## Assigning Tax Area Information Using the GeoCoder

This chapter provides an overview of tax area information assignment using the GeoCoder, lists prerequisites, and discusses how to:

- Assign tax areas interactively.

- Assign tax areas using batch processes˙.

### Understanding Tax Area Information Assignment Using the GeoCoder

To calculate employee payroll taxes correctly, each employee is assigned a tax area, also known as a GeoCode, for their work location and their residence. You can use the GeoCoder to automatically assign a GeoCode to each employee work tax area and residence tax area. You can also use the GeoCoder to assign a GeoCode to the payroll tax area for each business unit in your organization automatically.

The GeoCoder uses the employee address, city, state, province (if applicable), and postal code to determine which GeoCode to use for the employee's residence tax area. The GeoCoder uses the GeoCode that is assigned to the employee home business unit to populate the employee work tax area. You can set up the GeoCoder to assign tax area information interactively, or you can process batch versions of the GeoCoder to assign tax area information to groups of employees or business units simultaneously.

A Vertex compression capability can also be used in combination with the GeoCoder to improve the ability of the system to recognize many city names that contain abbreviated words and phonetic misspellings. You activate this feature by selecting the Quantum City Compression option in the Quantum Sales and Use Tax Constants program (P7306).

If you assign tax areas using batch processes, to ensure that the correct GeoCode is used for each employee's work tax area, you should run the Cost Center Tax Area Processing program (R079052) before you process the GeoCoder Employee Batch Processing program (R070103). The R079052 program assigns a GeoCode to each cost center, or business unit, using the address, city, state, and postal code for each cost center. The system then uses this GeoCode value for the employee work tax area when you run the R070103 program. You might want to run each of these programs before each payroll cycle to ensure that all employee payroll history is updated to the correct tax area.

You can also use the GeoCoder to assign tax area information when an employee's address is changed using self-service.

Note. You must use Quantum for Payroll Taxes to calculate employee payroll taxes and to use the GeoCoder.

### Prerequisite

Activate the GeoCoder for the JD Edwards EnterpriseOne Human Resource Management system.

See Setting up the Quantum Geocoder.

### Assigning Tax Areas Interactively

This section provides an overview of interactive tax area assignment and discusses how to assign tax areas interactively.

#### Understanding Interactive Tax Area Assignment

You can interactively assign tax areas to employee records and to business unit records using the GeoCoder. When you assign employee tax areas interactively, the GeoCoder assigns the correct work and residence tax area information to the employee at the time that you enter the employee's information into the system. Similarly, when you enter or update business unit constants, the GeoCoder assigns a tax area to the business unit.

The GeoCoder uses the employee address information to determine the correct GeoCode for the residence tax area. Similarly, the GeoCoder uses the address information associated with a business unit to assign the correct GeoCode to the Tax Area - Payroll field in the business unit constants. The GeoCode from the employee's home business unit is used to populate the employee's work tax area.

If only one possible tax area exists, given the address information, the system automatically populates the Tax Area (Work) and Tax Area (Residence) fields during employee entry. When assigning tax area information to business units, the system automatically updates the Tax Area - Payroll field. If multiple tax area codes exist that might be valid for the employee or business unit, the system displays the possible choices when you click the visual assist on any of the tax area fields.

You can use the GeoCoder interactively to assign employee tax areas when you enter employee records one at a time or when you enter groups of employees using Employee Quick Hire (P060116Q).

See Also

Adding Employee Records One at a Time

Adding Employee Records Using Employee Quick Hire

Setting Up Business Unit Information

#### Form Used to Assign Tax Areas Interactively

Form Name | FormID | Navigation | Usage
Retrieve GeoCode | W05005A | Employee Management (G05BE1), Employee Information Select a record on the Work With Employee Information form and then select Nat'l/Fiscal Data from the Row menu, or click Add and complete the forms and click Continue until you reach the National and Fiscal Data - USA or the National and Fiscal Data - Canada form.. On the National and Fiscal Data - USA form or the National and Fiscal Data - Canada form, click the search button for the Tax Area (Work) field or the Tax Area (Residence) field during the employee entry process or after you have changed an employee's address information. | Assign tax areas interactively. You can also access this form by clicking the search button for the Tax Area - Payroll field during entry or maintenance of business unit constants. Note. The system displays the Retrieve GeoCode form only if you have activated the Quantum system with data item HRGEO. If you have not activated the Quantum system, the system displays the Tax Area X-Reference form when you click the Search button. See Setting Up System Controls.

#### Assigning Tax Areas Interactively

Access the Retrieve GeoCode form.

Note. Before you access this form, you must enter all of the employee or business unit address information, including city, county, state, province (if applicable), postal code, and country code. If this information is incomplete when you access this form, the system cannot retrieve the correct GeoCodes.

State or Province | Enter the description for the state or province code. If you extract address book data from the JD Edwards EnterpriseOne Address Book system, the description originates in UDC 00/S.
County | Enter the name of a county, parish, or other political district that is necessary for the address or for tax purposes. Note. This field is displayed on the Retrieve GeoCode form only if the selected employee is a US employee.
Zip Code | Enter the United States ZIP code or the postal code that specifies where a letter is to be routed. Attach this code to the address for delivery in other countries. This code is used as the low end value when doing Postal Code Transaction range processing. Note. This field is displayed on the Retrieve GeoCode form only if the selected employee is a US employee.

### Assigning Tax Areas Using Batch Processes

This section provides an overview of tax area assignment using batch processes and discusses how to:

- Run batch processes to assign tax areas.

- Set processing options for cost center tax area processing (R079052).

- Set processing options for GeoCoder employee batch processing (R070130).

#### Understanding Tax Area Assignment Using Batch Processes

You can assign tax area information for employees and business units using batch versions of GeoCoder programs. When you assign tax areas using the batch process, you do not have to enter tax area information at the time that you enter employee or business unit records into the system. After you enter business unit records into the system, you can run the Cost Center Tax Area Processing program (R079052) to assign tax areas to each business unit. Similarly, after you enter employee records into the system, you can run the GeoCoder Employee Batch Processing program (R070103) to assign work and residence tax areas to the employee.

This program automatically enters values for work and resident tax areas for each employee in the system. Or, depending on how you set the processing options, the program enters values for only the resident tax area. The GeoCoder Employee Batch Processing program enters values for the resident tax area using the employee address information, and enters values for the work tax area with the GeoCode from the Business Unit Constants for the employee home business unit. Because the program uses tax area information from the business unit to update the employee work tax area, you should update business unit tax area information before updating employee tax area information.

If multiple GeoCodes exist that are valid for an employee or business unit tax area, the system produces an exception report that lists all of the valid GeoCodes for the specified employee or business unit. You then choose the correct GeoCode and manually enter it in the employee or business unit record.

#### Prerequisites

Before you complete the tasks in this section:

- Verify that the Tax Area processing option on the Defaults Tab for the Employee Master program (P0801) is set to allow the tax area fields to be left blank during employee entry.

  See Setting Processing Options for Employee Master (P0801).

- Enter employees into the system.

  See Adding Employee Records One at a Time.

#### Running Batch Processes to Assign Tax Areas

Use one of these navigations:

- Select Employee Management (G05BE1), Cost Center Tax Area Processing to update business unit tax areas.

- Select Employee Management menu (G05BE1), GeoCoder Employee Batch Processing to update employee tax areas.

#### Setting Processing Options for Cost Center Tax Area Processing (R079052)

Processing options enable you to specify the default processing for programs and reports.

Process

Use this processing option to select the processing mode for this program.

Update Business Unit (Required) | Specify the processing mode for Cost Center Tax Area Processing (R079052). You can run this report in proof mode to produce a report without updating the Business Unit Master table, or you can run this report in final mode to produce a report and update the Business Unit Master table. Values are: Blank: Proof Mode - Print report only. 1: Final Mode - Print report and update table.

#### Setting Processing Options for GeoCoder Employee Batch Processing (R070103)

Processing options enable you to specify the default processing for programs and reports.

Process

Use these processing options to specify the processing mode for this program, the type of number that is required for employee identification, and the tax areas that the system automatically assigns.

1. Update Tax Area in Employee Master (Required) | Specify the processing mode for the GeoCoder Employee Batch Processing program (R070103). You can run this program in proof mode and print a report only, or you can run this program in final mode and produce a report and update the tax areas in the Employee Master table. Values are: Blank: Proof Mode - Print report only. 1: Final Mode - Print report and update table.
2. Employee Type (Required) | Specify which number is used as the employee's identification number. Values are: Blank or A: Address Number (Default) S: Social Security Number O: Other Third-Party Number
3. Validate Tax Area (Required) | Specify which tax areas the GeoCoder automatically assigns, and which fields the program updates in the Employee Master table when the program is run in final mode. You can assign GeoCodes to the employee's work and resident tax areas, and update both fields in the Employee Master table, or you can assign a GeoCode to the resident tax area only, and update only the resident tax area in the Employee Master table. Values are: Blank: Resident and Work Tax Areas 1: Resident Tax Area Only