Unemployment Compensation Magnetic Media Reporting

Release Bulletin
5607 New King Street ● Troy, MI 48098
Pennsylvania (PA) Unemployment
Compensation Magnetic Media
Reporting
Process of Magnetic Media Filing for PA Unemployment Compensation Reporting
with Product Release 5070
(DEALERLINE XL version)
Overview........................................................................................................................................................2
Initiate Magnetic Media Wage Reporting ......................................................................................................3
A. Complete Required Authorization Request Form ...............................................................................3
B. Create the File ....................................................................................................................................4
One Company File............................................................................................................................ 4
Multiple Company File .................................................................................................................... 10
C. Mapping a Drive / Copy File to Diskette ...........................................................................................20
Centralized Server (CE) Environment ............................................................................................ 20
Decentralized Server (DE) Environment ........................................................................................ 23
D. Send Completed Authorization Request Form and Test File Disk ...................................................25
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Pennsylvania (PA) Unemployment Compensation Magnetic Media Reporting
Release Bulletin
Overview
The Pennsylvania Unemployment Compensation Law requires all liable Pennsylvania employers to
report, on a quarterly basis, weeks worked and wages paid for each of their employees. The Social
Security Administration (SSA) requires all employers with 250 or more employees to submit their
required wage information on magnetic media (for example, on diskette). The Federal magnetic media
reporting formats are explained in the Federal publication Magnetic Media Reporting, SSA Pub. No. 42007, and can be obtained from the nearest SSA office.
Pennsylvania Unemployment Compensation Reporting
•
Added the ability to create magnetic media filing for PA Unemployment Compensation
reporting. Select option 5, Quarter End Reports BEFORE Year End or option 21,
Quarter End Reports AFTER Year End on the Payroll Reports Menu (PAM02).
For the State of Pennsylvania, a prompt displays asking if you want to create the file.
Enter Y to display a screen that indicates to select one of two options. Either create file
for a single company’s current information (Option 1) or keep this information and
combine another company’s information (Option 2). This process is similar to the
current process for W-2 reporting.
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Initiate Magnetic Media Wage Reporting
A request for Magnetic Media Wage Reporting (Form BMIS-1) must be completed, sent along with a
test file on diskette, and be approved before submitting official production data on a regular quarterly
basis. The external label on the test diskette must be marked “FOR TEST PURPOSES ONLY’. A test
file should be a complete copy of an actual unemployment quarterly report, but may be a partial quarter
if a complete quarter is not available.
A. Complete Required Authorization Request Form
1. Display a copy of the required form by accessing the Website (see Figure 1):
http://www.dli.state.pa.us/landi/cwp/view.asp?a=152&q=54246#magnetic
Under MAGNETIC MEDIA REPORTING select:
BMIS-1: Request For Magnetic Media Wage Reporting – SSA Format.
2. Print and fill out the entire authorization request form.
Note: It is also recommended to read the Magnetic Media Reporting Handbook –SSA Format
(select BMIS-4) to review this handbook and more detail information.
Figure 1 – Magnetic Media Reporting Website
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B. Create the File
The following explains how to create the test file (and actual production file after test is approved). You
have the options of either creating the file for one company or for multiple companies. The process of
creating this file is similar to the current process for W-2 reporting.
One Company File
1. From the DEALERLINE XL Main Menu, select option 1, BUSINESSLINE and press Enter. (see
Figure 3.)
Figure 3 – DEALERLINE XL Main Menu
2. From the BUSINESSLINE Main Menu, select option 4, Payroll Menu and press Enter. (see
Figure 4)
Figure 4 –BUSINESSLINE Main Menu
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3. From the Payroll Main Menu, select option 2, Payroll Reports Menu and press Enter. (see
Figure 5)
Figure 5 – PAYROLL Main Menu
4. From the Payroll Reports Menu, select option 5, Quarter End Reports BEFORE Year End or option
21, Quarter End Reports AFTER Year End (whichever is applicable) and press Enter. (see
Figure 6)
Figure 6 – Payroll Reports Menu
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5. From the Selective Company Request Screen, select company number and press Enter. (see
Figure 7)
Figure 7 – Selective Company Request Screen
6. Select the appropriate quarter (month is not required if quarter is selected) on the Payroll Reports
screen and press Enter.
Figure 8 – Payroll Reports Screen
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7. Indicate whether or not you want to combine locality taxes (N for No is the default) on the screen
(PA205001) and press Enter. (see Figure 9)
Figure 9 – Combine Locality Taxes Screen
8. Select Y (Yes) on the screen (PA205002) to the question: Do you want to create the Pennsylvania
Unemployment Compensation Quarterly Magnetic Media Report File? Then press Enter. (see
Figure 10)
Figure 10 – Create PA Unemployment Compensation Magnetic Media File Screen
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9. Type the appropriate printer ID to print the PA Unemployment Compensation report (default printer
ID displays) on the Report Override Options screen and press Enter. (see Figure 11)
Figure 11 – Report Override Option Screen
10. Select option 1 to create a PA Unemployment Compensation Magnetic Media file to report a single
company’s payroll data and press Enter. (see Figure 12)
Figure 12 – One or Multiple Companies Options Screen
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11. On the PA Unemployment Compensation Contact Record screen, verify State Employer Number,
type in the Contact Name and Telephone # (also type Extension (if applicable) of the person to
contact if there is a problem with the report. Verify the address information to where the diskette
should be returned. Press Enter. (see Figure 13)
Figure 13 – PA Unemployment Compensation Contact Record Screen
12. Verify information is correct. Press F13 (Change) if you need to change any information. Press
Enter to continue and create the file. (see Figure 14)
Figure 14 – PA Unemployment Compensation Contact Record Screen (Verify/Change/Continue)
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The file is created and you are ready to map a drive and copy to a diskette. (see Mapping a Drive / Copy
File to Diskette in the following section of this document)
Multiple Company File
1. From the DEALERLINE XL Main Menu, select option 1, BUSINESSLINE and press Enter. (see
Figure 15)
Figure 15 – DEALERLINE XL Main Menu
2. From the BUSINESSLINE Main Menu, select option 4, Payroll Menu and press Enter. (see
Figure 16)
Figure 16 – BUSINESSLINE Main Menu
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3. From the Payroll Main Menu, select option 2, Payroll Reports Menu and press Enter. (see
Figure 17)
Figure 17 – Payroll Main Menu
4. From the Payroll Reports Menu, select option 5, Quarter End Reports BEFORE Year End or option
21, Quarter End Reports AFTER Year End (whichever applicable) and press Enter. (see Figure 18)
Figure 18 – Payroll Reports Menu
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5. From the Selective Company Request Screen, select company number and press Enter. (see
Figure 19)
Figure 19 – Selective Company Request Screen
6. Select the appropriate quarter (month is not required if a quarter is selected) on the Payroll Reports
screen and press Enter. (see Figure 20)
Figure 20 – Payroll Reports Screen
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7. Indicate if you want to combine locality taxes (N for No is the default) on the next screen
(PA205001). (see Figure 21)
Figure 21 – Combine Locality Taxes Screen
8. Select Y (Yes) on screen (PA205002) to the question: Do you want to create the Pennsylvania
Unemployment Compensation Quarterly Magnetic Media Report File? Then press Enter. (see
Figure 22)
Figure 22 – Create PA Unemployment Compensation Magnetic Media Report File Screen
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9. Type the appropriate printer ID to print the report (default printer ID displays) on the Report
Override Options screen and press Enter. (see Figure 23)
Figure 23 – Report Override Options Screen
10. Select option 2 and press Enter to save the first company’s PA Unemployment Compensation data
and return to Payroll Reports Menu to select another company’s payroll data to add to the file. (see
Figure 24)
Figure 24 – One or Multiple Companies Option Screen
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11. From the Payroll Reports Menu, select option 5, Quarter End Reports BEFORE Year End or option
21, Quarter End Reports AFTER Year End (whichever applicable) and press Enter. (see Figure 25)
Figure 25 – Payroll Reports Menu
12. From the Selective Company Request Screen, select the company number of the next company to be
combined with the first company’s data and press Enter. (see Figure 26)
Figure 26 - Report Override Options Screen
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13. Select the appropriate quarter (month is not required if quarter is selected) on the Payroll Reports
screen and press Enter. (see Figure 27)
Figure 27 – Payroll Reports Screen
14. Indicate
if you want to combine locality taxes (N for No is the default) on the next screen
(PA205001) and press Enter. (see Figure 28)
Figure 28 – Combine Locality Taxes Screen
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15. Select Y (Yes) on screen (PA205002) with the question: Do you want to create the Pennsylvania
Unemployment Compensation Quarterly Magnetic Media Report File? Then press Enter. (see
Figure 29)
Figure 29 – Create the PA Unemployment Compensation Magnetic Media Report File Screen
16. Select the appropriate printer ID to print the report (default printer ID displays) on the Report
Override Options screen and press Enter. (see Figure 30)
Figure 30 – Report Override Options Screen
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17. Either select option 2 and press Enter to save another company’s PA Unemployment Compensation
data and return to Payroll Reports Menu to select another company (keep repeating to this step until
last company) or (if no more companies need to be added) select option 3 and press Enter to
combine all companies and create a PA Unemployment Compensation Magnetic Media file. (see
Figure 31)
Figure 31–Multiple Company Options Screen (Option 3 displays after multiple companies selected)
18. On the PA Unemployment Compensation Contact Record screen, verify State Employer Number,
type in the Contact Name and Telephone # (also type Extension (if applicable) of the person to
contact if there is a problem with the report. Verify the address information to where the diskette
should be returned. Press Enter. (see Figure 32)
Figure 32 – PA Unemployment Compensation Contact Record Screen
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19. Verify information is correct. Press F13 (Change) if you need to change any information. Press
Enter to continue and create the file. (see Figure 33)
Figure 33 – PA Unemployment Compensation Contact Record Screen (Change/Continue)
The file is created and you are ready to map a drive and copy to a diskette (see to Mapping a Drive /
Copy File to Diskette in the following section of this document).
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Pennsylvania (PA) Unemployment Compensation Magnetic Media Reporting
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C. Mapping a Drive / Copy File to Diskette
For your facility (CE Environment or DE Environment), follow one of the appropriate instructions for
mapping a drive and copying the file to diskette.
Centralized Server (CE) Environment
(Server located at an ARG facility)
WINDOWS 98 PC
1. Log-on into Windows 98 with your ASP server ID and password (ID must have Payroll
authority).
2. Right click the Start button, then left click Explore.
3. Click Tools at the top of the Windows Explorer window.
4. Click Map Network drive.
5. In the field labeled Drive, select an available drive letter (for example: ‘W:’).
6. In the field labeled Folder, type the following (while observing the bulleted rules
immediately below):
\\TIMEZONE.arg-asp.net\DLx
xxxxx\PAWAGES
•
Replace TIMEZONE with your appropriate LPAR designation listed below:
Eastern, Central, Mountain, Pacific, Indiana, Arizona, Hawaii, or Alaska.
•
DL is the appropriate share name prefix.
•
Replace xxxxx with your assigned Database Sequence Number (also known as:
Assigned Retailer Number). For example: 00105 (If your number is unknown, contact
the System Operations Team at the ARG Customer Support Center).
7. Verify there is a checkmark in the box next Reconnect at Logon (if not, click box).
8. Click OK.
9. Insert a blank diskette. Make sure the diskette is formatted correctly, the SSA diskette
requirements state that the diskette must be double-sided and formatted as the following
densities: 3 ½” high density 1.44 megabytes; and 3 ½” double density 720 kilobytes. DO
NOT COMPRESS DATA. SSA CANNOT PROCESS SINGLE-SIDED DISKETTES. The
PAWAGES file is created to the SSA requirements; no further revisions need to be made to
this file. It should not be sorted, changed, or resaved to a different file name. The
PAWAGES.dat file can be viewed before saving through WORDPAD/Notepad.
10. In Windows Explorer, double-click on the drive you just mapped, and then double click on
the PAWAGES directory. There will be only one file in the directory and that file is named
PAWAGES.dat. Click on that file to highlight it, click on the word File (at the top of the
screen), then Send to>, then 3 ½” floppy. The file will copy to the A: drive.
To confirm that the file copied, double click on the A: drive and you should see the file
PAWAGES.dat.
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Windows 2000 (or XP) PC
1. Log-on Windows 2000 (or XP).
2. Right click the Start button, and then left click Explore.
3. Click Tools at the top of the Windows Explorer window.
4. Click Map Network Drive.
5. In the field labeled Drive, select an available drive letter (Example: ‘W:’)
6. In the field labeled Folder, Type the following (while observing the bulleted rules
immediately below):
\\TIMEZONE.arg-asp.net\DLx
xxxxx\PAWAGES
• Replace TIMEZONE with your appropriate LPAR designation listed below:
Eastern, Central, Mountain, Pacific, Indiana, Arizona, Hawaii, and Alaska.
•
•
DL is the appropriate share name prefix.
Replace xxxxx with your assigned Database Sequence Number (also known as:
Assigned Retailer Number). For example: 00105 (If your number is unknown, contact
the System Operations Team at the ARG Customer Support Center).
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7. Verify there is a checkmark in box next to Reconnect at logon (if not, click in the box).
8. Click different user name to sign on to the ASP AS/400.
9. Type in your ASP ID and Password in the appropriate fields.
By default, you will connect to the network folder as
MyPC\Jim. To connect as another user, enter their
user name and password below.
10. Click OK.
11. Click Finish.
12. Insert a blank diskette. Make sure the diskette is formatted correctly, the SSA diskette
requirements state that the diskette must be double-sided and formatted as the following
densities: 3 ½” high density 1.44 megabytes; and 3 ½” double density 720 kilobytes. DO
NOT COMPRESS DATA. SSA CANNOT PROCESS SINGLE-SIDED DISKETTES. The
PAWAGES file is created to the SSA requirements; no further revisions need to be made to
this file. It should not be sorted, changed, or resaved to a different file name. The
PAWAGES.dat file can be viewed before saving through WORDPAD/Notepad.
13. In Windows Explorer, double-click on the drive you just mapped, and then double click on
the PAWAGES directory. There will be only one file in the directory and that file is named
PAWAGES.dat. Click on that file to highlight it, click on the word File (at the top of the
screen), then Send to>, then 3 ½” floppy. The file will copy to the A: drive.
To confirm that the file copied, double click on the A: drive and you should see the file
PAWAGES.dat.
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Decentralized Server (DE) Environment
To download PA Unemployment Compensation file report to a floppy disk, you must use a PC
that emulates to the AS400.
1. Find your AS400’s Local Control Point Name. Enter DSPNETA at a command line. On the
Display Network Attributes screen (see Figure 2), locate and write down the Local Control
Point Name (in the screen example it is S101A27C.
Figure 2 – Display Network Attributes Screen
2. Map a network drive on the PC. To do this, follow these steps:
¾
¾
¾
¾
Start Windows Explorer.
Click on Tools.
Click on Map Network Drive…
Select the drive letter that you want to use. Normally I: drive is used although this can
vary.
¾ Enter the path. It will be two back slashes followed by the Local Control Point Name from
step 1 above.
For example: \\S101A27C\QDLS\PAWAGES
¾ Click OK. You may be prompted to enter their AS400 User ID and Password, and then the
PC will process for a minute or two and create the new net work drive.
3. Insert a blank diskette. Make sure the diskette is formatted correctly, the SSA diskette
requirements state the diskette must be double-sided and formatted as the following densities: 3
½” high density 1.44 megabytes; and 3 ½” double density 720 kilobytes. DO NOT
COMPRESS DATA. SSA CANNOT PROCESS SINGLE-SIDED DISKETTES. The
PAWAGES file is created to the SSA requirements; no further revisions need to be made to
this file. It should not be sorted, changed, or resaved to a different file name. The
PAWAGES.dat file can be viewed before saving through WORDPAD/Notepad.
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4. In Windows Explorer, double-click on the drive you just mapped, and then double click on the
PAWAGES directory. There will be only one file in the directory and that file is named
PAWAGES.dat. Click on that file to highlight it, click on the word File (at the top of the
screen), then Send to>, then 3 ½” floppy. The file will copy to the A:drive.
To confirm that the file copied, double click on the A:drive and you should see the file
PAWAGES.dat.
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D. Send Completed Authorization Request Form and Test File Disk
Place the following securely in a mailing carton:
1. The diskette with the protect tab securely in place. Place an external label (FOR TEST PURPOSES
ONLY) on the diskette.
2. The completed Request for Magnetic Media Wage Reporting (Form BMIS-1) form.
Make sure the test diskette is packed securely in the carton according to U.S. Postal Service Domestic
Mail Manual, Section 121.76. Any damaged diskette will be returned, unprocessed.
Mark the carton COMPUTER DISKETTE and FRAGILE, and send to:
Commonwealth of Pennsylvania
Department of Labor & Industry
Bureau of Management Information Services
3rd Floor Main Labor and Industry Building
Harrisburg PA 17121-0001
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