GA Quarterly Wage Report

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 zeroes. 

Employer Zip Code Extension 

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

Field 

Description  

Entity* 

Select ‘Entity’ as defined in ‘Site Profile’ screen. 

Once the ‘Report Profile’ is saved for an entity, the value for ‘Entity’ field cannot be changed.  

Example: ROOT 

GDOL Employer Account Number* 

The GDOL (Georgia Department of Labor) Employer Account Number. 

This should be a valid numeric entry of 8 characters.  Hyphens, spaces are not allowed. 

Example: 11414750 

UI Multi Unit Number 

UI Wage Limit* 

Unemployment Insurance Wage Limit.  

This should be a valid entry between 0 and 999999.99 

Example: 12520 

UI Tax Rate* 

Unemployment Insurance Tax Rate.  

This should be a valid entry between 0 and 99.999999 

Example: 0.29 

Employee Types to Exclude 

Comma separated list of employee types who needs to be excluded during the extract. 

Example: FT,CNST 

NOTE:  Each employee type can be maximum of 4 characters. 

Spaces should not be entered after/before commas. 

Field 

Description  

Entity* 

Enter ‘Entity’ defined in ‘Site Profile’ screen. 

Once the ‘ICESA Setup’details are saved for the entity, the value for ‘Entity’ field cannot be changed. 

Gross Wages Pay Base* 

Enter the 4-digit CDH code for calculating ‘Total Gross Wages’. 

Example: 6002 

State UI Wages Pay Base* 

Enter the 4-digit CDH code for calculating ‘Unemployment Insurance Total Wage’. 

Example: 6002 
6002 can be used for UI wages if UI wages is equal to Gross Wages. If UI wages are stored separately in BusinessPLUS and uncapped and the same as Gross Wages, then 6002 may be used to represent UI Wages. If UI wages are not equal to Gross Wages, 6012 is the preferred Pay Base. Speak with a SunGard consultant or implementer when making this distinction. 

State Taxable Wages Pay Base* 

Enter the 4-digit CDH for calculating ‘State Taxable Wages’. 

Example: 6004 

State Tax Withholdings Deduction Code* 

Enter the 4-digit CDH for calculating ‘State Income Tax Withheld’. 

Example: 2016 

Field 

Description  

Name* 

Name of the report instance as defined by the user.   

Example: 2011 Quarter 2 Wage Report. 

Year*  

Fiscal Year for which submission will occur.   

Note: Once the instance is created and saved, the ‘Fiscal Year’ value cannot be changed. 

Quarter* 

Quarter for which the submission is required.  Click for the list of ‘Quarter’.  Note: 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 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 in this line, separated by commas. 

Purge Existing Data 

If all the existing data for the selected ‘Report Instance’ in the maintenance table needs to be deleted, this checkbox should be checked.  

This action will also remove new (recent) maintenance records added previously using the maintenance screen for the ‘Report Instance’.  

 Load (Button)

Click to load maintenance records into 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 notes 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.  Clear fields to view all the results. 

Employee ID 

ID of the employee. 

Employee Last Name 

Last name of the employee. 

 Apply Filter (Button)

Select the ‘Apply Filter’ button to filter on values entered in either the Employee ID or Employee Last Name. 

Total Record Count 

Indicates the total number of maintenance records in the grid.  

Field 

Description  

Error Log By Last  

Click to select Load or Submission of the Report Instance. 

Filter Selected Record 

Filters the selected maintenance record in the ‘Filter By Criteria’ area above for editing. 

 Generate Report (Button)

Runs the ‘Error Log’ out to a generated report.  Shows Load ID, Load Notes, Load Date, Error Details as well as the date the report was generated. 

Type 

Error  / Warning Message 

Resolution 

Load Pkg 

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

Correct in the Site Profile screen. 

Load Pkg 

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

Correct HR Employee Master and send to PY. 

Load Pkg 

No Profile setup found for entity: <Entity> 

Correct in the Site Profile screen. 

Load Pkg 

<Emp ID>: has invalid(blank) SSN 

Correct HR Employee Master and send to PY. 

Load Pkg 

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

Correct HR Employee Master and send to PY. 

Load Pkg 

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

Correct HR Employee Master and send to PY. 

Load Pkg 

 <Emp ID>: has negative UI Total Wages 

Correct HR Employee Master and send to PY. 

Load Pkg 

<Emp ID>: has negative Total Gross Wages 

Correct HR Employee Master and send to PY. 

Load Pkg 

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

Correct in the Report Profile screen. 

Load Pkg 

Pay Base Accumulator configurations have not been set for the entity - <Entity> 

Correct in the Report Profile screen. 

Submission Pkg 

<Emp ID>: has invalid(blank) SSN 

Correct HR Employee Master and send to PY or in the Maintenance screen. 

Submission Pkg 

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

Correct HR Employee Master and send to PY or in the Maintenance screen. 

Submission Pkg 

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

Correct HR Employee Master and send to PY or in the Maintenance screen. 

Submission Pkg 

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

Correct HR Employee Master and send to PY or in the Maintenance screen. 

Submission Pkg 

<Emp ID>: has invalid(blank) State Code 

Correct HR Employee Master and send to PY or in the Maintenance screen. 

Submission Pkg 

<Emp ID>: has invalid(blank) Unemployment Insurance Total Wage 

Correct HR Employee Master and send to PY. Remove? 

Submission Pkg 

<Emp ID>: has invalid(blank) GDOL Employer Account No. 

Correct in the Site Profile screen. 

Submission Pkg 

<Emp ID>: has invalid(blank) Reporting Period Quarter 

Correct HR Employee Master and send to PY. 

Submission Pkg 

<Emp ID>: has invalid(blank) Reporting Period Year 

Correct HR Employee Master and send to PY. 

Submission Pkg 

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

Correct HR Employee Master and send to PY or in the Maintenance screen. 

Submission Pkg 

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

Correct HR Employee Master and send to PY or in the Maintenance screen. 

Submission Pkg 

<Emp ID>: has an invalid(characters) Middle Name 

Correct HR Employee Master and send to PY or in the Maintenance screen. 

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. 

Remittance 

Manually entered by end user at run time based on the DOL-4N ‘Remittance’ worksheet referred from line 10, Total Amount Due.   http://www.dol.state.ga.us/pdf/forms/dol4n.pdf. 

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 

Record Identifier 

Y 

A 

1 

N/A 

N/A 

Constant ‘N’. 

2-9 

Account 

Y 

N 

8 

rr_icesa_profile 

ui_account_no 

8-digit GDOL Employer Account Number. 

Numeric only; omit hyphens, spaces and check digit. 

10 

Quarter 

Y 

A 

1 

rr_run_def_mstr 

quarter 

Quarter for which this report applies. 

1, 2, 3, or 4 are the only valid entries. 

11-14 

Year 

Y 

A 

4 

rr_run_def_mstr 

year 

Four-digit year for which this report applies. 

15-19 

Number Employees 

A 

5 

Calculated 

Calculated 

Total Number of covered workers during the pay period that includes the 12^th day of the first month of the quarter. 

For each worker, 

The pay periods that include 12^th of first month of reporting quarter are determined. 

If count of payroll history records for the employee and pay periods associated with the month with py_check_note among ‘DP’ or ‘DT’ is greater than 0, add 1 to the count. 

Right justified and zero filled. 

20-24 

Number Employees 

N 

5 

Calculated 

Calculated 

Total Number of covered workers during the pay period that includes the 12^th day of the second month of the quarter. 

For each worker, 

The pay periods that include 12^th of second month of reporting quarter are determined. 

If count of payroll history records for the employee and pay periods associated with the month with py_check_note among ‘DP’ or ‘DT’ is greater than 0, add 1 to the count. 

Right justified and zero filled. 

25-29 

Number Employees 

N 

5 

Calculated 

Calculated 

Total Number of covered workers during the pay period that includes the 12^th day of the third month of the quarter. 

For each worker, 

The pay periods that include 12^th of third month of reporting quarter are determined. 

If count of payroll history records for the employee and pay periods associated with the month with py_check_note among ‘DP’ or ‘DT’ is greater than 0, add 1 to the count. 

Right justified and zero filled. 

30-40 

Total Wages 

Y 

N 

11 

pyx_xtd_dtl 

pyx_qtd99 

Sum of all Gross wages before deductions except for federally allowed cafeteria deductions for the reporting quarter. 

For each worker, Gross Wages is calculated as per below: 

pyx_qtd99 where 99 is the quarter for which the reporting quarter belongs. 

Right justified and zero filled. 

41-51 

Non-Taxable Wages 

Y 

N 

9 

Calculated 

Calculated 

Sum of all Non-Taxable Wages calculated for each worker for the reporting quarter. 

For each worker, Non-taxable wages is calculated as per below: 

if(UI Wage Limit > 0) 

{ 

if(UI Total Wage YTD > UI Wage Limit) 

if( UI Total Wage YTD – UI Total Wage) >= UI Wage Limit 

Non-taxable Wage = 0 

else 

Non-taxable Wage =  UI Total Wage YTD – UI  Wage Limit 

else 

Non-taxable Wage = 0 

} 

Right justified and zero filled. 

52-62 

Taxable Wages 

Y 

N 

11 

Calculated 

Calculated 

Taxable wages for the reporting quarter. 

(Total Wages) – ( Non-Taxable Wages). 

Right justify and zero fill. 

63-71 

Remittance 

Y 

N 

9 

pyx_xtd_dtl 

pyx_qtd(qtr) 

Manually entered by end user at run time based on the DOL-4N ‘Remittance’ worksheet referred from line 10, Total Amount Due. http://www.dol.state.ga.us/pdf/forms/dol4n.pdf 

Enter amount of remittance from line 10 of Part II of the DOL-4. Right justify and zero fill. Example: Enter $12,432.10 as 001243210 

72-80 

Constant 

Y 

A 

9 

N/A 

N/A 

Blanks 

Position 

Field 

Req. 

Type 

Size 

Source Table 

Source  Column 

Description/Business Logic 

1 

Record Identifier 

Y 

A 

1 

N/A 

N/A 

Constant ‘S’. 

2-10 

Social Security Number 

Y 

N 

9 

hr_pe_mstr 

hr_pe_ssn 

Employee SSN. 

11-30 

Employee Last Name 

Y 

A 

20 

hr_pe_mstr 

py_emp_l_name 

Employee Last Name. left justified, 

All CAPS, no lower-case characters. 

31-42 

Employee First Name 

Y 

A 

12 

hr_pe_mstr 

py_emp_f_name 

Employee First Name, left justified, 

All CAPS, no lower-case characters. 

43 

Employee Middle Initial 

Y 

A 

1 

hr_pe_mstr 

py_emp_m_name 

Employee Middle Initial. 

All CAPS, no lower-case characters. 

44-45 

State Code 

Y 

N 

2 

rr_state_codes 

state_no 

Enter the appropriate FIPS postal numeric 

code. The Georgia code is ‘13’. 

46-63 

GDOL Wage Filler 

N 

18 

N/A 

N/A 

Enter blanks or zeros. 

64-68 

GDOL Wage Filler 

A/N 

5 

N/A 

N/A 

Enter blanks or zeros. 

69-77 

State QTR Total Gross Wages 

Y 

N 

9 

pyx_xtd_dtl 

pyx_qtd99 

Quarterly wages subject to all taxes. 

pyx_qtd99 where 99 is the quarter for which the reporting quarter belongs. 

Right justified and zero filled. 

78-153 

Blanks 

N 

A/N 

76 

N/A 

N/A 

Not required by GDOL. 

154-161 

GDOL Employer Account Number 

Y 

N 

8 

rr_icesa_profile 

ui_account_no 

8-digit GDOL Employer Account Number. 

No hyphens/spaces. 

162-214 

Blanks 

N 

A/N 

53 

N/A 

N/A 

Not required by GDOL. 

215-220 

Reporting Period Month/Year 

Y 

N 

6 

rr_run_def_mstr 

year, 

quarter 

The last month and year for the calendar quarter for which this report applies. 

Example: 032000 for January-March of 2000. 

221-275 

Blanks 

N 

A 

55 

N/A 

N/A 

Not required by GDOL. 

276 

Blanks 

N 

A 

1 

N/A 

N/A 

If necessary, enter a blank.