To enter a US or Canadian address with full validation:Oracle Payroll uses employees' primary addresses to maintain federal, state and local tax rules for employees subject to US taxes. Therefore, these employees must have on record at all times, one and only one correct, primary US address with an open end date, that includes a valid city, state, zip code and county. This means that sites including Oracle Payroll must enter a new employee's primary address using a date no later than the employee's hire date.
The US-specific address window appears on the menu at sites including Oracle Payroll accepts and fully validates entries of city, state, zip code and county for US addresses, and entries of city, province and post code for Canadian addresses. It is very convenient to use, because entry of only a zip or post code automatically brings up the city, county and state, or city and province, to which the zip or post code applies.
The Taxation Address region in the US-specific window allows you to enter an alternate address for payroll taxation purposes only. Use this region only if you want to override the primary mailing address used by Vertex.
Note: This region allows you to enter accurate information for employees whose mailing address differs from their taxation address. This region also supports Indiana county tax legislation which requires an employee who changes their primary address to be taxed at the old address for the remainder of the calendar year. In this instance, Oracle Payroll enters the old address into the Taxation Address region, and clears the fields in the region every January 1st.
US Payroll Users: If the Address Validation Using Vertex Web Services feature is enabled, then Vertex Web Services validates addresses in the Address window. See: Address Validation Using Vertex Web Services
By default, the first address you enter for someone becomes the primary mailing address. There is no limit on the number of secondary addresses, such as weekend or summer addresses, you can enter for a person.
If you often enter foreign secondary addresses, ask your system administrator to add the generic address window to your menus. This window permits you to select the correct address style for any country when making entries.
See: Entering People's Addresses at Sites without Oracle Payroll
Note: At sites with Oracle Payroll, the generic address window does only standard validation for all but one national address style. For the US address style, it does the same full validation as entries made in the US-specific address window. However, it is more efficient for users at sites with Oracle Payroll to use the US-specific Address window to enter US and Canadian addresses.
When entering US or Canadian addresses for employees and their contacts, use the US-specific Address window.
Cities or towns with populations of 200 or less may not be included on the lists for US and Canadian address validation; if not, you must enter them in the database. To check whether a city or town name is in the database, query it in the Cities window.
To enter a US or Canadian address with full validation:Set the effective date to the date the address takes effect.
In the Address lines, enter the street name and number, and any related information such as building name or apartment number.
If you know the US zip code or Canadian post code, enter it in the Zip Code field. This restricts the list of cities to these valid for the post code. You can then select this additional address information from short lists.
Note: For Canadian addresses, CN (for Canada) always appears in the State field, the province name appears in the County field, and the post code appears in the Zip Code field.
If you are unsure of the zip or post code, enter the city name. For US addresses, this restricts the lists of states, counties and zip codes to those valid for the city. For Canadian addresses, this restricts the lists of provinces and post codes to those valid for the city. You can then select this additional address information from short lists.
If you are unsure of both a zip or post code and the city name, for a US address enter the two-letter state abbreviation. This restricts the city, zip code and county lists to those valid for the state. For a Canadian address, enter CN in the State field. This restricts the city, post code and province lists to Canadian entries. Then select the additional address information.
Optionally, enter telephone numbers and select the address type. Check or uncheck the Primary box as required. Notice that a person must have a primary address on record before you can enter any secondary addresses for him or her.
If you know the last date this address will be effective for the person, enter it in the Date To field.
If you wish to override the actual address of the employee for taxation purposes, enter an Override Pay Tax Address.
Note: For employees in Indiana who lived in the state on January 1 and change addresses mid-year, Oracle Payroll enters this override automatically.
Save your work.
To change an address:Query the address record you want to change.
Enter the last date the address will be effective for the person in the Date To field.
With the cursor in the Address lines, hit the down arrow and follow the procedure above to create the new address.