ODJFS Report Overview
In order for a district to be able to create and submit their own ODJFS file, they first need to update CONFIGURATION/ODJFS Configuration. Click here for instructions.
If the ODJFS Reportable box was not checked on the Employee Screen before the employee was paid, an adjustment will need to be made in order for them to be included on the report. Using the CORE/Adjustments, add the ODJFS Total Gross and ODJFS Weeks.
The ODJFS Report program generates a report of the number of weeks worked, wages, and ODJFS taxable wages for each employee for the quarter. This information is required for unemployment wages reporting. Run this program as part of the quarter end processing procedure. This report should be run first and the information verified before a submission file is created.
This program is used by the System Manager to generate the ODJFS Form JFS 66117, Transmitter Report of Magnetic Media. This report along with the ODJFS magnetic media is forwarded to the Ohio Department of Job and Family Services on or before the 28th day of the month following the end of the quarter being processed.
The files created by districts using the ODJFS Report program are named ODJFS.YYQ#, where YY refers to the last two digits of the reporting year and Q# refers to the quarter number being processed. For example the file for the First quarter of the 2018 reporting year would be called ODJFS.18Q1.
The ODJFS taxable wage base is $9,000.00 for 2020.
Report uses Legal Name on Employee screen, if entered. If no Legal Name is entered, it uses the Name fields.
Creating an ODJFS Report
- Go to the Reports Tab and choose ODJFS Report
- Select correct Year from drop down option
- Select Quarter from drop down option
- 1st Quarter (January - March)
- 2nd Quarter (April - June)
- 3rd Quarter (July - September)
- 4th Quarter (October - December)
- Choose how you want to Sort By the report from the drop down option
- Employee ID
- Employee Name
The fields below are used only when generating a submission file:
- The Transmitter's Title will automatically populate from SYSTEM/CONFIGURATION/ODJFS Configuration
- The Transmitter's Phone Number will automatically populate from SYSTEM/CONFIGURATION/ODJFS Configuration
- The Transmitter's Phone Extension will automatically populate from SYSTEM/CONFIGURATION/ODJFS Configuration
Enter only ONE of the following:
- The ODJFS Account Number will automatically populate from CORE/ORGANIZATION/Odjfs Number
- Enter a Third Party Administrator Number (do not enter if an ODJFS Account Number is already entered)
- Click the
Verify employee wages and weeks. If corrections are needed, go to CORE/ADJUSTMENT and use the Type ODJFS Total Gross or ODJFS Weeks to correct an amount or weeks. Once corrected, run ODJFS Report again.
Once all data has been verified, click onto create the ODJFS Submission File to be uploaded to ERIC
Example of Ohio Department of Job and Family Services Quarterly Wage Report
Example of ODJFSxxQx.TXT
How ODJFS calculates Weeks for Reporting
The job calendars for employees which correspond to the calendar date range of the quarter are entered into blank working calendars. Blank working calendars are used internally by the system and cannot be viewed. The Attendance transaction types AT or AB for the same date range are marked on working calendars appropriately for each day. The calendars are "modified" inside the program to reflect the days from the calendars plus days from Attendance. So you can think of Attendance records as modifying the calendars on a per employee (or job) basis.
After the working calendars are built, the system counts the weeks for the quarter and that is the total unadjusted qualifying weeks.
A qualifying week is any week in which an employee has worked at least part of a day. For ODJFS purposes, a week is counted if the Saturday following it falls within the reporting quarter. The maximum number of weeks for any quarter is the number of Saturdays contained within it. This maximum may vary for each quarter of the year.
How system calculates weeks:
ODJFS Report looks at the Calendar Start Date located in Compensations under Historical Context.
A Calendar Stop Date needs to be entered once the employee is no longer employed.
It starts with the quarter date range
Finds the first saturday of the quarter
Then sets the Start Date = the preceding sunday of the first saturday of month.
To find the stop date, it uses the last saturday of the month of the stop date of the quarter.
Example 1st Quarter 2019 - 01/01/2019 03/31/19 - the programming range is starting at 12/30/2019 - 03/30/19 to find the count of weeks.
Once it has the date range then it find the odjfs days from calendars and attendance and all docks. It loops through them all and adds the week of the year to a list checking for duplicates, so we don't count the weeks twice. Then it adds any ODJFS Weeks adjustment journals. That is how it gets the total.
The system then locates any adjustment transactions from CORE/ADJUSTMENT (ODJFS Weeks) for the quarter for ODJFS. Adjustment transactions entered can be considered manual adjustments to what the system would calculate. Note that "manual adjustment" transactions are picked up based on the reporting quarter. Any adjustment dated within the quarter will be applied. The manual adjustment records are a bit different than attendance day entries because they are not for specific weeks. In this case, you are just adjusting the total qualifying weeks for the quarter. The adjustments (if any) are added to or subtracted from the total unadjusted qualifying weeks. These are the total qualifying weeks that will appear on ODJFS Report.
If there was a make up day for the calamity day the employee would get credit at that time.
|Type of Day||From||Counts toward ODJFS?|
|Work Day||Job Calendar||Yes|
|Calamity Day||Job Calendar||Yes|
|Make-Up Day||Job Calendar||Yes|
|Dock Units||Attendance Screen||Not if it is a full dock day|
Number of weeks - this is determined by searching the calendar and any potential Attendance entries for the employee using the date range consisting of the first day of the quarter to the last day of the quarter. If it finds a workday in the week it counts the week. Note this count is not checking that the employee was paid in the quarter just that they had a work day in the quarter. This is why if you add an ODJFS reportable employee after running the report for the quarter and they have work days in that quarter, re-running the report results in a different count of employees.
Paid in month x... - to get this we first determine if the ODJFS reportable employee was paid in the quarter. This is done by searching the history to find the payrolls the employee was in that have pay dates in the quarter. We then use the period beginning and ending dates of the payrolls to determine if a payroll they were paid in included the 12th of the given month. If it did then they are flagged as being paid in that month.
ODJFS Taxable Wages - we get this by searching the history for pay dates that fall in the reporting quarter.
The QTD Gross Wages total field is the total of in state (ohio) employee wages only. This field will be blank if it is an Out-of-State employee.
The YTD Taxable Wages is a calculated value based on the YTD wages for ODJFS purposes. **NOTE**If the district is a contributing employer they are charged a fee. If an employee has reached $9,000.00 in wages on the year, the contributing employer no longer has to pay the fee that is associated with ODJFS. Therefore the 0 in the YTD Taxable column would be correct.
No compensation to calculate hours in a day for potential partial dock absence for employee number XXXXXXXXX, activity date: Tue Mar 01 00:00:00 EST 2005, unit: Daily, length: 1
Number of weeks for ODJFS exceeds the maximum possible number of weeks for the quarter (13). Maximum number of weeks for quarter will be reported to ODJFS.
- Have district contact ODJFS regarding docks. If they don't want them showing on the file, go to the employee record and uncheck the Report to ODJFS flag. This will remove the employee from the report/file. If they are to be reported, they will need to enter an adjustment for the negative amount of weeks affected for that dock.