-4 NRA in lieu of Form NC-4
determine the proper amount of North Carolina income tax to be withheld from their wages. An additional amount of
withheld for each pay period to account for the inclusion of the standard deduction in the wage bracket tables, percen
methods of computing income tax withheld.

Employees can be identified by running the query NPSQMF.NC_NON_RESIDENT_ALIEN. Attached is the list of the first
who received the first and second communication.

First
*********************************************************************************************************************************************
*****************
Subject: North Carolina Form NC-4 NRA

For tax year 2015, the North Carolina Department of Revenue (NCDOR) has created Form NC-4 NRA for nonresident alie
of Form NC-4 or Form NC-4 EZ. In order to be compliant, IBM is requesting you to complete and fax this form by March 1
Form NC-4 NRA is available at http://www.dor.state.nc.us/downloads/forms_trad.php?url=nc4nra.pdf (click on "TAX Form
then Taxes - withholding).

If you do not return the form by March 18th, IBM must withhold North Carolina income tax based on a single filing status w
an additional amount per pay period (Weekly $9; Semimonthly $18).
*********************************************************************************************************************************************
*****************

Second Communication
*********************************************************************************************************************************************
*****************
Subject: Final Notice North Carolina Form NC-4 NRA

For tax year 2015, the North Carolina Department of Revenue (NCDOR) has created Form NC-4 NRA for nonresident alie
of Form NC-4 or Form NC-4 EZ. In order to be compliant, IBM is requesting you to complete and fax this form by March 1
Form NC-4 NRA is available at http://www.dor.state.nc.us/downloads/forms_trad.php?url=nc4nra.pdf ( click on "TAX Form
then Taxes - withholding) .

If you do not return the form by March 18th, IBM must withhold North Carolina income tax based on a single filing status w
an additional amount per pay period (Weekly $9; Semimonthly $18).
*********************************************************************************************************************************************
*****************

ACTIVITY: TAX TEAM RESPONSIBLE

Semi-Monthly run the query NPSQMF.NC_NON_RESIDENT_ALIEN, the same time California Voluntary Plan Query is r
2015.
Compare against the old list of serials and work with the new ones. If new serials appear, check the content manager to
imaged.
If form is not imaged, check with the Content Manager Imager if there are forms in line for imaging. If forms are still no
Staffing to request for the form.
If there are no forms available at all, send the employee/employees the 1st communication the same day query is run. Se
must be sent to the same employees a week after.
Before semi activity: If no NC-NRA form is received, withhold North Carolina income tax based on a single filing status w
an additional amount per pay period (Weekly $9; Semimonthly $18). On the same day, run the query again to identify ne
activity.

PENNSYLVANIA- ADDITIONAL WITHHOLDING AMOUNT

If an employee wishes to change his additional withholding amount for the state of PA, a written statement from the emplo
should contain the State name, Serial number of the employee, Additional withholding amount and the effective date of the
will continue to be withheld until another letter is sent by the employee notifying to stop the additional withholding am
statement will need to be imaged and kept in Content Manager.

Imaging
Image all back-up documentation for all processes.