How to Enter Employee Supplemental Information in Sage 300

Description

This article provides instructions to enter Employee Supplemental Information in Sage 300 U.S. Payroll.

Resolution

To produce quarterly wage reports on disk, follow these steps:

1. Enter Employee Supplemental Information if your state requires it; read this article for instructions. Payroll uses this information with the standard information from employee records when files are created.

2. Use the Quarterly Wage on Disk(ette) feature under Payroll Government Reports to produce a quarterly wage report on diskette or hard disk. Read this article: Producing Quarterly Wage on Disk(ette) or Hard Disk (ID 32877).

3. To see if there are any special notes for your state, review the article State-Specific Information for Quarterly Wage on Disk(ette) (ID 32876).

Entering Employee Supplemental Information

If you are producing a report for one of the following states, you may need to enter supplemental information about your employees:

Alaska (AK)

Iowa (IA)

New Mexico (NM)

Arkansas (AR)

Louisiana (LA)

New York (NY)

Arizona (AZ)

Massachusetts (MA)

Ohio (OH)

California (CA)

Maine (ME)

Puerto Rico (PR)

Colorado (CO)

Michigan (MI)

South Carolina (SC)

Florida (FL)

Minnesota (MN)

Texas (TX)

Illinois (IL)

Missouri (MO)

Vermont (VT)

Indiana (IN)

North Carolina (NC)

 

To enter employee supplemental information:

1. From the Payroll Employees folder, select Employee Supplemental Information.

2. On the Employee Supplemental Information window, select your state from the Reporting Authority ID field drop-down list.

In the list, the state is prefixed by the reporting type such as QWR (Quarterly Wage Report); for example, QWR-CA. (The reporting type may also be W2R, such as W2R-IN, if this form is used to enter information for W-2 reporting for a specific state.)

Note that a state appears in the list if both these conditions apply:

  • The payroll program deems that the state requires employee supplemental information.

  • You have activated the appropriate tax code for the state (usually the state’s SUTA code), using the Federal And State Taxes setup window.

California and Maine appear in the list if either their State’s Income Tax code (CASIT or MESIT, respectively) or their SUTA code (CASUTA or MESUTA) has been activated.

3. The fields that appear on the window will vary, depending on the state you select. Enter the fields that you need, using your government specifications and Table 1 as guides.

On the window, there are two tabs you can use:

  • The Default tab enables you to specify values that apply to all of your employees. The fields that are available for entry depend on the options you choose on the Default tab.

  • The Employee tab enables you to exclude employees from the values entered on the Default tab, or change the default values for specific employees.

In the Employee column, the drop-down list shows all employees in the company, not just for the selected reporting authority.

You can leave the Default tab blank and use the Employee tab to enter the information for each of the employees.

Or you can use the Default tab to apply the information to all employees, and then use the Employee tab to exclude the employees who do not require the information.

Example: If you are an employer in Missouri with 100 employees, of which 90 employees require a Probationary Code:

  • On the Default tab, select the Probationary Code checkbox.

  • On the Employee tab, enter the 10 employees who do not require the Probationary Code (note that the Probationary column for each of the employees entered automatically sets to No).

4. After you complete the fields on the window, click Add.

5. To verify that the information was added to the employee records, print the Employee Supplemental Information report in Payroll Employee Reports.

6. File your taxes using Sage Payroll Tax Forms and eFiling by Aatrix for all states except for Puerto Rico. Create your data file for Puerto Rico as described in the article Producing Quarterly Wage on Disk(ette) or Hard Disk (ID 32877). For all other states use the State Tax Filing function with Sage Payroll Tax Forms and eFiling by Aatrix.

Notes:

  • You can select the same employee for different reporting authorities. For example, to enter supplemental information required for an employee who works in both Arizona and California, enter the employee for both reporting authorities QWR-AZ and QWR-CA.

  • If you delete an employee on the Employees window, that employee is also deleted from the Employee Supplemental Information window.

  • If you delete a state SUTA tax from the Federal And State Taxes window in Payroll Setup, that state will no longer appear in the Reporting Authority ID field of the Employee Supplemental Information window.

  • Confirm the following Supplemental information fields with your State authority as they are not validated by the system which may cause your tax filing to be rejected.

State

Notes

Alaska (AK)

Enter:

· The employee’s Occupational Code

· The employee’s Geographic Code

Arkansas (AR)

Complete if one or both of these conditions apply:

· You have seasonal employees: select the Seasonal Employee checkbox

· You are an employer with multiple worksite locations and choose to report multiple worksite data on diskette. To report multiple worksite data on diskette:

§ Select the Report Multiple Worksite Data checkbox

§ For each employee enter:

o The Establishment in the Plant Code field

o The County in the Worksite County Code field

o The Industry Code field

When filing, select Report Multiple Worksite Data.

The Arkansas Seasonal Code field in the Employee Supplemental Info accepts two characters. Review the Employee Supplemental Info for these employees and make any necessary changes manually. If required, enter the numeric code as 01, 02, and so on.

Arizona (AZ)

Complete if you have employees who have been assigned UI Tax-approved branch numbers.

On the window, enter the Branch number in the Plant Code field.

California (CA)

Enter:

· The Wage Plan Code field

· The Branch Code in the Plant Code field (Optional).

Colorado (CO)

Complete the window:

· For seasonal employees, select the Seasonal Employee checkbox

· Enter the Plant Code

When filing, select Report Multiple Worksite Data.

Florida (FL)

Complete if you have employees who have pre-assigned unit codes for special mailing of claim information. On the window, enter the Unit Code in the Plant Code field.

Illinois (IL)

Complete if you have employees who have been assigned Plant Codes. On the window, enter the Plant Code field.

Indiana (IN)

Enter:

  • The employee’s Occupational Code

Complete if one or both of these conditions apply:

· You have seasonal employees. Select the Seasonal Employee checkbox.

§ Enter the numeric value in the Seasonal Code field for each employee.

· You are an employer with multiple worksite locations and choose to report multiple worksite data on diskette. To report multiple worksite data on diskette:

§ Select the Report Multiple Worksite Data checkbox.

§ Enter the 3 digit location code in the Plant/Location Code field for each employee. The default is 000.

When filing, select Report Multiple Worksite Data.

Iowa (IA)

Complete if you have employees who have been assigned Plant/Location Codes. On the window, enter the Plant/Location Code field.

Louisiana (LA)

Complete if you are an employer with multiple worksite locations and choose to report BLS3020 multiple worksite data on diskette. To report BLS3020 multiple worksite data:

· Select the Report Multiple Worksite Data checkbox.

· For each employee, enter:

§ The Reporting Unit Number in the Unit Number field.

§ The Worksite County Code field.

§ The Industry Code field.

· When filing, select Report Multiple Worksite Data.

Complete also if you have any employees who are paid on an hourly basis.

∙ Enter the Occupational Code

∙ Select the Hourly Employee checkbox

∙ Enter the hourly wages of the employees in the Hourly Wages field.

Massachusetts (MA)

Complete if one or both of the following conditions apply:

· You have employees who have a plant code. Enter it in the Plant Code field.

· You have employees who are officers. Select the Corporate Officer checkbox.

Maine (ME)

Complete if one or both of these conditions apply:

· You have seasonal employees. Select the Seasonal Employee checkbox.

· You choose to report wage plan code for employees. Enter it in the Wage Plan field.

Michigan (MI)

Complete if you have employees who are a family member. Enter “F”, “Y”, or “1” in the Family Status field to indicate the employee is a family member. Enter “N”, “0”, or blank in the Family Status field to indicate the employee is not a family member.

Minnesota (MN)

Complete if one or both of these conditions apply:

· You have employees who have a plant code other than 0000. Enter it in the Plant Code field.

· You have employees who are officers. Select the Corporate Officer checkbox.

Missouri (MO)

Complete if you have employees who are in probationary periods. On the window, select the Probationary checkbox for those employees.

Complete if one or both of the following conditions apply:

· You have employees who have a Worksite code. Enter it in the Plant/Location Code field.

· You have employees who are officers. Select the Corporate Officer checkbox.

New Mexico (NM)

For each applicable employee:

∙ Enter the Reporting Unit Number in the Unit Number field.

∙ If you have employees who are officers. Select the Corporate Officer checkbox.

New York (NY)

Two wage types are available:

  • Benefit Wages

  • Other Wages

North Carolina (NC)

Complete if you are reporting wages for seasonal employees during your designated seasonal period. On the window, select the Seasonal Employee checkbox.

Ohio (OH)

Complete if you have employees who have been assigned Plant Codes. On the window, enter the Plant Code field.

Puerto Rico (PR)

Complete if you have employees with a second last name. On the Employee tab, enter the employee’s second last name (or Family Name).

South Carolina (SC)

Go to the Employee tab and complete if any of the following conditions apply to your employees:

  • Choose whether if your employee is a Corporate Officer or not.

  • Enter the Plant/Location Code

  • Enter the Occupational Code

Note: Selections entered in the Defaults tab applies to all employees except for the employees selected in the Employee tab.

Texas (TX)

Complete if one or both of these conditions apply:

· You are reporting a business unit number for employees. For each employee, enter the Unit Number in the field.

· You are an employer with multiple worksite locations and choose to report BLS3020 multiple worksite data on diskette. For each employee, enter the following:

§ The Establishment ID in the Plant Code field.

§ The 6-digit North American Industry Classification System code (NAICS) that best describes the work site where the employee is assigned, in the Industry Code field.

When filing, select Report Multiple Worksite.

Vermont (VT)

Complete if you have any employees who are paid on an hourly basis.

∙ Select the Hourly Employee checkbox

∙ Enter the hourly wages of the employees in the Hourly Wages field.

Support

If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.