The tax data captured during the New Hire’s onboarding process is populated here. The highlighted fields must be entered if they need to be sent to ADP. Please consider the following points while completing this section:
Federal Tax
When exempt is indicated on the Federal withholding
the Deductions, Dependent Amount, Other Income and Federal Additional Tax Amount fields will not be present under Federal Tax sub-section. The “Do not calculate Federal Income Tax” check box will be defaulted as selected.
| When exempt is indicated on Federal Tax Withholding |
|---|
|
If exempt is not indicated on the Federal withholding, then the fields will display values populated from the New Hire's Federal Withholding form.
| When exempt is not indicated on Federal Tax Withholding |
|---|
|
State Tax
When exempt is indicated on work state withholding
there will be no values in the state marital status, exemptions, and additional tax amount fields and the tax details should be updated manually in ADP under the employee's Pay Profile. For more details, please click here.
 |
If the employee working or living in one of these states/providences: AZ, CT, GA, MO, NY, MS, NC, PR
the percentage withholding from gross taxable wages should be updated manually in ADP under the employee's Pay Profile. Instructions for these transactions will be provided at the top of this section. For details on adding the tax information in ADP, please click here.
|
State's Additional Tax Amount field is restricted to accept only three digits and less
The additional withholding amount per pay period captured from the New Hire's state withholding form is populated under the State Tax section on this page in the State's Additional Tax Amount field. However, if the value entered on the state withholding form exceeds three digits, it will not be displayed in this field due to restrictions. In such cases, if the value needs to be added, you will need to enter it manually in ADP.
| Additional withholding amount entered on the State Withholding Form |
|---|
|
| State Additional Tax Amount in Complete Job Details |
|---|
|
When SUI/SDI tax code relevant to the work state is not indicated in Complete Job Details:
the default SUI/SDI value set for the Company will be updated in ADP.
To select SUI/SDI Tax Code, click on the prompt and select a value relevant to the work state.
|
The prompt will display all the SUI/SDI Tax Codes synced from ADP. From the list, select the relevant SUI/SDI Tax Code for the work state. This will populate the selected code and its description on the Complete Job Details page.
Note: To update the description of any SUI/SDI Tax Code, the change must first be made in the ADP setup and then synced through ADP Related Configuration in Organization Management. Only System Administrators can perform this sync. Once updated, the new description will appear in the SUI/SDI Tax Code prompt for transactions where Complete Job Details is still pending or editable. However, these changes will not be reflected in transactions where the data has already been sent to ADP.
|
|
If the code relevant to the work state doesn't exist, you may leave the SUI/SDI code as blank on the Complete Job Details page. In ADP, the SUI/SDI Tax Code will be updated with the default value set for your Company. For more details on setting the default value in ADP, please click here.
Note:
If an SUI/SDI Tax Code is made inactive in ADP, it will not be synced to Smart Onboarding and will no longer appear in the SUI/SDI Tax Code prompt.
If an SUI/SDI Tax Code is deactivated in ADP after completing the Complete Job Details activity for a transaction, you can edit the activity and update the SUI/SDI Tax Code with an active value, provided the data has not yet been sent to ADP.
For transactions where the data has already been sent to ADP, this change will have no effect. Even if the code is later made inactive in ADP, it will still appear on the Complete Job Details page for those transactions. In such cases, update the relevant active code in ADP.
With an invalid SUI/SDI Tax Code, the following error message will be displayed on the "Send Candidate Data to HR" page when the data is pushed to ADP.
|
Local Tax
If an employee is working or living in Ohio (OH), Pennsylvania (PA) and New York (NY)
the Tax Entry section will include Local Tax details. This section contains additional fields specific to these states for capturing local tax codes. The field prompt will display the synced local tax codes from ADP for the relevant state, allowing HR Specialists to select the applicable code. If the employee's work or residence state is not one of these three, the Local Tax section will not be visible.
Local tax fields by state:
- Ohio (OH): OH(Ohio) School District
- Pennsylvania (PA): PA LST Local 4 and PA Local 5
- New York (NY): NY MTA Local
Selecting local tax codes is optional; however, if chosen, the selected values will be updated in the employee’s "Local Tax Withholding" section in the Pay Profile when their data is sent to ADP. For more details on locating these fields in ADP, please click here.
Here are a few examples of the Tax Entry section with Local Tax details available:
| Work or residence states = OH & PA |
|---|
|
| Work or residence states = NY & PA |
|---|
|
| Work or residence states = OH & NY |
|---|
|
| Work or residence state = PA |
|---|
|
To select a code, click on the field lookup.
|
The synced local tax codes from ADP for the relevant state will be available as a list. Select the applicable value from the list.
|
The selected value will be displayed in the Local Tax section and will be updated in ADP when the New Hire's data is integrated.
|
