LA Quarterly Wage Reporting

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 being 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.

Employer Federal Identification Number*

The Employer’s Federal Identification number.

Entity*

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

UI Account Number*

The 6-digit 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.

UI Multi Unit Number

Unemployment Insurance Account Number / Employer’s account number for multiple units.  Verify that the correct number is entered.  If the UI Multi Unit Number must be corrected during the report creation process, the process will need to be repeated beginning with the creation of the report instance. 

UI Wage Limit*

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

Example:  7,700.00

Employee Types to Exclude

A comma separated list of employee types to be excluded during the extract. 

Example:  STU - if students are not to be included in the report and are represented by employee type STU.

Note:  Each employee type can be a maximum of 4 characters and spaces and should not be entered before/after the comma.

Contact First Name*

Contact’s first name.

Contact Last Name*

Contact’s last name.

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 Fax Number

Fax number where the contact can be reached.

Contact Email Address

Email address of the contact.

Multiple Worksite

Indicates whether to include multiple worksite data in lieu of Form BLS 3020. 

**If a district files the multiple worksite report from the BusinessPLUS system, this flag must be checked.

EFT for Quarterly UI Payroll Taxes

Indicates whether the district participates in electronic funds transfer of quarterly UI payroll taxes.

LAQWRPTUNIT

LA Worksite Reporting Unit Code - State-assigned reporting unit number of the worksite where the employee worked during the quarter.

Length:           6

Fixed Length:  Yes

LAQWCOUNTYCODE

LA Worksite County Code - Three-digit numeric FIPS county code of the employee work site.

Length:           3

Fixed Length:  Yes

LAQWNAICSCODE

LA Worksite NAICS Code - Six-digit North American industrial classification system code (NAICS) assigned to the reporting unit where employee is assigned.

Length:           6

Fixed Length:  Yes

Entity*

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

Gross Wages Pay Base*

The 4-digit pay base code which stores ‘Total Gross Wages’.  The default value is 6002.

State UI Wages Pay Base*

The 4-digit pay base code which stores the ‘State Unemployment Insurance Total Wages’.  The default value is 6012.

Name*

User defined name of the report instance. 

Example:  2011 Quarter 2 Wage Report

Calendar Year*

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 5 consecutive past future years along with the current year.  Once the instance is created and saved, the ‘Year’ value cannot be changed.

Quarter*

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

UI Account No*

Distinct UI Account Number for entity(ies) to be reported.  lf two entities share the same UI Account Number, it will appear only once in the selection list followed by a comma separated list of corresponding entities.

Report Instance*

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

Notes

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

Entity ID*

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 maintenance table.

Field

Description

Report Instance Details

Details of the selected Report Instance.

Last Load for the Selected Report Definition

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 in 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

No Profile setup found for entity - <Entity>

Correct in the Site Profile screen.

Load

<Emp ID>: Unable to load Worksite

Correct the data in the Crosswalk tab.

Load

<Emp ID>: Unable to locate crosswalk data for code <LAQWRPTUNIT> (Worksite = <Worksite>)

Correct the data in the Crosswalk tab.

Load

<Emp ID>: Unable to locate crosswalk data for code <LAQWCOUNTYCODE> (Worksite = <Worksite >)

Correct the data in the Crosswalk tab.

Load

<Emp ID>: Unable to locate crosswalk data for code <LAQWNAICSCODE> (Worksite = <Worksite >)

Correct the data in the Crosswalk tab.

Load

<Emp ID>: has invalid(blank) SSN

Correct the employee master record.

Load

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

Correct the employee master record.

Load

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

Correct the employee master record.

Load

 <Emp ID>: has negative UI Total Wages

An adjustment may need to be made with the Louisiana Workforce Commission.  Negative values cannot be submitted on the electronic file so this value will be set to 0 on the submission file.

Load

<Emp ID>: has negative Total Gross Wages

Informational message - total gross wages are not reported to the Louisiana Workforce Commission.

Load

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

Load

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

Set the UI Wage Limit for the indicated entity in the Report Profile.

Load

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

Enter the Pay Base values in the Unemployment Setup screen for the indicated entity.

Sub

Entity <Entity ID>: has blank Employer Name in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Location Address in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Delivery Address in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer City in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer State in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer Zip Code in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer Zip Code Extension in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer Contact Name in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer Contact Phone in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer Contact Phone Extension in the RA record

Correct the Site Profile.

Sub

Entity <Entity ID>: has blank Employer Contact Fax Number in the RA record

Correct the Site Profile.

Sub

<Emp ID>: has blank SSN in the RS record

Correct the employee master record.

Sub

<Emp ID>: has Duplicate SSN - <Emp SSN> - in the RS record

Correct the employee master record.

Sub

<Emp ID>: has blank Last Name in the RS record

Correct the employee master record.

Sub

<Emp ID>: has blank First Name in the RS record

Correct the employee master record.

Sub

<Emp ID>: has blank UI Total Wages in the RS record

Sub

<Emp ID>: has blank UI Excess Wages in the RS record

Sub

<Emp ID>: has blank Reporting Unit Number in the RS record

Enter the employee’s ‘Reporting Unit Number’ in the maintenance screen and define the reporting unit number for the employee’s BusinessPLUS worksite in the ‘Crosswalk’ option for Code ID of LAQWRPTUNIT.

Sub

<Emp ID>: has blank County Code in the RS record

Enter the employee’s ‘County Code’ in the maintenance screen and define the county code for the employee’s BusinessPLUS worksite in the ‘Crosswalk’ option for the Code ID of LAQWCOUNTYCODE.

Sub

<Emp ID>: has blank Industry Code in the RS record

Enter the employee’s ‘Industry Code’ in the maintenance screen and define the industry code for the employee’s BusinessPLUS worksite in the ‘Crosswalk’ option for Code ID of LAQWNAICSCODE.

Sub

<Emp ID>: has blank UI Total Wage in the RS record

Sub

<Emp ID>: has zero/negative UI Total Wage and is not included in the submission file

Sub

<Emp ID>: has blank Total Gross Wage in the RS record

Sub

<Emp ID>: has zero/negative Total Gross Wage in the RS Record

Sub

<Emp ID>: has invalid Month 1 Employment in the RS Record

Sub

<Emp ID>: has invalid Month 2 Employment in the RS Record

Sub

<Emp ID>: has invalid Month 3 Employment in the RS Record

Report Instance*

Click the down arrow 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 changed for such reports.

Example: 2011_Quarter2.txt

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’.  The first time the Submission Process is run for the selected ‘Report Instance’, this information is blank.

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.

001-002

Record Identifier

Y

A

2

N/A

N/A

Constant ‘RA’

003-216

Blanks

N

A

214

N/A

N/A

Blanks

217-273

Submitter Name

Y

A

57

rr_site_profile

emplr_name

Name of the organization to which notification of data errors should be sent.  Left justify and fill with blanks.

274-295

Location Address

Y

A

22

rr_site_profile

emplr_addr1

Location address (attention, suite, room number, etc) for the submitter name.  Left justify and fill with blanks.

296-317

Delivery Address

Y

A

22

rr_site_profile

emplr_addr2

Delivery address (street or post office box) for the organization to which the notification of data errors should be sent.  Left justify and fill with blanks.

318-339

City

Y

A

22

rr_site_profile

emplr_city

City for the organization to which notification of data errors should be sent.  Left justify and fill with blanks.

340-341

State Abbreviation

Y

A

2

rr_site_profile

emplr_state_cd

State for the organization to which the notification of data errors should be sent.  For a foreign address, leave blank.

342-346

Zip Code

Y

A

5

rr_site_profile

emplr_zip

Valid Zip Code

347-350

Zip Code Extension

Y

A

4

rr_site_profile

emplr_zip_ext

The four-digit extension of the zip code.  If not applicable leave blank.

351-395

Blanks

N

A

45

N/A

N/A

Blanks

396-422

Contact Name

Y

A

27

rr_icesa_profile

contact_first_name and contact_last_name

Name of the person to be contacted concerning problems processing submission.  Left justify and fill with blanks.

423-437

Contact Phone Number

Y

A

15

rr_icesa_profile

contact_phone_no

Telephone number (including area code) for the contact name.  Left justify and fill with blanks.

438-442

Contact Phone Extension

N

A

5

rr_icesa_profile

contact_phone_ext

Enter the telephone extension for the contact name.  Left justify and fill with blanks.

443-488

Blanks

N

A

46

N/A

N/A

Blanks

489-498

Contact Fax Number

O

A

10

rr_icesa_profile

contact_fax_no

For US and US Territories only; If applicable, fax number (including area code) is entered.  Left justify and fill with blanks.

499-512

Blanks

N

A

46

N/A

N/A

Blanks

001-002

Record Identifier

Y

A

2

N/A

N/A

Constant ‘RE’

003-006

Report Year

Y

N

4

rr_run_def_mstr

year

The year for which this report is being prepared.  Format as YYYY; numeric characters only; update each year.

007-007

Agent Identifier

N

A

1

N/A

N/A

Blanks

008-016

Federal Employer Identification Number (EIN)

Y

A

9

rr_site_profile

emplr_fed_ein

Only numeric characters; omit hyphens, suffixes.

017-025

Agent for EIN

N

A

9

N/A

N/A

Blanks

026-026

Terminating Business Indicator

O

A

1

N/A

N/A

Constant ‘0’

027-030

Establishment Number

N

N

4

N/A

N/A

Blanks

031-039

Other EIN

N

A

9

N/A

N/A

Blanks

040-096

Employer Name

Y

A

57

rr_site_profile

emplr_name

Left justify and fill with blanks

097-118

Employer Address

Y

A

22

rr_site_profile

emplr_addr1

Location address (attention, room number, etc.) for the employer name.  Left justify and blank fill.

119-140

Delivery Address

Y

A

22

rr_site_profile

emplr_addr2

Delivery address (street, post office box) for the employer name.  Left justify and blank fill.

141-162

Employer City

Y

A

22

rr_site_profile

emplr_city

Left justify and fill with blanks.

163-164

Employer State Abbreviation

Y

A

2

rr_site_profile

emplr_state_cd

Postal abbreviation of the employer state.

165-169

Employer Zip Code

Y

N

5

er_site_profile

emplr_zip

Valid Employer Zip Code.

170-173

Employer Zip Extension

Y

N

4

rr_site_profile

emplr_zip_ext

Four-digit extension of the zip code.

174-178

Blanks

N

A

5

N/A

N/A

Blanks

179-201

Foreign State / Province

N

A

23

N/A

N/A

Blanks

202-216

Foreign Postal Code

N

A

15

N/A

N/A

Blanks

217-218

Country Code

N

A

2

N/A

N/A

Blanks

219-219

Employment code

O

A

1

N/A

N/A

Blanks

220-220

Tax Jurisdiction Code

N

A

1

N/A

N/A

Blanks

221-221

Tax Type

Y

A

1

N/A

N/A

Constant ‘B’

222-223

State Code Identifier

Y

N

2

N/A

N/A

FIPS postal numeric code for the state to which wages are being reported.  22 for Louisiana.

224-229

Reporting Period

Y

N

6

rr_run_def_mstr

quarter, year

Report definition quarter and year.  If the quarter is ‘1’ then month is ‘03’; if quarter is ‘2’ then month is ‘06’; if quarter is ‘3’ then month is ‘09’; if quarter is ‘4’ then month is ‘12’.  Reported as the MMYYYY.

230-231

Blocking Factor

Y

A

2

N/A

N/A

Constant ‘01’

232-234

Blanks

N

A

3

N/A

N/A

Blanks

235-246

State UI Employer Account Number

Y

A

12

rr_icesa_profile

ui_account_no

6-digit numeric state UI Account Number.  Left justify.

247-249

Blanks

N

A

3

N/A

N/A

Blanks

250-250

Multiple County Industry

Y

A

1

Calculated

Calculated

‘1’ only if employing entity is currently a multiple worksite reporter (employees in more than one county/industry) and has chosen to submit form BLS 3020 (multiple worksite report) via magnetic media.  Otherwise, use ‘0’.

251-251

Multiple Worksite Location

Y

A

1

Calculated

Calculated

‘1’ only if employing entity is currently a multiple worksite reporter (employees at more than one location within the same county) and has chosen to submit form BLS 3020 (multiple worksite report) via magnetic media.  Otherwise, use ‘0’.

252-252

Multiple Worksite Indicator

Y

A

1

rr_run_def_mstr

multiple_worksite_flag

‘1’ if employing entity is including multiple worksite data on wage reporting magnetic media in lieu of form BLS 3020.  Otherwise, use ‘0’.  Technically, if the rr_icesa_profile.multiple_work_site_flag is ‘Y’ then ‘1’ else ‘0’.

253-253

Electronic Funds Transfer Indicator

Y

A

1

rr_run_def_mstr

eft_for_ui_taxes_flag

‘1’ if employing entity participates in electronic funds transfer of quarterly UI Payroll taxes.  Otherwise, use ‘0’.  Technically, if the rr_icesa_profile.eft_for_ui_taxes_flag is ‘Y’ then ‘1’ else ‘0’.

254-512

Blanks

N

A

259

N/A

N/A

Blanks

001-002

Record Identifier

Y

A

2

N/A

N/A

Constant ‘RS’

003-004

State Code

Y

N

2

N/A

N/A

FIPS postal numeric code for the state to which wages are being reported.  ‘22’ for Louisiana.

005-009

Taxing Entity Code

N

A

5

N/A

N/A

Blanks

010-018

Social Security Number(SSN)

Y

N

9

hr_pe_mstr

hr_pe_ssn

If not available, zeroes are entered.

019-038

Employee Last Name

Y

A

20

hr_pe_mstr

py_emp_l_name

039-053

Employee First Name

Y

A

15

hr_pe_mstr

py_emp_f_name

054-068

Employee Middle Initial

Y

A

15

hr_pe_mstr

py_emp_m_name

069-072

Suffix

N

A

4

hr_pe_mstr

py_emp_suffix

073-094

Location Address

N

A

22

hr_pe_mstr

py_emp_addr1

095-116

Delivery Address

N

A

22

hr_pe_mstr

py_emp_addr2

117-138

City

N

A

22

hr_pe_mstr

py_emp_city

139-140

State Abbreviation

N

A

2

hr_pe_mstr

py_emp_state

141-145

Zip Code

N

A

5

hr_pe_mstr

py_emp_zip

146-149

Zip Code Extension

N

A

4

hr_pe_mstr

py_emp_zip_ext

150-154

Blanks

N

A

5

N/A

N/A

Blanks

155-177

Foreign State / Province

N

A

23

N/A

N/A

Blanks

178-192

Foreign Postal Code

N

A

15

N/A

N/A

Blanks

193-194

Country Code

N

A

2

hr_pe_mstr

py_emp_cntry

Blanks

195-196

Optional Code

N

A

2

N/A

N/A

Blanks

197-202

Reporting Period

Y

N

6

rr_run_def_mstr

quarter, year

Report definition quarter and year.  If the quarter is ‘1’ then month is ‘03’; if quarter is ‘2’ then month is ‘06’; if quarter is ‘3’ then month is ‘09’; if quarter is ‘4’ then month is ‘12’.  Reported in MMYYYY format.

203-213

State QTR Unemployment Ins. Total Wages

Y

N

11(9,2)

pyx_xtd_dtl

pyx_qtd99

Gross wages before deductions except for federally allowed cafeteria deductions.  Technically, pyx_qtd99 for the state UI wages pay base where ‘99’ is the quarter being reported. Round to the nearest dollar.  Right justify and zero fill.

214-224

State QTR Unemployment Ins. Taxable Wages

N

N

11(9,2)

Calculated

Calculated

(State QTR Unemployment Insurance Total Wages) – (State QTR Unemployment Insurance Excess Wages).  Round to the nearest dollar. Right justify and zero fill.

225-226

Number of weeks

N

N

2

pyx_xtd_dtl

pyx_qtd99

The number of weeks worked in the reporting period.  pyx_qtd99 for the weeks worked hour base where 99 is the report quarter.  Right justify and zero fill.

227-234

Date First Employed

O

A

8

hr_pe_mstr

py_emp_hire_dt

Formatted as MMDDYYYY

235-242

Date of Separation

O

N

6

hr_pe_mstr

py_emp_sep_dt

Formatted as MMDDYYYY.  If null, then blank fill.

243-247

Blanks

N

A

5

N/A

N/A

Blanks

248-267

State Employer Account Number

N

A

20

N/A

N/A

Blanks

268-273

Blanks

N

A

6

N/A

N/A

Blanks

274-275

State Code

O

A

2

N/A

N/A

FIPS postal numeric code for the state to which wages are being reported.  ‘22’ for Louisiana.

276-286

Quarterly State Disability Ins. Taxable Wages

O

N

11(9,2)

N/A

N/A

Total Disability Insurance Taxable Wages for the quarter.  Always default to zero.

287-297

State Income Tax Withheld

N

N

11(9,2)

N/A

N/A

Blanks

298-307

State QTR Unemployment Ins. Excess Wages

Y

N

10(8,2)

Calculated

Calculated

Quarterly wages in excess of the state UI taxable wage base.  This field looks at the year-to-date amount for the state UI wages compared to the state UI Taxable wage base and reports any quarterly wages above the annual limit.  Rounded to the nearest dollar.  Right justify and zero fill.

308-308

Tax Type Code

N

A

1

N/A

N/A

Blanks

309-319

Local Taxable Wages

N

A

11

N/A

N/A

Blanks

320-330

Local Income Tax Withheld

N

A

11

N/A

N/A

Blanks

331-337

State Control #

N

A

7

N/A

N/A

Blanks

338-347

Reporting Unit Number

Y

N

10

rr_code_crosswalk

code_value

State assigned reporting unit number of the worksite where the employee worked during the quarter.  Right justify and zero fill.

348-350

County Code

Y

N

3

rr_code_crosswalk

code_value

Three-digit numeric FIPS county code of the employee's work site.

351-356

Industry Code

Y

N

6

rr_code_crosswalk

code_value

Six digit North American industrial classification system code (NAICS) assigned to the reporting unit where employee is assigned.

357-357

Month 1 Employment

Y

N

1

pyh_hst_dtl

pyh_per_cc

The pay periods that include the 12th of the first month of reporting quarter are determined.  If there are payroll history records (with py_check_note of ‘DP’ or ‘DT’) for the employee for a pay period which includes the 12th of the 1st month in the quarter, this field is set to ‘1’, otherwise set to ‘0’.

358-358

Month 2 Employment

Y

N

1

pyh_hst_dtl

pyh_per_cc

If there are payroll history records (with py_check_note of ‘DP’ or ‘DT’) for the employee for a pay period which includes the 12th of the 2nd month in the quarter, this field is set to ‘1’, otherwise set to ‘0’.

359-359

Month 3 Employment

O

N

1

pyh_hst_dtl

pyh_per_cc

If there are payroll history records (with py_check_note of ‘DP’ or ‘DT’) for the employee for a pay period which includes the 12th of the 3rd month in the quarter, this field is set to ‘1’, otherwise set to ‘0’.

360-366

Hourly Wages

O

N

7

N/A

N/A

Optional – Enter the amount of wages (dollars and cents) which are the hourly wage amount.  Right justify and zero fill.

367-372

OES Code

O

A

8

N/A

N/A

Optional - See:  Occupational Codes directory (OES/SOC).  Blanks

373-412

Blank

N

A

40

N/A

N/A

Blanks

413-487

Blank

N

A

75

N/A

N/A

Blanks

488-512

Blank

N

A

25

N/A

N/A

Blanks

001-002

Record Identifier

Y

A

2

N/A

N/A

Constant ‘RF’

003-512

Filler

N

N

510

N/A

N/A

Blanks