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[ Status Procedures Manual - TOC ] [ Ch 1 - New Accounts ] [ Ch 2 - Changes to Accounts ] [ Ch 3 - Special Accounts ] [ Ch 4 - Other Units, Sections & Departments ] [ Ch 5 - Letters ] [ Ch 6 - Investigations & Assistance ] [ Ch 7 - Partial Transfer Applications ] [ Ch 8 - Traces ] [ Ch 9 - Special Reporting Situations ] [ Ch 10 - Account Numbers ] [ Ch 11 - Appeals Decisions and Hearings ] [ Ch 12 - Document Processing ] [ Ch 13 - Error Reports & Query List Instructions ] [ Ch 14 - Tax Performance System ] [ Ch 15 - Experience Rating Unit ] [ Ch 16 - SUTA Dumping Detection ]
[ 2.1 - Acquisitions by Established Accts ] [ 2.2 - Address, Telephone Number Changes and Inactivations ] [ 2.3 - Amending Final Wages Date ] [ 2.4 - Amending Predecessor/Successor Data ] [ 2.5 - Amending Reopen Dates ] [ 2.6 - Archived Accounts ] [ 2.7 - Automatic Inactivation ] [ 2.8 - Comment Screens ] [ 2.9 - Established in Error ] [ 2.10 - Federal Identification Numbers (FEINs) ] [ 2.11 - Liability & Ownership Changes ] [ 2.12 - Multiple Predecessors/Successors ] [ 2.13 - Status Operations Unit (SOU) Written Authorizations (C-42) and Revocations of Written Authorization (C-43) ] [ 2.14 - Changing from Taxed to Reimbursing ] [ 2.15 -Reopening Accts ] [ 2.16 - Status Operations Unit (SOU) Sort and Take Action on C-3 SCFs, Employer Correspondence and Other Documents ] [ 2.17 - Stops ] [ 2.18 - Styling Accounts and Liability Issues of Accounts ] [ 2.19 -SUS File Corrections ] [ 2.20 - Changing from Reimbursing to Taxed ] [ 2.21 -Termination of Coverage ] [ 2.22 - C3A Assignments ] [ 2.23 - FTI Assignments ]

Chapter 2:  Changes to Accounts

comments to: Tax Department

2.6     Archived Accounts

[ 2.6.1 - Archiving Criteria ] [ 2.6.2 - Reinstating Accts ] [ 2.6.3 - Archiving Accts Listing ]

Each year the system removes account information from the EMF in order to save space. This removal process is referred to as archiving. Depending on predetermined criteria, the system removes quarterly detail or complete account information. If only quarterly detail is archived, other account information will still be available online. If complete account information is archived, no information for the account will be available online. If an account has been archived and you attempt to access it via its account number or federal identification number (FEIN), the system will display a message, INVALID EID/FEID.

2.6.1     Archiving Criteria

In order for an account to be archived from the EMF the account must be:

  1. Terminated, Erroneously Established or Not Liable; and

  2. Have no report due, money due or unallocated remittances.

2.6.2     Reinstating Accounts

Sometimes it is necessary to view archived information. In order to view archived information it is first necessary to reinstate it. The system has a mechanism for reinstating archived quarterly detail and complete account information. In Status, we are mainly concerned with reinstating complete account information. Reinstating archived accounts and quarterly detail does not require supervisor approval.

To reinstate archived information:

  1. Determine what type of information you need to reinstate.

    If you cannot access the account on the EMF, you need to reinstate the ACCOUNT.

    If you can still access the account on the EMF and desire to view quarterly detail, which is no long accessible online, you need to reinstate QUARTERS.

  2. Access the TAI screen.

    Key EID (Account to be reinstated)

  3. Specify whether you need to reinstate complete account information or archived quarterly detail.

    Key REINSTATE ACCOUNT/QUARTERS (A = ACCOUNT)(Q = QUARTERS)

  4. If you are reinstating quarterly detail you can specify a range. If no range is specified, all archived quarterly detail will be reinstated.

    Key Q/YY START (Oldest quarter to be reinstated, i.e. 100 for the first quarter of 2000.)
    Q/YY END (Most recent quarter to be reinstated)

  5. Press <Enter>

  6. Archived QUARTERS are reinstated nightly.

    Archived ACCOUNTS are reinstated only at the end of the week.  You will only be able to access the account on EMF the following Monday after reinstated.

    Once reinstated, archived information will remain online until the yearly archiving process takes place.

2.6.3     Archived Accounts Listing

Each time accounts are archived, the system produces paper lists of accounts which were removed from the EMF. The paper lists catalog archived accounts in two ways: by account number and by FEIN. The Archived Accounts lists are maintained by the Status Operations Unit (SOU).

Note: Archived Accounts lists are helpful when you only know an FEIN and are unable to locate an account number for a previously liable employer.

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Last Revision: October 19, 2011