NEW TOOLBOX FUNCTION: South Carolina SUTA Magnetic Media. Modules Affected: Versions 6 and 7 (Software levels 7.6c3.19, 9.6c3.19, 8.7c2.19, 9.7c2.

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1 NEW TOOLBOX FUNCTION: Modules Affected: Versions Affected: Payroll Versions 6 and 7 (Software levels 7.6c3.19, 9.6c3.19, 8.7c2.19, 9.7c2.19) The discussion of this new function is divided into the sections shown below. Background... 2 South Carolina SUTA Quarterly Wage Report... 2 Accessing the Function... 2 Print the report and review the data... 3 Export the data and copy to disk... 4 Field Definitions... 5 Sample Reports... 7 SUTA Report by State by Employee... 7 Employer s Quarterly Wage Report for South Carolina /11/03, rev. 06/25/04 1

2 Background South Carolina requires employers to submit the SUTA quarterly wage information on magnetic tape or diskette. COINS supports this magnetic media filing with a Toolbox program, as described in this publication, which was developed in compliance with South Carolina s specifications. Note The data exported by this Toolbox program come from time card detail records. Since the December End of Month process is the end of year process for Payroll, it deletes all time card details. You therefore need to run this Toolbox program before running the December End of Month process. Prior to submitting wage data on magnetic media, contact the state s specifications web address for further information: Or call: (803) South Carolina SUTA Quarterly Wage Report Accessing the Function The South Carolina 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 SHAKER clients. Rather than being a standard menu selection, it is available to interested clients at a reasonable cost. To access the South Carolina 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. 08/11/03, rev. 06/25/04 2

3 Figure 1: User-defined Reports prompt User-defined Reports Enter Report Name: tbi027.p Enter tbi027.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 South Carolina SUTA Magnetic Media program from SHAKER. 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. SHAKER 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. Print the report and review the data Before you create the magnetic media file, SHAKER 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 08/11/03, rev. 06/25/04 3

4 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 7. 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 South Carolina s specifications. 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 default file name is UIWAGE.TXT. The sample data shown in Figure 4: Sample Export File represents the quarterly data for several employees. Figure 4: Sample Export File FDX 1:41p 1-1 A2001 SHAKER COMPUTER AND MANAGEMENT SERVICES Dick Werner ^M E2001 SHAKER COMPUTER AND MANAGEMENT SERVICES ^M S drumm brian r ^M T F ^M ^M ~ ~ ~ SCTBI027 5 lines, 1385 characters After the file has been created, copy it to disk prepared according to South Carolina s instructions and submit it to: SCESC/Attn: Joe Ervin PO Box 995 Columbia, SC SHAKER recommends that you also keep a copy of the file and the verification report for your own records. 08/11/03, rev. 06/25/04 4

5 Field Definitions Figure 5: Report Selection Screen 06/17/03 C O I N S 9.7 INTCO/DIV Accounts Payable South Carolina Quarterly Magnetic Media Reporting Disk Only Magnetic Media or Print Report (M/R): R Quarter for Report (1,2,3, or 4): Year for Report: Employer's Unemployment Compensation Account Number: Employee Quarterly Gross Wages Defined as (A/B/C): (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 Record Termination Sequence <Return> Newline or Newline (R/N): 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 R Magnetic media; create South Carolina SUTA Quarterly Wage Export File Report; generate South Carolina SUTA Quarterly Wage Report Before creating the magnetic media file, SHAKER recommends that you print the report and review it for accuracy. 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 Data errors to look for include: Name formats Wages Names of individual must be all upper case letters Negative amounts should not appear 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. 1 First quarter, January-March 2 Second quarter, April-June 3 Third quarter, July-September 4 Fourth quarter, October-December 08/11/03, rev. 06/25/04 5

6 Year for Report 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 January through March Employer s Unemployment Compensation Account Number Enter the company s Unemployment Compensation Account Number. 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 Record Termination Sequence <Return> Newline or Newline (R/N) This field is available only if M (create magnetic media) is selected above. Your response to this prompt determines how records in the Export file are delimited. R N <Return> Newline - this is the default Newline only File name to put Magnetic Media Info to This field is used only when creating the magnetic media file. South Carolina requires a specific file name for reports. This file name is UIWAGE.TXT. It is supplied by the system as the default response to this prompt. This file must be submitted to the State of South Carolina on a 3.5 inch diskette. 08/11/03, rev. 06/25/04 6

7 Sample Reports SUTA Report by State by Employee RUN DATE 07/09/02 08:05:44 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 SC FOR THE QUARTER ENDING 12/31/01 EMPLOYER NAME: SHAKER COMPUTER AND MANAGEMENT EMPLOYER IDENTIFICATION NUMBER: ADDRESS: 6 Airport Park Blvd. SUTA ID: LATHAM, NY UNLIMITED EXCESS SSN NAME SUTA GROSS WAGES LaSalle, Eric Goering, Cammy CCC STATE OF SC ** T O T A L S ** TOTAL WAGES REPORTED: TOTAL NUMBER OF EMPLOYEES REPORTED: 2 08/11/03, rev. 06/25/04 7

8 Employer s Quarterly Wage Report for South Carolina RUN DATE 06/17/03 14:52:09 COINS PAYROLL MODULE PAGE 1 MAGNETIC MEDIA QUARTERLY REPORT FOR SOUTH CAROLINA FOR THE QUARTER ENDING 06/30/02 EMPLOYER NAME: SHAKER COMPUTER AND MANAG EMPLOYER'S FEDERAL IDENTIFICATION #: ADDRESS: 6 AIRPORT PARK BOULEVARD EMPLOYER'S UNEMPLOYMENT COMP ACCT #: CITY/STATE/ZIP: LATHAM NY SUTA SUTA WEEK GROSS NOT SS # EMPLOYEE NAME COUNT LIMITED LaSalle, Eric Goering, Cammy CCC 6 2, ============= TOTAL NUMBER OF EMPLOYEES 2 2, /11/03, rev. 06/25/04 8