PROCESS QUARTERLY TWC#

The state of Texas requires that each employer submit employee Quarterly Wages and Wage Distribution reports. The exact requirements vary depending on the type of employer, and some reports are mandatory or optional depending on the type of employer. Personality2000 does not support all TWC (Texas Workforce Commission) requirements, since some are as simple as a single page summary on a quarterly basis. The reporting requirements as per the ‘Magnetic Media Reporting’ guide (July 1999) are followed. The two reports supported are:

Employer Quarterly Report This report provides TWC with Employee Wage details for the quarter. Multiple Work Site Report (BLS3020) This report includes wage and work location information by work site. All multi-location employers in Texas with a total of 10 or more employees outside their primary establishment (establishment with the largest employment) should file form BLS3020 Multiple Work Site Report Personality2000 provides support for submitting these two reports on magnetic media in the ICESA format. ICESA is an interstate format in a media format published by the ‘Interstate Conference of Employment Security Agencies’, TWC provides support for two other formats (TWC Tape and TWC Diskette) which are NOT supported. Employer Contribution Data (C3) Employer Contribution Information is submitted at the same time as the Employer Quarterly report. This report is presently NOT supported by Personality2000 . TWC provides for this information to be included in the same file as the Employer Quarterly Report so long as it is approved by TWC prior to submitting electronically. The C3 must be prepared manually. Texas Workforce Commission Set Up User Field - IMUF The following ‘User Field’ must be established for the ‘Assignment Details’ table. Although optional, this field is required for the Multiple Work Sites report. It is recommended that this User Fields be set up each employee, even if the Multiple Work Site report is not submitted. This User Field must be attached to the Assignment Form in the date sensitive area - IEAS. Establishment ID This ID is assigned is assigned by TWC for each work location, and is stored as a User Field on each Prime Assignment Detail. Lexicon - IMLN The User Defined lexicon of 'X_POSITION_TYPES' must be completed with the saved value as the SIC codes that are needed. The User Defined lexicon of ‘X_TWC_SIC_CODE’ must be completed. This lexicon provides the names associated with all ‘SIC Codes’ used. The Position Details contains the SIC code for each position indicated in the 'Position Type' field. SIC Code (Standard Industry Classification) is a code assigned by TWC to the reporting unit where each employee is assigned. The SIC code is taken from the position type of the ‘Prime’ Employee Position. This field is used on the Multiple Work Site Report. Tax Jurisdictions - IDTX TWC requires that each Tax Jurisdiction within the state of Texas be assigned a ‘State County Code’ known as the FIPS Code. The ‘Magnetic Reporting Media’ guide contains an appendix that lists all of these codes.

The FIPS Code must be entered on each ‘Tax Jurisdiction’ established in the State of Texas. This code is required for the ‘Multiple Work Site Report’, and it is recommended that these be set up even if the Multiple Site report is not required.

Assign a FIPS code to all tax jurisdictions for both state and county.

Interface Format - IDIF The ICESA format used for TWC can be set up using the ‘Define Interface Formats’ function IDIF. Personality2000 provides a default format HL$RPTWC that should be copied and then adjusted to suit the client specific needs. Once per quarter, the function ‘RPTWC’ must be executed to create the ‘TWC’ Report. It may include both ‘Quarterly Wages' and ‘Multi Work Site’ information. The TWC file is also created in accordance with the IDIF entry chosen.

‘Process Quarterly TWC’ Usage and Examples Report Parameters Entity Mandatory, LOV available Limits the process to the entity specified. TWC Earnings Element Mandatory, LOV available

Pay element that contains the earnings pay components that qualify for TWC Payroll Quarter (YYYQQ) Mandatory, text The ‘Payroll Quarter' will be used to determine which transactions to include in the report. The quarter should be entered as YYYYQQ. Include Multiple Work Site Mandatory, LOV available If you wish to include multiple work sites then indicate <Yes>. Include Wage Records Mandatory, LOV available If you wish to include wage records then indicate <Yes>. Interface Code Mandatory, LOV available Interface Directory Mandatory, text Must be a directory on the server for which the current user (as signed onto the client’s network) has write capability. For example the entry ‘C:\TEMP’ accesses the ‘TEMP’ directory on the server, not the local directory for the computer terminal being used. File Name Mandatory, text Enter the name of the file that will be created in the interface directory specified. Write or Append Mandatory, LOV available If the file already exists should the current information overwrite it or append to it? Output Header and Trailer Mandatory, LOV available If the file is to contain a header and trailer record then indicate <Yes>. Exception Level Mandatory, LOV available A ‘trace’ report of exception messages may be produced to assist in the testing phase. If necessary, choose from 0 – 9 (highest) level of trace. Please note that this is a voluminous report and will cause very slow performance. Trial Mandatory, LOV available The report may be run in trial mode (Yes) or update mode (No) A ‘Record of Employment’ is a pre-printed form provided by the HRDC to report employee’s Employment Insurance information. The instruction for completing ‘Record of Employment’ is provided in the booklet called ‘How to Complete the Record of Employment (ROE) Form’. The ROE Form supported is INS-2106-09-98E. The ROE process within Personality2000 will allow users to report employees' Record of Employment information according to user selection criteria to generate a file for the import into the government ROELaser.exe print program. Please refer to the government Web site for ROE Laser program details. http://www.hrdc-drhc.gc.ca/ae-ei/pubs/guide.shtml ROE Set Up User Fields If ROE Amend Serial #, Box 17 and 19 are to be used, set up the following User Fields in IMUF for P2K_HR_EMPLOYMENTS. User Fields on Employment If an employee requires Box 17 and/or 19 to be reported on the ROE, enter the appropriate values in the User Fields attached to the Employment (IEEI) form. ROE Fields on Employment ROE Status 00 Not Required 01 ROE Required/Request Will be picked up by UPROE 02 ROE Issued Updated by UPROE 03 Duplicate Requested Will be picked up by UPROE 04 Duplicate Issued Updated by UPROE

ROE Issue Date Updated by UPROE ROE Letter Updated by UPROE to the ROE Letter of the Termination Reason (IDTR) for the employee. Form Definition Variables Field Identifier Description Suggested Field Source/Constant ROE-FILE-HEADER File Header Constant PDFSProe ROE-SOFTWARE-VERS Major and Minor Software Version Constant 0300 ROE-SOFTWARE-REV Software Revision Constant 000 ROE-PRINT-LANG Language used to print ROE Data Base Column EID.LANGUAGE_CODE or Constant E or F ROE-REFERENCE1 Employer’s Payroll Reference 1 Data Base Column PPA.PAYROLL_CODE ROE-REFERENCE2 Employer’s Payroll Reference 2 Data Base Column EID.PERSON_CODE ROE-ER-MAIL-ADDR Use Employer Mailing Address Constant Y or N ROE-EE-MAIL-ADDR Use Employee Mailing Address Constant Y or N ROE-1ST-DAY-WORK First Day Worked Data Base Column EEM.FIRST_WORK_DATE ROE-LAST-DAY-PAID Last Day For Which Paid Data Base Column EEM.LAST_WORK_DATE ROE-FINAL-PER-END Final Pay Period End Date Data Base Column PPP.PAY_PERIOD_END_DATE ROE-OCCUPATION Occupation Description Data Base Column EASD.ASSIGNMENT_TITLE ROE-RECALL-DATE Expected Date of Recall Data Base Column EEM.EXPECTED_RETURN_DATE ROE-RECALL-CODE Expected Recall Code Data Base Column EEM.REHIRE_STATUS ROE-REASON Reason for ROE issue Constant DTR.ROE_LETTER ROE-CONT-NAME Contact name Constant Enter your company data ROE-CONT-TEL-AREA Contact Phone Area Code Constant Enter your company data ROE-CONT-TEL Contact Phone Number Constant Enter your company data

Field Identifier Description Suggested Field Source/Constant ROE-CONT-TEL-EXT Contact Phone Extension Constant Enter your company data ROE-MONEY-PAID Moneys paid on Separation Constant Y or N ROE-VACN-CODE Vacation Pay Code Constant Enter a Constant e.g. A, B, … V etc. Or the constant ‘ROE VACN CODE’ which points to the EEM user field ‘ROE VACN CODE’ ROE-VACN-AMT Vacation Pay Amount Element ROE-BOX-17-VACN ROE-STATHOL1-CODE Statutory Holiday 1 Code Constant Enter a Constant e.g. A, B, … V etc. Or the constant ‘ROE STATHOL1 CODE’ which points to the EEM user field ‘ROE STATHOL1 CODE’ ROE-STATHOL1-DATE Statutory Holiday 1 Date Constant Enter a Date Constant e.g. 24-May-2000 Or the constant ‘ROE STATHOL1 DATE’ which points to the EEM user field ‘ROE STATHOL1 DATE’ ROE-STATHOL1-AMT Statutory Holiday 1 Amount Element ROE-BOX-17-STAT1 ROE-STATHOL2-CODE Statutory Holiday 2 Code Constant Enter a Constant e.g. A, B, … V etc. Or the constant ‘ROE STATHOL2 CODE’ which points to the EEM user field ‘ROE STATHOL2 CODE’ ROE-STATHOL2-DATE Statutory Holiday 2 Date Constant Enter a Date Constant e.g. 01-Jul-2000 Or the constant ‘ROE STATHOL2 DATE’ which points to the EEM user field ‘ROE STATHOL2 DATE’ ROE-STATHOL2-AMT Statutory Holiday 2 Amount Element ROE-BOX-17-STAT2 ROE-STATHOL3-CODE Statutory Holiday 3 Code Constant Enter a Constant e.g. A, B, … V etc. Or the constant ‘ROE STATHOL3 CODE’ which points to the EEM user field ‘ROE STATHOL3 CODE’ ROE-STATHOL3-DATE Statutory Holiday 3 Date Constant Enter a Date Constant e.g. 24-May-2000 Or the constant ‘ROE STATHOL3 DATE’ which points to the EEM user field ‘ROE STATHOL3 DATE’ ROE-STATHOL3-AMT Statutory Holiday 3 Amount Element ROE-BOX-17-STAT3 ROE-OTHER1-DESC Other Money 1 Description Constant Enter a Constant description Or the constant ‘ROE OTHER1 DESC’ which points to the EEM user field ‘ROE OTHER1 DESC’ ROE-OTHER1-AMT Other Money 1 Amount Element ROE-BOX-17-OTH1

Field Identifier Description Suggested Field Source/Constant ROE-OTHER2-DESC Other Money 2 Description Constant Enter a Constant description Or the constant ‘ROE OTHER2 DESC’ which points to the EEM user field ‘ROE OTHER2 DESC’ ROE-OTHER2-AMT Other Money 2 Amount Element ROE-BOX-17-OTH2 ROE-OTHER3-DESC Other Money 3 Description Constant Enter a Constant description Or the constant ‘ROE OTHER3 DESC’ which points to the EEM user field ‘ROE OTHER3 DESC’ ROE-OTHER3-AMT Other Money 3 Amount Element ROE-BOX-17-OTH3 ROE-COMMENTS ROE Comments Line Data Base Column EEM.ROE_COMMENTS or constant ROE-SICK-LV-DATE Paid Sick or Parental Leave Date Constant Enter a Date Constant e.g. 01-Aug-2000 Or the constant ‘ROE SICK LV DATE’ which points to the EEM user field ‘ROE SICK LV DATE’ ROE-SICK-LV-AMT Paid Sick or Parental Leave Amt Element ROE-SICK-LV-AMT ROE-SICK-LV-PER Paid Sick or Parental Per Day or Week Constant D or W ROE-ER-LANG Correspondence Language Constant E or F ROE-ISSUER-TEL-AREA Issuer Phone Area Code Constant Enter your company data ROE-ISSUER-TEL Issuer Phone Number Constant Enter your company data ROE-ISSUER-TEL-EXT Issuer Phone Extension Constant Enter your company data ROE-ISSUER-NAME Issuer Name Constant Enter your company data

Produce Record of Employment The UPROE function produces a file that is then used by the ‘ROELase.exe’ program obtained from HRDC. ‘Produce Record of Employment’ Highlights ‘Produce Record of Employment’ may be found through the menu bar: The form may also be accessed through the command with ‘UPROE’. UPROE allows the user to select employees to print the Record of Employment form. UPROE parameter screen allows the user to select employees by ‘Employment Status’ and ‘Termination