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•  1. Generate the ODJFS Report for verification purposes.
  • Go to the Reports Tab and choose /ODJFS Reporting/ODJFS Report
    • Select appropriate year
      • Select appropriate quarter

        
        

        Tip
        1st Quarter (January - March) 2nd Quarter (April - June) 3rd Quarter (July - September) 4th Quarter (October - December)

        
        

    • Select from sort options
      • Employee ID
      • Employee Name
  • Click Generate Report
  • Can be run as many times as necessary until all information is correct and before the submission file is generated.

    
    

•  2. Verify Wages are Correct
  • QTD ODJFS Wages (second wage column) should equal the equal the gross of all employees that are marked as ODJFS Reportable in their .  Reporting flag found on the Employee screen.
    • To verify, run an Employee Earnings Register or Quarter Report for all employee employees for the quarter. 
      • The QTD Gross Wages on either of those reports should match your QTD ODJFS Wages. 
      • If you have employees that you don't report to ODJFS, example could be student workers, that could be your difference.  To verify, if you have those employees in one pay group, go back and run the Employee Earnings Register for just that pay group, then subtract that amount from the QTD amount from either the total gross from the Employee Earnings Register or the Quarter Report you ran for all employees.  If you do not have these employees in one pay group, you can select them individually for the report and run the report for just those selected.Verify that difference with an Earnings Register for those specific employees or pay groups not reported to ODJFS. 
    • If you find that your amounts do not match and you report all employees to ODJFS, you may have employees not listed on your report because their ODJFS Reportable flagFlag is not marked on their Employee screenScreen, or it was marked after their first pay and the amounts on the report only include part of their gross for the quarter.
      • To find these employees go to Core>Employee.
        
        • Use the More button to add ODJFS Reportable, ODJFS Hire Date, Last Paid Date and State.
        • In the Last Paid Date use the filter for the beginning and ending date of the quarter, for example 01/01/YY..03/31/YY, this will list just employee that were paid this quarter.
        • In the ODJFS Reportable filter enter the letter f.  This will pull up anyone that is marked False to not report.  If you do have employees that are marked false correctly you can ignore them, but look for employees that should be marked 'true'.
        • If you do not find any not marked, then look for employees that could have been marked late.  Enter the same date filter in the ODJFS Date field, example 01/01/YY..03/31/YY.
        • Look at each employee listed and make sure the total gross wages from the Employee Earnings Register or Quarter Report are reported on the ODJFS Report.  If no wages or only part of their wages are reported due to marking their ODJFS Reportable flag late in the quarter you will need to make an adjustment to their ODJFS Wages.
        • Mark the ODJFS Reportable checkbox on the Employee Screen so that they will be able to be added to your report. 
          • To make an adjustment to Wages go to Core/Adjustments.  
          • The Type of adjustment is ODJFS Total Gross.
          • The amount is what you want to add to the report.  
          • The Date needs to be a date within the quarter.

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• • YTD Taxable Wages (third wage column) is a calculated value based on the YTD wages for ODJFS purposes.  The ODJFS taxable wage base is $9,000 currently and has been since 2020. 

    Note
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    If the district is a contributing employer they are charged a fee.  If an employee has reached $9,000.00 in wages for 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. You may also see partial amounts after the 1st quarter when the last part of the $9,000 is being reported.  For example, in the first quarter $8,000 was reported.  The second quarter would only report $1,000 to total for the year $9,000

    
    

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  3. Verify Weeks are Correct

  Tip
  title What are ODJFS 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 ending the week falls within the reporting quarter.  Example, April 6th 5th is a Saturday, that week, March 3130- April 65, is the first week count in the 2nd 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. Generally, the count is 13, however if there are 14 Saturdays in the Quarter, the maximum weeks would be 14.  If there are only 12 Saturdays the max would be 12.

  
  

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• • Paid in month 1, 2, 3 - 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 paid 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. Also, check Pay Group date ranges, these can be different for different Pay Groups, view Payroll Reports to see this detail.

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