2023 Year-End Tax User Manual 【For Administrator】①

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
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 entry reminder setting】

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.
★A dedicated request email has been added this year for employees with annual income exceeding 20 million yen.

③ Click on "Year end tax wizard mail" in the "Email custom messages" section at the bottom of the screen.

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

⑤ You can edit the email message in both Japanese and English languages.
⑥ Click “Save”
*If you do not wish to change from the default values (or what you set last year), click "Cancel".

Notes: 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＞

The procedure for changing the default to "Year end tax wizard mail (over 20 million)" is the same as above.

About criterion for judgment for the year end tax wizard mail (over 20 million) and who is eligible to send them
Criterion for judgment: The amount of the taxable total at the time of sending the year end tax wizard mail (Note: not the projected annual gross.)
Who to send: Employees whose taxable total at the time of sending the invitation is more than 20 million.
 *Automatically sent to the target (there is no place to set the selection of normal/over 20 million).

■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”

③ Go to "Edit" and set the value to "Show year end wizard default message in reminder: Off". Then save it.
Depending on your settings, you may not see the edit button. If this is the case, please contact us so we can change it for you.

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.

【Custom Year end tax adjustment wizard screens】

Used to add any message (Japanese/English) to the top of each page screen of the wizard.
★The setting locations have changed from last year.

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.
Click "No message (or Is set)" to the right of the Page type for which you want to display a custom message.
*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.

Access setting for YTA wizard pages

★The setting locations have changed from last year.

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".
* Depending on the settings, items other than "Year end tax" may also be displayed.

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.

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.

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 Ceridian.

Confirming “Need to check” employees

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

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]

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 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.

Note: Depending on the employee's annual income, either a YTA wizard email for general employees (regular type) or a YTA wizard for those with annual incomes over 2,000 will be sent.

【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 “System” tab, click “Custom messages”

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.
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 settings”

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.