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Process documentation Address Information (PA-PA-US) Locate the document in its SAP Library structure

Purpose

This service allows employees to display and change their own address information via their company's intranet. If desired, this Employee Self-Service (ESS) scenario can be linked to the W-4 Withholding Information ESS with feature W4SWH. This feature can be maintained in the Payroll USA IMG under Internet Application Components (IACs) -> Maintain link between address change and W-4 info. IACs. This link is useful when an employee makes a change to their home address that would effect their state withholding elections.

Process Flow (No Link to W-4 ESS)

  1. The user accesses the address information ESS through their company's intranet.
  2. The user can then display, change, delete or create new address information for different address types (permanent, temporary, etc.).
  3. The user saves the data.
  4. The payroll manager is notified of the changes.
  5. The user receives confirmation that the address change is complete.

Result

Any records changed are immediately updated in SAP HR and the old records are delimited.

Process Flow (Change of Home Address With Link to W-4 ESS)

  1. The user accesses the address information ESS through their company's intranet.
  2. The user can then display, change, delete or create new address information for different address types (permanent, temporary, etc.).
  3. If the user changes their home address, the system compares the new address to the old address to determine if the user changed their state.
  4. If the user did change their state, the system checks whether this change effects the user's W-4 withholding information.
  5. Depending on the new state's regulations for calculating withholding tax, the system will react in different ways:
    6.

    If the use of Federal elections for state withholdings is...

    Then…

    Required

    The employee's elections on the Federal W-4 are used to calculate the state withholding tax. The employee does not get directed to the W-4 ESS scenario.

    Not allowed

    The employee's elections on the Federal W-4 cannot be used to calculate the state withholding tax. The employee is taken to the W-4 ESS scenario to define elections for state withholding.

    Optional

    A dialog box appears asking the employee if they want to change their state withholding elections or use the Federal elections. If they choose to change their state elections, they will be taken to the W-4 ESS scenario.

     

  6. The user saves their changes.
  7. A message is sent to the payroll manager indicating that the employee has changed their address via ESS and that their withholding infotypes (W-4 Withholding Info. - Infotype 0210 and Residence Tax Area - Infotype 207) need to be reviewed for tax purposes.
  8. The user receives confirmation that the address change is complete.

Result

Any records changed are immediately updated in SAP HR and the old records are delimited.

See also:

W-4 Withholding Information in the Internet (PA-PA-US)

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