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How ODJFS calculates Weeks for Reporting
The job calendars 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.
ODJFS Report does NOT look at the Archive status of an employee.
It The Quarter date range is calculated by:
- To find the Start date, they system starts with the quarter date range
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- and finds the first
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- Saturday of the quarter
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- . The Start date is then set to the preceding Sunday of the first
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- Saturday of the month.
- To find the
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- Stop date,
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- the system uses the last
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- Saturday of the month of the stop date of the quarter.
Example 1st Example:
- 1st Quarter 2019
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- : 01/01/2019 - 03/31/19
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- . The system will use the date range of 12/30/2019 - 03/30/19 to
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- locate the count of weeks.
Once it has the date range then it find the odjfs ODJFS days from calendars and , attendance, and all docks. It loops through them all The system then goes through all entries and adds the week of the year to a list checking for duplicates, so we don't count the weeks . This ensures no two weeks are counted twice. Then it the system 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. Core>Adjustments>ODJFS Weeks to arrive at the final total. 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 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 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.
Items to Consider:
- ODJFS Report does not look at the Archive status of an employee. Archived employees will still be reported.
- ODJFS Report looks at the Compensation>Historical Context>Calendar Start Date and Calendar Stop Date to determine week counts.
- A Calendar Stop Date should to be entered once the employee is no longer employed.
- If an employee's Compensation>Compensation Start Date and Compensation Stop Date fall within the quarter being reported, the employee will be included.
If there was a make up day for the calamity day the employee would get credit at that time.
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The QTD Gross Wages total field is the total of in state (ohioOhio) employee wages only. This field will be blank if it is an Out-of-State employee.
- Ohio State Tax Item Gross for the quarter
- Total Gross Adjustment Journals for Ohio State Tax Items for the quarter
- Life Insurance payments processed through payroll will be included in this total. This amount is not included in the ODJFS submission file.
The QTD ODJFS Wages - we get this by searching the history for pay dates that fall in the reporting quarter.
- Historical Employee Pay ODJFS Applicable Gross values for the quarter
- ODJFS Gross adjustment journals for the quarter
- Life Insurance payments processed through payroll or as a Core>Adjustment>Life Insurance will not be included in this total.
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.
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Deceased Employees wages are to be reported to ODFJS. This amount will not be listed under QTD Wages but only under QTD ODJFS Wages on the report. QTD ODJFS Wages is the amount that is reported on the submission file to ODJFS.
ODJFS File Specifications
odjfs.state.oh.us/forms/num/JFS20233/pdf/
Warning Messages
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
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