This article covers the Taxes tab, which is part of Workforce Employee Records. Here, users can view and edit the employee's tax elections.
- Note: This tab is only displayed after the employee has been onboarded to payroll.
Important Note: While tax withholdings can be edited on this tab, changes made here are not reflected in the printable tax forms found on the 'Documents' tab. It is highly recommended to always have all tax withholding changes completed by the employee via the 'My Pay' section of the R365 Mobile App.
- Note: Signed tax forms are only available early adopters.
Article Topics:
- Tax Withholdings Overview
- Taxes Tab Buttons and Fields
- Pending Tax Withholdings
- Future Tax Withholdings Versions
Tax Withholdings Overview
The Taxes tab displays all tax withholding elections for the employee that are pertinent to payroll. The tax withholding elections are displayed per payroll company, and only apply to that payroll company's pay runs. Employees who work at locations associated with multiple payroll companies will be required to complete multiple sets of tax forms.
When an employee is onboarded to payroll, they will be prompted to complete tax withholding election forms applicable to the state and city for their work location and home address as well as the federal W-4 form. Learn more about tax jurisdictions here.
Employees will be able to view and edit their tax withholding election forms in the My Pay section of the R365 Mobile App. When the employee completes or updates their tax forms, a printable electronically signed version is also uploaded to the Documents tab of their Employee Record.
If the employee is unable to update their tax withholding election forms, admin users can update tax withholding elections directly on the Employee Record. When doing so, users are required to acknowledge that they have seen signed supporting documents, and are encouraged to upload those documents.
- Note: Signed tax forms are only available early adopters.
- Important Note: While tax withholding elections can be edited on this tab, changes made here are not reflected in the printable tax forms found on the Documents tab. It is highly recommended to always have all tax withholding election changes completed by the employee via the My Pay section of the R365 Mobile App.
Taxes Tab Buttons and Fields
| Field | Description | |
 | Company Menu | Indicates which legal entity that the displayed tax withholdings are associated with. Click to open the drop-down menu of all legal entities available. |
 | Tax Withholding | Name of the jurisdiction and associated tax withholding. |
 | Activity - | Click to view historical activity for the associated tax withholding. |
 | Edit -  | Click to edit the associated tax withholding. Important Note: While tax withholdings can be edited on this tab, changes made here are not reflected in the printable tax forms found on the 'Documents' tab. It is highly recommended to always have all tax withholding changes completed by the employee via the 'My Pay' section of the R365 Mobile App. |
 | Withholding Detail | Details for the configured withholding vary depending on the withholding. All withholdings will display a signature timestamp and the effective date. |
Pending Tax Withholdings
Tax withholdings that have been added to the employee's Employee Record but have not been configured and signed will be indicated with an 'Incomplete' flag. It is required that these withholdings are completed before the employee can be paid.
Employees can complete these forms in the 'My Pay' section of the R365 Mobile App.
If the employee is unable to complete the form, admin users can complete the form by clicking the pencil icon 
. When doing so, users are required to acknowledge that they have seen signed supporting documents, and are encouraged to upload supporting documentation.
Important Note: While tax withholdings can be edited on this tab, changes made here are not reflected in the printable tax forms found on the 'Documents' tab. It is highly recommended to always have all tax withholding changes completed by the employee via the 'My Pay' section of the R365 Mobile App.
- Note: Signed tax forms are only available early adopters.
Future Tax Withholding Versions
If a new version of a tax withholding is created with an effective date in the future, the new version will be displayed next to the current version. The current version is indicated with a 'Current' tag, and the new version is indicated with a 'Future' tag.
Clicking the pencil icon 
associated with the withholding will display both the current and future versions. Neither configuration can be edited. To adjust the withholding configuration, delete the 'Future' version by clicking the trashcan icon 
, then create a new version.
