Run The Third Party Periodic Tax File For ADP for US Only

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Running the Third-Party Periodic Tax File for ADP (US Only) in Oracle HCM Cloud is essential for tax reporting and payroll compliance. This file contains tax-related payroll data that needs to be submitted to ADP for processing, typically after each payroll run or for specific reporting periods.

Steps to Run the Third-Party Periodic Tax File for ADP (US Only):

1. Log in to Oracle HCM Cloud:

  • Access Oracle HCM Cloud using your credentials. Ensure that you have the required permissions to generate payroll and tax files for third-party providers.

2. Navigate to Payroll:

  • Go to “My Client Groups” and select “Payroll”.
  • This will bring you to the Payroll Dashboard where you can manage payroll tasks and processes.

3. Access Payroll Processes:

  • In the Payroll Dashboard, go to “Checklists” or “Processes” depending on your system configuration.
  • Look for the option to run third-party files or tax-related processes.

4. Select the U.S. Payroll:

  • If your organization manages multiple payroll regions, ensure you are working within the U.S. payroll context.
  • Use filters to select the U.S. payroll or legal entity, as needed, to limit the process to U.S.-based employees only.

5. Run the Third-Party Tax File Process:

  • Look for an option that refers to generating third-party files, such as “Generate Third-Party Tax File”, “Third-Party Payment Register”, or “Periodic Tax File”.
  • This process is typically specific to tax reporting and is designed for integration with ADP.

6. Enter Process Parameters:

  • Once you’ve selected the periodic tax file process, enter the required parameters to ensure the file is generated correctly. Common parameters include:
    • Payroll Name: Select the U.S. payroll you want to generate the tax file for.
    • Tax Reporting Period: Specify the period for which the tax file is being generated (this could be a single payroll period, monthly, or quarterly depending on your needs).
    • Third-Party Provider: Choose ADP as the third-party provider.
    • File Format: Select the correct format required by ADP (e.g., CSV, XML).
    • Legal Entity: Select the U.S. legal entity for which the tax file is being generated.

7. Filter for U.S. Employees Only:

  • If your organization handles payroll for multiple regions, apply the necessary filters to ensure the tax file is generated only for U.S. employees.
  • You can filter based on location, legal entity, or payroll group to limit the data to U.S.-based employees.

8. Review and Submit:

  • Double-check the parameters entered to ensure accuracy, especially the payroll name, reporting period, and third-party provider.
  • Click “Submit” to run the third-party periodic tax file process.

9. Monitor the Process:

  • Go to the Process Monitor or Checklist to track the status of the file generation.
  • Ensure that the process completes successfully. If there are any errors or warnings, resolve them before proceeding.

10. Download the Tax File:

  • Once the process is complete, download the generated file from the output section.
  • This file will contain the necessary tax data in the format required by ADP (e.g., CSV, XML).

11. Review the Tax File:

  • Open and review the file to ensure all necessary tax-related information is included, such as federal, state, and local tax details.
  • Verify that the file contains only U.S. employee data and that the tax amounts are correct.

12. Submit the File to ADP:

  • Once you’ve confirmed the accuracy of the file, submit it to ADP through their secure portal or by following your organization’s protocol for transferring files to ADP.

13. Verify Submission with ADP:

  • After submitting the file to ADP, confirm with ADP that they received and processed the file successfully. You may receive a confirmation or status update from ADP.

Example Workflow:

  1. Log In: Access Oracle HCM Cloud with your credentials.
  2. Navigate: Go to the Payroll Dashboard.
  3. Select U.S. Payroll: Make sure you’re working within the U.S. payroll context.
  4. Run Periodic Tax File: Choose the appropriate process for generating the periodic tax file for ADP.
  5. Enter Parameters: Input the payroll name, tax reporting period, third-party provider (ADP), and legal entity (U.S.).
  6. Filter for U.S. Employees: Apply filters to ensure only U.S.-based employees are included.
  7. Submit Process: Run the process and monitor its progress.
  8. Download File: Retrieve the tax file and review its contents for accuracy.
  9. Submit to ADP: Upload the file to ADP using their secure portal or your organization’s submission process.

Tips:

  • Check ADP Requirements: Ensure that you are familiar with ADP’s specific file format and tax reporting requirements.
  • Verify Accuracy: Always review the tax file thoroughly before submitting it to ADP to avoid any discrepancies in tax reporting.
  • Use Correct Date Range: Be careful when selecting the reporting period to ensure it aligns with ADP’s tax filing deadlines.

By following these steps, you can successfully run the third-party periodic tax file for ADP in Oracle HCM Cloud, ensuring compliance with tax reporting requirements for U.S. employees.

This video will show you how to extract the periodic tax file data to provide to your third party tax filing organization

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