The purpose of Data Integrity Checks are to find/resolve any potential issues that exist in your database. For example, missing social security numbers on employee records, incorrect zip codes on employee addresses, and incorrect tax jurisdiction setup in Administration are all common occurrences that can be found when running Data Integrity Checks. Data Integrity Checks can be run at any time – some clients run weekly, monthly, quarterly – as often as you see fit.
To run your Data Integrity Check, navigate to pay/bill > other > year-end. Please note that you should be at the highest level of your hierarchy to encompass all entities when running the check. You will also only have access to this area with System Administrator security permissions, so if you need access please contact your bridge administrator or Tempworks Support if you need additional assistance.
Once you have opened the year-end form, you should see different years available to select from. If you do not see the current year listed as an option, select the plus icon in the upper right-hand corner to add the current year.
Once you hit save, you can double click on the current year to bring you into the year-end worksheet. For Data Integrity Check purposes, we will only be focusing on “Step 1”. To run the check, select the “Run Check” button on the right-hand side of the form.
Depending on how large your database is, the Data Integrity Check may take a few seconds to a few minutes to load. The check is broken out into three sections – blue, red, and purple. The blue section is correctable by you, the user. For example, adding in missing SSNs, zip codes, or adjusting SUTA limits. To see the error in detail, select the plus icon to expand the error.
Once the blue errors have been resolved, please ensure that every item has been addressed by clicking on the "Run Check" button again. Once the button is clicked, the report will update and you should notice the errors do not display.
The red section is corrected by year-end technicians at Tempworks. This requires adjustments in our back tables to correct the issue. Below are some examples that you may notice in the red section, but will not need to be corrected by you.
The last section is purple, and may not necessary be considered errors, but more so as notifications that we would like you to review/verify before moving forward with year-end processing.
Common Blue Errors:
- The Employer State Income Tax ID or Employer SUTA ID is invalid. Please verify your ID and update in Admin > Employers > Jurisdiction Setup or contact TempWorks Support for assistance.
- There is an imbalance between the Amount on line two and Upper Limit fields in SUTA juris tables, you may update in Admin > Employers > SUTA setup. Amount must be Rate * Upper Limit. Please review the wage base limit, rate, and maximum amount.
- The Amount column is incorrect based on the Wage Limit (Upper Limit) and Percentage listed for that juris in Line 1. The Amount needs to be update in Line 2 to reflect the calculation of Rate * Upper Limit, or the Percentage in Line 1 needs to be updated to reflect the Amount in Line 2 (Amount from Line 2 / Upper Limit from Line 1).
- There are Check, Transaction, Adjustment, and/or Tax records for the following employees that do not have a valid name or SSN. Please verify and update in the employee file.
- The following employees have an invalid SSN. Please verify and update in their employee file. Please verify the following employees' data in their employee file. They are missing either name, SSN, address information, or temporary address information.
- The following Contractors are missing information on their Address. Please verify and update in their company/vendor file.
- The following employees have MD as a state jurisdiction. MD requires a selection from CountyJuris field as well.
- The MaxReportable column is null, zero, or not equal to the Upper/Lower Limits for a particular SUTA juris.
Common Purple Errors:
- The following employees are claiming federal and/or state exempt. An exempt status is only valid for one calendar year, please have the employee(s) complete a new W-4 before February 15th.
- The following employees have inactive jurisdictions on their employee file. Please review and make any necessary corrections.
- There are PrEmployeeTax records for Federal and State that have allowances greater than 9. Please verify with the employee this is what they want for taxing purposes and have them fill out a new W4. 99 exemptions mean that wages will still report for amount taxable but none will be taxed. Full exemptions (0) will not report amount taxable or pull any taxes.
- The following employees have a discrepancy between their tax state and resident state. The state on their employee address is different than the tax state listed under employee > pay setup.
- Please verify the taxability of the following adjustments. This means that there are taxes that there are adjustments exempt from certain taxes and you need to verify that this is correct.
- Run the Pre Tax Adjustment report and search for the adjustment. This will show you a list of the taxes that this adjustment is exempt from
- This is also going to be a good time to review the boxes this adjustment will go into on the W2 (DD 12 is used most commonly for exempt adjustments)
- Please verify the taxability of the following paycodes
- The following employees have negative wages for the quarter. This will cause W-2 and wage balancing issues. Please verify employee's wage and tax information.
- The 1095-C worksheet has not been completed. If you contracted with TempWorks for 1095-C printing, please complete the worksheet prior to closing your year.