Keyed data that is rejected or "kicked out" in the Tax Run creates a Status Transaction Error sheet which displays the accounts examiner number of the person who keyed the data. The field tax examiners will make the appropriate corrections.
While assisting field tax examiners:
- AMENDING LIABILITY--When amending liability
data (subject date or first wages date) on
an account, determine whether the first chargeable
quarter should also be changed.
- REOPENS--Check the SER screen for reports.
If an account was reopened in error, the reopen
information can be erased. However, a suspend date
should never be removed to reopen an account.
Reopening an account in this way will give
every delinquent quarter on the account an
extended due date.
If an account is reopened and closed in the same Tax run, the employer will not get an extended due date for delinquent quarters. To get an extended due date, an account must be reopened in one Tax run, and then suspended in another Tax run.
A reopen letter is automatically printed for every account that is reopened. The "Form Letter" field on the STA screen does not refer to the reopen letter.
If a field examiner has erroneously reopened an account that should have remained closed, pull and destroy the Reopen Letter, Schedule of Reports Due, C-3's, employer poster and mailing label.
- TOTAL OR PARTIAL ACQUISITIONS--While assisting with an acquisition, inquire whether the acquisition
is a total or partial transfer and whether the rate will transfer. If it will be transferred,
make a note of the predecessors first chargeable quarter so that it will be available when the
successor data is keyed.
On the predecessor account, the suspend date and acquisition date should be the same.
If the successor is an account that is becoming liable as a result of the acquisition, the subject date and the acquisition date should be the same.
- PARTIAL ACQUISITION (Approved C-82 & C-83’s)--The field examiner should never key
codes 2/5 (P-JA-A) or 3/5 (P-PA-A). Only the Rates section keys these codes.
- ERROR ACCOUNTS--If a field tax examiner requires
assistance in keying an STA transaction to
make an account "Established in Error",
check the SER screen for reports. If reports
are posted to SER and no related account number
is being added, the field examiner should make
FTC comments regarding the reports (i.e., delete
reports, move reports to another account, etc.)
Once an account shows "Error" in all three liability types on the Employer Master File (EMF), the account cannot be reopened or changed to liable.
- SUSPENDS--Any account that is active on the
EMF and is being suspended Reason 1, 2 or 7
can be closed on the SNC screen. The new close
data can be keyed over the previous suspend
dates that are on the SNC. The new close date must be later than the reopen date.
- CODING REPORTS--Keying in the "RPTS" field
is necessary only when establishing liability
for a new account, for reopening a suspended
account or to produce a C-3 to be mailed to
the employer (Code 2). No other actions require
the coding of reports, although any STA transaction
can be coded to be used as a transmittal.
Keying data in the "RPTS" field in the STA will not change the SER or QRM screens.
