Namely Recommended: Submitting Quarter to Date updates using the Namely template

This article explains how to complete and submit Quarter to Date updates using the template provided by Namely.

OVERVIEW

If you're Processing Year to Date Changes, learn how to complete the QTD Updates - Taxable Wage Movements - Prior Quarter Void Template based on our recommended instructions to help you navigate through the tabs and fill out the appropriate information.

This template should be used for submitting prior quarter adjustments as a case submission in the Help Community. Additionally, this can be used for the following current quarter year-to-date adjustments:

• Post-tax deductions

• Outdated employer amounts

• Moving wages from one pay code to another with the same taxation

o Example: Moving Bonus (W-4) to Commission (W-4)

• Other adjustments that do not impact taxable wages

TIP:

All other current quarter corrections should be completed by a void process. Refer to Understanding the Void and Reissue Process for more details.

QUARTER TO DATE UPDATES

Complete the Quarter to Date (QTD) updates for the following scenarios:

• Make adjustments to employee and employer contributions (e.g., over or under-contributions to 401K, HSA, and more).

• Move employee and employer contributions (e.g., moving 401k to 401k ROTH).

• Make adjustments to earnings (e.g., an employee was overpaid).

• Move earnings (e.g., move Bonus > Salary.)

• Make adjustments to employee and employer taxes (e.g., FICA incorrectly withheld.)

Instructions:

1. Fill out the appropriate quarters for any adjustments that are needed for earnings, deductions, and taxes. View the tabs labeled Quarter _ QTD Update. For example, Q1 adjustments should be completed in the Quarter 1 QTD Update tab.

TIP:

If adjustments are required for multiple years, complete a separate template for each calendar year.

2. Enter the following information for each adjustment. All details can be found on the employee's pay stub or YTD payroll report:

o Pay Groups: How employees are bucketed into a group that is paid on a specific pay schedule (semimonthly, bi-weekly, weekly).

o Employee ID: A system-generated identifier in Namely Payroll. Appears at the top of the employee’s payroll profile.

o Employee Name: The employee's full name as it appears in Namely Payroll.

o Group: Enter either the Earning (e.g., Salary), Deduction (e.g., 401K), or Tax (e.g., Social Security).

o Description: Enter the name of the Earning, Deduction, or Tax how it appears in Namely Payroll.

o EE Amount: Enter the employee amount to adjust for the quarter.

 Note: Do not enter the total for the quarter, only the amount to adjust by. Reductions to YTD should be reflected as a negative amount.

o ER Amount: Enter the employer amount to adjust for the quarter.

TIP:

Each item should be listed in its own row. Repeat the above step for every adjustment or any necessary quarters by utilizing the additional rows.

Example 1: The employee’s Bonus amount should have been $2,000, not $2,500. The amount needs to reduce by $500.

Example 2: The employee received reimbursement for $200, but it was recorded as taxable earnings instead of non-taxable earning. Move these wages to non-taxable earning.

TIP:

If the correction impacts the employee's taxable wages, Namely will only automatically calculate adjustments for FICA. Any adjustments needed to State, Federal, or local taxes will have to be provided as a separate row with the Tax Group name.

TAXABLE WAGE MOVEMENT AND VOID

Taxable Wage Moment

Complete the Taxable Wage Movement and Void updates for the following scenarios:

• The employee was taxed in the incorrect state due to user error, employee moving, etc.

• The employee should have never been paid.

Instructions for a Taxable Wage Movement:

1. Fill out the appropriate quarters for any adjustments that are needed for the taxable wage moments or voids. View the tabs labeled Q_ TXBL Wage Movement & Void. For example, Q1 adjustments should be completed in the Q1 TXBL Wage Movement & Void tab.

TIP:

If adjustments are required for multiple years, complete a separate template for each calendar year.

2. Verify that the employee's address has been updated in Namely Payroll.

3. Enter the following information for the Taxable Wage Movement:

o Employee Name: The employee's full name as it appears in Namely Payroll.

o Employee ID: A system-generated identifier in Namely Payroll. Appears at the top of the employee’s payroll profile.

o Pay Group: How employees are bucketed into a group that is paid on a specific pay schedule (semimonthly, bi-weekly, weekly).

o Check Dates: List impacted check dates (one per row).

o Pay Cycle ID: The associated pay cycle ID of the check.

o Incorrect State: The incorrect state where the wages/taxes were reported.

o Correct State: The correct state where the wages/taxes should be reported.

o Incorrect Tax Jurisdictions: The incorrect jurisdictions where the wages/taxes were reported (e.g., UI, SIT, locals).

o Correct Tax Jurisdictions: The correct jurisdictions where the wages/taxes should be reported (e.g., UI, SIT, locals).

Example: The employee set the home state as MA instead of NY by accident. The address has been corrected to NY but this impacted the 10/21/2021 paycheck.

Voids

Instructions for a Void:

2. Enter the following information for the Taxable Wage Movement:

o Employee Name: The employee's full name as it appears in Namely Payroll.

o Employee ID: A system-generated identifier in Namely Payroll. Appears at the top of the employee’s payroll profile.

o Pay Group: How employees are bucketed into a group that is paid on a specific pay schedule (semimonthly, bi-weekly, weekly).

o Check Dates: List of impacted check dates (one per row).

o Pay Cycle ID: The associated pay cycle ID of the check.

Example: The employee should have not received payment on the 10/21/2021 paycheck.