MI- Quarterly Wage Report

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. 

Example:  1141475

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:  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 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.

Filing Type

Type of filing. Select from dropdown list. For electronic files select 3.5 Diskette.

Tax Type Code

Select the Tax Type from the drop-down list.

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 the “Gross Wages”.   

State UI Wages Pay Base*

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

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.

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.

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.

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.

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.

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.

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.

1

Record Type

Y

A

1

Constant “E”

2-8

Employer Number

Y

N

7

UIA Account Number. Cannot be all zeros. Must match the employer number on the wage detail record(s).

9-11

Location/Multi-Unit Number

Y

N

3

UA Multi Unit number. May be all zeros. Must match the multi-unit/location number on the wage detail record(s).

12-15

Year

Y

N

4

Filing year in CCYY format, where CCYY is the year with century. CCYY must be a valid year and cannot be all zeros.

16

Quarter

Y

N

1

Filing calendar quarter: must be 1, 2, 3 or 4.

17-40

Filler

A

24

Must be all spaces.

41-47

Number of Employees

Y

N

7

Number of employees. Must be right justified and left padded with zeros. This should match the number of wage detail records (Record identifiers= “S”, “O”, and “V”) that follow the header record. Cannot be negative. May be all zeros.

48-60

Total Wages

Y

N

13

Total amount of wages reported on following wage detail records. Must be right justified and left padded with zeros. This should match the total of the employee’s Gross wages column found in the Detail Records (Record identifiers= “S”, “O”, and “V”). Cannot be negative. May be all zeros. Format: 9(11)V99.

61-72

Filler

A

12

Must be all spaces.

Position

Field

Req.

Type

Size

Description/Business Logic

1

Record Identifier

Y

A

1

Constant “S”

2-8

Employer Number

Y

N

7

UIA Account Number. Cannot be all zeros. Must match the employer number on the Header record.

9-11

Location/Multi Unit Number

Y

N

3

UIA Location/Multi Unit number. May be all zeros. Must match the multi-unit/location number on the Header record.

12-15

Year

Y

N

4

Filing year in CCYY format, where CCYY is the year with century. CCYY must be a valid year and cannot be all zeros.

16

Quarter

Y

N

1

Filing calendar quarter: must be 1, 2, 3 or 4.

17-25

SSN

Y

N

9

Employee’s SSN or TIN number. Do not zero fill.

26-32

Filler

Y

A

7

Must be spaces.

33-48

Employee Last Name

Y

A

16

Last name of employee.

49-60

Employee First Name

Y

A

12

First name of employee.

61

Employee Middle Initial

Y

A

1

Middle initial of employee’s name.

62-71

Employee Gross Wages

Y

N

10

Total quarterly gross wages for employee. Right justified and left padded with zeros. Cannot be negative. May be all zeros. Format: 9(08)V99.

72

Family Status Indicator

Y

A

1

“F” if employee is a family member. Blank otherwise.

1

Record Identifier

Y

A

1

 Constant “O”

2-8

Employer Number

Y

N

7

UIA Account Number. Cannot be all zeros. Must match the employer number on the Header record.

9-11

Location/Multi Unit Number

Y

N

3

UIA Location/Multi Unit number. May be all zeros. Must match the multi-unit/location number on the Header record.

12-15

Year

Y

N

4

Filing year in CCYY format, where CCYY is the year with century. CCYY must be a valid year and cannot be all zeros.

16

Quarter

Y

N

1

Filing calendar quarter: must be 1, 2, 3 or 4.

17-25

SSN

Y

N

9

Employee’s SSN or TIN number. Do not zero fill.

26-31

Filler

Y

A

6

Must be spaces.

32-47

Employee Last Name

Y

A

16

Last name of employee.

48-59

Employee First Name

Y

A

12

First name of employee.

60

Employee Middle Initial

Y

A

1

Middle initial of employee’s name.

61-62

State

Y

A

2

Total quarterly gross wages for employee. Right justified and left padded with zeros. Cannot be negative. May be all zeros.

63-72

Employee Gross Out of State Wages

Y

N

10

Total quarterly gross wages for employee. Right justified and left padded with zeros. Cannot be negative. May be all zeros. Format: 9(08)V99.

Position

Field

Req.

Type

Size

Description/Business Logic

1

Record Identifier

Y

A

1

 Constant “V”

2-8

Employer Number

Y

N

7

UIA Account Number. Cannot be all zeros. Must match the employer number on the Header record.

9-11

Location/Multi Unit Number

Y

N

3

UIA Location/Multi Unit number. May be all zeros. Must match the multi-unit/location number on the Header record.

12-15

Year

Y

N

4

Filing year in CCYY format, where CCYY is the year with century. CCYY must be a valid year and cannot be all zeros.

16

Quarter

Y

N

1

Filing calendar quarter: must be 1, 2, 3 or 4.

17-25

SSN

Y

N

9

Employee’s SSN or TIN number. Do not zero fill.

26-31

Filler

Y

A

6

Must be spaces.

32-47

Employee Last Name

Y

A

16

Last name of employee.

48-59

Employee First Name

Y

A

12

First name of employee.

60

Employee Middle Initial

Y

A

1

Middle initial of employee’s name.

61-62

Visa Type

Y

N

2

Enter 01 for an employee with a J-1 visa. Enter 02 for an employee with a H-2B visa. Cannot be zero filled.

63-72

Employee Gross Out of State Wages

Y

N

10

Total quarterly gross wages for employee. Right justified and left padded with zeros. Cannot be negative. May be all zeros. Format: 9(08)V99.