Rebuilding Registers

Use the Register Rebuilds form to rebuild Form 941 Tax Registers, Company Tax Registers, or All Tax Registers for a Year. You can also Rebuild Tax Basis Transfer from Successor.

Note:  This form does not use Client Access Group Security.

Adding User Permission to Register Type Options

To display the Register Type options for users in the Register Rebuilds form, you must add the following forms to the user role(s) in the User Roles form:

• 941 Tax Registers: 941 Register Rebuild Security Control Form (HRPY.WORK*941.REBUILD.SECURITY.STUB)
• Company Tax Registers: Company Register Rebuild Security Control Form (HRPY.WORK*COMPANY.REBUILD.SECURITY.STUB)
• Rebuild All Tax Registers for a Year: Tax Register Rebuild Security Control Form (HRPY.WORK*TAX.REBUILD.SECURITY.STUB)
• Rebuild Tax Basis Transfer from Successor: Transfer Tax Rebuild Security Control Form (HRPY.WORK*TRANSFER.REBUILD.SECURITY.STUB)

For example, this user role is set up to allow a user to rebuild company registers and tax basis transfers, but that user cannot rebuild 941 registers or all tax registers:

User Roles form showing "Full" and "Deny" access for various register rebuild forms.

See the PrismHR System Administration Guide for more information about defining user roles.

Rebuilding 941 Tax Registers

The 941 tax registers are used to generate data contained on the 941 worksheet report and the 941 schedule R report. These reports show the tax liabilities for Federal Income Tax as well as the Employee/Employer portion of OASDI and Medicare. The 941 register rebuild process corrects data that is contained in this register.

To rebuild 941 registers:

1. Click (Back Office). Under Operations|Action, select Register Rebuilds.
2. Select Tax - 941 Tax Registers from the Register Type drop-down.
3. Select a Year against which registers are rebuilt.
4. Select All if you want to rebuild the 941 Tax Registers for all employers OR
5. Select Select Employers if you want to rebuild the 941 Tax Registers for selected employers. Click the Employer ID hyperlink and add one or more employers.
6. Click Rebuild. The system cautions you about the implications of rebuilding registers.
7. Click Yes to proceed with the rebuild. A progress window displays.

Rebuilding Company Registers

Rebuilding company registers rebuilds all tax registers for the specified company. This includes Employee and Employer Tax Registers, Employee 401K Registers, Employee Voucher Registers, Employee Benefits Registers, Employee Workers Comp Registers, Employee Deferral Registers, and Employee Voucher Cross Reference Registers.

Note:  This form does not use Client Access Group Security.

To rebuild company registers:

1. Click (Back Office). Under Operations|Action, select Register Rebuilds.
2. Select Tax - Company Tax Registers from the Register Type drop-down.
3. Select a Year against which registers are rebuilt.
4. Select a Client ID for Company Register Rebuilds.
5. Click Rebuild. The system cautions you about the implications of rebuilding registers.
6. Click Yes to proceed with the rebuild. A progress window displays.

Rebuild All Tax Registers for a Year

You can rebuild registers by selecting the type of register from a single form. The Notification process monitors each rebuild process to provide updates. It can take hours to rebuild tax registers. During this process, it is best practice to set the lockout feature to prevent payrolls from being initialized as this can cause incorrect voucher calculations.

This option rebuilds the company, employee, employer, 941, and client federal entity tax registers at one time for a particular year.

To rebuild all tax registers for a year:

1. Click (Back Office). Under Operations|Action, select Register Rebuilds.
2. Select Tax - Rebuild All Tax Registers for a Year from the Register Type drop-down.
3. Select a tax Year.
4. Click Rebuild. The system warns that the data used for payroll and employee pay history will be cleared and asks whether you still want to proceed.
5. The following database files are involved in this process:
• EMPLOYEE.TAX.REGISTER
• EMPLOYER.TAX.REGISTER
• CLIENT.TAX.REGISTER
• EMPLOYER.941.REGISTER
• CLIENT.SUM.TAX.REGISTER
• TAX.LIABILITY.JOURNAL
• EMPLOYEE.PAYROLL.REGISTER
6. Click Yes. The rebuild progress window appears and displays the rebuild process steps. You will receive an email notification when the rebuild process is finished.

Rebuilding the Tax Transfer Basis from Successor

This option rebuilds the tax registers that are created when importing the taxes from successor wages.

To rebuild the tax registers that are created when importing taxes from successor wages:

1. Click (Back Office). Under Operations|Action, select Register Rebuilds.
2. Select Tax - Rebuild Tax Transfer Basis from Successor from the Register Type drop-down.
3. Select a tax Year.
4. If you want to clear the register before rebuilding, select Clear Register Prior to Rebuild.
5. Click Rebuild. The system warns that the data used for payroll and employee pay history will be cleared, and asks whether you still want to proceed.

Note:  This process only clears the Net Taxable to Another State or Successor and the Net Tax to Another State or Successor fields.

6. The following database files are involved in this process:
• EMPLOYEE.TAX.REGISTER
• EMPLOYER.TAX.REGISTER
• CLIENT.TAX.REGISTER
• CLIENT.FEDERAL.TAX.REGISTER
7. Click Yes. The rebuild progress window appears and displays the rebuild process steps. You will receive an email notification when the rebuild process is finished.