Quarterly Wage Report

The Quarterly Wage report provides the following information:

• Monthly wages paid to each employee for the specified quarter.

• Workforce data for the specified month or quarter.

Menu Path

Choose Human Resources from the main navigation menu, then choose State. Click Quarterly Wage Report.

Submission Period

The Wage Report is due at the end of every quarter. The Workforce Report is due at the end of every month or quarter.

Selection Rule

The report includes all employees who were paid wages.

Process

If needed, update the related setup to reflect any changes.

To create a report:

1. Load the data for the report.

2. Create the report file and verify that data was loaded correctly.

   1. Review the log file for possible errors.

   2. Use the maintenance options to add or delete records or to correct data. Note that any changes you make here must be duplicated in the source data.

      

      If errors require changes to setup or source data, you must purge the loaded data, then repeat steps 1 and 2.

3. Once the data is correct, create the Quarterly Wage or Workforce report.

4. Download the Quarterly Wage or Workforce report and follow the State's submission procedures.

Setup

Employer

Before generating reports, ensure that valid information is specified in the required fields on the IA Quarterly Wage Report - Setup - Employer page.

1. Choose Setup, then Employer.

   

   When setting up an employer for the first time, the default information from the W-2 employer information is displayed. You can change this information.

2. Refer to Quarterly Wage Report#Field Descriptions and update the employer information, if required.

3. Click Save.

4. Click Yes.

Field Descriptions

Prerequisites

Before creating the Quarterly Wage report, ensure that the following prerequisites are met:

• Enter valid information in the Non-Workforce Code field on the Human Resources Profile - State page.

• Enter valid information in the following fields on the Iowa State Retirement page:

  • Faculty

  • EXMPT WRK FORC

• Complete the Employer setup. Process any changes in employer information. Note that this information is not synchronized with the W-2 employer information.

Load Data

You can load data based on the report type, year, month, and pay runs.

1. Choose Load.

2. For the Monthly report:

   1. Select Monthly, Year, and Month.

   2. Select the Pay Run(s).

3. For the Quarterly report:

   1. Select Quarterly, Year, and Quarter.

   2. Select the Pay Run(s):

      • Pay Run(s) for 1st Month - Pay runs including the 12^th of the first month of the reporting period.

      • Pay Run(s) for 2nd Month - Pay runs including the 12^th of the second month of the reporting period.

      • Pay Run(s) for 3rd Month - Pay runs including the 12^th of the third month of the reporting period.
        The monthly wages for each employee with wages for these pay runs are included in the report.

4. Click Load, then Yes.

5. Save the file, then click OK.

6. Navigate to the folder containing the summary report file.

7. Inspect the file and update data, if needed.

8. Repeat steps 1 to 7 until all the data is loaded.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to application information must also be updated in the source data.

1. On the IA Quarterly Wage Report page, you can filter records by the following criteria:

   • Year

   • Month

   • Quarter

   • Social Security Number

   • Employee Number

   • Last Name

   • First Name

   • Middle Name

   • Location Code

   • Location Name

   • Wages Paid

   • Taxable Wages

2. To specify filter criteria, select an option from the list, enter a keyword or select an option, and click Add.

3. To add a record, click Add Record. Fill out the information and click Save. Click Yes.

4. To edit a record, click the ellipsis in the Actions column, and select Edit.

5. To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

6. To download the information, click Download, then select Download PDF or Download as an Excel Document.

Create Files

Wage Report

1. Choose Reports, then Wage Report.

2. Select the Reporting Year and Reporting Quarter.

3. Create a hard copy of the report to verify data before you create the electronic file:

   1. Under File Type, select Hard Copy.

   2. Under File Format, select PDF or Excel.

   3. Under Report Sort, select Sort by Name or Sort by Location.

   4. If you have security to view the entire Social Security Number (without masking) and want to include the entire Social Security Number, select Print Full Social Security Number.

   5. Click Create, then Yes to create the IA Quarterly Wage Report - Wage Report.

4. Save the file and navigate to the folder containing the report file.

5. Inspect the file. Update data, if needed.

6. Repeat steps 1 to 5 until all the data is included.

7. Create the electronic file:

   1. Under File Type, select Electronic File.

   2. Click Create, then Yes to create the electronic file.

8. Save the file and click OK.

Workforce Report

1. Choose Reports, then Workforce Report.

2. Choose the Report Type.

3. Select the Reporting Year and Reporting Month or Reporting Quarter.

4. Create a hard copy of the report to verify data:

   1. Under File Format, select PDF or Excel.

   2. Click Create, then Yes to create the IA Quarterly Wage Report - Workforce Report.

5. Save the file and navigate to the folder containing the report file.

6. Inspect the file. Update data, if needed.

7. Repeat steps 1 to 6 until all the data is included.

Purge Data

You can purge the data for the report when:

• You want to discard the data for the report completely.

• You want to change the setup or employee data and reload the data.

To purge report data:

1. Choose Purge.

2. To purge records by month:

   1. Choose Monthly.

   2. Select the Reporting Year and Reporting Month.

   3. Click Submit.

   4. Click Yes, then OK.

3. To purge records by quarter:

   1. Choose Quarterly.

   2. Select the Reporting Year and Reporting Quarter.

   3. Click Submit.

   4. Click Yes, then OK.

4. To purge records by year:

   1. Choose Yearly.

   2. Select the Reporting Year.

   3. Click Submit.

   4. Click Yes, then OK.