Delaware Paid Family Medical Leave (DE PFML) Quarterly Wage Export

Overview

This article provides instructions for generating the Delaware Paid Family Medical Leave quarterly wage reports through the Admin Tools interface. The export creates a CSV file formatted according to the state requirements for Delaware's PFML program.

Prerequisites

• User must have appropriate permissions for DE Paid Leave Export in Admin Tools
• Supplier properties must include the new DEPaidLeave_AccountNumber property configured properly
  
  

Setup Requirements

1. Configure DE PFML in Admin Tools under Employer > Supplier Properties settings
2. Ensure the supplier property DEPaidLeave_AccountNumber is properly configured:
   • Must be numeric only
   • Must be between 6-8 digits
   • Must be valid for Delaware reporting

Generating the Quarterly Wage Report

Process Steps

1. Navigate to Weekly Process | Import/Export section in Admin Tools
2. Select the 'Generate Report' option
3. Enter the required parameters:
   • Year
   • Quarter
   • FEIN

File Generation Details

The system will create a CSV file with the naming convention: DEWH_EMP_ACCNO_MMDDYYYY_HH24MISS.csv

Validation Phase

• The report generation runs in analysis phase first
• Any errors will appear in the exported file
• Common errors include:
  • Missing DEPaidLeave_AccountNumber in supplier properties
  • Invalid account number format (non-numeric, less than 6 digits, or more than 8 digits)
  • Invalid SSN format

File Specifications

https://laborfiles.delaware.gov/main/dlf/Wage_Report_File_Formats_Error_Processing.pdf

Required Columns

The CSV file includes the following required columns:

1. Total Record Count
2. Employer Account Number
3. Year
4. Quarter
5. Social Security Number
6. First Name
7. Last Name
8. Employer Contribution %
9. FICA Wages
10. Combined Out of State Wages
11. Total Hours
12. Weeks Worked

Optional Columns

The file also includes these optional columns:

1. Preparer Legal Name
2. Preparer FEIN
3. Middle Initial
4. Adjustment Code

Data Validation Rules

Social Security Number

• Must be 9 digits
• Cannot contain invalid ranges
• Cannot contain consecutive identical digits
• Invalid SSNs will be flagged during analysis phase

Employer Contribution Percentage

• Must be between 50 and 100

Adjustment Code

• Valid values: blank, UP1, UP2, UP3, DEL
• Value depends on the adjustment reason

Multiple Account Numbers

The system supports generating reports for:

• A single account number
• Multiple account numbers (separate files will be generated)

Sorting

Wage records in the file are sorted by:

1. Employer Account Number
2. Wage Year
3. Wage Quarter

Record Count

The Total Record Count column displays the same value for all rows, representing the total number of wage records in the file.

Troubleshooting

• If the export fails, check that the supplier DEPaidLeave_AccountNumber property is properly configured
• Ensure all SSNs are valid according to Delaware formatting requirements
• Verify that the user has appropriate permissions for the DE Paid Leave Export function
• For exports with different years, ensure the correct year parameter is selected