2022 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 [Company settings] - [Company] - [Custom messages]

③ Click “Year end tax wizard email”

④ If it was already set last year, the following figure will appear next. Click "Edit."
　 If it has not been set yet, the figure below will not appear. Go to ⑤.

⑤ You can edit the email message in both Japanese and English languages.
⑥ Click “Save”
Note: Click “Cancel” to discard changes.

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＞

■Full customization without the default text in the message body.
① Click “Company settings” in ADMINS menu
② From the “Payroll related” tab drop-down menu, click “Year end tax settings”

ADMINS  [Company settings] - [Payroll related] - [Year end tax settings]

③ Go to "Edit" and set the value to "Show year end wizard default message in reminder: Off". Then save it.

④ After this, follow the steps from ③ above to set up a custom message body.

＜Sample email for "Off"＞
Only the text you set will be reflected.

＜Sample email for "On"＞
Even if you don't set it in the "Message body" section, the following text will be automatically applied.

【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 [Company settings] - [Payroll related] - [Year end tax settings]

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.

All fields can be changed to the same setting in bulk by selecting “Change all” as shown below.

<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.”

Custom messages need to be set for each wizard page.

■Wizard first page "Overview"

Reflection example: [Employee wizard  overview page]
The message you have set will be displayed at the top of the wizard overview screen.

■Read-only field Page
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.

Reflection example: [Personal information page]  *Read-only" setting screen
The custom message will be displayed at the top of the wizard page.

■Other field Pages
In the setting areas below the "Read-only fields message" and "Overview page," custom messages can be set for each of the other fields (e.g., Employee addresses, Employee income tax settings, spouse settings, etc.).

2. How to check "Need to Check" Employees
After the initialization process by the vendor (Ceridian), 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 Ceridian, the following check screen will appear on the Year end tax home screen.

【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 Ceridian.

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

ADMINS [Year end tax] - [Year end tax] - [Year end tax home]

Eligibility for year-end adjustment is determined based on the following criteria.

【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).

【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]

【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 The file has been downloaded to your 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 Ceridian.
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.

ADMINS[Year end tax] - [Year end tax] - [Wizard data requests]

【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.
Note: The vendor (Ceridian) may also set this up.

Ⅰ.  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 “Company” tab, click “Custom messages”

ADMINS [Company settings] - [Company] - [Custom messages]

③ Click "Year end tax reminder template 1."

④ Overwrite "Email subject" and "Message body" with the content you wish to change from the defaults.
⑤ Click "Save.
Note: 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)".

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＞

Ⅱ.  Setting reminder dates
① From “Year end tax” tab, click on “This year’s setting”

② Click "Edit" under "Automatic reminders."

③ Set each reminder date and template.
Note: If you have not "Ⅰ.  Custom message settings for reminders (optional)," select "Year end tax wizard mail (default)" as the template. A reminder email will be sent with the same content as the invitation email.
④ Click  "Save."
⑤ The system will automatically send reminder emails to employees who have not completed the wizard entry by the dates set for the reminders.

*Items that cannot be edited by client will be modified by Ceridian.

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

Click here for the Japanese version of this manual.