Fill in Your Pa 78 Form

Guide to Filling Out Pa 78

When requesting employment or earnings information, the Pa 78 form plays a pivotal role. Its timely and accurate completion is mandated by law and is essential in various administrative processes. The information provided assists in the verification of an employee's salary, wages, or other compensation. This form is typically used in situations involving public assistance applications or determinations. It must be returned within 30 days to ensure compliance and avoid potential legal penalties. Below are the required steps to accurately fill out the Pa 78 form.

1. Begin by reading the entire form to understand the information and documentation required.
2. Enter the CO RECORD DIST case load number and the CAO DISC date of the notice at the top of the form.
3. Fill in the WORKER NAME, TELEPHONE NUMBER, and FAX NUMBER in the spaces provided to ensure the department can contact you if needed.
4. Under SUBJECT OF INQUIRY, write the employee's full name and social security number.
5. Include the employee's last known address in the designated area.
6. For the EMPLOYER INFORMATION section, specify if the individual is currently employed by checking the appropriate box. If not, explain the reason for termination.
7. Answer whether the employee has received the Earned Income Tax Credit (EIC) by marking the appropriate box.
8. Provide details about the employee's medical insurance, including the company name, address, dates of coverage, type of coverage, policy/contract number, and group name/number.
9. Use the section provided to include earnings information by date of pay from the specified start date to the present. Avoid using quarterly or yearly totals. A computer printout with this information is acceptable if it includes actual dates of pay and the gross amount, including any advanced EIC.
10. In the space for comments, add any additional information relevant to the employee's employment or earnings that might assist in the inquiry.
11. Complete the form by printing or typing your name, title, and signing it. Include a phone number and the date.
12. Review the form for accuracy and completeness before sending it to the address provided on the back of the form.

Upon completion, the Pa 78 form must be faxed or mailed to the specified address promptly. This is crucial to adhere to the 30-day return policy mandated by law. Failure to comply can lead to legal penalties, including a fine. By providing accurate and comprehensive employment and earnings information, you ensure the proper administration of public assistance and related services.

What is the PA 78 form?

The PA 78 form, known as the "Request for Employment/Earnings Information," is a document used by the Department to gather details about an employee's earnings, employment status, and related information from employers. This form plays a critical role in ensuring that individuals applying for, receiving, or who have received public assistance or are legally responsible relatives of the employee can have their income accurately assessed by the Department.

Why must employers complete the PA 78 form?

Under Pennsylvania statute 62 PS 487(b), employers are legally required to fill out and return the PA 78 form upon request. This mandate, enforceable under penalty of law, stipulates that employers disclose any salary, wages, compensation, and the dates and amounts of such earnings. This requirement aims to facilitate accurate income verification for public assistance determinations.

What happens if an employer fails to complete the form?

If an employer does not comply with the request to complete and return the PA 78 form within 30 days, they are subject to a fine not exceeding $1,000. This measure underscores the importance of the document in the administration of public assistance programs and the legal obligation employers have in ensuring its timely and accurate completion.

What information is required on the PA 78 form?

The form requests detailed information about the subject of inquiry (employee), including their name, Social Security Number, last known address, and employment status. Additionally, it asks for earnings information by date of pay, not in aggregate quarterly or yearly totals. Employers must also provide data on earned income tax credit (EIC) receipt, employment termination if applicable, and medical insurance coverage details.

Can a computer printout be used in place of completing the form directly?

Yes, employers have the option to substitute the direct completion of the PA 78 form with a computer printout of the employee's earnings data, as long as all requested information is included. It's important that this printout contains actual dates of pay, gross amount, and any advanced EIC, rather than simply stating "pay period ending" or "week ending" dates.

What should an employer do if they cannot provide the requested information within 30 days?

If an employer anticipates a delay in providing the required information within the 30-day timeframe, it's advisable to communicate this promptly to the requesting department. Explaining the reasons for the delay might prevent misunderstandings or potential penalties, and arrangements can be made to extend the deadline if appropriate justification is provided.

Is there a penalty for submitting incorrect information?

While the primary objective is to obtain accurate and timely information, submitting incorrect information can lead to complications or misrepresentations in public assistance determinations. Employers are urged to verify the information they provide for completeness and accuracy to avoid penalties or the need for corrections down the line.

How should the form be submitted once completed?

The completed PA 78 form should be faxed or returned to the address shown on the back of the form. This ensures the information reaches the correct department for processing. Employers should also keep a copy of the completed form for their records.

Who can employers contact for questions about completing the form?

Employers with questions regarding the PA 78 form should refer to the contact information provided on the form itself, which includes a telephone number and fax number for the worker handling the case. This contact point can provide guidance and clarification on how to properly fill out and submit the form.

Filling out the PA 78 form is a critical process, and accuracy is key. However, mistakes can happen. Here are some common errors people make when completing this form:

1. Not providing specific dates of pay: It's important to include the actual dates of payment rather than just the pay period ending or week ending dates. This ensures the information is as precise as possible.
2. Using quarterly or yearly amounts: The form requests earnings information by pay period. Summarizing or estimating earnings on a quarterly or yearly basis can lead to inaccuracies and misunderstandings regarding the actual income.
3. Forgetting to sign the form: An unsigned form is often considered incomplete. The employer’s representative must sign the form to validate the provided information.
4. Omitting the employee’s social security number: This is a crucial piece of information that helps in identifying the correct records and ensuring that the employment and earnings information matches the right individual.
5. Overlooking employer medical information: If applicable, not providing details about medical insurance can leave a significant gap in the requested information, especially concerning benefits and coverage types.
6. Failing to indicate the employment status: The form requires information on whether the individual is currently employed and, if not, the reason for termination. Not providing clear employment status can lead to incomplete information being recorded.

By avoiding these mistakes, one can ensure that the form is filled out thoroughly and accurately, meeting all the necessary requirements.

The Pa 78 form, known as the Request for Employment/Earnings Information, plays a crucial role for individuals applying for, receiving, or who have received public assistance in Pennsylvania. It mandates employers to disclose specific earnings information of an employee, ensuring transparency and aiding in the accurate determination of eligibility for various public assistance programs. Alongside the Pa 78 form, several other documents are frequently utilized to support or provide additional context to the information it gathers. Understanding these documents can streamline the process for both the requester and the employer providing the required information.

• W-2 Form: Issued annually by employers, this form reports an employee's annual wages and the amount of taxes withheld from their paycheck. It is critical for verifying the income reported on the Pa 78 form.
• Pay Stubs: These documents provide detailed information about the employee's earnings for each pay period, including gross pay, deductions, and net pay, which can supplement the earnings data required on the Pa 78 form.
• Form I-9: Used for verifying the identity and employment authorization of individuals hired for employment in the United States. This form can cross-check employment history and legality, contextualizing the information on the Pa 78 form.
• Employment Verification Letter: A document provided by an employer confirming the employment status, job title, salary, and other specifics about an employee's job. It can offer further employment proof when the Pa 78 form inquiries need clarification.
• Form 1099: This form reports income from self-employment earnings, interest and dividends, government payments, and more. For individuals not traditionally employed, this form complements the Pa 78 form in showing income sources.
• Unemployment Compensation Documentation: Documents that provide details about any unemployment benefits an individual may have received. This information helps to complete the financial picture when combined with the Pa 78 form details.
• Medical Insurance Information: Documentation regarding an employee's medical insurance can be relevant, especially if the Pa 78 form's inquiry involves dependents or family coverage details.
• Proof of Public Assistance: Documents or letters proving that an individual is currently receiving public assistance. This directly relates to the purpose of the Pa 78 form, offering evidence of the assistance that may correlate with the request for employment and earnings information.
• Child Support Documentation: Relevant for individuals who are legally responsible relatives, these documents detail child support arrangements and can highlight discrepancies or corroborate earnings reported on the Pa 78 form.

Together, these documents enrich the information the Pa 78 form aims to collect, ensuring a thorough and accurate assessment of an individual’s employment and income situation. For employers and employees alike, familiarity with these forms not only facilitates compliance but also underscores the importance of documentation in verifying and understanding financial and employment statuses.

The PA 78 form, used for requesting employment and earnings information, closely resembles several other documents in both purpose and format. These documents are integral to various administrative and legal processes that require detailed employee information.

IRS W-2 Form: Similar to the PA 78 form, the IRS W-2 form is used to report an employee's annual wages and the amount of taxes withheld from their paycheck. Both forms collect detailed earnings information and require employer verification. The W-2 form, however, is more comprehensive in tax details and is federally mandated for tax purposes, while the PA 78 primarily serves to verify income for state-level public assistance or legal obligations.

Verification of Employment (VOE) Form: The Verification of Employment form is another document similar to the PA 78 form in its purpose of verifying an employee's employment status and income. Both forms are used by employers to confirm an employee's earnings and employment history, often for loan applications or government assistance eligibility. The main difference lies in the VOE's broader usage across various contexts, whereas the PA 78 is specifically designed to support public assistance program applications or compliance.

Request for Verification of Rent (Form 998): Although the Request for Verification of Rent (Form 998) serves a different specific purpose—verifying a tenant's rent and lease information—it shares similarities with the PA 78 in its role of verifying financial information for eligibility or compliance purposes. Both forms are critical for managers or agencies that need to confirm financial stability or support claims with official documentation. While focused on rental verification, Form 998, like the PA 78, often requires detailed financial information directly from an official source to ensure accuracy.

When filling out the PA 78 form, a Request for Employment/Earnings Information, it's important to ensure accuracy and completeness. This form is a crucial document used to verify employment and earnings information, often in connection with public assistance programs. Below are the do's and don'ts to consider for a smooth and successful submission.

Do's:

• Read the instructions carefully before you start filling out the form to ensure you understand what information is needed and how it should be provided.
• Ensure all information is complete and accurate, including the employee's name, social security number, and the employment and earnings details requested.
• Provide earnings information by date of pay as specifically requested on the form, rather than using quarterly or yearly totals.
• If available, attach a computer printout of the earnings data as long as it includes all the requested information and the actual dates of payment.
• Remember to sign and date the form and include your telephone number and title in the section provided for the employer's representative.
• Return the completed form within 30 days to the address provided on the back of the form to comply with legal requirements.
• Use the space provided for additional comments to clarify any information that may not be immediately apparent or to provide additional details that could be helpful.

Don'ts:

• Do not leave any requested fields blank. If a section does not apply, it’s better to indicate it as "N/A" (not applicable) rather than leaving it empty.
• Avoid guessing or estimating figures. Verify all information for accuracy before submission to prevent the need for corrections later.
• Refrain from using abbreviations or shorthand that might not be universally understood, unless you are certain they are acceptable.
• Do not provide information in a format different from that requested on the form (e.g., submitting quarterly earnings when monthly breakdowns are asked).
• Do not forget to check for any attachments or additional documents you need to include based on the information you’ve provided in the form.
• Resist the temptation to skip the comments section if there is any additional explanation necessary. This can be vital for clarity or to note exceptions.
• Lastly, do not miss the deadline for returning the form. Late submission could lead to non-compliance penalties as stipulated under the law.

Filling out the PA 78 form correctly and thoughtfully can contribute significantly to the smooth processing of the employment and earnings verification process. Taking the time to review and adhere to these guidelines can help avoid delays or issues in verifying vital information.

There are a few common misconceptions about the PA 78 form, a crucial document pertaining to employment and earnings information vital for various legal and administrative processes. Understanding these misconceptions fully can clarify its purpose and the responsibilities it entails for both employers and employees.

• Misconception 1: The PA 78 form is optional for employers.

  Many believe that completing and returning the PA 78 form is at the discretion of the employer. However, this document explicitly states that under Pennsylvania law, specifically 62 PS 487 (B), compliance is not optional. When requested in writing by the Department, employers are legally required to disclose the specified information about an employee's earnings within 30 days or face potential penalties, including a fine of up to $1,000.

• Misconception 2: Employers can provide information in any format.

  Some employers might think they can satisfy the request by providing earnings information in a format that is convenient for them, such as quarterly or yearly summaries. Nonetheless, the form requires specific details, including the actual dates of pay and the gross amount, not merely pay period ending or week ending summaries. If a computer printout is used in place of the form, it must contain all the requested details, adhering strictly to the format specified.

• Misconception 3: Only current employers are obligated to respond.

  There's a misunderstanding that only the current employers of the individual in question need to respond to the form’s request for information. However, the document covers both current employment status and past earnings, meaning that previous employers could also be required to provide information if it pertains to the period being investigated by the department.

• Misconception 4: The form is only concerning financial earnings.

  While the primary focus of the PA 78 form is indeed on financial earnings, it requests additional information that extends beyond mere income. For instance, it asks about the Earned Income Tax Credit (EIC) received by the employee and specific employer medical information, including the name and address of the medical insurance company, dates of coverage, and details of the policy. These inclusions underscore the form’s broader role in assessing an individual's financial situation and eligibility for certain benefits.

Clarifying these misconceptions helps ensure that employers understand their legal obligations and the importance of timely and accurate completion of the PA 78 form. Such understanding can improve compliance, streamline processes for both employers and the requesting departments, and ensure that the needs of employees or their families for assistance or benefits are met appropriately.

When dealing with the Pa 78 form, a Request for Employment/Earnings Information, it is essential to understand and remember several key takeaways to ensure proper completion and compliance with legal requirements. Here are seven important aspects to consider:

• Timely Response is Mandatory: Employers are required by law to complete and return the Pa 78 form within 30 days to the address indicated on the back of the form. This is necessary to avoid penalties under the law.
• Penalties for Non-compliance: Failure to complete and return the form as requested can result in a fine not exceeding $1,000. This underscores the importance of adhering to the request promptly.
• Purpose of the Form: The department requests this information to verify employment and earnings data for individuals applying for, receiving, or having received public assistance, or those who are legally responsible relatives of the employee in question.
• Requirement for Detailed Information: Employers must disclose any money in salary, wages, compensation, including the amounts and dates of such salary, when requested in writing from the department.
• Substitution with a Computer Printout: A computer printout of the earnings data may be substituted if it includes all the requested information and actual dates of pay, not merely pay period ending or week ending dates.
• Medical Insurance Information: If applicable, the form also requests details on the employee's medical insurance, including the company name, address, dates of coverage, type of coverage, and policy/contract number.
• Earned Income Tax Credit (EIC): The form inquires whether the individual has received the Earned Income Tax Credit (EIC), necessitating a clear indication of yes or no, which is vital for accurate record-keeping and processing.

Understanding and adhering to these key aspects of the Pa 78 form can help ensure compliance, avoid legal penalties, and support the accurate processing of employment and earnings information critical for various public assistance programs.