TOOLBOX FUNCTION: Arizona SUTA Quarterly Wage Reporting

Transcription

1 TOOLBOX FUNCTION: Arizona SUTA Quarterly Wage Reporting Document Ref: TBI-048 Date: Oct Document Version: 0.1 Modules Affected: Earliest available version of COINS: Documentation Updated: Payroll Version 7 (Software level 9.7c2.36) An archive of Toolbox documents is available on the COINS USA Client Center web site at Construction Industry Solutions Corp 6 Airport Park Blvd. Latham, NY Construction Industry Solutions

2 CONTENTS 1 Background Accessing the Function Print the report and review the data Export the data and copy to disk Field Definitions Sample Reports SUTA Report by State by Employee Employer s Quarterly Wage Report for Arizona... 9 Construction Industry Solutions, Oct

3 1 Background The Arizona Department of Economic Security (DES) prefers that employers to file quarterly wage listings. This Toolbox program supports filing via the Internet, which is the method preferred by Arizona DES. For more information, visit the Arizona DES web site: Construction Industry Solutions, Oct Page 3 of 9

4 2 Arizona SUTA Quarterly Wage Reporting 2.1 Accessing the Function The Arizona SUTA Quarterly Wage Report and Export File Program is a COINS toolbox item. In other words, it is a standardized utility program that is of interest to a limited number of COINS clients. Rather than being a standard menu selection, it is available to interested clients at a reasonable cost. To access the Arizona SUTA Quarterly Wage File Export function: 1. Select any module from the COINS Master Menu. 2. Select Report Menu from the module menu. 3. Select User-defined Reports from the Report Menu. Figure 1: User-defined Reports prompt User-defined Reports Enter Report Name: tbi048.p Enter tbi048.p at the Enter Report Name prompt. The Licensing Code prompt appears. Figure 2: Licensing Code Enter Licensing Code: XXXX-XXXX-XXXX Enter the authorized license code at the Enter Licensing Code prompt and press [Enter]. The code must be entered in upper and lower case characters, exactly as provided to you when you purchased the Toolbox program. For v7 only, you should also be prompted for the company number (see Figure 3). NOTE The licensing code was provided to you when you acquired the Arizona SUTA Magnetic Media program from COINS. Construction Industry Solutions, Oct Page 4 of 9

5 Figure 3: Company Number Prompt Screen (Version 7 only) Payroll Company* For v7 only, enter the company number, then press [Enter] to continue to the next screen. 7. The selection screen appears. COINS recommends that you print the report and review it for accuracy before creating the magnetic media. Figure 5: Report Selection Screen shows an example of the selection screen as you would complete it to print the report. 8. If you are printing the report, you need to select a printer and appropriate output form for the report. If you are creating the export file, enter Y at the Data Correct prompt to export the file. 2.2 Print the report and review the data Before you create the magnetic media file, COINS recommends that you print the report and review it for accuracy. Data errors to look for include: Name formats Wages Names of individuals must be all upper case letters Negative amounts should not appear Verify the amounts on this report by comparing them with the SUTA Report by State by Employee, using the Taxed Gross, State Gross, or Unlimited SUTA Gross columns according to the selection made for Employee Quarterly Gross Wages Defined as Samples of both of these reports appear on page Export the data and copy to disk Once you have reviewed the data, export it to an ASCII file using the M (Create Magnetic Media) option on the selection screen. Be sure to use the same selection criteria as entered in the previous step. The Create Magnetic Media process creates a fixed width ASCII file that conforms to Arizona s specifications as required in order to successfully upload quarterly wages to the Arizona Internet UI Tax and Wage Reporting System. You may examine the file in a text editor if you want to verify that the file is complete, or if you are just curious. The sample data shown in Figure 4: Sample Export File represents the quarterly data for several employees. Figure 4: Sample Export File ,GRABER,MARK, , , Gopherlady,SUSIE, , Construction Industry Solutions, Oct Page 5 of 9

6 After the file has been created, log onto Arizona s online Tax and Wage Reporting and Electronic Funds Transfer (EFT) System to upload it: Field Definitions Figure 5: Report Selection Screen 10/16/08 C O I N S Valley Live DBx Payroll Arizona Quarterly Magnetic Media Reporting Internet Only Magnetic Media or Print Report (M/R): R Quarter for Report (1,2,3, or 4): 3 Year for Report: 2008 Employee Quarterly Gross Wages Defined as (A/B/C): A (A) - State Taxed Gross from Tax Summary Report (B) - State Gross from Tax Summary Report plus taxable fringes (C) - SUTA Gross Not Limited from Suta Report File name to put Magnetic Media Info to: Magnetic Media or Print Report (M/R) This field determines whether the program prints a report or creates the magnetic media file. M Magnetic media; create Arizona SUTA Quarterly Wage Export File R Report; generate Arizona SUTA Quarterly Wage Report Quarter for Report (1,2,3 or 4) This program creates a quarterly report and export file. In this field, specify the quarter of the calendar year to be processed, i.e., the quarter in which the reported wages were paid. Year for Report 1 First quarter, January-March 2 Second quarter, April-June 3 Third quarter, July-September 4 Fourth quarter, October-December Enter the year for the report. This is used in combination with the previous field to create the file for the proper period, e.g., to report wages paid July through September Construction Industry Solutions, Oct Page 6 of 9

7 Employee Quarterly Gross Wages Defined as (A/B/C) There are several different ways the Employee Quarterly Gross can be determined. The valid options are: A B C State Taxed Gross from Tax Summary Report State Gross from Tax Summary Report plus taxable fringes SUTA Gross Not Limited from SUTA Report File name to put Magnetic Media Info to This field is used only when creating the magnetic media file. You must supply a file name in response to this prompt. It must be submitted electronically to the State of Arizona. This file will be created in the COINS root directory. The default name is wagereport.csv. Construction Industry Solutions, Oct Page 7 of 9

8 3 Sample Reports 3.1 SUTA Report by State by Employee RUN DATE 10/16/08 14:37:17 COINS PAYROLL MODULE PAGE 1 EMPLOYER'S QUARTERLY REPORT OF USER PR SECURITY LEVEL: 9 EMPLOYEE SUTA WAGES PAID USER EMP SECURITY TYPE: MASTER FOR THE STATE OF AZ FOR THE QUARTER ENDING 03/31/06 EMPLOYER NAME: ENGINEERING CONSTRUCTORS, INC. EMPLOYER IDENTIFICATION NUMBER: ADDRESS: 435 NARRAGANSETT PARK DRIVE SUTA ID: SUITE 2 PAWTUCKET, RI UNLIMITED GROSS EXCESS STATE SSN NAME SUTA GROSS TO LIMIT WAGES GROSS Graber, Mark Gopherlady, Susie STATE OF AZ ** T O T A L S ** TOTAL WAGES REPORTED: TOTAL NUMBER OF EMPLOYEES REPORTED: 2 Construction Industry Solutions, Oct Page 8 of 9

9 3.2 Employer s Quarterly Wage Report for Arizona RUN DATE 10/16/08 14:55:50 COINS PAYROLL MODULE PAGE 1 MAGNETIC MEDIA QUARTERLY REPORT FOR ARIZONA FOR THE QUARTER ENDING 03/31/06 STATE TAXED SS # NAME GROSS EXCESS Graber, Mark 1, , Gopherlady, Susie 1, , ===================================== Construction Industry Solutions, Oct Page 9 of 9