Year-End Tax User Manual 【For Administrator】①

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.

 

【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.

① Click “Company settings” in ADMINS menu
② From “Company” tab, click “Custom messages”

[ADMINS menu] → [Company settings] → [Company] → [Custom messages]
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③ Click “Year end tax wizard email”
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④ You can edit the email message in both Japanese and English languages.
⑤ Click “Save”
    *Note: Click “Cancel” to discard changes.
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<Mail Sample>

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【Year end tax settings】
Various YTA wizard settings can be checked and if necessary modified by following the below steps. 

① 
Click “Company settings” in ADMINS menu
② From the “Payroll related” tab drop-down menu, click “Year end tax settings”

[ADMINS menu] → [Company settings] → [Payroll related] → [Year end tax settings]
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③ Scroll down “Year end tax settings” screen and confirm the settings that appear.


<Access setting for YTA wizard pages>
For each of the pages within the YTA wizard, access type can be set for each field.
Click “Edit,” make changes, then click “Save.”
*Note:  Settings need to be changed per page.
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All fields can be changed to the same setting in bulk by selecting “Change all” as shown below.
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<Setting custom message for YTA wizard pages>
For each of the pages within the YTA wizard, custom messages can be set in both Japanese and English languages.
Click “Edit,” type in custom messages, then click “Save.”

*Note:  Custom messages need to be set for each wizard page.
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Reflection example: [Employee wizard page]
The message you have set will be displayed at the top of the wizard screen.

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Read-only fields custom message

If you want to add any text to a page that has been set to "Read-only", set it in the "Read-only fields message".
The message you set here will be displayed in the "Read-only" section.

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Reflection example: [Employee wizard page]
The custom message will be displayed at the top of the wizard page.

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2. How to check "Need to Check" Employees
After the initialization process by the Ascender, it is important for client HR administrators to check the employees who are marked
as “Need to check” as well as new hires 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 the Ascender, the following check screen will appear on the Year end tax home screen. 

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【Checking those who are subject to YTA】
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 Ascender.

Confirming “Need to check” employees
① Click on “Need to check.”
② List of employees will be displayed.

[ADMINS menu] → [Year end tax] → [Year end tax] → [Year end tax home]
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Eligibility for year-end adjustment is determined based on the following criteria.

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【New hire employee settings】
When there is a new hire employee, the Year end tax home screen will display “There are XX employees included in payroll who need to have their year end tax settings for this year initialized.”
If you click on the “Initialize missing employees”, you will be added to the “Need to check” list.

*Note:  This may take a moment to complete (please be patient).
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【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 menu] → [Year end tax] → [Year end tax] → [Excluded employees]
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【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]”
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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]”
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④ The employee will be added to “This year’s paper-based year-end tax adjusted employees.”
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⑤ From the employee detail menu, go to “Year end tax forms” to download all required YTA forms for this paper-based employee.
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*Note:  Please download and print all forms showing in the Tax declaration forms screen.
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*Note:  If you marked an employee as “Paper-based” in error, the setting can be returned by turning OFF the “Paper-based processing” setting by editing from the “Year end tax summary” page. Be sure to click “Save.”
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3. Sending YTA Wizard Email
*In principle,The first round of emails will be sent by Ascender.
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 ADMIN menu, click “Year end tax”
② From the Year end tax tab, click “Wizard data requests”
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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.

[ADMIN menu] → [Year end tax] → [Year end tax] → [Wizard data requests]
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【YTA wizard entry reminder setting】
After sending the YTA wizard email to employees, up to 3 reminders can be sent to those who have not completed their wizard entry.
Reminders can be set by following the steps below.

From “Year end tax” tab, click on “This year’s setting”
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② From the “Automated reminders” edit screen, set the dates for each of the three reminders then click “Save.”
The system will automatically send reminder emails to employees who have not completed the wizard entry by the dates set for the reminders.
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*Items that cannot be edited by client will be modified by Ascender.

 

Next "Year-End Tax User Manual【For Administrator】②". Click here

 

 

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