PA Quarterly Unemployment Report

The Pennsylvania Quarterly Unemployment Report is used by employers to report employee wage and tax information to the Pennsylvania Department of Labor & Industry (L&I) for the Unemployment Compensation (UC) program.

The report is used to:

Report total wages paid to each employee during the quarter.
Calculate and pay unemployment compensation (UC) taxes owed by the employer.
Ensure the accurate crediting of wages to employee accounts, which determines eligibility and benefit amounts if a worker files for unemployment benefits.

Menu path

From the Human Resources menu, select State. From the State menu, select PA Quarterly Unemployment Report.

Submission period

The report must be submitted at the end of every quarter:

Q1: Due April 30
Q2: Due July 31
Q3: Due October 31
Q4: Due January 31

Selection rule

Employees paid during the quarter are selected and reported.

Prerequisites

Enter valid information in the Qtr Wage Rpt field on the Payroll Information - State Required page.
Set up W2 parameters.

Load data

Use the PA Quarterly Unemployment Report - Load page to specify the criteria for loading the required data for the report.

On the PA Quarterly Unemployment Report page, select Load.
Refer to the Field descriptions and enter or select the required load criteria.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Select OK.
If errors are encountered, select OK and download the Load Error log.
Navigate to the file location.
Inspect the file. Refer to Maintain data and update it as necessary.
Repeat these steps until no errors are encountered and all required data is loaded.

Field descriptions

The following table describes the fields on the PA Quarterly Unemployment Report - Load page.

Field	Description
Report Year	The calendar year for the quarterly unemployment report. This field defaults to the Report Year on the Federal/State Reporting tab of the Human Resources Profile page.
Report Quarter	The quarter of the calendar year for the quarterly unemployment report. Valid values: 1 Jan-March 2 Apr-June 3 July-Sept 4 Oct-Dec
PA U.I. Employer Account	The Pennsylvania unemployment compensation account number assigned by the Pennsylvania Department of Labor and Industry, in one of the following formats: ####### #######R #######M Do not include dashes or spaces. This field defaults to the value entered the last time that data was loaded. If this field value has an “M” or an “R” in the eighth position, the Employer Maximum Taxable field value is set to 0.00.
Maximum Weeks	The maximum number of credit weeks that can be reported for an employee in the quarter Valid values: 12 13 14 This field defaults to the value selected the last time that data was loaded.
Deduction Code	If your district withholds unemployment tax from employees, enter the deduction code used for the unemployment compensation payroll deduction. If you select a deduction code, the report retrieves the salary information from the deduct table. If you leave this field blank, the report’s salary information is retrieved from the payroll table. The values in the drop-down list are retrieved from the Deduction Table page.
Employer Maximum Taxable	The maximum taxable annual salary for Pennsylvania unemployment insurance. This field defaults to the value selected the last time that data was loaded. If the PA U.I. Employer Account field value has an “M” or an “R” in the ninth position, this field value is set to 0.00.
Employer U.I. Tax Rate	The organization's PA unemployment insurance tax rate, in decimal format. For example, if the rate is 2.5%, enter 0.025.
Contact Name	The name of the person who should be contacted regarding this report.
Contact Email	The email address of the contact person.
Contact Phone	The phone number of the contact person.
Ext.	The phone number extension of the contact person.
Pay Run – Month 1	The pay run that contains the 12th of the first month in the quarter being reported. Use the pipe (\|) symbol to separate multiple pay runs.
Pay Run – Month 2	The pay run that contains the 12th of the second month in the quarter being reported. Use the pipe (\|) symbol to separate multiple pay runs.
Pay Run – Month 3	The pay run that contains the 12th of the third month in the quarter being reported. Use the pipe (\|) symbol to separate multiple pay runs.

Maintain data

If errors are encountered during the Load data process, you can correct the source data on the PA 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.

On the PA 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, select Add new. Refer to the Field descriptions, enter valid information, and select Accept.
  - To edit a record, select the record and select Accept. Update the information and select Accept.
  - To delete, select the record and select Delete. Select Yes.

Field descriptions

The following table describes the fields on the PA Quarterly Unemployment Report page.

Field	Description	Load logic - Data source and Valid values
Report Year	The calendar year for the quarterly unemployment report. This field is view-only and cannot be updated after saving the record.	Not applicable
Report Quarter	The quarter of the calendar year for the quarterly unemployment report. This field is view-only and cannot be updated after saving the record.	Valid values: 1 Jan-March 2 Apr-June 3 July-Sept 4 Oct-Dec
Employee Number	The employee’s identification (ID) number. Select the Lookup icon to search for and select an employee number. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Employee Number field on the Employee Information page.
Social Security	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.
First Name	The employee’s first name.	The field value is retrieved from the First Name field on the Employee Information page. This field value overrides the First Name field value on the Employee Information page.
Middle Name	The employee's middle name.	The field value is retrieved from the Middle Name field on the Employee Information page. This field value overrides the Middle Name field value on the Employee Information page.
Last Name	The employee's last name.	The field value is retrieved from the Last Name field on the Employee Information page. This field value overrides the Last Name field value on the Employee Information page.
Suffix	The employee’s name suffix.	The field value is retrieved from the Suffix field on the Employee Information page. This field value overrides the Suffix field value on the Employee Information page. The values in the drop-down list are retrieved from the Suffix Table page.
Department	The employee's home organization/department code. Identifies the department or location to which the employee is assigned for reporting and organizational purposes.	The field value is retrieved from the Department field on the Employment tab of the Employee Information page. This field value overrides the Department field value on the Employment tab of the Employee Information page.
Prior Gross Wages	The total wages the employee earned earlier in the same calendar year, but before the current quarter being reported. Used to determine how much of the annual taxable wage base has already been applied.	Calculated during the data load process. The calculated value represents the total wages the employee earned earlier in the same calendar year but before the current quarter being reported. Calculation formula: `Prior Gross Wages = Year-to-Date Gross (as of the day before the quarter starts) - Sum of Gross Wages from all previous quarters this year`
Withholding	The amount of unemployment insurance tax withheld from the employee's paychecks during the quarter. Most PA employers do not withhold UI tax from employees; this field is typically $0.00 unless your organization has employee-paid UI contributions.	Calculated during the data load process. The calculated value represents the total unemployment insurance tax withheld from the employee's paychecks during the quarter (if applicable). Calculation logic: If a deduction code is specified on the load screen: Withholding = SUM(deduct.amount) WHERE deduct.ded_cd = [specified deduction code] AND deduct.empl_no = [employee number] AND deduct.iss_date >= [quarter start date] AND deduct.iss_date <= [quarter end date] If no deduction code is specified: Withholding = $0.00
Gross Wages	The total compensation paid to the employee during the quarter, including regular wages, overtime, bonuses, and other taxable earnings, minus any voided checks.	Calculated during the data load process. The calculated value represents the total compensation paid to the employee during the quarter, including regular wages, overtime, bonuses, and other taxable earnings, minus any voided checks. Calculation formula: `Gross Wages = Sum of Paid Amounts - Sum of Voided Amounts`
Taxable Wages	The portion of gross wages subject to Pennsylvania unemployment insurance tax, limited by the state's annual taxable wage base (e.g., $10,000). Once an employee reaches the annual cap, additional wages are not taxable.	Calculated during the data load process. The calculated value represents the portion of gross wages that is subject to Pennsylvania unemployment insurance tax, limited by the state's annual taxable wage base. Calculation formula: `Taxable Wages = MIN(Gross Wages, (Max Taxable Gross - Prior Gross Wages))` `If result < 0, then Taxable Wages = $0.00`
Credit Weeks	The number of weeks during the quarter in which the employee earned wages meeting or exceeding Pennsylvania's minimum weekly threshold (typically $116 or the current state minimum). Determines unemployment benefit eligibility and amount.	The field value is retrieved from the Qtd Credit Wks field on the Payroll Information - State Required page and is also calculated during the data load process. The calculated value represents the number of weeks during the quarter in which the employee earned wages that meet or exceed Pennsylvania's minimum weekly threshold for unemployment insurance credit. Calculation method: `Credit Weeks = COUNT(distinct weeks where weekly wages >= minimum threshold)` `Limited to: MIN(calculated weeks, max_wks_qtr from load screen)`
Include In Month 1	Indicates whether the employee was paid in the pay run containing the 12th of the first month of the quarter.	Calculated during the data load process. The calculated value represents whether the employee was actively employed and paid during specific measurement periods within the first month of the quarter, as required by Pennsylvania unemployment reporting regulations. Calculation method for month 1: `IF the employee was paid in [Pay Run containing 12th of Month 1]` `THEN month1 = 'Y'` `ELSE month1 = 'N'`
Include In Month 2	Indicates whether the employee was paid in the pay run containing the 12th of the second month of the quarter.	Calculated during the data load process. The calculated value represents whether the employee was actively employed and paid during specific measurement periods within the second month of the quarter, as required by Pennsylvania unemployment reporting regulations. Calculation method for month 2: `IF the employee was paid in [Pay Run containing 12th of Month 2]` `THEN month2 = 'Y'` `ELSE month2 = 'N'`
Include In Month 3	Indicates whether the employee was paid in the pay run containing the 12th of the third month of the quarter.	Calculated during the data load process. The calculated value represents whether the employee was actively employed and paid during specific measurement periods within the third month of the quarter, as required by Pennsylvania unemployment reporting regulations. Calculation method for month 3: `IF the employee was paid in [Pay Run containing 12th of Month 3]` `THEN month3 = 'Y'` `ELSE month3 = 'N'`
Amended	Indicates whether this is an amended (corrected) quarterly report.	Not applicable
Amended Withholding	The corrected employee withholding amount required when filing an amended report. Used only when the original report contained incorrect withholding data.	Not applicable
Amended Gross Wages	The corrected gross wages amount required when filing an amended report. Used only when the original report contained incorrect wage data.	Not applicable
Amended Taxable Wages	The corrected taxable wages amount required when filing an amended report. Used only when the original report contained incorrect taxable wage calculations.	Not applicable
Amended Credit Weeks	The corrected number of credit weeks required when filing an amended report. Used only when the original report contained incorrect credit week counts.	Not applicable

Create file

Use the PA Quarterly Unemployment Report - Report page to specify the report criteria and create the report file.

On the PA Quarterly Unemployment Report page, select Report.
Select the Report Year and Report Quarter.
Select Amended to include only amended records. However, the totals will include all employees initially included in the load, and the amended amounts will be reflected accordingly.
Create a hard copy of the report to verify data before you create the electronic file:
1. Select Hard Copy.
2. Select Accept.
3. If you have the security permission to view the entire Social Security Number (without masking) and want to include it, select Yes.
4. Select a Destination for the hard copy file:
  - Select File to create the report in .rpt format. The default file name is qtrwages.rpt. You can change the default file name.
  - Select Screen to download the report in .pdf format. The default file name is qtrwages_<####>.pdf.
  - Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is qtrwagesrpt<####_#####>.xlsx.
    - Select OK.
      - Download the .rpt file from the View Files page.
      - Save the .pdf or .xls file.
        For more information about the Print option, refer to Print Reports.
Navigate to the folder containing the report file.
Inspect the file. Refer to Maintain data and update the data as necessary.
Repeat these steps until all the required data is included.
Create the electronic file:
1. Select Electronic File.
2. Select Accept, and then OK.
3. Select OK again.
4. Download the file from the View Files page.

The default file names are:

Original Wage and Tax Report: FILEUPLOAD_UC2-2A_<seven-digit PA U.I. Employer Account>.CSV
Amended Wage and Tax Report: FILEUPLOAD_UC2X-2AX_<seven-digit PA U.I. Employer Account>.CSV

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

To open and view your file before submitting it, use Notepad or WordPad. If you open the electronic file with a spreadsheet application, the text formatting will be lost.

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 PA Quarterly Unemployment Report page, select Purge.
Select the Purge Year and Purge Quarter.
Select Accept.
Select Yes, and then OK.