1. Checking and modifying settings
Custom message settings for YTA Wizard email and wizard screen
【Customizing YTA wizard email】
【Custom Year end tax adjustment wizard screens】
Access setting for YTA wizard pages
Custom for submitting previous withholding tax certificate
2. How to check "Need to Check" Employees
Screen for checking and confirming eligibility
3. Sending YTA Wizard Email
Sending and managing YTA wizard email
YTA wizard request and evidence submission reminder settings
1. Checking and modifying settings
Before sending the invitation email to YTA wizard to the employees, settings will need to be checked and if necessary modified.
Custom message settings for YTA Wizard email and wizard screen
① Click “Company settings” in ADMINS menu
② From “System” tab, click “Custom messages”
From this screen, you can set up custom messages for the "YTA Wizard email" and for each screen of the Wizard.
【Customizing YTA wizard email】
You can customize the message of the email to the employees regarding YTA wizard if you wish to change it from the default content.
This is a continuous block of text without line breaks. Please check it even if you do not plan to make changes. We recommend adding line breaks or blank lines as appropriate to improve readability. (Changes due to the October 2 release)
★A dedicated request email for employees whose year end tax eligibility are "Collect data only" has been added this year. This is not subject to year end tax adjustment. However, it is for employees who need to complete the wizard input for the calculation of withholding income tax on their salaries.
★The following default text has been added to request emails for “over 20 million yen” and “Collect data only”:
“Even if you are not eligible for tax adjustment through the company and must file your own taxes, you must submit your Tax dependents form.”
★You are now able to change the font size, apply bold formatting, and adjust text color. (Released October 2)
There are three YTA wizard emails: one for employees with annual income 20 million yen or less, one for employees with annual income exceeding 20 million yen, and one for employees whose year end tax eligibility are “Collect data only”.
You can change from the default text in the respective settings screens.
*If you have already changed last year, it is displayed as “Is set” (you can check the text on the edit screen). Only if you want to change from the previous year's text, please do so from the Edit screen.
③ In the “Email custom messages” section at the bottom of the screen, you will see the “Year end tax wizard mail,” “Year end tax wizard mail (over 20 million)” for employees with annual income exceeding 20 million yen, “Year end tax wizard mail (Collect data only)” for employees whose year end tax eligibility are “Collect data only”.
*If it has already been set up last year, it is indicated as “Is set” in the “Email subject (English)” or “Message body (English)”.
■For the first setting up
④ Click on the name of the YTA wizard mail you wish to set up (e.g., Year end tax wizard mail (over 20 million)).
⑤ You can edit the email message in both Japanese and English languages.
This is a continuous block of text without line breaks. Please check it even if you do not plan to make changes. We recommend adding line breaks or blank lines as appropriate to improve readability.
You are now able to change the font size, apply bold formatting, and adjust text color.
To change the text color and make the next text black, you must specify black.
If you do not specify it, the text will appear black on this screen, but the year end tax wizard email will use the color changed before this.
⑥ Click “Save.”.
*If you only want to confirm the default text and do not wish to change it, click “Cancel”.
Notes: If you send a test mail to yourself for confirmation, save it even if the content is the same as the default.
Click on "Send a test mail to (your registered email address will appear after this)" at the top of the screen.
The submission due date shown is only a sample date and may differ from the actual date.
■Change from last year
④ Click on the name of the YTA wizard mail you wish to set up (e.g., year end text wizard mail).
Since the texts have already been made, “Is set” is displayed in the “Email subject (English)” and “Message Body (English)”.
⑤ Click “Edit.”
⑥ You can edit the email message in both Japanese and English languages.
This is a continuous block of text without line breaks. Please check it even if you do not plan to make changes. We recommend adding line breaks or blank lines as appropriate to improve readability..
You are now able to change the font size, apply bold formatting, and adjust text color.
To change the text color and make the next text black, you must specify black.
If you do not specify it, the text will appear black on this screen, but the year end tax wizard email will use the color changed before this.
⑦ Click “Save.”.
*If you do not wish to change from what was set up last year, click “Cancel”.
Notes: If you send a test mail to yourself for confirmation, save it even if the content is the same as the default.
Click on "Send a test mail to (your registered email address will appear after this)" at the top of the screen.
The submission due date shown is only a sample date and may differ from the actual date.
＜Mail Sample＞
Nothing was changed, including line break (Sample: “Year end tax wizard mail”）
The text in the “Message body” continues without line breaks.
Saved with line breaks added as needed
■Year end tax wizard mail
■Year end tax wizard mail (over 20 million)
■Year end tax wizard mail (Collect data only)
Recipients of each year end tax wizard email
Automatically sent to the target (there is no place to set the selection of normal /over 20 million / Collect data only).
■Full customization without the default text in the message body
★With the September 6, 2024 release, Workcloud has changed the payroll-related configuration screen.
After the release date, client admins were no longer able to change the year end tax settings. You (Client admins) are only able to “view only.”
Please contact us if you need to change the following settings. We will make the changes for you.
① Click “Company settings” in ADMINS menu
② From the “Payroll related” tab drop-down menu, click “Year end tax settings”
③ Check the settings for “Show year end tax wizard default message in reminder.”
In the case of “On” as shown in the figure above, the message body of the YTA wizard mail will include the text set by the you and the Workcloud default text. (see ＜Sample email for “On”＞)
In the case of “Off,” only the text you have set will be included in the YTA wizard mail. (see ＜Sample email for “Off”＞)
④ If you would like to change from “On” to “Off” (or from ‘Off’ to “On”), please contact us. We will change the settings for you.
⑤ (After we have changed your settings) Please set the custom message text using the above procedure.
＜Sample email for "Off"＞
Only the text you set will be reflected.
＜Sample email for "On"＞
Even if you do not enter it in “Message body,” Workcloud's default text will be automatically reflected.
【Custom Year end tax adjustment wizard screens】
Used to add any message (Japanese/English) to the top of each page screen of the wizard
③ Settings related to the Year end tax adjustment wizard are shown under "Personal details," "Addresses," "Spouse," "Family members," and "Income tax settings" at the top of the screen, and below the "Year end tax introduction" in the middle.
Change the custom message in the “Year end tax” column to the right of the name of the type you wish to display.
Click “No message (or ‘Is set’ if already set last year).”
*The "Year end tax print page" is reflected in the "Print forms" page of the wizard. The "Year end tax evidence cover page settings" will be reflected in the printed PDF cover page.
(Example 1) Set a custom message on the "Wizard overview" page
*Set by page type "Year end tax introduction".
④ Enter the message you wish to display in the "Message body" field.
You can change the font size, bold, font color, and other settings.
Click "Save.
The message you set will be reflected at the top of the "Wizard overview" screen of the Year end tax adjustment wizard.
(Example 2) Set a custom message on the "Personal information" page
*Set by page type "Personal details".
The message you set will be reflected at the top of the "Personal information" screen of the Year end tax adjustment wizard.
For examples of custom messages in other fields, see here.
Custom Year end tax adjustment wizard screen and screen samples
Access setting for YTA wizard pages
For each of the pages within the YTA wizard, access type can be set for each field.
To make changes, click the "Edit" button, change the settings for each item, and then click the "Save" button.
* The contents of the access settings from last year have been carried over.
① Click "Company settings" in ADMINS menu.
② Click on "System" - "Employee field access".
③ Click on "Edit" in the field group "Year end tax".
④ Specify access settings in each item.
[Notes]
・You can also set "Display names," "Maiden name," and other areas that are not relevant to the year-end tax adjustment, but there are no areas that will be reflected in the year-end tax adjustment.
・Please do not set "Hidden" in "Addresses info" and then set "Read-write" in the next "Addresses proof". The same applies to "Tax disability info" and "Dependent disability info".
⑤ When you have completed all item settings, click "Save".
＜Set all items to the same access settings＞
Check the "Change selected" checkbox at the top of the item, then select and save the access settings.
If you want only multiple items to have the same settings, do not check the "Change selected" checkbox at the top of the item, but check the items you want to have the same settings, then select and save the access settings.
Custom for submitting previous withholding tax certificate
★Employees who select “Yes, I have income from previous employers this year” in the YTA Wizard's “Previous company compensation” section and click “Next” can now customize the options displayed under ‘Information submission method’ starting this year.
Note: The “Previous company compensation” screen is displayed only for employees who joined your company during the current year.
The default options displayed are “Have submitted to HR” and “Will submit to HR.” It is possible to change these option names.
By default, selecting “Will submit to HR” displays the file attachment section at the bottom. However, you can now set whether to show or hide the attachment section for custom-created option names.
You can create up to three custom options.
If you wish to use the custom configuration rather than the default settings, please contact your operator staff.
Note: When using the custom version, ensure that the settings for “Previous compensation info” and “Previous compensation proof” in the “Access setting for YTA wizard pages” are not set to ‘Hidden’ or “Read-only.”
2. How to check "Need to Check" Employees
After the initialization process by the vendor (Dayforce), it is important for client HR administrators to check the employees who are marked as “Need to check” and those potentially not eligible for Year-End Tax Adjustment (YTA).
*You only need to confirm, there is basically no work to do.
After the initialization process by Dayforce, the following check screen will appear on the Year end tax home screen.
Screen for checking and confirming eligibility
① Click “Year end tax” in ADMINS menu.
② The "Year-end tax adjustment dashboard" will be displayed. On this screen, you can check and confirm who is eligible for the year-end tax adjustment.
【Check who is eligible for year-end tax adjustment】
Employees who have joined the company but have yet to have their payroll calculated this year will be marked as “Need to check.”
Before sending a message to input their information, be sure to confirm if there are any employees who are eligible for this year’s YTA marked as “Need to check.”
*Note: If there are any employees that show “Need to check” will require their information settings changed before proceeding. Actual settings change will need to be performed by Dayforce.
Confirming “Need to check” employees
① Click on “Need to check.”
② List of employees will be displayed.
Eligibility for year end tax adjustment is determined based on the following criteria.
【Checking employees expected to be over year-end adjustment threshold】
Before sending the invitation email for YTA wizard, you can check for any employees who may not be eligible for this year’s YTA.
If an employee is over the threshold and marked as “Collect data only” for YTA, their YTA wizard will not show any of the insurance deduction declaration input screens.
ADMINS [Year end tax] - [Year end tax] - [Excluded employees]
Click on the "Check all employees" button to see if any are applicable.
If applicable, the employee will appear in the bottom row.
*It may take some time for this operation to be completed.
【Setting employees for paper YTA (do not use wizard)】
Those who need YTA done with paper can be set by selecting “Set as [Paper-based]” from the Year end tax home.
*Note: Any employees set as “Paper-based” will required their declaration certificate hard copies collected and submitted.
① From the drop-down menu, select “Set as [Paper-based]”
② Enter the employee information in the Lookup field shown below to exclude them from receiving the invitation email to YTA wizard.
The employee name will be listed below the Lookup field.
③ Click “Set selected as [Paper-based]”
④ The employee will be added to “This year’s paper-based year-end tax adjusted employees.”
⑤ From the employee detail menu, go to “Year end tax forms” to download all required YTA forms for this paper-based employee.
Note: Please download and print all forms showing in the Tax declaration forms screen.
If you marked an employee as “Paper-based” in error, please contact our support or operator.
■To download tax declaration forms for multiple leaves of absence, etc. in bulk download
① Click "Year end tax" in ADMIN menu.
② From "Year end tax" tab, click "Tax declaration forms bulk download"
③ At the bottom, select "Download selected employees."
④ Specify the targets by name, employee ID, or email address.
⑤ Click "Download."
⑥ Read the message and click "Yes". It will take some time for the download to complete.
⑦ It will be uploaded as a zip file on the "File Sharing" screen, click on it.
⑧ On the screen that appears, specify the location of the download.
⑨ The file has been downloaded to the specified folder (e.g., local “Downloads” folder).
As you click through, you will find separate folders for each employee ID of the eligible employee. Clicking on the employee ID folder will download all the income adjustment deduction form, etc. together.
3. Sending YTA Wizard Email
＊In principle, the first round of emails will be sent by Dayforce.
This section describes how to send emails to employees about YTA wizard.
Wizard data request list can be used to check those who have or have not been sent the email.
If for some reason you need to send it from you, please follow the steps below.
Sending and managing YTA wizard email
Use the “Wizard data requests” page in the Year end tax menu to send YTA wizard email to employees (by client HR administrator).
Send the invitation email after checking the list of employees who will be using the wizard.
① From the ADMINS menu, click “Year end tax”
② From the Year end tax tab, click “Wizard data requests.”
③ Click the checkbox for all the employees using the wizard for YTA.
④ To send the email, click on “Send selected” or “Send all unsent requests.”
The email can be sent to all employees selected in bulk.
Note: Depending on the employee's annual income and year end tax eligibility, Workcloud will send YTA wizard emails to general employees (regular type), YTA wizard emails to those with an annual income of over 20 million yen, and YTA wizard emails to those who are “Collect data only.”
YTA wizard request and evidence submission reminder settings
After sending the YTA wizard email to employees, up to 3 reminders can be sent to those who have not completed their wizard entry.
Date settings for sending each reminder will be done by the vendor (Dayforce). Please contact your operator staff with your desired reminder dates.
This is a continuous block of text without line breaks. Please check it even if you do not plan to make changes. We recommend adding line breaks or blank lines as appropriate to improve readability. (Changes due to the October 2 release)
★ You are now able to change the font size, apply bold formatting, and adjust text color. (Released October 2)
Reminders can be set by following the steps below.
Note: The vendor (Dayforce) may also set this up.
Custom message settings for reminders (optional)
The message in the reminder notification email can be changed from the default.
① Click “Company settings” in ADMINS menu
② From “System” tab, click “Custom messages”
■Input request reminder
③ Click "Year end tax reminder template 1."
*If it was set up last year, then click on "Edit".
④ Overwrite "Email subject" and "Message body" with the content you wish to change from the defaults.
This is a continuous block of text without line breaks. Please check it even if you do not plan to make changes. We recommend adding line breaks or blank lines as appropriate to improve readability.
You are now able to change the font size, apply bold formatting, and adjust text color.
To change the text color and make the next text black, you must specify black.
If you do not specify it, the text will appear black on this screen, but the year end tax wizard email will use the color changed before this.
⑤ Click "Save.
Notes:
・If you do not wish to change from the default contents, click “Cancel”. If you wish to review the sample mail with the default contents, click “Save” without changing the contents.
・If you wish to set multiple reminders and change each one from the defaults, please set them in "Year end tax reminder template 2 (3)".
■Document submission reminder
③ Click “Year end tax evidence submission reminder.”
*If it was set up last year, then click on "Edit".
④ Overwrite "Email subject" and "Message body" with the content you wish to change from the defaults.
This is a continuous block of text without line breaks. Please check it even if you do not plan to make changes. We recommend adding line breaks or blank lines as appropriate to improve readability.
You are now able to change the font size, apply bold formatting, and adjust text color.
To change the text color and make the next text black, you must specify black.
If you do not specify it, the text will appear black on this screen, but the year end tax wizard email will use the color changed before this.
⑤ Click "Save.
*If you do not wish to change from the default contents, click “Cancel”. If you wish to review the sample mail with the default contents, click “Save” without changing the contents.
Note: If you would like to send a sample email to yourself for confirmation, click on "Send a test mail to (your registered email address will be displayed after this)".
The submission due date shown is only a sample date and may differ from the actual date.
＜Mail Sample＞
Nothing was changed, including line break (Sample: “Year end tax wizard mail”）
The text in the “Message body” continues without line breaks.
Saved after change the default text・adding line breaks as needed
■Year end tax reminder template
■Document submission reminder
Date settings for sending each reminder will be done by the vendor (Dayforce). Please contact your operator staff with your desired reminder dates.
＜Who is eligible to receive “Document submission reminders”?＞
The reminder will be sent to employees who have completed the YTA wizard entry as of the date the reminder is sent and have not yet submitted the required certification documents (employees who fall under the “Uncollected” badge on the Year end tax home page).
Items that cannot be edited by client will be modified by Dayforce.
Next "Year-End Tax User Manual【For Administrator】②". Click here.
Click here for the Japanese version of this manual.