Special Memorandum 293
To: Authorized Agents not reporting wages via Web Wage Reporting
Re: Mandatory Web Wage Reporting effective July 1, 2006
March 14, 2006
Executive Summary
More than 2,000 employers report their members’ wages and contributions via Web Wage Reporting. Response from these employers continues to be very positive.
Effective July 1, 2006, IMRF employers who have Internet capabilities will be required to submit their monthly wage reports via Web Wage Reporting. After July 1, 2006, if an employer has Internet capability but does not submit monthly wage reports via Web Wage Reporting, it will be charged a $25 monthly processing fee.
One-on-one training for Web Wage Reporting is now available over the telephone. You can also register to attend an interactive demonstration. Dates, locations and a registration form are included with this memorandum.
If you do not have Internet access, please return the enclosed “Certificate of Lack of Internet Access” form so IMRF can waive the $25 monthly fee.
When Internet access becomes available, employers will be required to use Web Wage Reporting. IMRF will periodically request that employer certify their lack of Internet access.
Background
New Employer Access went live on May 15, 2005, and included an enhanced Web Wage Reporting function. Currently, more than 2,000 employers use Web Wage Reporting to submit their monthly wage reports.
- Overall, employer response to the Web Wage Reporting function continues to be very positive. Every time an employer submits a Web Wage Report, they confirm the system’s safety, security, and immediacy. In addition:
- You do not have to mail anything (diskette or paper), and your summary report (Form 3.10) is created by the Web Wage Reporting application.
- A “validate” step in Web Wage Reporting ensures that your wage report is correct and in balance before you submit it to IMRF.
- You can use a digital “filing cabinet” where you can view all your Web transactions, including wage reports, wage adjustments, and terminations.
- A link to the govONE Solutions web site is available, which will aid you in paying your monthly contributions.
July 1, 2006, deadline
If your employer has Internet access, effective July 1, 2006, you will be required to submit your monthly wage reports via Employer Access and the Web Wage Reporting function.
- Beginning with any wage reports filed in July 2006, you will be expected to submit your wage reports via Web Wage Reporting. If you do not, you will be charged a $25 monthly processing fee.
- If you have the ability to connect to the Internet but do not have an Employer Access account, visit www.imrf.org and click on the link labeled “Employer Access” on the upper left of the screen, then click on the “Register Here” link.
- If you do not have the ability to connect to the Internet, I encourage you to obtain such ability and to apply for an IMRF Employer Access account.
- If you are unable to obtain Internet access, complete and return the enclosed “Certificate of Lack of Internet Access” form (page 5). IMRF will periodically request that you certify your lack of Internet access.
One-on-one training available
I understand some employers may be hesitant to switch to Web Wage Reporting. If you are concerned about making the switch, you can schedule a 15-minute telephone appointment with an IMRF Representative. The Representative will provide assistance while you complete the wage reporting steps.
To schedule a telephone appointment at a time that’s convenient for you, call 1-800-ASK-IMRF (1-800-275-4673) Monday through Friday, from 7:30 a.m. to 5:30 p.m. You will need your Employer Access ID when you call. (If you do not have an Employer Access account, visit www.imrf.org and click on the link labeled “Employer Access” on the upper left of the screen, then click on the “Register Here” link.)
Interactive demonstrations
Although the extensive Help files provided in Web Wage Reporting and the one-on-one training discussed above should be sufficient for most employers to start reaping the benefits of Web Wage Reporting, IMRF is offering a series of interactive demonstrations (see page 4).
The meetings will take approximately an hour-and-a-half. You will learn how to use IMRF’s Web Wage Reporting and view an interactive demonstration. We encourage you to attend.
Questions?
If you have any questions regarding mandatory Web Wage Reporting, call an IMRF Member Service Representative at 1-800-ASK-IMRF (1-800-275-4673) Monday through Friday, 7:30 a.m. to 5:30 p.m.
Questions?
If you have any questions, please call an IMRF Representative at our Employer Only Phone at 1-800-728-7971, 8:00 A.M. to 4:30 P.M. Monday through Friday.