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Tax Cuts and Jobs Act
Latest developments and how
employers need to respond
March 21, 2018
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Page 2 Tax Cuts and Jobs Act: Latest developments
Disclaimer
► This presentation is provided solely for the purpose of enhancing knowledge
on tax matters. It does not provide tax advice to any taxpayer because it does
not take into account any specific taxpayer’s facts and circumstances.
► These slides are for educational purposes only and are not intended, and
should not be relied upon, as accounting advice.
► The views expressed by the presenters are not necessarily those of
Ernst & Young LLP.
► This presentation is © 2018 Ernst & Young LLP. All Rights Reserved.
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Page 3 Tax Cuts and Jobs Act: Latest developments
Meet our speakers
Jon Hay
Vice President, Marketing
CIC Plus, Inc.®
Moderator
Jack Nolan
Vice President of
Business Development,
CIC Plus, Inc.®
Debby Salam
Director of Payroll
Information Services
Ernst & Young LLP
Melissa Cypher
Payroll Tax Manager,
Carnegie Mellon
University
Panelists
Page 4 Tax Cuts and Jobs Act: Latest developments
Agenda
Fringe benefits
Family and medical leave tax credit
State of the states
Impact on payroll operations
Resources
Income tax withholding and Form W-4




Payroll case study
Next steps

CICPLUS@DATAPORTAL.COM
Webcast polling results
Page 5 Tax Cuts and Jobs Act: Latest developments
Polling question results
Do you believe the Tax Cuts and Jobs Act will increase the
workload in your payroll and/or human resources department
in the short term (e.g., monitoring state changes, etc.)?
Yes
No
87%
13%820 respondents
Do you use an employee self-service system for gathering federal,
state and local withholding allowance certificates?
Yes
No
78%
22%776 respondents
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Page 6 Tax Cuts and Jobs Act: Latest developments
Income tax withholding and Form W-4
Debby Salam, Ernst & Young LLP
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Page 7 Tax Cuts and Jobs Act: Latest developments
Federal income tax withholding
Provision Effective date Prior law TCJA
Income tax
withholding on
regular wages
Tax Cuts and Jobs
Act of 2017 (TCJA)
§11001
January 1, 2018
through December
31, 2025
The IRS issued the
2018 withholding
tables in Notice 1036
with implementation
required by February
15, 2018.
The seven brackets for
2017 were:
1. 10%
2. 15%
3. 25%*
4. 28%*
5. 33%
6. 35%
7. 39.6%*
The seven brackets
are now:
1. 10%
2. 12%
3. 22%
4. 24%
5. 32%
6. 35%
7. 37%
 The IRS issued Notice 1036 on January 11, 2018, containing the tables
and percentage method for 2018 income tax withholding. Employers are
required to implement the tables no later than February 15, 2018.
Employers used the 2017 income tax withholding tables and percentage
method until the 2018 withholding tables were implemented.
 Consider an employee communication announcing the 2018 income tax
withholding changes. .
Action steps
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*Note that for 2017 and 2018, the optional flat tax rate of withholding
for supplemental wages up to $1 million is tied to the third tax
bracket, the backup tax rate is tied to the fourth tax bracket and the
mandatory flat tax rate on supplemental wages over $1 million is
tied to the highest tax bracket.
Page 8 Tax Cuts and Jobs Act: Latest developments
Supplemental wages
Provision Effective date Prior law TCJA
Income tax
withholding on
supplemental
wages
TCJA §11001
January 1, 2018
through December
31, 2025
The change in the rate
of withholding on
supplemental wages is
effective January 1,
2018.
The optional flat rate of
withholding for supplemental
wages up to $1 million was
tied to the third tax bracket
and the mandatory rate of
withholding on supplemental
wages over $1 million is tied
to the highest tax bracket.
Bracket 3. 25.0%
Bracket 7. 39.6%
The mandatory flat rate
of withholding for
supplemental wages
over $1 million is 37%;
and the optional rate of
withholding on
supplemental wages up
to $1 million is 22%
rather than 28% (which
the TCJA may have
called for).
Bracket 3. 22.0%
Bracket 7. 37.0%
 A flat federal income tax withholding rate of 37% applies to supplemental
wages over $1 million paid on and after January 1, 2018. The employee’s
Form W-4 is disregarded, even if the Form W-4 claims exemption from
federal income tax withholding.
 Employers may optionally use a flat income tax withholding rate of 22%
for supplemental wages up to $1 million if regular wages were paid in the
current or prior year and if supplemental wages are separately identified.
Action steps
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Page 9 Tax Cuts and Jobs Act: Latest developments
Form W-4 and personal allowances
Provision Effective date Prior law TCJA
Suspension of the
personal exemption
deduction and the
Form W-4
TCJA §11041
January 1, 2018
through December
31, 2025
The 2018 income tax
withholding methods
and tables are
designed to work with
the existing Form W-4.
Employees are
encouraged to review
their 2018 withholding
and file adjustments on
the 2018 Form W-4.
Employees may claim
personal allowances for
themselves, their spouse and
their children, which for 2017
is $4,050 per allowance.
Personal allowances could be
claimed on Form W-4, Line 5
to lower federal income tax
withholding.
The deduction for
personal allowances is
suspended through
December 31, 2025;
however, as the law
allows, the IRS will not
fully implement this
change until the 2019 tax
year. (IRS frequently
asked questions;
withholding calculator;
withholding calculator
FAQ.)
 Communicate to employees that at least for now, they are not required to
furnish a revised federal Form W-4, but they are encouraged to check
their withholding in light of the changes under the TCJA. Refer them to
the IRS withholding calculator and the withholding calculator frequently
asked questions.
 Watch for further changes in time for tax year 2019.
 Consider notifying employees who are claiming personal allowances that
they should check their withholding in light of the TCJA disallowance of
the personal allowance deduction.
Action steps
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Page 10 Tax Cuts and Jobs Act: Latest developments
Polling results show most employers are
communicating the need to check Form W-4
15%
25%
Have you provided employees with a
communication explaining the need to
review personal allowances claimed
on Form W-4?
Yes
35%
No
44%
In the
plans
21%
Of the 2,779 who responded
to the Ernst & Young LLP
February 20 webcast polling
question, 56% indicated that
they have, or plan to send a
communication to
employees reminding them
to check their personal
allowances on Form W-4.
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Page 11 Tax Cuts and Jobs Act: Latest developments
IRS income tax withholding tables
Personal allowance values for 2017 and 2018
2017 2018
Payroll
period
One withholding
allowance
Payroll
period
One withholding
allowance
Daily or miscellaneous $ 15.60 Daily or miscellaneous $ 16.00
Weekly $ 77.90 Weekly $ 79.80
Biweekly $ 155.80 Biweekly $ 159.60
Semimonthly $ 168.80 Semimonthly $ 172.90
Monthly $ 337.50 Monthly $ 345.80
Quarterly $1,012.50 Quarterly $1,037.50
Semiannually $2,025.00 Semiannually $2,075.00
Annually $4,050.00 Annually $4,150.00
Notice that despite the TCJA’s repeal of the personal allowance deduction, the 2018
income tax withholding tables continue to provide for personal allowances with
values higher than 2017
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Page 12 Tax Cuts and Jobs Act: Latest developments
IRS income tax withholding tables
US nonresident aliens
2018
Payroll period Add additional
Daily or
miscellaneous
$30.20
Weekly $151.00
Biweekly $301.90
Semimonthly $327.10
Monthly $654.20
Quarterly $1,962.50
Semiannually $3,925.00
Annually $7,850.00
Add these amounts to employee’s wages for calculating income tax withholding.
(Nonresident alien students and business apprentices from India aren’t subject to this procedure.)
2017
Payroll period Add additional
Daily or
miscellaneous
$8.80
Weekly $44.20
Biweekly $88.50
Semimonthly $95.80
Monthly $191.70
Quarterly $575.00
Semiannually $1,150.00
Annually $2,300.00
Page 13 Tax Cuts and Jobs Act: Latest developments
US nonresident alien add back for 2018
Risk of negative wages?
2018 monthly payment to US nonresident alien
Gross pay $100.00
Nonresident alien
add back
654.20
Federal income
tax
- 44.59
Social Security - 46.76
Medicare - 10.94
Nonresident alien
add back
- 654.20
Net pay - 2.29
Page 14 Tax Cuts and Jobs Act: Latest developments
Form W-4 interim guidance
Notice 2018-14
► Employees may temporarily use the 2017 Form W-4 for
submitting withholding adjustments for 2018 until March 30
2018, when the 2018 Form W-4 must be used
► Employees who claimed exemption from withholding in 2017
had an extended deadline of February 28, 2018, to submit a
new Form W-4 for 2018
► Through March 30, 2018, IRS allows use of the 2017
Form W-4 for claiming exemption from withholding in 2018.
Employees are instructed to (1) strike “2017” on line 7 of the
Form W-4 and enter “Exempt 2018” in its place, (2) sign the
form, and (3) enter the date in 2018 that the form was signed
► The employer may alternatively establish a procedure whereby
employees can certify both that they incurred no federal income tax
liability for 2017 and they anticipate they will have no federal
income tax liability for 2018 and thus are claiming exemption from
withholding for 2018
► Employees experiencing a change in status that causes a
reduction in the number of withholding allowances for tax year
2018 are not required to furnish employers with new
withholding allowance certificates until March 30, 2018
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Page 15 Tax Cuts and Jobs Act: Latest developments
Federal tax levies
Provision Effective date Prior law TCJA
Federal tax levies
TCJA §11041
January 1, 2018
through December
31, 2025
The IRS released the
2018 Publication 1494
showing only
inflationary
adjustments. IRS will
publish a revised
version in late
February 2018 to
reflect the loss of
personal allowances.
The amount exempt from wage
garnishment pursuant to a federal
tax levy is computed as the
annual value of the standard
deduction plus the annual value
of the employee’s personal
allowances divided by the
number of payroll periods the
employee is paid. The employee
gives the employer a statement
of marital status and personal
allowances when the levy is first
received.
The amount exempt from
levy no longer takes into
account personal
allowances.
The IRS will publish a
revised Publication 1494 for
2018 reflecting this change.
.
 Use the 2018 Publication 1494 until the updated version is available.
 Because personal exemptions are not factored into the amount exempt from levy
effective January 1, 2018, the IRS will need to clarify the extent that employees with
active federal tax levies are required to submit a revised statement of filing status to
their employers. For this purpose, the IRS would need to revise the employee
statement contained in the Form 668-W to reflect only the standard deduction.
 IRS guidance is also needed as to the deadline for employee submission of the
Form 668-W statement of filing status and the employer deadline for implementing
changes in the amount exempt from levy.
Action steps
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Page 16 Tax Cuts and Jobs Act: Latest developments
Fringe benefits
Debby Salam, Ernst & Young LLP
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Page 17 Tax Cuts and Jobs Act: Latest developments
Bicycle commuting benefits
Provision Effective date Prior law TCJA
Bicycle commuting
benefit
TCJA §11047
January 1, 2018
through December
31, 2025
Under IRC §132(f) and IRC
§132(f)(1)(D), an exclusion
from wages for federal
income tax (FIT), federal
income tax withholding
(FITW), Social
Security/Medicare (FICA)
and federal unemployment
insurance (FUTA) purposes
applies to qualified bicycle
commuting expenses.
Bicycle commuting
benefits under IRC
132(f) received by
employees on and after
January 1, 2018, and
through December 31,
2025, are included in
wages subject to FIT,
FITW, FICA and FUTA.
 Employers will need to change their tax configuration settings for
earnings to reflect the inclusion of bicycle commuting benefits in wages
subject to FIT, FITW, FICA, and FUTA effective January 1, 2018. A
corresponding change is also required for state and local income tax and
withholding purposes for those states that conform to the Internal
Revenue Code (IRC) as of January 1, 2018.
 Decide if taxes will be paid on behalf of employees (gross up).
ImplicationsImplications
Action steps
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Page 18 Tax Cuts and Jobs Act: Latest developments
Polling results show most employers will likely
retain their transportation fringe benefits despite loss of
business deduction
15%
25%
In
review
35%
No
48%
Yes
17%
Of the 1,916 who responded
to the Ernst & Young LLP
February 20 webcast polling
question, just 17% were
planning to eliminate their
transportation fringe
benefits because of the loss
of the business deduction
under the Tax Cuts and
Jobs Act.
See our alert.
Are you considering the elimination
of transportation fringe benefits in
light of the loss of the business
deduction under the Tax Cuts and
Jobs Act?
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Page 19 Tax Cuts and Jobs Act: Latest developments
Moving expenses
Provision Effective date Prior law TCJA
Moving expenses
TCJA §11048
January 1, 2018
through December
31, 2025
IRC §132(g) excludes from
wages for FIT, FITW, FICA and
FUTA purposes moving expenses
under IRC §217 reimbursed or
paid directly for the cost of
moving household goods and
personal effects from the former
residence to the new, the first 30
days of storage for a domestic
move, and lodging and mileage
expenses incurred in travel from
the old residence to the new.
The current exclusion from
wages subject to FIT, FITW,
FICA and FUTA for moving
expenses is suspended. An
exception applies to
members of the Armed
Forces on active duty
moving pursuant to a military
order. It is expected that the
reporting requirement for
Form W-2, box 12, Code P
will not apply for tax years
2018 though 2025.
 Except for the US Armed Forces, employers will need to change their tax
configuration settings for earnings codes to reflect the inclusion in wages
subject to FIT, FITW, FICA and FUTA effective January 1, 2018. A
corresponding change is also required for state and local income tax and
withholding purposes for those states that conform to the IRC as of
January 1, 2018. An annual statement of reimbursed moving expenses
will be beneficial for employees in states where the deduction is still
allowed.
 Decide if taxes will be paid on behalf of employees (gross up).
ImplicationsImplicationsImplicationsImplicationsImplications
ImplicationsImplicationsAction steps
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Page 20 Tax Cuts and Jobs Act: Latest developments
Change in 2018 annual fringe benefit
limits
Health savings account
limit type
2017 2018
Contribution *
Self (IRC §223(b)(2)(A)) $3,400 $3,450
Family (IRC §223(b)(2)(B)) $6,750 $6,850
Out-of-pocket
Self (IRC §223(c)(2)(A)) $6,550 $6,650
Family (IRC §223(c)(2)(A)) $13,100 $13,300
Deductible (high-deductible
health plan)
Self (IRC §223(c)(2)(A)) $1,300 $1,350
Family (IRC §223(c)(2)(A)) $2,600 $2,700
Provision Self-only coverage Family coverage
High deductible health plan: annual
deductible
Not less than $2,300 (up from $2,250 in
2017) and not more than $3,450 (up from
$3,350 in 2017)
Not less than $4,550 (up from $4,500 in
2017) and not more than $6,850 (up from
$6,750 in 2017)
Medical savings accounts
Health savings accounts
Adoption assistance
The limit on qualified adoption assistance (including special needs children)
under IRC §23(a)(3) for 2018 is $13,810, up from $13,570 in 2017.
Many provisions of the tax law are
adjusted for inflation to protect taxpayers
from the effects of rising prices. Prior to
January 1, 2018, many of these inflation
adjustments were based on annual
changes in the level of the Consumer
Price Index for All Urban Consumers
(“CPI-U”) that measures prices paid by
typical urban consumers on a broad
range of products, and is developed and
published by the U.S. Department of
Labor.
Effective January 1, 2018, the TCJA
requires the use of the Chained
Consumer Price Index for All Urban
Consumers (“C-CPI-U”) to adjust those
tax provisions that were previously
indexed by the CPI-U. The C-CPI-U, like
the CPI-U, is a measure of the average
change over time in prices paid by urban
consumers.
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Page 21 Tax Cuts and Jobs Act: Latest developments
Wage repayments
Nature of change Effective date Prior law TCJA
Wage advances and
repayments
TCJA §11045
January 1, 2018
through December
31, 2025
Under IRC §1341, if an employee
is paid wages in one tax year that
are repaid to the employer in
subsequent tax years, and if that
wage repayment is $3,000 or
less, the employee is allowed a
deduction to his or her federal
taxable income only to the extent
that the repayment exceeds 2%
of the employee's adjusted gross
income (i.e., the 2% floor). Wage
repayments of more than $3,000
are subject to either a deduction
or a tax credit, whichever
calculation results in less tax.
IRC §67 is modified such
that all miscellaneous
itemized deductions
available to individual
taxpayers for employee
unreimbursed business
expenses (e.g., uniforms,
tools of the trade and wage
repayments subject to the
claim-of-right doctrine),
currently subject to the 2%
floor, are disallowed entirely.
 Businesses should examine their wage advance policies as they pertain
to employee repayments that will not be made in the current year. At a
minimum, employees should be made aware of the federal income tax
implications of wage advance repayments made in years subsequent to
when the advance was paid.
 The Form W-2 reporting requirements for payments under the claim-of-
right doctrine have not changed.
Action steps
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Page 22 Tax Cuts and Jobs Act: Latest developments
Family and medical leave tax credit
Debby Salam, Ernst & Young LLP
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Page 23 Tax Cuts and Jobs Act: Latest developments
Paid family and medical leave tax credit
Nature of change Provision Prior law TCJA
Paid family and
medical leave
(PFML) tax credit
TCJA §13403
Wages paid for periods
beginning after
December 31, 2017
and ending with
periods beginning after
December 31, 2019
No provision. In some instances, eligible employers
may claim a general business federal
income tax credit of 12.5% of the
wages paid to qualifying employees
during any period in which such
employees are on family and medical
leave if the rate of payment under the
program is 50% of wages normally
paid to an employee.
The credit is increased by 0.25
percentage points (but not above
25%) for each percentage point by
which the rate of payment exceeds
50%.
 In light of the availability of this federal income tax credit, businesses will need to
determine the extent that they will modify their paid-leave policies pursuant to
employees on FMLA.
 It will be important that employers have unique earnings codes to differentiate types of
paid leave (e.g., paid leave under a self-insured paid family leave plan, state/local-
mandated paid leave and mandatory paid leave). These unique earnings codes will be
beneficial not only in computing this federal income tax credit but in arriving at the
correct federal, state and local taxability.
Action steps
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Page 24 Tax Cuts and Jobs Act: Latest developments
Polling results show most employers are
planning to take advantage of the family and medical
leave tax credit
15%
25%
Are you planning on taking advantage
of the paid family and medical leave
tax credit?
Yes
33%
In review
41%
No
26%
Of the 1,971 who responded
to the Ernst & Young LLP
February 20 webcast polling
question, 74% are either
planning to take advantage
of the family and medical
leave tax credit or are
reviewing the possibility.
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Page 25 Tax Cuts and Jobs Act: Latest developments
The state of the states
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Page 26 Tax Cuts and Jobs Act: Latest developments
The state of the states
What to watch for
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Page 27 Tax Cuts and Jobs Act: Latest developments
State conformity with the federal IRC
As of January 8, 2018
MT ND MN
WY SD OH PA NJ CT
WI MI NY MA RI
VT NH
ME
CA
NV NE MO KY WV VA DC DE
UT NM KS AR TN NC SC MD
AZ OK LA MS AL GA
FLTX
AK HI
WA
Legend
Rolling
Automatic
No state income
tax withholding
Some states automatically update their tax laws with changes to the IRC
(automatic). Other states conform to the IRC as of a specific date and
legislation is needed to conform to the latest version of the IRC (rolling and
fixed). Some states conform to the IRC only for select provisions (selective).
Selective
Fixed
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Page 28 Tax Cuts and Jobs Act: Latest developments
States that use the federal Form W-4
Overview as of January 8, 2018
MT ND MN
ID WY SD IA IL IN OH PA NJ CT
WI MI NY MA
VT NH
ME
OR
CA
NV CO NE MO KY WV VA DC DE
UT NM KS AR TN NC SC MD
AZ OK LA MS AL GA
FLTX
WA
Legend
No state income tax
withholding
State form must be used
Use of federal Form W-4 is
allowed
The Tax Cuts and Jobs Act temporarily suspends the deduction for personal
allowances effective January 1, 2018 through December 31, 2025. The IRS will likely
update the federal Form W-4 in the future to reflect this change. Following are the
states that also use the Form W-4 for state income tax withholding purposes,
either as the exclusive form or in addition to a state specific form.
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Page 29 Tax Cuts and Jobs Act: Latest developments
Impact on payroll operations
Jack Nolan, CIC Plus, Inc.
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Page 30 Tax Cuts and Jobs Act: Latest developments
Affordable Care Act
required coordinating
data across HR,
Benefits and Payroll
2 major
Form I-9
updates in last
two years
More than 60%
of tax withholding
forms require
updates annually
Employers need to meet
range of state and local
statement requirements
Recent regulatory changes employers
need to manage
ACA
PAY STATEMENTSW-4
I-9
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Page 31 Tax Cuts and Jobs Act: Latest developments
Administrative considerations for
employers
Employee compliance &
reporting
• Activity tracking
• Audit preparation
Managing regulatory
updates
• Monitoring news
• Identifying updates
& planning
Compliance system
& process
• Forms & process updates
• Data integration & security
• Record storage
Employee
experience
• Employee access
• Employee ease-of-use
• Communications & alerts
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Page 32 Tax Cuts and Jobs Act: Latest developments
Administrative compliance options
EMPLOYER
MANAGED
HCM &
PAYROLL SYSTEMS
OUTSOURCED
COMPLIANCE PARTNER
 Managing updates:
forms & process
 Resource availability
 HCM/Payroll integration
 Compliance expertise
 Automated updates
 HCM/Payroll integration
 All-in-one system
 Employee familiarity
 Development timing
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Page 33 Tax Cuts and Jobs Act: Latest developments
Administrative impact of Tax Cuts and
Jobs Act
CONDENSED TIMING
TAX WITHHOLDING
FORM UPDATES
New Federal Form W-4 must
be implemented by March 30
54% of tax withholding forms have
been updated for 2018 to date
45 state and local forms
Federal Form W-4 released
after the new tax season
started on February 28
28
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Page 34 Tax Cuts and Jobs Act: Latest developments
2
3
2
2
2
2
2
2
2
3
2
2
2
State and local tax form updates
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Page 35 Tax Cuts and Jobs Act: Latest developments
Administrative checklist
 Confirm state & local tax changes
 Update system with new withholding forms
 Revise workflows as needed
 Communicate the changes with employees
 Prepare for 2019: Anticipated new Federal W-4
will require all employees to complete a new tax form
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Page 36 Tax Cuts and Jobs Act: Latest developments
Payroll case study
Melissa Cypher, Carnegie Mellon University
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Page 37 Tax Cuts and Jobs Act: Latest developments
Carnegie Mellon University
Formed in 1967 through a merger of
Carnegie Tech and the Mellon Institute
115 years of providing higher education
services and research
Ranked #5 most innovative university by
U.S. News & World Report
Home to 20 Nobel Laureates
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Page 38 Tax Cuts and Jobs Act: Latest developments
Carnegie Mellon University payroll
operations
► 1 EIN, 12 withholding states, 4 countries
(United States, Qatar, Australia, Rwanda)
► Large student worker population —
many Non-Resident Alien employees
► Migrated to Workday & CIC Plus at the
beginning of 2015
► 14,000+ W-2s annually
2017: 13,000+ tax forms
submitted through
CIC Plus into Workday
6,000 Forms W-4,
over 4,000 PA Local
Residency forms
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Page 39 Tax Cuts and Jobs Act: Latest developments
New hire onboarding process
• Employees update at any time
w/o involvement of Payroll team
• Simplifies process
EMPLOYEE ONBOARDING MANAGING LIFE CHANGES EMPLOYEE EXPERIENCE
• Customize portal with
important notices, links
and other information
for employees
• Workday directs employees to
CIC Plus to complete tax forms
• Greater tax forms compliance
• Less manual administration
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Page 40 Tax Cuts and Jobs Act: Latest developments
Impact of Tax Reform on Carnegie Mellon
► Employee communications on changes
► Take advantage of IRS withholding calculator
► Submit new W-4 in 2018 to avoid under-withholding
► Leadership and system updates
► Finance led research, Payroll confirmed employee impacts, HR
managed the communication
► Workday implemented new tax withholding tables when released by
IRS (automatic)
► Almost 150 W-4 updates from ESS (CIC Plus) into Workday in the
days following our internal memo on tax reform
► Few employee comments to date – Most inquiries asked if we would
apply new withholding tables retroactively. Some thought it was our
error that the tables were updated late January.
► Look ahead to 2019
► Will everyone be required to submit new W-4 for tax year 2019?
► Impact greatly reduced due to ESS and relationship with CIC Plus
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Page 41 Tax Cuts and Jobs Act: Latest developments
Next steps
Debby Salam, Ernst & Young LLP
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Page 42 Tax Cuts and Jobs Act: Latest developments
Tax Cuts and Jobs Act: Important steps employers must take now
The federal, state and local tax implications of the Tax Cuts and Jobs Act (TCJA) create several administrative challenges
for employers in the months and years ahead. Accordingly, businesses should consider taking the following steps.
1 Create a TCJA
governance committee
that includes payroll,
human resources, tax
and finance executives to
evaluate policies and
procedures and
develop/monitor a work
plan for federal, state
and local developments.
2 Be vigilant in
monitoring federal,
state and local
developments.
3 Consider how compliance
with the gathering of state
withholding allowance
certificates will be
achieved in the event
state requirements are
changed.
4 Closely review payroll
system tax configuration
settings for earnings and
deduction codes and
timely update federal,
state and local
jurisdiction settings for
changes.
5 Develop an employee
communication plan that
explains federal, state
and local tax changes
and the actions required
of employees.
6 Identify employees
who are claiming
personal allowances
on Form W-4 and
remind them to check
their withholding.
7 Evaluate if current
payroll and human
resources staffing is
sufficient in light of the
workload added by the
TCJA.
Download our brochure Read more about the employer implications in our special report.
Return to table of
contents
Page 43 Tax Cuts and Jobs Act: Latest developments
Resources
Return to table of
contents
Page 44 Tax Cuts and Jobs Act: Latest developments
View Ernst & Young LLP alerts
Conference agreement – employer provisions
Conference agreement – compensation and benefits
Conference agreement – exempt organizations
Conference agreement – individual income tax
Conference agreement – TCJA - affect on overseas
assignments
TCJA
Conference
agreement
TCJA
Final law
IRS explains fringe benefits impact under TCJA in Pub 15-B
2018 fringe benefit limits adjusted under the TCJA
Local laws require employer provided transportation fringe
benefits
IRS releases 2018 Form W-4
Federal tax levy 2018 amounts to be updated to reflect Tax
Cuts and Jobs Act
IRS provides additional guidance on the 2018 Form W-4
IRS issues early release of 2018 income tax withholding
tables
Expect state income tax withholding changes as they
consider conformity with federal law
Employer implications of the Tax Cuts and Jobs Act
Return to table of
contents
Page 45 Tax Cuts and Jobs Act: Latest developments
Learn more about the new tax law
An employer’s guide to
the Tax Cuts and Jobs
Act
Download the report
Watch the webcast replay
Tax Cuts and Jobs Act: A roadmap for
employers
Log in here for the replay
Return to table of
contents
Page 46 Tax Cuts and Jobs Act: Latest developments
Ernst & Young LLP
Tax Reform Employer Support Services
Helping businesses administer changes under the Tax Cuts and Jobs Act
Keep up with important
developments:
► Over 200 federal, state
and local payroll and
employment tax updates
emailed directly to
recipients
► Newsletter, Payroll
Perspectives, with special
insights and state/local
compilation
► Rapid response
to federal, state and
local questions
► Current 50-state studies of various
payroll and tax topics (e.g., state Form
W-4 compliance)
► Live training sessions
with Q&A period
► RCH credits available
Helping
you to
evolve with
tax reform
Employer’s
Guide
to the TCJA
with periodic
updates
EY Payroll
NewsFlash™
and
Payroll
Perspectives
TaxAbility™
On-call
advisory
Training
► Federal, state and local
taxation rules for over 160
common earnings and
deductions
► Monitoring and reporting of
changes in state and local
payroll tax rules
► Learn more here.
Family and
Medical Leave
Tax Credit
Services
► Services to assist businesses
in identifying qualifying
wages and in claiming this
federal tax credit
► Learn more here.
► You can download the
current edition here.
Return to table of
contents
CIC Plus
Leader in Employer Compliance
Management
Serving HR, Payroll and Benefits
Supporting 575+ clients, including
more than 40 of the Fortune 100
Specializing in serving the needs of
large employers
with complex organizations
Managed 40+ Million employee forms
in 2017
IMPROVE HR EFFICIENCY
ENSURE TAX COMPLIANCE
& HR GOVERNANCE
IMPROVE THE EMPLOYEE
EXPERIENCE
SEAMLESS INTEGRATION WITH
YOUR HCM PLATFORMS
Return to table of contents
Employer Compliance Management
48
TAX
WITHHOLDING
FORMS
CUSTOM
HR FORMS
YEAR-END
TAX
STATEMENTS
ONLINE PAY
STATEMENTS
ACA
REPORTING
CLOUD
TRANSITION
SERVICE
For terminated
employee access
ONBOARDING l ONGOING l OFFBOARDING
CLOUD
TRANSITION
SERVICE
For HCM
platform
changes
MANAGING COMPLIANCE ACROSS THE EMPLOYEE LIFECYCLE
HR l PAYROLL l BENEFITS
SUPPORTING EMPLOYEE INFORMATION NEEDS
CIC Plus
Return to table of contents
Ernst & Young LLP
Stay connected
Payroll year-end
EY Employment Tax
Payroll Perspectives from EY
EY payroll year-end checklist
EY get on board
Email: debera.salam@ey.com
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Tax Cuts and Jobs Act: Latest employer developments as of 3-21-2018

  • 1. Tax Cuts and Jobs Act Latest developments and how employers need to respond March 21, 2018 Watch the replay 
  • 2. Page 2 Tax Cuts and Jobs Act: Latest developments Disclaimer ► This presentation is provided solely for the purpose of enhancing knowledge on tax matters. It does not provide tax advice to any taxpayer because it does not take into account any specific taxpayer’s facts and circumstances. ► These slides are for educational purposes only and are not intended, and should not be relied upon, as accounting advice. ► The views expressed by the presenters are not necessarily those of Ernst & Young LLP. ► This presentation is © 2018 Ernst & Young LLP. All Rights Reserved. EY is a global leader in assurance, tax, transaction and advisory services. The insights and quality services we deliver help build trust and confidence in the capital markets and in economies the world over. We develop outstanding leaders who team to deliver on our promises to all of our stakeholders. In so doing, we play a critical role in building a better working world for our people, for our clients and for our communities. EY refers to the global organization, and may refer to one or more, of the member firms, of Ernst & Young Global Limited, each of which is a separate legal entity. Ernst & Young Global Limited, a UK company limited by guarantee, does not provide services to clients. For more information about our organization, please visit ey.com. Ernst & Young LLP is a client-serving member firm of Ernst & Young Global Limited operating in the US.
  • 3. Page 3 Tax Cuts and Jobs Act: Latest developments Meet our speakers Jon Hay Vice President, Marketing CIC Plus, Inc.® Moderator Jack Nolan Vice President of Business Development, CIC Plus, Inc.® Debby Salam Director of Payroll Information Services Ernst & Young LLP Melissa Cypher Payroll Tax Manager, Carnegie Mellon University Panelists
  • 4. Page 4 Tax Cuts and Jobs Act: Latest developments Agenda Fringe benefits Family and medical leave tax credit State of the states Impact on payroll operations Resources Income tax withholding and Form W-4     Payroll case study Next steps  CICPLUS@DATAPORTAL.COM Webcast polling results
  • 5. Page 5 Tax Cuts and Jobs Act: Latest developments Polling question results Do you believe the Tax Cuts and Jobs Act will increase the workload in your payroll and/or human resources department in the short term (e.g., monitoring state changes, etc.)? Yes No 87% 13%820 respondents Do you use an employee self-service system for gathering federal, state and local withholding allowance certificates? Yes No 78% 22%776 respondents Return to table of contents
  • 6. Page 6 Tax Cuts and Jobs Act: Latest developments Income tax withholding and Form W-4 Debby Salam, Ernst & Young LLP Return to table of contents
  • 7. Page 7 Tax Cuts and Jobs Act: Latest developments Federal income tax withholding Provision Effective date Prior law TCJA Income tax withholding on regular wages Tax Cuts and Jobs Act of 2017 (TCJA) §11001 January 1, 2018 through December 31, 2025 The IRS issued the 2018 withholding tables in Notice 1036 with implementation required by February 15, 2018. The seven brackets for 2017 were: 1. 10% 2. 15% 3. 25%* 4. 28%* 5. 33% 6. 35% 7. 39.6%* The seven brackets are now: 1. 10% 2. 12% 3. 22% 4. 24% 5. 32% 6. 35% 7. 37%  The IRS issued Notice 1036 on January 11, 2018, containing the tables and percentage method for 2018 income tax withholding. Employers are required to implement the tables no later than February 15, 2018. Employers used the 2017 income tax withholding tables and percentage method until the 2018 withholding tables were implemented.  Consider an employee communication announcing the 2018 income tax withholding changes. . Action steps Return to table of contents *Note that for 2017 and 2018, the optional flat tax rate of withholding for supplemental wages up to $1 million is tied to the third tax bracket, the backup tax rate is tied to the fourth tax bracket and the mandatory flat tax rate on supplemental wages over $1 million is tied to the highest tax bracket.
  • 8. Page 8 Tax Cuts and Jobs Act: Latest developments Supplemental wages Provision Effective date Prior law TCJA Income tax withholding on supplemental wages TCJA §11001 January 1, 2018 through December 31, 2025 The change in the rate of withholding on supplemental wages is effective January 1, 2018. The optional flat rate of withholding for supplemental wages up to $1 million was tied to the third tax bracket and the mandatory rate of withholding on supplemental wages over $1 million is tied to the highest tax bracket. Bracket 3. 25.0% Bracket 7. 39.6% The mandatory flat rate of withholding for supplemental wages over $1 million is 37%; and the optional rate of withholding on supplemental wages up to $1 million is 22% rather than 28% (which the TCJA may have called for). Bracket 3. 22.0% Bracket 7. 37.0%  A flat federal income tax withholding rate of 37% applies to supplemental wages over $1 million paid on and after January 1, 2018. The employee’s Form W-4 is disregarded, even if the Form W-4 claims exemption from federal income tax withholding.  Employers may optionally use a flat income tax withholding rate of 22% for supplemental wages up to $1 million if regular wages were paid in the current or prior year and if supplemental wages are separately identified. Action steps Return to table of contents
  • 9. Page 9 Tax Cuts and Jobs Act: Latest developments Form W-4 and personal allowances Provision Effective date Prior law TCJA Suspension of the personal exemption deduction and the Form W-4 TCJA §11041 January 1, 2018 through December 31, 2025 The 2018 income tax withholding methods and tables are designed to work with the existing Form W-4. Employees are encouraged to review their 2018 withholding and file adjustments on the 2018 Form W-4. Employees may claim personal allowances for themselves, their spouse and their children, which for 2017 is $4,050 per allowance. Personal allowances could be claimed on Form W-4, Line 5 to lower federal income tax withholding. The deduction for personal allowances is suspended through December 31, 2025; however, as the law allows, the IRS will not fully implement this change until the 2019 tax year. (IRS frequently asked questions; withholding calculator; withholding calculator FAQ.)  Communicate to employees that at least for now, they are not required to furnish a revised federal Form W-4, but they are encouraged to check their withholding in light of the changes under the TCJA. Refer them to the IRS withholding calculator and the withholding calculator frequently asked questions.  Watch for further changes in time for tax year 2019.  Consider notifying employees who are claiming personal allowances that they should check their withholding in light of the TCJA disallowance of the personal allowance deduction. Action steps Return to table of contents
  • 10. Page 10 Tax Cuts and Jobs Act: Latest developments Polling results show most employers are communicating the need to check Form W-4 15% 25% Have you provided employees with a communication explaining the need to review personal allowances claimed on Form W-4? Yes 35% No 44% In the plans 21% Of the 2,779 who responded to the Ernst & Young LLP February 20 webcast polling question, 56% indicated that they have, or plan to send a communication to employees reminding them to check their personal allowances on Form W-4. Return to table of contents
  • 11. Page 11 Tax Cuts and Jobs Act: Latest developments IRS income tax withholding tables Personal allowance values for 2017 and 2018 2017 2018 Payroll period One withholding allowance Payroll period One withholding allowance Daily or miscellaneous $ 15.60 Daily or miscellaneous $ 16.00 Weekly $ 77.90 Weekly $ 79.80 Biweekly $ 155.80 Biweekly $ 159.60 Semimonthly $ 168.80 Semimonthly $ 172.90 Monthly $ 337.50 Monthly $ 345.80 Quarterly $1,012.50 Quarterly $1,037.50 Semiannually $2,025.00 Semiannually $2,075.00 Annually $4,050.00 Annually $4,150.00 Notice that despite the TCJA’s repeal of the personal allowance deduction, the 2018 income tax withholding tables continue to provide for personal allowances with values higher than 2017 Return to table of contents
  • 12. Page 12 Tax Cuts and Jobs Act: Latest developments IRS income tax withholding tables US nonresident aliens 2018 Payroll period Add additional Daily or miscellaneous $30.20 Weekly $151.00 Biweekly $301.90 Semimonthly $327.10 Monthly $654.20 Quarterly $1,962.50 Semiannually $3,925.00 Annually $7,850.00 Add these amounts to employee’s wages for calculating income tax withholding. (Nonresident alien students and business apprentices from India aren’t subject to this procedure.) 2017 Payroll period Add additional Daily or miscellaneous $8.80 Weekly $44.20 Biweekly $88.50 Semimonthly $95.80 Monthly $191.70 Quarterly $575.00 Semiannually $1,150.00 Annually $2,300.00
  • 13. Page 13 Tax Cuts and Jobs Act: Latest developments US nonresident alien add back for 2018 Risk of negative wages? 2018 monthly payment to US nonresident alien Gross pay $100.00 Nonresident alien add back 654.20 Federal income tax - 44.59 Social Security - 46.76 Medicare - 10.94 Nonresident alien add back - 654.20 Net pay - 2.29
  • 14. Page 14 Tax Cuts and Jobs Act: Latest developments Form W-4 interim guidance Notice 2018-14 ► Employees may temporarily use the 2017 Form W-4 for submitting withholding adjustments for 2018 until March 30 2018, when the 2018 Form W-4 must be used ► Employees who claimed exemption from withholding in 2017 had an extended deadline of February 28, 2018, to submit a new Form W-4 for 2018 ► Through March 30, 2018, IRS allows use of the 2017 Form W-4 for claiming exemption from withholding in 2018. Employees are instructed to (1) strike “2017” on line 7 of the Form W-4 and enter “Exempt 2018” in its place, (2) sign the form, and (3) enter the date in 2018 that the form was signed ► The employer may alternatively establish a procedure whereby employees can certify both that they incurred no federal income tax liability for 2017 and they anticipate they will have no federal income tax liability for 2018 and thus are claiming exemption from withholding for 2018 ► Employees experiencing a change in status that causes a reduction in the number of withholding allowances for tax year 2018 are not required to furnish employers with new withholding allowance certificates until March 30, 2018 Return to table of contents
  • 15. Page 15 Tax Cuts and Jobs Act: Latest developments Federal tax levies Provision Effective date Prior law TCJA Federal tax levies TCJA §11041 January 1, 2018 through December 31, 2025 The IRS released the 2018 Publication 1494 showing only inflationary adjustments. IRS will publish a revised version in late February 2018 to reflect the loss of personal allowances. The amount exempt from wage garnishment pursuant to a federal tax levy is computed as the annual value of the standard deduction plus the annual value of the employee’s personal allowances divided by the number of payroll periods the employee is paid. The employee gives the employer a statement of marital status and personal allowances when the levy is first received. The amount exempt from levy no longer takes into account personal allowances. The IRS will publish a revised Publication 1494 for 2018 reflecting this change. .  Use the 2018 Publication 1494 until the updated version is available.  Because personal exemptions are not factored into the amount exempt from levy effective January 1, 2018, the IRS will need to clarify the extent that employees with active federal tax levies are required to submit a revised statement of filing status to their employers. For this purpose, the IRS would need to revise the employee statement contained in the Form 668-W to reflect only the standard deduction.  IRS guidance is also needed as to the deadline for employee submission of the Form 668-W statement of filing status and the employer deadline for implementing changes in the amount exempt from levy. Action steps Return to table of contents
  • 16. Page 16 Tax Cuts and Jobs Act: Latest developments Fringe benefits Debby Salam, Ernst & Young LLP Return to table of contents
  • 17. Page 17 Tax Cuts and Jobs Act: Latest developments Bicycle commuting benefits Provision Effective date Prior law TCJA Bicycle commuting benefit TCJA §11047 January 1, 2018 through December 31, 2025 Under IRC §132(f) and IRC §132(f)(1)(D), an exclusion from wages for federal income tax (FIT), federal income tax withholding (FITW), Social Security/Medicare (FICA) and federal unemployment insurance (FUTA) purposes applies to qualified bicycle commuting expenses. Bicycle commuting benefits under IRC 132(f) received by employees on and after January 1, 2018, and through December 31, 2025, are included in wages subject to FIT, FITW, FICA and FUTA.  Employers will need to change their tax configuration settings for earnings to reflect the inclusion of bicycle commuting benefits in wages subject to FIT, FITW, FICA, and FUTA effective January 1, 2018. A corresponding change is also required for state and local income tax and withholding purposes for those states that conform to the Internal Revenue Code (IRC) as of January 1, 2018.  Decide if taxes will be paid on behalf of employees (gross up). ImplicationsImplications Action steps Return to table of contents
  • 18. Page 18 Tax Cuts and Jobs Act: Latest developments Polling results show most employers will likely retain their transportation fringe benefits despite loss of business deduction 15% 25% In review 35% No 48% Yes 17% Of the 1,916 who responded to the Ernst & Young LLP February 20 webcast polling question, just 17% were planning to eliminate their transportation fringe benefits because of the loss of the business deduction under the Tax Cuts and Jobs Act. See our alert. Are you considering the elimination of transportation fringe benefits in light of the loss of the business deduction under the Tax Cuts and Jobs Act? Return to table of contents
  • 19. Page 19 Tax Cuts and Jobs Act: Latest developments Moving expenses Provision Effective date Prior law TCJA Moving expenses TCJA §11048 January 1, 2018 through December 31, 2025 IRC §132(g) excludes from wages for FIT, FITW, FICA and FUTA purposes moving expenses under IRC §217 reimbursed or paid directly for the cost of moving household goods and personal effects from the former residence to the new, the first 30 days of storage for a domestic move, and lodging and mileage expenses incurred in travel from the old residence to the new. The current exclusion from wages subject to FIT, FITW, FICA and FUTA for moving expenses is suspended. An exception applies to members of the Armed Forces on active duty moving pursuant to a military order. It is expected that the reporting requirement for Form W-2, box 12, Code P will not apply for tax years 2018 though 2025.  Except for the US Armed Forces, employers will need to change their tax configuration settings for earnings codes to reflect the inclusion in wages subject to FIT, FITW, FICA and FUTA effective January 1, 2018. A corresponding change is also required for state and local income tax and withholding purposes for those states that conform to the IRC as of January 1, 2018. An annual statement of reimbursed moving expenses will be beneficial for employees in states where the deduction is still allowed.  Decide if taxes will be paid on behalf of employees (gross up). ImplicationsImplicationsImplicationsImplicationsImplications ImplicationsImplicationsAction steps Return to table of contents
  • 20. Page 20 Tax Cuts and Jobs Act: Latest developments Change in 2018 annual fringe benefit limits Health savings account limit type 2017 2018 Contribution * Self (IRC §223(b)(2)(A)) $3,400 $3,450 Family (IRC §223(b)(2)(B)) $6,750 $6,850 Out-of-pocket Self (IRC §223(c)(2)(A)) $6,550 $6,650 Family (IRC §223(c)(2)(A)) $13,100 $13,300 Deductible (high-deductible health plan) Self (IRC §223(c)(2)(A)) $1,300 $1,350 Family (IRC §223(c)(2)(A)) $2,600 $2,700 Provision Self-only coverage Family coverage High deductible health plan: annual deductible Not less than $2,300 (up from $2,250 in 2017) and not more than $3,450 (up from $3,350 in 2017) Not less than $4,550 (up from $4,500 in 2017) and not more than $6,850 (up from $6,750 in 2017) Medical savings accounts Health savings accounts Adoption assistance The limit on qualified adoption assistance (including special needs children) under IRC §23(a)(3) for 2018 is $13,810, up from $13,570 in 2017. Many provisions of the tax law are adjusted for inflation to protect taxpayers from the effects of rising prices. Prior to January 1, 2018, many of these inflation adjustments were based on annual changes in the level of the Consumer Price Index for All Urban Consumers (“CPI-U”) that measures prices paid by typical urban consumers on a broad range of products, and is developed and published by the U.S. Department of Labor. Effective January 1, 2018, the TCJA requires the use of the Chained Consumer Price Index for All Urban Consumers (“C-CPI-U”) to adjust those tax provisions that were previously indexed by the CPI-U. The C-CPI-U, like the CPI-U, is a measure of the average change over time in prices paid by urban consumers. Return to table of contents
  • 21. Page 21 Tax Cuts and Jobs Act: Latest developments Wage repayments Nature of change Effective date Prior law TCJA Wage advances and repayments TCJA §11045 January 1, 2018 through December 31, 2025 Under IRC §1341, if an employee is paid wages in one tax year that are repaid to the employer in subsequent tax years, and if that wage repayment is $3,000 or less, the employee is allowed a deduction to his or her federal taxable income only to the extent that the repayment exceeds 2% of the employee's adjusted gross income (i.e., the 2% floor). Wage repayments of more than $3,000 are subject to either a deduction or a tax credit, whichever calculation results in less tax. IRC §67 is modified such that all miscellaneous itemized deductions available to individual taxpayers for employee unreimbursed business expenses (e.g., uniforms, tools of the trade and wage repayments subject to the claim-of-right doctrine), currently subject to the 2% floor, are disallowed entirely.  Businesses should examine their wage advance policies as they pertain to employee repayments that will not be made in the current year. At a minimum, employees should be made aware of the federal income tax implications of wage advance repayments made in years subsequent to when the advance was paid.  The Form W-2 reporting requirements for payments under the claim-of- right doctrine have not changed. Action steps Return to table of contents
  • 22. Page 22 Tax Cuts and Jobs Act: Latest developments Family and medical leave tax credit Debby Salam, Ernst & Young LLP Return to table of contents
  • 23. Page 23 Tax Cuts and Jobs Act: Latest developments Paid family and medical leave tax credit Nature of change Provision Prior law TCJA Paid family and medical leave (PFML) tax credit TCJA §13403 Wages paid for periods beginning after December 31, 2017 and ending with periods beginning after December 31, 2019 No provision. In some instances, eligible employers may claim a general business federal income tax credit of 12.5% of the wages paid to qualifying employees during any period in which such employees are on family and medical leave if the rate of payment under the program is 50% of wages normally paid to an employee. The credit is increased by 0.25 percentage points (but not above 25%) for each percentage point by which the rate of payment exceeds 50%.  In light of the availability of this federal income tax credit, businesses will need to determine the extent that they will modify their paid-leave policies pursuant to employees on FMLA.  It will be important that employers have unique earnings codes to differentiate types of paid leave (e.g., paid leave under a self-insured paid family leave plan, state/local- mandated paid leave and mandatory paid leave). These unique earnings codes will be beneficial not only in computing this federal income tax credit but in arriving at the correct federal, state and local taxability. Action steps Return to table of contents
  • 24. Page 24 Tax Cuts and Jobs Act: Latest developments Polling results show most employers are planning to take advantage of the family and medical leave tax credit 15% 25% Are you planning on taking advantage of the paid family and medical leave tax credit? Yes 33% In review 41% No 26% Of the 1,971 who responded to the Ernst & Young LLP February 20 webcast polling question, 74% are either planning to take advantage of the family and medical leave tax credit or are reviewing the possibility. Return to table of contents
  • 25. Page 25 Tax Cuts and Jobs Act: Latest developments The state of the states Return to table of contents
  • 26. Page 26 Tax Cuts and Jobs Act: Latest developments The state of the states What to watch for Return to table of contents
  • 27. Page 27 Tax Cuts and Jobs Act: Latest developments State conformity with the federal IRC As of January 8, 2018 MT ND MN WY SD OH PA NJ CT WI MI NY MA RI VT NH ME CA NV NE MO KY WV VA DC DE UT NM KS AR TN NC SC MD AZ OK LA MS AL GA FLTX AK HI WA Legend Rolling Automatic No state income tax withholding Some states automatically update their tax laws with changes to the IRC (automatic). Other states conform to the IRC as of a specific date and legislation is needed to conform to the latest version of the IRC (rolling and fixed). Some states conform to the IRC only for select provisions (selective). Selective Fixed Return to table of contents
  • 28. Page 28 Tax Cuts and Jobs Act: Latest developments States that use the federal Form W-4 Overview as of January 8, 2018 MT ND MN ID WY SD IA IL IN OH PA NJ CT WI MI NY MA VT NH ME OR CA NV CO NE MO KY WV VA DC DE UT NM KS AR TN NC SC MD AZ OK LA MS AL GA FLTX WA Legend No state income tax withholding State form must be used Use of federal Form W-4 is allowed The Tax Cuts and Jobs Act temporarily suspends the deduction for personal allowances effective January 1, 2018 through December 31, 2025. The IRS will likely update the federal Form W-4 in the future to reflect this change. Following are the states that also use the Form W-4 for state income tax withholding purposes, either as the exclusive form or in addition to a state specific form. Return to table of contents
  • 29. Page 29 Tax Cuts and Jobs Act: Latest developments Impact on payroll operations Jack Nolan, CIC Plus, Inc. Return to table of contents
  • 30. Page 30 Tax Cuts and Jobs Act: Latest developments Affordable Care Act required coordinating data across HR, Benefits and Payroll 2 major Form I-9 updates in last two years More than 60% of tax withholding forms require updates annually Employers need to meet range of state and local statement requirements Recent regulatory changes employers need to manage ACA PAY STATEMENTSW-4 I-9 Return to table of contents
  • 31. Page 31 Tax Cuts and Jobs Act: Latest developments Administrative considerations for employers Employee compliance & reporting • Activity tracking • Audit preparation Managing regulatory updates • Monitoring news • Identifying updates & planning Compliance system & process • Forms & process updates • Data integration & security • Record storage Employee experience • Employee access • Employee ease-of-use • Communications & alerts Return to table of contents
  • 32. Page 32 Tax Cuts and Jobs Act: Latest developments Administrative compliance options EMPLOYER MANAGED HCM & PAYROLL SYSTEMS OUTSOURCED COMPLIANCE PARTNER  Managing updates: forms & process  Resource availability  HCM/Payroll integration  Compliance expertise  Automated updates  HCM/Payroll integration  All-in-one system  Employee familiarity  Development timing Return to table of contents
  • 33. Page 33 Tax Cuts and Jobs Act: Latest developments Administrative impact of Tax Cuts and Jobs Act CONDENSED TIMING TAX WITHHOLDING FORM UPDATES New Federal Form W-4 must be implemented by March 30 54% of tax withholding forms have been updated for 2018 to date 45 state and local forms Federal Form W-4 released after the new tax season started on February 28 28 Return to table of contents
  • 34. Page 34 Tax Cuts and Jobs Act: Latest developments 2 3 2 2 2 2 2 2 2 3 2 2 2 State and local tax form updates Return to table of contents
  • 35. Page 35 Tax Cuts and Jobs Act: Latest developments Administrative checklist  Confirm state & local tax changes  Update system with new withholding forms  Revise workflows as needed  Communicate the changes with employees  Prepare for 2019: Anticipated new Federal W-4 will require all employees to complete a new tax form Return to table of contents
  • 36. Page 36 Tax Cuts and Jobs Act: Latest developments Payroll case study Melissa Cypher, Carnegie Mellon University Return to table of contents
  • 37. Page 37 Tax Cuts and Jobs Act: Latest developments Carnegie Mellon University Formed in 1967 through a merger of Carnegie Tech and the Mellon Institute 115 years of providing higher education services and research Ranked #5 most innovative university by U.S. News & World Report Home to 20 Nobel Laureates Return to table of contents
  • 38. Page 38 Tax Cuts and Jobs Act: Latest developments Carnegie Mellon University payroll operations ► 1 EIN, 12 withholding states, 4 countries (United States, Qatar, Australia, Rwanda) ► Large student worker population — many Non-Resident Alien employees ► Migrated to Workday & CIC Plus at the beginning of 2015 ► 14,000+ W-2s annually 2017: 13,000+ tax forms submitted through CIC Plus into Workday 6,000 Forms W-4, over 4,000 PA Local Residency forms Return to table of contents
  • 39. Page 39 Tax Cuts and Jobs Act: Latest developments New hire onboarding process • Employees update at any time w/o involvement of Payroll team • Simplifies process EMPLOYEE ONBOARDING MANAGING LIFE CHANGES EMPLOYEE EXPERIENCE • Customize portal with important notices, links and other information for employees • Workday directs employees to CIC Plus to complete tax forms • Greater tax forms compliance • Less manual administration Return to table of contents
  • 40. Page 40 Tax Cuts and Jobs Act: Latest developments Impact of Tax Reform on Carnegie Mellon ► Employee communications on changes ► Take advantage of IRS withholding calculator ► Submit new W-4 in 2018 to avoid under-withholding ► Leadership and system updates ► Finance led research, Payroll confirmed employee impacts, HR managed the communication ► Workday implemented new tax withholding tables when released by IRS (automatic) ► Almost 150 W-4 updates from ESS (CIC Plus) into Workday in the days following our internal memo on tax reform ► Few employee comments to date – Most inquiries asked if we would apply new withholding tables retroactively. Some thought it was our error that the tables were updated late January. ► Look ahead to 2019 ► Will everyone be required to submit new W-4 for tax year 2019? ► Impact greatly reduced due to ESS and relationship with CIC Plus Return to table of contents
  • 41. Page 41 Tax Cuts and Jobs Act: Latest developments Next steps Debby Salam, Ernst & Young LLP Return to table of contents
  • 42. Page 42 Tax Cuts and Jobs Act: Latest developments Tax Cuts and Jobs Act: Important steps employers must take now The federal, state and local tax implications of the Tax Cuts and Jobs Act (TCJA) create several administrative challenges for employers in the months and years ahead. Accordingly, businesses should consider taking the following steps. 1 Create a TCJA governance committee that includes payroll, human resources, tax and finance executives to evaluate policies and procedures and develop/monitor a work plan for federal, state and local developments. 2 Be vigilant in monitoring federal, state and local developments. 3 Consider how compliance with the gathering of state withholding allowance certificates will be achieved in the event state requirements are changed. 4 Closely review payroll system tax configuration settings for earnings and deduction codes and timely update federal, state and local jurisdiction settings for changes. 5 Develop an employee communication plan that explains federal, state and local tax changes and the actions required of employees. 6 Identify employees who are claiming personal allowances on Form W-4 and remind them to check their withholding. 7 Evaluate if current payroll and human resources staffing is sufficient in light of the workload added by the TCJA. Download our brochure Read more about the employer implications in our special report. Return to table of contents
  • 43. Page 43 Tax Cuts and Jobs Act: Latest developments Resources Return to table of contents
  • 44. Page 44 Tax Cuts and Jobs Act: Latest developments View Ernst & Young LLP alerts Conference agreement – employer provisions Conference agreement – compensation and benefits Conference agreement – exempt organizations Conference agreement – individual income tax Conference agreement – TCJA - affect on overseas assignments TCJA Conference agreement TCJA Final law IRS explains fringe benefits impact under TCJA in Pub 15-B 2018 fringe benefit limits adjusted under the TCJA Local laws require employer provided transportation fringe benefits IRS releases 2018 Form W-4 Federal tax levy 2018 amounts to be updated to reflect Tax Cuts and Jobs Act IRS provides additional guidance on the 2018 Form W-4 IRS issues early release of 2018 income tax withholding tables Expect state income tax withholding changes as they consider conformity with federal law Employer implications of the Tax Cuts and Jobs Act Return to table of contents
  • 45. Page 45 Tax Cuts and Jobs Act: Latest developments Learn more about the new tax law An employer’s guide to the Tax Cuts and Jobs Act Download the report Watch the webcast replay Tax Cuts and Jobs Act: A roadmap for employers Log in here for the replay Return to table of contents
  • 46. Page 46 Tax Cuts and Jobs Act: Latest developments Ernst & Young LLP Tax Reform Employer Support Services Helping businesses administer changes under the Tax Cuts and Jobs Act Keep up with important developments: ► Over 200 federal, state and local payroll and employment tax updates emailed directly to recipients ► Newsletter, Payroll Perspectives, with special insights and state/local compilation ► Rapid response to federal, state and local questions ► Current 50-state studies of various payroll and tax topics (e.g., state Form W-4 compliance) ► Live training sessions with Q&A period ► RCH credits available Helping you to evolve with tax reform Employer’s Guide to the TCJA with periodic updates EY Payroll NewsFlash™ and Payroll Perspectives TaxAbility™ On-call advisory Training ► Federal, state and local taxation rules for over 160 common earnings and deductions ► Monitoring and reporting of changes in state and local payroll tax rules ► Learn more here. Family and Medical Leave Tax Credit Services ► Services to assist businesses in identifying qualifying wages and in claiming this federal tax credit ► Learn more here. ► You can download the current edition here. Return to table of contents
  • 47. CIC Plus Leader in Employer Compliance Management Serving HR, Payroll and Benefits Supporting 575+ clients, including more than 40 of the Fortune 100 Specializing in serving the needs of large employers with complex organizations Managed 40+ Million employee forms in 2017 IMPROVE HR EFFICIENCY ENSURE TAX COMPLIANCE & HR GOVERNANCE IMPROVE THE EMPLOYEE EXPERIENCE SEAMLESS INTEGRATION WITH YOUR HCM PLATFORMS Return to table of contents
  • 48. Employer Compliance Management 48 TAX WITHHOLDING FORMS CUSTOM HR FORMS YEAR-END TAX STATEMENTS ONLINE PAY STATEMENTS ACA REPORTING CLOUD TRANSITION SERVICE For terminated employee access ONBOARDING l ONGOING l OFFBOARDING CLOUD TRANSITION SERVICE For HCM platform changes MANAGING COMPLIANCE ACROSS THE EMPLOYEE LIFECYCLE HR l PAYROLL l BENEFITS SUPPORTING EMPLOYEE INFORMATION NEEDS CIC Plus Return to table of contents
  • 49. Ernst & Young LLP Stay connected Payroll year-end EY Employment Tax Payroll Perspectives from EY EY payroll year-end checklist EY get on board Email: debera.salam@ey.com Return to table of contents CIC Plus, Inc. Stay connected CIC Plus on LinkedIn CIC Plus on Twitter Email: jonh@cicplus.com