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State Wage Filing Overview

ProPay simplifies quarterly state wage reporting by generating electronic files in the format required by each state. This section provides state-by-state instructions for creating and uploading wage reports to state unemployment and tax agencies.

What This Section Covers

Each state has unique requirements for quarterly wage reporting. These topics explain how to generate the correct file format in ProPay and upload it to the appropriate state agency website. Find your state below for specific instructions.

How State Wage Filing Works

Most states require employers to file quarterly wage reports that detail:

  • Employee wages subject to unemployment insurance
  • Employee wages subject to state income tax withholding
  • Employer unemployment tax contributions

ProPay creates these reports in the electronic format each state requires. You then upload the file to the state agency's website.

General process:

  1. Go to Client Functions > Electronic Functions > Magnetic Media
  2. Select State Quarterly Magnetic Media Filing
  3. Choose your state and report type
  4. Select the tax period and clients
  5. Generate the file
  6. Print the summary report for your records
  7. Upload the file to the state agency website

State Filing Guides

A - C

  • Alabama (AL) - Quarterly wage and tax reporting to the Alabama Department of Labor
  • Alaska (AK) - Quarterly wage reporting to Alaska Department of Labor
  • Arizona (AZ) - Quarterly wage and withholding tax filing
  • California (CA) - DE9 and DE9C filing with the Employment Development Department (EDD)
  • Colorado (CO) - Quarterly wage reporting to Colorado Department of Labor

F - I

K - M

N

O - R

  • Ohio (OH) - Quarterly wage reporting to Ohio Department of Job and Family Services
  • Oklahoma (OK) - Quarterly wage and withholding tax filing
  • Oregon (OR) - Quarterly wage reporting to Oregon Employment Department
  • Pennsylvania (PA) - Quarterly wage and withholding tax filing
  • Rhode Island (RI) - Quarterly wage and withholding tax filing

S - T

U - W

Filing Tips

Before you file:

  • Verify all employee SSNs are correct
  • Confirm employer state ID numbers are entered in ProPay
  • Review the summary report for accuracy before uploading

File deadlines:

Quarterly wage reports are typically due:

  • Q1 (Jan-Mar): April 30
  • Q2 (Apr-Jun): July 31
  • Q3 (Jul-Sep): October 31
  • Q4 (Oct-Dec): January 31

> Note: Deadlines may vary by state. Check with your state agency for exact due dates.

Keeping records:

Always print and save the summary report generated by ProPay. This report documents which clients and employees are included in each filing.

Troubleshooting

File rejected by state:

  • Verify the file format matches state specifications
  • Check for invalid characters in employee names or addresses
  • Confirm SSNs are in the correct format (no dashes)
  • Ensure quarterly totals match your payroll records

Missing employees:

  • Verify employees have wages for the quarter
  • Check that state tax is configured for the correct state
  • Review employee state residency settings

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