For each scenario identified in the reports, a specific action needs to be performed by the agency as described below:
For each employee who appears on the report, the agency must review the Address tab on the Personal Data page in PayServ. The agency must correct either the postal code or the county value.
Incorrect County Value
For employees who appear under the first message, the agency must review the Address tab on the Personal Data page in PayServ. The agency must correct either the postal code or the county value.
Enter county value and confirm tax locality information and Enter county value to indicate why locality is not necessary
For employees who appear under the second and third messages, the agency must determine the county value for the employee and populate the county value in the Address tab on the Personal Data page. The agency also must verify that P0001 is entered on the Employee Tax Data page for employees who reside in counties within the taxable jurisdiction of New York City.
Update Employee Tax Data
For employees who appear under the fourth message, the agency must verify that the county value that is displayed in the Address tab on the Personal Data page is correct for the employee and insert P0001 in the Employee Tax Data page.
Instructions to perform these actions are as follows:
- If the county field must be populated, the agency should contact the employee to obtain the information. If that is not possible, the following tools are available to determine the correct county:
- Sales Tax Jurisdiction and Rate Lookup website found at http://www.tax.state.ny.us/nyshome/online.htm may help determine if the address lies within New York City.
- The United States Postal Service website found at http://zip4.usps.com/zip4/welcome.jsp may help in determining an error in postal code.
- Instructions to populate the county field:
- Navigate to the employee’s Personal Data page:
Home > Administer Workforce > Administer Workforce (GBL) > Use > Personal Data
- Under the Address History tab, insert a row with an effective date of the day after the employee began residency in that county. (For example, if the employee moved to Queens on June 12, insert a row with the effective date of June 13.) If the employee has been in the county for longer than 2009, make sure there is a row with a county entered effective dated at least as far back as January 1, 2009.
- Populate the county in which the employee resides. Use the entire name of the county. Do not use abbreviations. Accurate county spelling is necessary.
- Save the page.
- If the employee needs a historical entry (any row behind the current row, but still in effect in 2009) updated or corrected, please send an email to the Tax and Compliance mailbox. Include the employee’s name, the last four digits of the EmplID and a brief outline of the corrective action that is necessary.
- If an update to the Tax Locality information is required,
- Navigate to the employee’s Tax Data page: Home > Compensate Employees > Maintain Payroll Data (US) > Use > Employee Tax Data
- Insert a row using an effective date of the first day of the pay period being processed.
- Click on the Local Tax Data tab and populate the locality value with P0001 (three zeros) and make sure the resident box is checked.
- Save the page.
Please be aware that employees may appear more than once on these reports. Agencies must take specific action based on each message on the report and more than one entry may need to be updated.
Please notify OSC of corrections and/or updates by sending an email to the Tax and Compliance mailbox by September 18, 2009.
Note: Agencies must populate the county field for all future hires and updates to addresses. This will eliminate the appearance of these employees on subsequent Control-D reports.