Nell Dees Temple College

1
You Want Me to Pay Who? Where??

• Nell Dees - Temple College
• nell.dees_at_templejc.edu

2
Objectives

• At the end of this presentation you will know
  how to
• Prepare for downloading tax tables
• Get to the State Tax Web Site
• Download tax tables
• Upload tax tables into Datatel
• Run the Import Process
• Use Troubleshooting Tips and Techniques
• Use the Lessons Learned

3
Step 1
Preparing Colleague for Tax Table Import
4
There are Two New Fields

• The two new fields that were added to the
  TAXCODES file are
• Filing Status
• Tax Category
• These fields have to be updated on a per tax code
  basis.

5
Filing Status Field

• This field is controlled by the Datatel
  maintained TAXCODE.FILING.STATUSES validation
  code table.
• Since the filing status was probably noted in the
  description or ID of the Tax Code, instead of a
  stored data field, you will need to evaluate each
  tax code and determine which filing status to
  enter on the TAXC form.

Select the Appropriate Filing Status
6
Filing Statuses Validation Code Table
7
Tax Category Field

• This new field helps to determine the purpose of
  the tax code. For example, if the tax is for a
  non-residential tax, you can specify that in this
  field.
• Like the new Filing Status this data was never
  stored in this field, so you need to define each
  tax category on the TAXC form.

Select the Appropriate Tax Category
8
Tax Category Field (continued)

• The Tax Category field is controlled by the user
  defined TAXCODE.CATEGORIES but you will need set
  up the first special processing codes
  for StatetaxII.
• This will allow you to add code for use beyond
  StatetaxII.
• This validation code table is delivered with
  default values.

9
Tax Category Field
Can Be Up to Four Characters
10
Tax Types

• Only certain categories are valid for a
  particular tax type. For example, a STATE tax
  type can use a RI (Resident Income Tax) category,
  but never uses a SN (Non-Resident Supplemental
  Tax) category.
• If an invalid tax category is associated to a tax
  code, an error message is issued at the time the
  Import Tax Table (IMTT) process is run.

11
New File Translate Tables

• TAXTABLE.STATE.CODES
• Use this table only if you dont use the standard
  U.S. Postal Service state abbreviations.
• This table corresponds to the State Abbreviation
  Field on TAXC.
• If you use the standard USPS abbreviations, no
  setup is required.

• TAXTABLE.LOCAL.CODES
• Use this translate table for ANY local tax codes.
• This table corresponds to the Taxing Entity Code
  field on TAXC.
• StatetaxII provides you with a list of locality
  codes for you to reference with this table.

12
How It Corresponds to the State

• The table listing should correspond to the State
  field on TAXC.

13
How It Corresponds to the Local

• You will enter the local government ID code from
  the FLTT table TAXTABLE.LOCAL.CODES.
• This may include Insurance, City, County, School
  District, or Local withholding.

14
Step 2

• Pulling the Tax Tables Down Now we will actually
  go to the web site and pull down the tax tables.

15
Where Will I Put the Tables?
Create a folder called Tax Tables on the hard
drive of your computer.
16
Where Do My Tables Come From?

• Access the Independent Systems website at
  www.taxrates.com
• Each school has their own user ID and password
  from Independent Systems.
• Enter the User ID and Password in the User
  Login Section.

17
What Happens Next?

• Once you have logged in, you will be taken to
  this screen which allows you to download and/or
  make changes.
• Select the appropriate radio button to choose an
  option.

18
Choosing Your States

• If you choose Edit Account Information, you will
  be taken to a screen showing your college and
  contact information as well as states you have
  chosen to obtain tax tables for.
• Once you have all of the information completed,
  click on Save and you will be returned to the
  previous screen.

19
Now We Are Ready to Download

• You may now click on Download to go to the next
  screen and begin downloading your tables.

20
Make It a Trusted Site

• You will need to make this a trusted site
  before you can download the tables.
• To do this, enter the website address in the Add
  This Website to the Zone field and then click
  Add.
• Then you will click Continue.

21
Lets Pull Them Down!
Save the tables to your Tax Tables folder that
you created earlier on your hard drive.
22
Step 3

• How Do I Get ThemInto Colleague?

23
Unzip The Tables

• Once you have downloaded the tax tables, you will
  need to go to the Tax Tables folder on your hard
  drive and open and review them.
• Open the .ZIP file and examine the contents.
• There will be several files with a .txt
  extension.
• These are the comma delimited files containing
  the tax rate table data.

24
What Is In The Folder?
25
What Is In The Text Files?

• The tax information that you will import is
  enclosed within the several tables you pulled
  down from the web.
• You will move each of these tables into Colleague
  into a directory of your choice via FTP.

26
Where Do We Go From Here?

• The first thing you need to do is decide a
  consistent place to put your tax tables and set
  the pathway on the screen.
• OR
• You can have your I.T. Staff create an entry in
  the VOC file to lead your process to a specific
  location to find the files.
• We chose to put ours in our PAYROLL.EXPORTS by
  following the absolute path
• cd /datatel/wrk17/ctest17/DATA/DATA_P/D_PAYROLL.E
  XPORTS

27
Here We Go!
We chose to put it in a paragraph and save it to
make it easier.
28
How?

• You will need to be able to FTP the files up to
  the Colleague box.
• You will need to log in with your Datatel
  username and password to accomplish this.

29
Moving On Up

• Once you have logged on, you will need to walk
  the pathway to the location you wish to upload
  the tax tables to on the right-hand side of the
  screen.
• Then you will need to find the location of the
  tax tables you just downloaded.
• Click the right arrow button to move the tables
  up to the Colleague server.
• You will also need to be sure you have the data
  type set to ASCII.

30
How To Get Out

• Click Close to close your connection.
• Click Exit to Close the FTP package.

1
2
31
One Last Step Before We Can Import

• Go to the IMTT screen which is the screen we will
  use to do the Import and fill in the tax year.
• The Import From Directory field is where I have
  filled in the PAYROLL.EXPORTS from the Voc Entry
  or you can enter the absolute path.
• Enter the states you are importing tax tables for.

32
Last Step Continued

• Put a Y in Import Federal Income Tax Tables, FICA
  Tax Tables, FUTA Tax Tables, and EIC Tax Tables.
• In the last field on the screen enter all of your
  tax codes for each state and single, married,
  head of household and qualifying widow.
• Once all of these are filled, save and update.

33
Errors Anyone?
34
Are They There Yet??
35
One More Thing To Check
36
Step 4

• Troubleshooting and Lessons Learned

37
Common Error Messages

• ERROR Unable to update tax table for TAXCODES
  ID CA01, no state code specified
• Tax code requires a state abbreviation to be
  specified in order to update the appropriate
  table in HR. The STATE, INSURANCE, LOCAL, CITY,
  COUNTY and SDIST tax types.
• ERROR Unable to update tax table for TAXCODES ID
  CA01, no filing status specified.
• Tax code that requires a filing status. The
  STATE, FWHT, and EIC tax types require a filing
  status.
• ERROR Unable to update tax table for TAXCODES
  ID CA01, invalid status specified.
• Some taxes, like Federal Income tax only allow
  certain statuses (Single or Married).

38
Common Error Messages (continued)

• ERROR Unable to update tax table for TAXCODES
  ID CA01, no state code specified.
• Most tax codes require a tax category - STATE,
  INSURANCE, LOCAL, CITY, COUNTY, SDIST and FICA.
• ERROR Unable to update tax table for TAXCODES ID
  CA01 invalid category specified.
• Certain tax categories are limited to the tax
  type.
• ERROR Unable to update tax table for TAXCODES
  ID CA01, no taxing entity specified.
• LOCAL, CITY, COUNTY or SDIST tax codes that have
  no Taxing Entity Code specified.

39
Common Error Messages (continued)

• ERROR Unable to update tax table for TAXCODES
  ID CA01, no State Tax PC Tables found.
• Appears when there is a problem with setup. For
  example, if you have defined a tax code with an
  incorrect Taxing Entity Code and the process is
  unable to find a matching table in StatetaxII.
• ERROR Unable to open file stattaxa.txt, from
  directory.
• This error will appear if the file specified is
  not found in the directory or if the directory
  does not exist.
• CHALLENGE When the tables were first put out
  they came with the names in capital letters and
  Datatel had the program hard coded in all lower
  case.
• Datatel requested that Independent Systems change
  their programming.

40
We Got Them Paid!
41
Questions?