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State Reports

This chapter contains the following topic:

Producing Monthly and Quarterly State Reports

Employee Payroll by Jurisdiction Report

Producing Monthly and Quarterly State Reports

Use this selection to produce either monthly or quarterly reports to state agencies. You may either produce a printed report or an electric file on your hard disk.

For other state reports, see Quarterly Payroll, Quarterly Reports on Magnetic Media and Annual Reports (Magnetic Media).

Select

Monthly reports (Mag media) or Quarterly reports (Mag media) from the Reports, state menu.

The following screen like the following displays:

Graphical Mode

Enter the fields for the Report criteria tab.

Character Mode

Enter the information as follows.

Report format code

Options 

Enter the format code for the report you want to make. The report must previously have been entered and verified in Magnetic Media Formats, and moreover must have been defined as a state monthly or state quarterly report.

You may use the option to print a report only. This is the list of options:

Report year

Enter the report year for the annual electronic report.

Report date or

Which quarter

If this is a monthly report, enter the report date. Normally this will be the last day of the month.

If this is a quarterly report, enter the quarter. The options are 1 = 03/31/20(current fiscal year), 2 = 06/30/20(current fiscal year), 3 = 09/30/20(current fiscal year, and 4 = 12/31/20(current fiscal year).

Jurisdiction code

Enter the employer jurisdiction code or selection the option:

Generate one file per 'RE' record

This field cannot be entered unless you specific <F5> for all jurisdictions in the Jurisdiction code field.

Check the box or enter Y if you want to generate a separate file for each 'RE' record in Jurisdictions. See Jurisdictions.

State tax code

Enter the state code. Any value can be entered; however, only a state code already defined in Tax tables is meaningful.

Even when a state has more than one tax table defined, only the first portion of the tax code is entered. This is because all taxes for the state are included in this report, regardless of which table they were calculated from.

Employer name

This default for the employer name comes from Payroll Control information.

Options 

Enter the employer name to use in the report, or use the option:

Employer address

This default for the employer address 1 comes from Payroll Control information.

Options 

Enter the employer address to use in the report, or use the option:

Employer city

Enter the employer’s city to use in the report.

Employer state

Enter the state postal abbreviation to use in the report. Unless this is left blank, it must be the standard Post Office abbreviation for a state or territory within the United States.

If a non-USA address is being entered, press <Enter> to skip this field. You will be asked to confirm that you wish this field left blank. Press <Enter> to confirm or <F2> to enter a valid state / territory abbreviation.

Employer zip code

Enter the employer’s ZIP code to use in the report.

If a non-USA address is being entered, press <Enter> to skip this field, or enter a non-standard (foreign) postal code. You will be asked to confirm that this is what you wish to do. Press <Enter> to confirm or <F2> to enter a standard American zip code.

This is a foreign (not USA) address

Check the box or enter Y if the employer address entered is a foreign (non-USA) address. Leave it unchecked or enter N if the employer address entered is in the USA.

OK or Cancel

Select OK to print or Cancel to return to the menu.

Review and enter the fields for the More criteria tab.

Graphical Mode

Character Mode

Make any changes needed. Press <Enter> to continue with the next screen:

Enter the information as follows:

Employer fed id #

Employer state id #

Options 

Enter the employer’s state withholding tax identification number, or use the option:

Employee rpt name sequence

This field is skipped unless the format you are using (as defined in Magnetic media formats) includes the field RF-031 Employee report name sequence.

Enter F to specify that employee names are reported with first name first, or enter L to specify that employee names are reported with last name first.

When you include employee names in an electronic report file, you can choose from a variety of formats. Some states require notification of how you are reporting employee names (either first name first or last name first). You use this parameter in conjunction with field RF-031 Employee report name sequence to provide this notification to your state.

Report employees in order by

Enter which employee field you want the report to be sorted by. Each field has a number.

Field numbers consist of two segments: a prefix EF or EX, followed by am arbitrary number. The prefix indicates whether this is a regular or extended field, respectively. All of these fields are in the Employees selection.

Employees are sorted on this field within the Group ordered by field specified in the report format’s General appearance screen.

Upon entry of a valid field number, its name displays alongside.

Regular fields are listed in the State Magnetic Media Report Fields Appendix of this manual. Extended fields are user-defined. You can view them via Define extended fields.

Options 

To avoid looking up the field number, you can use one of the following options instead of entering a field number. These let you select the three most popular fields directly, or display a window from which you can select any field.

If you enter the first segment of the field number as EF, instead of entering the second segment you can use the option:

If you enter the first segment of the field number as EX, instead of entering the second segment you can use one of the options:

If you choose to display a window of either the regular or the extended fields, all of the fields are displayed in a scrollable table, one column wide. The current field is highlighted. Use <Up>, <Down>, <PgUp>, <PgDn>, <Home>, and <End> to move to the desired field. Alternately, you can press # to enter a field number directly. The table will scroll to that point. Either way, when you have selected the desired field press <Enter> to select it.

OK or Cancel

Select OK to print the report or generate the file. Select Cancel to report to the menu without generating the report.

Character Mode

Make any changes needed or press <Enter> to continue.

Location of Report File

On Windows-based systems, you are asked for the disk drive on which to output the electronic report file. Enter the drive letter and press <Enter>.

On Thin client, UNIX and Linux systems, the report is written to the server (host) hard drive. You are not prompted for a drive letter.

A report file is created with the file name entered when the report format was defined. Refer to your state reporting guidelines for the disk format required by your state.

Totals of the number of reported employees and other information will display following the creation of the report.

Regardless of operating system, it is a good idea to have three copies of this file: one to send to the your state, another as an archive, and a third for a working copy for reference.

Employee Payroll by Jurisdiction Report

This jurisdiction report provides a summary of the earnings and tax withheld for each employee by pay period or check date range.

Select

Emp. payroll by jurisdiction from the Reports, state menu.

The following screen like the following displays:

Graphical Mode

Character Mode

Starting date

Ending date

Options 

Date refers to either pay period date or check date, as will be determined in the By what date field. Enter the range of dates desired, or use the option:

Starting employee

Ending employee

Options 

Enter the range of employees who have transactions or adjustments to include in the report, or use the option:

By what date

You can have the report print in either Pay period date (P) order or Check date (C) order.

Show check detail

To see check detail for each employee appearing on the report, check this box (enter Y). To see a summary for each employee, without check detail, leave it unchecked (N).

One employee per page

This field is only accessible if you checked (entered Y) the Show check detail field.

Check the box or enter Y to see the employee payroll by jurisdiction report for each check within the date range and by the date type (Pay period or Check). Leave the box unchecked or enter N to see employee jurisdiction amounts within the date range and by date type summarized by employee.

OK or Cancel

Make any needed changes. Select OK or press <Enter> to print the report. Selecting Cancel returns the focus to the menu without printing the report.

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