FastFacts Feature Presentation

1. FastFactsFeature Presentation May 4, 2010 • We are using audio during this session, so please dial in to our conference line… • Phone number: 877-468-2134 • Participant code: 182500 © 2010 The Johns Hopkins University. All rights reserved.

2. Today’s Topic We’ll be taking a look at… Updating Addresses and Tax Records in SAP

3. Today’s Presenter Cynthia AddisonManager, HR Shared Services

4. Session Segments Presentation Cynthia will address how to update addresses and tax records in SAP. During Cynthia’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Cynthia will answer as many of your questions as time allows.

5. Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. How To View Full Screen

7. Survey Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

8. Updating Addresses and Tax Records in SAP HR Shared Services Effective April 2010

9. Agenda

10. Section 1

11. What is a Personal Data Change ISR? • Personal data change (PDC) is an ISR submitted to HRSS by departments to request that an employee’s personal information be changed or updated.

12. What can be changed on a PDC ISR? • Addresses and/or phone numbers • Social Security Number • Data entry corrections only • Updates to temporary ssns should go through the Everify process • Employee Name • For students, please update with the Registrar’s office also • Emergency Contact Information • Personnel Administrator Code • JHU Legacy Department Code • Work Schedule Rule • Ratings • Qualifications/Licenses • Note: Changing Visa Information cannot be submitted on a PDC ISR. The Foreign National Information Form must be submitted to the JHU Tax Office.

13. PDC Required Approvers • PDC ISR’s (Faculty and Staff) are the only ISR’s that can be submitted to HRSS without an approver 1 or 2. • Student PDC ISR’s require two approvers except for certain schools • JHU Student Employee Approver II Matrix for ISR Processing in SAP: http://ssc.jhu.edu/humanresources/DataFiles/Approver_II_Matrix_Students.pdf

14. PDC ISR Effective Dates • HRSS will enter a current effective date (date ISR processed) for all changes made to Social Security Numbers, legal name changes that are processed through Social Security Administration and address changes. This includes data entry errors and the addition of titles and degrees. • Retroactive address changes that result in a change in state • Changes in state tax withholding cannot be made once the last payroll for that year has been finalized.

15. Section 2

16. Address Infotypes • Employee Addresses are stored on Infotype 6 in SAP. • We currently utilize and maintain the following three address subtypes: • Permanent Residence (subtype 1) • Where the employee lives/resides • Where W2s and benefits mailings are delivered • For students, can be where they live when not attending school • Work Physical Location (subtype 4) • Where employee works • Where campus mail is delivered, unless work mailing address is used • Critical for determining whether reciprocity exists for state tax withholding and/or whether the employer is registered to do business in that state • Line 1 of the address appears in the JHED directory • Work Mailing Address (subtype 5) • Maybe the same as work physical • Used when campus mail should be sent to a location other than work physical

17. Permanent Address Change • Utilize the section titled “Address Details” on the ISR • Check (a) the “change indicator” box. • Below is the recommended format. The full mailing address is required. • If the address change indicates a change in state or county, the employee must submit a new state tax withholding form (i.e. MW507, DC-4) to Payroll. • Comments Section • Only one address can be changed per PDC ISR. • Additional addresses can be changed by indicating this in the comments section. • Indicate where employee lives and works to ensure proper taxation.

18. Permanent Address Change cont’d • Address change that results in a change in state: • State tax withholdings will be changed; exemptions will be 1 • For new MD residents: Montgomery County rate is the default • Address changes within state of Maryland that result in a change in county: • No change in county tax will be made • All taxes are reported to the State of Maryland - not directly to the individual counties. New tax forms must be submitted to Payroll.

19. Full Time Student Permanent Address • Students may submit a permanent address outside the states of Maryland and DC. • Taxes will be applied to the state of Maryland or DC, depending on where they work unless the state of residency has a reciprocity agreement with MD/DC • If the student lives and works in another state, indicate this in the comments section. • The state withholding will be changed to that state using standard default (1 exemption)

20. Work-Physical Location Change • Work-Physical Location indicates where the employee reports to work. • Line 1 of the address is interfaced from SAP into the JHED directory. • Below is the recommended format: Building, room, and full street address are required. • Indicate the new worksite location (if applicable) in the comments section • Telephone and fax numbers can also be updated. Please note that fax #s in SAP are not uploaded into the JHED directory. Must be entered manually. • When Work Physical Location and Permanent Address are the same, indicate “Telecommuting” on line 1 to avoid displaying the employee’s home address in the JHED directory. Put employee’s home address on line 2. • Comments Section • Only one address can be changed per PDC ISR. • Additional addresses can be changed by indicating this in the comments section. • Indicate where employee lives and works to ensure proper taxation.

21. Work Mailing Address • Work Mailing Address indicates the building, room number and full street address for campus mailing. • This address can be the same, or it can differ from the work-physical location if appropriate (ie working overseas) • Comments Section • Only one address can be changed per PDC ISR. • Additional addresses can be changed by indicating in this in the comments section.

22. Address Changes on Terminated and Retired Employees • PDC ISRs can be submitted to change the address on a terminated or retired employee. • Generally, changes to tax withholding at termination are not permitted. • Exception: Employee is being paid post-termination/ retirement; new tax forms may be required - contact your Tax office for assistance

23. Section 3

24. Updating Tax Information When Permanent or Work Physical Address Changes • For either a permanent or work physical location change, HRSS determines whether: • Reciprocity exists between the state of residence and the state where ee is working • If not, taxes withheld based on the state where working • Entity (employer) has a license to do business in that state • If not, no state taxes are withheld and the Tax Office is contacted • When the work physical location changes • State withholding is updated based on reciprocity and/or business registration • Worksite location is updated from the ISR (please indicate in comments section) • Employees must submit state tax withholding forms to Payroll to update state withholding information (exemptions, county, etc).

25. State Registration and Reciprocity States • JHU has specific states it is registered in to conduct employment business. For a complete list of states, visit the JHU Tax Office website. http://www.controller.jhu.edu/depts/tax/business.html • Health system employers: Maryland • If an employee lives and works in a state that is not registered for employee business, contact the appropriate Tax Office for assistance. • The state of Maryland has reciprocity agreements with the states listed below. Please note that this applies to most of the JH Enterprise. Please contact your Tax office for questions. • Virginia • West Virginia • Pennsylvania • District of Columbia

26. Resources • HRSS Website: http://ssc.jhmi.edu/humanresources/index.html • Payroll Website: http://ssc.jhu.edu/payroll/index.html • JHU Tax Officehttp://www.controller.jhu.edu/depts/tax/ • JHHS Tax Office443-997-5824

27. Wrap Up • PDC ISR is used to update demographic information on active, termed or retired employees • Effective date of change to demographic information is always the date of entry into SAP • Can only change one address subtype per ISR; additional address subtypes can be updated by utilizing the comments section • Must know where employee lives and works to apply proper taxation (indicate in comments section)

28. We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

29. Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

30. Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!