Employer UC Services  > FAQs > UCMS Electronic Filing FAQs

UCMS Electronic Filing FAQs

  1. What Internet browser should I use?
  2. How do I register to use UCMS?
  3. Where will I find my Keystone (user) ID?
  4. I forgot my password. How do I reset it?
  5. I use an accountant or payroll processing company to file my quarterly UC reports. How do I add a third party administrator (TPA) in UCMS?
  6. How do I file a quarterly report in UCMS?
  7. What is the best way to file my quarterly report if I have 100 employees or less?
  8. What is the difference between ‘pre-populated’ and ‘non-populated’ under the Online filing option?
  9. How do I remove employees who did not have any reportable wages for the quarter being filed?
  10. Can I print each page when filing my quarterly report?
  11. I have more than 100 employees, how do I file my quarterly UC tax and wage report?
  12. I have QuickBooks Enhanced Payroll software. How do I file my quarterly report using this software?
  13. I would like to create a .CSV file to upload my quarterly report. How do I do this?
  14. I want to file by FTP. After I get a user id and create a password, do I need to do anything else prior to sending my quarterly tax report from the FTP website?
  15. I want to file via file upload or FTP. Is there a way to check my file for errors?
  16. I filed via File Upload or FTP. How do I submit my payment?
  17. What methods are available to make payment?
  18. What is the difference between ACH Debit and ACH Credit?
  19. When I am entering my bank information, does that submit my payment?
  20. How do I pay by check?
  21. If I have a credit on my account, how do I use it?
  22. I'm a CPA with several clients. What is the best way for me to file quarterly reports for all of my clients?
  23. I'm a third party administrator. How does the pre-file process work?
  24. I am a third party administrator (TPA). How do I register to use UCMS?
  25. How do I log off?
  26. I have more questions. Who can I speak to?

1. What Internet browser should I use??

For best results, use Internet Explorer Versions 7 – 10 to access the UC Management System (UCMS).

2. How do I register to use UCMS?

To access the UC Management System (UCMS) from the Labor & Industry homepage, click the UCMS icon. You can also type www.paucemployers.state.pa.us into your browser. Creating an administrative user account will allow you to access UCMS. Select the "Register" button. Enter your business information; review the Terms and Conditions; enter your administrative user information; create a password; and answer three hint questions. UCMS will assign a Keystone (user) ID. Click the "Login" button and enter your Keystone (user) ID and password to log in to UCMS. A step-by-step registration video tutorial is located on the "Employers" tab of www.uc.pa.gov. A PDF tutorial on How to Register Online is also available to download.

3. Where will I find my Keystone (user) ID?

After creating a password and answering your hint questions, you will get a summary page. Click "Next." Your administrative user account has been created and your Keystone (user) ID will be displayed.

4. I forgot my password. How do I reset it?

To reset a forgotten password, go to the UCMS login page and enter your Keystone (user) ID. Select the "Forgot Password?" button. You must correctly answer at least two of the three hint questions. You will then be able to create a new password following the criteria displayed to the right of the screen.
 
TIP: You will not be able to re-use any of your 10 previous passwords.

5. I use an accountant or payroll processing company to file my quarterly UC reports. How do I add a third party administrator (TPA) in UCMS?

On the UCMS home page, select "Employer Profile" from the left navigation bar. Select "Manage Representatives." Click the "Add New Representative" link. Add the TPA’s 10-digit account number, today’s date, and select the functions the TPA will perform. Click "Submit;" you will receive a message confirming that a representative has been added. If the TPA will perform multiple functions; click "OK" and the system will return to the "Manage Representatives" page where additional functions can be added.

6. How do I file a quarterly report in UCMS?

There are several options that employers can use to electronically file their UC tax and wage data. These options are Online filing, File Upload through the employer portal, or File Transfer Protocol (FTP). The Online filing option should be used only if the number of employees in your entity is 100 or less. If the number of employees exceeds 100, you will need to either File Upload or FTP. For information on the file layouts and formats for electronic reporting of UC tax and wage data by File Upload or FTP, please review the UC-2010 handbook located on the "Employers" tab of uc.pa.gov.

7. What is the best way to file my quarterly report if I have 100 employees or less?

The best way to file a quarterly report showing 100 employees or less is the Online filing method, where employees’ names can be pre-populated for you. On the UCMS home page, select "Quarterly Reporting" from the left navigation bar. Select "File Quarterly Report." Select the "Online" radio button as the filing method. On the subsequent pages, enter the employee and wage information. Clicking "Submit" will file the report. Payment may be made by clicking the "Make Payment" button. A video with step-by-step instructions for Online filing is located on the "Employers" tab of www.uc.pa.gov. A PDF tutorial on How to File a Quarterly Report Online is also available to download. TIP: When using the Online filing method, use the "SAVE" button about every 15 minutes to avoid timing out of the system.

8. What is the difference between ‘pre-populated’ and ‘non-populated’ under the Online filing option?

Employee information that is pre-populated will display the names and Social Security numbers that were reported for the last four quarters. Non-populated will be blank. To allow for accurate calculation of taxable wages, we recommend the use of the pre-populated option.
 

9. How do I remove employees who did not have any reportable wages for the quarter being filed?

When filing online, if the listed employee does not have wages to report, click on the box to the left of the Social Security number and click the box that says "Remove Selected Employees." You will receive a message to confirm; Click "Yes." This action will not affect previous quarters.

10. Can I print each page when filing my quarterly report?

Use the "Print Screen" option on your computer to print each page of the report.

11. I have more than 100 employees, how do I file my quarterly UC tax and wage report?

Employers with more than 100 employees must file wage detail electronically via File Upload or File Transfer Protocol (FTP). For tips and information on the file layouts and formats for electronic reporting of UC tax and wage data by File Upload or FTP, please review the UC-2010 handbook located on the "Employers" tab of uc.pa.gov.

12. I have QuickBooks Enhanced Payroll software. How do I file my quarterly report using this software?

Visit the "Employers" tab at uc.pa.gov to view a PDF document with step-by-step instructions to use QuickBooks for filing a quarterly report.

13. I would like to create a .CSV file to upload my quarterly report. How do I do this?

The department has developed a program to assist with creating a .CSV file. Visit the "Employers" tab at uc.pa.gov to access the program and instructions. A PDF tutorial on How to Upload a Quarterly Report File is also available to download.

14. I want to file by FTP. After I get a user id and create a password, do I need to do anything else prior to sending my quarterly tax report from the FTP website?

You need to authenticate your user id on the UCMS site by logging in and successfully answering the Shared Secret Questions before submitting a file via FTP.

15. I want to file via file upload or FTP. Is there a way to check my file for errors?

When uploading or using File Transfer Protocol (FTP) to file a quarterly report, we strongly suggest checking the file for errors by running it through the UCMS File Checker. Visit the "Employers" tab at uc.pa.gov to access the File Checker and instructions.

16. I filed via File Upload or FTP. How do I submit my payment?

To make a payment for uploaded or FTP reports, login to UCMS two business days after submitting the file. Select "Quarterly Reporting" from the left navigation bar. Select "Manage Uploaded Files." Select the file you wish to pay, and then select "Pay Now," which takes you to the "Make a Payment" page. Only one file can be selected per payment transaction, and the total amount due as calculated by UCMS must be paid. For TPAs who want to make ACH Credit payments on behalf of their clients, we encourage you to use the ACH Credit CCD+ format.
 
If you want to make a payment immediately after uploading a file, you need to click on "UCMS Home," and then "Make a Payment." As the money due for the report will not be shown there, you will need to make a pre-payment of contributions, interest and/or penalty, which will pay the report when it posts to the account.

17. What methods are available to make payment?

You can use the following methods to make a payment: ACH Debit, ACH Credit, credit card or paper check. A video with step-by-step instructions for Making a Payment is located on the "Employers" tab of www.uc.pa.gov.

18. What is the difference between ACH Debit and ACH Credit?

To use ACH Debit, provide us with your banking information and select the date for the payment to be deducted from your account. To use ACH Credit, we will provide our ACH Credit addendum and our banking information for you to take to your bank for authorization.

19. When I am entering my bank information, does that submit my payment?

Entering bank information does not automatically submit a payment. After entering bank information click "Continue" to return to the "Payment Methods" page. Continue the payment process until you get your payment confirmation. TIP: Confirm that your bank information and date is correct before "submitting" payment.

20. How do I pay by check?

To make a payment by check, select "Make a Payment" from the left navigation bar. Select the appropriate radio button showing the amount of payment. Click "Continue." Select the "Print Payment Voucher" radio button and click "Continue." Click "Print Voucher" and mail the voucher and check to the address shown. Place the UC account number in the memo section of the check.

21. If I have a credit on my account, how do I use it?

If there is a credit on your account, you can use it when filing your next quarterly report. On the "Make a Payment" page, select the "Pay Partial Amount" radio button and deduct the amount of the credit from the amount due for the quarter being filed.

22. I'm a CPA with several clients. What is the best way for me to file quarterly reports for all of my clients?

There are several options available to you. If you have completed the POA or ‘handshake’ between you and your client, you can use the Online reporting if the number of employees for that client is 100 or less. If the number of employees exceeds 100, you will need to either file upload or FTP. If your file size is 500 kb or less, you can upload files via the UCMS application. For files that are uploaded via the UCMS application you will receive confirmation of file receipt and processing status. If your file size is over 500 kb but less than 500 mb, you must upload files via the FTP server. For files that are uploaded via the FTP server and if you provided an e-mail address, you will receive an e-mail notification when there is an acknowledgement file. Once a file is accepted and the system processes the data, you can check the status of your file in the Manage Uploaded Files portal in UCMS. You are encouraged to submit a Pre-File before submitting your quarterly tax files. Please refer to the following link for a tutorial on the pre-file process.
 

23. I'm a third party administrator. How does the pre-file process work?

The Pre-File process is used to provide accurate account numbers and contribution rate information for your clients in order to facilitate increased accuracy for filing and payment of quarterly UC reports. New clients without an account number and clients for which you do not know the account number, can also be included in the Pre-File showing the employer account number as “AppliedFor”. The system will return either the existing account number for the client or assign a new account number. Only those clients who have covered PA employment should be included on your Pre-File. Pre-Files are uploaded via the FTP server and you will get an e-mail notification when the Match File is available. In addition to the account numbers and contribution rates, the Match File also provides any total approved credits, total amount due, registration and/or report delinquencies for each client, if applicable. Please refer to the following link for a tutorial on the pre-file process.
 

24. I am a third party administrator (TPA). How do I register to use UCMS?

To register as a TPA, follow the steps shown in FAQ #2 to obtain a Keystone (user) ID and password. After logging in to UCMS, select the TPA radio button and click “Submit.” Enter the Employer Representative information and click “Submit.” You will then have been successfully added as a TPA in UCMS and the 10-digit TPA identifier will be displayed. You will need to provide this identifier to your client who will add you as their representative in UCMS (see FAQ #5). Please refer to the following link for a tutorial on how to register as a TPA.
 

25. How do I log off?

To logoff, select "Log Off" from the left navigation bar. DO NOT close the window by selecting the "X" at the top-right corner of the screen. If a user closes out of the UCMS session by closing the window (selecting the "X" in the top-right corner), the next time they access UCMS they will get a blank screen with just the navigation menu. If you get a blank screen with just the navigation menu, click "Log Off" and then log back in.

26. I have more questions. Who can I speak to?

Our UC Employer Contact Center is staffed Monday through Friday, 8 a.m. until 4:30 p.m. EST. Please call 866-403-6163 or, within the Harrisburg area, 717-787-7679. You will be offered two options:
Option 1:For information on logging in to your PA UC self-service portal, contribution rates, refunds, or statements of account;

Option 2: For information on electronic report filing, electronic payments, or to get a clearance certificate.
 
Please be prepared to provide the name of your business and your PA UC account number.
 
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