Part of our responsibility in Status is to insure that employers report under the proper TWC account number. Proper reporting of wages, both C-3 and C-4, is essential to Commission operations.
TWC Rule 815.107(a)(3) requires all employers reporting 10 or more employees in any calendar quarter to report their quarterly wages either electronically or via magnetic media (tape, diskette or compact disc).
Each quarter, the Magnetic Media Processing receives many tapes and diskettes from employers. Each tape/diskette can contain wage information for one or more employers. Some entries on the tape/diskette may have the proper TWC account numbers others may not. The Magnetic Media Processing cannot process a tape/diskette without a proper TWC account number for each entry.
Status has agreed to assist the Magnetic Media Processing by locating proper account numbers, for tape/diskette processing, upon their written request.
- If a magnetic tape/diskette arrives without
an account number, Magnetic Media will perform
a search for the correct account number based
on three things:
the name of the employer as furnished by the tape/diskette,
the Federal Identification Number (FEIN) as furnished by the tape/diskette and
the Social Security Numbers (SSN) of persons contained in the wage detail of the tape/diskette.
- After performing the search, using the above
criteria, Magnetic Media will process the tape/diskette
under a particular account number if:
the name match is exact when searching by name,
the name match is exact or very close when searching by FEIN and
there is no doubt that the wages belong to a particular account when processing is based solely on an SSN search.
- If no match is found or the match that is found
lies outside the parameters outlined above, Magnetic
Media will notify Status using the agreed upon
format.
Currently, Magnetic Media has agreed to notify Status by memo or e-mail and furnish the following information:
Quarter & year of the reporting period per tape/diskette
FEIN per the tape/diskette
Employer name per the tape/diskette
Screen print of the first few employees per tape/diskette
Contact name & phone number per tape/diskette
- Status will treat a request from Magnetic Media
as a priority. Using the information, Status
will immediately investigate to determine proper
posting of wages.
- Status will examine Commission records to resolve
the problem. If unable to resolve the problem
from Commission records, Status will telephone
the tape/diskette contact.
- Status will respond back to Magnetic Media
within three days of receiving the request for
assistance. Status will respond to Magnetic Media
using the agreed upon written format, informing
them how to process the wages in question. Status
can request Magnetic Media to:
Process wages under an account number,
Move wages from one account number to another, or
Delete wages
In rare situations, Status is unable to secure accurate processing information. If this occurs, Status will inform Magnetic Media of the problem using the agreed upon written format.
If it is not possible to respond to Magnetic Media within three days, Status will telephone Magnetic Media and inform them of the delay.
- After relaying processing information to Magnetic Media, take all necessary Status actions.
Status actions may include, establishing liability, reopening an account or extending a final wages
date, based on magnetic media wage information.
If establishing liability without a Status Report, send the employer a FL-160 letter.
Document FTC that Status work was based on magnetic media reporting.
Retain records of past responses to Magnetic Media. Some reporting problems occur for more than one quarter and it is often advantageous to review past problems and solutions.
