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RPCPAYUS_EIWO_ORDER - e-IWO Order Processor

RPCPAYUS_EIWO_ORDER - e-IWO Order Processor

BAL_S_LOG - Application Log: Log header data   Vendor Master (General Section)  
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Purpose

The e-IWO functionality is used to process a deduction of a payment for child support from a parent’s income in accordance with the requirements of the Federal Office of Child Support Enforcement (OCSE).

Integration

You use this program to process and monitor the Income Withholding files, which have been read and received by means of the OCSE’s Electronic Income Withholding Order (e-IWO) Processplatform.

Activities

These electronic files are processed, and employees are identified. The IWO files are identified for each employee individually and saved in the database table. In this program, you decide whether files are Accepted or Rejected. If the employee is accepted, the required master data is created (if it does not already exist). If it is rejected, no master data is created.

By either having Accepted or Rejected scenarios, the Acknowledgement file must be created, informing the government agency that the IWO file has been Accepted or Rejected.

Transaction

HRPAYUS_EIWO_ORDER

Prerequisites

You have made the following Customizing steps:

  • Activation of Business Function HCM USA electronic Child Support Income Withholding Orders(HCM_LOC_CI_104)
  • Configured the Logical File Pathand Logical File Nameby means of Configure Assignment of Physical Paths to Logical Path for e-IWO filesCustomizing activity

Note:The following Customizing activities are not mandatory and may be configured according to your business needs. For more information, you can refer to the documentation attached in each activity available in SPRO, in Customizing for Payroll USA,under Garnishments → e-IWO.

  • Configuration of e-IWO Validation Action Typeby means of Define e-IWO Validation Action TypeCustomizing activity
  • Configuration of e-IWO Configuration by Jurisdictionby means of Define e-IWO Configuration by Jurisdiction Customizing activity
  • Configuration of e-IWO Deduction Unit Configurationby means of Define e-IWO Deduction Unit ConfigurationCustomizing activity

Features

Selection

On the screen header of the program, the following fields can be used:

  • Process Orders:This button enables you to process orders which have been selected on the screen of this program.
  • Reevaluate Order Status:This push button can be used to update employee status after you have made changes in the system.

Example:The system has identified a missing or incorrect entry in master data and for this reason the system interprets the IWO file as Rejectedor To Be Reviewed. You enter in master data to fix it and save your changes. When the system identifies incorrect results and the correction is fixed in the system, the database automatically identifies and update such change. As a result, when running this program again, you choose Reevaluate Order Statuspush button to automatically recognize your changes. There is no need of manually updating Order Statusin the program.

  • Check for New Orders:In this button, you can check for upcoming Orders.

Note:This option enables you to monitor upcoming orders based on your configuration done for running background job (File Checker). If you do not choose this option, the system will still import IWO files from the job you have configured.

  • Lump Sum/Bonus:By choosing this button, the system will refer you to the Employer Initiated Actions (Employees with Upcoming Lump Sum/Bonus and Child Support) program. For more information on how to run it, you can display its documentation, by choosing the documentation iconof the program.
  • Terminations:By choosing this button, the system will refer you to the Employer Initiated Actions (Terminated Employees with Active Child Support) program. For more information on how to run it, you can display its documentation, by choosing the documentation iconof the program.

  • Historical Data:By choosing this button, the system will refer you to the Historical Dataprogram. For more information on how to run it, you can display its documentation, by choosing the documentation iconof the program.

Standard Variants

Output

On the screen, once receiving the SFTP - IWO files (Secure File Transfer Protocol) from the government, the system will automatically identify the personnel number to be processed and create the corresponding entries in the Garnishment Document(0194) and Garnishment Order(0195) infotypes.

The following fields are displayed on the screen:

  • Order Processed:When an order (Rejectedor Accepted) is processed, the ALV updates the rows of the orders which have been processed and displays a check mark icon to confirm that orders have been completed.
  • Payroll Area:The payroll accounting area the employees for whom the payroll runs at the same time.
  • Personnel Number:This field displays the personnel assignment identified in the system. 

Note: For CE scenarios

A concurrently employed person who has several personnel assignments, the HR master data of the concurrently employed person is stored in infotypes for each personnel assignment. Therefore, make sure that the correct Personnel Numberhas been assigned in order to store the IWO employee details on the right assignment. If you identify that Personnel Numberhas been incorrectly assigned, you can manually change it, then update status to be sent to the Federal Office of Child Support Enforcement (OCSE).

  • Employee First Name:This field displays the first name of employee who will have an income deduction to fulfill a payment for child support.
  • Employee Last Name:This field displays the last name of employee who will have an income deduction to fulfill a payment for child support.
  • Type of IWO document:This field indicates the type of IWO document.

The following types are possible:

  • Amended:Any change for the submitted case number/identifier by the submitting state, except termination to the original order.

  • Lump Sum:Sent when a state/region is made aware that a lump sum payment will be made and they are requesting a deduction to be made from this lump sum.

  • Original:New order for the submitted case number/identifier by the submitting state.

  • Termination:Closure of an order; stoppage of wage withholding for the submitted case number/identifier by the submitting state.

  • Jurisdiction:This field displays the taxing authority to which employee submits payment for child support. This indicates from which state the IWO has been issued.

  • Order Status Evaluated by the System:In this filed, the status of each IWO order can be:
  • Accepted:e-IWOs (SFTP files) are pulled from the OCSE’s Electronic Income Withholding Order(e-IWO) Process platform to be saved in the Garnishment Document(0194) and Garnishment Order(0195) infotypes. Then, sent back to the government for reporting that employer has deducted child support from employee’s income.

  • Rejected: e-IWOS (SFTP files) are pulled from the OCSE’s Electronic Income Withholding Order(e-IWO) Process platform to be saved in the Garnishment Document(0194) and Garnishment Order(0195) infotypes. However, when files are rejected, no entries are saved in the 0194 and 0195 infotypes. Rejected files are sent back to the government for reporting that employer has not deducted child support from employee’s income.

  • To Be Reviewed:After a schedule recurrent processing by means of the background job of orders imported from File Checkerinto Process Ordersprogram, the system may identify orders that were processed with some incoherent or inconsistent data.

When the system interprets orders with To Be Reviewedstatus, you can either:

  • Correct the order information in master data, if required, or;
  • Correct the order information directly in the screen program. For this action to be done from the screen program, the Manual Overridecheckbox should be selected.

Example with changes in master data:IWO appears with the To Be Reviewedstatus in this program due to inconsistent results in master data. The system identified that Employee's Second Namewas incorrect in one IWO file. Consequently, the system identifies employee, but with the incorrect name information, which is required to be correct in order to send IWO file back to the government. You enter the correct name in master data to fix it and save your changes. Then, when running this program again, you choose Reevaluate Order Statuspush button to automatically recognize your changes. There is no need of manually updating Order Statusin the program.

Example with changes in the screen program: IWO appears with the To Be Reviewedstatus in this program due to inconsistent results. The system identified that Vendorwas incorrect in one IWO file. Consequently, the system identifies employee, but with the incorrect Vendor information, which is required to be correct in order to send IWO file back to the government. To enter the correct Vendor, you select the Manual Overridecheckbox and the respective row to be corrected, change Vendor information, then save your changes.

Note: Once you have confirmed that IWOs are ready to be sent, the forms with either Acceptedor Rejectedstatus will be sent to the government. If the IWO is set as To Be Reviewed, the system will not process such form, nor create entries in 0194 and 0195 infotypes. The system will always interpret every order received from the government and suggest how the order should be processed and what information should be in the necessary garnishment infotypes.
In case you do not agree with the system interpretation, or if some information may be incorrect, you can check the Manual Overridecheckbox and adjust it manually.

  • Acknowledgment Reason Code:This field is automatically defined when files are pulled from the OCSE’s Electronic Income Withholding Order (e-IWO) Process platform. If this field has an incorrect reason, you can modify this field to justify with the most suitable reason.

Note:To make this change, the Manual Overridefield must be selected prior to your update. Otherwise, the option will be disabled.

  • IWO Received Date:This field indicates the date IWO Order has been issued.

  • Message Log:In this field, messages are displayed, informing specific details about what and why the system message appeared for that specific order.
  • Order Document PDF:In this field, the details of the order can be displayed.

  • Order Detail:From this field, a pop-up window is displayed, showing details of the order. In the Details section, fields can be modified.
  • Manual Override:System will select this checkbox when an incoming order was manually changed before saving data in the system.

If any of editable fields are changed, system will select Manual Overridecheckbox automatically.

Example

You have received a new order and you identify that the Vendor is incorrect. You make the change in the system to correct the Vendor information and after changing the record, the Manual Overridecheckbox is automatically selected in the program.

  • Grouping Value for Personnel Assignments:Contains the grouping value based on which the system decides which personnel assignments of a concurrently employed person must be processed together.

  • Social Security Number:This field displays the social security number which is issued by the Social Security Administration (SSA).

  • IWO Case Identifier:This field displays the case identifier value assigned by a state to uniquely identify each IV-D case in the state.

  • IWO Order Identifier:This field displays the unique identifier that is associated with a specific child support obligation within a case.

  • IWO Remittance Identifier:This field displays the remittance identifier code transfer for financial posting from HR to FI/CO accounts. This number identifies to which entity physical payments in the form of bank transfers or cheques amount should go to.

  • Multi State Code:In this field, a valid two-digit state code is displayed. If an employer receives an IWO and determines it already has the same IWO in place from another state, the employer can reject order to justify that this order already exists with another state code which has been previously received.

If order must be rejected, in the Acknowledgment Reason Codefield, the IWO received from multiple statesreason code is automatically filled in by the system.

Note: In order to change status to Accepted, the Manual Overridefield must be selected. Otherwise, the Status field will be disabled.

  • Document Category:This field describes the category of the garnishment document that has been issued. Possible entries in this field include (but are not restricted to) creditorgarnishments, supportgarnishments, or federal taxgarnishments.

Note:When employee is subject to multiple garnishment documents, in the 0194 infotype, you define a priority for each garnishment document to be deducted. The highest priority that can be assigned to a garnishment document is 001, while the lowest possible priority is 999.

If your employee is subject to multiple garnishment documents of equal priority, then the system will process these documents in the order that they were entered in the system.The garnishment with the earliest Received datewill be processed first.

For instance, there is a scenario where employee has three different garnishment documents such as: Tax Levy (1), Child Support (2) and Child Support (3). In this case, priority is configured in 0194 infotype with the following priority:

1 - State Tax levy - Priority 3

2 -Child support - Priority 1

3- Child support - Priority 2

This order priority can be modified by means of BAdI: Modify disposable net amount for multiple active garnishments orders. For more information, you can refer to its documentation attached to the Customizing activity.

  • Garnishment Order Type:The entry in this field provides a classification for the garnishment order at hand.

This field allows for any number of two-character entries. Possible entries in this field include (but are not restricted to) CS (Child support), CC (Court charge), CA (Child support arrears).

Since each garnishment order only accommodates one order type, the number of required order types will determine the number of required garnishment orders.

  • Vendor:The party named in this field is the payee of the garnished wages. The wages are remitted to this party upon being transferred to the Financials (FI) application component of the standard system. This party then disburses these wages to the Plaintiff.

This party corresponds both to the Vendor designated in the FI application component and the Creditor designated in the HR application component. Third-party remittance functionality is used to remit the garnished wages to this party. Consequently, in order to remit the garnished wages, the Vendor (FI) must be appropriately linked to the Creditor (HR): this step is performed automatically by the system.

  • Remittance Rule:The entry in this field determines when and how often garnished wages will be remitted to the vendor.

If no entry is present in this field, then the system will apply the company remittance ruleyou have created. If no such rule exists, then the system will apply the government remittance ruleyou have defined.

If an entry is present in this field, then it will override both the company and the government remittance rules.

  • Deduction:This field specifies the regular deduction to be taken from employee wages to retire employee child support debt.

This field consists of two components:

a) Deduction value:a percentage or amount that defines how much pay will be garnished.

  • Examples include 30 (percentage of net payroll), USD 200 (dollars per month), or USD 500 (dollars per pay period).

b) Deduction rule:a basis for how the pay will be garnished.

  • Examples include percentage of net, percentage of gross, monthly amount, or weekly amount.

This field allows for the following twelve deduction rules:

1. Percentage of net

2. Percentage of gross

3. Pay period amount

  • Pay Date:This field specifies the date to be paid and that must be taken from employee wages to pay employee garnishment debt.

  • Deduction unit:Under this deduction unit, the system will garnish the deduction value by pay period, e.g. weekly, monthly, semi-monthly, or otherwise.

4. Monthly amount

5. Monthly amount, collecting arrears

Under this rule, if employee pay cannot satisfy the deduction amount for this pay period, then the system will place the difference in arrearage. In the next pay period(s) of the same month, the system will attempt to garnish this difference.

6. Monthly amount, normalized

Under this rule, the monthly amount is annualized, then divided by the number of pay periods. For example, if the employee is paid on a weekly basis, then the monthly amount will be multiplied by 12, then divided by 52. As a result, a fixed amount will be deducted for each pay period. However, the amounts deducted from month to month may differ, depending on the number of pay periods contained in a month.

7. Monthly amount, normalized: collecting arrears

Under this rule, employee pay is garnished as it is under Monthly amount, collecting arrears. Moreover, the monthly amount is normalized.

8. Monthly Amount, collect as early as possible

This deduction unit will attempt to collect as much of the flat monthly amount as possible and as early as possible. For example, the flat amount will be due on the first payroll of the month. If it cannot be satisfied in full, the remaining amount will be due at the next payroll run, and so on until the last payroll for the month is run or the monthly amount is collected in full, whichever comes first.

9. Standardized monthly amount

This deduction unit works as follows:

a) For weekly payroll, it takes 1/4 of the garnishment amount each week, but does not take anything in the 5th week of months with 5 pay periods

b) For bi-weekly payroll, it takes 1/2 of the garnishment amount, but does not take anything in the 3rd pay period of months with 3 pay periods.

c) For 4-weekly payroll, it takes the garnishment amount, but does not take anything in the 2nd pay period of months with 2 pay periods.

d) For other pay frequencies, it works the same as deduction unit monthly amount.

10. Standardized monthly amount: collecting arrears
This deduction unit works in the same way as for the standardized monthly amount, but also attempts to collect any arrears.  Arrears are also collected in the 2nd/3rd/5th period where no regular deduction takes place.

11. Weekly amount

12. Annual amount

If the Initial balance and the Garnishment order deduction are entered simultaneously, then the latter will determine the rate of deduction for the garnishment at hand.

In the US Payroll IMG step shown below, you define whether entries in this field are optional, required, or prohibited.

  • Garnishments
    -> Master Data
    -> Order Types
    -> Create order types

  • Withholding CCPA Percent Limit:Amount limit established by the Consumer Credit Protection Act (CCPA) which is a federal statute that protects employees from discharge by employers because of wage garnishment for one debt. It also sets a garnishment limit per payday.

The CCPA not only prohibits employers from discharging employees because of one wage garnishment, but also sets a limit on the amount of money that can be garnished from an employee’s earnings per pay day.

  • Rule for Calculating Non-exempt Amount:This field contains the rule that the system will apply to calculate the non-exempt (garnishable) amount for IWO order. Possible entries in this field include (but are not restricted to) the federal rule established by the CCPA, the state rule established by the state of jurisdiction, or an arbitrary percentage or amount assigned by the originator.

If you would like the system to compare the federal rule with the rule established for the model non-exempt amount, select the checkbox labeled CCPA - Federal Rule in the following US Payroll IMG step:

o,,Garnishments
-> Master Data
-> Order Types
-> Garnishable Amounts
-> Create rule for the non-exempt amount

  • Service Charge Rule:This field contains values that correspond to the garnishment service charges that are levied upon employees. Depending upon the value in this field, a certain amount in excess of the garnishment payment will be deducted from the employee's pay and remitted to the employer. This amount constitutes the service charge.

Regardless of the priority that an enterprise may assign to a garnishment document, service charges for that document are only processed once processing for all other garnishments has been completed.

  • Federal Employer Identification Number:In this field, the employer number (FEIN) is displayed to identify to which enterprise employee has been assigned to.

  • Pay Amount:This field specifies the amount to be paid and that must be taken from employee wages to pay employee garnishment debt.

  • Correct Employer Identification Number:In this field, the system displays the employer number (FEIN) saved in the system and that is used to identify in case his or her FEIN is different from the one indicated in the order.

  • Obligee Last Name:The data entered in this field holds the last name of the person who has the custody of the child. Entries in this section is used to fulfill a deduction of a payment for child support from a parent’s income when there is Child Support active in the system.
  • Obligee First Name:The data entered in this field holds the first name of the person who has the custody of the child. Entries in this section is used to fulfill a deduction of a payment for child support from a parent’s income when there is Child Support active in the system.
  • Child Last Name:The data entered in this field holds the last name of the child who receives the portion. Entries in this section is used to fulfill a deduction of a payment for child support from a parent’s income when there is Child Support active in the system.
  • Child First Name:The data entered in this field holds the name of the child who receives the portion. Entries in this section is used to fulfill a deduction of a payment for child support from a parent’s income when there is Child Support active in the system.
  • Child Birth Date:The date of birth is the basic value used to calculate a person's age. The following statistical evaluations are based on this value:

·,,Age structures

·,,Anniversaries

·,,Pay increases as a result of higher seniority

·,,Birthday lists

You can enter the date of birth without decimal points and without the first two digits in the year (e.g. 121061 rather than 12.10.1961.)

  • Process Order Time Stamp:This field displays the timestamp to indicate when the last e-IWO was interpreted.

This field has the following timestamp format:

  • YYYYMMDDHHMMSS

The timestamp saved from the last IWO interpreted, can either be an execution done automatically by a job execution or by the user clicking in the ReevaluateOrder push button.

This operation may generate messages which can be seen by clicking in this field.






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