Jenzabar Campus Portal Features Help Hub

Desktop Payroll - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

Enhancements
Regenerate Timecards After a Pay Group Change

If an employee’s Group Code or Subgroup Code is changed on the Header tab of the HR Employee Master via Payroll window or HR Employee Master via Personnel window in Desktop, the timecard now reflects the change and appears in J1 Web in the appropriate Pay Group format.

Depending on your employees’ existing timecard entries, this change may impact and require an update. Review the following scenarios to see how this improvement works with your current timecard entries.

  • If the employee’s timecard didn’t have any entries for this pay period, the timecard is cleared and regenerated to reflect the new Group or Subgroup Code format.

  • If the timecard did have entries for this pay period, but those entries were leave requests, the timecard is cleared and regenerated to reflect the new Group or Subgroup Code format. You won’t need to reapply the leave requests.

  • If the changed timecard did have entries that weren’t leave requests for this pay period, the timecard won’t be changed to reflect the new Group or Subgroup Code format until the start of the next pay period.

New Coverage Codes for 1095-C

There are two new coverage codes available in the HR Employee Master via Payroll window. Use them to report individual coverage HRAs (ICHRAs) under Section 6056 on the 1095-C form.

  • 1T: Individual coverage HRA offered to employee and spouse (no dependents) with affordability determined using employee's primary residence location ZIP code

  • 1U: Individual coverage HRA offered to employee and spouse (no dependents) using employee's primary employment site ZIP code affordability safe harbor

W-2 and 1095-C Forms

The 2021 tax year is available on the Generate W-2s and 1095-Cs windows and processes have been updated to reflect any government changes for this year.

IRS 2021 Filing Links

W-2 Form: https://www.irs.gov/pub/irs-pdf/fw2.pdf

W-2 Instructions: https://www.irs.gov/instructions/iw2w3

1095-C Form: https://www.irs.gov/pub/irs-pdf/f1095c.pdf

1095-C Instructions: https://www.irs.gov/pub/irs-pdf/i109495c.pdf

For more information about working with these forms, see the Generate W-2 process guide and the Generate 1095-C process guide on MyJenzabar. You can also visit our Help Hub Youtube channel to watch Generate W-2 and 1095-C process videos.

Federal Tax Table Updates

As of the date of release, the government has not issued a final version of Publication 15. The tax tables have been updated based on the government’s preliminary updates. If additional changes are needed once the final numbers are issued, you will be able to update using a script posted on MyJenzabar.net or future updates to the database structure utility (DSU)/default data update (DDU).

2022 Group Term Life Table Updates

As of this release, the federal government has not yet updated Group Term Life Insurance tax rates. If they do so, the Tax Table will be adjusted accordingly using the database structure utility (DSU)/default data update (DDU).

2021.2
Enhancements
New One-Page Format Option for W-2

There is a new one-page format available for viewing, downloading, and printing your W-2 form. In this new format, you can view the W-2 form in quarters displaying Part B Federal, Part C State, and two copies of Copy 2.

In the Generate W-2s window, when you select Review W-2s or Generate W-2s, the 4 Part Quadrant radio button appears in the W-2 Format section. Select and save the new format.

RN_2021_1_HR_4partquad
2020.3
Enhancements
Updates to Customize Paycheck Window

New options on the Customize Paycheck window (Payroll Processing >> Paychecks/Direct Deposits/Registers >> Customize button) allow users to choose between printing employees' campus names and legal names on paychecks and direct deposit slips. Use these Paycheck Form and Direct Deposit Form options to ensure that when employees have legal names that are different from their campus names, the legal names print on paychecks and direct deposit slips.

  • To continue to print employees’ campus names on paychecks and direct deposit slips, don’t make any changes. The ‘<Original>’ report, which prints employees’ campus names, remains the default.

  • To use employees’ legal names instead of campus names:

    • Select ‘r_legal_employee_paycheck’ from the Paycheck Form drop-down

      Customize Paycheck window, Paycheck Form drop-down.
    • Select ‘r_legal_employee_direct_deposit’ from the Direct Deposit Form drop-down

      Customize Paycheck window with Direct Deposit drop-down options displayed.

Learn more about campus names and legal names.

2020.1
Enhancements
2020 W-4 and Federal Income Tax Withholdings Changes

Caution

To comply with these federally mandated changes to how withholding information is calculated and stored, all J1 Desktop Payroll customers must upgrade to 2019.5 before running the first payroll of 2020.

The federal government updated Form W-4 for 2020 and made changes to the way that federal income tax withholdings are calculated. The new design and withholdings schema only requires that employees enter their personal information and sign the form to have the most accurate withholdings based on their salary. Employees can use optional Steps 2–4 to identify additional withholdings if necessary. Any employee who files a new W-4 after January 1, 2020 must use the new form. You can learn more about the government’s changes at irs.gov.

Jenzabar updated a number of tax-related windows and processes to give you a way to store the information and calculate employee withholdings based on the government’s changes for 2020 and going forward.

Tax Tables Window

Added a new field, Tax Rate Level, to the Control tab for taxes with the FED Tax Code. Drop-down menu options are Standard and Optional.

Tax Tables window, Control tab with Tax Rate Level field highlighted.

Added a new read-only Tax Rate Level field to the Table tab of the Tax Tables window. This field displays the information entered on the Control tab.

Tax Tables window, Table tab with Tax Rate Level highlighted.
HR Employee Master via Payroll Window
Taxes Tab

Added four new columns to hold information from the new W-4 format.

  • Tax Rate Level. For FED taxes, Standard is the default. If the employee selected the checkbox in Step 2 on the W-4 form, choose Optional from the drop-down menu. All other tax types are standard by default and can’t be changed.

  • Dependent Withholding. Enter information recorded in Step 3 of the W-4 in this column.

  • Additional Income. Enter information recorded in Step 4a of the W-4 in this column.

  • Additional Credits. Enter information recorded in Step 4b of the W-4 in this column.

Note

Dependent Withholding, Additional Income, and Additional Credits are only enabled for taxes with the FED tax code.

Disabled the Number of Exemptions column for FED taxes because the government changed the way exemptions calculations are handled to no longer include standard exemptions.

HR Employee Master via Payroll window with columns highlighted.
Header Tab

Added a date field below the W4 Received checkbox. Because every employee who submits a W-4 after January 1, 2020 must use the new form, even if they are current employees updating their withholding information, this date must be on or after January 1, 2020.

HR Employee Master via Payroll window with W4 Received field highlighted.
Taxes Window

Added four new columns to hold information from the new W-4 format.

  • Tax Rate Level. Set to Standard unless employees’ checked the checkbox in Step 2 of the W-4.

  • Dependent Withholding. Information recorded in Step 3 of the W-4 in this column.

  • Additional Income. Information recorded in Step 4a of the W-4 in this column.

  • Additional Credits. Information recorded in Step 4b of the W-4 in this column.

Note

Dependent Withholding, Additional Income, and Additional Credits are only enabled for taxes with the FED tax code.

Disabled the Number of Exemptions column for taxes with the FED tax code.

Taxes window with columns selected.
Generate Timecards Window

If employees decided to have additional withholdings taken in Steps 2–4 of the new W-4, those will display on the employees’ timecards.

Timecard Entry Window
Long Timecard Entry Tab, Separate Timecard Taxes Option

Tax Rate Level, Additional Withholding, Dependent Withholding, and Additional Income columns have been added to the Separate Timecard Taxes window. When a new timecard is entered or updated on the Long Timecard Entry tab and the Separate Timecard checkbox is selected, the information in these new columns will be stamped on the timecard.

Separate Timecard Taxes window from the Timecard Entry window.
Additional Withholdings Display for Employees in J1 Web Employee and the Campus Portal (Staff Feature)

For schools that use the Campus Portal Staff feature or J1 Web Employee, the new withholding categories are available on Staff | Employee Information | Tax Information and J1 Web Employee | View Tax Information.

State Reporting Media Window

The magnetic media file can now be saved as a CSV file type. Previously only TXT and DOC files could be generated.

Pennsylvania Unemployment Report
  • The Pennsylvania Unemployment Report magnetic media file generates as a CSV file type instead of TXT.

  • The report now uses rows A (Identification Record), E (Employer Record), and S (Employee Record) instead of B, E, S, and T.

  • The E (Employer Record) Number of Employees is calculated by counting the number of employees for each month of the quarter who had a check with a pay range that includes the 12th of each month.

Oregon W-2 Media File
  • RS and RV records were added to the W-2 media file and can be used to record Oregon transit tax.

  • The category OR Transit Tax is available on the HR Employee Master via Payroll window, Payroll tab to record W-2 YTD History.

W-2 and 1095-C Forms

The 2019 tax year is available on the Generate W-2s and 1095-Cs windows and processes have been updated to reflect any government changes for this year.

IRS 2019 filing links:

Federal Tax Table Updates

As of the date of release, the government has not issued a final version of Publication 15. The tax tables have been updated based on the government’s preliminary updates. If additional changes are needed once the final numbers are issued, you will be able to update using a script posted on MyJenzabar.net or future updates to the database structure utility (DSU)/default data update (DDU).

Resolved Issues

Issue

Description

Enhancements
Update Payroll Process Now Looks for Benefit Codes Flagged 1098-T Eligible

When the Update Payroll process is run, the system will check the selected batch to see if any included IDs have a benefit code associated with a 1098-T flag. If a 1098-T flag is found, a 1098-T year and term is required.

Note

This update will be helpful for those workstudy students who choose to have their pay applied to their A/R balance.

New Status Rows in PATimecardDetailStatus Table

“Processing” and “Processed” status rows have been added to the PATimecardDetailStatus table to prevent web timecards already being processed from displaying on the J1 Web Employee Administrator Manage Timecards page. During the upgrade to 2019.4 a script runs to insert the status rows into the table and set a status of “Processed” for historical web timecards that exist in the CHK_HIST_TIMECARD table a TRANS_STS of “H”.

2019.3.1
Enhancements
Tax Year Changes in the Payroll Controls Window

The Tax Year field is a drop-down menu, and users can only choose from years where the W-2 and 1095-C processes are up-to-date. The 2019 Tax Year value will be provided at the end of 2019 once the government updates/changes have been applied to the software.

Note

When running payroll for 2019, it is important to change the Calendar Year field as well as Period Begin/End dates, Check Date, Quarter End Date, and Workstudy Year/Term (if applicable).  Tax Year in this window is only used for the W-2 and 1095-C processes, while the others are used in the Payroll process.

Payroll Controls window with Tax Year drop-down selected.
Generate W-2s for selected employees

Users can now generate W-2s for selected employees.

Generate W-2s window with option to generate W-2s for selected employees.
W-2 Forms Updates

Two new W-2 categories were added for the 2018 tax year:

  • Box 12 Code GG – Income from Qualified Equity Grants Under Section 83(i)

  • Box 12 Code HH – Aggregate Deferrals Under Section 83(i) Elections as of the Close of the Calendar Year

IRS 2018 Filing Links

1095-C Forms Updates
Printed Outputs

Printed outputs for 1095-C reports have been enhanced to ensure printed text aligns properly with pre-printed forms. Your school's 1095-C report now prints properly on form number L1095C (landscape) which can be ordered from RR Donnelley: http://www.rrdonnelley.com/print-solutions/forms/ | 1-800-742-4455.

Filing Updates

Updates were made to J1 based on the 2018 tax year filing schema changes. These changes do not impact the windows, only internal processes used to create the XML file.

IRS 2018 Filing Links

2019 Federal Tax Table Updates

The following updates have been made to the Tax Tables based on information in Notice 1036 :

  • 1.45% FICAM Employee withholding rate unchanged from 2018

  • Additional .9% FICAM withholding for wage excess over $200,000.00 unchanged from 2018

  • 6.2% FICAO Employee withholding rate unchanged from 2018

  • FICAO tax max limit has been increased to $132,900 from $128,400

  • FED tax exemption has been increased to $4,200.00 from $4,150.00

  • FED tax brackets have been altered

  • For Nonresident Aliens, the amount to add to annualized wages is $8,000.00 up from $7,850.00

  • Official date is 01/01/2019

Caution

At the time of publication, Publication 15 has not been released for 2019.

If there are additional changes in the Publication 15 (Circular E) federal information, you will be able to update Desktop using a script posed on MyJenzabar.net or via future upgrades to the database structure utility (DSU)/default data update (DDU).

Enhancements
Category Column added to Maintain Definitions Window

A new column, Category, is available in the Maintain Definitions window/Educational Offerings Definition table. Access the table from HR Employee Master/Achievements tab/Education block and right-click in the Education Type field. Changing the category to “Education” makes the information display on the employee’s Achievements page in J1 Web.

Maintain Definitions window, Category column highlighted.
Enhancements
Update to Pennsylvania Unemployment Weeks Worked in Period Calculation

The Pennsylvania unemployment weeks worked in period calculation threshold has been updated to $116. In addition, a new row in the Maintain Config Table allows administrators to update the amount should it change again in the future.

Maintain Config Table TAX_DEF value for Pennsylvania.
Resolved Issues

Issue

Description

134000

The Positions tab on the HR Employee Master via Personnel was available when it was marked as Read Only in the Group Definition Permissions.

147549

Users were receiving errors when filing their 1095-C media files because some employees had a 1 in the covered individual indicator tag but no names listed as covered individuals. The code was updated to only put a 1 in the indicator tag if there are actually covered individuals listed for the employee.

148059

When a user changed a value on the Employee Master Header tab, saving caused a Foreign Key error. A setting in the  window that controlled how the Save was to be handled had been changed. This has been set back to do an Update instead of Delete and Insert.