It's quarter end again, which means - among many other tasks - that it's time for Oregon employers to submit reports to the state for the Oregon Statewide Transit Tax. For Sage 100 Payroll users, we previously provided a method for storing Oregon Statewide Transit Tax information in Sage 100 Payroll. Subsequently, we developed a process and a pair of Crystal Reports that can be installed in Sage 100 for getting the information out of the Sage 100 Payroll module so that it can be transferred to the State of Oregon via Revenue Online, the Oregon Department of Revenue's site for tax reporting and payment. Since this process is done only quarterly, we thought refreshing your memories with the steps might be welcome. Those are below.
If you need the reports themselves, they can be purchased at the original blog post here. For those of you using Sage 100 Payroll version 2018, the Oregon Transit Tax is built in via Aatrix, so you don't need this process. However, you will need to make sure Product Update 4 is installed for both Sage itself the and Sage Payroll module. We can help with this or you can do it yourself, though we recommend first reading our previous post on tips for installing product updates on your own.
One additional reminder related to this tax: Starting with tax year 2019, employers must report Statewide Transit Tax withheld in Box 14 of the W-2 with the designation ORSTT W/H. This is in addition to the new requirement for including this information on the electronically filed version of the W-2 through iWire, OAR 150-316-0359(3)(a). An example of how this might look on the physical copy of Form W-2 in Box 14 is 'ORSTT W/H - $15.00'. Electronic versions of the W-2 in iWire will have the Statewide Transit Tax withholding field available.
- Access the ‘Custom Reports’ folder in the Payroll module and run the Payroll “Oregon Quarterly Transit Export” report from that menu, changing the printer option using the Preview button.
- When the report shows on your screen, click the Export button – the first button on the toolbar, as shown below:
- When prompted, save the file in ‘Format’ of “Microsoft Excel (97-2003) Data-Only” and make sure the ‘Destination’ is set to “Application”.
- Accept the default prompts that display in the Excel Format Options window by clicking the OK button.
- Excel will open with the data for your Transit Tax Report. Highlight the entire first column (“Employee SSN”) by clicking on the ‘A’ in the first column (Excel Column A). When the entire column is highlighted, right click and select “Format Cells…”. Change the ‘Category’ to “Text” and click the OK button at the bottom of your screen.
- At the bottom of the spreadsheet, change the name of the tab from “Sheet1” to “EmployeeDetail” (all one word).
- From the ‘File’ menu, select “Save As…”, name the file as you wish, and set the ‘Save as type’ to “Excel Workbook (*.xlsx)”. Note that the file must end in .xlsx to be accepted by Revenue Online. We recommend that you save the file in a secure location that is only accessible to employees who have access to the Payroll module; in a folder called ‘OR Transit Tax’. Remember the location and name of the file, as you will need to access this folder/file to import it into Revenue Online.
- You are now ready to access Revenue Online to import the saved file.