MO Quarterly Wage Report
Overview
The Missouri Employment Security Law requires each employer to file a Quarterly Contribution and Wage Report. The report must show the worker’s details and the amount of wages paid during a calendar quarter. The generated report will adhere to ICESA (Interstate conference of Employment Security Agencies) “S” record format(which includes “S” records only). You must inform the Division of Employment Security that you will be submitting your contribution and wage report in this format before you submit your first file.
The ‘Quarterly Wage Report’ option of the Regulatory Reporting application allows you to create Quarterly Contribution and Wage reports for the state of Missouri. After you enter all input data related to the quarterly wages, you can obtain related reports.
Report Frequency: Every quarter
Eligibility Criteria: All employees having UI Total Quarterly wages greater than zero will be eligible for the report. If certain employees, such as students, should not be included on the report, they can be excluded by specifying the employee type(s) to exclude.
BusinessPLUS Setup
Set up a pay base to track wages subject to unemployment. The default pay base is 6012. Do not set up a maximum wages subject to unemployment through Pay Base Control. This calculation must be handled through the regulatory reporting application.
Prior to generating quarterly wage reports, run payroll and all other check maintenance utility tasks in the ‘BusinessPlus’ application. If it is necessary to run Check Maintenance after the report has been run it may be necessary to handle the changes manually with the state.
The quarterly wage amounts are taken from the quarterly accumulators.
If a check is issued and reversed in the same quarter, the report will be correct.
If I issue a check in one quarter and reverse it in the next, then the pay base will be reduced in the second quarter. For example, in the first quarter we reported a wage for the employee. In the second quarter, the DO (offset) check is processed and because the DO amounts are negative, it reduces the accumulator values in the second quarter. If there is enough positive activity for this employee in the second quarter to cover the DO amounts then the amount reported will be reduced by the amount that was overpaid in the first quarter. If there is not enough positive activity in the second quarter to cover the DO, the user will need to notify the state agency about this adjustment.
Pay history records are used to determine which employees worked or were paid in the pay period which included the 12th of the month. Only pay history records with check notes of ”DP”(Distributed and paid check) and ”DT”(Distributed hand-written check) are used in the 12th of the month logic; check notes of “DR”(Distributed original reverse checks) and ”DO”(Distributed offset reversal check) will not be considered.
Setup
Before generating the report, access the reporting interface to set up the data required to create the report. This configuration information is used by the Load and Submission processes.
The following options need to be configured under the “Setup” menu:
Site Profile
Code Value
Additional Setup
Site Profile
Click Site Profile to define the entities and their details. This information is used by the Load and Submission options for the defined entities.
The table below describes the additional fields required for the EMERS report in the Site Profile setup.
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.002 |
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 allow all five characters to be 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* | Employer’s Federal Identification Number. This field can have only numeric characters of length 9 and does not allow all 9 characters to be zeroes. Example: “000000000” is an invalid number. |
Employer State Identification Number* | |
District Number* | EMERS District No for the entity. This field accepts up to three numeric characters. |
Fiscal Start Month* | Calendar month that represents the start of the fiscal year. |
Fiscal Year Is End | Check this flag if the fiscal year is the year when the fiscal year ends. Default value is true. For example, if the fiscal year that goes from 07/01/2010 to 06/30/2011 is referred to as 2011 in BusinessPLUS, this flag should be checked. If this fiscal year is referred to as 2010 in BusinessPLUS then the flag should not be checked. This field is used during the load to determine the fiscal year for pay assignments to include in the salary calculation. |
Code Value
Consist of code items set in blah blah blah
Additional Setup
Select Additional Setup in the MO EMERS Annual Base window.
The following table describes the fields used on this screen.
Field | Description |
|---|---|
Entity * | Unique ID of the entity as defined in Site Profile screen. |
Gross Salary Pay Base* | Enter the accumulator value for calculating the Gross Salary. The default value is 6002. |
PSRS Pay Base* | Enter the pay base for PSRS. |
PEERS Pay Base* | Enter the pay base for PEERS. |
Board Paid Pay Base* | Enter the pay base for Board Paid. |
Career Ladder Pay Base* | Enter the pay base for Career Ladder. |
Employee PSRS Deduction* | Enter the CDH code(s) for Employee PSRS Deduction as a comma separated list with no spaces. For example, 2004,2005. |
Employer PSRS Contribution* | Enter the CDH code(s) for Employer PSRS Contribution as a comma separated list with no spaces |
Employee PEERS Deduction* | Enter the CDH code(s) for Employee PEERS Deduction as a comma separated list with not spaces. |
Employer PEERS Contribution* | Enter the CDH code(s) for Employer PEERS Contribution as a comma separated list with no spaces. |
Retiree Type* | Enter the Employee Type(s) used to designate retirees who have returned to work. For example, RETT,RETN,RET |
Record Types for Primary Pay Assignments | |
Additional Contribution | Check this flag to include the additive amount (from additional contributions) on the pay assignment into the Annual Salary. Don’t check the flag if you are not using Additional Contributions or the additive amount should not be included in the Annual Salary. |
Extra Duty Pay Classes | List the pay classes associated with extra duties. This table is only used in the annual salary calculation for part-time PSRS employees to determine which pay assignments represent extra duties that should be included in the annual salary. |
Base Annual Excluded Pay Classes | Pay Classes List the pay classes that are always excluded from the Annual Base Salary calculation. |
Valid values for the accumulators are in the range of 1000 – 9999.
The Setup window is common for both Payroll Import and Annual Base Salary Report. Any modification made for the fields listed above will affect both reports.
Instance
The user must configure the report instances for each report that will be created for the Fiscal Year.
The below fields are used for the Report Instance.
In the Field | Enter |
|---|---|
Name * | User-defined name of the report instance |
Fiscal Year* | Fiscal Year for which submission will happen |
Start Date* | Start date of the school year |
End Date* | End date of the school year. |
Updates Only |
· The * indicates mandatory fields. The user must enter data in these fields.
Load
Click Load to extract and load the Annual Base Salary employee records into the Maintenance table. See the Submission File Layout for the source of the reported data.
To load data for an instance of a report, enter data in the fields as described below.
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. |
Columns marked with * are required fields to run a Load process
After clicking Load, the following window appears to indicate that the Load process has begun. Click the “OK” button to proceed.
The selected report instance details appear as described below.
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. |
Maintenance
The Maintenance option is used to make necessary changes to the extracted employee data and to view errors that may have been generated during the Load and Submission processes.
Insert
The Add button is used to insert new employee records to the Maintenance table. The Insert New Employee Details window can be used to enter employee details
Field | Description |
|---|---|
Employee Id* | ID of the employee |
Entity* | Entity ID |
Employee SSN | SSN of the Employee |
Employee First Name* | First Name of the Employee |
Employee Middle Name | Middle Name of the Employee |
Employee Last Name* | Last Name of the Employee |
Annual Salary* | Annual Salary for the Employee’s Position |
Retirement Type* | Retirement Plan Code (P,C,S,N, or W) P - PSRS C - PSRS Critical Shortage S - PSRS Social Security Required N - PEERS (Formally NTRS) W - PEERS Critical Shortage |
District Number* | PSRS/PEERS District number Each Employer has a unique 3-digit number |
Fiscal Year | Earnings reported for fiscal year YYYY Example: use 2011 for FY10/11 |
Parttime Flag* | Enter Y if employee works part time, or N if employee works full time. Entry required for PSRS members only. |
Record Type | A for Annual Base |
Termination Date | Employee's final date of employment |
Position Code | Position code of the Employees |
Position Term | Annual Term of Position Number of months the employee is hired to serve, not the number of monthly salary payments he/she will receive. |
Employer Memo | Employer Memo Field |
Annual Salary Without X Duty |
The combination of Employee ID and Entity must be unique; an employee can only be included once in each report instance.
Possible Error & Warning Messages
Below is the list of possible error/warning messages displayed on the Error Log section in the Maintenance window and how to resolve the errors.
Error / Warning Message | Resolution |
|---|---|
Warning 99999: Defaulting Position Code to 090 as cbeds value is empty | Go to the PCN/Position Code Definition Screen and select the position associated with the employee’s primary pay assignment. Enter the EMERS position code in the CBEDS/Misc field on the PCN Position Supplemental tab. |
Warning 99999: Defaulting PositionTerm to 12 as current Position Term -- 0.00000 is invalid | Go to the PCN/Position Code Definition Screen and select the position associated with the employee’s primary pay assignment. Enter the position term in the Misc Value 4 field on the PCN Position Supplemental tab. Valid values are 09, 10, 11, or 12. |
Submission
After confirming the data is ready to submit to EMERS, the user can select the Submission option to create the file to be submitted, as well as a verification report.
Submission File Layout
The format used to report retirement data for an employee is specified below.
# | Position | Type | Size | Field | Source Table | Source Column | Description | Business Logic | ||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
1* | 1-20 | A/N | 20 | Last Name | hr_pe_mstr | py_emp_l_name | Employee Last Name |
| ||||||||
2* | 21-32 | A/N | 12 | First Name | hr_pe_mstr | py_emp_f_name | Employee First Name |
| ||||||||
3 | 33-44 | A/N | 12 | Middle Name | hr_pe_mstr | py_emp_m_name | Employee Middle Initial |
| ||||||||
4* | 45-53 | N | 9 | Social Security Number | hr_pe_mstr | hr_pe_ssn | Employee SSN |
| ||||||||
5* | 54 - 56 | N | 3 | District Number | rr_site_profile | district_no | District Number | It is configured in Site Profile screen and it is defined for each Entity | ||||||||
6* | 57 | A | 1 | Retirement System |
| Calculated | Retirement System: P- PSRS C – PSRS Critical Shortage S – PSRS Social Security N – PEERS (Formerly NTRS) W – PEERS Critical Shortage
| ‘P’ if employee has both an employer contribution and employee deduction for PSRS and the SS/FICA flag on the mandatory assignments for the employee is not “Y”. ‘C’ if employee has an employer contribution and does not have an employee deduction for PSRS. ‘S’ if employee has both an employer contribution and employee deduction for PSRS and the SS/FICA flag on the mandatory assignments for the employee is “Y” ‘N’ if employee has both an employer contribution and employee deduction for PEERS. ‘W’ if employee has an employer contribution and does not have an employee deduction for PEERS. | ||||||||
7* | 58 | A | 1 | Part-Time Indicator |
| Calculated | Valid only if Retirement System is P or S | For PSRS members, if the FTE on the employee master record is less than 1then the flag is set to Y otherwise it is set to N | ||||||||
8* | 59-69 | N | 11 | Annual Salary |
| Calculated | Annual Salary | See the notes below. | ||||||||
9* | 70-80 | N | 11 | Retirement Salary |
| Blank | Retirement Salary | Blank for the Annual Base Salary Report | ||||||||
10* | 81-91 | N | 11 | Retirement contributions withheld |
| Blank | Retirement contributions withheld | Blank for the Annual Base Salary Report | ||||||||
11* | 92-102 | N | 11 | Board Paid Health Insurance |
| Blank | Board Paid Health Insurance | Blank for the Annual Base Salary Report | ||||||||
12 | 103-104 | A/N | 2 | Annual Term of Position | hr_pcntble | miscval4 | Annual Term of Position | Position Term related to current active primary pay assignments Valid values are 09,10,11,12. Defaults to 12 if miscellaneous value 4 does not contain a valid value. | ||||||||
13 | 105-107 | A/N | 3 | Position Code | hr_pcntble | cbeds | Position Code | Position Code related to current active primary pay assignments Defaults to 090 if the position record does not exist or the value in the CBED/Misc field is not a valid EMERS position code. | ||||||||
14 | 108-115 | N | 8 | Termination date | hr_empmstr | lastdaywrk | Termination date |
| ||||||||
15 | 116-123 | N | 8 | Payroll Check Number |
| Blank | Payroll Check Number | Blank for the Annual Base Salary report | ||||||||
16* | 124-131 | N | 8 | Starting Date |
| Blank | Starting Date | Blank for the Annual Base Salary report | ||||||||
17* | 132-139 | N | 8 | Ending Date |
| Blank | Ending Date | Blank for the Annual Base Salary report | ||||||||
18* | 140-143 | N | 4 | Earnings Year |
|
| Earnings Year | Fiscal Year in the form of YYYY. Input during Extract | ||||||||
19* | 144 | A | 1 | Career Ladder |
| Blank |
| Blank for the Annual Base Salary report | ||||||||
20 | 145 | A | 1 | Final Payroll Indicator for District |
| Blank | Final Payroll Indicator for District | Blank for the Annual Base Salary report | ||||||||
21 | 146 | A | 1 | Final Payroll Indicator for Member |
| Blank | Final Payroll Indicator for Member | Blank for the Annual Base Salary report | ||||||||
22 | 147 | A/N | 1 | Sick Pay Indicator |
| Blank | Sick Pay Indicator | Blank for the Annual Base Salary report | ||||||||
23 | 148 | A/N | 1 | Correction, Normal or Annual Base |
|
| Correction, Normal or Annual Base | A for Annual Base Salary Report | ||||||||
24 | 149-398 | A/N | 250 | Memo Field | hr_pe_mstr | hr_pe_id |
| Employee ID |
Data Formatting in Submission File
Data Types
A/N - Alpha Numeric, left justified, and blank. N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
Record Length: 275 bytes/characters plus one character for carriage return and one character for line feed
Annual Salary Calculation
PEERS expects the annual salary to be each employee’s projected annual salary. For part-time employees the annual salary will reflect their part-time salary. The annual salary is calculated by summing the actual amount from all of the employee’s pay assignments for the fiscal year that overlap the date range entered on the report instance, except those where the pay class is listed on the Setup screen as a pay class to be excluded. Any pay assignment with a pay class to be excluded will not be considered in the annual salary calculation.
PSRS wants the reported annual salary to reflect the full-time salary for the employee’s position plus any extra duties. For full-time PSRS employees, this calculation is similar to the annual base salary calculation for PEERS employees. The annual salary is the sum of the actual amounts from all of the employee’s pay assignments, which will reflect the full-time salary of the employee, plus any extra duties performed by the employee. If the employee has any pay assignments with a pay class in the list of pay classes to exclude, these pay assignments will not be considered in the annual salary calculation.
For part-time PSRS employees, the base annual amount is used in the calculation rather than the actual annual amount. The base annual amount will reflect the annual salary for the employee’s position. Since a part-time employee may have multiple pay assignments to reflect his/her different locations (school buildings) for the same “position”, the full-time salary must be included only once. To do this, the annual salary includes the base annual amount from the first primary pay assignment for the current fiscal year. If there are additional primary pay assignments for the employee, they will not be considered in the annual salary calculation. In addition to the base annual salary, the annual salary will include the actual annual amount for any pay assignments where the pay class matches a pay class entered for extra duties.
If the additional contributions flag is checked on the Setup screen, the additive annual amount for all pay assignments that are not for an excluded pay class will be included in the salary amount.
Submission Report
The submission file report can be obtained by clicking the Generate Report or View Report buttons on the Submission window.
About
The About screen displays system level information about the report, such as the version, report name, and database details.