Costpoint Online Help

State Tab

Use this tab to establish SUTA reporting information.

State Withholding

Use the fields in this group box to ensure proper withholding of payroll taxes for employees as indicated by their state withholding forms.

Field Description
Withholding State

Enter, or click to select, the two-character state code. You must install your state tax tables before making this selection.

Taxable Entity State

Enter, or click to select, the state code where the taxable entity is located.

Filing Status

Enter, or click to select, the state withholding filing status that determines which tax withholding tables will be used to calculate the employee’s state taxes.

See the Tax Tables descriptions in the Costpoint Payroll help for the state filing status descriptions for those other than married and single. You cannot select a status that is not included in the tax tables for the individual states or localities.

Exemptions

Enter the number of exemptions claimed by the employee on the state exemption form. This exemption is used in the computation of state withholding taxes.

Note that some states make a distinction between regular exemptions and additional withholding deductions. Check the Tax Tables documentation for information on which states require the additional withholding deductions.

Blindness Exemptions

Enter the number of blindness exemptions. This field is enabled if the Enable Age/Blind Exemption checkbox is selected on the Manage State Taxes screen for the withholding state.

Age 65 Exemptions

Enter the number of age 65 or over exemptions. This field is enabled if the Enable Age/Blind Exemption checkbox is selected on the Manage State Taxes screen for the withholding state.

Dependents

Some states give a credit based upon the number of dependents claimed. If this state allows this, enter the number of dependents the employee claims in this numeric field. However, if the withholding state is PR (Puerto Rico), enter the number of dependent exemptions claimed.

First-time claimed dependents

Enter the number of additional dependent exemption being claimed for the first time. This exemption is good only for the calendar year in which the WH-4 claiming the exemption is submitted. The First-time claimed dependents year field is required if the number of first-time claimed dependents is not zero.

This field will only be enabled for State of Indiana.

First-time claimed dependents year

Enter the year of the additional dependent exemption being claimed for the first time. The first-time claimed dependent exemption will only be applied in the year specified on this field. This field is required if the number of first-time claimed dependents is not zero and is only applicable for State of Indiana.

Number of adopted children

This field will track the actual number of adopted child dependent exemptions claimed on line 8 of Form WH-4 and will be used in the calculation of Indiana's state withholding.

Beginning October 1, 2022, most employees in the State of Indiana are entitled to deduct $3,000 per year per qualifying adopted child claimed on line 7 of Form WH-4.

This field will only be enabled if the withholding state is IN (Indiana).

Credits

Some states allow a credit (reduction in tax) based upon the number of credits claimed. If this state allows this, enter the number of credits claimed by the employee in this numeric field.

Credit Amount

If the state allows a credit amount (reduction in the tax), enter the employee's credit amount. The field does not provide a default credit amount value since you must update this field based on the W-4 Form.

For example, Iowa allows a credit amount beginning January 1, 2024 and you will need to enter the credit amount based on the 2024 IA W-4 Form.

According to the Iowa Department of Revenue website:

"Employers who expect to receive updated W-4 forms from employees using the 2024 IA-W-4 form, but who have not yet received the updated W-4 form, may temporarily use $40 as the total allowance amount and $0 as the additional withholding amount when calculating these employees' withholding amounts.

Alternatively, for employees who have furnished Form W-4 in any year before 2024, employers may continue to compute withholding based on the information from the employee's most recently furnished Form W-4 but, if they do, must make the following modification: Multiply the number of allowances claimed on line 6 of the pre-2024 W-4 by $40 to determine the amount of allowances. For example, if an employee claims 6 total allowances on a 2023 IA W-4, when calculating the 2024 Iowa withholding the employer should use $240 (6*$40) of total allowances."

This field is enabled for Iowa only

Override Amount

To override the Costpoint-calculated amount and use a different amount for the related tax, enter the amount in this numeric field. Costpoint uses this amount for each pay period.

Override Percent

To override the system-calculated amount and use a percentage for the related tax, enter the percentage in this numeric field. Costpoint uses this amount each pay period.

Additional Amount

If you want to add to the system-calculated tax-withholding amount, enter that additional amount in this numeric field. This amount is added to the system-calculated amount each pay period.

Colorado Deduction Specify whether the employee wants to use the state standard deduction amounts or the amount from the employee's Colorado DR 0004. Valid options are:
  • Use State Standard Deduction Table: Select this option to use the data from the Manage State Standard Deductions screen to determine the standard deduction amount. If you select this option, the Annual Withholding Allowance field will be hidden and the annual withholding allowance amount is set to 0.00.
  • Use Amount from the Colorado DR 0004: Select this option to use the annual withholding allowance amount to determine the standard deduction amount.
Annual Withholding Allowance Enter the annual withholding allowance amount. This field is only visible and enabled if you select the Use Amount from the Colorado DR 0004 option.
Nebraska - Exempt from Minimum Withholding Rule

Select this checkbox to indicate that the employee is exempt from Nebraska's minimum withholding rule. Select this checkbox only if the employee provides the proper documentation justifying the lower withholding amount. The checkbox is available only if the withholding state is NE (Nebraska).

Puerto Rico Use the following options for Puerto Rico employees:
  • Veteran Exemption: Select this checkbox if the taxable wages will be reduced by the veteran exemption amount if the withholding state is PR (Puerto Rico).
  • Special Deduction: Select this checkbox if taxable wages will be reduced by the special deduction amount if the withholding state is PR (Puerto Rico).

Other Payroll Taxes

Use these fields for WA Cares exemption tracking.

Field Description
WA Cares Fund Exemption

Select this checkbox if the employee has an approved WA Cares exemption. If this is selected the date listed in approval letter for an exemption from WA Cares coverage must be entered in the Effective Date field. The value in this field will be reported in the integrated Paid Leave and WA Cares quarterly reporting. This field will always be enabled regardless of the SUTA state.

Effective Date

Enter, or click to select, the date the employee's Washington Cares Fund exemption takes effect. This is the date listed in the employee's approval letter for an exemption from WA Cares coverage. This field will be enabled if you select the WA Cares Fund Exemption checkbox, and blank if you clear the WA Cares Fund Exemption checkbox.

End Date

Enter, or click to select, the date the employee's Washington Cares Fund conditional exemption ended. This field will be enabled if you select the WA Cares Fund Exemption checkbox, and blank if you clear the WA Cares Fund Exemption checkbox.

SUTA

Field Description
SUTA State

Enter, or click to select, the two-character state abbreviation for the state in which this employee is covered for State Unemployment purposes. This is normally the employee's home state or the state where the employee works on a permanent basis.

Subject to SUTA

Use this checkbox to specify whether an employee has been flagged as subject to SUTA when the Employee Taxes record was added, updated or deleted.

Owner (DC, MD, MA, MI, MN, MO, NM, OH, SC, WA)

Select this checkbox if the employee is an owner of the company.

Probationary Employee (MO)

Select this checkbox if the employee was employed no longer than 28 consecutive calendar days on a test or trial basis.

Occupational / SOC Code (AK, IN, LA, OH, SC, WA, WV)

Enter, or click to select, the occupational code of the employee's occupation.

Seasonal Code (AR, IN)

If applicable, enter the seasonal employee designator (optical) code.

County (WV)

Enter the county to be reported in the SUTA file.

For West Virginia, enter the county name in which the majority of the employee's job duties are performed.

Geographic Code (AK)

Enter, or click to select, the geographic code of the employee's primary work site.

Worksite Number (IN, IA, MA, MI, MN, NM)

Enter the five-digit worksite number. If an employee works multiple worksites during the quarter, enter the worksite location at quarter-end. If not reporting D.C. SUTA wages for this employee, this field is optional.

Class Code (WY)

From the drop-down list, select the Class Code that applies to an employee. Valid options are:

  • Corporate Officer
  • Inmate Worker
  • Job Training Program Act (JTPA) Worker
  • Partner
  • Sole Proprietor
  • Volunteer
  • Welfare
  • Independent Contractor
  • No Class Code

If an employee is designated a Corporate Officer on the Salary Info tab of the Manage Employee Salary Information screen, the default entry in the Class Code field is Corporate Officer.

Corporate Officer ID (WY)

From the drop-down list, select the corporate officer ID that applies to an employee if the employee is assigned a Class Code of Corporate Officer. Valid options are:

  • President
  • Vice President
  • Secretary
  • Treasurer
  • Other
  • None
Coverage Type (WY)

From the drop-down list, select the coverage type to which an employee is subject. If an employee is subject to both unemployment and workers' compensation, select Both. Valid options are:

  • Unemployment Only
  • Workers' Comp Only
  • Both
  • None
Employee/Employer Relationship (DC)
  • From the drop-down list, select the value which describes the employee’s relationship to the employer. This value is required for D.C. SUTA quarterly reporting. Valid options are:
  • 0-Worker/Employer: Use this if there is no relationship between the worker and the employer. Most workers will fall into this category.
  • 1-Owner or Officer: Use this code if the worker is also an owner or officer of the business.
  • 2-Spouse of Owner or Officer: Use this code if the worker is a spouse of an owner or officer of the business.
  • 3-Parent/Grandparent of Owner or Officer: Use this code if the worker is a parent or grandparent of an owner or officer of the business.
  • 4-Child of Owner or Officer: Use this code if the worker is a child under 18 years of age of an owner or officer of the business.
  • 5-Sibling of Owner or Officer: Use this code if the worker is a sibling of an owner or officer of the business.
  • 6-Board Member: Use this code if the wages reported are for a board member of the business.
Wage Plan Code (CA)

Select the plan code that applies to this employee's unemployment insurance and disability insurance coverage. Valid options are:

Note:

Note to California employers: The wage plan indicates the type of coverage an employee has and is correlated with your State Employer Account Number (SEAN).

Do not leave the Wage Plan Code field blank. If you are unsure which code to select, call the California Employment Development Department (EDD) for assistance.

If an employee lives in California but works in another state, we recommend that you select Covered for Personal Income Tax Only for the employee.

  • UI and DI Covered Under State: The employee is covered under a state plan for both unemployment insurance and disability insurance. This selection is stored in the database as an S.
  • UI Covered Under State and DI Covered Under Voluntary Plan: The employee is covered under a Department-approved voluntary plan for disability insurance and is covered under the state plan for unemployment insurance. This selection is stored in the database as a U.
  • DI Covered Under State & Exempt from UI: The employee is covered under the state plan for disability insurance only and is exempt from unemployment insurance. This selection is stored in the database as a J.
  • Covered Under Voluntary Plan for DI Only: The employee is covered under a voluntary plan for disability insurance only and is exempt from unemployment insurance. This selection is stored in the database as an L.
  • Religious Exemption from DI & UI Covered Under State: The employee is covered under the state plan for unemployment insurance but is exempt from disability insurance. This selection is stored in the database as an R. This selection applies only to:
    • Sole stockholders who claim an exemption under Section 637.1 of the California Unemployment Insurance Code (CUIC).
    • Third-party sick pay recipients who claim an exemption under section 931.5 of the CUIC.
    • Employees who claim a religious exemption under section 2902 of the CUIC. The employee must file an exemption certificate for the religious exemption.
  • Covered Under State Plan for UI (Public Entity Employees Only): The employee is covered under a state plan for unemployment insurance. This applies only to public entity employees. This selection is stored in the database as an A.
  • Covered for Personal Income Tax Only: The employee is covered for personal income tax withholding purposes only. This selection is stored in the database as a P.
  • None: This selection is stored in the database as a N.
U.S. Citizenship (VI)

From the drop-down list, select the U.S. citizenship status that applies to the employee. This is used to report the U.S. citizenship status of the employee when reporting Virgin Islands SUTA information. Valid options are:

  • None
  • U.S. citizen
  • Non-citizen with permanent residence ID card issued by USINS
  • Alien holding temporary or indefinite work permit