NEW TOOLBOX FUNCTION: Mississippi Quarterly SUTA Magnetic Media Report. Background

Transcription

1 NEW TOOLBOX FUNCTION: Mississippi Quarterly SUTA Magnetic Media Report Modules Affected: Versions Affected: Payroll Version 6 and 7 (Software levels 7.6c3.14, 8.7c2.14, 9.6c3.14, and 9.7c2.14) The discussion of this new function is divided into the sections shown below. Background... 1 Set Up MS Tax Code Information... 2 Accessing the Toolbox Program... 3 Running the Toolbox Program... 4 Sample Magnetic Media Quarterly Report For Mississippi... 7 Background A new function has been added to the Toolbox: Mississippi Quarterly SUTA Magnetic Media Reporting. This program allows you to create a file that you can use to report state unemployment quarterly wage information to the State of Mississippi via magnetic media, e.g., on diskette or tape cartridge. This Toolbox function conforms to the specifications of the State of Mississippi, ICESA Format. The State s specifications (Wage Reporting Requirements on Magnetic Media) are available on the Internet at 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. May 9, 2002, revised 8/26/03 1

2 Set Up MS Tax Code Information Before you run the Mississippi Quarterly Magnetic Media Reporting program, make sure that the SUTA information is set up correctly in Payroll Tax Code File Maintenance. See Figure 1: SUTA Info screen in Tax Code File Maintenance. Figure 1: SUTA Info screen in Tax Code File Maintenance 05/08/02 PR - Tax Code F/M Co 10 stage Change - State Last Date of Tax Change 01/01/00 Tax Code* MS Description: Mississippi Employer ID: User Code: G/L Withhold Account* 103 Suppl. Earnings Tax %: Vendor # for A/P Inv* SUTA Info Employee Employer SUTA ID: Unemploy Rate %: Gross Limit: Include in quarterly count Limit Base (A): A A if base wages per week G/L Liab Acct* greater than Vend # for A/P Inv* 1 1 Appear Separately on W2: Y State Base Wages: Box on W2 (12 or 14): 12 SUTA Base Wages: SUTA ID Enter your company s 10-digit MS Sate Unemployment Insurance Account Number in the SUTA ID field, without any spaces or dashes. It will default to the MS Quarterly Magnetic Media Reporting selection screen, as shown in Figure 4: Selection Screen on page 4. Include in quarterly count if base wages per week greater than State Base Wages SUTA Base Wages These fields set the base wage information that will be used if you base SUTA week count for the MS Quarterly SUTA Magnetic Media Report on wages greater than base wages (option B). See Figure 5: SUTA Week Count on page 5. 05/09/02, rev. 8/26/03 2

3 Accessing the Toolbox Program 1. Sign on to COINS. (If necessary, refer to the Sign On Steps outlined in SHAKER s COINS user manuals.) 2. Select any module from the COINS Master Menu. 3. Select Report Menu from the module s Main Menu. 4. Select User-defined Reports from the Report Menu. The Enter Report Name prompt appears. 5. Enter tbi015.p at the Enter Report Name prompt, as shown in Figure 2: User-defined Reports Screen. The Enter Licensing Code prompt appears. Figure 2: User-defined Reports Screen 05/08/02 C O I N S SHAKER Payroll Report Menu Archived Data Reports Menu 18. Pre Posting Allocation Report 2. Certified WH-347 Report 19. Pre Posting Labor Hour Analysis 3. Company Fringe and Deduct Report 20. Pre Posting Status Report 4. EEO/Utilization Reports 21. Quarterly Wages by State Report 5. Employee Benefit Report 22. Retroactive Union Report 6. Employee Deduction Report 23. SUTA Report by State by Employee 7. Employee Earnings Detail History 24. Tax Summary Report 8. Employee Earnings Report 25. Union Report 9. Employee FUTA Report 26. Union Stamp Report 10. Employee Job/Service GM Report 27. Utilization Report 11. Employee SUTA Report 28. W-2 Report 12. Employee YTD Report 29. Workers Comp Report 13. Gross Payroll Register 96. User-defined Reports 14. Job Fringe and Deduction Report 97. Report Package 15. New Hire Report 98. Monitor Requested Reports 16. Payroll C User-defined Reports nd Reports 17. Pre Edit Enter Report Name* tbi012.p Enter the authorized code at the Enter Licensing Code prompt, as shown in Figure 3: Licensing Code Entry Screen. This code was provided to you when you purchased the Mississippi Quarterly SUTA Magnetic Media Reporting program from SHAKER. Figure 3: Licensing Code Entry Screen Enter Licensing Code: XXXX-XXXX-XXXX 05/09/02, rev. 8/26/03 3

4 Running the Toolbox Program After you enter the licensing code, a selection screen appears (see Figure 4: Selection Screen) that allows you to specify the information you want the system to include in the file. Figure 4: Selection Screen Payroll Company* /08/02 C O I N S Co 10 stage Payroll Mississippi Quarterly Magnetic Media Reporting Disk Only Magnetic Media or Print Report (M/R): M Quarter for Report (1,2,3 or 4): 2 Year for Report: 2002 MS U.I. Employer Account Number: Employee Quarterly Gross Wages Defined as (A/B/C): 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): R File name to put Magnetic Media Info to: UIWAGE.TXT Field Definitions Payroll Company In Version 7 only, specify the appropriate Payroll Company. Only employees for this company appear on the MS Quarterly SUTA media/report. Magnetic Media or Print Report (M/R) Select one of the following: M R Creates the file you will use to report wages. Prints a report and verifies the information the system will place in the file before you actually create it. Quarter for Report (1,2,3 or 4) Indicate the quarter for which you want to run the report. Year for Report Indicate the year for which you want to run the report. 05/09/02, rev. 8/26/03 4

5 MS U.I. Employer Account Number Your company s MS State Unemployment Insurance Account Number defaults from the SUTA ID field in PR Tax Code F/M for Mississippi. See Set Up on page 2 for more information. 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 Indicate what number you would like the system to use as the Employee Quarterly Gross Wages, as follows: 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 prompt is accessible when you select M for Magnetic Media or Print Report. Select R for <Return> Newline at this prompt. This is the default and the format currently required by the State of Mississippi. File name to put Magnetic Media Info to This prompt is accessible when you select M for Magnetic Media or Print Report. The system supplies the file name, UIWAGE.TXT, which is the file name required by the State of Mississippi. Upon completion of the primary selection screen, the system prompts for additional information that will enable it to include the SUTA week count on the report. Figure 5: SUTA Week Count SUTA Week Count SUTA Week Count for (A/B): A (A) - All Wages (B) - Wages greater than base wages Field Definitions SUTA Week Count for (A/B) (A) - All Wages (B) - Wages greater than base wages The SUTA Week Count is the number of weeks worked in the reporting period. Indicate whether the count should include all weeks in which an employee earned wages (A) or only weeks where the employee s wages exceed the base wage amount set in the Tax Code File (B). 05/09/02, rev. 8/26/03 5

6 If you selected M at the Magnetic Media or Print Report (M/R) prompt, the system creates a file on your Unix machine. The location of this file depends on your system setup. If you do not know where files created on your system are stored, check with your System Administrator. After you locate the file, use your preferred method for transferring it to diskette or tape. For submittal instructions, see the State of Mississippi s specifications (Wage Reporting Requirements on Magnetic Media) on the Internet at If you selected R at the Magnetic Media or Print Report (M/R) prompt, the system prints the report on the printer you specify. See Sample Magnetic Media Quarterly Report For Mississippi on page 7 for an example of this report. 05/09/02, rev. 8/26/03 6

7 Sample Magnetic Media Quarterly Report For Mississippi RUN DATE 05/08/02 10:57:31 COINS PAYROLL MODULE PAGE 1 MAGNETIC MEDIA QUARTERLY REPORT FOR MISSISSIPPI FOR THE QUARTER ENDING 06/30/02 EMPLOYER NAME: SAMPLE CONTRACTOR, INC. FEDERAL EIN: ADDRESS: 124 TESTING STREET STATE UI EMPLOYER ACCT #: CITY, STATE, ZIP: ALBANY NY SUTA SUTA WEEK GROSS NOT EXCESS SS # EMPLOYEE NAME COUNT LIMITED WAGES Robert White 1 8, , Beatrice Marks 1 6, , ============= ============= TOTAL NUMBER OF EMPLOYEES 2 14, , /09/02, rev. 8/26/03 7