Use Alio to Meet Federal Requirements Charlotte Fidler

Agenda IRS-941 – HE94101A.FMX Unemployment Report – HEUNE01A.FMX E-6 Annual Survey of Public Employment and Payroll for School Systems – HHE6R01A.REP Multiple Worksite Report – HHUNE05A.REP Bureau of Labor Statistics Report (BLS-790) – HHBLS01A.FMX EEO5 – Equal Employment Opportunity District Report – HEEEO01S.FMX Federal Civil Rights Reporting - HECIV01A.FMX New Hires Report – HENHR01A.FMX Creating Social Security Number Verification File **Changed in last year

IRS - 941

IRS-941 - HE94101A.FMX Use to submit 941 information to the IRS Includes Federal Income Tax, Social Security and Medicare for employee and Social Security and Medicare liability for employer Select either Monthly Schedule or Semiweekly Schedule Depositor If negative amounts exist in Schedule B, will receive message and must resolve Modify Check Date for negative amount in Check History to pay date with positive amount to offset negative amount and re-run extract Modify date on extract by removing negative amounts and applying to a positive pay date on Schedule B Modify data on 941 form by removing negative amounts and manually file 941C (correction) To avoid negatives, void checks using a pay date

IRS–941 - HE94101A.FMX

IRS–941 - HE94101A.FMX

IRS–941 - HE94101A.FMX

IRS–941 – Schedule B

IRS–941 – Schedule B

IRS–941 – Monthly Schedule Depositor

IRS–941 – Monthly Schedule Depositor

IRS–941 – Handling negative amounts – change alio Modify Check Date for negative amount in Check History to pay date with positive amount to offset negative amount and re-run extract using one of the programs below

IRS–941 – Handling Negative Amounts-change alio Remove negative amount and apply to a positive pay date This will not affect alio Check History

IRS–941 – Report Verification Use the Payroll Tax Totals Report to verify the Tax Liability field on the 941 to the following fields: Grand Total Soc Soc With (Withheld) Grand Total Medicare With Grand Total Federal With Employer Contribution Soc Sec With Employer Contribution Medicare With Review Generating the IRS-941 Form Chapter 6 of Guide to Federal Reporting for more information

Unemployment Report

Unemployment Report – HEUNE01A.FMX Federal-State Unemployment Insurance benefits typically are reported quarterly in electronic format Run and submitted at the end of each quarter Supported state layouts: CO, CT, FL, IL, IN, IA, KS, LA, MI, MO, NE, NH, NJ, NM, NV, OH, PA, RI, SC, TX, UT, VA, WY, and WI alio makes changes per state as needed Notify WSC of changes when you become aware If employee completely exempt from Unemployment Wages, check “Exempt from U.C.” on Employee Miscellaneous form NOTE: Wages paid for a job exempt from PA Unemployment must use a pay class that does not include Pay Type PUNE Verify the employee does not have PA UC tax deduction withheld

Employee Miscellaneous – HEMSC01A.FMX If employee is completely exempt, select Exempt for U.C. check box on Employee Miscellaneous form

Unemployment Report – HEUNE01A.FMX

Unemployment Report – HEUNE01A.FMX

Unemployment Report – HEUNE01A.FMX

Unemployment Report – HEUNE01A.FMX

Unemployment Report – HEUNE01A.FMX

Unemployment Report Verification Use the following historic reports to verify: Payroll Tax Totals Report – HHSUM08A.REP Compare totals only for same quarter Compare Unemployment Wages grand total to Unemployment Wages for Quarter Print Ded/Ben Report by Ded/Ben Code - HHDED01A.REP PA, CT clients Compare Ded/Ben Code for same quarter Compare Current Pay Subject To amount to Unemployment Wages Compare Current Amount to QTD UC amount on Unemployment Report Review Generating the Unemployment Electronic Wage Files Chapter 9 of Guide to Federal Reporting for more information

E-6 Annual Survey of Public Employment and Payroll for School Systems

E-6 Annual Survey of Public Employment and Payroll for School Systems – HHE6R01A.REP Annual Report used to measure number of federal, state and local civilian gov employees and their gross monthly payroll for March Provides data on full-time and part-time employment, part-time hours worked, full-time equivalent employment and payroll statistics by governmental functions Define Alternate Fed Status for Employment Status with P or T Review E-6 Annual Survey of Public Employment & Payroll for School Systems Chapter 7 of Guide to Federal Reporting for more information

E-6 Annual Survey of Public Employment and Payroll for School Systems – HHE6R01A.REP

Multiple Worksite Report

Multiple Worksite Report – HHUNE05A.REP Report shows count of employees by work location and total quarterly wages earned for a 3-month period Wages are reported using the PUNE Pay Type and pulled from amounts history based on the check date range for that quarter Counts are based on the 12th of the month and pulled from Check History based on pay period start and end dates. NOTE: Pay Control Beginning and Ending date must include the 12th each month. Employees coded as Exempt from U.C. on Employee Miscellaneous are not included

Multiple Worksite Report – HHUNE05A.REP

Multiple Worksite Report Verification Use the following historic reports to verify: Payroll Tax Totals Report - HHSUM08A.REP Compare Total Quarterly Wages against Grand Total Current – Unemployment Wages Print Deductions/Benefits by Ded/Ben Code - HEDED01A.REP Run by Ded/Ben Code for the Unemployment Code (example: UCTX) Review Generating the Multiple Worksite Report Chapter 2 of Guide to Federal Reporting for more information

Bureau of Labor Statistics Report (BLS-790)

Bureau of Labor Statistics (BLS-790) – HHBLS01A.FMX Monthly report listing the total number of employees who received pay on the 12th of the month Report lists number of women employees and total faculty members Total Employee and Faculty member use Employee Category Group Counts are based on the 12th of the month and pulled from Check History based on pay period start and end dates. NOTE: Pay Control Beginning and Ending date must include the 12th each month. Review Bureau of Labor Statistics Report (BLS-790) Chapter 3 of Guide to Federal Reporting for more information

Bureau of Labor Statistics (BLS-790) – HHBLS01A.FMX

Bureau of Labor Statistics (BLS-790) – HHBLS01A.FMX

EEO5 – Equal Employment Opportunity District Report

EEO5 – Equal Employment Opportunity District Report – HEEEO01S.FMX Equal Employment Opportunity Commission requires reports from all public elementary and secondary school districts Submission is biennially on every even-numbered year as of October 1 of the survey year Reporting provides information on employment totals, employees’ job categories and sex and race/ethnic groups Gender, Ethnic Codes (Female and Male Columns) and EEO Code on Employee Master (Misc) required Hispanic Check Box on Employee Master overrides Ethnic Code Review Generating the Equal Employment Opportunity District Report Chapter 5 of Guide to Federal Reporting for more information

Ethnic Codes – HMETH01A.FMX Female Column and Male Column

Employee Master Gender, Ethnic Coe (Female and Male Columns) and EEO Code work together to populate report – Hispanic check box overrides ethnic code

EE05 – Equal Employment Opportunity District Report – HEEEO01S.FMX

Edit and Exception Report run using Detail Report Edit and Exception Report displays detail of EEO5 Report for verification

District EEO5 Staff Information Report Report is populated using: Gender Ethnic Code Female or Male Column Ethnic Code on Employee Master Hispanic Check Box overrides EEO Code on Employee Master New Hires uses Hire Date Type

EE05 – Equal Employment Opportunity District Report – HEEEO01S.FMX

EE05 – Equal Employment Opportunity District Report – HEEEO01S.FMX No Need to Key information on website Create File to upload

Federal Civil Rights Reporting

Federal Civil Rights Reporting – HECIV01A.FMX Civil Rights Data Collection (CDDC) is required by the US Department of Education (ED) for every school district Provides CRDC reports to provide the amounts for Section IV (School Staff) and Section XI (Teacher Absenteeism) Modified in 16.4 adding Category Groups and additional Civil Rights FTE reports for Psychologists, Social Workers, Nurses, Security Guards, Law Enforcement and added Current/Prior Year report. Section XII (School Expenditures) can be gathered using FAS Expenditure Reports utilizing Report Spec and/or alio Intelligence. alio produces PDF reports which are used to manually enter on the CRDC web site: https://surveys.nces.ed.gov/CRDC/UserAccount/Login?ReturnUrl=%2FCRD C%2F

Federal Civil Rights Reporting – HECIV01A.FMX

Federal Civil Rights Reporting – HECIV01A.FMX Form contains no Extract button – data is extracted for each report and displays a PDF Category Groups determines employees for each report type FTE is capped at 1.00 FTE per employee selected Number of years to Subtract from Employee Experience is used to report accurate years of experience for a previous year Each report generated separately – select appropriate check box Multiple reports can be selected and generated at one time Review Federal Civil Rights Reporting Chapter 15 of Guide to Federal Reporting for more information

Federal Civil Rights Reporting – HECIV01A.FMX Part I Section IV School Staff Teachers FTE Count and Certification Teachers Years Experience School Counselors Psychologists Social Workers Nurses Security Guards Sworn Law Enforcement Officers Current Year and Previous Year Teachers Part 2 Section XI Teacher Absenteeism #37 Separate report generated for each section – data grouped by location and FTE subtotals for each location

School Staff Teachers FTE Count and Certification

Teachers Years Experience

School Counselors

Psychologists

Social Workers

Nurses

Security Guards

Sworn Law Enforcement Officers

Current Year and Previous Year Teacher Counts

Teacher Absenteeism

Prorated FTE Calculations for Terminated Employees Manually prorate terminated employee’s actual FTE and recalculate the total FTE amount for each school prior to submitting Civil Rights Report Refer to https://crdc.grads360.org/#communities/pdc/documents/5315 for more information about the prorated FTE calculations Terminated employees will fall into one of the following scenarios FTE for staff who do not work a full school year FTE for staff who work less than a full day for less than the full school year (part-time employees)

Prorated FTE Calculations for Terminated Employees FTE for staff who do not work a full school year Example: A school year is defined as 180 days and each school day is 6 hours long The FTE calculation for a teacher who works 6 hours per day for 135 days is…

Prorated FTE Calculations for Terminated Employees FTE for staff who work less than a full day for less than the full school year Example: A school year is defined as 180 days and each school day is 6 hours long The FTE calculation for a counselor who works 3 hours per day for 90

New Hires Report

New Hires Report – HENHR01A.FMX Federal law requires reporting State Directory of New Hires at state level using appropriate state format Required information is Employee Name, Address, SSN and hire date and Employer Name, Address and Federal Employer ID number Generate state formats using HENHR01A.FMX Address on Organization Master is used to select appropriate state file layout Supported states: AK, CO, CT, FL, IA, IL, IN, KS, LA, MI, MO, NE, NH, NJ, NM, NV, NY, OH, OK, PA, RI, SC, SD, TX, UT, VA, WI, WY Date Types for Hire and Retire are needed Review Generating the New Hires Report Chapter 8 of Guide to Federal Reporting for more information

New Hires Report – HENHR01A.FMX Federal law requires reporting State Directory of New Hires at state level using appropriate state format Required information is Employee Name, Address, SSN and hire date and Employer Name, Address and Federal Employer ID number Generate state formats using HENHR01A.FMX Address on Organization Master is used to select appropriate state file layout Supported states: AK, CO, CT, FL, IA, IL, IN, KS, LA, MI, MO, NE, NH, NJ, NM, NV, NY, OH, OK, PA, RI, SC, SD, TX, UT, VA, WI, WY Date Types for Hire and Retire are needed Review Generating the New Hires Report Chapter 8 of Guide to Federal Reporting for more information

New Hires Report – HENHR01A.FMX

New Hires Report – HENHR01A.FMX Error Report

New Hires Report – Create File

Creating Social Security Number Verification File

Creating Social Security Number Verification File

Creating Social Security Number Verification File

Creating Social Security Number Verification File