How to Review an Employee's Base Weeks

How does the State of New Jersey define Gross Wages and Base Weeks?  

How to Review an Individual Employee's Base Weeks Data

The system automatically calculates based weeks for all employees.  The employee's Base Weeks tab shows the individual employee's base week totals that will be reported on the WR-30 report.  To pull all completed pay periods into this screen, if they don't all show, click the Recalc Base Week Data button.

Interpreting the Base Week Display

For each Base Week, the week's start and end dates are displayed, as well as the calculated value for the week for this staff member, and a check mark indicating whether this counted as a Base Week for this employee:

For each week, there is also an audit icon, an edit icon, and a column indicating if the value was manually overridden and locked.

Viewing an Audit for a Base Week

An  audit icon is displayed for each Base Week.  Click this to view an audit of how the value was arrived at:

The audit is displayed in a dialog.  This explains why the employee was or was not credited with a Base Week.  The audit shows the pay for the week broken over the full 7 days of the week.  Each entry shows the pay for one day:

Base week 2024 1 1/1/2024 - 1/6/2024

Calculated on 2/2/2024 2:46PM

First day of school year for this employee is 7/1/2023

Payroll 2024 1 1/1/2024-1/15/2024 (15 days)   1 x 100 / 15 = 6.6667%

  State Gross: 4,911.08 x 0.066667% = 327.40697036

You can export this to a PDF by clicking the PDF button at lower right:

Manually Overriding a Base Week's Calculated Value and Locking it from Further Calculation

You can edit and manually set the Base Week value by clicking the Edit icon.  This brings up the "Edit Base Week" dialog:

To override the calculated value, enter the Amount, as well as an optional note, and click Save.

To prevent the manually updated value from being changed, click the "Locked" checkbox and Save.

The WR30 Base Week Quarter will NOT NECESSARILY match the NJ Income Tax Quarter.

The State of New Jersey defines a base week as follows: any calendar week (Sunday through Saturday) in the reporting quarter during which the employee earned in employment remuneration equal to or more than 20 times the state hourly minimum wage of the prior year ($260 in 2023 and $283 in 2024). If a week falls within two calendar quarters, report it in the quarter in which four or more days fall.

When you are reviewing the Base Week data for a given WR30 Quarter, please pay particular attention to the dates of the base weeks.  In 2024, WR30 Quarter one ends on 3/30/2024 and the NJ Income Tax Quarter ends on 3/31/2024.  Because of this, the 2024 WR30 Quarter 1 wages WILL BE DIFFERENT than the 2024 NJ Income wages by one (1) day.  

2024 WR30 Quarter 1 wages 

2024 NJ Income wages (from the NJ-927 Reconciliation report) reconciled to WR30 Wages

Running the WR-30 reconciliation to Taxable Wages Report

To better assist Districts in reconciling the WR30 to the Taxable wages, the WR30 reconciliation to Taxable Wages Report can be utilized.  

This report can ONLY be run for the entire quarter.  This is to account for the specific days that are included in the WR30 but not included in the Taxable Wage Quarter.  You can CLICK HERE to access the Knowledgebase article for the report.

Reviewing Void checks and applying a Void to the proper quarter

When you are reviewing / reconciling / preparing the WR30, you may notice a void that was for wages in a previous quarter and the void was applied to the succeeding quarter (when the void was posted in SchoolFi).  You can "move" the void back to the previous quarter by submitting a help ticket.  Please include the staff members name, the amount of the void, the date of the void and the payroll that you want the void moved to.  This district should use extreme caution when moving a void to ensure all of the quarterly tax reports are complete and accurate for all quarters.