1. Use Alio to Meet Federal Requirements
Charlotte Fidler

2. 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

3. IRS - 941

4. 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

5. IRS–941 - HE94101A.FMX

6. IRS–941 - HE94101A.FMX

7. IRS–941 - HE94101A.FMX

8. IRS–941 – Schedule B

9. IRS–941 – Schedule B

10. IRS–941 – Monthly Schedule Depositor

11. IRS–941 – Monthly Schedule Depositor

12. 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

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

14. 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

15. Unemployment Report

16. 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

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

18. Unemployment Report – HEUNE01A.FMX

19. Unemployment Report – HEUNE01A.FMX

20. Unemployment Report – HEUNE01A.FMX

21. Unemployment Report – HEUNE01A.FMX

22. Unemployment Report – HEUNE01A.FMX

23. 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

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

25. 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

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

27. Multiple Worksite Report

28. 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

29. Multiple Worksite Report – HHUNE05A.REP

30. 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

31. Bureau of Labor Statistics Report (BLS-790)

32. 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

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

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

35. EEO5 – Equal Employment Opportunity District Report

36. 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

37. Ethnic Codes – HMETH01A.FMX
Female Column and Male Column

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

39. EE05 – Equal Employment Opportunity District Report – HEEEO01S.FMX

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

41. 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

42. EE05 – Equal Employment Opportunity District Report – HEEEO01S.FMX

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

44. Federal Civil Rights Reporting

45. 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: C%2F

46. Federal Civil Rights Reporting – HECIV01A.FMX

47. 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

48. 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

49. School Staff Teachers FTE Count and Certification

50. Teachers Years Experience

51. School Counselors

52. Psychologists

53. Social Workers

54. Nurses

55. Security Guards

56. Sworn Law Enforcement Officers

57. Current Year and Previous Year Teacher Counts

58. Teacher Absenteeism

59. 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
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)

60. 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…

61. 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

62. New Hires Report

63. 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

64. 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

65. New Hires Report – HENHR01A.FMX

66. New Hires Report – HENHR01A.FMX
Error Report

67. New Hires Report – Create File

68. Creating Social Security Number Verification File

69. Creating Social Security Number Verification File

70. Creating Social Security Number Verification File

71. Creating Social Security Number Verification File