Employee Maintenance: Compliance
The Employee Maintenance > Compliance Tab is home to a variety of data related to the employee's employment within an organization. This includes various information the employer has collected as part of the hiring process. Periodically, employers must provide documentation to various government agencies to prove they are following various guidelines in the hiring process. The information on this tab is critical to that process.
Using the Compliance Tab
When creating a new employee in the system, some of the data entered in that process is used to populate the Compliance Tab. The amount of data entered varies from company to company and by the methods used to add a new employee. Employees can be added using the RPO Onboarding system or by using the New Hire Wizard. The configuration of each of these items determines how much data is applied to the Compliance Tab.
The Compliance Tab is divided into several sections that organize the data by like category. All fields except Tax Form are optional from a software requirement.
Work Authorization
Typically used with employees working on Visas.
| Field Name | Information |
|---|---|
| Citizenship | Enter citizenship information |
| Work Auth Doc # | Work Authorization Document Number |
| Visa Type | Use the provided Drop List to select the appropriate Visa Type |
| Visa Expiration | Expiration Date of the Visa |
| Foreign Tax # | Foreign Tax Id Number |
Tax Form Information
Used to varying degrees with every employee.
| Field Name | Information |
|---|---|
| Tax Form | Tax Form is typically selected when adding the employee to the system. Each choice controls the tax setup of the employee. Changing the Tax Form Type after the initial employee creation can cause issues. Exercise caution. |
| Distribution Codes | Used specifically with Tax Form 1099-R |
| Ov Wage Plan Code | Used to populate the Wage Plan Code on the California Quarterly E-Filings. The system will try to calculate the proper Wage Plan Code used in the file based on the following factors (please note when Organization type is not set, Corporation is assumed): |
The default code is "S"
There is a Wage Plan code in the Ov Wage Plan Code on the employee that will be the code used in the file and the following calculations will be ignored.
The CASUI tax code is flagged as exempt this will override the employee tax code (i.e. the system will assume the employee has no SUI when figuring the correct wage plan code)
The system cannot calculate the "R" code used in the file so for these employees you must use the Ov Wage Plan Code field to get the correct code in the file. This code is for Sole Stockholders, Third Party Sick Pay recipients, or employees claiming religious exemptions for CASDI-E but do have CASUI.
If the employee has both CASUI and CASDI-E then the wage plan code will be "S"
The employee has CASUI but does not have CASDI-E the wage plan code will be "U"
The employee does not have CASUI and does not have CASDI-E the wage plan code will be "P"
The employee does not have CASUI and has CASDI-E and a Non- profit Organization Type, the wage plan code will be "J"
The employee does not have CASUI and does not have CASDI-E and the Organization Type is "Non Profit" the wage plan code will be "L"
The employee has CASUI and does not have CASDI=E and the Organization Type is "Public Entity" the wage plan code will be "A".
| Field Name | Information |
|---|---|
| Retirement Plan | If an employee contributes to a Retirement Plan, the system will automatically check this box on Form W2. Manually check this box if the employer provided a retirement plan and the employee is eligible to participate. |
Typical retirement plans are:
1. A simplified employee pension (SEP) plan described in section 408(k).
2. A SIMPLE retirement account described in section 408(p).
3. A trust described in section 501(c)(18).
4.
A plan for federal, state, or local government employees or by an agency or instrumentality thereof (other than a section 457(b) plan).
| Field Name | Information |
|---|---|
| Statutory | Check this box for statutory employees whose earnings are subject to social security and Medicare taxes but not subject to federal income tax withholding. |
| Deceased | Individual is deceased |
| Deferred Comp | Individual receives Deferred Comp |
| Seasonal | Marks W2 as Seasonal |
I9 Verification Section
Use this section to record various I9 Information
| Field Name | Information |
|---|---|
| Verified | Check if I9 has been verified. |
| Reverify | Daye I9 was reverified. |
| Expiration Date | Date I9 Form expires. |
| Forms Rec'd | Free form text field to record form types received from employee. |
| Notes | Free form text field used to record additional information regarding the I9. |
SSN Verification Section
Use this section to record information regarding the verification of the employee's Social Security Number.
| Field Name | Information |
|---|---|
| Date Verified | Enter the Date where the SSN was manually verified. |
| Notes | Free From text field used to record additional information about the verification. |
The company must subscribe to the Employment Verification Service (EVS) under Master Company Setup > Services in order for the following fields to be automatically populated.
| Field Name | Information |
|---|---|
| EVS Date | The SSN Verification date obtained by using the EVS Service |
| Result | Code reported by the EVS Service |
For information about the setup and use of the Employment Verification Service,
click here.
Misc Tax / Health Insurance (HI) Fields Section
Works with a custom Benefits Integration
| Field Name | Information |
|---|---|
| Benefit Class Code | Select the Class Code Drop List. The Benefits Class Code option are created using options on the Benefit Class Code option found on the Misc Tab in Company Setup. |
| HI Eligibility Date | The Health Insurance Eligibility Date. |
Veteran Status Section
Use to record information on employees who are veterans.
| Field Name | Information |
|---|---|
| Status | Use the Drop List to select the appropriate status. The entries in the Drop List are found in the Veteran Codes option housed under System > Setup > Misc tab. |
| Service Category | Use the Drop List to select the appropriate status. The entries in the Drop List are found in the Veteran Service Categories option housed under System > Setup > Misc tab. |
| Discharge Date | Date of Discharge from the branch of service |
| Active Duty? | Check if still Active Duty. |
| Service Related Disability | Check if employee has a Service-related disability |
| Service Branch | Name of the Service Branch. |
Disability Status Section
Use to record information regarding any employee disability.
| Field Name | Information |
|---|---|
| Disability Code | Select the code from the system provided options. |
| Disclosure Date | Date advised of the disability |
| Notes | Free form text box to record additional information about the reported disability. |