Adding/Editing State Withholding

Managers can add or edit state withholding information on behalf of their employees, for example when an employee moves their residence or work location or begins allocating time to a different work location. You submit a Change Employment Information EAN to make the change.

Notes:

If an employee is subject to a state tax and no state withholding options have been specified, the system will apply the default values (usually Single filing status and zero exemptions).
When you edit a state, you cannot change the state itself. You must add a new state.

Note on Completion: After the EAN is submitted to ExponentHR, it will immediately complete unless:

The employee's FICA Exempt status is changing to Yes.
The employee's last hire date, employment type, pay method, OT override, or any W-4 field is changing or the FICA Exempt status is changing to No, and the current date is during the Processing Period (or after the Pay Period ends if paid in arrears).
An earlier EAN for the same employee is pending.

To check the expected completion date for the EAN, refer to the eAction Notice (EAN) Details page for the EAN. See the Related Help Topic.

To add or edit an employee's state withholding information:

1. On the Menu, click HR Administration > eAction NoticeHR Administration > eAction Notice.

The eAction Notice (EAN) SummaryeAction Notice (EAN) Summary page displays.

2. Click the Create EANCreate EAN button.

The Create New EAN(s)Create New EAN(s) window displays.

3. Select the employee for which you would like to change employment information from the Employee drop-down box.

4. Select the Change Employment Information EAN from the EAN type selection box and click the Create EANCreate EAN button.

The Change Employment InformationChange Employment Information page for the employee you selected displays in a new window. Scroll down to see the State Payroll Tax/Withholding InformationState Payroll Tax/Withholding Information area.

5. Add or edit the withholding information.

Adding state withholdingAdding state withholding

You can add as many states as needed for an employee.

1. Click the Add State button.

The Add/Edit State WithholdingAdd/Edit State Withholding page displays.

2. Select the state you want to add from the State drop-down box.

Depending on the state you select, different fields display.

3. Make the desired selections.

Note: The system applies the state supplemental tax rate to all supplemental checks; however, you can override it for an employee.

4. Click the Save button.

Editing state withholdingEditing state withholding

1. Click the Edit button by the state you want to edit.

The Add/Edit State WithholdingAdd/Edit State Withholding page displays. Depending on the state, different fields display.

2. Make the desired selections.

3. Click the Save button.

6. Enter any notes related to the EAN in the EAN Notes text box.

7. Click the Save as DraftSave as Draft button at the top or bottom of the page to keep the requested change in a drafted status so that it may be edited and submitted for completion at a later time.

Note: When an EAN is put in a drafted status, a Draft EAN NoticeDraft EAN Notice with a link to the unsubmitted EAN is provided on the ExponentHR Dashboard.

8. After entering all necessary changes to employment information, click the Submit button to submit the EAN for approval.

Result: The EAN you just submitted is now visible on the eAction Notice (EAN) Summary page. The EAN must be approved by an appropriate person with rights in order for the change to be completed.

Note: If you need multiple managers to review this EAN before you submit it, you may re-route the EAN. See Related Help Topics for more information.