TOOLBOX FUNCTION: Quarterly SUTA Electronic Reporting for Florida

Transcription

1 TOOLBOX FUNCTION: Quarterly SUTA Electronic Reporting for Florida Document Ref: TBI-030 Date: Nov , rev. Dec Document Version: 0.2 Modules Affected: Earliest available version of COINS: Documentation Updated: Payroll Version 7 (Software level 9.7c2.31) 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 Corp

2 CONTENTS 1 Background Accessing the Florida SUTA Quarterly Toolbox Program Preparing and Submitting Your File Print the Report and Review the Data Create the Data File Sample Screens and Field Definitions Submit File to FDOR Sample Reports SUTA Report by State by Employee Employer s Quarterly Wage Report for Florida Construction Industry Solutions, Nov , rev. Dec

3 1 Background Florida Department of Revenue (FDOR) has an electronic filing program for Unemployment Compensation Tax. Beginning in 2007, this program enables companies to file UCT-6 Florida Unemployment Compensation Returns, along with a payment, using Extensible Markup Language (XML) format. COINS USA has updated its Florida SUTA Magnetic Media toolbox program to meet Florida s new specifications. After you create the XML file using this Toolbox program, you will upload it to the FDOR using the SecureNet web site. Prior to submitting wage data electronically, consult the FDOR web site ( for information about who is required to file electronically and how to register, or call (Unemployment tax questions only): 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 quarterly records. You therefore need to run this Toolbox program before running the December End of Month process. If you do not archive, you must run the 4 th quarter before the End of Month for December. Construction Industry Solutions, Nov , rev. Dec Page 3 of 16

4 2 Accessing the Florida SUTA Quarterly Toolbox Program To access the Florida SUTA Quarterly Wage and Export File 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: tbi030.p Enter tbi030.p at the Enter Report Name prompt. 5. 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. Note The licensing code was provided to you when you acquired the Florida SUTA Magnetic Media program from COINS USA. Figure 2: Licensing Code Enter Licensing Code: XXXX-XXXX-XXXX Enter the Payroll company number (see Figure 3). Figure 3: Company Number Prompt Payroll Company* Construction Industry Solutions, Nov , rev. Dec Page 4 of 16

5 7. The first selection screen appears, shown in Figure 4: Transmitter Information. See Preparing and Submitting Your File on page 6 for more information about filling in this and other screens. Construction Industry Solutions, Nov , rev. Dec Page 5 of 16

6 3 Preparing and Submitting Your File 3.1 Print the Report and Review the Data Before you create the SUTA file, COINS USA recommends that you use the Toolbox program to print the Magnetic Media Quarterly Report for Florida 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 (the names of individuals must be all upper case letters) and wages (negative amounts should not appear). Samples of both of these reports appear in Sample Reports on page 15. Follow the steps below to print the reports. 1. Access the Florida SUTA Toolbox program as described on page Fill in the Transmitter Information screen, shown in Figure 4. Enter Y at the Data Correct prompt to continue. 3. Enter the selection options to print the report for the quarter being processed. Note You need to fill in information on several screens, so you may want to record the settings so you enter information the same way when you create the file. 4. Specify the output options for the report: Printer, Style, and Number of Copies. 5. Print the standard SUTA Report by State by Employee in either COINS v7 or COINS Ti Payroll. Note Your entries on the selection screen should correspond to those used to print the Magnetic Media Quarterly Report for Florida. For example, the SUTA Week Count on both reports should be the same reflecting either all wages or wages greater than the SUTA Base Wages. Construction Industry Solutions, Nov , rev. Dec Page 6 of 16

7 3.2 Create the Data File After reviewing the Florida SUTA data, go back into the Toolbox program and create the SUTA file in the format required for online submission. Sample screens and field definitions for the Toolbox screens appear starting on page Access the Florida SUTA Toolbox program as described on page Fill in the Transmitter Information, shown in Figure 4. Enter Y at the Data Correct prompt to continue. 3. Fill in the selection options on the remaining screens for the quarter being processed. 4. Enter Y at the Data Correct prompt to export the file. 3.3 Sample Screens and Field Definitions Printing the Magnetic Media Quarterly Report for Florida and creating the SUTA file for transmittal require completing the same selection screens. Figure 4: Transmitter Information 12/03/12 C O I N S COINS USA CO1 Payroll Transmitter Information Transmitter ETIN: Default Address from: Company or Database: C Contact Name: Jane Smithson Contact Phone: Contact jsmithson@samplecontractor.com Employer Name: Sample Contractor Inc. Employer Mailing Address: 6 Airport Park Blvd. City Latham State: NY Zip: Data Correct (Y/N): Y Construction Industry Solutions, Nov , rev. Dec Page 7 of 16

8 Field Definitions Transmitter ETIN Enter the Transmitter ETIN (Electronic/Paper Transmitter Identification Number) you received when you registered to file and pay your taxes or fees electronically. ( Default Address from Company or Database Indicate whether the transmitter address should come from the COINS Company File or from Database Tailoring. Contact Name Contact Phone Contact Enter the name, phone number, and address of the contact associated with this filing. FDOR will use this information to contact you if there are problems with the file. Employer Name Employer Mailing Address City State Zip Verify the employer name and address information that defaults from COINS. The zip code should be in Zip+4 formation, i.e., the full 9 digit zip code. However, you may pad last 4 numbers with 9s, for example Construction Industry Solutions, Nov , rev. Dec Page 8 of 16

9 Figure 5: Selection Criteria for Printing Report 12/03/12 C O I N S COINS USA CO Florida Quarterly Electronic Reporting Create File or Print Report (F/P): P Quarter / Year for report: 4 / 2012 Agent Number/Employer UT Number: E Federal ETIN: Employer's Unemployment Compensation 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 Tax Due: 0.00 Penalty: 0.00 Interest: 0.00 Employee's Contracted to Educational Institutions Wages: 4.00 Total Number of Covered Workers (full and part time) who performed services during or received pay for the payroll period including the 12th of each month of the quarter Month 1: 0 Month 2: 0 Month 3: 0 File name to put Magnetic Media Info to: UCT61204.txt Field Definitions (continued) Create File or Print Report This field determines whether the program prints a report or creates the magnetic media file. F P Create the Florida SUTA Quarterly Wage Export File Print the Florida SUTA Quarterly Wage Report Before creating the magnetic media file, COINS USA recommends that you print the report and review it for accuracy. See Print the Report and Review the Data on page 6 for details. Quarter / Year for report In the Quarter 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 Construction Industry Solutions, Nov , rev. Dec Page 9 of 16

10 Enter the year in the next field. This is used in combination with the previous field to create the file for the proper period, e.g., to report wages paid October through December Agent Number/Employer UT Number Enter either the agent number or corporate headquarters ID number in this field. An agent number must begin with A00 followed by 5 digits. An employer UT (Unemployment Tax) number must begin with E followed by 7 digits. Federal ETIN Enter the Federal Electronic Transmitter Identification Number (ETIN) for your company. This defaults from the FED record in the PR Tax Code File. Employer's Unemployment Compensation Account Number Enter the employer s unemployment compensation account number for your company. This defaults from the Employer ID in the PR Tax Code File s Florida record. Employee Quarterly Gross Wages Defined as 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 Tax Due Penalty Interest Enter the amount of Unemployment Tax due with the file. Use these fields to include penalty and interest payments in the total payment submitted in the file by indicating them in the appropriate field. Construction Industry Solutions, Nov , rev. Dec Page 10 of 16

11 Employees Contracted to Educational Institutions Wages Enter the amount of wages for employees contracted to educational institutions. You can only enter a positive value in this field. Total Number of Covered Workers (full and part time) who performed services during or received pay for the payroll period including the 12th of each month of the quarter Month 1 Month 2 Month 3 Enter the number of workers covered for the pay period that includes the 12th day of the first, second, and third months of the quarter, respectively. File name to put Magnetic Media Info to This field is used when you create the TXT file. Since Florida requires a specific file name for reports, it is supplied by the system: UCT61204.txt. This file is the file that you submit to the State of Florida. Figure 6: SUTA Week Count 09/28/07 C O I N S d6-1/1/ Florida Quarterly Electronic Reporting Create File or Print Report (F/P): P Quarter / Year for report: 2 / 2007 Unit Code (if applicable): Agent Number/Employer UT Number: E Federal EIN: Employer's Unemployment Compensation Account Number: Include Payment with this file(y/n): Y 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 SUTA Week Count Tax Due: SUTA Week Count for (A/B): A 0.00 Contribution (A) - All Wages.00 Total Number (B) - Wages greater than base wages performed services dur ncluding the 12th of each month of the quarter Month 1: 105 Month 2: 98 Month 3: 123 File name to put Magnetic Media Info to: flreport.xml Construction Industry Solutions, Nov , rev. Dec Page 11 of 16

12 Field Definitions (continued) SUTA Week Count for (A/B) Indicate whether you wish to use a SUTA week count for all wages (A) or only for wages greater than the base wages (B). After completing the popup screen, you are prompted with the Print Options screen, as shown in Figure 7. Figure 7: Print Options 12/07/12 C O I N S COINS USA CO Florida Quarterly Electronic Reporting Create File or Print Report (F/P): P Quarter / Year for report: 4 / 2002 Agent Number/Employer UT Number: E Federal ETIN: Employer's Unemployment Compensation 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 Tax Due: 0.00 Penalty: 0.00 Interest: 0.00 Employee's Contracted to Educational Institutions Wages: 0.00 Total Number of Covered Workers (full and part time) who performed services during or received pay for the payroll period including the 12th of each month of the quarter Month 1: : 0 File name to put M Printer* file Style* Number of Copies: 1 Field Definitions (continued) Printer Style Number of Copies If you are printing the report, you need to select a printer and appropriate output form for the report. Construction Industry Solutions, Nov , rev. Dec Page 12 of 16

13 The resulting file is an ASCII file, so you may examine it in a text editor such as Notepad if you are curious about the file s contents. Figure 8: Sample shows the beginning of the file. NOTE: For Out Of State Gross Wages and Out of State Taxable Wages on this screen, if an employee has earnings in multiple states, the Tax State should be MU. If the employee did not earn any out-of-state gross, these fields should be blank. Figure 8: Sample Text Data 3.4 Submit File to FDOR The Create File process creates a TXT file that conforms to Florida s specifications. Once the file is created, you need to upload it to FDOR using SecureNet, using the Upload a File process. 1. Transfer the file from your COINS server to your PC or a shared Windows drive using FTP. Note There are many methods and tools for FTP transfer. Several methods are described on the COINS USA Client Center web site at: 2. Go to the FDOR web site at 3. Go to the State of Florida s Department of Revenue Unemployment Compensation Website at to pay electronically. Construction Industry Solutions, Nov , rev. Dec Page 13 of 16

14 4. Log into the website: If you are already enrolled with this site, enter the Account#/UserID and PIN/Password at the prompts. If you are not enrolled with this site, you may enter your FEIN and UT Account numbers at the prompts. 5. Follow the prompts to file Unemployment Tax in TXT format. After sending the file, you should receive two s. The first will notify you that your file has been received. The second will notify you if your file was rejected due to errors. COINS USA recommends that you keep a copy of the file and the verification report for your own records. Construction Industry Solutions, Nov , rev. Dec Page 14 of 16

15 4 Sample Reports 4.1 SUTA Report by State by Employee RUN DATE 09/28/07 14:52:20 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 FL FOR THE QUARTER ENDING 06/30/07 EMPLOYER NAME: V97C2 QA STAGE EMPLOYER IDENTIFICATION NUMBER: ADDRESS: 124 TESTING STREETPO B SUTA ID: ALBANY, NY UNLIMITED GROSS SSN NAME SUTA GROSS TO LIMIT HIGGINS, HARRY 6, MILLER, SUE E. 100, DOELLE, JOHN L. JR. 14, , BLACK, GEORGE J. III 4, , MELUSKY, ANNE F. 2, , PERRY, SUSAN J. 3, , KRYGOWSK, THOMAS 3, , CHANDLER, MONICA 2, , FONATINE, PETER CHARLES JR. 1, , REECE, ADAM G. 1, , SIMSON, CHRIS T. 4, DURAND, JOANN J. 1, TARMEN, ELLEN S. 12, TARBER, MARK S. 2, TENT, JOHN F. 6, STATE OF FL ** T O T A L S ** TOTAL WAGES REPORTED: 167, , TOTAL NUMBER OF EMPLOYEES REPORTED: 15 Construction Industry Solutions, Nov , rev. Dec Page 15 of 16

16 4.2 Employer s Quarterly Wage Report for Florida RUN DATE 09/28/07 14:52:20 COINS PAYROLL MODULE PAGE 1 MAGNETIC MEDIA QUARTERLY REPORT FOR FLORIDA FOR THE QUARTER ENDING 06/30/07 EMPLOYER NAME: Sample Contractor Inc. EMPLOYER'S FEDERAL IDENTIFICATION #: ADDRESS: 6 Airport Park Blvd. EMPLOYER'S UNEMPLOYMENT COMP ACCT #: CITY/STATE/ZIP: Latham NY SUTA SUTA SUTA WEEK GROSS NOT GROSS SS # EMPLOYEE NAME COUNT LIMITED LIMITED HARRY HIGGINS 6 6, SUE E MILLER 2 100, JOHN L. DOELLE JR. 6 14, , GEORGE J. BLACK III 2 4, , ANNE F. MELUSKY 1 2, , SUSAN J. PERRY 1 3, , THOMAS KRYGOWSK 1 3, , MONICA CHANDLER 1 2, , PETER CHARLES FONATINE JR. 1 1, , ADAM G. REECE 1 1, , CHRIS T SIMSON 4 4, JOANN J DURAND 4 1, ELLEN S TARMEN 6 12, MARK S TARBER 6 2, JOHN F. TENT 6 6, ============ ============ TOTAL NUMBER OF EMPLOYEES , , Construction Industry Solutions, Nov , rev. Dec Page 16 of 16