LA Quarterly Wage Report
The LA Quarterly Wage Report is accessed by selecting the following menu path: Human Resources > State > LA Quarterly Wage Report.
Report Specific Setup
Human Resources Profile – State Window
Path: System Administration->Human Resources Profile->State Window
The user must enter some data on this page prior to running the Quarterly Wage Report.
In the section Additional Information: enter Federal Employee Identification Number and State UI Employer Number.
The Use Only Check History for Qtrwage Calculation field identifies the method of calculating the new field, Nominal Hourly Wage. If the Nominal Hourly Wage calculation in the Quarterly Wage Load should use hours taken only from check history, check this checkbox. If this checkbox is unchecked, the calculation will look for ACA Hours from Human Resources > Entry and Processing > Affordable Care Act > ACA Hours Tracking (this module can be used even if the user is NOT using it in connection with the ACA), or from an override field on the State Required Page.
The Nominal Hourly Wage Calculation will be described more fully below; briefly, the calculation divides an employee's quarterly hours into the applicable wages to obtain a Nominal Hourly Wage for each employee.
Pay Code Reference Table
Path: Human Resources->Reference Tables->Payroll->Pay Codes.
Pay Codes Excluded from Quarterly Wage Report are entered on the Human Resources > Reference Tables > Payroll > Pay Code Page.
Exclude from LA Quarterly Wage - Any pay on pay codes on which this checkbox is checked will not be included in the LA Quarterly Wage report.
LA Quarterly Wage No Hours - If this checkbox is checked, the wages on the pay code will be included as quarterly wages, but neither the wages nor the hours will be included in the Nominal Hourly Wage calculation, no matter what method is selected on the Human Resources Profile State page.
Using ACA Hours Tracking for the "hours" in the new nominal hourly wage field calculation
The user can use ACA Hours Tracking to for the new Nominal Hourly Wage field calculation. In ACA Hours Tracking, hours are either loaded from check history using a crosswalk to obtain the correct hours per pay item by job class or pay code, or hours can be imported from a spreadsheet.
Menu path: Human Resources > Entry and Processing > Affordable Care Act > ACA Hours Tracking.
Documentation for using ACA Hours Tracking is available on the customer service portal.
Louisiana State/Retirement Page
Path: Human Resources->Entry and Processing->Employee Information->Payroll Information->State Required
For multiple worksite reporters only: For each employee, enter the following fields on the State Required page
Reporting Unit: The state-assigned reporting unit number of the worksite where the employee is working during the quarter.
County Code: The three-digit numeric FIPS county code of the employee's worksite
Industry Code: The six-digit North American Industrial Classification System Code(NAICS) assigned to the reporting unit where the employee is assigned.
Qtrwage Hours, is an override for hours worked during the quarter, to be used in the Nominal Hourly Wage calculation. If this field is populated, it will override hours obtained by any other method.
Loading the Data
Before running the report the data for the quarter being reported must be loaded to the work table. If data already exists in the work table for the selected year and quarter, it is deleted and new data is loaded.
Click Load on the Action Bar to open the Load page:
Field Name | Description |
|---|---|
Quarter | Enter the quarter for which data will be loaded. The date range for each quarter is as follows:
|
Year | Enter the year for which data will be loaded. |
Pay Run(s) For 1st Month | Enter one or more pay runs that included the twelfth day of the first month in the quarter. Employees paid in these pay runs will be reported as having worked in the first month of the quarter. |
Pay Run(s) For 1st Month | Enter one or more pay runs that included the twelfth day of the second month in the quarter. Employees paid in these pay runs will be reported as having worked in the second month of the quarter. |
Pay Run(s) For 1st Month | Enter one or more pay runs that included the twelfth day of the third month in the quarter. Employees paid in these pay runs will be reported as having worked in the third month of the quarter. |
Data Definitions
The following table shows the source of each field in the work table qtrwagela:
Description | Field Name | Data Source |
|---|---|---|
Quarter | quarter | Quarter entered on the Load page |
Year | Year entered on the Load page | |
Employee Number | Empl_no | Payroll table |
Social Security | ssn | Employee table |
Last Name | l_name | Employee table |
First Name | f_name | Employee table |
Middle Name | m_name | Employee table |
Suffix | name_suffix | Employee table |
Quarterly Wages | qtr_wage | Calculated from Check History (checkhis and checkhi2 tables) as follows: For all checks where iss_date is within the date range for the selected quarter, and earn_ded = "P" (primary), and code is not one of the pay codes excluded on the State Profile screen: sum the amt field. Then subtract out the amt of any manually voided checks meeting the same criteria and where cleared date is within the date range. |
Include In Month 1 | month_1_worked | Checkhis table. If the employee has a non-voided check for a pay run entered for the first month, in the selected year, this will be set to "1" and will display as a checked box; otherwise it will be set to "0" and displayed as unchecked box. |
Include In Month 2 | month_2_worked | Checkhis table. If the employee has a non-voided check for a pay run entered for the second month, in the selected year, this will be set to "1" and will display as a checked box; otherwise it will be set to "0" and displayed as unchecked box. |
Include In Month 3 | month_3_worked | Checkhis table. If the employee has a non-voided check for a pay run entered for the second month, in the selected year, this will be set to "1" and will display as a checked box; otherwise it will be set to "0" and displayed as unchecked box. |
Nominal Hourly Wage | nom_hrwage | Checkhis or hrm_aca_hours. Calculated as the sum of all pay on pay codes not excluded from the LA Quarterly Wage Report and not excluded from the nominal hourly wage calculation / employee hours worked for the quarter. |
SOC/Job Code | socjob_code | Payrate/job class tables. The description of the job class of the employee's primary pay rate. If the employee does not have a primary pay rate, this field will not be populated during the load and must be updated manually. |
Maintaining the Data
Once data is loaded the user can perform searches, add, update and delete records from the main page of LA Quarterly Wage Report.
Click 'Find' to query the existing records based on the search criteria the user entered. After the records are displayed, the user can highlight the desired record and click 'OK' to review and update. To add a record click 'New' in the File Options on the action bar and enter the appropriate information. To delete a record, highlight the desired record and click 'Delete' in the File Options on the action bar.
Please see the data definitions table in the Loading the Data section above for detailed descriptions of the fields.
Purging the Data
Click the Purge action on the Action Bar to display the following page. Enter a quarter and year to purge all data from the work table for the selected quarter and year.
Generating Reports and Files
Click Reports in the Action Bar to display the Reports page:
Select a report type of either Hard Copy or Electronic File.
When Electronic File is selected, an additional panel for Electronic File Information will display.
Enter criteria as described below. Note that the values under Electronic File Information and Additional Information will be saved when the report is run and the saved values will be populated to this page on future visits.
Quarter | Select the Quarter. All data from the work table for the selected quarter and year will be included in the report. |
Year | Select the Year. All data from the work table for the selected quarter and year will be included in the report. |
Contact Name (Electronic File option only) | Enter the name of the person to be contacted by the Louisiana Workforce Commission if there is a problem with processing. |
Contact Location (Electronic File option only) | The location address (attention, suite, room number, etc.) for the contact name. |
Contact Email (Electronic File option only) | The email of the contact who will submit an electronic file via SFTP (Secure File Transport Protocol) |
Contact Phone and Extension (Electronic File option only) | The telephone number (including area code) for the contact name. Optionally include the contact's extension in the Extension field. |
State Excess Wages | Enter the Louisiana taxable wage base as specified on the annual rate notice or quarterly report. Any wages for an employee that exceed this amount will be reported as excess wages. |
Include Multiple Worksite Report Data | Check to include Multiple Worksite Data. Check this only if the employer is a multiple worksite reporter. If Multiple Worksite Report data is included in the Quarterly Wage submission then a separate BLS 3020(Multiple Worksite Report) is not required. |
Employees in More than One County/Industry | If Including Multiple Worksite Report Data: Check this if the site has employees in more than one county/industry submitted in this report. |
Employees in More Than One County | If Including Multiple Worksite Report Data: Check this if the site has employees who are in more than one county included in the report |
Employees in More Than One State | If Including Multiple Worksite Report Data: Check this if the site has employees who report wages to Louisiana and to other states included in the report. |
Submit Quarterly UI Payroll Taxes Using EFT | If Including Multiple Worksite Report Data: Check this if the employer participates in electronic funds transfer of quarterly UI payroll taxes. |
Report Layouts
When Multiple Worksite Report Data is included the report will also show Reporting Unit, County Code and NAICS Code for any employees who have this data defined.
Error Log
If any employees are not reported due to errors they will be included in an error log named qtrwgerr.log that is written to the report folder.
An error log, qtrwgload.log, reports any employees whose Nominal Hourly Wage calculation cannot be performed or who have used override hours from the State/Retirement page. This log is written to the report folder.
File Layouts and Data Mapping
RA Record (Submitter Record)
Field | Format | Length | Position | Location in the Application |
|---|---|---|---|---|
RECORD IDENTIFIER | Alpha | 2 | 1 | Constant "RA" |
SFTP EMAIL | Alpha | 9 | 3 | Qtrsetup.email |
FILLER | Alpha | 214 | 12 | blanks |
SUBMITTER NAME | Alpha | 57 | 217 | Hrm_prof.emp_name |
LOCATION ADDRESS | Alpha | 22 | 274 | Qtrsetup.address |
DELIVERY ADDRESS | Alpha | 22 | 296 | Hrm_prof.emp_add |
CITY | Alpha | 22 | 318 | .hrm_prof.emp_city |
STATE ABBREV | Alpha | 2 | 340 | hrm_prof.emp.emp_state |
ZIP CODE | Alpha | 5 | 342 | hrm_prof.emp_zip (1-5) |
ZIP CODE EXTENSION | Alpha | 4 | 347 | hrm_prof.emp_zip (7-10) |
Filler | Alpha | 45 | 351 | blanks |
CONTACT NAME | Alpha | 27 | 396 | Qtrsetup.contact |
CONTACT TELEPHONE | Alpha | 15 | 423 | Qtrsetup.phone |
CONTACT TELEPHONE EXTENSION | Alpha | 5 | 438 | Qtrsetup.ext |
FILLER | Alpha | 3 | 443 | Blanks |
SUBMITTER EMAIL FOR SFTP | Alpha | 40 | 446 | Qtrsetup.email |
FILLER | Alpha | 3 | 486 | Blanks |
CONTACT FAX NUMBER | Alpha | 10 | 489 | blanks |
FILLER | Alpha | 14 | 499 | Blanks |
RE Record (Employer Record)
Field | Format | Length | Position | Location in the Application |
|---|---|---|---|---|
Record Identifier | Alpha | 2 | 1 | Constant "RE" |
Report Year | Numeric | 4 | 3 | Selected Report Year |
Agent Indicator | Alpha | 1 | 7 | Blanks |
Federal Employer ID Number (FEIN) | Numeric | 9 | 8 | Hrmstate.state5 |
Agent for EIN | Alpha | 9 | 17 | Blanks |
Terminating Business Indicator | Numeric | 1 | 26 | 0 |
Establishment Number | Alpha | 4 | 27 | Blanks |
Other EIN | Alpha | 9 | 31 | Blanks |
Employer Name | alpha | 57 | 40 | Hrm_prof.emp_name |
Employer Address | Alpha | 22 | 97 | Qtrsetup.address |
Delivery Address | Alpha | 22 | 119 | Hrm_prof.emp_ |
Employer City | Alpha | 22 | 141 | Hrm_prof.emp_city |
Employer State Abbrev | Alpha | 2 | 163 | Hrm_prof.emp_state |
Employer Zip Code | Numeric | 5 | 165 | Hrm_prof.emp_zip (1-5) |
Employer Zip Extension | Alpha | 4 | 170 | Hrm_prof.emp_zip (7-10) |
Filler | Alpha | 5 | 174 | Blanks |
Foreign State/Province | Alpha | 23 | 179 | Blanks |
Foreign Postal Code | Alpha | 15 | 202 | Blanks |
Country Code | Alpha | 2 | 217 | Blanks |
Employment Code | Alpha | 1 | 219 | blank |
Tax Jurisdiction Code | Alpha | 1 | 220 | Blanks |
Tax Type | Alpha | 1 | 221 | "B" |
State Code Identifier | Numeric | 2 | 222 | "22" |
Reporting Period | Numeric | 6 | 224 | End date for year and quarter entered |
Blocking Factor | Alpha | 2 | 230 | "01" |
Filler | Alpha | 3 | 232 | Blanks |
State UI Employer Account Number | Numeric | 12 | 235 | Hrmstate.state6 |
Filler | Alpha | 3 | 247 | Blanks |
Multiple County Industry | Numeric | 1 | 250 | Qtrsetup.question2 |
Multiple Worksite Location | Numeric | 1 | 251 | Qtrsetup.question3 |
Multiple Worksite Indicator | Numeric | 1 | 252 | Qtrsetup.question1 |
Electronic Funds Transfer Indicator | Numeric | 1 | 253 | Qtrsetup.question4 |
Multi-state Employer Indicator | Alpha | 1 | 254 | Qtrsetup.question5 |
Filler | Alpha | 258 | 255 | Blanks |
RS Record (Employee state wage record)
Field | Format | Length | Position | Location in the Application |
|---|---|---|---|---|
Record Identifier | Alpha | 2 | 1 | Constant "RS" |
State Code | Numeric | 2 | 3 | "22" |
Taxing Entity Code | Alpha | 5 | 5 | Blanks |
SSN | Numeric | 9 | 10 | Qtrwagela.ssn |
Employee Last Name | Alpha | 20 | 19 | Qtrwagela.l_name |
First Name | Alpha | 15 | 39 | Qtrwagela.f_name |
Middle Name | Alpha | 15 | 54 | Qtrwagela.m_name |
Suffix | Alpha | 4 | 69 | Blanks |
Location Address | Alpha | 22 | 73 | Blanks |
Delivery Address | Alpha | 22 | 95 | Blanks |
City | Alpha | 22 | 117 | Blanks |
State Abbrev | Alpha | 2 | 139 | Blanks |
Zip Code | Alpha | 5 | 141 | Blanks |
Zip Extension | Alpha | 4 | 146 | Blanks |
Filler | Alpha | 5 | 150 | Blanks |
Foreign State/Province | Alpha | 23 | 155 | Blanks |
Foreign Postal Code | Alpha | 15 | 178 | Blanks |
Country Code | Alpha | 2 | 193 | Blanks |
Optional Code | Alpha | 2 | 195 | Blanks |
Reporting Period | Numeric | 6 | 197 | End date for year and quarter entered |
State Quarterly UI Wages | Numeric | 11 | 203 | Calculated quarterly wages |
State Quarterly Taxable Wages | Numeric | 11 | 214 | blanks |
Number of Weeks | Alpha | 2 | 225 | Blanks |
Date First Employed | Alpha | 8 | 227 | blanks |
Date of Separation | Alpha | 8 | 235 | blanks |
Filler | Alpha | 5 | 243 | Blanks |
State Employer Account Number | Alpha | 20 | 248 | Blanks |
Filler | Alpha | 6 | 268 | Blanks |
State Code | Numeric | 2 | 274 | Blanks |
State Taxable Wages | Numeric | 11 | 276 | blanks |
State Income Tax Withheld | Alpha | 11 | 287 | Blanks |
State Excess Wages | Numeric | 10 | 298 | Calculated Excess Wages |
Tax Type Code | Alpha | 1 | 308 | Blank |
Local Taxable Wages | Alpha | 11 | 309 | Blanks |
Local Income Tax Withheld | Alpha | 11 | 320 | Blanks |
State Control Number | Alpha | 7 | 331 | Blanks |
Reporting Unit Number | Numeric | 10 | 338 | Empuser.ftext1 |
County Code | Numeric | 3 | 348 | Empuser.ftext2 |
Industry Code | Numeric | 6 | 351 | Empuser.ftext3 |
Month 1 Employment | Numeric | 1 | 357 | qtrwagela.month_1_worked |
Month 2 Employment | Numeric | 1 | 358 | qtrwagela.month_2_worked |
Month 3 Employment | Numeric | 1 | 359 | qtrwagela.month_3_worked |
Nominal Hourly Wage | Numeric | 7 | 360 | qtrwagela.nom_hrwage |
SOC/ Job Code | Alpha | 25 | 367 | qtrwagela.socjob_code |
Filler | Alpha | 96 | 382 | Blanks |
Supplemental Data | Alpha | 25 | 488 | Blanks |
RF Record (Final Record)
Field | Format | Length | Position | Location in the Application |
|---|---|---|---|---|
Record Identifier | Alpha | 2 | 1 | Constant "RF" |
Filler | Alpha | 510 | 3 | blanks |