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Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

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  • 1.  Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-07-2024 13:11
    No replies, thread closed.

    Hello everyone,

    We are looking forward to another Talking Payroll Chat on Thursday, March 14 from 3 – 3:45 PM ET. Experts will discuss the ins and outs of multistate payroll. The chat will be hosted by Jon Schausten CPP, and Susan Noyes CPP.

    Event instructions:

    Reply directly to this thread with your questions when it opens right at 3:00 p.m. on 3/14


    #U.S.
    #Canada
    #Mexico
    #Asia-Pacific
    #CentralandSouthAmerica
    #Europe
    #MiddleEastandAfrica
    #NotSpecifictoAnyRegion
    #BenefitsandCompensation
    #Legislative/Regulatory/Statutory
    #ManagementandOperations
    #ProfessionalDevelopment
    #State/Local/Provincial
    #TechnologyandSystems
    #Other


  • 2.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 14:55
    No replies, thread closed.

    Our March Talking Payroll Chat starts in five minutes! You can respond directly to this thread when we post the questions during the chat.




  • 3.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:01
    No replies, thread closed.

    When recording RSA's or Stock Options are they subject to local taxes?




  • 4.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:09
    No replies, thread closed.

    I've always withheld local taxes, but you may want to refer to your plan document and consult with the locality.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 5.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:20
    No replies, thread closed.

    We look at each state/local jursidiction and their rules to determine if RSUs are subject or not.  Some states are ambiguous and so we withhold.  Other states are very clear that we shouldn't.  We review once a year and make any changes in our forwardgoing withholding if we have found more clear information.



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 6.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:02
    No replies, thread closed.

    How do we join?




  • 7.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:03
    No replies, thread closed.

    You're joined :)



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 8.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:10
    Edited by Kathryn Dufek, CPP 03-14-2024 15:14
    No replies, thread closed.

    How do I join the chat? Nevermind, i just realized this is just a chat group, not a session 




  • 9.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:12
    No replies, thread closed.

    It's just like a forum posting thing - you just refresh your browser to update the content.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 10.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:21
    No replies, thread closed.

    NEW Question:

    We are an employer based in CA, however. 95% of our employees are remote over 50 states. I am aware of all the compliance requirements for employees working in non-resident states. 

    We are using UKG Pro as our HRIS and payroll vendor. We use an outside software for time tracking because we have billable hours and need to track them for invoicing.

    I have spoken with many about how to use UKG with a different timekeeping system that has time exported from and uploaded to UKG. I cannot get a viable solution.

    Does anyone have a similar situation?

    Thanks




  • 11.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:27
    No replies, thread closed.

    Kathryn,

    I use UKG Pro with their time and attendance, which allows you to do this.  I would look on the UKG Community Page to see if there is anything posted there.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 12.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:31
    No replies, thread closed.

    thanks. I have researching this for over a year now. Asking in PayrollOrg, UKG, SHRM, and more. Noone has a solution to this other than switch to UKG time. I have been pushing for this forever, they just don't see the benefit, however, we know how much there is. Thanks




  • 13.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:32
    No replies, thread closed.

    we have uploaded time files manually in UKG as well as used the API feed from Kronos. your timekeeping vendor would need to create a file for you to upload and UKG would need to help you build a load template to use so you can load it. But where the file comes from should not matter as long as it is in the format of the load template




  • 14.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 14:58
    No replies, thread closed.

    Hello, Thank you for your help with the community!

    Scenario: Employee works in California for an organization that solely does business in California, but lives in Nevada.

    If the employee works one or two days per month remotely from home, do those remote earnings need to be reported to Nevada? Is there a threshold of hours worked, or do all earnings within Nevada need to be reported, even if the work is done for a California organization?




  • 15.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:09
    No replies, thread closed.

    Eric,

    NV does not have state withholding, but you need to collect NV SUI.  You would need to withhold all other State of CA questions.  



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 16.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:10
    No replies, thread closed.

    State of CA state withholding.  Dang typing and talking at the same time.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 17.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:13
    No replies, thread closed.

    if base of operations is CA, no need to do anything with NV SUI, especially if he is only working there a couple of days a month. yes?




  • 18.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    This message was posted by a user wishing to remain anonymous
    Posted 03-15-2024 10:39
    No replies, thread closed.
    This message was posted by a user wishing to remain anonymous

    Agree, SUI follows the 4 part test and it would be in CA, so no withholding for NV SUI.




  • 19.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:14
    No replies, thread closed.

    Same situation but for all states. We have employees in all 50 states. Most work remotely. Many travel to other states for meeting with clients. I have a list of the thresholds but how do we stay compliant on this if they are not tracking when they are working in another state?




  • 20.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    This message was posted by a user wishing to remain anonymous
    Posted 03-15-2024 10:39
    No replies, thread closed.
    This message was posted by a user wishing to remain anonymous

    Hi Jon, if the employee's base of operations is in California, and that is the localization of services and the base of operations CA, then the SUI would be CA and not NV. I'm curious as to why the response was to collect NV SUI. Thank you!

    There are four "tests" employers can use to determine which state an employee is covered by for unemployment purposes of State Unemployment Insurance tax:

    1. Localization of service
    2. Base of operations
    3. Direction and control
    4. Residence



  • 21.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:00
    No replies, thread closed.

    Hello and welcome to the March Talking Payroll chat! We are so glad you are here. We'll be posting new discussion questions every 6 – 7 minutes.




  • 22.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:01
    No replies, thread closed.

    Q1: How do you keep up with the latest changes to state payroll laws/regulations? What websites do you like to use?




  • 23.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:02
    No replies, thread closed.

    1)      A1. PayrollOrg, PayState Update, Payroll Currently (still my favorite every month), and our external legal counsel updates.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 24.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:02
    No replies, thread closed.

    I use multiple sources, including PayrollOrg's Pay State Update and we work very closely with our HR department. We have a shared spreadsheet where all add any new legislation we hear about and then we meet quarterly to discuss next steps and responsibilities as it pertains to the new law. That works really well for both of our teams and is an important collaboration for the Company. Our HR department also has access to several resources so they will often share payroll related updates. But in the end, I live by the motto "trust but verify" and always validate by gathering information from the official State website! Another great resource is the PAYO SPLTF (Strategic Payroll Leadership Task Force) committees! These groups typically meet monthly and it's a big sharefest! There are industry specific groups for Agriculture, Educational Institutions, Emerging Technologies, Global Payroll, Government, Healthcare, Hospitality, K-12 Educational Organizations, Manufacturing, Retail, Small Employers' and my favorite – Best Practices! These committees are a safe space (what happens there, stays there!) for payroll professionals in those specific industries to discuss payroll related challenges, new legislations and to share information on how different companies are handling things.  If you've been on the fence about joining a PayrollOrg committee – I highly recommend one or more of the SPLTF groups! Here's the link: https://www.payroll.org/membership/about-us/committees



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 25.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:05
    No replies, thread closed.

    A1. I get most of my information from PayrollOrg resources though our vendor Dayforce does a pretty good job of alerting us to different changes from the states. 




  • 26.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:06
    No replies, thread closed.

    Bloomberg is also a really good source. I second Sue on the SPLTF committees also!




  • 27.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:07
    No replies, thread closed.

    A1. In addition to what others said, attending conferences and networking! Always keep your ears open




  • 28.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:07
    No replies, thread closed.

    PayrollOrg, Payroll Currently, 




  • 29.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:08
    No replies, thread closed.

    Payroll Org but we also subscribe to Bloomberg Tax Payroll News which is a great way to get updates since they send you email notifications when something important is happening.




  • 30.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:13
    No replies, thread closed.

    A1 I receive emails from the states directly announcing any changes.  Also use the PayrollOrg resources as well as going to state specific websites and collaborating with colleagues and networking buddies!




  • 31.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    This message was posted by a user wishing to remain anonymous
    Posted 03-14-2024 15:13
    No replies, thread closed.
    This message was posted by a user wishing to remain anonymous

    Bloomberg Payroll & Tax - the subscription can be a bit pricey, but always very up-to-date with legislative changes and new laws, and of course, Payroll.org




  • 32.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:22
    No replies, thread closed.

    PayState Update and Payroll Currently.  We have legal counsel that watches all their websites as well.  Plus, on the GRTF Committees the PayrollOrg team is always right on top of any legislative changes that we may be facing.



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 33.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:04
    No replies, thread closed.

    Can't hear anything, how do I join the conversation? payroll@sabuilds.com (Melissa)




  • 34.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:04
    No replies, thread closed.

    I was wondering the same thing




  • 35.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:07
    No replies, thread closed.

    You may have to refresh once in a while to see new responses.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 36.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:08
    No replies, thread closed.

    It is called a chat but it is really just following the posts on here so it is not a chat in the traditional sense. 




  • 37.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:06
    No replies, thread closed.

    It's just a rolling chat per my understanding. No actual 'talking' per se.




  • 38.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:11
    No replies, thread closed.

    Well that's silly




  • 39.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:06
    No replies, thread closed.

    there's no audio! it's a written discussion/chat. refresh your page throughout the hour and you'll see the discussion questions




  • 40.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:08
    No replies, thread closed.

    Hi Melissa! Thanks for reaching out. The chat is happening live within this thread. Feel free to join in and share your responses by clicking the "Reply" button. 




  • 41.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:11
    No replies, thread closed.

    It's just like a forum posting thing - you just refresh your browser to update the content.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 42.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:12
    No replies, thread closed.

    It's just like a forum posting thing - you just refresh your browser to update the content.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 43.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:05
    No replies, thread closed.

    Not sure if this question works. We are a Pennsylvania based employer and are gearing up to open a new retail store in New Jersey. Are there any mandatory benefits that New Jersey has, such as Paid Family Leave/Disability Leave/Sick Leave? Thank you.




  • 44.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:09
    No replies, thread closed.

    New Jersey does have a few that are paid by tax deductions from employees' pay as well as some have a employer portion also. 




  • 45.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:17
    No replies, thread closed.

    Yes, New Jersey has a few extras, such as the Workforce Development Fund, Temporary Disability, Family Leave, etc. 



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 46.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:06
    No replies, thread closed.

    Our office is in Michigan, we are hiring a remote worker from Florida. I think we will need to apply for Florida reemployment, can someone please confirm?




  • 47.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:09
    No replies, thread closed.

    You will have to establish an employer account in Florida for unemployment taxes (Florida has no withholding tax).



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 48.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:11
    No replies, thread closed.

    We are in the midwest as well and have 1 remote IT coworker in Florida.  Went through the business registration process and then set up an unemployment account for Florida.  Luckily there is no withholding tax to worry about.




  • 49.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:07
    No replies, thread closed.

    Q2: How do multistate employers handle state unemployment insurance (UI) tax obligations across various jurisdictions?




  • 50.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:08
    No replies, thread closed.

    1)      A2.  We follow notifications from the State UI agencies with our quarterly trends for experience rates, the same resources from PayrollOrg, and GRTF State and Local Taxes Committee.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 51.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:08
    No replies, thread closed.

    Currently we have a fairly small population of associates who travel across State lines or have multiple work locations so it's quite manageable to have them report their days in each State and we are manually entering the time in each State. Although with remote work at an all time high, I would love to hear how other companies are handling this.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 52.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:12
    No replies, thread closed.

    We follow guidance from the State UI Offices




  • 53.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:14
    No replies, thread closed.

    A2. As a public non-profit higher education institution situated in Virginia, we are exempt from the obligation of managing unemployment insurance like other entities. Despite this exemption, we have encountered difficulties in obtaining accurate information from various states. Some states mandate the submission of quarterly wage reports, while others do not. The challenge arises when attempting to communicate with these states, as the personnel often lack the necessary knowledge to address our inquiries regarding reporting procedures.




  • 54.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:17
    No replies, thread closed.

    Q2 - We do business in almost every state and have UI accounts in them as well.  We report UI to whatever state the employee works in.




  • 55.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:26
    No replies, thread closed.

    We pay attention to any changes in SUI regulations and taxes per our notices, but we also get information for handling some trickier situations from the experts who are on the PayrollOrg committees such as the GRTF SALT committee.  



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 56.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:08
    No replies, thread closed.

    How do I join




  • 57.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:10
    No replies, thread closed.

    Hi @Phyllis Webb, CPP! The chat is happening live within this thread. Feel free to join in and share your responses by clicking the "Reply" button. 




  • 58.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    This message was posted by a user wishing to remain anonymous
    Posted 03-14-2024 15:11
    No replies, thread closed.
    This message was posted by a user wishing to remain anonymous

    We are an employer in Kansas and Oklahoma.  If an employee has an apartment in Kansas but stays at a hotel during the week while working in Oklahoma, should we withhold Kansas or Oklahoma taxes?  There is no reciprocal agreement between the two states.  Everything I know about tax withholding makes me think OK tax since that's where he's working.  If the employee claims residency in Kansas, he'll have to settle up with both states when he does his taxes, correct?




  • 59.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:15
    No replies, thread closed.

    I think you are spot on. Our software automatically sets up the taxes based on the resident and work address. 




  • 60.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:24
    No replies, thread closed.

    What software do you use?




  • 61.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    This message was posted by a user wishing to remain anonymous
    Posted 03-14-2024 16:40
    No replies, thread closed.
    This message was posted by a user wishing to remain anonymous

    Paylocity is our software.




  • 62.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:16
    No replies, thread closed.

    Only withhold on Kansas as residency is not established in OK as the person stays in a hotel.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 63.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:17
    No replies, thread closed.

    yes, with no reciprocal agreement, doesn't matter if he is living in Kansas full time or not, taxes are withheld for Oklahoma as that is where he is working.




  • 64.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    This message was posted by a user wishing to remain anonymous
    Posted 03-14-2024 15:18
    No replies, thread closed.
    This message was posted by a user wishing to remain anonymous

    Yes, the employee would be taxed where the work is performed so Oklahoma tax is correct. The employee will need to file both OK and KS tax returns for their personal tax filings. 




  • 65.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:13
    No replies, thread closed.

    Q3: Did more (or all) of your workforce work remotely more (or all) of the time during the pandemic? Does your company continue to allow remote work?




  • 66.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:14
    No replies, thread closed.

    1)    A3 We have three categories: Onsite, Hybrid, and Remote.  Yes, we have always had remote work with our sales team.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 67.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:14
    No replies, thread closed.

    A3. We are a retailer so we had a large population of associates who couldn't work remotely. In my eyes, our store and distribution center associates were the heroes during the pandemic! They kept the ship afloat for sure! For anyone who could do their job remotely, we were able to pivot quickly and get everyone set up with the equipment and technology they needed to work remotely to support the Company. Thankfully, we had been watching things progress and had started planning prior to that fateful day in March. Also, prior to the pandemic, my Company was starting to test the waters by allowing some associates to work from home 1 day a week, so some areas were even more prepared. Today, we allow a hybrid program based on business needs and I think it's a good mix. Personally, I go in the office 3 days a week and I enjoy getting out of the house! During the pandemic, I was very happy to be working from home, but I also missed the social interaction with my office mates so it's a great mix for me.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 68.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:16
    No replies, thread closed.

    A3. we had mandatory WFH during COVID, with a gradual return to office. We now offer hybrid work schedules, with certain stipulations, like you cannot work remotely from a jurisdiction that is different from your designated work location




  • 69.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:17
    No replies, thread closed.

    A3. More worked remotely during the pandemic than before.  We continue to allow remote work but not as much as we did during the pandemic.




  • 70.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:17
    No replies, thread closed.

    We have branches so most of our workforce is fully in person. Our corporate headquarters we are on hybrid. Luckily MD has reciprocal agreements with almost all the states around us (Damn DE) which makes it easir at least for withholding. 




  • 71.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    This message was posted by a user wishing to remain anonymous
    Posted 03-14-2024 15:17
    No replies, thread closed.
    This message was posted by a user wishing to remain anonymous

    Our office staff went remote during the pandemic as they could. Now, remote work is only if there are extenuating circumstances that would require an employee to work remotely. We keep it to a minimum.




  • 72.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:19
    No replies, thread closed.

    A3.Our organization has experienced a significant increase in remote employees compared to previous years. Currently, we are registered with approximately 45 states. While we embrace remote work, navigating the complex landscape of laws and regulations has become increasingly challenging. Our existing software lacks the capability to handle the specific overtime calculations required by certain states. Additionally, due to resource constraints, we are unable to effectively monitor all remote employees and their location changes. 




  • 73.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:20
    No replies, thread closed.

    A3 - Our company did not have remote working options for most of our workforce pre-pandemic.  During the pandemic, everyone who could, worked remotely.  Currently, there is a push for people to return to the office however the majority of our staff who can work remote have a hybrid schedule.  Some of us who are lucky are allowed to work about 95% remote.




  • 74.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:29
    No replies, thread closed.

    A3)  Our corporate office went mostly remote during the pandemic but our locations were all shut down pretty quick and so we furloughed more than 1/2 our team members.  When we were able to open back up, our locations were staffed slim until we regained our pre-covid levels of customer use.  Our corporate office is now Hybrid.



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 75.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:29
    No replies, thread closed.

    A3. We are still in a hybrid environment - meaning most employees work 99% remotely.




  • 76.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:33
    No replies, thread closed.

    We have Onsite, Hybride and Remote




  • 77.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:21
    No replies, thread closed.

    Q4: What payroll issues related to remote work – particularly remote work in new states – have you had to tackle?




  • 78.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:21
    No replies, thread closed.

    1)      A4.  Registering in new states for payroll tax and not create nexus for our tax teams with sales and usage or property taxes.  The other big challenge is people working in two states: a vacation home and home and managing tax withholding.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 79.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:21
    No replies, thread closed.

    A4. Fortunately, being a retailer, we have locations in 42 States so it hasn't been too much of a challenge for us. So far, we have not hired anyone outside of those States. But one challenge that we did have was local taxes for associates working from home in a jurisdiction that we had no business presence in. I quickly realized that tax implications were not being considered as part of our hiring process! We came up with a "heat map" with each State color coded as "ok to hire", "may need to set up" or "no business presence" and shared that with the HR team. This has been working really well for us!



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 80.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:23
    No replies, thread closed.

    A4 - Employee's thinking they can move anywhere without letting us know and finding out months later that they moved to a state we have not been set up in.  ANNOYING!!!




  • 81.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:24
    No replies, thread closed.

    it's even more "fun" when they move to a new COUNTRY!!!!!!! Dealt with that so much over the last 2 years. it's the worst!




  • 82.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:25
    No replies, thread closed.

    Fun is not the word I would use



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 83.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:27
    No replies, thread closed.

    Oh I have other words but this is a family program!!! ;) 




  • 84.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:50
    No replies, thread closed.

    the word I would use starts with an F, isn't that close enough?



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 85.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:24
    No replies, thread closed.

    A4 - First have had the issue with business units not requesting a new state for remote work.  We have heard about it after the fact and then have to go through all the processes to research the laws & regulations, register our business with the state, configure our Payroll system for the new state, and then paying the appropriate taxes.  



    ------------------------------
    Leanne Keller, CPP
    ------------------------------



  • 86.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:25
    No replies, thread closed.

    A4. Our biggest challenge is HR hires someone in a new state and doesn't tell us. It can be frustrating. 




  • 87.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:42
    No replies, thread closed.

    A4)  Oh, It was so much fun to find out some of our team had moved to different states during the pandemic work from home when our corporate office only has nexus in our founding state.......  Luckily, we have more than 1 FEIN and could transfer those folks to one of our other companies so that we didn't have to change how our Parent/Corporate deals with corporate sales and use tax etc.  We did, however, have quite a lot to do in teaching those team members and their managers how they needed to record their time and what the rules were in those new states.  It was quite an eye opener for those managers.  We also had one person who decided to spend about 3 months in one state and then moved to another and another and none of the states they moved to were ones we had any other team members in so we had to set quite a few up only to no longer have anyone working there.....  Fun times.



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 88.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:27
    No replies, thread closed.

    Q5: Does your company consider payroll-related issues when deciding where employees can work remotely? What are the most important/key issues?




  • 89.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:27
    No replies, thread closed.

    A5. From a payroll perspective, the main consideration is whether or not we have a business presence and, if not, what are the implications of establishing one. After that, I think the main consideration is "can this position be performed remotely?". I'd be curious what others respond to this question! Perhaps there are things I should be considering!



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 90.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:28
    No replies, thread closed.

    1)     A5.  Do we operate in that State and do we want to establish a business presence there?  We do not operate in NY and do not want to due to requirements with NY State laws on insurance sales and never outside the US for tax issues and security issues.  Taxes and IT security where the person will be working.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 91.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:29
    No replies, thread closed.

    A5 - As long as we are asked ahead of time - yes Payroll is involved in the decision making process.  We have some states that we automatically say no to.  A lot of those are states which include local taxes as that is something we currently do not have set up or have experience with.



    ------------------------------
    Leanne Keller, CPP
    ------------------------------



  • 92.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:30
    No replies, thread closed.

    A5. I wish. It has been a challenge to get my HR to understand they need to consider this. 




  • 93.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:30
    No replies, thread closed.

    The request must go through Legal, HR and Payroll before it is approved.  We have a listing of all state requirements, and some states are marked in RED.  

    We are in Healthcare so it all depends on the position they are trying to hire.



    ------------------------------
    Tina Kendall, CPP
    ------------------------------



  • 94.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:30
    No replies, thread closed.

    A5 - Not really.  We try and accommodate everyone it seems.  And payroll is always the last to know so we are always having to jump thru hoops to get everything set up.




  • 95.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:30
    No replies, thread closed.

    A5. We had to pull together different stakeholders - payroll, legal, sales tax, corporate tax, benefits. Even though we were registered from a tax perspective, we also had to evaluate compliance with certain benefits (like medical insurance). For the most part, we don't accept requests to enter new jurisdictions, unless it's a Local tax within a state we already operate in.




  • 96.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:32
    No replies, thread closed.

    A5. We have an out of state committee (tax, legal, HR, payroll). Biggest issue is liability in the requested states. Some states are a hard NO.




  • 97.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:35
    No replies, thread closed.

    A5. Typically, we become aware of an employee working in a specific state only after they have been in that location for a few months or have already accepted the job offer. Unfortunately, our control over this aspect is limited, which presents a challenge in ensuring compliance with all legal implications. Convincing HR of these complexities has proven to be difficult. Recently, we encountered a situation with an employee in Puerto Rico, and we are still grappling with understanding the tax regulations and W2 filing requirements in that jurisdiction.




  • 98.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:36
    No replies, thread closed.

    A5. We do consider the impact on corporate tax filing if we move into a new state. It may not stop the new hire/transfer, but it is reviewed and decided upon by the stakeholders. 

    Does anyone have a solid process of knowing when employees are planning a move from state-to-state, or have you also had surprises over the years?




  • 99.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:38
    No replies, thread closed.

    Michelle,

    It is always a surprise and the last to know in payroll.  I love it when they ask why we messed up their taxes when we still have the old address on file!



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 100.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:38
    No replies, thread closed.

    Yea, we're always the last to know! But we do have a notification set up to fire when someone does an address change to a new State. We use Workday notifications HEAVILY!



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 101.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:52
    No replies, thread closed.

    A5)  Oh I wish they had that top of mind.  But to be fair, they are looking for the best talent they can find and sometimes that is out of their control.  They do sometimes ask if we have folks already in the state a great candidate is in, but I don't expect it as I've kind of grown used to playing catch up with Nexus.



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 102.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:32
    No replies, thread closed.

    Q6: How does your employer effectively communicate payroll policies and procedures to employees working in different states?




  • 103.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:33
    No replies, thread closed.

    A6. We have an intranet site where all documentation lives and we also have quite a few documents in our HCM system. In our stores, distribution and call center, the managers have a checklist of items to review with new hires. For our "office" new hires, we have a standard "important payroll information" email that goes out their first week. That answers many common questions and includes some policy information as well as our email address if they have future questions.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 104.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:33
    No replies, thread closed.

    1)   A6.  Yes, after COVID, I developed procedures with our Legal and HR teams to clearly define our payroll policies in our Associate Handbook.  We now have a section in the Handbook, which makes it hard for employees to say they did not know about our policies.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 105.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:37
    No replies, thread closed.

    A6 - Multiple ways: Intranet; digital message boards throughout all of our facilities; The Informer (our company newsletter), the Dayforce HUB is set up so employee's can see all of our policies, procedures, benefits etc., whenever they want; HR does email blasts; quarterly meetings and periodic brown bag meetings; TEAMS "Inform Me" notifications.




  • 106.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:56
    No replies, thread closed.

    A6) We have an intranet weekly notification board where people can post questions or comments, post for big happenings at their club or at corporate.  We also have a weekly "LG newsletter where the Managers get the most up to date on things happening this week and who to turn to for help/clarifications etc.  They have also started a 90 day training bible for new hires with high level information on each corp department that can help them.  But honestly, most times they just call the Payroll helpline and we get the over to the right spot.



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 107.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:38
    No replies, thread closed.

    For your employees that work in different states throughout the week or month, how do you track their time worked in the different states. And how do these hours process through your payroll? 




  • 108.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:41
    No replies, thread closed.

    For our hourly associates, the work State comes into Payroll from Time Tracking. It's manual for our salary associates.



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 109.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:42
    No replies, thread closed.

    Michelle,

    I had employees track it on their time and attendance with transfer codes so we could feed to payroll and charge the labor to the correct cost center and state.  I have also had where associates sent me in a manual breakdown to book the labor to the correct state.  Time and attendance is the way to go!



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 110.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:39
    No replies, thread closed.

    Q7: Does your time and attendance system track work locations in addition to hours worked? Have you had trouble keeping track of employee work locations?




  • 111.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:39
    No replies, thread closed.

    1)    A7.  We do not track work locations in our time and attendance, and I wish we did.  We can manage geo cashing, but we have not turned on.  I would love to use it, but our company does not have the appetite to do it at this time.



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 112.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:40
    No replies, thread closed.

    A7. Yes. The hours pass from our point of sales system into our time and attendance with location and cost center attached so tracking is quite easy!



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------



  • 113.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:44
    No replies, thread closed.

    A7 - Coworkers are to transfer to the appropriate work location (Retail) or to the appropriate state (Support Center who travel) within our time & attendance system.  As long as they do this, the work state flows from our time & attendance system directly into our Payroll system for tax purposes.  

    We do have trouble ensuring everyone is doing this correctly.  But it is communicated out regularly and in their guide for the time & attendance system.



    ------------------------------
    Leanne Keller, CPP
    ------------------------------



  • 114.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:44
    No replies, thread closed.

    A7. Our time and attendance system lacks the capability to track employee locations. Consequently, we are entirely dependent on employees to inform us of any changes in their work location. To address this, we have implemented an agreement that employees must submit if they choose to work remotely, ensuring we are notified of any location changes. Despite this measure, many employees fail to utilize the agreement as intended, posing a challenge to our tracking processes.




  • 115.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:45
    No replies, thread closed.

    Yes our system does track work locations.  We often have employee's from one location borrowing employee's from another so it is very important, not only for taxation but also for financial reporting to be able to track where they are working.  We use Dayforce and the system allows us to set up work assignments based on where they are actually working.  They can punch into as many work assignments as they need to and the reporting we have created is pretty good.




  • 116.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:47
    No replies, thread closed.

    Our Time and attendance system does not track work locations. It houses the location that is attached to the employee's main work location, but does not allow us to attach a location to hours worked.  




  • 117.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:50
    No replies, thread closed.

    I think we are in a similar situation - tax based on the work location.  Do you have to manually calculate and pay taxes if an employee works in a different state than their main work location?




  • 118.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:59
    No replies, thread closed.

    A7) we do not currently track work location in our system (big hopes for the future.....).  We do have many team members who work in multiple locations but fortunately right now they are usually all in the same state.  We only have a few that manage to hop back and forth between AZ and NY and those ones are on our weekly call to find out where they are this week list.  In the future, if we can get our clocks to provide location so that we can track and tax correctly - it would be lovely.



    ------------------------------
    Rebecca Coker, CPP, SPHR
    ------------------------------



  • 119.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:46
    No replies, thread closed.

    That's a wrap on this month's Talking Payroll Chat! Join us again on April 11 for our next one.




  • 120.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:47
    No replies, thread closed.

    Thank you everyone!!!



    ------------------------------
    Jon Schausten, CPP
    Director of Payroll and HR Services
    Vice President of PAYO
    President of Indianapolis Chapter of APA
    ------------------------------



  • 121.  RE: Talking Payroll Chat on Thursday, March 14 - Multistate Payroll

    Posted 03-14-2024 15:48
    No replies, thread closed.

    Thank you everyone!



    ------------------------------
    Sue Noyes, CPP
    J.Jill - Payroll Manager
    www.NewEnglandPayrollConference.org
    ------------------------------