CWDS Quarterly Employment Report (PA 1540) Instructions

Transcription

1 COMMONWEALTH OF PENNSYLVANIA DEPARTMENT OF HUMAN SERVICE OFFICE OF INCOME MAINTENANCE CONTRACTOR PARTNERSHIP PROGRAM Health & Welfare Building 625 Forster Streets, 2 nd Floor West Harrisburg, Pennsylvania HOTLINE FAX (866) (717) CWDS Quarterly Employment Report (PA 1540) Instructions Department of Public Welfare, CPP Contractor Your contract has been added to your Business Folder in the Commonwealth Workforce Development System (CWDS). You can continue to submit the hardcopy forms Quarterly Employment Report Forms (PA 1540), or you can submit the forms electronically via the CWDS system. I have posted the instructions to do so below. *There is NO other correct electronic version of PA Form 1540 that is available online on any state or non-state website. This is the only available electronic version of the form that will be accepted. Since we have very recently got the screens up and running there are no official directions at this time, however following the steps below will allow you to complete the forms. When completing the forms online please note that in CWDS the following applies: Reporting hires to meet Federal requirements that can also be completed in the CWDS system is not the same, nor is it sent to CPP to meet program requirements. Individuals identified as CPP hires must still be entered in the CWDS Quarterly Employment Report screens to be credited. Direct/Prime Contractor is an organization who s CWDS Business Folder/Company Profile the DPW contract has been attached to. In most, (but not all) cases this will be the contractor who completed the PA 778, or was awarded a contract directly with the Department of Public Welfare via RFP or another procurement process. Only Direct/Prime contractors can create Quarterly Employment Reports or submit them for final approval. Subcontractors can only edit the forms if given the contract number by the Direct/Prime contractor. Subcontractor is an organization that has a contract with the Direct/Prime DPW contractor to provide a set of services. *In situations where funds are simply passed through a Direct/Prime DPW contractor and most services and reporting duties are performed by a subcontractor; in CWDS only, the subcontractor will have the contract attached to their organization s CWDS Business folder. The CWDS system will then recognize and require them to report as the Direct/Prime contractor. This is for tracking purposes only and does not change the terms of the contract requirements. 1

2 Creating a Direct/Prime Contractor Quarterly Employment Report (PA 1540) 1) Log into the CWDS website at You will be at the CWDS homepage. 2) Please Note: If the individual logging in the Business Folder/Company Profile already has a CWDS Provider Keystone ID they must first create a separate Employer Keystone User ID to use the Employer Business Folder/Company Profile. CPP forms are not available in CWDS unless the user is signed in with an Employer Keystone User ID. 3) Enter your Keystone ID and Password (We cannot see your Keystone ID, nor can we see your CWDS password. If you did not create one but need access to your specific CWDS Business Folder/Company Profile, you will have to talk to the creator of the folder in your office. If you have your Keystone ID and need only your CWDS password, follow the steps for retrieval on the CWDS website.) 4) Once logged in you will arrive at your Employer Home Page. On the blue ribbon across the top of the screen you will see a series of options (Home, Report New Hires, My Profile, Events, etc.). Select My Profile, and then from the drop down list select Quarterly Employment Forms 5) On the next screen titled CPP Quarterly Employment Form (PA 1540) List select Create Quarterly Employment Report 6) You should now be on the screen titled CPP Quarterly Employment Form (PA 1540). Enter the contract number for the contract you are reporting on, then select Get Contract Details 7) On the next screen, the details of the contract you have selected will populate. In the Contract Report Details section, enter the begin date of the reporting quarter (i.e. 01/01/2012, 04/01/2012, 07/01/2012, or 10/01/2012). 8) In Employment Information section, enter the required data for overall business hiring (this section is not specific to this contract). When finished select Save and Continue. The screen will reload displaying the Employed Public Assistance Recipients section. 9) If reporting a CPP Eligible individual hired in the quarter, select Add Hired Employee a. This will take you to a screen titled Add Employee for contract XXXXXXXXXX and Quarter 07/01/2012. b. Enter the Employee s CWDS Participant ID, OR Social Security Number, and all other required information. Then select Save Employee. Screen will reload and employee will now be listed in the Employed Public Assistance Recipient section. 2

3 c. To report additional hires repeat the steps 9a and 9b. 10) To report a CPP Eligible individual who was terminated in the quarter, select Add Terminated Employee a. This will take you to a screen titled Add Terminated Employee for contract XXXXXXXXXX and Quarter 07/01/2012. Enter the Employee s CWDS Participant ID, OR Social Security Number, and select Get Employee Info b. If the individual is already listed as an active hire for that contract in CWDS, the next screen will populate information for the CWDS Participant ID or SSN entered. Add the Termination date and reason and select Save Employee, OR i. CWDS will display the following message: Employee containing supplied SSN or Participant ID does not exist for this contract. Search again or proceed to add terminated employee ; instructing you to continue adding and terminating the individual in the available fields on the screen. Once completed select Save Employee. c. To report additional terminated hires repeat steps 10a and 10b. 11) If Editing an Employee listed in the Employed Public Assistance Recipient section a. Select the radio button next to the individual to be edited, then select edit employee b. Make necessary edit s and then select Save Employee 12) When finished adding or terminated hires, add and any pertinent comments. 13) If any additional edits will be needed, or subcontractor hires need to be added, select Save as Draft. *You can make as many edits in Draft Status to the reports as needed. Once the form is submitted for approval it can only be edited by CPP staff. 14) When form is fully complete (i.e. no additional edits are needed and no subcontractor hires will be added), select Submit Form If you need assistance completing the form or want to learn more about the program please call the CPP Hotline at where representatives are available to answer your questions Monday through Friday from 9:00 a.m. to 4:30 p.m. Eastern Standard Time. You can also contact the CPP staff via at RA-BETPCPP@pa.gov. 3

4 Direct/Prime Contractor reporting Subcontractor hires on a Quarterly Employment Report (PA 1540) 1) Log into the CWDS website at You will be at the CWDS homepage. 2) Please Note: If the individual logging in the Business Folder/Company Profile already has a CWDS Provider Keystone ID they must first create a separate Employer Keystone User ID to use the Employer Business Folder/Company Profile. CPP forms are not available in CWDS unless the user is signed in with an Employer Keystone User ID. 3) Enter your Keystone ID and Password (CPP staff cannot always see your Keystone ID, and we can never see your CWDS password. If you did not create one but need access to your specific CWDS Business Folder/Company Profile, you will have to talk to the creator of the folder in your office. If you have your Keystone ID and need only your CWDS password, follow the steps for retrieval on the CWDS website.) 4) Once logged in you will arrive at your Employer Home Page. On the blue ribbon across the top of the screen you will see a series of options (Home, Report New Hires, My Profile, Events, etc.). Select My Profile, and then from the drop down list select Quarterly Employment Forms 5) On the next screen titled CPP Quarterly Employment Form (PA 1540) List select radio button of the contract number and reporting quarter you wish to add or terminate subcontracted hires to and select Edit. Only forms in Draft status can be edited. 6) Contract Number will pre-populate on the next screen. From the dropdown box select Direct Contractor on Behalf of Subcontractor. Then select Get Contract Details. 7) Select the correct subcontractor from the dropdown list. If the subcontractor is not listed, refer to 7a and 7b. a. Select Add. Use the data fields to enter the subcontractor information, then select Save Details. Subcontractor will now be available in dropdown. b. Repeat Step 7. 8) If reporting a CPP Eligible individual hired in the quarter, select Add Hired Employee a. This will take you to a screen titled Add Employee for contract XXXXXXXXXX and Quarter 07/01/2012. b. Enter the Employee s CWDS Participant ID, OR Social Security Number, and all other required information. Then select Save Employee. Screen will reload and employee will now be listed in the Employed Public Assistance Recipient section. c. To report additional hires repeat the steps 9a and 9b. 4

5 9) To report a CPP Eligible individual who was terminated in the quarter, select Add Terminated Employee a. This will take you to a screen titled Add Terminated Employee for contract XXXXXXXXXX and Quarter 07/01/2012. Enter the Employee s CWDS Participant ID, OR Social Security Number, and select Get Employee Info b. If the individual is already listed as an active hire for that contract in CWDS, the next screen will populate information for the CWDS Participant ID or SSN entered. Add the Termination date and reason and select Save Employee, OR i. CWDS will display the following message: Employee containing supplied SSN or Participant ID does not exist for this contract. Search again or proceed to add terminated employee ; instructing you to continue adding and terminating the individual in the available fields on the screen. Once completed select Save Employee. c. To report additional terminated hires repeat steps 9a and 9b. 10) If Editing an Employee listed in the Employed Public Assistance Recipient section a. Select the radio button next to the individual to be edited, then select edit employee b. Make necessary edit s and then select Save Employee 11) When finished adding or terminated hires, add and any pertinent comments. 12) Select Save as Draft when finished. If you need assistance completing the form or want to learn more about the program please call the CPP Hotline at where representatives are available to answer your questions Monday through Friday from 9:00 a.m. to 4:30 p.m. Eastern Standard Time. You can also contact the CPP staff via at RA-BETPCPP@pa.gov. 5

6 Subcontractor Reporting hires on a Quarterly Employment Report (PA 1540) 1) Log into the CWDS website at You will be at the CWDS homepage. 2) Please Note: If the individual logging in the Business Folder/Company Profile already has a CWDS Provider Keystone ID they must first create a separate Employer Keystone User ID to use the Employer Business Folder/Company Profile. CPP forms are not available in CWDS unless the user is signed in with an Employer Keystone User ID. 3) Enter your Keystone ID and Password (CPP staff cannot always see your Keystone ID, and we can never see your CWDS password. If you did not create one but need access to your specific CWDS Business Folder/Company Profile, you will have to talk to the creator of the folder in your office. If you have your Keystone ID and need only your CWDS password, follow the steps for retrieval on the CWDS website.) 4) Once logged in you will arrive at your Employer Home Page. On the blue ribbon across the top of the screen you will see a series of options (Home, Report New Hires, My Profile, Events, etc.). Select My Profile, and then from the drop down list select Quarterly Employment Forms. 5) On the next screen titled CPP Quarterly Employment Form (PA 1540) List, in the Search Criteria enter the contract number of the contract you wish to add hires to or terminate hires from. This cannot be a contract in which you are the Direct/Primary contractor for. Then select search. 6) The next screen will display search results of Quarterly Employmet reports for that contract number. Select radio button for reporting quarter you would like to add or terminate hires, then select Edit. Only Quarterly Employment Forms in Draft status can be edited. 7) Contract Number will pre-populate on the next screen. From the dropdown box select Subcontractor of DPW Contractor. Then select Get Contract Details. 8) On the next screen, the details of the contract you have selected will populate. In the Contract Report Details section, enter the begin date of the reporting quarter (i.e. 01/01/2012, 04/01/2012, 07/01/2012, or 10/01/2012). 9) If reporting a CPP Eligible individual hired in the quarter, select Add Hired Employee a. This will take you to a screen titled Add Employee for contract XXXXXXXXXX and Quarter 07/01/2012. b. Enter the Employee s CWDS Participant ID, OR Social Security Number, and all other required information. Then select Save Employee. Screen will reload and employee will now be listed in the Employed Public Assistance Recipient section. 6

7 c. To report additional hires repeat the steps 9a and 9b. 10) To report a CPP Eligible individual who was terminated in the quarter, select Add Terminated Employee a. This will take you to a screen titled Add Terminated Employee for contract XXXXXXXXXX and Quarter 07/01/2012. Enter the Employee s CWDS Participant ID, OR Social Security Number, and select Get Employee Info b. If the individual is already listed as an active hire for that contract in CWDS, the next screen will populate information for the CWDS Participant ID or SSN entered. Add the Termination date and reason and select Save Employee, OR i. CWDS will display the following message: Employee containing supplied SSN or Participant ID does not exist for this contract. Search again or proceed to add terminated employee ; instructing you to continue adding and terminating the individual in the available fields on the screen. Once completed select Save Employee. c. To report additional terminated hires repeat steps 10a and 10b. 11) If Editing an Employee listed in the Employed Public Assistance Recipient section a. Select the radio button next to the individual to be edited, then select edit employee b. Make necessary edit s and then select Save Employee 12) When finished adding or terminated hires, add and any pertinent comments. 13) Select Save as Draft when finished. This will take you back to CPP Quarterly Employment Form (PA 1540) List. You are finished. If you need assistance completing the form or want to learn more about the program please call the CPP Hotline at where representatives are available to answer your questions Monday through Friday from 9:00 a.m. to 4:30 p.m. Eastern Standard Time. You can also contact the CPP staff via at RA-BETPCPP@pa.gov. 7