Jeffrey Wade
Unemployment Insurance is a joint state-federal program that provides cash benefits to eligible workers. Employers are required to submit wage detail reports, and they may need to amend these reports if they fail to include all employee information or enter erroneous information. This can be done manually or by uploading a file. In the case of an error, employers can select the quarter and year, adjust the record, and recalculate taxes due. The process for doing so varies depending on the state, with different steps outlined for Texas and Minnesota.
| Characteristics | Values |
|---|---|
| Who can amend the report? | The account administrator for the employer's unemployment tax account |
| How to amend the report? | Log on to Unemployment Tax Services, select your account, select the Report Filing tab, select the Adjust Wage Report quick link, select the Adjust link, select Add to add an employee or search for a previously reported employee, enter the employee wage detail, and select Save |
| What if there is an error in the report? | If there are errors on your adjustment file, the File Errors section will display the line number and error type (Fatal or Non-Fatal) |
| What if there is missing or erroneous information in the report? | An administrative service fee of $25 for each employee with missing or erroneous information will be charged |
| How to correct a Social Security number? | Do not delete the line, simply correct the Social Security number and click Save |
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What You'll Learn
Adjusting a filed wage report online
The process for adjusting a filed wage report online differs depending on the state and the specific platform being used. Here is a general overview of the process, based on instructions from the Texas Workforce Commission and the Minnesota Department of Employment and Economic Development:
Texas Workforce Commission
The Unemployment Tax Services (UTS) system in Texas allows employers to adjust previously filed wage reports, regardless of whether the original report was submitted online. Adjustments can be made for up to 1,000 employees, and a User ID and password are required to access the system.
To adjust a wage report, follow these steps:
- Log in to Unemployment Tax Services with your User ID and password.
- Select your account.
- Select the "Report Filing" tab.
- Select the "Adjust Wage Report" quick link.
- Select the "Adjust" link.
- Select "Add" to add a new employee or search for an existing employee.
- Enter the employee wage details and select "Save".
- To delete an employee wage record, search for the employee and change their wages to zero.
- Select "Continue" from the "Adjust Employee - Search" page.
- Select the reason for the adjustment from the drop-down menu or add a comment.
- Review the adjustment by quarter and make any necessary corrections.
- Select "Submit Adjustment" to submit your changes.
- View and print the Report Adjustment Confirmation.
Note that quarterly wage reports filed online can be adjusted two business days after they were submitted. Any incomplete adjusted wage reports will be automatically saved and can be resumed later or deleted. Adjustments may impact the taxable wage amount, resulting in additional unemployment taxes, interest, or late reporting penalties.
Minnesota Department of Employment and Economic Development
The process for adjusting wage reports in Minnesota is as follows:
- On your homepage, click "Tax and Wage Detail Reporting".
- Click "Adjustment".
- Under "Prior Quarter Search", select the quarter and year to be adjusted and click "Search".
- Select the option button next to the search result to be adjusted and click "Next".
- Select the "File Upload" option and click "Next".
- Select the appropriate file type for your adjustment file and click "Next".
- Click "Browse" to locate your file, select the file name, and then click "Open".
- If your file is less than 5 kilobytes, a preview of the first 10 records will be displayed, along with any errors. If there are errors, correct them before proceeding.
- Once you have selected and saved all employees to be adjusted, click "Next".
- Make the necessary corrections. If a Social Security number was reported incorrectly, correct it but do not delete the line.
- Click "Save" and then "Next".
- Review the 12th of the month information and update it if necessary.
- Review the Adjustment Confirmation Summary page and click "Next".
- Select a reason for the adjustment from the drop-down menu and provide an explanation for each adjusted record.
- Review the adjusted total amount due and click "Submit Wage Detail".
- A Wage Detail Submission Confirmation page will open with a confirmation number.
Note that adjustments can be submitted manually or as an uploaded file. However, corrections to Social Security numbers must be made manually. An administrative service fee of $25 per employee may be charged if employee information is missing or erroneous, but this fee can be canceled under certain circumstances.
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Using the UTS system
Unemployment Tax Services (UTS) is a free online application that allows employers with 1,000 or fewer employees to file reports, pay taxes, and manage their unemployment tax accounts. To adjust a filed wage report using UTS, you must have a User ID and password. If you don't already have these, you can create them during the registration process.
Once you have your login credentials, log in to UTS and select your account. Then, select the ""Report Filing" tab and choose the "Adjust Wage Report" quick link. Select "Adjust" and then "Add" to add a new employee or search for an existing employee. Enter the employee's wage details and select "Save." If you need to delete an employee's wage record, you can do so by searching for the employee and changing their wages to zero.
After making any necessary changes, select "Continue" and then select the appropriate reason from the drop-down menu or add a comment. Review the adjustments by quarter and make any necessary corrections. Select "Submit Adjustment" to submit your changes. You will then be able to view and print the Report Adjustment Confirmation. If your adjustment results in additional tax due, you may pay it directly through UTS. If your adjustment results in an overpayment, a credit will be applied to your account.
It's important to note that quarterly wage reports filed online can be adjusted up to two business days after they were submitted. Any changes you make may affect the taxable wage amount, which could result in additional unemployment taxes, interest, or late reporting penalties.
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Manually submitting adjustments
In Minnesota, discrepancies based on submission errors, modifications, or adjustments are managed using the Employer Self-Service System. Adjustments can be submitted manually or as an uploaded file. Corrections to a Social Security number must be adjusted manually.
To manually submit adjustments, follow these steps:
- On My Home Page, click Tax and Wage Detail Reporting.
- Click Adjustment.
- Under Prior Quarter Search, select the quarter and year to be adjusted from the drop-down menu, and then click Search.
- Select the option button next to the search result to be adjusted, and then click Next.
- Select the employees to be adjusted and click Next.
- Make the correction. If a Social Security number was reported incorrectly, do not delete the line. Instead, simply correct the Social Security number and click Save.
- Review the 12th of the month information and update it if necessary, then click Next.
- Review the Adjustment Confirmation Summary page, and then click Next.
- Select a reason for the adjustment from the drop-down menu, enter an explanation for each adjusted record, and then click Save. Note that you may have to do this for multiple pages.
- After all reasons/explanations have been entered, click Next.
- Review the adjusted total amount due, and then click Submit Wage Detail.
- The Wage Detail Submission Confirmation page will open with a confirmation number. Print the page for your records.
In Texas, adjustments can be submitted online only for quarters within the three-year statute of limitations. If the report was originally submitted online, the Unemployment Tax Services (UTS) system allows employers to adjust previously filed wage reports. To manually submit adjustments, follow these steps:
- Log on to Unemployment Tax Services.
- Select your account.
- Select the Report Filing tab.
- Select the Adjust Wage Report quick link.
- Select the Adjust link.
- Select Add to add an employee or search for a previously reported employee.
- Enter the employee wage detail and select the Save button.
- To delete an employee wage record, search for the employee and change their wages to zero.
- Select Continue from the Adjust Employee - Search page.
- Select the Reason from the drop-down menu or add a comment.
- Select Next.
- Review the adjustment by quarter.
- Edit any necessary corrections.
- Select Submit Adjustment to submit your changes.
- View and print the Report Adjustment Confirmation.
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Uploading adjustments
Step 1: Access the System
Log in to your employer account on the official website of the unemployment insurance program. For example, in Minnesota, this is the "Unemployment Insurance Minnesota" website.
Step 2: Navigate to the Adjustment Page
On your homepage, click on "Tax and Wage Detail Reporting", and then click on "Adjustment".
Step 3: Select the Quarter and Year
Under "Prior Quarter Search", select the specific quarter and year that you want to adjust. Click "Search".
Step 4: Choose the Adjustment Method
You can either manually adjust or upload a file. If you choose to upload a file, select the "File Upload" option, and then click "Next". Locate the file on your computer by clicking "Browse", and then open the file.
Step 5: Review and Edit
If your file is less than 5 kilobytes, you will see a preview of the first 10 records, along with any errors. If there are errors, you will need to correct them before proceeding. If there are no errors, continue to the next step.
Step 6: Make Corrections
Review and make the necessary corrections. If you need to correct a Social Security number, do not delete the line; simply correct the number and click "Save".
Step 7: Review and Confirm
Review the 12th of the month information and update it if necessary. Click "Next", and then carefully review the "Adjustment Confirmation Summary" page.
Step 8: Provide Reasons and Explanations
Select a reason for the adjustment from the drop-down menu and provide explanations for each adjusted record. Click "Save" after each entry.
Step 9: Submit
Review the adjusted total amount due, and then click "Submit Wage Detail". A confirmation page will appear with a confirmation number.
Please note that there may be administrative fees for adjustments, and there are specific requirements for each state's unemployment insurance program.
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Avoiding administrative fees
To avoid administrative fees when filing for unemployment insurance, it is important to follow the guidelines established by federal law and the specific requirements of the state where you worked. Here are some key points to keep in mind to help you avoid administrative fees:
Firstly, always provide complete and correct information when filing your claim. Incomplete or erroneous information can lead to delays in processing your claim and may result in administrative fees. Each state has its own requirements for wages earned and time worked during a "base period" that you must meet to be eligible for unemployment insurance benefits. Make sure you understand the specific requirements of the state where you are filing your claim.
Secondly, be mindful of reporting deadlines. Late reports can result in penalties and interest charges. For example, in Georgia, a late report can lead to a penalty of $20 or 0.05% of the gross payroll for each month the report is delinquent, whichever amount is greater. It is in your best interest to file your claim as soon as possible after becoming unemployed to avoid any potential penalties.
Additionally, keep in mind that employers also have reporting obligations. If an employer fails to provide adequate information or respond by the specified deadline, they may be charged for benefits paid on subsequent claims during that year. This could indirectly affect your benefits if the employer passes on these charges to you, so it is important to be aware of your employer's responsibilities as well.
Furthermore, some states may offer options to defer quarterly charges if the total amount is below a certain threshold. For example, in Georgia, employers can defer quarterly charges of $5.00 or less until January 31st of the following year, provided they meet certain criteria. This could indirectly benefit employees by providing some flexibility in managing administrative costs associated with unemployment insurance reporting.
Finally, remember that each state has its own unemployment insurance program with unique guidelines. While federal law establishes the overall framework, specific eligibility requirements, benefit amounts, and claim procedures may vary from state to state. Always refer to the specific instructions provided by your state's unemployment insurance agency to ensure your claim is processed smoothly and to avoid any unnecessary administrative fees.
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Frequently asked questions
Log on to Unemployment Tax Services and select your account. Then, select the Report Filing tab and the Adjust Wage Report quick link. Select the Adjust link, and then select Add to add an employee or search for a previously reported employee.
Do not delete the line with the incorrect Social Security number. Simply correct the number and click Save.
You may be subject to an administrative service fee of $25 for each employee for whom the information is partially missing or erroneous.
Review the adjusted total amount due, and then click Submit Wage Detail. The Wage Detail Submission Confirmation page will open with a confirmation number.
Yes, the UTS system allows employers to adjust previously filed wage reports, regardless of whether they were originally submitted online.
