Maine Paid Family and Medical Leave (PFML) Export Process

Overview

This article explains how to configure and use the Maine PFML export functionality to generate compliant ASCII files for submission to Maine authorities.

Prerequisites

• Admin Tools access
• Appropriate user permissions

Configuration

Step 1: Setup ME PFML in Admin Tools

Ensure that Maine PFML is properly configured in the Admin Tools section of the application.

Step 2: Configure the Advanced Query Report

1. In Admin Tools, navigate to Reports > Advance Query
2. Locate the ME Family and Medical Leave Export option
3. Share the report with the user who will be performing the export
4. Save your changes
5. Restart the application for changes to take effect

 

Running the Export

Step 1: Access the Export Function

1. Navigate to Weekly Process | Import/Export
2. Select the Maine PFML export option

 

Step 2: Enter Required Parameters

Enter the following information:

• Tax Year
• Quarter
• FEIN (Federal Employer Identification Number)

 

Step 3: Generate the File

Click the generate button to create the ASCII file in the required format.

 

File Format Specifications

The generated file will contain the following record types in the specified order:

1. Transmitter (A) Record - First record in the file, appears only once
2. Employer (E) Record - One record for each employer
3. Employee (S) Records - Multiple records following each Employer record
4. Total (T) Record - Appears after each Employer's employee records
5. Final (F) Record - Last record in the file

 

Special Scenarios

Reporting No Wages

To test an employer with no wages:

1. Run the export for a FEIN/Year/Quarter with no Maine employees
2. The system will set the No Wages indicator in the Employer (E) Record
3. No Employee (S) Records will be included for that employer

 

Error Handling

The system validates all data according to specified rules. If invalid or missing data is detected:

1. The system will display appropriate error messages
2. The file generation will be prevented until all errors are resolved
3. An analysis report will still be generated

 

Testing Considerations

For thorough testing, consider the following scenarios:

• Configure multiple employees with ME PFML withheld across different suppliers
• Test suppliers with the same FEIN
• Test suppliers with different FEINs
• Verify wage amounts per employee
• Verify record placement in the output file

 

Troubleshooting

If issues occur during export:

1. Check that all configuration steps have been completed
2. Verify that the appropriate user permissions are in place
3. Ensure all required data fields contain valid information
4. Review the analysis report for details on any validation errors