Notice: Quarterly payroll reports for fourth quarter 2018 to third quarter 2019 are due.
We are actively collecting Q3 2018 – Q2 2019 quarterly payroll reports which will be used for 2020 Proposed Deposit calculations. If you receive a request from us for missing payroll, please act on it immediately and do not ignore this request. Send missing payroll quarters and questions to firstname.lastname@example.org.
Sending Quarterly Wage Report Copies to the Trust
Every quarter, Trust members are asked to send us a copy of their most recent filed quarterly payroll report by email to email@example.com or by fax to 800-654-9018. These reports are sent to us after you, or your outside payroll provider, files the quarterly payroll reports. We only need a copy of the summary page showing total gross quarterly wage to calculate your share of allocated Trust operating expenses, reserve account goal and stop loss attachment point.
We do not file these reports for you. We just need a copy after it’s filed.
Sending Multi-state Quarterly Payroll Reports
The nature of business is changing through technology to a more global workforce. Whether you have branch offices in multiple states or – increasingly – remote workers and commuters who live in a different state than your main place of business, there are a few things to keep in mind concerning your Trust membership and unemployment claims.
If you have employees in more than one state, and some of those states are not covered by your Trust membership, you should send us only the wages from the state quarterly payroll reports showing total payroll for the employees in states covered by your Trust account!
Payroll information that you provide to us is used to determine your Trust membership calculations, including your share of allocated Trust operating expenses, reserve account goal, and stop loss attachment point. So, depending on what you send to us, your fees may be over-inflated if wages that should not be included are mistakenly considered, for purposes of your Trust membership.
As an example, if your Trust membership covers New York, but does not cover employees in your New Jersey and Pennsylvania locations, you would need to send us only your New York quarterly payroll report. If you send us anything other than just the New York report (e.g. IRS Form 941 which includes employee wages for all states), your total gross payroll numbers used by the Trust would be inflated to include New Jersey and Pennsylvania’s wages.
Additional Reminders for Your Payroll Provider – Your SUI rate is 0%
Aside from ensuring your unemployment program is structured to handle claims for multiple states according to your preference, you should also work with your payroll department or outside payroll provider to always timely file and report your quarterly payroll wages (state and federal) for all your employees, in all of your states, and with the correct corresponding SUI rates (or 0% SUI rate for reimbursing states).
Your payroll provider is also someone who can help you determine which state an employee’s wages need to be reported. One item you should review with your payroll provider are employees who commute or work remotely from home. We do not ever file or advise you about how to file your quarterly payroll reports.
At the end of the day, if your organization is planning for, or already undergoing structural changes, a proactive approach is beneficial. If there is anything that you need from us or that we can do for you, please contact 501(c) Agencies Trust Member Services at 800-442-4867.