Business Requirements Document SR Correction to PPP6004 Report for State Wage and Withholding Reporting

Transcription

1 Business Requirements Document SR Correction to PPP6004 Report for State Wage and Withholding Reporting 1

2 Document Information Document Attributes Information ID Owner Payroll Coordination and Tax Services Author(s) John Barrett Contributor(s) Peter Parker, Marcia Johnson Revision History Version Issue Date Changes /17/ st Draft 1.1 1/16/2014 B. Burkart added to proposed strategy /17/2014 Peter Parker revise proposed strategy. Document Approvals Role Name Signature Date Controller Peggy Arrivas 2

3 Table of Contents 1 Overview Product/Solution Scope

4 1 Overview The objective is to correct the error in the PPP6004 Tax Reporting UI Wages and California State Withholding Tax. 1.1 Background Campuses use the PPP6004 report to complete the DE9, which is the California Quarterly Contribution Return and Reporting of Wages that is quarterly filed with the Employment Development Department (EDD). Several campuses have reported an error with the output provided by the report that is causing reconciliation issues at the end of the quarter. A survey of campuses indicated that Berkeley, Irvine, Los Angeles, Riverside, San Diego and Santa Barbara have all reported problems with this report, but it appears that all campuses are affected. The error occurs with rush checks that are processed after the last compute with a paydate in the current quarter and before the first of the month. California taxable wages are reported for these checks but not the California income tax withheld. The result is the campuses spend numerous hours reconciling the data so that they can properly report to the state the tax withheld for each impacted employee. This entails the filing of the Form DE9-ADJ. The report currently does not tie to the PPP4106 report when this error occurs. Research by UCOP IT indicates that this problem began with the implementation of the ORCA subsystem that automated the creation of hand drawn (rushed) checks, cancellations, and overpayment processing. 1.2 Objectives The objective is to correct the error in the report that will allow campuses to rely on the totals provided by the PPP6004 report, and that results in the PPP6004 report reconciling to the PPP4106 report. 1.3 Related Projects & Dependencies 4

5 1.4 Stakeholders Acronym Description Role * Authorize Has ultimate signing authority for any changes to the document R Responsible Responsible for creating this document A Accountable Accountable for accuracy of this document (e.g. project manager) S C I Supports Consulted Informed Provides supporting services in the production of this document Provides input Must be informed of any changes Name Position * R A S C I John Barrett Manager X X X X X Marcia Johnson Senior Analyst X X X X Peter Parker X X X Peggy Arrivas Controller X 1.5 Proposed Strategy All of the withholding amounts for any given tax year will be correctly indicated on the PPP6004 report and reported accurately on a quarterly basis to the state and at year end. All rush checks will be properly reported in the current tax year. There should no longer be a reason for campuses to prepare DE9C-ADJ to correct for wages related to rush checks. IT will provide training instructions for campuses to follow when handling the state tax reporting of rush checks based on this new process. To make timely implementation possible, changes will be released in two phases: Phase 1 will correct the errors that have been occurring in the 1 st, 2 nd, and 3 rd quarters. Phase 2 will correct the errors that have been occurring in the 4th quarter. 5

6 The problem can be resolved (for the 1 st, 2 nd, and 3 rd quarters) by changes that correctly synchronize rush checks created in the end of quarter problem time window with the processing quarter set by quarterly file maintenance. The problem can be resolved (for the 4th quarter) by changes that force rush checks created in the 4 th quarter end of quarter problem time window to be held in the abeyance file until the first month of the next quarter (which is January of the new year) and then processed by a cleanup compute and reported to the state as part of the 4th quarter of the prior year. This solution is currently in use by some campuses that take care to mark all rush checks created in the 4 th quarter end of quarter problem time window as Prior Year and then processing them in a cleanup compute that processes Prior Year transactions pulled from the abeyance database. Changes to PPS to make this the standard process for all campuses are required. 1.6 Glossary N/A 2 Product/Solution Scope 2.1 Included in Scope 2.2 Excluded from Scope 2.3 Assumptions & Constraints ID Assumption / Constraint 2.4 Outstanding Items ID Description 6