Last Update:

04/23/08 5:12 PM

   
 

Maintain Tax Withholding Information

ESS

Change History

Update the following table as necessary when this document is changed.

 

Trigger:

 Perform this procedure to set up (or change) your tax withholding information.

 

Business Process Procedure Overview

 Employee Self-Service (ESS) enables employees to perform their own administrative tasks in support of life and work events.

 

 

The Tax Withholding Information service is located in the 'My Personal Data' Workset in ESS.  Employees will use this service to set up (or change) their tax withholding information: W4, W5, NC4 or ETC.

 

 

Employees will use this service to maintain their tax data for Federal and State withholdings.

 

 

ESS will only allow employees to select the following exemption types:

· Not Exempt

· Exempt, Reportable

Any other exemption types must be maintained through BEST Shared Services (e.g. Exempt/Not Reportable or Exempt/Partially Reportable).

 

 

To adhere to payroll processing deadlines, any withholding records created (or changed) will have a start date of no less than seven days out in the future.  For example, if today is 02/15/2008, ESS will default a start date of 02/22/2008.  Employees have the ability to use a start date further out into the future, but the seven day default is the minimum allowed in the system.

 

 

  

 

Procedure:

 

 

1. Start all ESS applications by logging on to the BEACON Portal.

BEACON Portal: Log On Screen

2. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

NCID

The NCID is used by all NC State employees to access SAP

R

Enter value in NCID.

Example: zsapxss0001

Password

The employee's system password

R

Enter value in Password.

Example: ********

3. Click the Log on  button.

Information:  After the initial log-on, there will be no additional log-on prompts to access business functions due to Single Sign-On (SSO).

Information:  After the user is logged on, the business packages and tabs on the main page will vary by the user, depending on their roles and authorizations.  For example, only managers will see a tab on their screen for My Staff (MSS) when they log on to the portal.

Critical:  When using web applications that maintain or create data, always ensure you leave the application (or log off) when you complete your work.  This will prevent record locking.

4. After logging on, the user will be defaulted to the BEACON Home Page.

BEACON Portal Home Page

5. Click the My Data (ESS)  tab.

ESS: Overview Page

Information:  The Overview page shows all the available Worksets in ESS.  A Workset is a grouping of web applications by functional area (e.g. Benefits, Time Management, etc.).

6. Users can go to the next level of navigation, the Area page, by selecting the Workset in three possible actions.  Select the Workset, 'My Personal Data,' by performing one of the following functions:

Activity

Notes

 

 Select the Workset tab.  The Workset tabs are located below the Business Package tab (i.e. ESS, MSS, etc.).

 

 Click the icon for the Workset, 'My Personal Data.'

 

 Click the main hyperlink for the Workset, 'My Personal Data.'

 

Area: My Personal Data

Information:  The Area page includes all the associated web applications for that Workset, the links to access the applications, and a short description of each application (if applicable).

7. To go to the Tax Withholding Information service, click the hyperlink. 

Overview: Tax Withholding

8. To create a new Federal tax withholding record, click

Information:  Only 'New Hire' employees will have the option to create a new Federal tax withholding record.  After the initial set up is completed, employees will only have the ability to make changes.

Federal: Edit

9. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Tax Authority

Tax authority state for unemployment.

R

  

Filing Status

Filing status of the individual.

R

  

No. of Exemptions

The number of exemptions claimed by the employee

R

  

Non-Resident Alien

Employee whose legal residence status is Non-Resident Alien

R

  

Additional Withholdings

Items that are being with help for a payroll action

R

  

Tax Exempt Indicator

Indicating whether the individual is tax exempt or not.

R

  

Information:  ESS will only allow employees to select the following Tax Exempt Indicators:

_ Not Exempt

_ Exempt, Reportable

Any other tax exempt types must be maintained through BEST Shared Services (e.g. Exempt/Not Reportable or Exempt/Partially Reportable).

Information:  'Certify' the tax withholding information you entered by selecting the checkbox .  Checking this box is similar to an e-signature to certify the information entered.  The system will not allow you to save the record until this checkbox is selected.

Caution:  When creating or changing records, please be aware of how the system defaults the validity dates.  This is especially important for payroll processing.

· Valid as of Future Date

_ The system will default a start date that is seven days out in the future.  For example, if today is 02/15/2008, ESS will default a start date of 02/22/2008.

_ Employees have the ability to use a start date further out into the future, but the +7 Day out default is the minimum allowed in the system.

.

10. Performing one of the following:

If

Then

 You want to continue and save the Tax Withholding Information.

 Click

 You do not want to save the information entered/changed and navigate back to the Tax Withholding Information overview page.

 Click 

 You want to cancel all activity in the Tax Withholding Information service and navigate back to the Area page.

 Click

 

11. For the purposes of this exercise, click

Federal: Review and Save

12. To save the Federal tax withholdings, click

Federal: Confirmation

13. Performing one of the following:

If

Then

 You want navigate back to the Tax Withholding Information Overview page to display or maintain additional tax withholding data.

 Click

 You want to navigate back to the My Personal Information Overview page.

 Click 

 You want navigate all the way back to the main ESS Overview page.

 Click

 

14. For the purposes of this exercise, click the hyperlink

Tax Withholding Information: Overview

Information:  Once the initial 'Federal' record is created, the button and option to create a 'New' record is no longer available for selection.  However, employees have the option to edit this record and input an effective date for the revised record.  See previous note for cautions for dates when creating records in the system.

15. To create a new State record, click

State: Edit

16. Create a new State tax withholding record by entering the same fields as described in the previous steps.  Save the record.

Tax Withholding Information: Overview

Information:  To delete an existing State tax withholding, click .  When the 'delete' action is executed, the record will be delimited in the system with an End Date that is equal to the previous day (from the day you make the change in the system).

Caution:  If you previously updated your Permanent Residence and made an In/Out State change, you must also update your Tax Withholding Information.

Reference:  Permanent Residence records are maintained in the ESS Addresses service. See BPP ESS-MyPersInfo_Addresses.doc

17. The system task is complete.

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