Home > Unemployment Insurance > Quarterly Tax & Wage Reporting System Redesign

Quarterly Tax & Wage Reporting System Redesign

Date: August 9, 2006
Last Updated: December 11, 2006
Task Code: DPU231001

Project Scope

1. Tax and Wage Internet screens are available for employers and employer agents 24x7 (except Saturday 3 PM to Sunday at 9 AM during the maintenance window).
2. Contribution and/or Wage reports entered online are updated real-time on SUITES, except during nightly batch cycle. During batch cycle, reports filed online will be held until SUITES data base becomes available after batch cycle completes.
3. Wage/Tax Report filing options include:
   • Wage Only
   • Wage Only Upload
   • Tax Report with Employee Wage Entry
   • Tax Report with Wage Upload
   • Tax Report Only
   • Zero Payroll
4. Uploaded files are processed in batch cycle.
5. The system calculates interest and presents it to the employer on the Tax Report filing screen when the tax is calculated.
6. The system calculates Wage Late Filing Penalty if Tax Report with Employee Wage Entry is filed late and presents it on the Tax Report filing screen when the tax is calculated.
7. The system determines available credit and subtracts it from amount due on the Payment Screen.
8. System will use the “grace days” parameter value and business rule when assigning an effective date and determining interest or a late filing penalty.
9. System uses the Wage Reports filed for the year to calculate the exclusion amount on the tax report.
10. The system allows online filing of Tax Reports for the current year and for the previous three years.
11. The system allows online filing or file uploads of Wage Reports for the current year and for the previous three years.
12. The system allows online printing of prior Contribution and/or Wage reports that are on the system for the current year and for the previous three years. Verbiage will specify this is the data on file, not an image copy of the submitted report. The prior reports need not have been submitted via the web to be available for printing. Printing previously filed reports will be available during SUITES batch processing.
13. Employers with up to X employees are able to file Wage Reports online. The former limit of 150 employees will be replaced with a parameter value.
14. Remove the question - Do any of your employees have access to a health insurance plan sponsored by you, a union, or a trade / professional association?
15. When entering an online Tax Report or Wage Report, the users have the option to “Save and Exit” on any page. Currently this is not available when the Tax Report has been completed.
16. The system provides users with the ability to print the confirmation number provided by US Bank for paying the tax via EFT Credit. This requires a change in our interface with US Bank to receive and store the confirmation number, settlement date, and payment amount from US bank as soon as the payment transaction occurs.
17. Replace Pop-up Screens with another method of relaying important information to employers.
18. System provides the following sub-systems currently available in QTWRS:
    • Comments (view comments added by employers)
    • Audit (view pages the employers have used for trouble shooting)
    • Message (maintain messages for website)
    • Report Query Screen (can see what has been reported in SUITES, but not what is pending)
19.  The employer will be notified of a successful wage upload via a success message. The message box will provide print capability and message information will contain a confirmation number, upload date.
20. The payment coupon will have a bar code.
21. The reporting screens will be revised per DWD standards for accessibility.
22. The screens will have the same “look and feel” as the external portal.
23. Employer Service Providers are able to upload a single file for multiple employers in any of the following formats:
    • Tax Report(s) only
    • Wage Report(s) only
24. All uploaded Wage Report files will be validated real time for one of three acceptable formats. Any file not in one of the 3 valid formats will not be accepted.
25. Uploaded Wage Reports in an acceptable format will be validated against business rules for fatal and non-fatal errors.
26. When an uploaded file containing only one Wage Report has fatal errors, the entire file will be rejected. Information pertaining to the fatal errors will be returned to the employer or service provider that uploaded the file.
27. When an uploaded file with multiple Wage Reports has fatal errors, only the Wage Reports with fatal errors will be rejected. Information pertaining to the fatal errors will be returned to the service provider.
28. Send updated Wage Report files to Wage Net for manual review / update.
29. Tax Reports that are received via file upload will have a “Transaction Source” on Transaction History of “Employer Service Provider – Name of the provider’s company“.
30. The system will provide a means for UI staff to access service provider contact information.
31. When an uploaded Tax Report file without payment amounts is received, the system will process the reports that are error free and those that contain only non-fatal errors. Information pertaining to the fatal and non-fatal errors will be returned to the service provider.
32. When an uploaded Tax Report file that containing payment amounts is received, the system calculates total due for the file and requires EFT Debit payment before processing the payments. Information pertaining to the fatal and non-fatal errors will be returned to the service provider.
33. The service provider will be notified of a successful upload via a success message. The message box will provide print capability and message information containing a confirmation number, number of records in the file.
34. All uploaded tax report files will be validated real time for the correct contribution tax report layout. Any file not in the correct format will not be accepted.
35. Uploaded tax report files that are in the correct format will process. Any tax report record that contains one or more fatal errors will not be processed and will be returned to the Employer Service Provider along with the error reasons.
36. Employer Service Providers will be able to re-upload tax report records that contained errors once the errors have been corrected.
37. If none of the records on an uploaded tax report file has an amount in the amount field, the data can be released to SUITES for processing.
38. If any of the records in an uploaded tax report file contains an amount in the amount field, then the file cannot be released to SUITES until further action is taken to either pay by EFT debit or to remove amounts from the file.
39. For files containing a payment amount, an e-mail will be sent to the Employer Service Provider after the system has completes review of the file. The e-mail will tell the employer to come back to our system to make EFT debit payment for the before we can process the tax reports.
40. If an Employer Service Provider chooses to make an EFT payment, they will be allowed to initiate the EFT debit for the total amount due only, and must provide the following information.
    • Bank routing number
    • Bank account number
    • Type of account
    • Settlement date (defaulted to the next business day)
41. After an EFT payment has been initiated, a payment confirmation will be produced with will include the date and time of the payment, payment amount, settlement date and confirmation number.
42. Tax Payments, resulting from a Service Provider Tax Report file upload paid by EFT Debit, will have a “Payment Type” on Transaction History of EFT Debit.
43. If an Employer Service Provider chooses to not make an EFT payment and there are payment amounts on the tax report file, the payment amounts will be zeroed out and the file will be processed.
44. A confirmation e-maill will be sent to all Employer Service Providers once the tax report upload file has been processed. This e-mail will contain the name of the Employer Service Provider, the number of tax reports processed and a confirmation number.
45. BTA will be provided with a mechanism to research EFT Debit requests sent to the Bank.
46. System accepts online Wage Report Adjustments or file uploads for the current year and for the 3 previous years.
47. System accepts Tax Report Adjustments for the current quarter (or year) and for the ____ previous quarters (years).
48. If a Tax Report Adjustment results in an increase in tax, then the employer is directed to a screen to make the payment.
49. When a provider is on the Account Selection screen, notify the user if any of his accounts have a pending report.
50. When a provider exits the system with one or more reports in a pending status, display a warning message.

Issue

Scope item number 16 of this document is on hold until more is known about a pending DOA project to build a more robust EFT system.