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ADP Tax Interface Procedures-051920-2020R1.docx 1
Spectrum® ADP Tax Interface
Viewpoint has formed a partnership with ADP for tax reporting
only. This utility sends data in a specific format to ADP for them
to process the payroll transactions.
NOTE: This utility is not intended to send ADP data from
Spectrum to print the actual payroll check.
The ADP Tax export option can be found on the Site Map by
clicking Payroll > Data Entry > ADP Tax Export. The Spectrum
customer must have a valid license code obtained via the Viewpoint
accounting department to access this custom function.
Listed below are the steps that need to be followed to implement
this module:
1. Call ADP and get an account manager.
2. In Spectrum:
a. Create ADP maintenance tables.
b. Plan for SUI Reciprocity, if necessary.
c. Export Payroll data.
P art I : Ca l l AD P fo r Ac coun t Man age r
Call the following individuals at ADP so they can assign the
account manager who helps Spectrum customers move forward with
their ADP tax implementation:
Greg Reed
Sr. Director - Strategic Alliances
Mobile: 904.347.7601
Email: [email protected]
mailto:[email protected]
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Reema Makdessi
Channel Manager - Strategic Alliances
Mobile: (610) 401-4549
Email: [email protected]
They will assign an account manager who determines the
appropriate “Branch Code” for each Spectrum Company. The ADP
representative will discuss filing procedures with the Spectrum
customer and how to transmit their Spectrum tax data to ADP for
processing.
P art I I : Creat ion o f AD P Main ten an ce T ab le s
Prior to performing the initial export of payroll data,
sometimes there are necessary maintenance tables that need to be
populated. These maintenance tables can be found via the button on
the “ADP Export” screen. These are separate tables which may or may
not require entries. The “ADP State Employee User-Defined” screen
opens as the default screen. From this screen, all of the other
maintenance tables can be accessed by clicking on the associated
tab.
mailto:[email protected]
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ADP State Employee User- Defined Definition Certain states
require data that does not reside within State Tax History. Most of
this data is specific to an employee. Viewpoint has programmed a
custom mapping table where employee user-defined values can be
mapped to an ADP code if required by the state. Entry into this
table is optional. ADP will alert you when receiving the Quarter
file if there is a missing employee requirement for a particular
state. When this happens, the required code needs to be entered
into this table so that the state requirement is met.
Codes should be added to this table only with help from
Viewpoint because customers wouldn’t know the appropriate GSI code
or length.
(Necessary reference: ADP Systems Interface Guide – The Special
Projects Department has the most updated copy).
NOTE: Customers do not know if the above table needs to be
populated until they send a Quarter file to ADP. If the ADP Qtr
file is in error, most likely there is a missing code that needs to
be established. It is impossible to predict which codes are needed
because they are state-specific and the customer might not have a
job within that state at the time the Export is produced.
State Code – enter required state code where the GSI code is
exported to. Drill down into the Income Tax Maintenance table.
GSI Code – ADP code (Systems Interface guide) required for
quarter export. Viewpoint will assist with entry of this code.
UDF Type – Search window – alpha, numeric, or date.
UDF prompt – Search window into employee user-defined table.
Prompts are displayed based on “UDF Type” above.
Each GSI code must have an employee user-defined value created.
The employee user-defined value can be a numeric, date, or alpha
prompt. The programming looks at the employee maintenance
user-defined value prompt to see if the field is empty for the
employee; if so, the export routine sends the entry on the default
value field for the GSI code for all employees.
If unique data needs to be sent by employee for the same code,
populate the employee user-defined prompt and this data will
override what is entered on the default value field.
Mask – Displays for numeric entries only. The employee
user-defined mask cannot be changed on this screen.
Sign – Y / N based on the requirements for numeric fields only.
Sign is found via the “Systems Interface guide” for a particular
GSI code.
Length – Defined via the Systems Interface Guide for the
particular GSI code. Length must be equal or greater than the mask
length (if numeric).
Fill – “Z” for numeric entries; “R” or “L” for alpha. Default is
“R.”
Default value – Value sent on the quarter file for all employees
(if employee user-defined value is left blank). If the employee
user-defined value is populated for a given employee, this value
overrides the default value.
Date Format – same as above if UDF Type = ‘D”; if UDF type is
not “D”, leave blank.
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Tax Table Cross-Reference In Spectrum, the Tax Table Maintenance
program uses a 2-digit Tax ID number to represent State, Local,
County, or City Tax. ADP requires that all tax amounts exported are
defined by the specific postal abbreviation code (4-digit code for
City, Local, or County Tax). These postal abbreviation codes can be
found for any local municipality by going to the following
website:
http://www.adp.com/taxfin/toolbox/citytax/resource.asp
The Tax Table Maintenance screen only needs to be created if
work is being performed in states that require local or county
taxes. (i.e. – IN, OH, MI, WA, etc.) If employees are working in
states where there are no local taxing jurisdictions, this table
does not have to be completed.
The Tax Table Maintenance entries create the necessary
cross-reference records between Spectrum and ADP. When performing
an ADP export, the Spectrum tax amounts for the codes defined
within the custom table will be mapped to the correct four-digit
postal abbreviation code necessary for ADP to process the tax.
The custom Tax Table Maintenance will be set up for each
company. Here is an example of the Tax Table Maintenance
screen:
Tax Table Code – Spectrum Local Tax table code
State Code – The state that the local tax resides in.
ADP Local Code – The four-digit postal abbreviation for the
locality (found using the ADP Tax locator link above).
NOTE: Maryland requires that all local tax collected get rolled
up into the state income tax. See the above entries for local code
‘M1’ and ‘M2’. There is no ADP local code. The programming will
“roll-up” the tax amounts for “M1” and “M2” and combine then with
“MD” state income tax when exporting to ADP.
Maryland is the only state (so far) that has requested this, but
the logic is programmed (ADP local code is blank) in case other
states implement this logic in the future.
A listing report is available for this custom table.
http://www.adp.com/taxfin/toolbox/citytax/resource.asp
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If customers in the state of WA setup the Washington Family
& Medical Leave code as a local code, this entry would be
entered into the table above – see ADP local code 0028.
Deduction Table Maintenance – This custom table is required if
ADP will be printing employee W2 forms. If W2’s are to be printed
in Spectrum, entry can be skipped.
NOTE: the one exception to this rule is the entry of the
“Employer Sponsored Health Plan” (W8).
The custom table creates a cross-reference where the correct
add-on/deduction amounts will be passed to ADP. The custom table
will be set up for each Spectrum Company. Once transactions are
mapped correctly, the YTD amounts get exported to ADP for printing
both the description and amount within box 12 of the W2.
NOTE: Viewpoint will help map the deductions prior to exporting
the QTR file.
A listing report is provided (if needed).
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ADP SUI/SDI percentage table – Spectrum Tax table maintenance
does not have the ability to have separate Employee percentage
rates for SUI / SDI. Certain states require that Employees pay a
portion of both the SUI / SDI. Viewpoint has created a custom table
where Employee percentages can be entered for each code.
The ADP export routines calculate the “employee” SUI/SDI taxes
based on the entered percentage and Employee “Subject To” wages (up
the annual limit – except for PA) so that the correct amount can be
sent to ADP for deposit. The custom Employee SUI / SDI percentages
table will have the following fields:
Spectrum Tax Table code – Drill down into Tax Table Maintenance;
validation provided
SUI Employee Percentage – Formatted to a whole percentage number
(X.XX%)
SDI Employee Percentage - Formatted to a whole percentage number
(X.XX%)
Family Leave Insurance Tax % - Same formatting as above - used
specifically for NJ.
Private FLI? – Y for Public, N for private – used specifically
for NJ
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SUI Reciprocity A maintenance screen was created to handle
unemployment reciprocity issues regarding state unemployment
insurance between bordering states. This custom table is used in
conjunction with state tax history to determine where state
unemployment taxes should be sent. In order for reciprocity to
export correctly, employees need specific taxation rules set up
within Spectrum. Please consult with the training department or
Special Projects for the “Multi State and Reciprocity” document so
that the data gets posted correctly to state tax history.
The Tax Table Code entered can be a local or county code. The
State Code must be a US postal abbreviation code. There can be a
“many to one” relationship where multiple tax table codes can be
reported under one state heading (this is uncommon).
If the state code (defined in the table above) has records in
the State Tax History table that have combined non-zero values for
the selected period, no additional records will be exported for
this state. If the state code does not have any values in the state
tax history, the program export records (defined below) to the “tax
table code” (defined above) to populate the corresponding state
code defined in the custom table.
For example, if the State Tax History report had the following
values for one employee, the program will export “PA” state tax
records because there are no “PA” records in State Tax History and
“PU” records are “mapped” above.
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Pennsylvania ACT32 Maintenance – required if work is done within
the state.
The state of PA requires that each employee have a residence
code that is exported as part of the QTR export only. The PSD
location code is sent only for employees where there is a PA state
tax record on the QTR file. If employee Resident State = ‘PA’ then
Resident Local must not be blank; if resident local is blank or no
matching PSD code found, there is a blank PSD code exported on the
QTR file. If Resident State ‘PA’, PSD code of 880000 is exported.
Viewpoint has created a custom table where Spectrum tax codes can
be mapped to a six-digit PSD code. The custom PSD entry screen
looks similar to the following:
When adding records, you will be prompted for a Spectrum tax
code. The tax code is validated against the Income Tax Maintenance
table and has a lookup window. Once the tax code is selected, the
tax code description and tax percentage display and cannot be
edited. Immediately following the description is a six-digit field
where the PSD code is to be entered.
Editing records will allow any of the PSD codes to be changed
for a Spectrum Tax code. The programming allows the same PSD code
to be entered to different Spectrum Tax codes.
Deleting records will delete the entry out of the custom
table.
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The QTR export routine looks to the Employee Maintenance table
to the Resident Local Tax code.
The resident local tax code will be compared to the custom table
described above to export the six-digit PSD code for the QTR export
(GSI code X1). If this resident local field is blank, the
programming will export a blank ‘PSD’ code for X1.
If the resident local tax code does not have a corresponding PSD
entry within the custom table, the export will return “blanks” for
the GSI code X1.
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Workers Compensation This maintenance table is used to map the
Spectrum workers’ compensation code to the defined state code
entered in the table. (Currently there are only two states that
require this mapping - Wyoming and Washington). This six-digit
workers’ compensation code is exported as part of the quarter file
(G2) if there are “subject to” state records for the timeframe.
Additionally, the mapped code is used to export workers comp rates
(PY) and dollars (QA, QB).
State – The state which applies to the worker’s compensation
code.
Spectrum WC code – Search window into and validation into
workers comp. maintenance.
State Assigned WC code – Six-digit code supplied by the
state.
NOTE: all table entries above must be saved using the button or
data will be lost on any of the tab screens.
Once the above items discussed have been set up, the export
files can be created.
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Periodic Export This export should be performed after every
payroll cycle. If multiple payroll cycles are to be completed for
the week, wait until the last one is completed and then use the
first and last checks for the week on the custom start screen and
the logic exports all data pertaining to the multiple payrolls. The
periodic routine exports summarized data for all employees to ADP
for the dates entered on the start screen.
NOTE: if Confidential Payroll is installed, the custom export
should be done for the Confidential Payroll company so that data
will be gathered for both companies (confidential and
non-confidential).
The periodic export option is selected by default. The screen
prompts are determined by the selection of the radio button. Once
the button is clicked, the following screen displays:
Company Code: Four-Digit code assigned by ADP
Branch Code: Two-Digit code assigned by ADP
Periodic Check Dates: Enter the Check “From / To” Dates for the
Periodic Export.
Social Security Limit: Displays the Federal Social Security
limit from Tax code = “US.”
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Federal Medicare Limit: Displays Medicare “Employee” limit from
tax code = “US.”
NOTE: Once the screen prompts are populated after the first
export, they default as the screen is accessed.
Export file – The program creates a unique file name using the
start screen parameters along with a .prl suffix. This file resides
in the export path based on your browser. Once downloaded, it needs
to be manually moved to the correct ADP file location on your
server to be sent to ADP.
When the button is clicked, the following screen is
displayed:
Preview – Displays a report listing the details of the periodic
file. This is for internal use only to validate the contents of the
periodic export file which is sent to ADP.
Export – Displays the listing report can be exported (if
desired). Standard v14 Export button logic applied.
The numbers on this report can be validated by running the state
tax history report for the EXACT same date range prompts. The
“periodic” listing report is for the entire company payroll and is
not employee-specific. Here is an example of the report
listing:
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Quarter
The periodic export above exports company-specific data for the
prompted dates on the start screen. If the quarter file export
option is selected, exported data contains employee detail
information for quarter and year-to-date values.
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Company Code: Four-Digit code assigned by ADP
Branch Code: Two-Digit code assigned by ADP
Quarter starting / ending dates: Enter the check “from / to”
dates for the calendar quarter.
Social Security Limit: Display the Federal Social Security limit
from Tax code = “US”.
Federal Medicare Limit: Display Medicare “Employee” limit from
tax code = “US”.
Qualified Pension Plan – (populate only if ADP is printing W2’s)
if employees have deduction codes which match what is entered on
this super select field, the employee record on the QTR file (DZ)
will be set to “Y”. This is used for box 13 on the “ADP” W2
print.
Export file – The program creates a unique file name using the
start screen parameters along with a .qtl suffix. This file resides
in the export path based on your browser. Once downloaded, it needs
to be manually moved to the correct ADP file location on your
server to be sent to ADP.
Statutory Employee setup – enter the employee user-defined
prompt if an employee is a statutory employee; if not, leave this
prompt blank.
File subtype – three options:
A = Amendment File, E = Exception File, and W = W2 Management
File (employee W2 printing).
NOTE: the file subtype should only be used when prompted by the
local ADP service representative. This prompt should be left BLANK
for the standard quarter export.
If the file subtype field is populated with an A, there are
additional prompts which are displayed:
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Ascertained Date – this date must be after the quarter ending
date.
Reason Codes – there can be one or many ADP reason codes. Reason
codes are a two digit code (i.e. – A1, A2, A3, A4, etc). Consult
your local ADP representative for the correct reason code when
doing an ammended return.
Special Instructions – check this box if the amendment requires
any special instructions; consult your ADP representative for a
description of what is needed.
The button allows you to print the quarter listing report (if
desired). There are two printouts for the quarter listing report.
The first printout is a summary listing for the quarter for the
company (similar to periodic). The 2nd report is detailed for each
employee within the calendar quarter. This report displays both
quarter and year-to-date information on each employee.
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With these two export files; ADP can complete the processing of
any federal, state, and local taxes for the Spectrum Company. ADP
can also process W2 information.
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New Jersey FLI Tax
NJ FLI Tax was added to the NJ SUI employee amount for both the
periodic and quarterly exports.
1. Set up tax code (NU) with SDI employee Disability
percentage:
2. Add the NU tax code in ADP SUI/SDI Tax % tab within ADP
Maintenance.
Spectrum Tax Table code – lookup into Tax Table maintenance SUI
Employee Percentage – this percentage calculates the SUI employee
amount based on (Subject To Wages X entered percentage), formatted
to a whole percentage number (XX.XXXX) SDI Employee Percentage –
same as above, formatted to a whole percentage number (XX.XXXX) NJ
FLI? – programming will pick up the employee disability amount for
this “flagged” tax code and add it to the employee SUI calculated
unemployment. This amount represents the FLI amount for ADP.
Private FLI? – If checked, it returns an N for private. Unchecked,
it returns a Y for Public, used specifically for NJ only – GSI –
“S4”
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Massachusetts Paid Family Medical Leave Act
The Massachusetts Paid Family Medical Leave Act (MAPFMLA) is now
exporting the correct GSI codes based on the MA disability tax
percentages entered. The programming uses the entered amounts to
determine if the company has 25 or less employees or 25+ employees
(working in MA):
o If the employee disability tax entered is .378%, this is
considered 25 or less
o If the disability tax entered is .75% (both employee and
employer), this is 25+
Oregon Workers Compensation Assessment
Oregon Workers Compensation Assessment for employee is exported
by setting up the employee disability percentage as a rate per hour
per the example below.