CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Payroll

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Payroll Step-by-step Instructions 2012 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Unemployment Compensation Options... 2 Unemployment Compensation Report and File... 2 Steps to Follow when Generating the Unemployment Compensation Report/File... 3 Credit Weeks... 5 Updating Credit Week Information... 6 In Payroll Entry... 6 In Check History... 6 As a Mass Update Process... 7 Steps to Mass Update Credit Weeks... 7 Multiple Worksite Report... 9 Unemployment Compensation Report - PSBA Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This document reviews unemployment compensation reporting, which entails reporting wages that are subject to unemployment taxes as well as the credit weeks earned by each employee. Reporting is due by the end of the month following the end of each quarter. For example, for the first quarter (January through March), reports are to be submitted by the end of April. To submit files of unemployment compensation reporting data, use the website available at: The Multiple Worksite Report is also available to show related information based on the employee's building code on the EMPLOYEE MASTER record. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 1

6 UNEMPLOYMENT COMPENSATION OPTIONS Use the menu items located at REPORTS > PERIODIC > UNEMPLOYMENT COMPENSATION. Unemployment Compensation reporting uses information from the CHECK HISTORY screen within the specified date range. An option is available to move the credit week information into a separate work area (see the Credit Weeks section later in this document). Unemployment Compensation Report and File The first three options on the UNEMPLOYMENT COMPENSATION menu can be used to mass update credit weeks, which is covered in detail in that section of this document. However, before updating credit weeks, you should first generate the UNEMPLOYMENT COMP REPORT/FILE. The file and the report are generated in unison. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 2

7 Steps to Follow when Generating the Unemployment Compensation Report/File Complete the following steps. 1. Select the UNEMPLOYMENT COMP REPORT/FILE menu item. The following screen displays. 2. Enter the date in the For Quarter Ending field; for example, the first quarter ends 03/31/YYYY. Notice that the Multiple Worksite Report option is selected by default. If you do not want to create the Multiple Worksite Report at this time, deselect the check box; the Pay Date fields for each Month are removed. More information is provided in the Multiple Worksite Report section of this document. 3. If you are generating the Multiple Worksite Report, enter the Pay Dates that include wages for the 12th of the month, for each of the three months in the quarter. 4. Specify the SSN/ID Selection or leave blank to include neither identifier in the report/file. 5. Specify the appropriate format for the file. Starting with the 4th quarter of 2012, generate the PA State UC (CSV format) [option selected by default] and submit the file via the Employer UC Services website: 6. If applicable, select the Non-Reimbursable School option (based on Charter School status) to include the employer's taxable earnings. At this time, use ONLY the CSV file format for the submission file; none of the other file types that are available when you generate the file will be accepted on the Employer UC Services website. IMPORTANT NOTE: When creating the CSV file to upload, use ONLY Note Pad or Word Pad if you must open the file. DO NOT USE EXCEL TO OPEN THE FILE. By default, a CSV file WILL OPEN with Excel, which changes the formatting of the cells and potentially makes it unusable. If this happens you will need to recreate the file. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 3

8 7. Review the report (see the report sample, below). This sample shows the information included for each employee. Employees who are paid in the specified quarter are listed with their Qtr Wages and their YTD Wages for unemployment with the Employer's Taxable Share of wages and Employee's Taxable Share of wages and unemployment compensation tax. If the Employer U/C Rate was identified on the EMPLOYER PARAMETERS/RATES tab and was included in payroll processing, the Employer U/C Tax that was paid displays for each employee; otherwise, the Employer U/C Tax displays as Grand totals are included on the last page of the report. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 4

9 8. Update information prior to submitting the file. DO NOT change information within the generated file. Rather, update credit week information in CHECK HISTORY; or load credit week information in an edit screen and make your changes there. Refer to the Credit Weeks section, below. Review the reason for any change to wage and withholding information a refund of withholding may be needed. Please seek assistance if you have a need for this type of change. If after verifying information, changes were made, repeat steps 1-6 to recreate the file. 9. Starting with the 4th quarter of 2012, generate the PA State UC (CSV format) [option selected by default] and submit the file via the Employer UC Services website: When uploading this file BE SURE to select the appropriate import option; otherwise, errors will be reported and the file will not be accepted. CREDIT WEEKS Credit Weeks are defaulted for each employee based on payroll frequency. During PAYROLL PROCESSING, the credit weeks information is saved as part of the employee's CHECK HISTORY information. Unless the wages paid equal less than $100.00, bi-weekly payrolls award two credit weeks for a sequence 1 check. By default, employees who earn between $50.00 and $ receive only one credit week. Prior to processing a payroll, overrides to an employee's credit week information can be made in PAYROLL ENTRY. If adjustments to credit weeks are not performed prior to the payroll being processed, changes can be made in the employee's resulting CHECK HISTORY information. If changes are needed for groups of employees, a mass update process is also provided. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 5

10 Updating Credit Week Information In Payroll Entry As you enter hours and days for each payroll, you can also update Credit Weeks field entries. In Check History If an employee should have been updated prior to processing a payroll, but was missed, you can update the value within the individual CHECK HISTORY record that was created. You can update checks directly in CHECK HISTORY if a mass update is not needed. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 6

11 As a Mass Update Process If credit week changes are needed for many employees, you can load the credit weeks for a quarter from check history information. Then use an edit screen and a mass update process to change the loaded credit week information. If you want to change CHECK HISTORY, loading credit weeks is not necessary and cannot be removed for the quarter selected. Therefore, BEFORE performing this process BE SURE that you want to load credit weeks and update them in this manner. To use the mass update option you must load in the desired quarter. Steps to Mass Update Credit Weeks 1. Select the LOAD UC INFO TO EDIT CREDIT WEEKS menu item. Because this process can be performed ONLY ONE TIME PER QUARTER, be sure you understand how you want to use this information PRIOR TO deciding which option you will use to load credit weeks. The default option is to load Every check in history for specified quarter. Use this option to update checks for groups of employees for a specific date. The second option is to load One TOTAL check per employee. Use this option to update the total that you see on the report for groups of employees. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 7

12 2. Select the EDIT CREDIT WEEKS menu item. Depending upon which option is selected in step one when you LOAD UC INFO TO EDIT CREDIT WEEKS, the information used for step two is based on every check in CHECK HISTORY or on one TOTAL per person. The following example uses the default (Every check in History) option. Remember, you can update checks directly in Check History if a mass update is not needed. 3. Select the MASS UPDATE EDIT CREDIT WEEKS menu item. a. Select the Class code of employees you want to update or leave the Class field blank to update all employee classifications. b. Specify the check date you want to include in the update. If you loaded each check and just want to update one check date, enter that specific date in both the Start and End date fields. OR If you loaded the totals for the quarter, the date available in the EDIT UC CREDIT WEEKS screen will be the last date in the quarter. Enter that date in both the Start and End date fields. In the Change Credit Weeks to field, enter the number of credit weeks to which you want to CHANGE the value (not add to or subtract from) on each record within the Class and Date Range. For example: Bus drivers were not working the first week of January, but I forgot to adjust PAYROLL ENTRY prior to processing the payroll. So, I loaded the quarter into the EDIT CREDIT WEEKS screen and used the Every check in History option. Then in the Date Range fields, I entered the first check date in January to include only that first pay. These options allowed me to use a mass update for all bus drivers to change their credit weeks from 2 to 1 for that first pay date in January. 4. Generate the UNEMPLOYMENT COMP REPORT/FILE and verify the changes made during the Mass Update process. If satisfied, submit the file via e-tides. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 8

13 MULTIPLE WORKSITE REPORT The Multiple Worksite Report, available as an option on the UNEMPLOYMENT COMP REPORT/FILE screen, might not be required for all districts. If you are required to submit the Multiple Worksite Report, allow that defaulted checkbox selection to remain while generating the Unemployment Compensation report and enter the payroll dates that include the 12th of the month wages. The payroll dates entered into the pay of month fields are used to calculate employee totals for the Multiple Worksite Report. All employees included in the Unemployment Compensation report are included in the totals by building (based on the Building code identified on the EMPLOYEE MASTER/GENERAL tab). Only employees paid on the specified payroll dates are included in the count. As shown, each building is listed on the left. For each building, on the right are the number of employees in each month of the quarter and the wages rounded to the nearest dollar. Grand totals display on the last page of this report. The information is ready to be mailed. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 9

14 Unemployment Compensation Report - PSBA Select the REPORTS > PERIODIC > UNEMPLOYMENT COMPENSATION > UNEMPLOYMENT COMP REPORT - PSBA option to assist you with completing the PSBA Insurance Trust self-audit worksheet. The UNEMPLOYMENT COMP REPORT - PSBA menu item generates a report which summarizes unemployment compensation data for the specified calendar year. Use the information on the report to complete the PSBA Insurance Trust self-audit worksheet. Information on the report originates from CHECK HISTORY records. For the specified calendar year, the Unemployment Compensation Report - PSBA lists summary information for gross year-to-date wages paid to employees with totals broken out by full- and part-time employees. In the upper portion of the report, net totals are calculated with gross wages from check history less wages paid to tax collectors; in the lower portion of the report, the totals for wages subject to the BUCS contribution rate are given for those employees with wages greater than, equal to, and less than the U/C Maximum established on the EMPLOYER PARAMETERS/RATES tab. Grand totals and the total number of employees (grouped by full- and part-time status) are included. See the report sample, below. Revised: 12/27/ Central Susquehanna Intermediate Unit, USA Page 10