New Tax and Accounting System

A new UI tax and accounting system has been implemented. Here are a few of the changes you will see:

• Enhanced On-Line Services. For new employers, the current online registration application (WISER) has been replaced with an interactive, decision-making application that will not only assign a new account number online but also issue a determination immediately if sufficient data is provided. The new application can be found at http://dwd.wisconsin.gov/ui/ in the On-Line Services Section. In the coming months, other on-line features that will allow you to view and update your UI account will be released and posted at this address.
• New Account Numbers. In anticipation of exhausting all available 10-digit UI Account Numbers, you have been assigned a 14-digit Account Number. This number will appear on future statements and correspondence. Until further notice, you must continue using the 10-digit UI Account Number for contribution and wage reporting as well as zero-payroll reporting.
• Revised letters and correspondence. All tax correspondence has been re-written in plain language in order to communicate, in a clear and concise manner, why we are writing.

Tax and Wage Reports

Each quarter, employers must file both a tax report and a wage report. We highly recommend that small employers use our on-line application to file these reports. Our on-line application saves time, calculates over-base exclusions and computes taxes owed. All you have to do is enter wage detail for each employee. All this is done using Secure Socket Layer (SSL) technology to provide maximum protection of the data. Here is the link to the application: http://uiqtwrs.wisconsin.gov

If there was no payroll for the quarter, you still need to file a tax report. Zero payroll reports can be filed via telephone by calling 608-261-4571 or by filing on-line as described above.

If an employer’s quarterly tax report is filed electronically, DO NOT send in a paper copy of the report. If a payment is due and the payment is made by check, please submit the check with the payment coupon ONLY.

Tips for Quarterly Wage Reporting

If you file quarterly wage reports via automated media, using tape cartridge, diskette or the Internet Upload filing option, here are some tips to ensure that your wage file is processed correctly.

Don’t report negative wage amounts: Negative wages are sometimes reported to “back out” a wage paid in an earlier quarter. However, if wages paid in a prior quarter need to be corrected, the correction should be made using a Wage Adjustment Report [UCT-7878]. A Contribution Adjustment Report [UCT-7842] should also be filed, if the wage adjustment affects tax payment due for the quarter. Both forms are available on our website, using the Forms link at http://dwd.wisconsin.gov/ui/.

Don’t send .pdf files: Images of paper documents can be stored in Adobe Acrobat using .pdf as the file extension, but image files are not recognized by our data processing software. Your wage data must be saved as a text file using an appropriate file extension [.txt or .prn] in order for us to process it correctly.

Use of Excel spreadsheets: Some employers prepare and submit their wage files as Excel spreadsheets. We can accept wage files prepared in Excel, but they must be saved as a .txt or .prn file.

For more information on auto media reporting, visit our website at: http://dwd.wisconsin.gov/uiben/wagehome.htm

Notice to Employer Agents

Employer agents who prepare reports on behalf of 25 or more employers must file their TAX and WAGE reports electronically using one of the reporting options described on our web site http://dwd.wisconsin.gov/uitax/serv_providers.htm

Employer agents who prepare reports on behalf of fewer than 25 employers must file the TAX reports via the application at http://uiqtwrs.wisconsin.gov and the WAGE reports via that same application or the other automated media reporting options.

Not complying with these requirements will result in penalties of $25 for each tax report filed on paper and $10 per employee for wage reports filed on paper. If you have any questions, please call our employer service line at 608-261-6700.

Deferral of First Quarter Tax Payment

Employers with a first quarter tax liability of $5,000 or more can again elect to defer payment of up to 60% to future quarters. Interest will not be assessed as long as the required installment payments are made by the subsequent quarterly due dates and no other tax, interest or other fees remains unpaid on those dates.

The required installment payments are

• 30% of the total first quarter tax liability by July 31, 2008
• 20% by October 31, 2008
• 10% by January 31, 2009

If the required payments are not made by the due dates, interest will be assessed retroactive to April 30, 2008.

There are no special notification requirements. Employers can simply file their first quarter report as they normally do and pay at least 40% of the amount due.

Also, please note that any deferred amount not paid by July 31, 2008 will not be included in the account balance used to calculate your 2009 tax rate. This could result in a higher rate.

If you have any questions, please call 608-261-6700.

Plant Shutdowns

If you are planning a plant shutdown or a major layoff that affects 50 or more employees over the 4th of July holiday, we can arrange to take their applications for unemployment benefits early. By filing their claims early, your employees can avoid the busy signals we usually experience in holiday weeks.

To arrange a special time for your employees to apply for unemployment benefits, please contact Lara Meinholz by telephone at 608-232-0779, by fax at 608 260-2518 or by e-mail at lara.meinholz@dwd.state.wi.us.

If you have less than 50 employees, no special arrangements need to be made.

An initial claim application can be made on-line at http://ucclaim-wi.org. Employees can also call one of the following telephone numbers to apply if they do not have Internet access.

Madison 608-232-0678
Milwaukee 414-438-7700
Toll Free 1-800-822-5246
TTY Toll Free 1-888-393-8914

Remember that weekly claims can now be filed on-line at http://ucclaim-wi.org.

New Hire Reporting

New Hire reports are due within 20 days after the employee begins working or returns to work. Reports should include all employees (even short-term or no longer employed).

As of 2008, Policy Studies Inc (PSI) is Wisconsin's new contractor for New Hire report processing and customer service. PSI is well experienced with the New Hire program and offers enhanced services for Wisconsin employers.

The easiest and most cost-effective way to submit a New Hire report is through the Internet. To begin reporting, visit the New Hire web site at http://dwd.wisconsin.gov/ui/ and follow the link to submit reports. If you would like more information, please call the New Hire Processing Center toll free at 1-888-300-4473.

State and federal law requires all employers with a Federal Employer Identification Number to report all newly hired employees as well as those rehired, recalled, or returning to work after an unpaid interval of more than 90 days. If you have employees in more than one state and want to report all of your new hires to only one state, you will find information about how to register as a multi-state employer at http://dwd.wisconsin.gov/uinh/multi.htm.

Labor Law Clinics

The Department of Workforce Development (DWD) has scheduled various Labor Law Clinics for Wisconsin area business leaders and employees. Labor Law Clinics are educational seminars focusing on topics chosen by local employers about laws such as Wisconsin’s anti-discrimination, unemployment insurance, worker's compensation, and labor standards laws.

Clinics are scheduled as follows:

• March 26, 2008 – Madison
• April 9, 2008 – Eau Claire
• May 7, 2008 – Milwaukee North

Presentations provide an initial orientation to the topic. Speakers are “hands-on” experts working within the program area and are available to respond to a wide range of questions about their programs. In addition, extensive resource materials such as employer handbooks, law text, and required posters are available free of charge.

Registration for the clinic is required. A registration form is available from the DWD web site http://dwd.wisconsin.gov/laborlaw/ , or by contacting Yvonne Hagen at 608-266-3100 or Egon Breckner at 608-267-9796 or sending an email to laborlawclinic@dwd.state.wi.us. To receive notification of future clinic dates, an email subscription service is available through the web site at http://dwd.wisconsin.gov/laborlaw/maillists.

Report Your Multiple Worksite Data On The Web

DWD’s Bureau of Workforce Training, Labor Market Information Section, has partnered with the Bureau of Labor Statistics (BLS) to offer an additional method for reporting your Multiple Worksite Report (MWR). You can now report your MWR data using the Internet at a BLS secure website!

If you choose the Web-reporting option, then:

• Once you submit your data on the Web, you will no longer receive paper forms. A reminder email will be sent indicating that data collection for the new quarter has begun.
• If you want to convert back to paper or have problems, BLS provides a help desk.
• If you forget to submit your data on the Web as the deadline approaches, you’ll receive a reminder email.

We’ve noticed that some eligible reporters are not using this application. Please take the time to email us with your concerns, problems, and issues. We want to ensure that reporting is easy, and reduces your reporting burden.

Contact Deb Holt (deb.holt@dwd.state.wi.us) for more information. You help us create the labor market information you need to make decisions about your work world!

 http://worknet.wisconsin.gov/worknet/

Federal Contract Compliance Related To Government Contracts

The federal Department of Labor has within its Office of Federal Contract Compliance (OFCCP), the administration and enforcement duties related to equal employment opportunity for businesses with government contracts.

A few key points to keep in mind specific to OFCCP compliance:

• Equal employment opportunity covers both the prohibition of discriminatory practices as well as the requirement of affirmative action employment processes;
• It is broader than just the Veteran population. It also includes the bases of race, color, religion, sex, national origin, disability and protected veteran status;
• The burden of proof for compliance resides with the employer not with the state workforce system (Department of Workforce Development – DWD – in Wisconsin);
• This link gives more detail: http://www.dol.gov/esa/regs/compliance/ofccp/regindex.htm

Key points related to Wisconsin’s handling of job postings for employers:

• Wisconsin has signed a contract with JobCentral (a replacement for America’s Job Bank that ended on 06/30/07) which is a job board belonging to Direct Employers
• JobCentral has the capacity to index (electronically link to) employers’ websites that have jobs posted there, and list them on JobCentral at no cost to the employer
• WI JobNet (DWD’s electronic job posting system) now receives nightly job transfers thus enabling all employers’ indexed listings to appear on WI JobNet the next day
• Employers may also choose other fee-based means of listing their jobs on JobCentral and receive additional employer services from Direct Employers

Key points that relate to employers with government contracts:

• From federal guidance provided during DOL ETA (Department of Labor; Employment and Training Administration) Webinars, job orders from federal contractors need to be posted with the state’s employment security agency – which is DWD for Wisconsin
• Jobs that employers post on JobCentral (including via indexing), are transferred to WI JobNet nightly
• Listing with WI JobNet qualifies as being listed with the state’s local employment security agency
• Note: WI does not have contracts with other job boards (such as America’s Job Exchange) as it does with Job Central, thus those job orders do not end up on JobNet via electronic transfer

UCB-11618 (R. 3/2008)