Quarterly Wage Report
The Quarterly Wage report provides information about the monthly wages paid to each employee for the specified quarter.
Menu Path
From the Human Resources menu, select State. From the State - VA menu, select Quarterly Wage 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
Includes all the employees who were paid wages in the specified quarter.
Prerequisites
Enter valid information in the following fields on the Human Resources Profile - State page:
Primary Employer Organization Code
Additional Employer Organization Code
Section 125 Table Code
Complete the setup for W-2 Processing.
Complete the Employer setup.
Setup
Set up the following before creating the Quarterly Wage report.
Employer
When setting up an employer record for the first time, the default data for the current tax year record from the W-2 employer data is retrieved. If the W-2 employer data requires updates, you can update the data as needed. This data is not synchronized with the W-2 employer data. You should update the source W-2 employer data before performing this procedure.
On the VA Quarterly Wage Report page, select Setup, then Employer.
Refer to Field Descriptions and enter valid information.
Select Save, then Yes.
Before saving, you can revert the changes by clicking Reset.
Field Descriptions
The following table describes the fields on the VA Quarterly Wage Report - Setup - Employer page.
Field | Description |
|---|---|
Name | The name of the school or district. The limit is 30 characters. |
Street Address 1 | The first line of the employer's address. The limit is 30 characters. |
Street Address 2 | The second line of the employer's address. This is used for the apartment, unit, or suite numbers. The limit is 30 characters. |
City | The city where the school or district is located. The limit is 15 characters. |
State | The two-character code identifying the state where the district is located. |
Zip | The five-digit zip code of the district's location. |
Zip Ext | The four-digit zip code extension. |
Contact Phone Number | The employer's ten-digit phone number. |
Employer Identification Number (EIN) | The nine-digit federally-assigned code identifying the district employer. |
Employer Account | The employer's account. |
Maximum Taxable Earnings | The employees' annual maximum taxable wages. |
UI Tax Rate | The tax rate for unemployment insurance as a percentage value. |
Load Data
On the VA Quarterly Wage Report page, select Load.
Select the Reporting Year and Reporting Quarter.
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 summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.
Maintain Data
You can correct loaded data before submitting the report.
On the VA Quarterly Wage Report page, filter records using the filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
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.
Field Descriptions
The following table describes the fields on the VA Quarterly Wage Report page.
Field | Description |
|---|---|
Year | The fiscal year for which the quarterly wage data is reported. |
Quarter | The quarter for which the quarterly wage data is reported. |
Employee Number | The employee number. Select Lookup to search for and select an employee number. |
Social Security Number | The employee's social security number. The value is retrieved from the Employee Information page. |
Last Name | The employee's last name. The value is retrieved from the Employee Information page. |
First Name | The employee's first name. The value is retrieved from the Employee Information page. |
Middle Name | The employee's middle name. The value is retrieved from the Employee Information page. |
Gender | The employee's gender. The value is retrieved from the Employee Information page. |
Zip Code | The five-digit zip code of the district's location. The value is retrieved from the Employee Information page. |
Zip Ext | The four-digit zip code extension. The value is retrieved from the Employee Information page. |
Department | The employee's department. The value is retrieved from the Employee Information page. |
Quarterly Earnings | The employee's quarterly wages. |
Year to Date Earnings | The employee's wages from the beginning of the year to the current date. |
Quarterly Excess | The employee's excess quarterly wages. |
Quarterly Taxable Amount | The employee's taxable quarterly wages. The amount is calculated by subtracting the value in the Quarterly Excess field from that in the Quarterly Earnings field. |
Quarterly Tax Amount | The employee's quarterly tax amount. |
Pay Group | The employee's pay group. The value is retrieved from the Employee Information page. |
Paid in Month 1 | Indicates whether the employee received wages in the first month of the quarter. |
Paid in Month 2 | Indicates whether the employee received wages in the second month of the quarter. |
Paid in Month 3 | Indicates whether the employee received wages in the third month of the quarter. |
Create File
On the VA Quarterly Wage Report page, select Report.
Select the Reporting Year and Reporting Quarter.
In the Additional Criteria section, select the required criteria.
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 the entire Social Security Number, 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 qtrwage.tpe.
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 VA Quarterly Wage Report page, select Purge.
Select the Reporting Year and Reporting Quarter.
Select Submit.
Select Yes, and then OK.