Quarterly Wage Report

Employers must file the Quarterly Wage report for each calendar quarter listing each employee who was employed at any time during the quarter.

Menu Path

Human Resources > State > State - IN > Quarterly Wage Report

Submission Period

January - March: Due by April 30
April - June: Due by July 31
July - September: Due by October 31
October - December: Due by January 31

Selection Rules

The following rules are applied when selecting records to include when loading data:

• All the employees who are eligible for unemployment insurance are selected.

• The selected employees are paid on the 12th of each month of the quarter.

Process

To create a report:

1. Load the data for the report.

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

   • Review the log file for possible errors.

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

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

4. Once the data is correct, create the Quarterly Wage Report.

5. Download the Quarterly Wage Report and follow the state's submission procedures.

Prerequisites

In addition to the procedures listed under Setup, ensure that location codes also contain a zip code. Select Menu, then System Administration, then Administration, and choose Location Codes (under Security). Click Find to display all location codes. Ensure that each location code has a valid Zip Code specified.

Load Data

You can load data based on Reporting Year, Reporting Quarter, and Pay Run(s) for the Month.

1. On the navigation bar, select Load.

2. Select the Reporting Year, Reporting Quarter, and Pay Run(s) for the Month.

3. Click Load, then Yes. The IN Quarterly Wage_Load Summary Report is created.

   

   Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

4. Save the file, then click OK.

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

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

7. Repeat steps 1 to 6 until all required data is loaded.

Maintain Data

You can correct loaded data before submitting the report. However, any changes made here must be duplicated in the source data.

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

• Year

• Quarter

• Social Security Number

• Employee Number

• Last Name

• First Name

• Middle Name

• Hire Date

• Employee Status

• Weeks Paid

• Gross Wages

2. To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.
3. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.

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

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

Create File

1. On the navigation bar, select Report > 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. 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.

   4. Click Create, then click Yes.
      The Quarterly Wage report is created. If report creation encounters any errors, an error message appears. Click OK.

      

      Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

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

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

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

7. Create the electronic file:

   1. Under File Type, select Electronic File.

   2. Click Create, then click Yes.

   3. If you did not create a hard copy of the report, a message is displayed. Click OK and follow Steps 2 and 3 to create a hard copy of the report and confirm that the required data is included.

   4. Select Electronic File and click Create.

      

      Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

The electronic file is created.

Purge Data

If you need to correct setups or employee data, first purge the existing records, then reload the data.

1. On the navigation bar, select Purge.

2. Select a Reporting Year and Reporting Quarter.

3. Click Submit.

4. Click Yes, then OK.