TOOLBOX FUNCTION: Michigan Quarterly Magnetic Media Reporting Document Ref: TBI-011 Date: Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Document Version: 0.4 Modules Affected: Earliest available version of COINS: Documentation Updated: Payroll Version 7 (8.7c2.12, 9.7c2.12) An archive of Toolbox documents is available on the COINS USA Client Center web site at http://support.coinsglobal.com/usa/toolbox/toolbox-index.php Construction Industry Solutions Corp 6 Airport Park Blvd. Latham, NY 12110 Construction Industry Solutions Corp
CONTENTS 1 Background... 3 1.1 Online Filing... 3 2 Setup... 4 3 Accessing the Michigan Quarterly Magnetic Reporting Function... 5 4 Running the Toolbox Program... 7 5 Sample Report... 10 Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012
1 Background The function has been added to the Toolbox. This program allows you to create a file that you can use to report employee wage information to the State of Michigan on magnetic tape or tape cartridge. 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. 1.1 Online Filing Employers now can also file their Quarterly Wage Detail Report on the Internet in one of two ways: 1. If you previously submitted your wage reports on paper, you can now complete an electronic form on the web site via 1017e filing. 2. If you previously submitted your wage reports on magnetic tape, you can now send the file using an Employer File Submission option. Contact the state s web address for further information about filing online: Or call: http://b2g.unemployment.state.mi.us/welcome.html (800) 638-3994 Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 3 of 10
2 Setup Before you run the program, you should make sure you have correctly filled out the SUTA ID field in Tax Code File Maintenance. Figure 1: SUTA Info Screen in Tax Code File Maintenance 08/08/01 PR - Tax Code F/M TEST Change - State 9.75.9.2 Last Date of Tax Change 01/01/00 Tax Code* MI Description: MICHIGAN W/H Employer ID: 999999999 User Code: G/L Withhold Account* 99999 Suppl. Earnings %: 0.000 Vendor # for A/P Inv* 999999 SUTA Info Employee Employer SUTA ID: 9999999000 Unemploy Rate %: 0.0000 2.2000 Gross Limit: 0.00 8500.00 Include in quarterly count Limit Base (A): A A if base wages per week G/L Liab Acct* 99999 25455 greater than Vend # for A/P Inv* Appear Separately on W2: N State Base Wages: 0.00 Box on W2 (12 or 14): SUTA Base Wages: 0.00 The number you enter in the SUTA ID field is used as the default MESC (Michigan Employment Security Commission) account number on the selection screen for this toolbox program (shown on page 7). The 10-digit MESC account number consists of a seven-digit account number followed by a three-digit multi-unit number. If you have multiple business locations and have been assigned a multi-unit number for each location, you must report each unit separately. If you have not been assigned a multi-unit number, the last three digits of you MESC Account Number are all zeroes. If you have multiple business locations, enter the seven-digit account number in the SUTA ID field (these first 7 digits cannot be entered as zeroes), and then specify the unit number when you run the toolbox program. If you have only one business location, enter the seven-digit account number followed by three zeroes in the SUTA ID field. Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 4 of 10
3 Accessing the Michigan Quarterly Magnetic Reporting Function The Michigan Quarterly Magnetic Reporting 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. To access the Michigan Quarterly Magnetic Reporting 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 2: User-defined Reports prompt +-------- User-defined Reports ---------+ Enter Report Name: tbi011.p +---------------------------------------+ 4. Enter tbi011.p at the Enter Report Name prompt. The Licensing Code prompt appears. Figure 3: Licensing Code +------------------------------------+ Enter Licensing Code: XXXX-XXXX-XXXX +------------------------------------+ 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. You should also be prompted for the company number (see Figure 4). NOTE The licensing code was provided to you when you acquired the Michigan Quarterly Magnetic Media program from COINS. Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 5 of 10
Figure 4: Company Number Prompt Screen +-----------------------+ Payroll Company* 1 +-----------------------+ 6. Enter the company number, then press [Enter] to continue (see Running the Toolbox Program on page 7). Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 6 of 10
4 Running the Toolbox Program After you enter the licensing code and company number, the selection screen appears. This screen allows you to specify the information you want the system to include in the file. Figure 5: Report Selection Screen Magnetic Media or Print Report (M/R): M Quarter (1,2,3, or 4): 4 Year for Report: 2002 Federal EIN: 141516171 MESC Account Number: 1548955000 First 7 digits are account number, last 3 are multi-unit number. Enter 000 if you do not have multiple business locations. Each unit must be reported separately. Employee Quarterly Gross Wages Defined as (A/B/C): A (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: MIMM.TXT Magnetic Media or Print Report (M/R) This field determines whether the program prints a report or creates the magnetic media file. M Magnetic media; create File used to report wages R Report; generate Michigan Quarterly Magnetic Media Report to verify what information the system will put in the file before actually creating it Before creating the magnetic media file, COINS 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 Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 7 of 10
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. Year for Report 1 First quarter, January-March 2 Second quarter, April-June 3 Third quarter, July-September 4 Fourth quarter, October-December 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 2011. Federal EIN Enter the company s nine-digit federal employer identification number (EIN). MESC Account Number The Michigan Employment Security Commission account number consists of a seven-digit account number (these 7 digits cannot be entered as zeroes) followed by a three-digit multi-unit number. The system fills in the value from the SUTA ID field in Tax Code F/M for Michigan here. See Setup on page 4 for more information. If you have multiple business locations and have been assigned a multi-unit number for each location, you must report each unit separately. In this case, the toolbox program only selects those employees working in the unit you specify. (In other words, an employee is only included if the value in the Employee File for the Business Location/Unit Number field on the Misc Info2 screen matches the three-digit multi-unit number you specify.) If you have not been assigned a multi-unit number, the last three digits of your MESC Account Number are all zeroes. 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 Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 8 of 10
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 <Return> Newline - this is the default and the format currently required by the State of Michigan N Newline only File name to put Magnetic Media Info to This field is used only when creating the magnetic media file. Michigan requires a specific file name for reports. This file name is MIMM.TXT. It is supplied by the system as the default response to this prompt. 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 tape. If you selected R at the Magnetic Media or Print Report (M/R) prompt, the system prints the report on the printer you specify. A sample report is shown on page 10. Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 9 of 10
5 Sample Report RUN DATE 08/07/01 16:31:22 COINS PAYROLL MODULE PAGE 1 MAGNETIC MEDIA QUARTERLY REPORT FOR MICHIGAN FOR THE QUARTER ENDING 06/30/2001 EMPLOYER NAME: SAMPLE EMPLOYER MESC ACCOUNT NUMBER: 9999999000 FEDERAL EIN: 999999999 SUTA GROSS NOT SS # EMPLOYEE NAME LIMITED 999999999 SMITH, ROBERT G 960.00 ============= TOTAL NUMBER OF EMPLOYEES 1 960.00 Construction Industry Solutions, Aug 10, 2001, rev. Aug 26 2003, Jul 20 2005, Nov 26 2012 Page 10 of 10