McWEB Accounting Payroll California DE9C - Quarterly EDD Filing

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1 McWEB Accounting Payroll - Quarterly EDD Filing Description: California EDD has changed the quarterly filing of the DE9C. This includes both a totally new format for the upload data file, as well as including a new piece of information in each record, Wage Plan Codes. The Wage Plan Code wil indicate how unemployment and disability is paid for each employee. Based on that information a Wage Plan Code is assigned. This new piece of employee information is now included in each employee record, and is located on the Salary Information Screen of Employee File Maintenance. Note: The default Wage Plan Code is S, but can be changed per employee as needed.

2 Page 2 of 5 California Wage Plan Codes : Below is a table of the current California Wage Plan Codes. In most cases the default value of S is correct. Wage Code S U J L R A P California EDD Wage Plan Codes Description Employee is covered under a state plan for both unemployment insurance and disability insurance. Employee is covered under a department approved voluntary plan for disability insurance and the state plan for unemployment insurance. Employee is covered under the state plan for disability insurance only (exempt from unemployment insurance). Employee is covered under a voluntary plan for disability insurance only (exempt from unemployment insurance). Employee is covered under the state plan for unemployment insurance, but is exempt from disability insurance. This applies only to: 1) Sole Stockholders who claim an exemption under Section of the California Unemployment Insurance Code (CUIC). 2) Third-party sick pay recipients who claim an exemption under Section of the CUIC. 3) Employees claiming a religious exemption under Section 2902 of the CUIC. The employee must file an exemption certificate for the religious exemption. Employee is covered under the state plan for unemployment insurance. This applies only to public entity employees. Employee is covered for personal income tax withholding purposes only. Notes: If you take SDI and UI payroll taxes from your California employee's paychecks and submit them to EDD, then you are probably "S". The other codes are for exemptions, voluntary plans, or other situations.

3 Page 3 of 5 Payroll Employee Defaults, and California Wage Plan Codes: For easy operation there is a default values table for a company using payroll. The table contains the default values for certain data fields when entering a new employee. This table contains the default value for the California Wage Plan Code, currently set to S. The table also contains a value for all allowed Wage Plan Codes. If any default value required change, the change is made to this table. Additionally, if the available/valid Wage Plan Codes change, they are adjusted on this table. The Payroll Tables are located on the File Maintenance Menu. Below is a sample payroll employee default table:

4 Page 4 of 5 Quarterly Tranmittal Of The : The DE9C is to be submitted electronically within 30 days of the close of a quarter. Beginning the first quarter of 2013 there are only two accepted formats for the transmittal file: 1) XML, and 2) CSV. Currently the California EDD will accept both the CSV and XML formats, but in the near future the CSV format will be phased out, and only the XML format file will be accepted. The DE9C processing option is located under the California Reporting Menu, which is under the Periodic Processing Menu. Below is a sample of the pick screen for DE9C transmittal file processing: The example above is for the first quarter of 2013, and the default XML format is selected. The transmittal file name will be: CA-DE9C-Q1Y2013.xml The file will be created in the folder specified in the Media Output Path on the pick screen. There is an option for Print Only Summary. This is used prior to final processing of the transmittal file, and will print the vital statistics of the quarterly processing.

5 Page 5 of 5 California EDD DE9C - File a Return: The File a Return option allows employers to complete the DE 9C information on-line and submit it to EDD electronically using a secure Web site. You can either import information from a XML or CSV formated file. (Note the CSV format is being phased out, so the XML format is recommened.) To use the File a Return option: 1. Start at the e-services For Business Web page: 2. Select the e-services for Business Login link. 3. Enter your Username and password and click the Login button. 4. Under My Accounts select the Employment Tax account that you are reporting for. 5. Click on the File a Return option. 6. Select the Filing Period. 7. Select Return Type Wage Report. 8. Follow the instructions to complete the Number of Employees per Month. 9. Click on the Attach A Return File option, and select and submit the XML format file that was created. If Filing a CSV format file, click on the Import a.csv File link (towards the top right side of the screen) to import information from a CSV file. 10. Click on the Submit button to file the completed DE 9C