PowerSchool ERP Minnesota
PowerSchool ERP Minnesota
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Quarterly Unemployment Report

In Minnesota, unemployment insurance provides a temporary partial wage to workers who lose their jobs without fault. Employers fund the benefits through federal and state taxes.

According to Minnesota Unemployment Insurance Law, every individual or organization that pays covered wages must register with the Minnesota Unemployment Insurance (UI) program. The registration must be completed after the first wages are paid for covered employment and before the due date of the first quarterly wage detail report required from the employer.

Employers with covered employment must make quarterly unemployment insurance tax payments to the Minnesota Unemployment Insurance Trust Fund, which is used to fund the payment of unemployment benefits. This tax is calculated as a percentage of the taxable wages paid to employees and cannot be deducted from employee wages.

After paying the quarterly unemployment insurance tax, employers must submit the quarterly unemployment report to the Minnesota authority.

From the Human Resources menu, select State. From the State - MN menu, select Quarterly Unemployment 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 rule

All employees eligible for Unemployment Insurance during a quarter are selected and reported. This includes employees with no UI wages due.

Prerequisites

  • Enter valid information in the following fields on the Human Resources Profile - State page:

    • UI Employer Account Number - Non-Exempt

    • UI Employer Account Number - Exempt

  • Complete the Setup procedure.

Setup

Set up the Location Crosswalk before creating the Quarterly Wage report.

Location Crosswalk

  1. On the MN Quarterly Unemployment Report page, select Location Crosswalk.

  2. Filter records using the filter criteria. To enter filter criteria:

    1. Select an option in the first field.

    2. Select or enter a value.

    3. Select Add if the button is enabled.
      Refer to Search for Records for more information.

      • To add a record, select Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, then Yes.

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

      • To download the information, select Download, and then select Download PDF or Download as an Excel Document.

Field descriptions

The following table describes the fields on the Location Crosswalk form on the MN Quarterly Unemployment Report - Location Crosswalk page.

Field

Description

School Number

A unique identification number assigned to the school by the Minnesota authority.

The school number is available in the School Number field on the General tab of the Location Table page.

UIMN Location

The UIMN number assigned by the state.

Load data

  1. On the MN Quarterly Unemployment Report page, select Load.

  2. Select the Report Year and Report Quarter.

  3. In the Start Date field, select the quarter’s start date.

  4. In the End Date field, select the quarter’s end date.

  5. In the Paid Leave Deduction field, select the deductions to determine which wages and hours are calculated as Paid Leave Subject Wages and Paid Leave Subject Hours.

  6. Select the pay runs:

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

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

    • Pay Run(s) For 3rd Month - Pay runs, including the 12th of the third month of the reporting period.
      Employees with wages in these pay runs are included in the report.

  7. Select Load, and then Yes.

  8. If data for the selected criteria is loaded, select Yes to delete and reload the data.

  9. Save the Load Summary report and select OK.

  10. Navigate to the folder containing the load summary report file.

  11. Inspect the file. Refer to Maintain data and update the data if needed.

  12. Repeat these steps until all required data is loaded.

Maintain data

If errors are encountered during the Load data process, you can correct the source data on the MN Quarterly Unemployment Table Information form of the MN Quarterly Unemployment Report page. After corrections, you must purge and reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

  1. On the MN Quarterly Unemployment Report page, filter records using the filter criteria. To enter filter criteria:

    1. Select an option in the first field.

    2. Select or enter a value.

    3. Select Add if the button is enabled.
      Refer to Search for records for more information.

      • To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, and then Yes.

      • To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.

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

      • To download the information, select Download, and then select Download PDF or Download as an Excel Document.

Field descriptions

The following table describes the fields on the MN Quarterly Unemployment Table Information form of the MN Quarterly Unemployment Report page.

Field

Description

Load logic - Data source and Valid values

Reporting Year 

The fiscal year for which the quarterly wage data is reported.

This field is view-only and cannot be updated after saving the record.

Not applicable

Reporting Quarter

The quarter for which the quarterly wage data is reported.

This field is view-only and cannot be updated after saving the record.

Valid values:

  • 1

  • 2

  • 3

  • 4

Employee Number

The employee number.

Select Lookup to search for and select an employee number.

This field is view-only.

The field value is retrieved from the Employee Number field on the Employee Information page.

Social Security Number

The employee's social security number. 

This field is view-only.

The field value is retrieved from the Social Security field on the Employee Information page.

Last Name

The employee's last name.

This field is view-only.

The field value is retrieved from the Last Name field on the Employee Information page.

First Name

The employee's first name.

This field is view-only.

The field value is retrieved from the First Name field on the Employee Information page.

Middle Initial

The employee's middle initial.

This field is view-only.

The field value is retrieved from the Middle Name field on the Employee Information page.

UI Employer Unit Location Number

The UI employer unit location number assigned by the state.

Not applicable

UI Wages

The total UI wages paid to the employee during the quarter.

Retrieved from wages mapped to the non-exempt UI deduction codes during load.

UI Hours

The total UI hours worked by the employee in the quarter.

Not applicable

UI Exempt Wages

The wages exempt from unemployment insurance.

Populated during the load process based on wages associated with UI-exempt deduction codes.

UI Exempt Hours

Hours exempt from unemployment insurance.

Populated during the load process based on hours associated with UI-exempt deduction codes.

Total Wages

All wages, including UI wages and UI-exempt wages.

Populated during the load process as the sum of UI Wages and UI Exempt Wages.

Total Hours

All hours, including UI hours and UI-exempt hours.

Populated during the load process as the sum of UI Hours and UI Exempt Hours.

Paid Leave Subject Wages

The wages subject to the Paid Leave deduction, based on deduction code selections made on the Load screen.

Populated during the load process based on the Paid Leave Deduction selections on the MN Quarterly Unemployment Report - Load page.

Paid Leave Subject Hours

The hours subject to the Paid Leave deduction.

Populated during the load process based on the Paid Leave Deduction selections on the MN Quarterly Unemployment Report - Load page.

Paid Leave UI Exempt Wages

The portion of an employee's Paid Leave subject wages that exceeds their UI gross wages for the quarter.

Calculated during the data load process.

The calculated value represents the portion of the employee's Paid Leave Subject Wages that exceeds their UI Wages for the quarter, that is, the wages subject to Minnesota Paid Leave that are not subject to unemployment insurance (UI). The value is the difference between the Paid Leave Subject Wages field and the UI Wages field, rounded down to zero.

Paid Leave UI Exempt Hours

The portion of an employee's Paid Leave subject hours that exceeds their UI hours worked for the quarter.

Calculated during the data load process.

The calculated value represents the portion of the employee's Paid Leave Subject Hours that exceeds their UI Hours for the quarter — that is, the hours subject to Minnesota Paid Leave but not to unemployment insurance (UI). The value is the difference between the Paid Leave Subject Hours field and the UI Hours field, rounded down to zero.

Paid Leave Contribution

The employee's paid leave contribution amount.

The valid values are 0–7.2.

Paid Leave Benefit

The employer's paid leave benefit amount.

The valid values are 0–7.2.

Paid in Month 1

Indicates whether the employee received wages in the first month of the quarter.

This field is updated based on whether the employee was paid via a pay run listed under Pay Run(s) For 1st Month on the MN Quarterly Unemployment Report - Load page.

Paid in Month 2

Indicates whether the employee received wages in the second month of the quarter.

This field is updated based on whether the employee was paid via a pay run listed under Pay Run(s) For 2nd Month on the MN Quarterly Unemployment Report - Load page.

Paid in Month 3

Indicates whether the employee received wages in the third month of the quarter.

This field is updated based on whether the employee was paid via a pay run listed under Pay Run(s) For 3rd Month on the MN Quarterly Unemployment Report - Load page.

Create file

  1. On the MN Quarterly Unemployment Report page, select Report.

  2. Select the Report Year and Report Quarter.

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

    1. Select Hard Copy.

    2. Select PDF or Excel.

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

    4. Select Create, and then Yes.

  4. Save the file and select OK.

  5. Navigate to the folder containing the report file.

  6. Inspect the file. Update data if needed.

  7. Repeat these steps until all the required data is included.

  8. Create the electronic file:

    1. Select Electronic File.

    2. Select UI Exempt to generate a UI Exempt electronic file.

    3. Select Create, and then Yes.

    4. Save the file and select OK.

The default file names are:

  • Non-UI Exempt file: UI_<Reporting Year>_<Reporting Quarter>_UIWage.txt

  • UI Exempt file: UI_<Reporting Year>_<Reporting Quarter>_UIExempt.txt

For detailed information about the report’s file layout, refer to Quarterly Unemployment Report - File Layout and Data Mapping.

Follow the state's submission procedures.

Previously loaded data may have the following fields in the report files blank or set to 0:

  • UI Exempt Wages

  • Total Wages

  • Paid Leave Subject Wages

  • UI Exempt Hours

  • Total Hours

  • Paid Leave Subject Hours

  • Paid Leave Contribution

  • Paid Leave Benefit

  • Paid Leave UI Exempt Wages

  • Paid Leave UI Exempt Hours

Purge data

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

  1. On the MN Quarterly Unemployment Report page, select Purge.

  2. Select the Report Year and Report Quarter.

  3. Select Submit.

  4. Select Yes, and then OK.