Embedded Files
Use this Modify a Deceased Employee's Tax Parameters job aid to update the federal and state tax enrollment for an employee who has passed away. Correctly modifying these tax parameters is the essential first step a payroll professional must take to ensure proper handling of the deceased employee’s final paycheck processing.
Prerequisites:
Before you begin, make sure:
The deceased employee already exists in the system.
You have the employee ID for the individual you intend to modify.
You have confirmed that the employee is deceased.
Important Information - HR Professional Action Required (Separate the Employee)
An HR professional must follow the steps in the Separate an Employee job aid to process the final separation/termination of the deceased employee.
Steps to Modify a Deceased Employee's Tax Parameters:
Access the DEDM Activity Folder & Search for the Employee
On the Home Page, click the Deduction Management (DEDM) QuickLink.
—OR—
Use Global Search to navigate to the DEDM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter DEDM, and select DEDM from the list.
The Deduction Management query page opens.
2. Use the filter fields to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously. The matching results populate in the grid.
3. Locate the correct record, then click the View button next to the record to open it. The record opens in the Deduction Management activity folder on the Employee tab.
Modify the Employee's Federal Tax Parameter
4. Navigate to the Employee Tax Parameter tab.
Note: If the tab isn’t visible, click the 3-dot menu or right arrow to view all tabs.
5. Click the row-level three-dot menu for the tax parameter you want to modify, click Related Actions, and select Modify Federal Tax Enrollment.
6. Update the following General Information fields:
From: Enter the date of the employee’s death in MM/DD/YYYY format or use the calendar picker to select the date.
Tax Year: Enter the calendar year of the employee’s death.
FICA Class: Enter the code or use the picklist to select a code.
Note: FICA class should not change if processing in the same calendar year as the employee’s death. If processing in a subsequent calendar year from death, it should be changed to E (i,e., FICA Exempt).Tax Class: Enter the code E (i.e., W4 Exempt).
Save, Validate, Submit, & Close the Transaction
7. Click the Save button at the top of the page.
8. Click the Validate button at the top of the page.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
9. Once validation is successful, click the Submit button at the top of the page.
Confirm that the transaction was submitted successfully.
10. Click the Close button at the top of the page.
Modify the Employee's State Tax Parameter
Follow steps 1-4 above to open the employee record in the DEDM Activity Folder and navigate to the Employee Tax Parameters tab.
Note: If the tab isn’t visible, click the 3-dot menu or right arrow to view all tabs.
2. Click the tab-level 3-dot menu and select Modify State Tax Enrollment. The State Tax Enrollment (TAXS) transaction page opens to the General Information tab.
3. Update the following fields on the General Information Tab:
From: Enter the date of the employee’s death in MM/DD/YYYY format or use the calendar picker to select the date.
Tax Year: Enter the calendar year of the employee’s death.
4. Click on the State Tax Enrollments tab at the top of the page.
5. Click the row-level expand/collapse icon (🞂), click the Tax Exempt dropdown, and select Yes.
Save, Validate, Submit, & Close the Transaction
6. Click the Save button at the top of the page.
7. Click the Validate button at the top of the page.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
8. Once validation is successful, click the Submit button at the top of the page.
Confirm that the transaction was submitted successfully.
9. Click the Close button at the top of the page.
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