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.
Menu path
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 Y in the UI Exempt field on the Defined Page 32001 - MN State Required II page
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
Enter valid information in the following fields on the Defined Page 32001 - MN State Required II page:
UI Exempt
UI Hours
Complete the Setup procedure.
Setup
Set up the Location Crosswalk before creating the Quarterly Wage report.
Location Crosswalk
On the MN Quarterly Unemployment Report page, select Location Crosswalk.
Filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
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
On the MN Quarterly Unemployment Report page, select Load.
Select the Report Year and Report Quarter.
In the Start Date field, select the quarter’s start date.
In the End Date field, select the quarter’s end date.
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.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report and select OK.
Navigate to the folder containing the load summary report file.
Inspect the file. Refer to Maintain data and update the data if needed.
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 <name> form of the <name> 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.
On the MN Quarterly Unemployment Report page, filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
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:
|
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 |
Total Quarterly Wages | The total wages paid to the employee during the quarter. | Not applicable |
Hours Worked | The total work hours of the employee in the quarter. | Not applicable |
Paid in Month 1 | Indicates whether the employee received wages in the first month of the quarter. | This field is updated depending on whether the employee was paid using a pay run listed in the 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 depending on whether the employee was paid using a pay run listed in the 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 depending on whether the employee was paid using a pay run listed in the Pay Run(s) For 3rd Month on the MN Quarterly Unemployment Report - Load page. |
UI Exempt | Status of the employee's unemployment insurance taxation exemption. | The field value is retrieved from the UI Exempt field on the Defined Page 32001 - MN State Required II page. This field value overrides the UI Exempt field value on the Defined Page 32001 - MN State Required II page. |
Create file
On the MN Quarterly Unemployment Report page, select Report.
Select the Report Year and Report Quarter.
Select UI Exempt to exclude employees with Y in the UI Exempt field on the MN Quarterly Unemployment Table Information form of the MN Quarterly Unemployment Report page.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
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.
Select Create, and then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, and then Yes.
Save the file and select OK.
The default file name is UI<Reporting Year><Reporting Quarter><MDE District Number>.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.
Purge data
If you need to correct setups or employee data, purge the existing records and reload the data.
On the MN Quarterly Unemployment Report page, select Purge.
Select the Report Year and Report Quarter.
Select Submit.
Select Yes, and then OK.