2.11   Magnetic Media Lists

[ 2.11.1 - Magnetic Media List Review Procedures ]

On a daily basis, the ADP and Audit Unit reviews the DP DATA ENTRY TRANSACTION LISTING for magnetic media accounts, with the purpose of reviewing those accounts with error codes, supplemental postings, or taxable wage errors.

A primary function of the ADP & Audit Unit is the processing of magnetic media form C-3 and C-4 information to Employer Master File records.

Rule 815.107 states, employers who have to file a report on 10 or more employees in any one calendar quarter; and other entities, including agents reporting on behalf of multiple employers, who have to file reports on a cumulative total of 10 or more employees in any one calendar quarter must file their quarterly wages on electronic media .

Employers may report using electronic media, even though they may not have 10 or more employees. The TWC Quickfile program is an alternative method of filing, which allows the employer to comply with Rule 815.107. The Quickfile program is available for download, free of charge, from the TWC web site.

Employer Quarterly Reports are processed from magnetic media tape and disk formats.

If discrepancies in magnetic media reports occur, the Data Processing Department will generate an edit listing for review by the ADP & Audit Unit.

The edit listing will include such discrepancies as:

invalid account number;

reporting taxable wages as greater than total wages;

rate error.

The Employer's Quarterly report with a magnetic media wages list processes through the Controller Department. A Special Batch Route Sheet is used with a 99999 control code in the upper right-hand corner. The five "9" control code becomes part of the document locator number (DLN), and displays on the Document Log (TDO screen), indicating that the report is a magnetic media filing, and no paper document exists.

If a tape or a disk is in an unreadable or an unacceptable format the Magnetic Media processing section must return to the filer a short explanation as to why it was not processed.

Magnetic Media documents will be maintained on file within the ADP & Audit Unit for four to six quarters, space permitting, to allow referral to the documents should questions arise or changes to a quarter become necessary.

2.11.1    Magnetic Media List Review Procedures

TXDM0202 ( Tax Run Documents) contains the following reports and edits:

• Supplemental Reports Transaction List
• Quarterly Report Error Listing
• DP Data Entry Transaction Listing

Type of batches received as part of the daily magnetic media tax run.

• Magnetic Media filed by employer:

Tape

Diskette

Compact Disc

Service Agent reporting for multiple clients

The batches containing the magnetic reports are separated from the batches containing paper reports. The Tax Run Documents relative to the magnetic media reports are given to the Accounts Examiner for review. One or more Accounts Examiner, depending on the quantity of batches, reviews the magnetic batches.

Review each account on the mag media batch report for errors, supplementals or discrepancies. As needed, review the Magnetic Media Transmittal form with the C-3 and C-4 information on the media.

Fatal Error Codes:

01 – Account number Invalid
Obtain copy of Transmittal Form (TXW01) from the Magnetic Media Department to determine correct account number. Use contact number to obtain detailed information to determine the correct TWC number. If required, complete a Status request form to have an account setup for employer. Notify filer of correct TWC account number.





02 – Quarter Invalid
Contact Magnetic Media Department to determine reason for Invalid quarter to be processed. Magnetic Media will reprocess to correct quarter if possible. If this is not possible, the ADP & Audit accounts examiner will prepare a paper report for the correct quarter and submit to DP to post. The wage record (WRIE) will be reviewed and necessary corrections entered (via WRCE or WRCB screens) to remove wages posted to invalid quarter.





36 - Postmark Invalid
Contact Magnetic Media Department to obtain paperwork (Transmittal Form, TXW01, or a paper Employer’s Quarterly Report, Form C-3, if available). Prepare a paper C-3 from data on the Quarterly Report and send to DP to post. Review the wage record and enter any required corrections to remove wages posted to invalid quarter. The Magnetic Media Department may be able to reprocess the wages to the correct quarter and also remove the wages posted to invalid quarter.

Other Error Codes requiring action are:

Error Code 13 - Taxable wages greater than Total wages
Review the wage record on WRIE screen and correct the Total Wages amount via the AAW screen.





Error Code 11 - Rate not on file.
Review account to determine if there are comments on the FTC screen, which addresses this issue. There may be a successor account involved with comments directing the report (and remittance) to be transferred to the successor. This may be an Error Account with comments directing accounts examiner to the correct TWC number. If the correct TWC account is determined, the report (C-3 and C-4 wage record) along with the remittance should be transferred to the correct account. The report is moved via the AJE action screen, the wage record via the WRCE screen, and the remittance is transferred via the ATC screen. If unable to determine where the report belongs, or if there is Status action required (reopening or establishing an account), refer to Status along with information or documentation available which may aid Status in determining what action is required.

Magnetic Media Supplemental Reports

Review the Supplemental Reports Transaction List , the DP Data Entry Transaction Listing and the TWC account screens (i.e. ADT; QRM; WRIE; TDO; FTC; and other available screens) to determine required action.





Exact Duplicate Supplementals: If the supplemental magnetic report is a duplicate to the report posted on the account, make comments on the FTC or CDC screen stating magnetic report is a duplicate. Verify the remittance submitted for the quarter has applied as intended. Make appropriate notation on the Forms, indicating that the supplemental issue has been addressed and necessary actions for resolving the issue have been taken.





Non-Duplicate Supplementals: Review reports and the TWC account screens to determine required action. Request a copy of the Transmittal form from the TDO screen for a contact name and number if available on form. If report was filed by a Service Agent, telephone the contact person for the Service Agent, and enlist their assistance in resolving the supplemental issue. The Client List (a listing of clients for whom the Service Agent has submitted a remittance for the quarter) sent by the Service Agent is also used as a point of reference to aid in resolving supplemental reports. Contact the phone number of record if unable to determine required action after reviewing documents. Enter any required adjustments via the AAW screen and make comments on the FTC screen. Correct wage records to reflect the corrected Total wage amount. Verify that the remittance has applied as intended. If one of the reports submitted belongs to a different TWC account number, prepare a paper Employer’s Quarterly Report to send to DP for processing to that account number. Transfer wages belonging to different TWC account via the WRCE screen or the WRCB screen. Verify that both accounts involved have the correct Total and Taxable wages posted, the correct remittance(s) applied as intended, the correct wage record posted, and comments placed on the FTC screen on both accounts. Note: Magnetic Media Supplementals will not be reflected on TDO if the supplemental reports were processed in the same tax run, in the same batch.

Written correspondence will be necessary to outline the discrepancy and seek a solution when telephone contact is unsuccessful in resolving both Error and Supplemental issues.

All actions taken by the ADP & Audit Accounts Examiner will be documented on ENTITY COMMENTS screen (FTC) or the DELINQUENCY COMMENTS screen (CDC).