FL Quarterly Wage Reporting

Field

Description

Entity*

ID of the entity/employer.  The entity should be a valid entry as defined in BusinessPLUS.  Once saved, the value cannot be changed.

Employer Name*

Name of the employer for whom the entity is defined.

Employer Address*

First line of the employer’s address.

Employer Address(2)

Second line of the employer’s address.

Employer City*

City in which the employer is located.

Employer State*

State in which the employer is located.  Click  for the list of states.

Employer Zip Code*

Numeric zip code of the employer’s location.  This field accepts only five numeric characters and does not accept if all the five characters are zeros.

Employer Zip Code Extension

Numeric zip code extension of the employer’s location.  This field accepts only numeric characters of 4 digits or less.

Employer Federal Identification Number*

Employer’s Federal Identification Number.  This field can have only numeric characters of length 9 and does not allow all 9 characters to be zeros.

Example:  “000000000” is an invalid number.

Entity*

Click  to select a specific entity to which the other information applies.

UI Account Number*

Unemployment Insurance Account Number / Employer’s account number.  Verify that the correct number is entered.  If the UI Account Number must be corrected during the report creation process, the process will need to be repeated beginning with the creation of the report instance.  For Florida, this should be a valid entry of maximum 7 characters. 

Example:  1141475

UI Wage Limit*

Unemployment Insurance Wage Limit.  This should be a valid entry between 0 and 999999.99. 

Example:  13,000

UI Tax Rate*

Unemployment Insurance Tax Rate.  This should be a valid decimal entry between 0 and 99.999999. 

Example:  2.9% needs to be entered as 0.029

Employee Types to Exclude

Comma separated list of employee types to be excluded during the extract/load process.  Each employee type can be up to a maximum of 4 characters.  Spaces should not be entered before/after commas.

Example:  STU,CNST

Contact First Name*

First name of the person to be contacted by FLDOR concerning processing issues.

Contact Last Name*

Last name of the person to be contacted by FLDOR concerning processing issues.

Contact Title

Title of the individual from the transmitting organization who is responsible for the accuracy and completeness of the quarterly report.

Contact Phone Number*

Telephone number where the contact can be reached.

Contact Phone Extension

Telephone extension of the contact.

Contact Email Address

Individual e-mail address that represents this submission.

Field

Description

Entity*

Click  to select a specific entity to which the pay bases apply.

State UI Wages Pay Base*

The 4-digit Pay Base code which stores the “Unemployment Insurance Total Wages”.  The default value is 6012. 

Field

Description

Name*

Name of the report instance as defined by the user. 

Example:  2011 Quarter 2 Wage Report

Calendar Year*

Calendar Year for which the submission is required.  Click  for the list of “Year” values.  By default, the “Year” values are populated with a span of 2 consecutive past and 2 consecutive future years along with the current year.  Once the instance is created and saved, the “Calendar Year” value cannot be changed.

Example:  2011

Quarter*

Quarter for which the submission is required. Click  for the list of “Quarter” values.  Once the instance is created and saved, the “Quarter” value cannot be changed.

Status

Indicates the status of the report instance.  Valid choices are:  Active, Locked, and Submitted.

Date Submitted

Date time stamp used when changing to the “Submitted” status.

Update (Button)

Used to update the selected status.

 Field | Button

Description

Report Instance*

Click  for the list of report instances.  Select the desired report instance. 

Notes

Enter a note related to report instance or load that is to be performed.

Entity*

Click  to select a specific entity for which the load will be performed. Select “ALL” to extract records of all entities.

Employee ID(s)

If specific IDs are to be refreshed or reported on, enter on this line, separated by commas.

Purge Existing Data

If all the existing maintenance table data, for the selected “Report Instance”, needs to be deleted this checkbox should be checked.  This action would also remove new maintenance records added previously using the maintenance screen.

Load (Button)

Click to load maintenance records into the maintenance table.

Field

Description

Report Instance Details

Details of the selected Report Instance.

Last Load for the Selected Report Instance

The date (Last Load) and user (Created By) who performed the last load and any note entered for the selected “Report Instance”.  If the report is loaded for the first time for the selected “Report Instance”, this information is blank.

Field

Description

Report Instance

Click  to select a specific instance.

Filter By Criteria

Filter the maintenance records based on Employee ID or Employee Last Name.  Enter data then click the Apply Filter button.  Clear the fields and click the Apply Filter button again to view all the results.

Total Record Count

Indicates the total number of maintenance records in the grid.

Error Log By Last

Click  to select the type of errors/messages to view.   Options are Load or Submission. 

Filter Selected Record

Filters the selected maintenance record in the records area above.

Generate Report (Button)

Runs the “Error Log” to a Report.

Load

No Profile setup found for UI Account Number - <UIAccountNo>

Correct the Site Profile screen.

Load

<Emp ID>: SUI Pay Base accumulator has not been set for the year - <Year>.  Record not loaded.

If the employee was paid in the reporting year, determine why the unemployment accumulator was not created and make the appropriate changes in BusinessPLUS.

Load

Pay Base Accumulator configuration has not been set for the entity - <Entity>

Correct the Report Profile screen.

Load

UI Wage Limit configuration has not been set for the entity - <Entity>

Correct the Report Profile screen.

Load

No Profile setup found for entity - <Entity>

Correct the Site Profile screen.

Load

<Emp ID>: has invalid(blank) SSN

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has invalid(blank) First Name

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has invalid(blank) Last Name

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has invalid(blank) Middle Name

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has non-matching UI Total Wages and Total Gross Wages

Negative wages typically indicate that possible negative or offsetting adjustments were made in PY. Verify PY accumulators in BusinessPLUS PY and review with Payroll supervisor.

Sub

<Emp ID>: has invalid(blank) SSN in the submission file

In the Regulatory Reporting DB, make the required change in the Maintenance screen for the specific employee’s SSN, then generate report.

Sub

<Emp ID>: has an invalid(blank) First Name

In the Regulatory Reporting DB, make the required change in the Maintenance screen for the specific employee’s First Name, then generate report.

Sub

<Emp ID>: has an invalid(blank) Last Name

In the Regulatory Reporting DB, make the required change in the Maintenance screen for the specific employee’s Last Name, then generate report.

Sub

<Emp ID>: has an invalid(character) in the First Name.

Dashes and hyphens need to be excluded from the First Name. In the Regulatory Reporting DB, make the required change in the Maintenance screen for the specific employee’s First Name, then generate report.

Sub

<Emp ID>: has an invalid(character) in the Last Name.

Dashes and hyphens need to be excluded from the Last Name. In the Regulatory Reporting DB, make the required change in the Maintenance screen for the specific employee’s Last Name, then generate report.

Sub

<Emp ID>: has an invalid(character) in the Middle Name.

Dashes and hyphens  be excluded from the Middle Name. In the Regulatory Reporting DB, make the required change in the Maintenance screen for the specific employee’s Middle Name, then generate report.

Sub

<Emplr ID>: has zero Excess Wage and is excluded in the submission file

Verify that employee data was extracted from BusinessPLUS. Indication that net activity was zero or wage information not found for extracted employees. Review with Payroll supervisor.

Sub

<Emplr ID>: has zero Gross Wage and is excluded in the submission file

Verify that employee data was extracted from BusinessPLUS. Indication that net activity was zero or wage information not found for extracted employees. Review with Payroll supervisor.

Sub

<Emplr ID>: has zero Taxable Wage and is excluded in the submission file

Verify that employee data was extracted from BusinessPLUS. Indication that net activity was zero or wage information not found for extracted employees. Review with Payroll supervisor.

Sub

<Emplr ID>: has zero Tax Due and is excluded in the submission file

Verify that employee data was extracted from BusinessPLUS. Indication that net activity was zero or wage information not found for extracted employees. Review with Payroll supervisor.

Field | Button

Description

Report Instance*

Click  for the list of report instances.  Choose the report instance which is to be submitted.

Notes

Any notes applicable to the submission job.

Filename*

System generated or user defined file name for the submission file.

The filename should always end with the “.txt” extension. The filename cannot contain these characters ‘\:/*?”<>|’

Note:  The path where the file is saved is already configured in the application and should not be entered here.

In some reports the report name is auto-generated and hence the text filename cannot be changes for such reports.

Example:  2011_Quarter2.txt

Entity*

Click  for the list of entities.  If the maintenance records for all the entities are to be submitted then “ALL” should be selected.

Interest Due*

If tax due is not paid by the end of the month following the report

quarter, compute interest of 1 percent (.01) per month, to be prorated daily, from the due date until the tax is paid.  Must be non-negative or zero.

Penalty Due*

If the report is past due, compute penalty of $25 for each month, or fraction of a month, that the report is delinquent. Must be non-negative or zero.

UI Total Due*

UI Total equals the Tax Due + Interest (if applicable) + Penalty (if applicable).  Must be non-negative or zero.

Report Instance Details

Details for the selected “Report Instance”.

Last Submission for the Selected Report Instance

The date (Last Submission) and user (Created By) who performed the last submission and the note that was entered for submitting the selected “Report Instance”.

  Double Arrow (Button)            

Regenerate the filename.

Generate Report (Button)

Create report file with data from maintenance table.

View Report (Button)

View the submission file report.

Position

Field

Req.

Type

Size

Source Table

Source Column

Description/Business Logic

1-2

Record Type

Y

N

2

N/A

N/A

Constant “00”

3-11

Submitter's Federal EIN (FEIN)

Y

N

9

rr_site_profile

emplr_fed_ein

Submitter's federal employer ID Number.

12-18

Employer's UT #

Y

A/N

7

rr_icesa_profile

ui_account_no

Enter state UI employer account number (7 for FL).  Use the employee's entity to look up the rr_icesa_profile record.

Position

Field

Req.

Type

Size

Source Table

Source Column

Description / Business Logic

1

Record Type

Y

A/N

2

N/A

N/A

Constant “01”.

3-11

Submitter's Federal EIN (FEIN)

Y

N

9

rr_site_profile

emplr_fed_ein

Submitter's federal employer ID Number.

12-18

Employer's UT #

Y

A/N

7

rr_icesa_profile

ui_account_no

Enter state UI employer account number (7 for FL).  Use the employee's entity to look up the rr_icesa_profile record.

19-75

Employer Name

Y

A/N

57

rr_site_profile

emplr_name

First 57 chars of employer's name, exactly as the employer is registered with the state unemployment agency.

76-97

Mailing Address

Y

A/N

22

rr_site_profile

emplr_addr1 & emplr_addr2

Street address.  Concatenate the emplr_addr1 and emplr_addr2 columns and then truncate at 22 characters.

98-119

City

Y

A

1

rr_site_profile

emplr_city

City of Employer.

120-121

State (Abbreviation)

Y

A

2

rr_site_profile

emplr_state_code

Employer's state postal abbreviation. Blank, if for a foreign address.

122-130

Zip Code

Y

N

9

rr_site_profile

empr_zip & empr_zip_ext

Organization zip code with extension.

Blank if for a foreign address. Pad last 4 digits with 9's if zip extension is blank.

131-134

Filing Year

Y

N

4

rr_run_def_mstr

year

Report year.

135-136

Filing Quarter

Y

N

2

rr_run_def_mstr

quarter

Filing quarter. Only accepting Current and Prior Filing Quarters.

137-151

Gross Wages Paid this Quarter

Y

N

15

N/A

N/A

Sum of total wages paid for all employees reported.  Employer Gross wages paid this quarter.  Must be non-negative or zero.

152-162

Excess Wages

Y

N

11

N/A

N/A

The amount of this quarter’s wages exceeding FUTA maximum paid to each employee this calendar year. The maximum amount subject to unemployment is in rr_icesa_profile.ui_wage_limit.  As of 2007, FUTA maximum = $ 7000.  Gross wages – Taxable wages.  Must be non-negative or zero.

163-177

Taxable Wages For This Quarter

Y

N

15

N/A

N/A

Sum of all Taxable Gross Wages paid this quarter - Excess Wages.  Wages subject to tax.  Must be non-negative or zero.

178-188

Tax Due

Y

N

11

N/A

N/A

The amount of tax payment due. Total taxable wages TIMES the tax rate that is assigned by the state.  Must be non-negative or zero.

189-197

Interest Due

Y

N

9

N/A

N/A

The tax due that is not paid by the end of the month following the reporting quarter. The interest is computed 1% (.01) per month from the due date until the tax is paid.  Must be non-negative or zero.

198-206

Penalty Due

Y

N

9

N/A

N/A

Compute penalty of $25 for each month or fraction of a month that the report is delinquent.  Must be non-negative or zero.

207-217

Total Tax Due

Y

N

11

N/A

N/A

The summed amount of the tax due. Interest plus penalty.  Must be non-negative or zero.

218-244

Contact Name

Y

A

27

rr_icesa_profile

contact_first_
name & contact_last_
name

Name of the person to be contacted by FLDOR concerning processing problems.  Trim the first name and last name.  Concatenate first name + space + last name.

245-254

Contact Phone Number

Y

A/N

10

rr_icesa_profile

contact_phone_no

Contact telephone including area code.

255-304

Contact Email (Left Justify)

N

A/N

50

rr_icesa_profile

contact_email

Contact e-mail address that represents this submission.

1

Record Type

Y

N

2

N/A

N/A

Constant “02”.

3-11

Employee SSN

Y

N

9

hr_pe_mstr

hr_pe_ssn

Employee SSN.  Nine digits (do not suppress the leading zeros).

12-26

Employee First Name

Y

A

15

hr_pe_mstr

py_emp_f_name

Employee First Name. Dashes and hyphens should be excluded.

27-27

Employee Middle Name

Y

A

1

hr_pe_mstr

py_emp_m_name

Employee Middle Name. Dashes and hyphens should be excluded.

28-47

Employee Last Name

Y

A

20

hr_pe_mstr

py_emp_l_name

Employee Last Name. Dashes and hyphens should be excluded.

48-58

Employee’s Gross Wages

Y

N

11

pyx_xtd_dtl

ui_total_wage

Total Amount of wages earned during the quarter.   Must be non-negative or zero.

59-69

Taxable Wages

Y

N

11

N/A

N/A

Wage amount that is considered taxable. Must be non-negative or zero.

70-80

Employee’s Out of State Gross Wages

Y

N

11

N/A

N/A

Wages earned in other state.  Constant “00000000.00”.  Must be non-negative or zero.

81-91

Out of State Taxable Wages

Y

N

11

N/A

N/A

Wages earned in other state.  Constant “00000000.00”.  Must be non-negative or zero.

92-93

State in which Wages Were Paid

Y

A

2

N/A

N/A

Must be Blank for FL.

1

Record Type

Y

A/N

2

N/A

N/A

Constant “03”.

3-9

Covered workers 1st month

Y

N

7

N/A

N/A

Total of mth_one_employment for all employees in submission file. The total number of full-time and part-time covered workers for the payroll period of the week including the 12th of the first month.

10-16

Covered workers 2nd month

Y

N

7

N/A

N/A

Total of mth_two_employment for all employees in submission file. The total number of full-time and part-time covered workers for the payroll period of the week including the 12th of the second month.

17-23

Covered workers 3rd month

Y

N

7

N/A

N/A

Total of mth_three_employment for all employees in submission file. The total number of full-time and part-time covered workers for the payroll period of the week including the 12th of the third month.

Position

Field

Req.

Type

Size

Source Table

Source  Column

Description/Business Logic

1

Record Type

Y

A/N

2

N/A

N/A

Constant “99”.

3-11

Submission/Settlement Date

Y

N

8

N/A

N/A

Enter the date the file is being submitted.

YYYYMMDD (ex: 20101231), no slashes or dashes.