AviontéCLASSIC Back Office Release Notes - March 2025

🚀 What's New

Release Date: 03/28/2025

1. Reporting | Maine Paid Family and Medical Leave program

Improvement: A new export functionality has been introduced to generate compliant ASCII files for Maine Paid Family and Medical Leave (PFML) reporting.

Key Updates:

• Configuration: Setup in Admin Tools > Reports > Advanced Query.
• Export Process: Accessible via Weekly Process > Import/Export.
• File Format: Includes Transmitter, Employer, Employee, Total, and Final records.
• Error Handling: Validates data before file generation, with error messages and an analysis report.
• Special Scenarios: Supports reporting for employers with no wages.
  
  

How does this impact you?

• Ensures compliance with Maine PFML reporting requirements.
• Reduces manual effort by automating file generation.
• Prevents submission errors through built-in validations.

For setup details and troubleshooting, refer to internal documentation or contact support.

KB Article: Maine Paid Family and Medical Leave (PFML) Export Process

2. ADP Integration | Updates to ADP Q125 Quarterly File

Improvement: Effective Q1 2025, we are implementing several critical updates to the ADP Quarterly File structure to support compliance with Delaware Paid Family Medical Leave (DE PFML) requirements and to refine Nevada Modified Business Tax reporting.

Key Updates:

Enhanced Compliance Support

• Delaware PFML Integration: New dedicated fields and modified existing fields to support the Delaware Paid Family Medical Leave program launching in Q1 2025
• Out-of-State Wage Tracking: Added functionality to properly report wages earned outside state boundaries that are still subject to local taxation
• Employer Contribution Flexibility: New field to specify the percentage of tax paid by employers, supporting DE PFML's variable contribution model

Structural Optimizations

• Interface Version Update: Interface version advanced to 030725
• Field Purpose Clarity: Revised field descriptions to provide clearer guidance on proper usage
• Nevada MBT Repositioning: Streamlined reporting of Nevada Modified Business Tax information by consolidating into more appropriate fields

Detailed Updates:

Revised Fields

New Fields

How does this impact you?

• Payroll Systems: Systems must be updated to accommodate new field positions and revised field definitions
• Delaware Employers: Organizations with Delaware employees will need to track and report PFML contributions using the new and revised fields
• Multi-State Employers: Enhanced ability to track and report wages earned across state lines with the new out-of-state wage fields
• Nevada Businesses: Modified reporting structure for Nevada Modified Business Tax information
  
  

3. Sick Leave_MI Plan Update

Improvement: Due to an amendment passed on February 20, 2025, adjustments have been made to the Sick Leave_MI accrual plan in compliance with Michigan legislation.

Changes:

• Gap Days: Updated to 60 days.
• Days Before Use: Increased to 120 days.
• Allowed Carry Over Hours: Adjusted to 72 hours.
• Hours to Accrue 1 Hour: Set to 30 hours.
• Max Hours Use in 1 Year: Changed to 72 hours (previously unlimited).
• Pay Period Limit: No limit (previously unlimited).
• Yearly Limit: No limit set.
• Max Accrual Balance: No limit (previously unlimited).
• Initial Balance: N/A (previously set to 0).
• Unlimited Carry Over: Not unlimited (set to 0; will look at Allowed Carry Over value).

How does this impact you?

• Employee plans have been updated to reflect the new plan information.
• Compliance has been ensured with Michigan State legislation.

Compliance:

For more details on the legislative changes, please refer to Michigan State Legislature.

KB Article: Sick Leave (Accrual) Overview

4. Federal Taxable Gross Not Correct After Pretax Deductions | Correction

Improvement: Removed the ability to edit the taxable gross and a deduction that is a pre-tax deduction. Previously, users were able to edit pre-tax deductions and not required to change the taxable amount.

How does this impact you?

If a change is needed to the pre-tax deduction amount, the payroll user should go to the talent deduction, change the amount there and then re-process payroll. 

5. Greenshades | Q1 Ohio Locality Mapping Update 

Improvement: This release introduces important XML file format changes for Ohio Municipal Resident Tax reporting for RITA (Regional Income Tax Agency) and CCA (Central Collection Agency). These changes enable proper identification and reporting of workplace taxes versus resident taxes.

Key Updates:

• Enhanced Tax Type Differentiation: New optional ResidentTax node allows clear distinction between workplace and resident municipal taxes
• Improved W-2 E-file Accuracy: Proper coding of residence taxes in W-2 electronic filings
• Flexible Implementation: Optional node with default behavior maintains backward compatibility

How does this impact you?

• Tax Classification: Proper identification of municipal resident taxes versus workplace taxes
• Reporting Accuracy: Correct tax coding in W-2 e-files submitted to Ohio tax authorities
• Rate Determination: Employers determine the appropriate rates based on jurisdiction requirements

6. Update ADP integration file to pull OSHA NAICS Code from Supplier property for WY

Improvement: This work item addresses a compliance requirement for Wyoming (WY) state. The fix ensures that the OSHA NAICS Code value from the Supplier Property is pulled and included in the SIC Code field (positions 358-363) of the ADP Quarterly file for Tax Reporting.

How does this impact you?

Users involved in Tax Reporting workflows, particularly those handling the ADP Quarterly file, may observe the SIC Code field being populated with the OSHA NAICS Code value for suppliers based in WY.

🚀 What's New

Release Date: 03/14/2025

1. Delaware Quarterly Wage Report Export

Improvement: Delaware Quarterly Wage Report Export

We have introduced a new export functionality for generating Delaware Quarterly Wage Reports in CSV format. This feature allows users to generate employer-specific wage reports directly from the Weekly Process | Import/Export section, ensuring compliance with Delaware state reporting requirements.

Key Features & Enhancements:

✅ Automated Quarterly Report Generation

• Users can generate a CSV file by selecting the ‘Generate Report’ option and entering the required parameters: Year, Quarter, and FEIN.
• The system will generate a file following the required naming convention:
  DEWH_EMP_ACCNO_MMDDYYYY_HH24MISS.csv

✅ Accurate Data Formatting & Compliance

• The CSV file includes all required columns such as Employer Account Number, Year, Quarter, Social Security Number, Employer Contribution %, FICA Wages, and more.
• Optional columns like Preparer Legal Name, Preparer FEIN, Middle Initial, and Adjustment Code are included when applicable.
• Wage records are sorted by Employer Account Number, Wage Year, and Wage Quarter.

✅ Data Validation & Formatting Rules

• Total Record Count is consistent across all rows.
• Employer Contribution % only allows values between 50 and 100.
• Social Security Number follows strict validation rules to prevent invalid entries.
• Adjustment Code supports valid values: UP1, UP2, UP3, DEL, or left blank.

User Action Required:

To ensure compliance, employers must:

1. Generate the report quarterly through the Weekly Process | Import/Export section.
2. Review the file format to confirm accuracy before submission.
3. Ensure that the Employer Contribution % and Social Security Numbers meet validation criteria.

For full file specifications, refer to Delaware’s Wage Report File Format Guide.

KB Article: Delaware Paid Family Medical Leave (DE PFML) Quarterly Wage Export