If you wish to use this service, see contact information under "Where do I start?".

I. Where do I start?

Employers sign up for this service through the Idaho Department of Labor. The Agency will evaluate each applicant to determine eligibility. If approved the Agency will issue the employer a PIN number for accessing their account. The employer will also be required to sign up with Access Idaho to receive a username and password to gain entry to the application and payment gateway.

For questions regarding registration, passwords, or Idaho quarterly wage reporting, please contact the Idaho Department of Labor at (208) 332-3576, then select option 1, then 0. For questions regarding the application and payment gateway, please contact Access Idaho at (208) 332-0102.

II. What does this online application do?

The Idaho Department of Labor in partnership with Access Idaho has developed an online application to make quarterly wage reporting and payments easier. The service provides the following benefits and features:

1. Eliminates the need to submit quarterly wage tax reports and payments by mail (i.e. Form TAX20 and TAX26, a diskette/magnetic tape or paper check).

2. Allows for electronic wage reports to be uploaded and transmitted directly to the agency while still using existing file formats and processes.

3. Automatically calculates tax due based on wages paid in the current quarter per employee up to the taxable wage base with any late penalties or lien interest due.

4. Allows for employers to pay their unemployment taxes online by electronic check.

5. Can view quarterly wage total information submitted for the past three years including the current quarter.

6. Provides employers access to their account so they can adjust their status or review the wage information on file with the agency.

III. How do I file my Quarterly Wage Tax Report?

After registering with the Department of Labor and Access Idaho you are ready to file and pay your quarterly wage report online. Start by logging on to the Department of Labor's home page. There you will select a link to the security log in screen of the application. After signing in with your user name and password supplied by Access Idaho you will be presented with several menu options. The options will guide you through the uploading, review and submittal of a Quarterly Tax Wage Report. If you choose to create a quarterly report or view your account history with the Department of Labor or adjust the status of your company, you will need to select the Employer Login link. Once selected the link will present you with a security screen where you will fill in your State account number and PIN and follow steps one through three listed below.

Step - 1

Select one of three options for creating an Unemployment Insurance Tax Report.

Option a. Select Employees for the Tax Report

This allows an employer to pull up the previous quarter's filing and edit it to reflect the wage and personnel changes that have taken place in the quarter you are filing for. When you select this option the online application will go into the Department of Labor's database and display the Social Security number and name of the employee you reported last quarter. Next to the name will be a check box. If the box has a check mark by the name, the employee will be included on your wage report. If you do not see a check mark or uncheck the box by the name, the employee will not be listed in your tax report.

Once you have all the names checked or unchecked in this report option choose "Done" and move on to fill in the total Idaho wages paid this quarter.

Once you have selected all the employees for the report and filled in their wage information you are ready to move on to Step 2.

Option b. Add New Employee to the Tax Report

This option gives you the ability to build a wage report one person at a time or add a person and their wages to a report built in Option a. or c. This option is similar to filling out paper Form TAX26. Once you have added the employee's Social Security number and name you will be asked for their wage information. When finished adding the employees wage data move onto Step 2 to review your report.

Option c. Import Wage Records for the Tax Report

Option c. is for those employers who mail disks or tape files into the Idaho Department of Labor. This application will upload your electronic reports in 275 byte, 128 byte, 100 byte, or DBF files. The DBF files are generated from the QtrWage PC Application supplied by the Department of Labor.

If you currently use the QtrWage application, you can use the 'Export' function in this program to save the comp.dbf and emp.dbf files to your hard drive. The two files, comp.dbf and emp.dbf contain the information that will be uploaded to the application.

When you select Import Wage Records the next screen will display two Browse buttons and the file names you are looking for. Select the Browse button to locate the two files you previously exported to your computer's hard drive. Double click on the files you need to upload to place them in the proper location.

Hint: When Browsing for the .dbf files be sure the Files of types: is set to All Files (*.*). to ensure that your computer will display all the files you are searching for.

In the case of a 275 byte, 128 byte, 100-byte file the process is very similar. Select the appropriate upload type, instead of transferring the wage file to tape, save it to an easy to remember file location on your computer or network. Using the Browse function, locate the 275 byte, 128 byte, 100 byte file and select the upload option of this application. When the file has successfully uploaded you can move on to Step 2.

If at this point you have a new employee to add or change refer back to step one option b.

Note: When loading your wage information you will be need to wait for the data to fully upload before performing some additional operations. A "Status Bar" will display the progress of your upload. To update the status bar select the Reload/Refresh button at the top of your browser.

Step 2

Review Wage Report.

Begin Step 2 by selecting the Review Wage Report option. This option displays the wage and employee information you created, uploaded or edited in Step one.

Displayed in this option are all of the employee names and Social Security numbers that will be sent to the Department of Labor in your Wage Tax Report submission. If you have a correction to an employee's record, locate that record and select the edit link. The edit link allows you to modify an employee's name and update their wages information. If you have an employee that is listed on the report that should not be there, this is where you can delete them.

Find and Fix

While reviewing your Wage Report if you are unable to find an employee use the Find and Fix option. This link allows the user to search for an employee by name or Social Security number.

Adjust Status

It is important to review your company's information on file with the Department of Labor. Select Adjust Status to verify that the State has your company's name mailing address and contact name correct. Make any necessary changes to the information before moving on to step 3.

Step 3

Calculate Tax - Review Report - Submit & Pay

Select the Calculate Tax - Review Report - Submit & Pay link. The application will ask you to fill in the number of workers employed on the 12th of each month. If you had no employees enter zero (0) do not leave the month blank. Next you will be asked to supply the total amount of excess wages for the quarter. This information allows the application to calculate your total tax due. You will be able to review your company's tax rate, total wages, total taxable wages, tax charged, penalty charged, interest charged and total due. If correct print the summary page for your tax records, continue on to the payment gateway. If incorrect return to the options presented in step one to correct the report and recalculate the report again.

IV. How do I Pay my Taxes?

After your tax has been calculated and you have printed the summary for your records you will move on to the payment gateway. The payment gateway will present the user with the total amount of payment due and ask for billing information such as name, address, phone, email address and payment method. This application uses an electronic check to pay for taxes due. So under Payment Method on the pull down menu select the Virtual Check option. If all the required fields are completely filled in and a payment method selected you will move on to the direct debit screen. Note: The email address is an optional field. However, by selecting this option by typing in a valid email address you will receive your payment receipt electronically instead of it being displayed later in the program. On the final screen of the payment gateway you are asked to fill in the routing number and account number listed on the check you are pulling your Tax payment from. To ensure you are accurately entering the numbers you will be asked the routing and account numbers twice. A picture of a check is shown on screen to assist you in finding the routing and account numbers.

By filling out the Bank Name, Account Number, Account Type (Checking or Savings) and the routing number you are committing to a direct account debit for the full amount of the taxes you are reporting. If you are ready to complete the transfer of funds and the filing of your Unemployment Tax Report select the next button at the bottom of the page.

Note: Be sure and include all the digits in your routing number including the zeros. For example 0002467 routing number must include all the zeros (000) in front of the numbers to be valid.

A successful Tax payment and report submission will display a receipt page that you will want to print for your records. After printing select the Next button. That will take you to the final page of this application. The final page will display all of the companies you have submitted payments and reports for. At that point you can return to the main menu and exit out. The wage repots you have submitted will be processed within 48 hours and posted to your account history accessible in the Main Menu of the application.