Enter Tax Data for NRA's - Other Than Income Code 15

Purpose
The purpose of this task is to enter Federal and State tax data for a nonresident alien employee with other than Income Code 15.

Helpful Hints

• Local taxes are not applicable.
  

Navigation Path

Main Menu > Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data

Steps:

1. Select Main Menu.
2. Select Payroll for North America.
3. Select Employee Pay Data USA.
4. Select Tax Information.
5. Select Update Employee Tax Data.
6. Enter employee’s EMPLID.
7. Select the Include History option.
8. Select the Search button.
9. Select the Add a new row (Alt+7) button.
10. Enter the desired information into the Effective Date field.
11. Special Withholding Tax Status, select Non-Resident Alien.
12. Tax Marital Status MUST be Single.
13. Withholding Allowances MUST be 0 or 1 – unless NRA is from Canada, Mexico, or South Korea (special rules apply).
14. FWT Additional Amount is not used.
15. Earned Income Credit is not used.
16. Exempt from FUT is not used, but should always be checked.
17. W-4 and W-5 Processing Status is not used.
    • Lock-In Details is not used.
    • State Tax Options is not used.

18. Tax Treaty/Non-Resident Data:
    • Enter the desired information into the Country field.
    • Enter the desired information into the Eligible Income Code field.
    • Enter the desired information into the Treaty ID field.
    • Form W-9 Recd is not used.
    • W-9 In Effect Date is not used.

19. Taxpayer ID Number should be populated if no SSN and want to take advantage of a treaty.
20. NRA Withholding Rule applies to non-resident aliens from India only.
21. Education and Government:.

• Enter the desired information into the Date of Entry field.
• Select the Form 8233 Recd list. Form 8233 is required to be filled out annually (expiration date = 12/31/xx).
• Select the Yes list item.
• Enter the desired information into the 8233 In Effect Date field.
• Enter the desired information into the 8233 Exp Date field.

22. Form W-8 Recd is only used for scholarships.

23. W-8 In Effect Date is only used for scholarships.

24. W-8 Exp Date is only used for scholarships.
25. Continue to the State Tax Data page.
    UnSelect the Resident checkbox option.
    State Withholding Elements; select the Non-Resident Alien; Fed Rules option.
26. SWT Marital/Tax Status MUST be Single.
27. Withholding Allowances MUST be 0 or 1 unless NRA is from Canada, Mexico, or South Korea (special rules apply).

• Additional Percentage is not used.
• Additional Allowances is not used.
• Lock-In Letter Details is not used.

28. Select the Save button.
    
    

Result

Tax Treaty information has been entered into the Payroll System for a nonresident alien employee with other than Income Code 15.

Bureau of State Payroll Services payroll@osc.ny.gov