Preparing to Assign a Canadian Employee to a Job in the US

Overview

Updated 11/16/2021

This article lists the system settings and configuration that should be verified before assigning a Canadian employee to work in the U.S. to prevent problems with payroll and taxes.

Locality / Country
Country Code
Verify Locality
Employee Address
    Verify Address-related Settings
    Verify Geocode settings

Locality / Country

A country code and more granular locality code are required in the application.

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Country Code

Both the U.S. and Canadian country codes must exist in the system.  

1. Navigate to Admin Tools > Employer.
   
   
2. Double-click on the applicable organization name in the Employer column.
   
   
3. Click the Locality / Country tab.
   
   
   
   
4. In the Locality section, click the Country Code tab.
   
   
   
   
5. In the Country Code section, verify that there is a country code entry of both "US" and "CA" in the list. 
   1. Click here for information on adding a Country Code

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Verify Locality

Both the province that the Canadian employee lives in and the state that the employee will be working in must exist in the system.

1. Navigate to Admin Tools > Employer.
   
   
2. Double-click on the applicable organization name in the Employer column.
   
   
   
   
3. Click the Locality / Country tab.  
   
   
   
   
4. Perform a search for the state that the employee will working in. 
   1. Click here for information on adding a State
      
5. Perform a search for the province that the employee lives in. 
   1. Click here for information on adding a Province

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Employee Address

An employee address - as well as its settings and geocode - must be verified in the application. 

Verify Employee Address

Because the employee is a Canadian resident, the home address must be a Canadian address, and it must be set as their resident address.  

Note: Do not set the residential address to the worksite address.  It should only be the address at which the employee resides.

1. Navigate to the Employee section.
   
   
2. Perform a search for the desired employee record.
   
   
3. Navigate to the Detail sub-menu.
   
   
4. Click See All.
   
   
   
   

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Verify Address-related Settings

1. Verify that the address is correct, and that it is a Canadian address.
   
   
   
   
2. Verify that the Is Resident Address and Active boxes are checked.
   
   

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Verify Geocode settings

The Geocode is a code that corresponds to a particular geographic location and determines the tax withholdings for the employee and the employer to ensure correct tax payment.

Verify that the Override Worksite Geocode section is configured correctly for this employee. If the Geocode needs to be overridden, follow the process described below.

1. Add a check next to Override Worksite Geocode.
   
   
2. In the Postal Code field, enter the ZIP or postal code of the worksite that will override the Geocode that will override the home address Geocode.
   
   
3. From the Geocode drop-down list, choose the appropriate Geocode.  

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