Adjustments

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. The process allows employers to select the quarter and year, specific Social Security number record, adjust the record, and recalculate taxes due. The adjustment may go to a Customer Service Representative for review.

Manual AdjustmentsManual

NOTE: All owners/officers must be listed in the Maintain Owner/Officer section of your employer account. If an owner/officer is having wages removed during an adjustment but is not listed in the Maintain Owner/Officer section the adjustment will not be approved.

To make a manual adjustment to a wage detail file:

1. Log in to your account at www.uimn.org
2. On My Home Page, click Tax and Wage Detail Reporting.
3. Click Adjustment.
4. Under Prior Quarter Search, select the quarter and year to be adjusted from the drop down menu, and then click Search.
5. Select the option button next to the search result to be adjusted, and then click Next.
6. Under Filing Methods, select Manual Entry - Adjust individual wage records manually online, and then click Next.
7. Click the checkbox(s) under Adjust for the employee(s) to be adjusted.

NOTE: To make adjustments to multiple employees showing on different pages, select the employee(s) on each page to be adjusted, and then click Save. Do this for each page.

8. Once you have selected and saved all employees to be adjusted, click Next.
9. Make the correction.

NOTE: If a Social Security number was reported incorrectly DO NOT delete the line, simply correct the Social Security number.

10. Click Save.
11. Click Next.
12. Review 12th of the month information and update if necessary, click Next.
13. Review the Adjustment Confirmation Summary page, and then click Next.
14. Select a reason for the adjustment from the drop down menu; enter an explanation for each adjusted record; and then click Save.
    
    Note: You may have to do this to multiple pages. For each page, enter the reasons/explanations to each record, and then click Save.
    
    
15. After all reasons/explanations have been entered, click Next.
16. Review the adjusted total amount due, and then click Submit Wage Detail. The Wage Detail Submission Confirmation page opens with a confirmation number. Print the page for your records. At this point, you can choose to make a payment. Follow instructions below to make a payment.

Uploaded Adjustment fileUpload

An originally submitted wage detail file can be adjusted by uploading a new file. The same file formats available for submitting an original wage detail file must be used for submitting an adjustment file. The uploaded adjustment file will be listed as an Adjustment; only the original file will be listed as Original.

Prepare the adjustment file to be uploaded using one of the file formats described in the File Upload Method section.

To upload an adjustment file:

1. Log in to your account at www.uimn.org
2. On My Home Page, click Tax and Wage Detail Reporting.
3. Click Adjustment.
4. Under Prior Quarter Search, select the quarter and year to be adjusted, and then click Search.
5. Select the option button next to the search result file to be adjusted, and then click Next.
6. Select the option button File Upload, and then click Next.
7. Select the option button for the file type that matches the format of your adjustment file, and then click Next.
8. Click Browse to locate your file. Select the name of the file to be uploaded, and then click Open. The title of your adjustment file should appear in the Browse box, click Next.

NOTE: If your adjustment file has:

• less than 5 kilobytes of data, the File Preview/Errors page opens, displaying the first 10 records of your adjustment file plus any file errors.
  • If there are no errors on your adjustment file, continue with step 9.
  • If there are errors on your adjustment file, the File Errors section will display indicating the line number and error type (Fatal or Non-Fatal)
    • Fatal error type adjustments cannot be processed. You must correct the file and re-submit.
    • If you have Non-Fatal errors listed, you can select the option button Ignore Errors and Continue, click Next to continue; however, it is recommended that you correct all errors before submitting the file.
• more than 5 kilobytes of data, the Submitted File Information page opens,confirming your file has been saved and will be processed within 24 hours. To continue, refer to Submitted file upload files larger than 5 kilobytes.

9. If there are no errors, select the option button Accept file and proceed, and then click Next.
10. Review 12th of the month information and update if necessary, click Next.
11. Review the employer adjustment.
    
    If incorrect, STOP. You must make the changes to the original file located on your computer, and then re-submit the file by starting over with step 1.
    
    
12. If correct, click Next.
13. Select a reason for the adjustment from the drop down menu; enter an explanation for each adjusted record; and then click Save.
    
    Note: You may have to do this to multiple pages. For each page, enter the reasons/explanations to each record, and then click Save.
    
    
14. After all reasons/explanations have been entered, click Next. The Wage Detail Adjustment Calculations page displays the amount due.
15. Review the total amount due, and then click Submit Wage Adjustment. The Wage Detail Adjustment Confirmation page opens with a confirmation number. Print the page for your records. At this point, you can choose to make a payment. Follow instructions below to make a payment

To make a payment:Payment

1. Click Make Payment.
2. Select the statement period and year from the drop down menu, then click Search if you want to view the balance of a previous statement period; otherwise, click Make Payment. The Employer Payment Information page opens.
3. Enter the payment amount and select a payment method from drop down menu, click Next.
   
   

Paper Check Method:

1. Paper check payment information displays, click Next. A File Download box will display.
2. Click Open to view the payment voucher
   - or -
   Click Save to save the voucher to your computer.
   
   
3. Submit the lower portion of the voucher along with your check to the specified address.
   
   

Electronic Payment Method:

1. Enter Routing Transit Number, Bank Account Number, Account Type (from drop down menu) and Payment Effective Date. Click Next.
2. Review Electronic Check Payment Information, and then click Submit. The Receipt of Payment displays.

Submitted file upload files larger than 5 kilobytes (KB):5k

1. Log in to your account at www.uimn.org
2. Review the status of your file:
   1. On My Home Page, click Tax and Wage Detail Reporting.
   2. Click View Submission History.
   3. Select the quarter and year you want to view, click Search.

   The Search Results page will display:

   • a confirmation number if the adjustment file processed.

   • a link in the File Errors column if there are errors in the file. Click the Errors link to view the details.

   The Errors page will display further details about the errors in your file.

   • Fatal error records (or lines) will NOT be stored or used in calculations. The records must be corrected and re-submitted for an accurate submission.
     
     Important: A file with fewer than 50 fatal errors will process, but the records having the fatal errors will not process. A file with 50 or more fatal errors will cause the entire file to fail.
     
     
   • Non-fatal error records will be stored and used in calculations. It is recommended to correct the errors and re-submit the file for an accurate submission. These errors do not prevent the record or file from processing. Non-fatal errors caused by invalid Social Security numbers should always be corrected or the Employer Self-Service System will incorrectly calculate the taxable wages.

3. If you received a confirmation number and you have no errors on the file, see Payment Information for information on making a payment.