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Chapter 02: Filing Instructions for Form G-440, Report Specifications Sheet

 

 

 
  1. Home
  2. Labor Employer Reporting Instructions (LERI)
  3. Part V - Reports of Creditable Service and Compensation
  4. Chapter 02: Filing Instructions for Form G-440, Report Specifications Sheet
 
 

Topics

  • Part I - Prerequisite Knowledge for Labor Employer Reporting
  • Part II - Establishment of Employee Records
  • Part III - Principles of Service and Compensation
  • Part IV - Particular Types of Compensation Payments
  • Part V - Reports of Creditable Service and Compensation
    • Chapter 01: General Information about Types of Reporting Media
    • Chapter 02: Filing Instructions for Form G-440, Report Specifications Sheet
    • Chapter 03: Filing Instructions for BA-3, Annual Report of Creditable Compensation
    • Chapter 04: Filing Instructions for BA-4, Report of Service and Compensation Adjustment
    • Chapter 05: Filing Instructions for BA-6a, Form BA-6 Address Report
    • Chapter 06: Filing Instructions for Form BA-9, Report of Separation Allowance and Severance Pay
    • Chapter 07: Filing Instructions for Form BA-11, Report of Gross Earnings
    • Chapter 08: Filing Instructions for Form BA-15, Report of Stock Options and Other Payments
    • Chapter 09: Time Limitations for Adjustment Reports
    • Chapter 10: Records Retention Requirement
  • Part VI - Reports Related to Service and Compensation
  • Part VII - Additional Communications about Service and Compensation Reports
  • Part VIII - Employer Reporting System (ERS) Internet User Instructions
  • Appendices
Chapter 02: Filing Instructions for Form G-440, Report Specifications Sheet

 

pdf iconLERI-Part V_CH 2 (45.88 KB)

 

Purpose of Form G-440

Every report completed using paper, cartridge, CD-ROM or disk media, must be accompanied by a completed and signed Form G-440, Report Specifications Sheet. If you file by Secure E-mail or FTP, you can fax the Form G-440 to the RRB. Reports filed on via Internet/ERS, do not require Form G-440.

Form G-440 is used for the following purposes:

  • To verify receipt of the annual report;
  • To identify the type of report that has been filed; and
  • To certify that the data furnished is correct.

If you have no compensated employees to report for the prior calendar year, complete only the appropriate items on the Form G-440.

Completion of Form G-440

Proper completion of Form G-440 is vital to the correct processing of the report. The correct entry of assigned employer BA numbers for all subsidiaries included in the report will prevent the subsidiaries report from being considered delinquent. Therefore, it is necessary to list all BA numbers for all employers included on automated media reports.

When you check the box for an Annual or Adjustment report in item 10, check all the related boxes to indicate the type of compensation and information included on the report (i.e. Sick Pay, Employee Addresses, etc.).

Employers using a cartridge should make sure:

  • The cartridge number is entered in the appropriate item;
  • The corresponding cartridge is labeled;
  • The cartridge has a standard IBM format header label; and
  • The report includes a "grand total" record.

Recapitulation Sheet

On the reverse side of Form G-440 is the Recapitulation Sheet used for entry of report totals. The compensation totals are used to verify that the report processed correctly. The report totals must be completed for paper and diskette reports. If your automated media report includes report totals, you are not required to also provide that information on the Recapitulation Sheet. Although not required, you may wish to complete this section for all reports as an added check. The Sub-total Record and Grand Total Record formats are in the Appendix I.

Recapitulation Sheet Entries

Be sure to complete the following entries on the Recapitulation Sheet.

1.

Check Only One Box

Check the box that corresponds with the form that you are submitting. (BA-3, BA-4)

2.

Page __ of __

Enter the page number of the report you are recapping. The maximum number of report pages for a recapitulation sheet is 15. If more than 15 pages are being recapped, use more than one recap sheet and enter the grand total in Item 6.

3.

Record Count

Enter the total number of lines used on each page of the form you are recapping. For example, if there are 10 employees included on the form you are submitting, the record count should correspond. If an employee appears on an adjustment report for more than one year, count each line item, not each employee.

4.

Compensation Totals

Enter the compensation totals from the bottom of the report form. In the 5th and 6th columns, check the box that corresponds to the type of compensation. If the type of compensation is sick pay or miscellaneous compensation, also check the box to indicate if this is a Tier 1 increase or decrease.

5.

Record Totals

Enter the totals for each column.

6.

Grand Totals

In the top right hand corner of the Recapitulation Sheet, you will see ‘Page __ of __'. If more than one page is needed to do your recap, fill in the Grand Totals on the last page of the report (i.e. Page 5 of 5).

 

‹ Chapter 01: General Information about Types of Reporting Media | Up | Chapter 03: Filing Instructions for BA-3, Annual Report of Creditable Compensation ›

 

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Last updated: 07/27/2022