MRCA California DE6 Quarterly Magnetic Media 

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MRCA California DE6 Quarterly Unemployment Mag Media allows the generation of magnetic media (diskettes) compliant with the California Quarterly DE6 Wage Information as required by the State of California Employment Development Department.

GUI Interface: California Magnetic media 4.10 has a full GUI interface.

"Beginning with tax year 1995, employers are required to make their report of contributions and wages (section 1088 (a) (1) of the California Unemployment Insurance Code (CUIC) by magnetic media if the employer is required to report W-2 data to the federal government by magnetic media. Currently, the federal government requires employers with 250 or more W-2s to file by magnetic media. The magnetic media filing threshold of 250 or more employees applies only to California employees. Multi-state filers who have less than 250 California employees will not be required to report on magnetic media, however, they are encouraged to do so."

The MRCA M/R California DE6 Quarterly Magnetic Media Reporting enhancement for Sage MAS 90 Magnetic Media allows the user to:

Generate magnetic media compliant with the California Quarterly DE6 Wage Information as required by the State of California. This report includes the following data:

• Employee Name
• Social Security Number
• Wage Plan Code
• Employer Account Number
• Reporting Period
• State Quarter Wages Subject to Withholding
• State Quarter Wages Subject to Unemployment Insurance
• California Personal Income Tax Withheld

Generate a DE6 summary report, after the creation of the magnetic media file, that reports the information needed to complete the EDD Magnetic Media Transmittal Sheet that must be submitted with the DE6 magnetic media.

MRCA requires that Sage MAS 90 Magnetic Media is installed.

FAQ

Acceptable Media

Reports can be submitted electronically or on either CD-ROM in CD-R format or on 3.5” diskette. Reports may not be submitted on CD-RW format.

For electronic filing information, see:

https://eddservices.edd.ca.gov/index.html

Format Being Used

ICSEA format is used.

The California EDD accepts either MMREF-2 or ICSEA formats. DSD’s MRCA California Magnetic media program produces an electronic report in the DE6 ICSEA format. This is a 275 character per line format.

The name of the file produced by MRCA is UIWAGE (no extension). This is the filename required by the EDD.

File that is Created

The name of the file produced by MRCA is UIWAGE.

The program will create a file called UIWAGE in the MAS 90 system’s Payroll data folder for the selected Company. For example, for the “ABC” Company, the data would be in the Sage MAS90 / Sage MAS_ABC/PRABC folder.

Note: In client sever systems, the UIWAGE file will be created in the Sage MAS90/HOME folder.

Why Unemployment Wages Might be Incorrect

The most common reason Unemployment Wages for a particular employee are reported incorrectly is that a deduction was not made because an Earnings Code was not set up correctly so a deduction would be made in Unemployment Wages.

The MRCA program reports exactly what is contained in Qtd Wages Subject To Unemployment field the Employee’s P/R Employee Tax Summary File record (for technical readers, this is the PR3[9] numeric).

To correct Unemployment Wages before reporting, use the Fix button in Employee Maintenance (click the Tax Summary button and then the Fix button). Supervisor rights are required to access the Fix button.

The Magnetic Media Summary Totals are Different Than Another Report

Note that the specification for the magnetic media report differs from the specification for a printed report. For example, employees with negative numbers for wages or zero wages cannot be reported in the magnetic media file according to the specification.

The Quarterly Tax Summary Report may not match the Magnetic Media Summary Report due to either the Limit not being applied, deduction codes for Cafeteria plan, or non-taxable wages not being set up properly.

First Name Field

California requires that data in the first name field consist of the first name (only) not an initial and no middle or second name. The MRCA program examines the First Name field for the employee and extracts only the first word (everything up to a blank space or the end of the field).

It is important that the First name be present in Employee Maintenance, for every employee being reported.

Archival Backups of Payroll Data

Sage MAS 90 does not retain summary data from previous quarters. It is good practice to make a permanent copy of a quarter’s Payroll data before running Period End Processing. When Period End Processing is run, the total buckets are cleared.

To report from a previous quarter, make a copy of the current Payroll data, restore the Payroll data from the desired quarter, make a report and then restore the current quarter Payroll data.

Unemployment Wages Reported

Taxable limits are not applied to unemployment wages reported.

For technical readers, this is reported in positions 64-77 (State Quarterly Unemployment Insurance Total Wages) in the generated file.

Quoted from the Magnetic Media Reporting Guide For Quarterly Wage And Withholding Reporting Program specification (Page 20, DE 8300 Rev. 4 8-05):

“NUMERIC CHARACTERS ONLY. Enter the amount of employee's quarterly wages paid during the period that are subject to UI/SDI taxes.  Taxable limitations do not apply.  For example, Employee A makes $40,000 a year, $10,000 a quarter.  00000001000000 should be entered in this field each quarter.  Include dollars and cents. Right justify and zero fill.”