Kansas SUTA Quarterly Wage Report

Transcription

1 NEW TOOLBOX FUNCTION: Modules Affected: Versions Affected: Payroll Versions 7 (Software level 9.7c2.36) The discussion of this new function is divided into the sections shown below. Background... 1 Kansas SUTA Quarterly Wage Report... 1 Accessing the Function... 1 Print the report and review the data... 3 Export the Data File... 6 Sample Reports... 8 SUTA Report by State by Employee... 8 Employer s Quarterly Wage Report for Kansas... 9 Background Kansas requires employers to file SUTA quarterly wage information electronically when they have a certain number of employees, either by the Internet or using File Upload. COINS supports this filing requirement with a Toolbox program that creates the required file, developed in compliance with Kansas specifications. Prior to submitting wage data electronically, visit the Kansas Department of Labor (DOL) web site for more information at Kansas SUTA Quarterly Wage Report Accessing the Function The Kansas 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. 10/24/2008, revised 8/7/ Copyright 2008 Construction Industry Solutions (Shaker) Corporation

2 To access the Kansas 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: tbi049.p Enter tbi049.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 Kansas SUTA Magnetic Media program from COINS. Figure 3: Company Number Prompt Screen (Version 7 only) Payroll Company* Enter the Payroll company number (if prompted) and 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 4 shows an example of the selection screen as you would complete it to print the report. If you are printing the report, select the 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. 10/24/2008, revised 8/7/2009 2

3 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 wage amounts, names, and Social Security Number errors. 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 8. Figure 4: Kansas SUTA Report Selections 10/24/08 C O I N S VElec Stage Kansas Quarterly Magnetic Media Reporting Internet Only 0.96 Magnetic Media or Print Report (M/R): R Quarter for Report (1,2,3, or 4): 3 Year for Report: 2008 Federal EIN: State UI 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 First Month Starting/Ending Period End Date: 07/04/08 08/01/08 Second Month Starting/Ending Period End Date: 08/08/08 08/29/08 Third Month Starting/Ending Period End Date: 09/05/08 10/03/08 Record Termination Sequence <Return> Newline or Newline (R/N): File name to put Magnetic Media Info to: Field Definitions 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 Kansas SUTA Quarterly Wage Export File Report; generate Kansas SUTA Quarterly Wage Report you should print and review this before creating the export file. 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 10/24/2008, revised 8/7/2009 3

4 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 July through September Federal EIN Enter your company s Federal Employer Identification Number. State UI Employer Account Number Enter your company s Unemployment Insurance Employer Account Number for the state of Kansas. 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 The program does not allow a negative gross and will change a negative gross amount to zero. If you need to correct wages in a previously reported quarter, file an Adjustment to Employers Wage Report form (K-CNS111). First Month Starting/Ending Period End Dates Second Month Starting/Ending Period End Dates Third Month Starting/Ending Period End Dates Specify the weeks that belong in each month of the quarter. These dates are used to determine midmonth employment (i.e., was the employee paid in the payroll period that included the 12th of the month?). Record Termination Sequence <Return> Newline or Newline (R/N) This field is not accessible when printing the report. File name to put Magnetic Media Info to This field is not accessible when printing the report. After you specify the gross wage definition and press [Enter] or [F1], you automatically go to a screen for entering submitter/contact information, in case there are problems with the file. Most of the information defaults from the Company File. 10/24/2008, revised 8/7/2009 4

5 Figure 5: Submitter Contact Information 10/24/08 C O I N S VELEC Stage Kansas Quarterly Magnetic Media Reporting Internet Only 0.96 Magnetic Media or Print Report (M/R): M Quarter for Report (1,2,3, or 4): 3 Year for Report: 2008 Submitter/Contact Information Submitter: V ELECTRIC Foreign Address? N Address 1: 3001 OLD POST RD Address 2: SUITE 5 City/State/Zip: VERMEER WA Foreign State/Province: Foreign Postal Code: Country Code: Contact: SAMANTHA SMITH Phone: Fax: TEST@VELECTRIC.COM Field Definitions Submitter Enter the name of the company that should receive notification of data that cannot be processed. Your company name defaults to this field but can be changed if another organization or company branch submits the file. Foreign Address? Enter N if you are a company located in the USA or its territories, including Puerto Rico, American Samoa, Guam, Northern Mariana Islands, or the Virgin Islands, or Military Post Office addresses. Enter Y if your company has a foreign address. This will open up the Foreign State, Province, Postal Code, etc. Address 1 Address 2 City State Zip Enter your street address and city in these fields, whether for a US or foreign address. Use these fields to specify the state and zip code for US companies. Foreign State/Province Foreign Postal Code Country Code Use these fields to specify the state and zip code for companies with foreign addresses. 10/24/2008, revised 8/7/2009 5

6 Contact Phone Fax Enter the name and contact information for the person that Kansas DOL should call or concerning processing problems. Export the Data File Once you have reviewed the data, export it to an ASCII file using the M (Create Magnetic Media) option on the selection screen. This process creates a fixed width ASCII file that conforms to Kansas s specifications. You may examine the file in a text editor (such as Notepad) if you want to verify that the file is complete, or if you are just curious. The sample data shown in Figure 6 represents the quarterly data for one employee. Once the file is created, the user would log onto the Kansas DOL online system to upload it. For more information about this process, contact your Kansas DOL regional office or check the web site ( Figure 6: Sample Export File When creating the export file, be sure to use the same selection criteria as entered in the Report step. The sequence of screens is as follows: 1. Fill in the reporting information up to and including the period ending dates, selecting M to create the file as highlighted in Figure Fill in the submitter information as shown in Figure 5: Submitter Contact Information. 3. The system returns you to the main screen, where you must specify the record termination sequence and file name as highlighted in Figure 7. 10/24/2008, revised 8/7/2009 6

7 Figure 7: Kansas SUTA Export Selections 10/23/08 C O I N S VElec Stage Kansas Quarterly Magnetic Media Reporting Internet Only 0.96 Magnetic Media or Print Report (M/R): M Quarter for Report (1,2,3, or 4): 3 Year for Report: 2008 Federal EIN: State UI 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 First Month Starting/Ending Period End Date: 07/04/08 08/01/08 Second Month Starting/Ending Period End Date: 08/08/08 08/29/08 Third Month Starting/Ending Period End Date: 09/05/08 10/03/08 Record Termination Sequence <Return> Newline or Newline (R/N): R File name to put Magnetic Media Info to: KE-KSTEST.TXT Field Definitions (selected fields) Magnetic Media or Print Report (M/R) This field determines whether the program prints a report or creates the magnetic media file. Enter M (Magnetic Media) to create the Kansas SUTA Quarterly Wage Export File. Record Termination Sequence <Return> Newline or Newline (R/N) Enter R to ensure that line endings in the file are properly marked. File name to put Magnetic Media Info to Specify the file name to be created. Use either.txt or.dat as the file name extension, for example ks2008q3.txt The file will be created in the COINS root directory. 10/24/2008, revised 8/7/2009 7

8 Sample Reports SUTA Report by State by Employee RUN DATE 10/24/08 08:31:45 COINS PAYROLL MODULE PAGE 1 EMPLOYER'S QUARTERLY REPORT OF USER PR SECURITY LEVEL: 9 EMPLOYEE SUTA WAGES PAID USER EMP SECURITY TYPE: all FOR THE STATE OF KS FOR THE QUARTER ENDING 09/30/08 EMPLOYER NAME: V ELECTRIC EMPLOYER IDENTIFICATION NUMBER: ADDRESS: 3001 OLD HWY 99 RD S SUTA ID: SUITE 303 MOUNT VERNON, WA WEEKS UNLIMITED TAXED SSN NAME WORKED SUTA GROSS GROSS ABBOTT JR, DOUGLAS H STATE OF KS ** T O T A L S ** TOTAL WAGES REPORTED: TOTAL WAGES REPORTED: TOTAL NUMBER OF EMPLOYEES REPORTED: 1 10/24/2008, revised 8/7/2009 8

9 Employer s Quarterly Wage Report for Kansas RUN DATE 10/24/08 07:55:18 COINS PAYROLL MODULE PAGE 1 MAGNETIC MEDIA QUARTERLY REPORT FOR KANSAS FOR THE QUARTER ENDING 09/30/08 EMPLOYER NAME: V ELECTRIC FEDERAL EIN: ADDRESS: 3001 OLD POST RD STATE UI EMPLOYER ACCT #: CITY, STATE, ZIP: VERMEER WA SUTA SUTA WEEK GROSS NOT TAXABLE SS # EMPLOYEE NAME COUNT LIMITED WAGES ABBOTT JR, DOUGLAS H 1 1, , ============= ============= TOTAL NUMBER OF EMPLOYEES 1 1, , /24/2008, revised 8/7/2009 9