Sage Accpac ERP U.S. Payroll 6.0 Quarterly Wage on Disk(ette)

Sage Accpac ERP U.S. Payroll 6.0 Quarterly Wage on Disk(ette) Before You Begin... 1 Overview of Steps... 2 Entering Employee Supplemental Information... 2 Using the Quarterly Wage on Disk(ette) Feature... 9 Notes and Instructions for Specific States... 10 Quarterly Wage on Disk(ette) i

Sage Accpac ERP U.S. Payroll 6.0 Quarterly Wage on Disk(ette) If you use Sage Accpac U.S. Payroll 6.0, you can use Sage Accpac U.S. Payroll to produce the following: State unemployment tax (SUTA) quarterly wage reports on diskette or hard disk. State income tax (SIT) quarterly wage reports on diskette or hard disk (California, Maine, and New York only). Sage Accpac U.S. Payroll produces the data on diskette or hard disk in the following formats: Format XML MMREF-1 TIB-4 ICESA State s Own Format For these States: FL AZ, LA, MD, MO, NE, OR, SC, UT, VA NY, WI AL, CA, CO, CT, DC, GA, IL, IN, KS, KY, ME, MN, OH, PA, TX AK, AR, MA, ME, MI, NC, NH, NJ, NM, NV,OK, RI, TN, VT For all other states not listed, Sage Accpac U.S. Payroll will produce a report in the general ICESA format. Before You Begin Review the magnetic media specifications for producing quarterly wage data on magnetic media, available from your state s Office of Unemployment Insurance or Department of Revenue. The specifications will serve as an invaluable reference when using Sage Accpac U.S. Payroll to produce your data on diskettes or hard disk. To see if there are any special notes for your state, review the section Notes and Instructions for Specific States, starting on page 10. Quarterly Wage on Disk(ette) 1

Overview of Steps Overview of Steps To produce quarterly wage reports on disk, you must follow the two main steps listed below (in the listed order): 1. You may need to enter Employee Supplemental Information (in the Employees folder) to provide special employee information required by your state. Sage Accpac U.S. Payroll uses this information, along with the standard information from Payroll employee records, when creating the data file on disk or hard disk, in step 2. To see if this step applies to you, see the next section Entering Employee Supplemental Information. 2. Use the Quarterly Wage on Disk(ette) feature under the Payroll Government Reports to produce a quarterly wage report on diskette or hard disk. Read the section Using the Quarterly Wage on Disk(ette) Feature on page 9. Entering Employee Supplemental Information If you are producing a report for one of the following states, you may need to enter supplemental information about your employees: AK (Alaska) AR (Arkansas) AZ (Arizona) CA (California) CO (Colorado) FL (Florida) IL (Illinois) IN (Indiana) LA (Louisiana) MA (Massachusetts) ME (Maine) MI (Michigan) MN (Minnesota) MO (Missouri) NC (North Carolina) OH (Ohio) TX (Texas) VT (Vermont) If your state is not listed above, you only need to follow the instructions in Using the Quarterly Wage on Disk(ette) Feature on page 9. If your state is listed: In Table 1 starting on page 4, check the instructions for your state to see if you need to enter supplemental information about your employees. If so, follow the steps in the next section. To enter employee supplemental information: 1. From the Payroll Employees folder, select Employee Supplemental Information. 2 Sage Accpac US Payroll 6.0

Entering Employee Supplemental Information 2. On the Employee Supplemental Information window, select your state from the Reporting Authority ID field drop-down list. In the list, the state is prefixed by the reporting type such as QWR (Quarterly Wage Report); for example, QWR-CA. (The reporting type may also be W2R, such as W2R-IN, if this form is used to enter information for W-2 reporting for a specific state). Note that a state appears in the list if both these conditions apply: The Payroll program deems that the state requires employee supplemental information. You have activated the appropriate tax code for the state (usually the state s SUTA code), using the Federal And State Taxes setup window. California and Maine appear in the list if either their State Income Tax code (CASIT or MESIT respectively) or their SUTA code (CASUTA or MESUTA) has been activated. 3. The fields that appear on the window will vary, depending on the state you select. Enter the fields that you need, using your government specifications and Table 1 on page 4 as guides. On the window, there are two tabs that you can use: The Default tab enables you to specify values that apply to all your employees. The fields that are available for entry depend on the options you choose on the Default tab. The Employee tab enables you to exclude employees from the values entered on the Default tab, or to change the default values for specific employees. In the Employee column, the drop-down list shows all employees in the company, not just for the selected reporting authority. You can leave the Default tab blank, and use the Employee tab to enter the information for each of the employees. Or, you could use the Default tab to apply the information to all employees, and then use the Employee tab to exclude the employees who do not require the information. For example, if you are a Missouri employer with 100 employees, of which 90 employees require a Probationary Code: On the Default tab, select the Probationary Code check box. On the Employee tab, enter the 10 employees who do not require the Probationary Code (note that the Probationary column for each of the employees entered automatically sets to No). Quarterly Wage on Disk(ette) 3

Entering Employee Supplemental Information 4. After you complete the fields on the window, click Add. 5. To verify that the information was added to the employee records, print the Employee Supplemental Information report in Payroll Employee Reports. 6. You can then create your data file, using the Quarterly Wage on Disk(ette) function, as described later in the instructions in Using the Quarterly Wage on Disk(ette) Feature on page 9. Notes: Employees who work in more than one state You can select the same employee for different reporting authorities. For example, to enter supplemental information required for an employee who works in both Arizona and California, enter the employee for both reporting authorities QWR-AZ and QWR-CA. If you delete an employee on the Employees window, that employee is also deleted from the Employee Supplemental Information window. If you delete a state SUTA tax from the Federal And State Taxes window in Payroll Setup, that state will no longer appear in the Reporting Authority ID field of the Employee Supplemental Information window. Table 1: States that require employee supplemental information entry State Notes Alaska (AK) You must complete the Employee Supplemental Information window. Enter: The employee s Occupational Code. The employee s Geographic Code. 4 Sage Accpac US Payroll 6.0

Entering Employee Supplemental Information Table 1: States that require employee supplemental information entry State Arkansas (AR) Notes Complete the Employee Supplemental Information window if one or both of these conditions apply: You have seasonal employees, select the Seasonal Employee check box. You are an employer with multiple worksite locations and choose to report multiple worksite data on diskette. To report multiple worksite data on diskette: Select the Report Multiple Worksite Data check box. For each employee, enter: The Establishment in the Plant Code field. The County in the Worksite County Code field. The Industry Code field. When using the Payroll Quarterly Wage On Disk(ette) window, select the Report Multiple Worksite Data check box on the Employer Info II tab. The Arkansas Seasonal Code field in the Employee Supplemental Info accepts two characters. Review the Employee Supplemental Info for these employees and make any necessary changes manually. If required, enter the numeric code as 01, 02, and so on. Arizona (AZ) California (CA) Complete the Employee Supplemental Information window if you have employees who have been assigned UI Tax-approved branch numbers. On the window, enter the Branch number in the Plant Code field. You must complete the Employee Supplemental Information window. Enter: The Wage Plan Code field. The Branch Code in the Plant Code field. Colorado (CO) You must complete the Employee Supplemental Information window. For seasonal employees, select the Seasonal Employee check box. Enter the Plant Code. When using the Payroll Quarterly Wage On Disk(ette) window, select the Report Multiple Worksite Data check box on the Employer Info II tab. The Plant Code field is active only if you select this check box and cannot be blank. You can use 000 as the default value. Quarterly Wage on Disk(ette) 5

Entering Employee Supplemental Information Table 1: States that require employee supplemental information entry State Florida (FL) Notes Complete the Employee Supplemental Information window if you have employees who have preassigned unit codes for special mailing of claim information. On the window, enter the Unit Code in the Plant Code field. Illinois (IL) Indiana (IN) Complete the Employee Supplemental Information window if you have employees who have been assigned Plant Codes. On the window, enter the Plant Code field. Complete the Employee Supplemental Information window if one or both of these conditions apply: You have seasonal employees. Select the Seasonal Employee check box. Enter the numeric value in the Seasonal Code field for each employee. You are an employer with multiple worksite locations and choose to report multiple worksite data on diskette. To report multiple worksite data on diskette: Select the Report Multiple Worksite Data check box. Enter the 3 digit location code in the Plant/Location Code field for each employee. The default is 000. When using the Payroll Quarterly Wage On Disk(ette) window, select the Report Multiple Worksite Data check box on the Employer Info II tab. Louisiana (LA) Complete the Employee Supplemental Information window if you are an employer with multiple worksite locations and choose to report BLS3020 multiple worksite data on diskette. To report BLS3020 multiple worksite data on diskette: Select the Report Multiple Worksite Data check box. For each employee, enter: The Reporting Unit Number in the Unit Number field. The Worksite County Code field. The Industry Code field. When using the Payroll Quarterly Wage On Disk(ette) window, select the Report Multiple Worksite Data check box on the Employer Info II tab. 6 Sage Accpac US Payroll 6.0

Entering Employee Supplemental Information Table 1: States that require employee supplemental information entry State Massachusetts (MA) Notes Complete the Employee Supplemental Information window if one or both of the following conditions apply: You have employees who have a plant code. Enter it in the Plant Code field. You have employees who are officers. Select the Corporate Officer check box. Maine (ME) Complete the Employee Supplemental Information window if one or both of these conditions apply: You have seasonal employees. Select the Seasonal Employee check box. You choose to report wage plan code for employees. Enter it in the Wage Plan field. Michigan (MI) Complete the Employee Supplemental Information window if you have employees who are a family member. On the window, enter F in the Family Status field. Minnesota (MN) Complete the Employee Supplemental Information window if one or both of these conditions apply: You have employees who have a plant code other than 0000. Enter it in the Plant Code field. You have employees who are officers. Select the Corporate Officer check box. Missouri (MO) North Carolina (NC) Ohio (OH) Complete the Employee Supplemental Information window if you have employees who are in probationary periods. On the window, select the Probationary check box for those employees. Complete the Employee Supplemental Information window if you are reporting wages for seasonal employees during your designated seasonal period. On the window, select the Seasonal Employee check box. Complete the Employee Supplemental Information window if you have employees who have been assigned Plant Codes. On the window, enter the Plant Code field. Quarterly Wage on Disk(ette) 7

Entering Employee Supplemental Information Table 1: States that require employee supplemental information entry State Texas (TX) Notes Complete the Employee Supplemental Information window if one or both of these conditions apply: You are reporting a business unit number for employees. For each employee, enter the Unit Number in the field. You are an employer with multiple worksite locations and choose to report BLS3020 multiple worksite data on diskette. For each employee, enter the following: The Establishment ID in the Plant Code field. The 6-digit North American Industry Classification System code (NAICS) that best describes the work site where the employee is assigned, in the Industry Code field. Then, when using the Payroll Quarterly Wage On Disk(ette) window, select the Report Multiple Worksite Data check box on the Employer Info II tab. Vermont (VT) Complete the Employee Supplemental Information window if you have any employees who are paid on an hourly basis. On the window, select the Hourly Employee check box and enter the hourly wages of the employees in the Hourly Wages field. 8 Sage Accpac US Payroll 6.0

Using the Quarterly Wage on Disk(ette) Feature Using the Quarterly Wage on Disk(ette) Feature This feature produces the data file that you submit to the government. Before you begin: Ensure that you have entered employees supplemental information, if it applies to you (see the section Entering Employee Supplemental Information. ) Review the section Notes and Instructions for Specific States on page 10 for any special instructions that may apply to your state. To use the Quarterly Wage On Disk(ette) feature: 1. From the Payroll Government Reports, choose Qtrly Wage on Disk(ette). 2. On the Payroll Quarterly Wage On Disk(ette) window, select the Quarter and the Year to report. The Due Date appears automatically. It is one month later than the end of the quarter period that you have chosen. 3. Select the Tax Authority. Note: If you selected Florida Unemployment Tax, a check box called Test appears. Select this check box only if you are producing a test data file to send to the Florida Department of Revenue. 4. If you select an employee selection list that you have previously created, the Payroll program will automatically process only the employees within the selection list. 5. Select the range of employees (From Employee, To Employee) to process. Note: Sage Accpac Payroll creates a header record (for example, an RA record) at the beginning of the data, and an ending record (for example, an RF record) at the end of the data. Some states require that if you submit your data on more than one diskette (for example, the total number of employees to be processed may not fit on one diskette), the header and ending record must be on each diskette. If your state has this requirement, you need to run the Quarterly Wage On Disk(ette) process more than once. For each run, select a range of employees that will fit on one diskette. 6. Enter the information on the four tabs: Employer Info I, Employer Info II, Transmitter Info I, and Transmitter Info II. Refer to your magnetic media specifications to determine what values to enter in the fields, as the requirements vary from state to state. Quarterly Wage on Disk(ette) 9

Notes and Instructions for Specific States Refer also to the section, Notes and Instructions for Specific States on page 10. Examples of fields on the tabs include: Foreign Address (on Employer Info I tab). If you choose this option, the Country Code field appears. Terminating Business (on Employer Info I tab). If you are terminating your business during the quarter that you selected, then choose this option. SUTA Employer Tax Percentage (on Employer Info II tab). Enter the rate at which you pay unemployment insurance for the quarter you have chosen. 7. When you have completed all the information, click Process. 8. Follow the instructions that appear on screen. For example, on the Quarterly Wage Report File Destination window, choose whether to produce the file on diskette, or in a folder on your hard disk for electronic submission. 9. When processing finishes, a dialog box enables you to print a status report that summarizes the data produced on diskette or hard disk. Click Yes and then Print to print the report or click No. You can print the report later, by choosing Quarterly Wage on Disk(ette) Status from the Payroll Government Reports. Important: If you are running this process more than once, click Yes to print the report after each run. You will only be able to print the last run if you choose to print the report later. Notes and Instructions for Specific States The following Table 2 provides notes and instructions that you should know if you plan to use the Quarterly Wage on Disk(ette) function for these states: AK Alaska MO Michigan VT Vermont FL Florida MO Missouri GA Georgia NC North Carolina IN Indiana NJ New Jersey KY Kentucky NM New Mexico MA Massachusetts NV Nevada MD Maryland OH Ohio ME Maine TX Texas 10 Sage Accpac US Payroll 6.0

Notes and Instructions for Specific States Table 2: Notes and Instructions for Specific States State Alaska (AK) Notes The Quarterly Wage On Disk(ette) process will produce two files for Alaska: A header file called AKHDRyyq.CSV A details file called AKDTLyyq.CSV where yy denotes the tax year and q denotes the quarter (for example, AKDTL063.CSV is the details file for year 2006, third quarter. If you are filing for just one company, you can submit only the details file. Florida (FL) On the Quarterly Wage On Disk(ette) window: To produce a test file (called FLQWTEST.xml), select the Test check box adjacent to the Tax Authority field. To produce a production file (called FLQWRPT.xml), clear the Test check box adjacent to the Tax Authority field. Ensure that the Contact Phone No. field (on the Transmitter Info I tab) contains only the 10-digit phone number, without any spaces or special characters. Before submitting your production file to the Florida Department of Revenue, we recommend that you submit a test file. The program can now produce a zero wage file to report that there was no employment for an employer per quarter. Zero wage files will be reported with one employee detail in the following manner: SSN # First Name Last Name Middle Name Wage Amount 999-99-9999 J Doe $0.00 Note: A zero wage file can also be generated by using a selection criteria (selection list) that results in no wages found by the program, even though wage employees may exist in the database. Georgia (GA) Sage Accpac Payroll does not support the N record (that is, the tax record). Quarterly Wage on Disk(ette) 11

Notes and Instructions for Specific States Indiana (IN) Be sure that your employer number is formatted correctly in the Reporting ID field of the Federal And State Taxes window: 1. In the Tax field, select INSUTA. 2. In the Reporting ID field of the Basic Info tab, enter your employer number in this format: 6 Numeric +1 Alpha or Space Kentucky (KY) Be sure that your employer number is formatted correctly in the Reporting ID field of the Federal And State Taxes window: 1. In the Tax field, select KYSUTA. 2. In the Reporting ID field of the Basic Info tab, enter your employer number in this format: First two characters: Enter your 2-digit employer number prefix. If none, enter 00. Characters 3 to 8: Enter your 6-digit employer number. Character 9: Enter your employer suffix (must be an alphabetic letter). If none, leave it blank. This format is required for the E record, location 173 to 181, as described in the magnetic media specifications for Kentucky. Massachusetts (MA) 1. For the Employer naming convention, Sage Accpac Payroll will use the employer ID number from the Reporting ID field of MASUTA. 2. For the Agent naming convention, use the Agent ID field on the Transmitter Info I tab to enter your Agent ID. If this field is blank, the Employer naming convention is used. 3. Only the Original submission reason code is supported. You can only append to an existing Employer ID or Agent ID file if the ID numbers are the same and the files are generated on the same date. Otherwise, a new file will be generated. Maryland (MD) Be sure that your employer number is formatted correctly in the Reporting ID field of the Federal And State Taxes window: 1. In the Tax field, select MDSUTA. 2. In the Reporting ID field of the Basic Info tab, enter your 10-digit employer s Account Number. The first two digits are zeroes. Omit hyphens and spaces. 12 Sage Accpac US Payroll 6.0

Notes and Instructions for Specific States Maine (ME) Sage Accpac Payroll supports only the layout formats described in the State of Maine s publication All Employers and Businesses Except Employee Leasing Companies. On the Transmitter Info I tab of the Payroll Quarterly Wage On Disk(ette) window, enter the Maine Payroll Processor License Number, as issued by Maine Payroll Department of Professional Financial Regulation. If you remit income tax withholding to Maine Revenue Services on a semi-weekly basis: 1. Select the Remit Payments Semi-weekly check box on the Employer Info I tab of the Payroll Quarterly Wage On Disk(ette) window. The Schedule 1 tab then appears. 2. Complete the information on the Schedule 1 tab, which simulates the published form Schedule 1/C1 (Form 941/C1 ME) from Maine Revenue Services. For instructions, refer to those provided by Maine Revenue Services. The Quarterly Wage On Disk(ette) process will produce a file for Maine called MEQRyy-q.txt, where yy denotes the tax year and q denotes the quarter (for example, MEQR09-3.txt is the file for year 2009, third quarter). Payroll does not support the ACH Debit information. Michigan (MI) Be sure that your employer number is formatted correctly in the Reporting ID field of the Federal And State Taxes window: The UA Account number must consist of 10 digits in total. The first 7 digits are the Employer Number, the last 3 digits are the Multi Unit Number. The multi-unit number is three zeros unless you have requested a multi-unit number greater than 000. Appending to an existing file will be allowed only with the same Employer Account Number, reporting year, and quarter. This is because All wages paid for the quarter under a single 10-digit UA Employer Account Number must be submitted on one report for the quarter. Quarterly Wage on Disk(ette) 13

Notes and Instructions for Specific States Missouri (MO) Be sure that your employer number is formatted correctly in the Reporting ID field of the Federal And State Taxes window: 1. In the Tax field, select MOSUTA. 2. In the Reporting ID field of the Basic Info tab, enter your employer s Account Number. Omit hyphens and spaces. Be sure the entire number is entered in the Reporting ID field before you create the report on diskette or hard disk. Omit hyphens; for example, enter 345678012345678A for 345678-0-123-4567-A. North Carolina (NC) New Jersey (NJ) New Mexico (NM) Sage Accpac Payroll does support the N record. Enter the Magnetic Authorization number on Transmitter Info I tab of the Payroll Quarterly Wage On Disk(ette) window. If you submit multiple diskettes, each diskette must contain a complete set of employees, beginning with a header record and terminating with an ending record. See step 5 of the section Using the Quarterly Wage on Disk(ette) Feature on page 9. On the Employer Info II tab of the Payroll Quarterly Wage On Disk(ette) window: In the field to the left of the Code For WCA Fee field, select either Deduction or Local/Other Tax. Your choice determines whether the Code For WCA Fee field will list the deduction codes or customized tax codes that you have created in Payroll. Note that Sage Accpac Payroll will report any employee (not just New Mexico employees) who is assigned the code that you selected in the Code For WCA Fee field, and who has a WCA fee amount to report. 14 Sage Accpac US Payroll 6.0

Notes and Instructions for Specific States Nevada (NV) Be sure that your employer number is formatted correctly in the Reporting ID field of the Federal And State Taxes window: 1. In the Tax field, select NVSUTA. 2. In the Reporting ID field of the Basic Info tab, enter your employer s Account Number. Omit decimal, hyphen, or check digit. Be sure the entire number is entered in the Reporting ID field before you create the report on diskette or hard disk. An employer number appearing on the pre-printed quarterly report as 0123456.00-7, must be entered as 012345600. To record the Total Tip income (Reported Tips type in Earnings and Deductions Setup) for the quarter. After you activate the tax update, enter the amount through Transaction History for the employee by doing the following steps. Note: These steps are only for those that need to be recorded prior to installing and activating the September 30, 2011 tax update. 1. In Transaction History, select or enter the employee in the Employee field. 2. In the Date field, enter a date in the quarter you want to report. 3. On the Taxes tab, enter NVSUTA in the Tax field. 4. In the No Ceiling Tips field, enter the amount of the total tip income for the employee for the quarter. This field can only be edited after applying this tax update. 5. In the No Ceiling Wage field, enter the negative amount you entered in the No Ceiling Tips field. This is to prevent doubling the total tip income in the total earnings for the employee. 6. Run the Tax Calculation Analysis report for NVSUTA to verify the correct values. After the September 30, 2011 tax update is installed and activated the program will keep track of the Total Tip income (Reported Tips type in Earnings and Deductions Setup). The program can now produce a zero wage file to report that there was no employment for an employer for the quarter. Quarterly Wage on Disk(ette) 15

Notes and Instructions for Specific States Ohio (OH) Sage Accpac Payroll does not support the following: Third Party Administrator ID ACH Debit information Out of State Wages The file can only be created when the Employer and Transmitter have the same name. Texas (TX) Sage Accpac Payroll supports the C-3 Contribution Data reporting. The C-3 Data indicator and its associated fields will be populated in the report on diskette or hard disk. On the Employer Info II tab of the Payroll Quarterly Wage On Disk(ette) window: In the Industry Code field, enter the 6-digit North American Industry Classification System code (NAICS) that best classifies the employer. In the County Code field, enter the County Code of the county in which you had the greatest number of employees. Note that the program does not check for an incorrect County Code. In the Outside County Employees field, enter the number of employees outside the county shown in the County Code field. Sage Accpac Payroll does not support the Allocation List reporting. The Allocation List indicator (Record A, location 220) and its associated fields described in the magnetic media specifications will be left blank. Vermont (VT) Sage Accpac Payroll supports Option 2 of the Vermont Internet Tax and Wage System Upload specifications. 16 Sage Accpac US Payroll 6.0