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PA Quarterly Unemployment Report

The Commonwealth of Pennsylvania requires employers to file a report each quarter idntifying all employees paid during the quarter.

The PA Unemployment Report will produce a report in hard copy and electronic formats. As of January 1, 2014 the Magnetic Media option is no longer acceptable. All districts must submit using the UC Management System, not eTides.

The ability to provide an amended file is also possible by using the load, purge and maintenance functions. Once the data is loaded at the end of a quarter, you can continue in your processing for the next pay run.

To access the PA Quarterly Unemployment Report select the following menu path: Human Resources -> State -> State -> PA Quarterly Unemployment Report.

Report Specific Set-up

Before the report is run, each employee who is to be reported to the PA UC Management System must have certain information recorded on their Employee Information - State Required data screen.

Setting up the Employee Information - State Required Window

Refer to the 'Employee Information - State Required Window' section for fields that need to be updated for the PA Quarterly Unemployment Report.

Loading the Data

Select the 'Load' option from the ribbon bar on the main window of the Unemployment Report screen.

Enter the information as specified in the table below and click 'OK'.

Field Name

Description

Report Year

This field will default to the current year as defined in the HRM profile.

Report Quarter

Choose the number representing the actual quarter for which the report is being run. For the second quarter, choose 2, meaning April-June.

PA U.I. Employer Account

Enter your PA unemployment compensation account number, in the format xxyyyyy or xxyyyyyR or xxyyyyyM. Note: Do NOT include dashes or spaces. This field will default to the account number entered the last time the report was run.

Maximum Weeks

This field is required for all report types. Choose the maximum number of credit weeks for the quarter being reported. This number will default to whatever was entered the last time the report was run.

Deduction Code

This field is optional. You may enter the deduction code representing the unemployment compensation payroll deduction. If you enter a deduction code, the salary information in the report will be taken from the deduct table. If you leave this field blank, the report’s salary information will be taken from the payroll table.

Employer Maximum Taxable

Enter the maximum annual salary taxable for PA unemployment compensation. For all clients, it will default to whatever was entered the last time the report was run. However, after the user enters the PA U.I. Employer Account number, if the account number has an “M” or an “R” in the ninth position, this maximum taxable is then set to zero.

Employer U.I. Tax Rate

Enter the PA unemployment compensation tax rate, in decimal format. For example, if the rate is 2.5%, you would enter 0.025.

Pay Run – Month n

Enter the pay run that contains the 12th of the first, second or third month in the quarter being reported.

After the 'OK' has been clicked, if this is the first time the load has been run for the quarter and year, a message box will be displayed.

If the quarter and year have been previously loaded, a message box will display.

If 'Yes' is selected, then all records for the quarter and year will be deleted before reloading the data.

Maintaining the Data

After all the records have been loaded and have returned to the Quarterly Unemployment Report screen, this is where the data can be queried, changed, added or deleted.

Note: The search criteria includes a check box which has 3 states:

  • Unselected - All records will be shown. This is the initial state when the screen is first displayed.

  • Yes - Only amended records will be shown.

  • No - Only unamended records will be shown.

The table below describes each of the fields on the PIMS Employee Information Window.

Field

Description

Database Field

Report Year

The year for which the report is being run. This field cannot be changed in update mode.

Report Quarter

The number representing the actual quarter for which the report is being run. For the second quarter, choose 2, meaning April-June. This field cannot be changed in update mode.


Employee Number

When adding a record and the employee number is entered, the social security number, first name, middle name, last name and suffix will be defaulted in from the employee database. This field cannot be changed in update mode.

employee.empl_no

Social Security

This field cannot be changed on the screen. Any changes must be made to the employee database.

employee.ssn

First Name

The employee’s first name.

employee.f_name

Middle Name

The employee’s middle name.

employee.m_name

Last Name

The employee’s last name.

employee.l_name

Suffix

The employee’s name suffix.

employee.name_suffix

Department

This field prints only on the hard copy report. It does not get reported to PA USMC.

employee.home_orgn

Prior Gross Wages

This amount is the difference between the employee’s yearly gross and their quarterly gross

Withholding

The employee’s withholding amount.

deduct.taken_q

or

zero

Gross Wages

The employee’s quarterly gross wages.

deduct.sal_q

or

payroll.tearn_q

Taxable Wages

The portion of the employee’s gross wages that is subject to employer unemployment taxes. This portion is subject to the limit (Employer Maximum Taxable) entered during the load process.


Credit Weeks

This comes from the Employee Information - State Required Screen.

empuser.ftext4

Include In Month 1,2,3

Check each box if the employee was paid during the pay run which included the 12th of that month.

Amended

Check if this is an amended record.

Amended Withholding

If this is an amended record, enter the corrected withholding amount.

Amended Gross Wages

If this is an amended record, enter the corrected gross wages.

Amended Taxable Wages

If this is an amended record, enter the corrected taxable wages.

Amended Credit Weeks

If this is an amended record, enter the corrected credit weeks.

Generating Reports and Files

To generate the PA Quarterly Unemployment Report and electronic file, click the 'Report' button in the Actions section of the ribbon bar. 

If there are amended records for the quarter/year, a message will be displayed.

When the user selects to output the hard copy report and has permission to view social security numbers on reports, a message will be displayed.

Select 'Yes' to print the Social Security numbers on the report, otherwise the Social Security numbers will be printed in the masked format. Next select the destination for the report.

Notes:

  • The DEPT information is from Human Resources / Employee Information.

  • The EMPLOYEE DEDUCTIONS information is blank if you do not choose a deduction code. If you choose a deduction code, this column will be filled in with employee deduction amounts for the chosen deduction code for the quarter.

  • If the Amended option was selected, only the amended records will be shown. However the totals will include all employees who were in the original load and the amended amounts will be reflected.

File Layouts and Data Mapping

The electronic file will create one record for each employee being reported. Each field except the last one is followed immediately by a comma. No leading or trailing blanks in any field. An empty field is seen by looking for a comma as the first character (first field is null), a comma as the last character (last field is null), or two adjacent commas in the record (an intermediate field is null).

Valid Quarterly Unemployment File Format:

Please refer to the following link for specific file formatting:

http://www.portal.state.pa.us/portal/server.pt?open=18&objID=895129&mode=2

Staff / Staff Snapshot

Data Item

Description

Length

Position

Location

A RECORD – IDENTIFICATION RECORD

Record Identifier

Constant ‘A’

Char(1)

1

Report Type

Constant ‘O’ for Original report, ‘A’ for an Amended Report

Char(1)

2

Not Used

Blank

Char(1)

3

Not Used

Blank

Char(1)

4

Not Used

Blank

Char(1)

5

Not Used

Blank

Char(1)

6

Not Used

Blank

Char(1)

7

Not Used

Blank

Char(1)

8

Not Used

Blank

Char(1)

9

Not Used

Blank

Char(1)

10

Not Used

Blank

Char(1)

11


E RECORD – EMPLOYER RECORD



Record

Identifier

Constant “E”

Char(1)

1

Account

Number

Enter the Employer Account Number without spaces or hyphens. Left-justify and right=fill with spaces.

Char(9)

2

Check Digit

Enter blank.

Char(1)

3

Filing Period

Enter “1” for first quarter (Jan. – March), “2” for the second quarter (April – June), “3” for the third quarter (July – Sept.), or “4” for the fourth quarter (Oct. – Dec.), and the appropriate 4-digit year.

Numeric(5)

4


Number of Employees 1st Month

Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period. Right-justify and zero-fill.

Numeric(5)

5


Number of Employees

2nd Month

Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period. Right-justify and zero-fill.

Numeric(5)

6


Number of Employees

3rd Month

Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period. Right-justify and zero-fill.

Numeric(5)

7


Gross Wages

Enter the total quarterly gross wages subject to state UC tax. Include all tip income. Right-justify and zero-fill.

Numeric(13)

8


Employee Withholding

Enter employee withholding due (gross wages multiplied by the employee withholding rate). Right-justify and zero-fill.

Numeric(13)

9


Taxable Wages

Enter the employee’s quarterly taxable wages subject to unemployment taxes. Right-justify and zero-fill.

Numeric(13)

10

Employer Contributions

Enter employer contributions due (taxable wages multiplied by employer PA contribution rate). Right-justify and zero-fill.

Numeric(13)

11



S RECORD – EMPLOYEE RECORD




Record

Identifier

Constant “S”

Char(1)

1

Account

Number

Enter the Employer Account Number without spaces or hyphens. Left-justify and right=fill with spaces.

Char(9)

2

Soc. Security Number

Enter employee Social Security number with no spaces or hyphens. If not known, enter blank.

Numeric(9)

3

employee.ssn

Employee Last Name

Enter the employee last name. If the last name includes a suffix, enter last name, space, suffix.

Char(25)

4

employee. l_name

Employee First Name

Enter the employee first name.

Char(15)

5

employee. f_name

Employee Middle Name

Enter the employee middle name or initial. If not known, enter blank.

Char(15)

6

employee. m_name

Employee Gross Wages

Enter the employee’s quarterly gross wages paid. Include all tip income. Right-justify and zero-fill.

Numeric(11)

7

deduct.sal_q
or
payroll.tearn_q

Employee Taxable Wages

Enter zeroes.

Numeric(11)

8

Employee Credit Weeks

Enter the number of weeks in the reporting period in which $50 or more was earned, regardless of when paid. Right-justify and zero-fill. Valid values are 0 through 14.

Numeric(2)

9

empuser.ftext4

Not Used

Blanks

Char(1)

10

Not Used

Blanks

Char(1)

11

Purging the Data

To purge the quarterly wage data for a specific report quarter click on the 'Purge' option in the main report window.

Enter the report year and quarter of the submission to be deleted and click on the 'OK' button.

Once the data has been purged, it cannot be recovered. There is no requirement that the data be purged.

CAUTIONS and RESTRICTIONS

  • All employees to be reported must be identified, and their default quarterly credit weeks specified, using the procedures in the Report Specific Setup section above.

  • There is a format for the file that could be submitted via upload or via FTP; this format is defined by the Interstate Conference of Employment Security Agencies and is thus referred to as the ICESA format. Use of the ICESA format was not selected as the solution for reporting, as it would require the sites to create and submit a wage file and a tax file as well as a pre-file and an ending 'trigger' file (if using FTP transfer).

  • If your site would have more than 5000 records, contact PowerSchool.

  • The format allows for multiple E type records; the program will only create one E record.

  • Only one line per social security number will be included in either the hard copy report or in the electronic data file created for submission to the USMC. If more than one employee number has the same social security, the first and last name must be identical. Credit weeks, withholding and all wage amounts will be totaled.

  • If data is purged, it cannot be recovered without using a prior backup.

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