03-22-2010 Wisconsin Workforce Development Electronic Filing

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3/22/10 Wisconsin Department of Workforce Development Requires Electronic Certified Payrolls.

The Wisconsin Department of Workforce Development has implemented electronic filing requirements of their own.  The filing requirements of the Department of Workforce Development are totally different than the electronic filing requirements of the Wisconsin Department of Transportation - which only adds another layer of complexity - while we ourselves have added a further layer of complexity to this by introducing the ability to generate the Department of Workforce Development form, it's electronic filing requirements, the Department of Transportation form, it's electronic filing requirements, and the Federal WH-347 form.

You should not attempt to install this update until you have performed the following:

• Print this document (click the printer icon above).
• Read the document through in its entirety - phone support is limited due to the fact that these instructions have been fully documented.
• Make a backup of your EXISTING Certified Payroll Solution Data (which you should be doing anyway).

ABOUT THE UPDATE:

Previous to this update, you could have had the ability to EITHER print the Department of Workforce Development form and the Federal WH-347 OR print the Department of Transportation form, comply with DOT electronic filing requirements and print the Federal.

Due to the changes from the Department of Workforce Development and our own changes we have implemented, we will provide you with 3 different options (and complete instructions for each) so you can make your own decisions:

• OPTION 1 - You have always printed the Wisconsin Department of Workforce Development (DWD) form andd the Federal WH-347 Form and just want to add the new electronic filing requirements
• OPTION 2 - You have always printed the Department of Workforce Development (DWD) & WH-347 and want to add the DWD Electronic filing requirements, the Wisconsin Department of Transportation (DOT) Form, AND the DOT electronic filing requirements
• OPTION 3 - You have always printed the Wisconsin Department of Transportation (DOT) & the WH-347 and used the DOT electronic filing requirements and want to add the Department of Workforce Development form and its electronic filing requirements

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OPTION 1:  If you have always printed the Wisconsin Department of Workforce Development form and the Federal WH-347 and just want to add the new electronic filing requirements - follow these steps:

STEP 1 - DOWNLOAD THE UPDATE

• Close QuickBooks.Backup your CPS data by going to the Backup & Restore menu -> Enhanced Backup and click the Backup button (if you haven't been regularly backing up your CPS data YOU SHOULD BE - click the big ? in the lower right corner of this window and follow the instructions provided).
• After you have made your backup from the CPS Help menu -> choose Check for Updates -> in the Select an Update drop-down window, choose Version 5.0.407, this is currently a BETA Release (this will become a higher version number at a later date - 5.0.409, 5.0.410, etc.).
• Click the Download & Install button twice.  Be patient while the update is downloaded.You do not need to do a form update - just a program update.

STEP 2 - CREATE AND SELECT A FOLDER TO HOLD THE ELECTRONIC FILES

• While you are waiting, create a folder somewhere on your computer (in a place that you will remember where it is) to hold the "electronic files" that you will be uploading.  You can name the folder whatever you wish.
• After installing the update in CPS, go to the System Setup menu -> System Preferences -> Data Locations tab - using the Browse for XML folder button, browse to and select the folder that you created above (the folder "address" or locations should now display below where it says XML Electronic Uplaod Folder).  See screen shot below:

STEP 3 - ADD STATE UNEMPLOYMENT INSURANCE # TO CPS

• From the System Setup menu -> choose System Preferences -> click the W/C Info tab.
• Enter your Wisconsin State Unemployment Insurance # in the Unemployment Insurance # field - see below.

STEP 4 - ADD JOB CLASS CODES PROVIDED BY THE STATE TO WORK CLASSIFICATIONS

The Wisconsn Department of Workforce Development should have/will be providing you with a list of 3-digit job class codes for each work classification.  We do not have access to those codes, so you will need to add them to the CPS Work Classifications.

• In CPS, go to the Basic Info menu -> Work Classifications -> edit each Work Classification that your employees fall under and add the state provided code to the Job Class Code field - see below.
• When you are finished editing the Work Classifications, click the OK button, the Done button, and Yes, to Save Changes.

STEP 5 - SET UP/SELECT JOBS THAT REQUIRE ELECTRONIC FILING & INDICATE IF UNION WAGES ON THIS JOB MEET OR EXCEED THE MINIMUM PREVAILING WAGE RATE

From the CPS Linked Data menu -> choose Jobs -> edit each job that will require electronic filing, as follows:

• On the Standard Information tab, make sure that the State Project # filed contains the 9-digit number assigned by the state.
• If you are a Union Shop and you ARE NOT paying at least the minimum prevailing wage rates for this job, you need to report this - it is, however, assumed that the Union Rates DO MEET or EXCEED the minimum prevailing wage rates.
• To report instances where Union Rates DO NOT meet minimum prevailing rates, click the Union Rates do not Exceed Prevailing Rates button, found on the Standard Information tab - this opens another window where you will uncheck the name of a work classification where minimum prevailing wage rates are not being met for this specific job.  In the following screen shot, the Union Wage Rate for Carpenters DOES NOT meet or exceed the minimum prevailing wage rate on this specific job.

• After making the necessary selections in this window - click the Save button.
• Still in the Job Maintenance window, click on the Form options tab.  In the Electronic Filing section, from the Electronic Upload Type drop-down menu -> choose State of Wisconsin Export file.  Current reporting requirements do require that the employee's full social security number and address be included.

STEP 6 - SET DEFAULTS FOR NEW JOBS

In CPS, from the System Setup menu -> choose Defaults -> Jobs - Standard tab.  In the Electronic Upload Type drop down, choose State of Wisconsin Export file.  Click OK.

STEP 7 - CREATING THE ELECTRONIC OUTPUT FILES

Creating the files is the simple part.  Every time you print a paper copy of the report OR preview it from the Print window, the required file will automatically be saved in the folder you specified in Step 2.

STEP 8 - UPLOADING THE FILES

We have no information on how or where exactly you are to submit these files.  Please contact the Wisconsin Department of Workforce Development for that information.

From our experience with these types of uploads, you will be given a website address where you will need to create a user name and password.  You will then login to this website, and at some point, there will be an option to upload or submit these files - at that point, you will browse to the folder where the files are located and select the appropriate file(s) and upload them.

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OPTION 2:  If you have always printed the Wisconsin Department of Workforce Development (DWD) & WH-347, and want to add the DWD electronic filing requirements, the Wisconsin Department of Transportation (DOT) form AND the DOT electronic filing requirements - follow these steps:

STEP 1 - DOWNLOAD THE UPDATE

• Close QuickBooks.Backup your CPS data by going to the Backup & Restore menu -> Enhanced Backup and click the Backup button (if you haven't been regularly backing up your CPS data, YOU SHOULD BE - click the big ? in the lower right corner of this window and follow the instructions provided).
• After you have made your backup from the CPS Help menu -? choose Check for Updates -> in the Select an Update dropdown window, choose Version 5.0.407, this is currently a BETA Release (this will become a higher version number at a later date - 5.0.409, 5.0.410, etc.). Click the Download & Install button twice. Be patient while the update is downloaded.
• After the program update has installed, go back to Help -> check for Updates, and select the State of Wisconsin DOL forms this is not a typo).

Follow Steps 2-8 in Option 1.

However, in Step 5 (Linked Data -> Jobs) your Form Options tab will look different, and you will need to appropriately select the proper form to print and electronic upload type for ALL JOBS.

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OPTION 3:  If you have always printed the Wisconsin Department of Transportation (DOT) & WH-347 and used the DOT electronic filing requirements and want to add the Department of Workforce Development form and its electronic filing requirements - follow these steps:

STEP 1 - DOWNLOAD THE UPDATE

• Close QuickBooks
• Backup your CPS data by going to the Backup & Restore menu -> Enhanced Backup and click the Backup button (if you havaen't been regularly backing up your CPS data, YOU SHOULD BE - click the big ? in the lower right corner of this window and follow the instructions provided).
• After you have made your backup from the CPS Help menu -> choose Check for Updates -> in the Select an Update dropdown window, chooseVersion 5.0.407, this is currently a BETA Release (this will become a higher version number at a later date - 5.0.409, 5.0.410, etc.).
• Click the Download & Install button twice. Be patient while the update is downloaded.
• After the program update has installed, go back to Help -> check for Updates, and select the State of Wisconsin DOL forms (this is not a typo).

Follow Steps 2-8 in Option 1.

However, in Step 5 (Linked Data -> Jobs) your Form Options tab will look different, and you will need to appropriately select the proper form to print and electronic upload type for ALL JOBS.