TABLE OF CONTENTS

• What Are Tax Codes?
  • Where to Find Tax Codes
• Enabling Tax Code Functionality
• Assigning Tax Codes to Sites/Locations
  • What Happens If a Site Has No Tax Code?
• How Hours Are Matched to Tax Codes
• Setting Up Employee Static Tax Codes

Tax Codes in Fieldclix ensure accurate payroll tax calculations by automatically assigning the correct state or local tax rules to employee work hours based on their work location. This guide explains:

• What Tax Codes are.
• How they are assigned to sites/locations.
• How the system matches hours to the correct tax code.

What Are Tax Codes?

Tax Codes are identifiers for state or local tax jurisdictions (e.g., “AL Overhead 120” for Alabama, “CA Office 200” for California). They determine:

• Payroll tax withholding (state/local income tax, unemployment tax).
• Billing & cost allocation (direct labor vs. overhead).

Where to Find Tax Codes

• Go to Quick Launch > Tax Codes to view the full list.
• Each code may include:
  • Tax jurisdiction (state/city).
  • Tax type (e.g., income, unemployment).
  • Rate/rule (if applicable).

Enabling Tax Code Functionality

The Tax Code feature is controlled by the system setting TKEnableTaxCodes:

• When true:
  • Tax Code functionality is enabled
  • The Tax Code column appears in the Time Card payroll allocation table
  • All tax code assignment rules are active
• When false:
  • All tax code processing is disabled
  • No tax codes will be assigned or displayed

Assigning Tax Codes to Sites/Locations

Steps to assign a Tax Code to a Site:

1. Go to Quick Launch > Sites or Locations.
2. Select a site (e.g., “Birmingham Warehouse”).
3. In the Tax Code field, choose from the list (e.g., “AL Overhead 120”).
4. Save.

What Happens If a Site Has No Tax Code?

• Hours logged at that site will not auto-assign a tax code.
• The system will leave the tax code blank (requires manual review).

How Hours Are Matched to Tax Codes

The system follows this logic:

A. For “On Site” Entries

1. Employees hours under the “On Site” cost type are associated with a Site.
   • For On Site hours that are reassigned manually to a different Work Order in the Time Card Adjustment interface, a Site is taken from that new Work Order.
2. The system checks:
   • Does the Site have a Tax Code?
     • Yes → Hours are assigned that Tax Code.
     • No → Tax Code field remains empty.

B. For Non-“On Site” Entries (Office/Warehouse, Driving, Unauthorized Stops)

1. The system checks:
   • Does the Employee have a Static Tax Code?
     • Yes → All non-site hours use the employee’s Static Tax Code.
     • No → Tax Code field is left empty (may require manual entry).

• Hours logged at that site will not auto-assign a tax code.
• The system will either:
  • Leave the tax code blank (requires manual review).

Setting Up Employee Static Tax Codes

Some employees (e.g., office staff) may have a default tax code for non-site work.

Steps to Assign a Static Tax Code to an Employee

1. Go to Employees > [Employee Name] > Employee Time Keeping Configuration.
2. In the Static Tax Code field, select a code (e.g., “CA Office 200”).
3. Save.

When Static Tax Codes Apply

• Office/Warehouse time
• Driving between locations
• Other entries, like Unauthorized Stops