ODJFS Report Overview

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.

Creating an ODJFS Report for ITC's to submit

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• The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

• Select a Report Output Format from the drop-down option:

  • PDF (download)

  • Comma Separated Values

  • Excel-Data

• 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

• Click the 

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How to correct an employee's QTD ODJFS Wages and # of Weeks

Verify employee wages and weeks. If corrections are needed, go to CORE/ADJUSTMENT and use the Type ODJFS Total Gross to correct the employee's QTD ODJFS Wages and YTD Taxable Wages and ODJFS Weeks to correct the # of Weeks.  Once corrected, run ODJFS Report again. 

Once all data has been verified, click on  to create the ODJFS Submission File to be uploaded to ERIC

Example of Ohio Department of Job and Family Services Quarterly Wage Report

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Example of ODJFSxxQx for ITC's to submit file for districts

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District creating and submitting own ODJFS Submission File

If district is submitting own submission file, enter in information and click on . When submitting through the SOURCE, you will want to choose ICESA source option.

Enter in the required fields:

• Transmitter's Name

• Transmitter's Phone Number

• Transmitter's Email

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Example of ODJFSxxQx.TXT file for Districts to submit

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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.

The Quarter date range is calculated by:

• To find the Start date, they system starts with the quarter date range and finds the first Saturday of the quarter.  The Start date is then set to the preceding Sunday of the first Saturday of the month.

• To find the Stop date, the system 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 system will use the date range of 12/30/2019 - 03/30/19 to locate the count of weeks.

Once it has the date range then it finds the ODJFS days from calendars, attendance, and all docks.  The system then goes through all entries and adds the week of the year to a list checking for duplicates.  This ensures no two weeks are counted twice. Then the system adds any 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 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.

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 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 one or both dates are missing and the employee is on a Job Calendar and no Calendar Stop date is entered, they can be included on the ODJFS report with weeks. Verify each employee's position and add a Calendar Stop Date.
    
    

If there was a make-up day for the calamity day the employee would get credit at that time.

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 workday in the quarter. This is why if you add an ODJFS reportable employee after running the report for the quarter and they have workdays 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.  Also, check Pay Group date ranges, these can be different for different Pay Groups.  check Payroll Reports.

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.

• Ohio State Tax Item Total 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.

The Total employees paid 12th of Month 1, 2, 3 looks at what the current 'ODJFS Reportable' flag is set at for the employee's paid during those months.  If this flag was changed during those months, this would affect the count and make a difference on what was reported on the Pay Report for the Total ODFJS Count between the two reports. An Audit Report can be run to determine if flag was changed.  Also, looks to include an employee if their ' number of weeks' is greater than 0 or their 'QTD ODJFS wages' is greater than zero.

Deceased Employees

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

• To get this Warning to go away:

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 number of weeks affected for that dock.

ODJFS Report Video