How to Review Company Tax Add-Change Process

HubSpot - New Taxes Added to Companies Only

1. Merge any tickets for the same company together.  Copy the ticket number from the ticket you want to merge with the first ticket for the company.  (Having two browser tabs open with one on the main ticket screen and one in the first ticket to merge all of the tickets to is helpful.  You can copy and paste the numbers easier.)  Actions>Merge
2. Add client name to ticket and remove PayNW client name and Tax contact from ticket 
3. Complete Parent Admin/Pod 5 steps below.  Once completed move to step 4
4. Add notes to ticket and close 
5. Resolved – comment of Reviewed 

Emails - Tax Changes and New Taxes 

1. Navigate to the Tax Changes Email Spreadsheet
2. Starting at the top of the sheet, Filter Column E to just show the first company
3. Complete Parent Admin/Pod 5 steps below.  Once completed move to step 4
   1. If changes are needed to  be made, contact the Rep with what needs updated via Email or Teams and leave a note next to the tax.  Do not continue these steps until the tax is reviewed and correct.  
4. Select the row(s) that were reviewed and "Copy"
5. Move to the "Reviewed" tab and paste
6. Add any notes
7. Go back to the first tab and select "Entire Sheet Row" or "Table Rows" (they are the same option, they show up depending on how many cells are selected and if it is filtered.) 
8. Save the Spreadsheet

Parent Admin/Pod 5

1. Select Company and review if PR Status is “Active” or “Importing Data” 
   1. If Importing Data: Confirm importing date and note down.  Close Ticket 
   2. If active, continue below 
2. Log into the company as SA  
   1. Navigate to Company Taxes report. (My Reports>Payroll Reports>Audit Trail>Company Taxes) 
   2. Select Timeframe based on when the changes were made in the system.   
      1. This report will show most of the basic information that was changed, and if it was changed by System Admin (Us) or the client. (Most don't have access.)
      2. Will also show the exact time of the change, if the other audit (see below) needs to be ran
   3. Review changes/new taxes by clicking on the pencil next to the tax
      1. New tax correct setup, "Applied for Status"
         
         1. Mastertax Setting Widget:
            1.  Service Level = “Return Only” 
         2. Override Payment Options Widget: 
            1. Box checked 
            2. Type: Manual (Client Resp) 
            3. Void Tax Payments – Type: Manual (Client Resp) 
         3. Tax Settings Widget:
            1. If UI – use new rates located in Tax Guide Knowledge Base 
            2. If State WH – make sure nexus box is checked 
            3. All dates should begin with the start of a Quarter +
      2. New Account Numbers, Rate Updates, Tax Changes:
         
         1. EIN:
            1. Matches rate notice or other documentation
            2. Correctly Formatted (Tax Guide Knowledge Base)
         2. MasterTax Settings:
            1. "Do Not Send to MasterTax" box is only checks if the Tax Guide Knowledge Base says it should be.
            2. Service Level - "Use Default" if tax is not Applied For
         3. Override Payment Options:
            1. Box unchecked if tax is not Applied For
         4. Tax Settings:
            1. Review Status, EE/ER Withholding, Dates, and any other columns ( See Tax Guide Knowledge Base if you have questions on how it should be set up.)
            2. All dates should be the beginning of a quarter 
            3. Confirm rates with documentation on I Drive.  Reach out to the updater if you cannot locate the new rate.   (Q1 Rates will be in the <Current Year> Tax Rates Folder.

1. 1. If you need to know who made the edits for further questions: navigate to Edit Company > View Audit History (in parent or other admin account.) 
      1. Select Timeframe under Audit Time based on when the change was made in the system 
      2. Filter by “Not Null” under Shadow Session 
      3. Filter by “Like” “COMPANY_TAX” under Object type 
      4. Review: 
         1. Click the numbers under Shadow Session to review who made the change