Adding Employee Supplemental Info

Depending on your state, you may need to use the Employee Supplemental Information window to provide special employee information required for certain government reports on magnetic media, such as the Quarterly Wage Report on disk, or W-2s on disk.

Before you start

If you need to complete this window, you must do so before you create the data file for the report. The program uses this information, along with the standard information from employee records, when creating the data file on diskette or hard disk.

Adding Supplemental Details to your Employees

1. From Payroll > Tasks, select Employee Supplemental Info.
2. On the Employee Supplemental Information window, enter the Reporting Authority ID field by selecting your state from the drop-down list. In the list, the state is prefixed by the reporting type such as QWR (Quarterly Wage Report) or W2R (W-2 Report); for example, QWR-CA or W2R-IN.

   Only certain states display in the list.

   States display in the list if both conditions apply:

   • The state requires employee supplemental information.
   • You have activated the appropriate tax code for the state (usually the state’s SUTA code), using the Federal And State Taxes setup window.

   California and Maine display in the list if either their State Income Tax code (CASIT or MESIT respectively) or their SUTA code (CASUTA or MESUTA) has been activated.

3. The fields that display on the window will vary, depending on the state you selected. Enter the fields that you need, using your government specifications as a guide.

   On the window, there are two tabs that you can use:

   Defaults tab

   The Defaults tab enables you to specify values that apply to all your employees. The fields that are available for entry depend on the options you choose on the Defaults tab.

   Employee tab

   The Employee tab enables you to exclude employees from the values entered on the Defaults tab, or to change the default values for specific employees.

   In the Employee column, the drop-down list shows all employees in the company, not just for the selected reporting authority.

   Note: If you select an Ohio Reporting Authority ID, you can select up to 5 pairs of school district and local tax codes. These codes must be different for each pair.

   You can leave the Defaults tab blank, and use the Employee tab to enter the information for each of the employees.

   Or, you could use the Defaults tab to apply the information to all employees, and then use the Employee tab to exclude the employees who do not require the information. For example

   For example, if you are a Missouri employer with 100 employees, of which 90 employees require a Probationary Code:

   • On the Defaults tab, select the Probationary Code check box.
   • On the Employee tab, enter the 10 employees who do not require the Probationary Code (note that the Probationary column for each of the employees entered automatically sets to No).

4. After you complete the window, click Add.

After Adding Supplemental Info

Notes:  

• If you delete an employee in the Employee Payroll window, that employee is also deleted from the Employee Supplemental Information window.
• If you delete a tax (usually a SUTA tax) from the Federal and State Tax Codes window in Payroll Setup, that tax is also removed from the Reporting Authority ID field of the Employee Supplemental Information window.