Employee State Tax Withholding Certificate (ETAXS)

For Employees

The Employee State Tax Withholding Certificate (ETAXS) transaction provides you with the ability to create, electronically sign, and submit state tax withholding certificates online. You can submit state tax withholding for multiple states and sign the corresponding withholding certificate for each state. Once satisfied with the information entered, you may select Update & Close to submit the state tax enrollment or Cancel to discard the enrollment. If you select Cancel, any signed forms will be discarded and it will need to be completed and signed again.

The Employee State Tax Withholding Certificate transaction has the following tabs:

State Tax EnrollmentState Tax Enrollment

This tab allows you to create your state tax enrollment for multiple states. After entering a State ID, select Sign Form from the row-level menu. If required, you can fill out and sign a state tax withholding certificate for each state where taxes are to be withheld. Once the form is signed, fill in the remaining items on each line as necessary. Note: It is recommended to select a State ID through the pick list before entering other information on the line. Information entered in a line before selecting a State ID may be erased.

The following fields in this tab are required:

State ID
State Tax Marital Status
Primary Tax Location - this must be set to Yes for one state. This cannot be set to Yes for multiple states.

If you are tax exempt, select Yes in the Tax-Exempt field and do not put an amount in the State Tax Allowances or Additional State Tax Allowances fields.

Additional State WithholdingAdditional State Withholding

If you have requested additional withholding on the submitted tax form then you need to fill out an entry on this tab for each of the corresponding states. Only create an entry for the states you want additional withholding from and then indicate the amount and dates you want the additional withholding to be effective.

Note: Modifications may not be made directly to the submitted ETAXS transaction. If changes are required, you must create a new transaction and sign the new State Tax forms .

For Administrators

The Employee State Tax Withholding Certificate transaction allows Employees role user to create their state tax deductions. Only users within the Employee business role are able to create this transaction. Employees can create an ETAXS transaction from the Pay (MEIPAY) Landing page (using the employee view) on the Manage Tax Information tab when the MULTI_STATE_TAX Application Parameter (APPCTRL) is set to Y. Additionally, when the MULTI_STATE_TAX APPCTRL entry is set to N, the Create Employee State Tax Withholding Certificate button is not displayed on the Manage Tax Information tab of MEIPAY. All state tax information is displayed on the Employee Tax Parameter tab.

ETAXS allows users to enroll in more than one state tax deduction through the State Tax Enrollment tab. Employees are only able to enroll in states that are associated with the state tax deductions available under the State Tax Class code the employee is enrolled. Only one state tax deduction is allowed to be set as an employee’s primary location, and each employee is required to have a primary tax location defined when submitting an ETAXS transaction. The enrolled state tax deductions are used to determine which State IDs an employee can enter when submitting hours on the Timesheet (TIMEI), Timesheet Adjustment (TADJ), One-Time Payment (OTPAY), and Overload Payment Generator (OPAY) transactions.

The ETAXS transaction can be configured for a specific State ID with the Employee State Tax Withholding Configuration (ETAXSC) reference page. Once a State ID is selected through the pick list, validations are controlled on that line based on the configuration setup for that state on ETAXSC. It is recommended to select a State ID through the pick list before entering other information on the line. Anything entered previously on the line before selecting the State ID may be erased once the configuration options are applied. For more information, refer to the Employee State Tax Withholding Configuration topic.

Note: The State Tax Reporting Parameters (STRPT) reference page is used to validate the State ID field on the ETAXS transaction. In order for employees to create their state tax enrollment, the Display In Employee Role check box must be checked on STRPT for the states they are enrolling in. Additionally, for an employee to interact with DocuSign in ETAXS they must have an email address identified on User Information (SCUSER).

The Employee State Tax Withholding Certificate transaction has the following tabs:

General InformationGeneral Information

The general information tab is hidden on ETAXS by default and the information is automatically populated. This tab contains the effective dates, state tax class (TAXCS) code and tax year. The From date is set as the current date and the To date is set to 12/31/9999. State Tax Class is populated with the State Tax Class Code (TAXCS) entered in Configurable Text Field 7 on the Multi-State Tax OPROC Feature ID. The tax year, if required on TAXCS, is set based on the year in the From date field.

State Tax EnrollmentState Tax Enrollment

Employees are able to create their state tax enrollment for multiple states. They also have the ability to fill out and sign State Tax Withholding forms for each state using DocuSign. The withholding forms for each state are retrieved from the State Tax Withholding Forms (STWHF) reference page.

Additional State WithholdingAdditional State Withholding

Employees can enroll in additional withholding for the states they have entered on the State Tax Enrollment tab. They allows employees to indicate a deduction amount or percent and the effective dates for the additional withholding.

The Employee State Tax Withholding Certificate transaction can be created in the following way when MULTI_STATE_TAX is set to Y in APPCTRL:

In the Employee Role, select the Create Employee State Tax Withholding Certificate button on the Pay Landing > Manage Tax Information carousel tile > State Tax Information scalar.