Windstar International Tax Navigator Interface for Banner Handbook. Release , Revision 1 March 2011

Transcription

1 Windstar International Tax Navigator Interface for Banner Release , Revision 1 March 2011

2 Banner, Colleague, PowerCAMPUS, Luminis and Datatel are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, DegreeWorks, fsaatlas, Course Signals, SmartCall, Recruiter, MOX, ILP, and WCMS are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners Ellucian. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question. In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. Prepared by: Ellucian 4375 Fair Lakes Court Fairfax, Virginia United States of America Revision History Publication Date February 2011 March 2011 Summary New version that supports Windstar International Tax Navigator Interface for Banner 8.4 software. Changed 8.4 to on Title page and in footers.

3 Windstar International Tax Navigator Interface for Banner Contents Chapter 1 Overview System Requirements Chapter 2 Preparing for the Windstar Interface Process Flow Data Set Up in Banner Data Upload Process in Banner Data Download Process in Banner Chapter 3 Banner Forms Support Validation Forms Address Type Code Validation Form (STVATYP) Crosswalk Validation Form (GTVSDAX) Rule Forms Third Party Code Rule Form (PTRTPCD) Foreign Person Interface Rules Form (PTRFPIN) Tax Code Rules Form (PXATXCD) Application Forms Employee Benefit or Deduction Form (PDADEDN) Adjustment Processing Form (PHAADJT) History Deductions Form (PHCDEDN) Procedure Processing Pay Events for 1042-S or Non-Resident Alien Employees March 2011 Windstar International Tax Navigator Interface for Banner iii Contents

4 Chapter 4 Reports and Processes S Upload Process (XPEP1042) Report Sample 1042-S Upload Process (XPEP1042) S Download Process (XPDP1042) Report Sample 1042-S Download Process (XPDP1042) Field Map - Windstar Payment Information Data Export (payment.dat) and Banner Chapter 5 Technical Information Tables Individual Information Upload Repeating Table (PERINDV) S Information Upload Repeating Table (PER1042) Windstar Payment Information Repeating Table (PDR1042) Foreign Persons Income Deduction Rule Table (PTRINCD) Foreign Persons Citizenship Rule Table (PTRCITZ) Flat File Column Definition Rule Table (PTRFILE) Third Party Vendor Code Validation Table (PTVTPCD) Third Party Category Code Base Table (PTVBTPC) Third Party Category Code and Map Column Repeating Table (PTRTPCM) Third Party Category Code Repeating Table (PTRTPCS) Seed Data PTVTPCD4.SQL PTVBTPC4.SQL PXRTXCD1.SQL PTRFILE1.SQL PTRFILE4.SQL PTRFILEU SQL Windstar Payment Information Data Export (payment.dat) mappings to Banner iv Windstar International Tax Navigator Interface for Banner March 2011 Contents

5 Troubleshooting T-1 XPDP1042 Warnings and Error Messages T-1 Citizenship Information T-1 Recipient Information T-2 Benefit or Deduction Information T-2 Treaty Creation T-6 March 2011 Windstar International Tax Navigator Interface for Banner v Contents

6 vi Windstar International Tax Navigator Interface for Banner March 2011 Contents

7 1 Overview Non-resident aliens who work in the United States are subject to federal income tax withholding on all income earned from U.S. sources. The tax rate depends on whether it is considered work-related income or classified as non-wages (such as interest, dividends etc.) Some non-resident aliens can reduce or completely eliminate their federal income tax withholding if they are residents of one of the many countries that the United States has tax treaties with. Now in addition to setting up and specifying benefits/deductions for each individual, Banner Human Resources provides a means by which you can verify the accuracy of benefits/deductions set up in Banner. This is accomplished via a third party interface that takes into consideration an individual s resident status and their benefits or exemptions under a corresponding U.S. tax treaty. It is in this area that the Windstar International Tax Navigator system s functionality comes into effect. The Windstar International Tax Navigator system has the capability to conduct a Substantial Presence Test (SPT) which evaluates an individual s Tax Residency status (NRA or RA), FICA exemptions, and consequently determine the benefits and/or exemptions he/she is entitled to, under the relevant U.S. Tax Treaty. This information can now be used to set up appropriate benefit/deduction codes in Banner Human Resources for foreign nationals employed by your institution. The two-way interface facilitates the transfer of data between the Windstar International Tax Navigator and Banner. It enables you to: Export employee data from Banner to perform the Substantial Presence Test (SPT) and identify the related benefits/deductions that the individual is eligible for, as per the treaty analysis in the Windstar International Tax Navigator. Import data resulting from the SPT and treaty analysis in the Windstar International Tax Navigator and set up appropriate benefits/deductions for relevant individuals in Banner Human Resources. System Requirements Install the following minimum release of Windstar Tax Navigator : Minimum Required Windstar Tax Navigator Release: 960f Install the following minimum Banner product releases to use with the Windstar Interface: Minimum Required Banner General Release: 8.4 Minimum Required Banner Human Resources Release: 8.4 Minimum Required Banner Position Control Release: 8.4 March 2011 Windstar International Tax Navigator Interface for Banner Overview

8 1-2 Windstar International Tax Navigator Interface for Banner March 2011 Overview

9 2 Preparing for the Windstar Interface This chapter provides instructions on how to: 1. Set up data in Banner for the Windstar interface 2. Export data from Banner into Windstar 3. Import data from Windstar to Banner Process Flow The entire data set up and transfer process between Banner and Windstar can be summarized into three main steps: 1. Setting up appropriate forms and data in Banner, in preparation for the upload process. Refer to the Tax Administration Procedures in the Human Resources User Guide for detailed set up instructions. 2. Export data by means of an upload process from Banner for evaluation and analysis in the Windstar International Tax Navigator. 3. Import data from Windstar by means of a download process in Banner to set up and/ or update citizenship, recipient, and benefits/deductions in Banner as per the analysis by the Windstar International Tax Navigator. Note Deduction Types 21 and 22 are for reporting of state tax withheld and exempt wages for states honoring tax treaties. SunGard Higher Education recommends implementing these deduction types at the beginning of the payroll tax year to simplify their utilization in relation to treaty deductions for states. If your site makes the transition after the first payroll of the tax year has been run, manual payroll adjustments have to be made to transfer State Deduction Type 04 amounts to the treaty State Deduction Type 21 along with any applicable treaty allowance for Deduction Type 22. See the Tax Code Rule Form (PXATXCD) and the Employee Benefit/ Deduction Form (PDADEDN) for more information. March 2011 Windstar International Tax Navigator Interface for Banner Preparing for the Windstar Interface

10 This is a flowchart of the entire interface process. Detailed instructions to implement each step are provided in the following pages. 2-2 Windstar International Tax Navigator Interface for Banner March 2011 Preparing for the Windstar Interface

11 Data Set Up in Banner To set up relevant data and forms in Banner in preparation for the data upload into Windstar: 1. Create or verify the U.S. Address and Foreign Address codes on the Address Type Code Validation Form (STVATYP) for use on the Crosswalk Validation Form (GTVSDAX). 2. Set up new Internal Codes for the 1042 U.S. and Foreign addresses used with the Windstar interface on the Crosswalk Validation Form (GTVSDAX). 3. Create Translation records on the Crosswalk Validation Form (GTVSDAX) if your states do not use an S to represent a status of Single. Note For an example of the form setup, see the Crosswalk Validation Form (GTVSDAX) on page Set up Citizenship codes for Resident Alien (RA) and Non-resident Alien (NRA) on the Citizenship Type Code Validation Form (STVCITZ). 5. Create or verify 1042-S country codes on the Nation/Country Cross-Reference Rules Form (PTRNATN). These codes are used for treaty deduction setup and 1042-S reporting. 6. Create or verify EDI equivalent codes for states and provinces on the State/Province Code Validation Form (STVSTAT). These codes may be used in the person's address on the Identification Form (PPAIDEN) and thereby included in the upload process. The STVNATN_EDI_EQUIV value is used only when the PTRNATN_1042S_CDE column is Null. 7. Verify or create new Benefit/Deduction Types 21 - State Tax-1042S Reportable and 22 - State Treaty Exempted, on the Benefit/Deduction Type Validation Form (PTVBDTY). 8. On the Tax Code Rule Form (PXATXCD), Set up State Income Tax codes to be used with the new benefit/deduction types 21 and 22 for those states that honor federal treaties. Set up is similar to the regular state tax code(s). Review Tax codes on PXATXCD to identify Income Code Subtypes for Scholarship and Fellowship awards, e.g., FD15L and PA15L. These provide a March 2011 Windstar International Tax Navigator Interface for Banner Preparing for the Windstar Interface

12 common link for data fields in Banner and Windstar International Tax Navigator. Note See the Tax Code Rules Form (PXATXCD) on page 3-6 for more information. 9. Create Country Code filing status records for the new State Tax codes on the Tax Filing Status Rule Form (PXAFSTA). Specify the treaty allowance amount in the Minimum YTD Gross field. 10. On the Tax Setup Form (PXATAXS), enter the applicable Tax Percent or Graduated Tax Table on each combination of tax code and filing status defined on PXATXCD and PXAFSTA for the new State Tax codes created in Steps 8 and 9. Enable automatic population of the Option 3 field for federal treaty and federal income tax on the Employee Benefit/Deduction Form (PDADEDN), by performing the following steps: On the Tax Setup Form (PXATAXS), enter the Tax Code and Filing Status, and then select Next Block Renumber any existing sequence numbers to allow for a new sequence number 1. Existing sequence numbers must remain in the same order, just with a one-up number from the original Save the record Now enter the sequence number 1 with the following values: Field Value Option Code 3 Multiply/Add Amount Tax Code Indicator Multiply (or the amount specified by the IRS for the specific year.) None All other fields are null Save the record Repeat the above steps for all affected combinations of Tax Code and Filing Status. 2-4 Windstar International Tax Navigator Interface for Banner March 2011 Preparing for the Windstar Interface

13 11. Create Treaty State Tax deduction records on the Benefits/Deductions Rule Form (PTRBDCA) utilizing the new State Tax codes created on PXAFSTA. Set up the Benefit/Deduction Type 22 with a higher calculation priority than Type 21. Set up the Benefit/Deduction Type 21 with a lower calculation priority than set for Type 22. Then associate Type 22 to Benefit/Deduction type 21. Enable automatic population of the Option 3 field on the Employee Benefit/ Deduction Form (PDADEDN) for federal treaty and federal income tax, by performing the following steps: On PTRBDCA, enter the Benefit/Deduction Code for the affected Federal Treaty deduction and/or Federal Income Tax Select Next Block to move to the Definition of Options and Amounts block Enter a Title for Option 3, for example, Add Grs Select Optional for the type of Entry Save the record Repeat steps (a) through (e) for all affected deductions. Note It is highly recommended that a new Federal Withholding Tax Code for Federal Income Tax for Non-resident Aliens be created, just like the FD Tax Code (for example FDNR). This allows the complexity of the NRA taxation requirements to be kept when new Federal Withholding Tax Table updates are posted. Set up Filing Status on PXAFSTA for the new Tax Code and finally the NRA Federal Withholding tables on PXACALC. Contact the ActionLine if you need help creating new taxation rules 12. Verify all relative benefits/deductions have been created for the non-resident alien benefit category on the Benefit Category Rules form (PTRBCAT). 13. Verify all states being used for payroll taxes have been identified on the Employer Rules Form (PTREMPR) in the Employer State Information block. 14. Now, based on the SPT and treaty analysis, set up the Windstar International Tax Navigator values that are to be mapped on the new Third Party Code Rule Form (PTRTPCD). Note See the Third Party Code Rule Form (PTRTPCD) on page 3-3 for more information. March 2011 Windstar International Tax Navigator Interface for Banner Preparing for the Windstar Interface

14 These values will be recognized by Banner when data is downloaded from the Windstar International Tax Navigator. The codes set up in this form will be used to map data between Banner and Windstar International Tax Navigator on the Foreign Person Interface Rule Form (PTRFPIN). 15. Next, on the Foreign Person Interface Rule Form (PTRFPIN), map data fields for benefits/deductions and citizenship codes in Banner with corresponding Windstar International Tax Navigator values. See the Foreign Person Interface Rules Form (PTRFPIN) on page 3-4 for more information. These Banner fields will be used with the corresponding Windstar fields to create and/ or update relevant benefit/deductions and citizenship values, for employees, as identified on the PTRFPIN mapping form. See the Employee Benefit or Deduction Form (PDADEDN) on page 3-7 for more information on how the XPDP1042 process affects benefits and deductions. Note This is a one-time set up to map corresponding fields between the two systems. However, maintenance can be performed at any time, if needed. 16. Set up the Treaty State Tax deduction codes, created in previous Steps 7-11, on the Tax Reporting Rules Form (PXAREPT) for 1042-S and Tax Deposit reporting (PXRTDEP): Tax Report Code Box # Box Name State Income Tax Withheld TDUG 5 State Income Tax W2 16XX State Gross W2 17XX State Tax XX: represents the characters identifying the state. XX: represents the characters identifying the state. See Chapter 6, Payroll Processes of the Banner Human Resources User Guide for information on the PXAREPT setup table for different reporting needs. 17. Create new employee records in Banner, e.g., PPAIDEN, PEAEMPL, GOAINTL and NBAJOBS. The Visa Type and Nationality information is used from the GOAINTL form in the XPEP1042 process. 2-6 Windstar International Tax Navigator Interface for Banner March 2011 Preparing for the Windstar Interface

15 18. Now upload employee data from Banner to Windstar International Tax Navigator for data analysis. Data Upload Process in Banner Perform the following steps in Banner Human Resources to provide employee data for the Substantial Presence Test (SPT) and treaty analysis in the Windstar International Tax Navigator: 19. Run the 1042-S Upload Process (XPEP1042) in Banner. See the 1042-S Upload Process (XPEP1042) on page 4-1 for more information. The upload process creates two data files, indviff.ext, containing employees personal information, and pymtiff.ext, containing 1042-S data and Year-to-Date payment information for each Citizenship code specified in the parameter(s). Institutions may choose the frequency of when to run the interface processes according to their own needs. For example, before each pay period, quarterly or annually. 20. Manually transfer these data files to the server where the Windstar International Tax Navigator is located. Note You may need to confer with your IT Department to perform this step. 21. Perform the Substantial Presence Test (SPT) and treaty analysis in the Windstar International Tax Navigator. Refer to the Windstar International Tax Navigator documentation for use of the Windstar program. Note Windstar International Tax Navigator captures the results of the analysis of each employee in a.dat data file. Note The captured information includes citizenship information, recipient information and benefits/deductions that can be availed from the corresponding Tax Treaty. Windstar recommends running the Batch Substantial Presence Test and Treaty Analysis before exporting data to avoid missing records for evaluation. Data Download Process in Banner Perform the following steps in Banner to prepare for data download and set up benefits/ deductions in accordance with the tax analysis performed by the Windstar International Tax Navigator for accurate 1042-S reporting: March 2011 Windstar International Tax Navigator Interface for Banner Preparing for the Windstar Interface

16 22. Run the Batch Processor Application in the International Tax Navigator to first create the export data file. This data file is read by the 1042-S Download Process, XPDP Copy the export data file into the Banner directory within the path identified by the environment variable $DATA_HOME, on the server in which Banner has been installed in your institution. Note You may need to confer with your Information Technology Department to perform this step. 24. Rename this outfile_.txt file as payment.dat. 25. This data is now ready to be read and downloaded into Banner via the 1042-S Download Process (XPDP1042). 26. Run the 1042-S Download Process, (XPDP1042) with desired parameters. This process can be run in the Report (R) mode or the Process (P) mode. See page 4-11 for more information. Note It is recommended that you initially run the process in the Report (R) mode. In this mode, the system displays all changes that would result from the data file input, without actually updating the records in the database. An error report, if applicable, and a Log file are also generated. The process reads the payment.dat file located within the path identified by the environment variable $DATA_HOME. This allows for the update of specific fields for citizenship and recipient, and the creation and/or change of benefits/deductions appropriate for relative employees on PDADEDN, as evaluated by the analysis in the Windstar International Tax Navigator. 27. Review and correct any errors displayed in the report. For a detailed listing of errors and warning messages, refer to page T-1 of this handbook. 28. Re-run the download process, XPDP1042 in Report (R) mode. 29. Repeat Step 27 and Step 28 until all errors are resolved in Banner. This implies that employee data in Banner is on par with the Windstar International Tax Navigator s analysis. 30. Now, run the Download process, XPDP1042, in the Process (P) mode to implement permanent changes to the database. The process now updates 1042-S Recipient codes on PEAEMPL, Citizenship codes on PPAIDEN, and activates appropriate benefit/deduction records in PDADEDN for all employees based on the results of the Windstar analysis and the parameters 2-8 Windstar International Tax Navigator Interface for Banner March 2011 Preparing for the Windstar Interface

17 selected in the process. In response to IRS Code Section 3402 to determine the amount of income tax withheld from wages paid to non-resident employees in the United States, the Option 3 field on the Employee Benefit/Deduction Form (PDADEDN) is automatically populated for federal treaty deductions and federal income tax if desired. March 2011 Windstar International Tax Navigator Interface for Banner Preparing for the Windstar Interface

18 2-10 Windstar International Tax Navigator Interface for Banner March 2011 Preparing for the Windstar Interface

19 3 Banner Forms Support This chapter provides detailed descriptions of the Banner Human Resources forms, fields, and procedures for setting up data for the Windstar interface. Validation Forms Set up data on the following Human Resources validation forms in preparation for the Windstar Interface. STVATYP GTVSDAX Address Type Code Validation Form Crosswalk Validation Form Address Type Code Validation Form (STVATYP) The Address Type Code Validation Form enables you to establish address type codes for use on the Identification Form (PPAIDEN) and the Address List Query Form (PPIADDR). This form is shared with other Banner systems. Refer to the online help of Banner Student for detailed descriptions. Crosswalk Validation Form (GTVSDAX) Define two new codes to transfer U.S. addresses and Foreign addresses of employees from Banner to the Windstar International Tax Navigator application as follows: Note Address Types must exist on the Address Type Code Validation Form (STVATYP). A 1042USADDR record must be created and used as the Address Type on GTVSDAX and the Identification form (PPAIDEN) for the record to be selected in the 1042-S Upload Process (XPEP1042). 1. Enter two new internal codes, 1042USADDR and 1042FRADDR. 2. Enter a Sequence number of 1 for each code. 3. Enter the Group Code as ADDRESS. 4. Enter a short description for each code as shown in the form above. 5. In the External Code field, enter the Address Type code that has been created for U.S. and Foreign Addresses and used on the Identification Form (PPAIDEN). March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support

20 6. Save the new entries. Note Multiple GTVSDAX records may be created for U.S. and Foreign addresses by prioritizing each Address Type code using the Sequence field. This is similar to the use of address type prioritization for W2 addresses. States that do not use an S to represent a status of Single can use the Crosswalk Validation Form (GTVSDAX) to set up an equivalent value to be used with the XPDP1042 process. When a deduction record for Tax Type 04 is processed, the process does the following: Looks for the existence of a GTVSDAX record where the Internal Group Code is WINDSTAR, the External Code is S, and the state code is matched to the state code in the International Tax Navigator payment.dat file. If a match is found, the Translation Code associated with the External Code of S is used instead of an S for the Option 1 value when setting up the State Withholding deduction, Tax Type 04, on PDADEDN. Tax Type External Code Translation Code Option 1 04 Check GTVSDAX record with Group Code of WINDSTAR and External Code of S Any 1 or 2 character value Fill with translation code Not 04 Do not check N/A N/A GTVSDAX records must use the following format: The Internal Code is XX, where XX is the correct state abbreviation as used in the International Tax Navigator payment.dat file. The Group Code is WINDSTAR. The Description is State Filing Status. The External Code is S. The Translation Code is the code used by the state that represents a filing status of Single. 3-2 Windstar International Tax Navigator Interface for Banner March 2011 Banner Forms Support

21 Rule Forms Set up the following Human Resources rule forms for the Windstar Interface. PTRTPCD PTRFPIN PXATXCD Third Party Code Rule Form Foreign Person Interface Rule Form Tax Code Rules Form Third Party Code Rule Form (PTRTPCD) This new rule form allows you to select and set up Windstar Category codes with values that Banner should recognize when data is downloaded from the Windstar International Tax Navigator. Note Third party vendor codes and their corresponding Category codes are provided by SunGard Higher Education as seed data. For more details refer to the topic, Seed Data on page 5-2. The Category code values specified on this form are used for mapping data on the Foreign Person Interface Rule Form (PTRFPIN). Note You may specify more than one value for each Category code. Instructions To set up values: 1. At Third Party Code, select Windstar from a List of Values, to establish values for specific Category codes. The system displays a short description of the selected vendor (Windstar), by default. 2. Perform the Next Block function and move to the Category Codes block. The system displays the associated Category codes and descriptions for the Third Party Code selected in the Key block. 3. Select a specific Category code and perform the Next Block function to move to the Third Party Values block. March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support

22 4. At Value, enter a value for the selected Category code. Values to be entered here are defined in the Windstar Payment Export Information specification and should be obtained by contacting Windstar Technologies. Note Value characteristics are dependent on the Category code selected in the Category Codes block. For example, WSRES - 1 character alpha; (e.g., N - Non-resident Alien) or WSEXM - 2 character alpha/numeric; (e.g., 04 Exempt under Tax Treaty) 5. At Description, enter a brief description for the value of the selected Category code. 6. Repeat Steps 4 and 5 to associate more than one value with a selected Category code. 7. Save each record. At Activity Date, the system displays the date on which the records were last updated. Foreign Person Interface Rules Form (PTRFPIN) This rule form allows you to map corresponding data fields in the Windstar International Tax Navigator and Banner Human Resources. Access this rule form via Direct Access or from the Human Resources Administration menu. This form contains two blocks: Benefit or Deduction Block Citizenship Block Benefit or Deduction Block Based on the analysis provided by Windstar International Tax Navigator, identify benefits or deductions with specific combinations of Income Code, Exemption Code, and Income Code Subtype. Note Set up values for each of the fields listed above on the Third Party Code Rule Form (PTRTPCD). The 1042-S Download Process (XPDP1042), reads these records and creates and/or updates the relevant benefit or deduction for eligible employees, on the Employee Benefit or Deduction Form (PDADEDN). 3-4 Windstar International Tax Navigator Interface for Banner March 2011 Banner Forms Support

23 The combination of the Banner Benefit or Deduction, Income Code, Exemption Code and Income Code SubType makes each record unique. 1. At Benefit or Deduction select the Banner benefit or deduction code that should be activated by the 1042-S Download process (XPDP1042) from a predefined list of values. Note This form allows you to set up only those benefits or deductions which belong to Deduction Types: 01- Federal Income Tax, 02 - FICA, 08 - FICA Medicare, 04-State Income Tax, 20 - Federal Treaties, or 21 and 22 - State Taxes that honor treaties. See the topic Tax Code Rules Form (PXATXCD) on page 3-6 for more information on state tax set up. 2. At Income select the income code to be associated with the benefit or deduction from a predefined list of values (LOV) specified on PTRTPCD 3. At Exemption select an exemption code to be associated with the benefit or deduction and Income code from a predefined list of values (LOV) specified on PTRTPCD. 4. At Income Code Subtype select the value of the Income Code Subtype to be associated with the Income code. The system defaults an Income Code Subtype of N for Not Applicable. Note Income Code Subtypes are used with the Income code 15 for Scholarships and Fellowships. All other Income codes would be set up with a Subtype of N, the default value. 5. At User ID, the Banner ID of the user who last updated the record is displayed. 6. At Activity Date, the date on which the record was last updated, is displayed. Note The Banner XPDP1042 process looks at both the Treaty Benefits Allowed and Treaty Form Signed fields in the export file to set up any Treaty Benefit deductions of types 20, 21, or 22. Circumstances can exist where a non-resident or resident alien is fed into Banner from International Tax Navigator, even though the alien is not allowed a treaty benefit. These records are identified with an Exemption Code of WS. It is important to set up Treaty Benefits on the PTRFPIN form for the WS exemption code, as well as valid combinations. This ensures the termination of any invalid pre-existing treaty benefits from PDADEDN for ineligible aliens. For example: If an employee is given a Treaty deduction in Banner (F17) and the interface comes through with an Income Code of 17 and Exemption Code of WS, it will terminate the pre-existing Banner F17 treaty benefit. March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support

24 If the employee is given a Treaty deduction in Banner (F19) and the interface comes through with an Income Code of 17 and Exemption Code of WS, it will not terminate the pre-existing Banner F19 treaty benefit, because it does not match the interface Income Code. Citizenship Block Based on the SPT and treaty analysis provided by Windstar International Tax Navigator, associate Banner Citizenship codes with a combination of Residency Status and Visa Type. The 1042-S Download Process (XPDP1042) can also update the Citizenship status on PPAIDEN as established on this rule form. 1. At Citizenship, enter the Banner Citizenship code to be updated by the Download process XPDP At Residency Status, enter the residency status code associated with the citizenship code. For example, N (Non-Resident) or R (Resident Alien). 3. At Visa Type, enter the Visa Type code. This field is used to evaluate the citizenship status. Note This block basically allows you to specify citizenship codes as: Citizenship = Residency Status + Visa Type. 4. At User ID, the Banner ID of the user who last updated the record is displayed. 5. At Activity Date, the date on which the record was last updated, is displayed. Tax Code Rules Form (PXATXCD) Two Federal Tax codes have been delivered to populate seed data that identify Income Code Subtypes for Scholarship awards: FD15L, (Scholarship Living Expense) and FD15Q (Scholarship Qualified) This information is used as a common link to map data between Banner and the Windstar International Tax Navigator. Two state tax deduction types may be utilized for the recording and reporting of state taxes and treaty limits when federal treaties are honored: Deduction Type 21 - State Tax-1042S Reportable, allows for the distinction of State tax withheld on non-resident alien income when the State honors Federal treaties. 3-6 Windstar International Tax Navigator Interface for Banner March 2011 Banner Forms Support

25 Deduction Type 22 - State Treaty Exempted, allows for the accumulation and tracking of non-resident alien income within the treaty allowance. When a Treaty Allowance is greater than zero, the association of Deduction Types 22 to Type 21 will allow for the accumulation of income within the Federal Treaty Allowance (type 22) and then the state taxation of income over the Federal Treaty Allowance (type 21). The following design is suggested for creation of the state tax related PXATXCD records: In this position... use this convention... for this designation 1 and 2 <XY> Specific states that honor federal treaties. For example, PA for Pennsylvania, NY for New York 3 and 4 15 Scholarship/Fellowship grants 16 Independent personal services 17 Dependent personal services 18 Teaching 19 Compensation during training 20 Earnings as an artist or athlete It is not necessary to define all possible 1042-S codes. Define only the ones you expect to need at your site (but be sure they follow the naming conventions shown in the previous page). See Chapter 8, Tax Administration and Regulatory Reporting in the Banner Human Resources User Guide for more information on tax administration procedures. Application Forms The following forms have been modified for the Windstar interface: PDADEDN PHAADJT Employee Benefit or Deduction Form Adjustment Processing Form Employee Benefit or Deduction Form (PDADEDN) The 1042-S Download Process (XPDP1042) reads the payment.dat file and evaluates the value of each field required to set up treaty-associated benefits or deductions on March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support

26 PDADEDN as determined from the Substantial Presence Test (SPT) and treaty analysis conducted in Windstar International Tax Navigator. Treaty benefits or deductions are valid only for the current tax year. Consequently, these benefits have to be annually terminated for the current year, and re-activated for the following year for eligible employees. The XPDP1042 process automates the activation and termination of treaty benefits or deductions. Only those benefits or deductions identified on the Foreign Persons Interface Rule Form (PTRFPIN) can be created and/or updated automatically through the XPDP1042 download process. Additional benefits or deductions may be set up using the existing Employee Benefit or Deduction Form (PDADEDN); the Employee Benefit or Deduction Set Up Form (PDABDSU) or the Benefit Deduction Mass Change Process (PDPBDMC). Banner will always look at the Last Paid Date when creating, modifying or terminating benefits or deductions. When looking to create or update benefits/deductions in Banner, the XPDP1042 process will delete related existing records between the Begin Date and End Date of the current Tax Year, and/or greater than the Last Paid Date. The process will then review and update the desired benefits/deductions as described below. Non-resident and resident aliens are subject to IRS Lock-In Letter regulations. Values for federal deduction status and allowances are reviewed by the XPDP1042 process when insert, update, and delete functions are allowed from the International Tax Navigator interface, so that IRS-dictated values are not removed. These edits are only used when a federal income tax (deduction type 01) is updated or terminated. When an existing federal income tax deduction exists (deduction type 01), and XPDP1042 is used to process an update, the deduction effective date that is less than or equal to the XPDP1042 deduction effective date will be checked for an active IRS Lock-In Letter record on PDADEDN. Banner logic does not look at future records when editing for IRS Lock-In Letter values. Only the deduction effective date that is less than or equal to the XPDP1042 deduction effective date will be checked for an active IRS Lock-In Letter record on PDADEDN. Note An administrative user can override or change any of these values on the Deduction Record (PDRDEDN). On running the 1042-S Download Process (XPDP1042), the following fields are evaluated and set up on PDADEDN: 3-8 Windstar International Tax Navigator Interface for Banner March 2011 Banner Forms Support

27 Field Deduction Effective Date Description The automatic creation of benefits or deductions is limited to those values set up on the Foreign Person Interface Rule Form (PTRFPIN). See specific benefit or deduction types discussed in this section. Treaty benefits or deductions in Banner are set up based on the Treaty Benefits Allowed field and the Treaty Form Signed Date field in Windstar International Tax Navigator. FICA benefits or deductions in Banner are set up based on the Exempt Student from FICA and Exempt (NRA) from FICA fields in Windstar International Tax Navigator. For more details, see FICA Benefits or Deductions on page Federal and State Income Tax benefits or deductions in Banner are set up based on the existence of a Treaty benefit or deduction in Banner. The 1042-S Download process (XPDP1042), determines the Effective dates for activating and terminating treaty-associated benefits or deductions by comparing the following dates in the payment.dat file. The following fields will be considered when looking to create treaty benefits or deductions, of Deduction Types 20, 21 and 22: Treaty Benefits Allowed Treaty Form Signed Exemption Code 2 Retro Lose Benefit if Amount Exceeded Retro Lose Benefit if Date Exceeded Parameter 07 of the XPDP1042 process March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support

28 Field Effective Date (cont.) Option 1 Description The Effective Date for activating a benefit or deduction is determined as the most recent date among the: First day of tax year or entered parameter date Hire date Treaty form signed date or First day after the last paid date Similarly, the Effective Date for terminating a treaty-associated benefit or deduction is the earlier date from among the: Treaty Benefit End Date Target Departure Date or December 31st of the tax year or entered parameter date For treaty-related benefits or deductions, the value of this field is determined by the 1042-S Tax Residency Country Code in Windstar International Tax Navigator. For Federal and State Income Tax benefits or deductions, the value of this field is dependent on the RA Effective Date in the Windstar International Tax Navigator. If a Non-resident Alien, the Filing Status will be created or updated to Single in Banner. If a Resident Alien, the Filing Status will not change an existing Banner record, and will create Single for a newly created record in Banner. The 1042-S Download Process (XPDP1042) reads the value of these fields from the payment.dat file to set up the appropriate benefit or deduction. Note: If an IRS Lock-In Letter exists for a Federal Deduction (type 01), Option 1 (Filing Status) will not be updated. The message *INFO* IRS Lock-In Letter exists; no change to Filing Status is printed on the report Windstar International Tax Navigator Interface for Banner March 2011 Banner Forms Support

29 Field Option 2 Description The value of this field is determined by the Personal Exemption and Additional Exemptions Allowed fields in Windstar International Tax Navigator. The 1042-S Download Process (XPDP1042) reads the value of this field from the payment.dat file to set up the appropriate benefit or deduction. For Federal and State Income Tax benefits or deductions, the value of this field is dependent on the RA Effective Date in the Windstar International Tax Navigator. If a Non-resident Alien, the Exemptions will be created or updated to the Windstar file value. If a Resident Alien, the Exemptions will not change an existing Banner record, and will use the Windstar file value for a newly created record in Banner. Note: If an IRS Lock-In Letter exists for a Federal Deduction (type 01), Option 2 (Exemptions) will be modified as follows: Updates are allowed when the new value for Option 2 (Exemptions/Allowances) is less than or equal to the existing allowances. Updates are not allowed when the new value for Option 2 (Exemptions/Allowances) is greater than the existing allowances. The message *INFO* IRS Lock-In Letter exists; Exemptions may not be increased is printed on the report. March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support

30 Field Option 3 Additional Withholding Amount 1 Description For Federal Treaty and Federal Income Tax benefits or deductions, the value of this field is determined by the Add to Gross field in the Windstar International Tax Navigator. The 1042-S Download Process (XPDP1042) reads the value of this field from the payment.dat file to set up the appropriate benefit or deduction. If the value is T, a 1 will be placed in Option 3. If the value is F, a 0 will be placed in Option 3. The value of this field is determined by the Amount of Additional Withholding field in Windstar International Tax Navigator. The 1042-S Download Process (XPDP1042) reads the values of these fields from the payment.dat file to set up the appropriate benefit or deduction. For Federal Income Tax benefit/deduction, the Amount 1 value is dependent on the RA Effective Date in the Windstar International Tax Navigator. If a Non-resident Alien, the Additional Withholding will be created or updated to the Windstar file value. If a Resident Alien, the Additional Withholding will not change an existing Banner record, and will use the Windstar file value for a newly created record in Banner. For State Income Tax (Type 04) benefit/deduction, the Amount 1 value will not be considered by the XPDP1042 process as it is not dictated by Federal Regulations. Note: If an IRS Lock-In Letter exists for a Federal Deduction (type 01), any other values that are copied forward are ignored. For example, if an amount exists in Amount 1 (Additional Withholding), the new record will also have the Amount 1 value. FICA Benefits or Deductions The 1042-S Download Process (XPDP1042), creates FICA benefits or deductions for Non-Resident Aliens (NRAs) as follows: If the Windstar value for Exempt Student from FICA or Exempt (NRA) from FICA field is set to True in the Windstar International Tax Navigator, FICA benefits or deductions will be set up in Banner with an exempt status. If both fields are set to False, FICA deductions are set up with an Active status Windstar International Tax Navigator Interface for Banner March 2011 Banner Forms Support

31 Federal and State Income Tax Benefits or Deductions The 1042-S Download Process (XPDP1042), creates Federal and State Income Tax Benefits or Deductions for NRAs as follows: Treaty records will be processed in ascending numerical order by Income Code. Therefore, Income Code 17 will be processed before Income Code 18 or 19. If an alien has multiple records in the payment.dat file, manual review and intervention may be required each time the interface is run for this employee. The last record processed will dictate what values are created/updated/deleted for an employee. Therefore, it is possible for other non-treaty benefit/deductions to have incorrect values for the employee overall. When the Treaty Benefits Allowed value is T and the Treaty Form Signed Date is populated, and the exemption code is not WS, the treaty for deduction type 20 can be set up for the employee on PDADEDN. When the Treaty Benefits Allowed value is F, the Treaty Form Signed Date is ignored, any existing treaty value for deduction type 20 is terminated, and any new treaty of deduction type 20 is bypassed. Treaty Benefits Allowed Treaty Form Signed Treaty Created * PPADEDN Changes T <date> Create or update deduction T Null No Existing treaty deleted ** F <date> No Existing treaty deleted ** F Null No Existing treaty deleted ** * Assumes exemption code is not WS and no other restriction exists on the Treaty Benefit. ** If a Banner deduction exists with a future effective date, the process will provide messages relative to the deduction, but will not update it. Users should review PDADEDN for possible manual intervention. When the Exemption Code is set to WS, any existing treaty value for deduction type 20 is terminated, and no treaty benefit will be created. When Federal and State Income Tax deductions do not exist in Banner and a Treaty deduction is being created with an Active status, the Federal and State deductions will be created with an exempt status. When a Treaty deduction is not being created, or is being terminated, Federal and State Income Tax deductions will be created with an Active status. If active Federal and State Income Tax deductions already exist in Banner with an effective date equal to the resulting Treaty Form Signed date, the system will delete March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support

32 the active Federal and State Income Tax deduction records, create new exempt Federal and State Income Tax deductions, and create the active Treaty deduction. If Federal and State Income Tax deductions exist in Banner with an effective date after the Hire Date, and the resulting Treaty Form Signed date is greater than the Hire Date, the system will delete the existing Federal and State Income Tax deduction records and create new earlier Federal and State Income Tax deductions with the appropriate status, based on the effective date rules stated below. To create a new Federal or State Income Tax deduction (active or exempt), the system will select the earliest date allowed that is > = Hire Date from the following: First date of tax year or date entered in process parameter, Hire date, Treaty Form Signed date, Day after Treaty termination date, or First day following the last paid date To exempt an existing active Federal or State Income Tax deduction, the system will select the most recent date from the following: First date of tax year or date entered in process parameter, Hire date, Treaty Form Signed date, or First day following the last paid date To reactivate an existing Federal or State Income Tax deduction the system will select the most recent date from: First date of tax year or date entered in process parameter, Hire date, First day following the last paid date, Day after Treaty termination date, or Day after Treaty benefit end date If Treaty deductions exist in Banner with a Termination Date prior to the interface selected end date, the following benefits/deductions will be affected: The d Treaty deduction (Type 20 and/or 21, 22) with the greatest Effective Date prior to the calculated Treaty End Date will be deleted; All associated Federal Withholding Tax, State Withholding Tax and/or FICA benefits/deductions with an Effective Date greater than the deleted d Treaty deduction Effective Date will be deleted; 3-14 Windstar International Tax Navigator Interface for Banner March 2011 Banner Forms Support

33 A new d Treaty deduction with the new calculated Treaty End Date will be created; All associated Federal Withholding Tax, State Withholding Tax and/or FICA benefits/deductions with the appropriate Effective Date based on the new d Treaty deduction will be created. The XPDP1042 process limits the insert, update, or delete functions for state deductions to those that match the value in the State field in International Tax Navigator. The process flow is as follows. The State Code value from the payment.dat file is stored The eligible PTRFPIN benefit/deduction (PTRINCD_BEN_DED_CODE) is located. The PTRBDCA_BDCA_CODE that equals the PTRINCD_BEN_DED_CODE is located. The deduction type (PTRBDCA_BDTY_CODE) for the eligible benefit/deduction (PTRBDCA_BDCA_CODE) is reviewed. When the deduction type is 04, 21, or 22, the associated tax code (PTRBDCA_TXCD_CODE) is located. The PXRTXCD_CODE that equals the PTRBDCA_TXCD_CODE is located. The PXRTXCD_STAT_CODE for the PXRTXCD_CODE is located. If the PXRTXCD_STAT_CODE is equal to the value for State Code, the benefit/ deduction is set up. If the PXRTXCD_STAT_CODE is not equal to the value for State Code, the benefit/ deduction setup is ignored. States that do not use an S to represent a status of Single can use the Crosswalk Validation Form (GTVSDAX) to set up an equivalent value to be used with the XPDP1042 process. Note For an example of the form setup, see the Crosswalk Validation Form (GTVSDAX) on page 3-1. Retro Lose of Treaty Benefit The XPDP1042 process uses the Retro Lose Benefit if Amount Exceeded and Retro Lose Benefit if Date Exceeded fields in International Tax Navigator along with process parameter 07, Treaty on Retro Loss, to control the termination and creation of treaty benefits. When parameter 07, Treaty on Retro Loss, is set to N, benefits and deductions are processed without regard to Retro Loss. When parameter 07, Treaty on Retro Loss, is set to Y, there are two options for processing. March 2011 Windstar International Tax Navigator Interface for Banner Banner Forms Support