EMPLOYER'S GUIDE TO MAGNETIC AND ELECTRONIC FILING
OF WAGE INFORMATION
FOR
EMPLOYER'S CONTRIBUTION REPORT

Utah Department of Workforce Services
Technical Services
PO Box 45233
Salt Lake City, Utah 84145-0233

Phone: 801-526-9494

(in-state toll free 1-800-222-2857 Ext #6-9494)

April 1999

TABLE OF CONTENTS

INTRODUCTION

TO

WAGE

REPORTING

PURPOSE

All employers under the Utah Employment Security Act are required to report quarterly wage information with the Quarterly Contribution Report. Collection of this detailed wage information is called WAGE REPORTING.

Wage information can be reported on Department forms, on magnetic media and by electronic filing on the Department's Bulletin Board. Magnetic and electronic filing expedites processing, decreases government costs, eases employer burden and increases the accuracy of the data. All employers are encouraged to submit wage information on magnetic tape, 3480/3490 magnetic cartridge, diskette or electronically. We especially encourage diskette and electronic filing for all size employers and reporting entities because of the speed of internal processing.

This guide contains the instructions and format specifications for reporting quarterly wage information on magnetic media or electronically.

BACKGROUND

In 1984, Congress amended the Social Security Act to require all states to develop a system for employers to file quarterly wage reports with an agency of the state. The amendment was part of the Deficit Reduction Act (DEFRA) of 1984. The Utah Department of Workforce Services was assigned the data collection responsibility for the State of Utah.

Section 35-4.305.(8)(a) of the Employment Security Act was amended to require each employer to furnish a report containing data for every employee paid in the quarter. The data must include the Utah Department of Workforce Services (UDWS) Employer Registration Number, reporting quarter, the social security number, employee first and last name, covered wages paid during the quarter and the hire date (first day worked, if the person was hired or rehired during the quarter) for each employee.

UTAH INFORMATION PRACTICES ACT

( PRIVACY ACT)

[CONFIDENTIAL]

The information provided on tape, cartridge, diskette, paper or electronically may be used for any purpose related to the administration of Utah's Unemployment Insurance Program, including but not limited to, payment of benefits, employment services, statistical data, law enforcement, audits, etc. The information may be disclosed to federal officers and agencies and to other persons in accordance with and to the extent permitted by law and regulations.

BENEFITS OF MAGNETIC
AND ELECTRONIC FILING

magnetic electronic paper

The processing and storage of paper reports is a costly venture for State government and private enterprise. It costs the Department hundreds of hours and thousands of dollars to process wage lists submitted on paper, when that same information on magnetic or electronic media can be computer processed and stored in a matter of minutes at minimal cost. The data on tape, cartridge, diskette or electronic transfer, not only enters the computer more expediently for less money, but data accuracy substantially improves because the human intervention is removed.

Your organization may not realize the same dramatic savings in reporting magnetically or electronically as the Department does in processing the various media; however, if you compare your present method of reporting to magnetic or electronic reporting, you should find numerous benefits that will make the change worth the effort. For instance, wage reports for more than one employer may be reported on the same tape, cartridge, or diskette or may be electronically transferred over a modem. Wage information can be submitted from various locations and data processing centers. Each year the number of entities reporting on magnetic media increases substantially. This indicates to us that preparers of paper documents are realizing benefits by switching from paper, and one of the benefits, in all probability, is cost effectiveness. We anticipate the new electronic transfer option to be as popular.

While the cost of employee wages and documentation keeps rising, computer costs continue to decline. If your organization has data processing capabilities or access to data processing facilities or personal computers, and/or your computer has modem capabilities, we urge you to consider reporting your information on one of the magnetic media or by electronic transfer now accepted by the Department.

ACCEPTABLE REPORTING OPTIONS

The Utah Department of Workforce Services has accepted wage information on magnetic tape since 1985. In 1993 we acquired the equipment and programs to also accept wage information on mainframe 3480/3490 cartridges and personal computer diskettes. Effective April 1995 electronic transfer of wage information is possible through the Utah Department of Workforce Services Bulletin Board System (UDWS BBS). The following reporting options are outlined in this guide:

Magnetic Tape and 3480/3490 Cartridges

IRS/SSA Tape Format (modified for State Use) Utah Short Format (80 byte format developed by the Department)

Personal Computer Diskettes

IRS/SSA Tape Format (modified for State Use) Utah Short Format (80 byte format developed by the Department) IRS/SSA Diskette Format (modified for State Use) Comma-Delimited Format JSWAGE (software developed for employers who currently type their lists)

Electronic Transfer

Any of the above-noted diskette formats may be used when uploading to the Utah Department of Workforce Services Bulletin Board (UDWS BBS).

We will attempt to process all magnetic tapes, cartridges, diskettes and electronically submitted wage information files. Tapes, cartridges or diskettes that are not in an acceptable format will be returned to the transmitter for correction and resubmission to the Department. Electronic filers will be notified if a file cannot be processed and the transmitter should correct any problems and retransmit the file.

You may change formats and/or media as your needs change.

HOW TO BEGIN REPORTING

Test files are not required but are encouraged. A test tape, cartridge or diskette may be submitted along with the appropriate Application Form provided in this guide. Please send your test media prior to the quarter end due date of the Contribution report to allow for a timely response of the results. Tapes, cartridges and diskettes should be submitted to:

Utah Department of Workforce Services
Technical Services
140 East 300 South, 3rd Floor
PO Box 45233
Salt Lake City, Utah 84145-0233

See the section on Electronic Filing for instructions regarding official registration with the Department.

You will be notified in writing of the results of the test within 30 days of submission. Tapes, cartridges or diskettes that are not in an acceptable format will be returned for correction and resubmission.

MAILING INSTRUCTIONS

Mail the wage information tape, cartridge or diskette with the Quarterly Contribution Report and check to:

Utah Department of Workforce Services
Technical Services
140 East 300 South, 3rd Floor
PO Box 45233
Salt Lake City, Utah 84145-0233

In order to properly identify the reporting employer, an external label will be provided for Diskette users. Please fill out the label and attach it to the diskette. When reporting more than one employer on a diskette, submit a Diskette Transmittal Form (sample in guide), a copy of the diskette directory, or a list or README file containing the employer account numbers and company names for all reported employers. (See README File) Diskettes will not be returned.

A sample tape label is provided below for use on magnetic tapes and cartridges. Please use this format or one similar on each tape submitted. In addition, please complete a Tape/Cartridge Transmittal Form (sample in guide) and submit it along with the tape or cartridge. The information requested is needed to help resolve problems if they occur. The return address will be used when the tape or cartridge is returned. It is Department policy to retain the tapes and cartridges for three quarters.

Contribution reports and checks may be submitted in the same shipping package as the reporting media. If the tape, cartridge or diskette is shipped separately from the Contribution report or the wage information is electronically transmitted to the Department, please put a "T" for tape or cartridge, "D" for Diskette, or "E" for electronic filing on the Employer's Contribution Report, Form 3, in the upper right corner of the form. (See sample below). If the appropriate letter has previously been printed by the Department's computer, you will not need to do so. This indicator is important because it alerts the Department personnel that the missing wage list is on a diskette or tape or will be electronically submitted. With proper handling this will eliminate a "missing wage list" letter being generated to you.

THIS REPORT MUST BE FILED IN ADDITION TO THE WAGE INFORMATION. IT IS NOT INCLUDED IN THE WAGE INFORMATION TRANSMISSION FORMATS AT THIS TIME.

If you file a portion of the wage information on diskette, tape or cartridge, and a portion on hard copy, the hard copy should be submitted with the magnetic media. If you file a portion of the wage information electronically and a portion on hard copy, the hard copy should be submitted with the quarterly. Any hard copy should be machine printed on the Department's Employer's Quarterly Wage List, Form 3H or 3C, or on plain white bond paper in the exact same placement and format as the Form 3H. The hard copy should be noted "In Addition to (media used)" at the top of the form. DO NOT duplicate on hard copy information submitted on magnetic media or electronic filing.

It is suggested that the outside of the shipping package be marked:

Fragile

Keep Away from Magnets

Do Not X-Ray

Contents: Magnetic [Tape][Cartridge][Diskette]

May Be Opened for Inspection

Please use diskette mailers for diskettes to reduce damage in shipping.

CHECK LIST FOR MAILING

• Has a backup copy of the wage information been made to keep in your files in case the original being mailed or transmitted is lost in transit or damaged?
• Are external labels completed and affixed to tape(s), cartridge(s) and diskettes?
• Is your Transmittal Form completed and enclosed, including a list of all employers reported as well as the number of employees and total dollars reported for each employer? (If space is not available on the form, a separate page, computer listing or README file may be used.)
• Do the total wages reported agree with Line 3, Total Wages, on the Employer's Contribution Report?
• Is the Contribution report properly noted with a "T", "D" or "E"? (See mailing instructions for details.)
• Is the proper mailing address for the Utah Department of Workforce Services on the mailing label?

If using the JSWAGE program:

• Was the file on the diskette generated with the "Create a Transmittal Diskette"?
• Does the file on the transmittal diskette have data in it?

MAKING CORRECTIONS

TO
MAGNETIC OR ELECTRONICALLY
FILED WAGE INFORMATION

All corrections should be made to the quarter in which the discrepancy occurred. DO NOT offset the correction in another quarter.

All corrections to wage information previously reported should be submitted in paper form unless approved by the Media Coordinator.

Corrections for magnetic or electronically filed wage information must include the UDWS Employer Registration Number, company name, reporting period, social security number, employee name, wages previously reported, and total wages that should have been reported. A letter of explanation for the change must be included with the wage list.

If a correction should also be made to the Employer's Contribution Report, (Form 3), or exclusively to the Contribution report, the total, excess and subject wages previously reported and the corrections to each should be submitted with a cover letter of explanation. Include any payment due of contribution and interest or request a refund.

Send the correction documents and explanation letter to:

Utah Department of Workforce Services
Trust Fund Management
PO Box 45288
Salt Lake City Utah 84145-0288
801-526-9400

DEPARTMENT CONTACTS

Utah Department of Workforce Services
Technical Services
140 East 300 South, 3rd Floor
PO Box 45233
Salt Lake City, Utah 84145-0233

MAGNETIC TAPE AND CARTRIDGE REPORTING

MAGNETIC TAPE AND
3480/3490 CARTRIDGES

This section contains the specifications and instructions for reporting wage information on magnetic tape or 3480/3490 cartridges. For purposes of this section, the term tape and 3480/3490 cartridge are used interchangeably, unless otherwise indicated.

All employers with 100 employees or more are encouraged to submit wage information on diskette, magnetic tape or cartridge. The Utah Department of Workforce Services has two formats for reporting wage information on magnetic tape or 3480/3490 Cartridges. One format is the standardized IRS-Social Security format modified for Utah's requirements, and the other is a special Utah Short Format developed specifically for our needs and ease of use by employers.

Tapes and cartridges that are not in an acceptable format will be returned with an explanation for correction and resubmission by the employer or transmitter.

You may change formats and/or media as your needs change.

It is recommended that transmitters retain a backup copy of your magnetic media files.

NOTE: Both tape formats are also acceptable for submitting on diskette or through electronic filing, IF the information is submitted in ASCII. The Department encourages all current and future tape and cartridge users to consider diskette or electronic filing. The internal processing time for diskette and electronically filed wage information is significantly less than with tape or cartridge processing.

TAPE INFORMATION

IRS AND UTAH SHORT FORMAT

Please note the density, blocking and labeling differences of the two formats.

  Note: Tapes will be returned after three quarters.

CARTRIDGE INFORMATION

IRS AND UTAH SHORT FORMAT

Please note the density, blocking and labeling differences of the two formats.

NOTE: Cartridges will be returned after three quarters.

UTAH SHORT FORMAT

The Utah Short Format contains the UDWS Employer Registration Number and employee wage record information and quarter designation in one self contained record per employee. The record is 80 bytes long and should be unblocked with no labels.

FEDERAL IRS/SSA FORMAT

FOR TAPE AND CARTRIDGE

We have modified the W-2 tape format required by the Social Security Administration (SSA) specifying record type "S" for the Utah Quarterly Wage Information Report. The following pages describe the record types required to process your tape or cartridge properly. Utah Employment Security requires record types E, S, T and F for magnetic tape reporting. Our program will ignore all other record types during processing. Due to the blocking factor needed to process the tapes and cartridges, we encourage you to use the Utah Short Format when reporting less than 22 employees.

This format may also be submitted on diskette or electronic transmission in ASCII format.

Code E - Employer Record

Use a separate code E record for each UDWS Employer Registration Number recorded on the tape or cartridge. Group all employee records (Code S) following the code E record for the UDWS Employer Registration Number reporting group. At least one Code S record must be present for each code E record reported on the file.

WAGE REPORTING - IRS-SSA FORMAT CODE E - EMPLOYER / ESTABLISHMENT RECORD
LOCATION	FIELD	LENGTH	DESCRIPTION AND REMARKS
001	Record Identifier	1	Constant "E". Each UDWS Employer Registration Number must begin with a Code E record.
002-005	Payment Year	4	Enter the year to which this report applies, e.g., "1999". Remember to update each year.
006-014	Federal EIN	9	Enter only numerical characters
015-023	Blank	9	Blank
024-073	Employer Name	50	Left justify and fill with blanks
074-113	Street Address	40	Left justify and fill with blanks
114-138	City	25	Left justify and fill with blanks
139-148	State	10	If the Employer's address is in a foreign county, include the name of the foreign country in this field. Truncate or abbreviate as necessary. Left justify and fill with blanks.
149-153	Blank	5	Blanks
154-158	Zip Code	5	Zip code
159	Name Code	1	Enter "S" if the surname appears first in the employee's name field of the following Code S records. Enter "F" if the first name appears first in the employee's name field on the following Code S records. The code may vary with each Code E record.
160	Type of Employment	1	Enter the appropriate code: "M" Military "H" Household "A" Agricultural "X" Railroad "F" Federal "R" Regular - All Others
161-162	Blocking Factor	2	Blocking Factor - 25 UTAH ACCEPTS ONLY 25.
163-167	Blanks	5	Blanks
168	Tax Type	1	Enter "B" if wages are reportable for state unemployment insurance
169-170	State Code	2	Enter "49" if wages are reportable to Utah
171-175	Blanks	5	Blanks
176-183	Utah I.D. Number	8	Enter your Utah Employer's Registration Number (not state tax or federal ID #)
184-186	Zero Fill	3	Zero fill unless otherwise instructed by Job Service
187	Blank	1	Blank
188	Tax Type	1	Enter "B" if wages are reportable for Employment Security (Job Service)
189-190	State Code	2	Enter "49" if wages are reportable to Utah
191-195	Blanks	5	Blanks
196-203	Utah I.D. Number	8	Enter your Utah Employer's Registration Number (not state tax or federal ID #)
204-206	Zero Fill	3	Zero fill unless otherwise instructed by Job Service
207	Blank	1	Blank
208	Tax Type	1	Enter "B" if wages are reportable for unemployment insurance
209-210	State Code	2	Enter "49" if wages are reportable to Utah
211-215	Blanks	5	Blanks
216-223	Utah I.D. Number	8	Enter your Utah Employer's Registration Number (not state tax or federal ID #)
224-226	Zero Fill	3	Zero fill unless otherwise instructed by Job Service
227	Blank	1	Blank
228	Tax Type	1	Enter "B" if wages are reportable for state unemployment insurance
229-230	State Code	2	Enter "49" if wages are reportable to Utah
231-235	Blanks	5	Blanks
236-243	Utah I.D. Number	8	Enter your Utah Employer's Registration Number (not state tax or federal ID #)
244-246	Zero Fill	3	Zero fill unless otherwise instructed by Job Service
247-275	Blanks	29	Blanks
	NOTE The record layout shown in locations 168-187 is repeated in locations 188-207, 208-227 and 228-246. These fields are repeated for the convenience of multi-state employers. If you are reporting only Utah wage information, please use locations 168-187 and fill the balance of the records with blanks.

Code S - Employee Record

The format of the employee name on the Code S records must correspond to the name code in position 159 of the preceding Code E record. All segments of the name, including initials, must be separated (preferably by blanks). Punctuation may be used when appropriate. Leading titles, e.g., Mr., Mrs., should be omitted from the name field. It is preferred that the full first name be given. All names must be upper case only. The names may be reported in the following ways:

*Note: Leading letters must not be separated from the rest of the surname by a blank but may be separated with an apostrophe.

Code S - Employee Record

Code T - Total Record

Code F - Final Record

DISKETTE REPORTING

DISKETTES

This section contains the specifications and instructions for reporting wage information on diskette. All employers, accountants, bookkeepers and payroll reporting services with PC capabilities are encouraged to submit wage information on diskette or to transmit the files electronically, regardless of the number of employees reported. The Utah Department of Workforce Services will accept any of the formats listed below.

1. Any of the tape formats indicated in the previous section.**

A. IRS/SSA (state modified) Tape Format

B. Utah Short Format

2. Utah Short Format.

3. IRS/SSA (state modified) Diskette Reporting Format.

4. Comma-delimited Format.

5. JSWAGE - a Department developed data entry system for employers who prepare wage lists manually.

These formats are also used for electronic filing.

Data should be recorded in upper case letters only.

You will be notified of diskettes that are not in an acceptable format with an explanation.

You may change formats and/or media as your needs change.

It is recommended that you retain a backup copy of your magnetic media files.

Diskettes should not contain any files other than the reporting data file(s). The diskettes will NOT be returned to the employer.

Each employee record within the employer file must be delimited by (end with) a CR/LF (HEX - 0D0A) when submitted on diskette.

NOTE **The data must be written in ASCII to a DOS compatible diskette media rather than EBCDIC. One method of getting the data from a host computer to a diskette is to "download" using the appropriate communications software. However, do not submit multiple state information. Submit ONLY Utah information.

DISKETTE INFORMATION

Transmitters of multiple employer files should complete and submit a copy of this Transmittal form indicating the reporting employers, the number of employees and the total wages (or submit a copy of the diskette directory with the transmitter's name and phone number on it.)

UTAH SHORT FORMAT

The Utah Short Format contains the UDWS Employer Registration Number and employee wage record information and quarter designation in one self contained record per employee. The record is 80 bytes long and should be unblocked with no labels.

This alternative may also be submitted over electronic transmission.

Each employee record within the employer file must be delimited by (end with) a CR/LF (HEX - 0D0A) when submitted on diskette.

FEDERAL IRS/SSA FORMAT

FOR DISKETTE

We have modified the diskette W-2 format required by the Social Security Administration (SSA) specifying record type W1 and W2 for the Utah Quarterly Wage Information Report. The following pages describe the record types required to process your diskette properly. Utah Department of Workforce Services requires record types E, Employer records, 1 and 2, and type W, Employee Wage records, 1 and 2. Our program will ignore all other record types during processing.

Code 1E and 2E - Employer Records

These records identify the employer whose employee wage information is being reported. Each Code 1E record must be followed directly by a Code 2E record. Group all employee records (Code 1W and 2W) following the 1E/2E records for the UDWS Employer Registration Number reporting group. At least one Code 1W/2W record must be present for each code 1E/2E record reported on the file.

Generate a new set of Code 1E/2E records each time it is necessary to change the Employer Registration Number in these records.

Code 1E - Employer Record

Code 2E - Employer Record

Code 1W and 2W - Employee Wage Records

Use the Code 1W and 2W employee record to report employee wage information in conjunction with Code 1E/2E records. Generate this record for each employee of an employer and group by employer immediately following the 1E/2E records.

The format of the employee name on the Code 1W record must correspond to the name code in position 48 of the preceding Code 2E record. All segments of the name, including initials, must be separated (preferably by blanks). Punctuation may be used when appropriate. Leading titles, e.g., Mr., Mrs., should be omitted from the name field. It is preferred that the full first name be given. The names may be reported in the following ways:

*Note: Leading letters must not be separated from the rest of the surname by a blank but may be separated with an apostrophe.

Code 1W - Employee Wage Record

Code 2W - Employee Wage Record

PC COMMA-DELIMITED FORMAT
(DISKETTE REPORTING AND ELECTRONIC FILING ONLY)

Wage data records may be submitted using the industry standard Comma-Delimited Record Format. Many software packages such as Xbase-type software, LOTUS 123, Basic and custom programming can be used to produce wage data records in this format.

All records must be alike and follow these rules:

u Each line has one employee's wage data.

u Each individual field must be separated by a comma. If a field is not available, a single comma must be used in place of the field.

u Do not place blanks in front of or behind a comma which is used to separate a field. Do not use a comma as part of the data in any field. Blanks may only occur within the data of a field where permitted.

u The record must be written starting in position 1.

u All data must be in ASCII format.

u Each record must end with a CR/LF (HEX - 0D0A).

u Software which creates standard comma-delimited files will insert quotes (") at the beginning and end of a field. Since we eliminate the quotes, they optionally need not be present. Commas separating the records must be present, however.

u The data must be arranged in the following order using the specifications outlined in the table on the following page.

NOTE This format can be used when filing through the UDWS-BBS. See Electronic Filing.

PC COMMA-DELIMITED FORMAT

Each employee record within the employer file must be delimited by (end with) a CR/LF (HEX - 0D0A) when submitted on diskette or transmitting on the BBS.

Listed below are examples of ASCII, Comma-Delimited records.

Example 1: A wage data record with data for all fields.

"123456789","91234561","000","199","M","A","SMITH","2543","931011","ABC COMPANY"

Note: All fields have been produced in the required order:

Social Security Number, UDWS Employer Registration, Zero-fill, Reporting Period, First Initial, Second Initial, Last Name, Wages, Hire Date, Company Name.

Example 2. A wage data record with all data except the SSN and zero-fill.

",","91234561",",","199","M","A","SMITH","2543","931011","ABC COMPANY"

Note: A comma was used in place of the SSN value of 123456789 and for the Zero-fill field value of "000".

As shown in the field layout table, some fields can be represented with leading zeroes and trailing spaces if desired. In example 2 above, wages in the amount of "2543" can also be represented as "0002543". They cannot, however, be represented as "2543000" since this would represent wage of $2,543,000 instead of $2,543!

The last name and company name fields can contain trailing blanks, if desired. The last name "SMITH" can also be represented as "SMITH " and the Company name "ABC COMPANY ".

The following fields must be supplied and cannot be substituted by a comma:

Files should not begin with a carriage return.

Please supply all of the requested information for all fields. Do not exclude information unnecessarily.

JSWAGE

JSWAGE is a data entry system for employers who type wage lists manually. The program is available at no cost.

The Utah Department of Workforce Services has developed JSWAGE for employers who currently type their wage lists or use payroll software packages to prepare their reports. JSWAGE will run on IBM and IBM compatible machines using PC-DOS or MS-DOS version 3.1 or higher. A Windows version is not available, but JSWAGE will run as a DOS program out of a Windows 95/98 environment.

JSWAGE includes these major features:

• A comprehensive data entry function providing easy entry and validation of data input. Functions for adding, changing and deleting records. Records can be referenced and searched by employee last name or Social Security number.
• Options for copying prior quarter data entry file for use as the current quarter to reduce data entry, and global field change functions.
• Report printing options for balancing and verification purposes.
• Several utilities are provided with this version, including utilities to calculate your quarterly Contribution report, browse your data entry files, create a wage data transmittal diskette, and options for importing ASCII wage data records into JSWAGE.
• Basic on-line help and comprehensive on-line error message handling built into JSWAGE.

The "transmittal file" from this program can also be submitted electronically through the UDWS BBS. (See Electronic Filing)

We are very excited about this diskette reporting software and the potential for saving employers time in preparing reports and us time in processing the data. If you are interested in the JSWAGE option, call or write this office for your FREE copy of the JSWAGE package. If you have questions concerning this new program, please call (801) 526-9494, or use our toll free number 1-800-222-2857 ext 6-9494, if calling within the State of Utah.

ELECTRONIC FILING OF WAGE DATA

ELECTRONIC FILING ON THE UDWS BBS

Any employer or tax preparer with a personal computer equipped with a modem and communications software can file electronically, toll free, through the Utah Department of Workforce Services's Bulletin Board System(UDWS BBS).

Filing wage information electronically is a quick, easy way of processing for you and the Department. The following information is an introduction and tutorial on the basic features of the Department's Bulletin Board. If you encounter problems accessing or using the system after reading this section, technical assistance is available by calling the system operator(SYSOP) at 801-526-9455.

UDWS BBS FEATURES

• Electronic filing of wage information using dial-up modems.
• Return notification of rejected wage data within seven (7) working days of transmission.
• Answers to messages and questions left on the bulletin board.
• Access to information regarding reporting requirements and formats.
• JSWAGE software updates.
• News about the latest changes and updates which affect the wage data reporting process.

AVAILABILITY OF THE UDWS BBS

The UDWS BBS is available for wage reporting and business needs relating to the Utah Department of Workforce Services by dialing 1-800-821-5912 or within the Salt Lake calling area, 526-9381.

Four telephone lines are available 24 hours a day, 7 days a week. Routine maintenance is performed daily. If the system is unavailable because of maintenance, you will get a busy signal.

The UDWS BBS can be accessed by computers using asynchronous communications. Typically, modems for desktop computers of all types are capable of asynchronous communication. The modem type can be found in your modem manual.

Note: At the present time, mainframe or synchronous electronic filing of wage information is NOT available.

SOFTWARE SETUP

To connect with the Bulletin Board you will need a computer, a modem, an active phone line, and some communications software to run on your computer. The communications parameters used for this system are:

1. Number: 800-821-5912
   or in Salt Lake 526-9381
2. Speed: 1200 to 14,400 baud
3. Parity: none
4. Data Bits: 8
5. Stop Bits: 1

These are the default settings for most communications packages, and the most common for connecting to Bulletin Boards in general. Your communications software should be set up to use the fastest speed allowed by your modem.

Due to the large number of communications products available, it is impossible for the Department to provide specific information on any given software package or hardware configuration. You may be able to receive assistance from your hardware or software supplier. Several shareware software packages are available on the BBS if a different package is required. These are for your convenience and the Department bears no responsibility for their use or maintenance.

PASSWORD

A user password is required. Passwords on the UDWS BBS are user assigned. You should take the necessary precautions to ensure that your password is not compromised. If a password is found to be compromised, you should change it immediately. Passwords can be changed from the main menu.

Your password?
(Minimum 5 maximum 8 alpha/numeric)

If you encounter problems with your log-on or password, contact the SYSOP.

SECURITY PROCEDURES

To file electronically, the UDWS BBS users log on with their name and password. To insure the security and confidentiality of your wage information, it is extremely important to be sure you are in the Utah Contributions Conference when uploading a file. DO NOT UPLOAD FROM THE BBS MAIN MENU.

FILE
PREPARATION

Your electronically transmitted file must follow one of the same formats that are required for diskette reporting or magnetic tape and cartridge reporting. Information should be written in ASCII.

If you are using JSWAGE, you must follow the "Create a Transmittal Disk" instructions under Utilities to prepare a file for transmission. The file will have the proper naming convention, beginning with the letter J. (See file name)

FILE NAME

Every file submitted to the UDWS BBS must have a unique file name. The file name should begin with an "E", indicating electronic filing, then the last 7 digits of your UDWS Registration Number, with an extension of the quarter/year being submitted.

If you are transmitting a JSWAGE file, the program will automatically name the file with the letter J and the account number when "creating a transmittal disk (file)". Do not rename the file.

SOFTWARE DATA COMPRESSION

(For Tax Preparers and Employers with multiple account files to be uploaded)

The UDWS requires the use of software data compression for transmission of multiple files. Popular compression programs such as ARC and PKZIP are acceptable. (PKZIP is available for download on the BBS). By use of compressed files by transmitters of multiple files, the UDWS is able to identify the transmitter and respond directly with the transmitter should errors and problems arise in the files transmitted. A README file listing the employers reported should also be included with the data files. Compressed files should have the extension .arc or .zip as part of the file name for easy identification by the Department.

README FILE

For Tax Preparers and Employers with multiple account files to be uploaded or reported on diskette.

Transmitters of multiple wage files are required to supply a README file prepared in ASCII that follows the format listed below. README files may be prepared using the MS-DOS Editor, WordPerfect ASCII Text(DOS), or any word processor that saves text in an ASCII format. When the compressed file is unzipped and processed, any problems identified with any of the files in the compressed package can be directed to the transmitter for resolution. The README file should be included in the compressed file.

Suggested format:

• Date
• Transmitter's name
• Transmitter's address
• Transmitter's Phone Number
• Contact Person's Name (if different from transmitter)
• Phone number (if different from transmitter s)
• Quarter/year
• Listing of files being transmitted:
• Employer Name
• File Name

PAPERWORK REQUIRED

The Employer's Contribution Report, Form 3, and payment MUST be filed in addition to the transmission of the wage data. Transmitting your wage data to the BBS eliminates only the wage report portion of the quarterly filing. Put an "E" for electronic filing on the Employer's Contribution Report in the upper right corner of the form. See sample below. If the "E" has previously been printed by the Department's computer, you do not need to do so.

THIS REPORT MUST BE FILED IN ADDITION TO THE WAGE INFORMATION. IT IS NOT INCLUDED IN THE WAGE INFORMATION TRANSMISSION FORMATS AT THIS TIME.

If you file a portion of the wage information electronically and a portion on hard copy, the hard copy should be submitted with the quarterly report. DO NOT duplicate on hard copy information submitted electronically. Any hard copy should be machine printed on the Department's Employer's Quarterly Wage List, Form 3H or 3C, or on plain white bond paper in the exact same placement and format as the Form 3H. The hard copy should be noted "In Addition to (media used)" at the top of the form.

TRANSMISSION TIMING

The wage information may be electronically filed on the UDWS BBS anytime. It is suggested that you transmit the wage information portion of the report early to avoid busy lines and delays near the reporting due date. The Employer's Contribution Report and any payment due must reach this office by the due dates to avoid a late filing and payment penalties; i.e. January 31, April 30, July 31 and October 31.

TEST FILES

There is no requirement to submit test files; however, we highly recommend it for electronic filing. When submitting test files through the UDWS BBS you will need to specify the file is for testing when completing the file description requested at the time of filing by the BBS.

CORRECTION FILES

A correction file is a file submitted to correct wage information that was successfully processed by the UDWS, but contains erroneous information. A correction file should contain only the wage information that is being corrected. A README file should be submitted with each correction file indicating the type of corrections being made and the reason for those corrections. (See README File for specifics.) Corrections can only be submitted for information relating to the last 12 quarters. Corrections may be submitted at any time. Correction files should be specifically noted in the file description requested at the time of filing by the BBS and should be compressed within the transmission file along with the wage file.

REPLACEMENT FILES

A replacement is a file submitted to replace a previously submitted file that was not processed by the UDWS. Replacement files can be submitted at any time. Replacement files should be specifically noted in the file description requested at the time of filing by the BBS.

PRIOR QUARTER FILES

A prior quarter file is a file containing wage information that has never been filed before, for a quarter other than the current reporting period. Prior quarter files may be submitted at any time and should be specifically identified as a "Prior Quarter Files," along with the quarter and year, in the file description requested by the BBS at the time of filing.

LOGGING ON TO THE UDWS BBS

Due to the confidential nature of the information to be uploaded, it is important that you follow the log on and security information that follows to assure proper handling of the data and timely feedback to the transmitter. The special conference and passwords direct the information to the proper area.

It is suggested that you be familiar with your modem software and the upload procedures, as there will be interaction between the BBS and your system.

LOG ON PROCEDURE

Once connected to the UDWS BBS you will be asked if you want graphics. Press enter and the system will automatically determine the optimal configuration for displaying on your monitor.

You will then be prompted to enter your name.

What is your first name?

What is your last name?

If you are a new user, you will be asked to fill out our registration questionnaire. Please take the time to respond to each of the questions.

Your official registration name with the bulletin board is based on this initial entry. You should have a designated transmitter so that each time you log in to upload a file you will not need to re-register with the BBS. The system will also ask for an address and phone number. Please enter the information carefully. All electronic mail through the system is keyed off of the user name. Invalid or incorrect names and address severely restrict our ability to help you.

JOINING A CONFERENCE

After answering all of the questions presented in the log-on script, the main menu will appear.

You now need to "Join a Conference". From the main menu, press "J".

From the list of conferences, select the Utah Contributions Conference, number "2".

When you initially log on to the "Utah Contributions Conference", the Conference Password is JSWAGE. This password will only be required during the initial log on.

The log-on is complete at this point and the Utah Contributions main menu will appear.

UPLOADING A FILE

To UPLOAD your wage information file select the "(U) Upload Wage Data" option from the Contributions Conference Menu.

You will be asked to supply the following:

Enter the file name to upload

Reply with the name of your file, example: E1234567.199
(See File Name for required naming convention.)

Enter a description of the file to be uploaded.

It is suggested that the dialog to be included in the FILE DESCRIPTION should include:

• Quarter and year being reported, i.e. 1/99.
• File is (is not) condensed.
• Any special information about the files that are out of the ordinary, i.e. test files, correction files, prior quarter files, etc.
• Name and phone number of contact person.

When finished with the description, press <enter> at a blank line.

(You may need to select a transmission protocol if this has not already been selected earlier in the log-on process).

The system will respond with:

The system will wait for you to start the upload from your end. The system knows that you wish to send a file, but you must tell your computer to send it. The command to send the file will depend on the software package your are running. Refer to your software manuals if you do not know the command. If you wish to abort the upload, you must tell your software to abort on your end. Then you may need to send a control X to abort on our end.

When your upload is complete, the system will respond with either "Transfer Successful,..." or "Upload Aborted ..." or some other message appropriate for the circumstance.

Success

If the transfer is successful, the system will test the file. In most cases, the transfer is small enough that it takes seconds to do and you will receive a statement as to whether the file "Passed" the initial review or not. This part of the review is testing for valid data, viruses, etc. It is not checking to see if the file is properly formatted and whether it will be able to be processed.

If the file passes this initial review, you will be given a date to dial back into the system to check for actual processing success.

You should dial in again after that date. If errors are found, you will have an electronic mail message posted on the BBS. You will be expected to correct the problem(s) indicated and upload a new file. IF YOUR FILE HAS BEEN RECEIVED SUCCESSFULLY, THERE WILL BE NO MESSAGE.

If the transferred file does not pass the initial review, you should try again to upload the file. If you continue to have problems uploading your file, please contact the SYSOP for assistance.

Press <enter> to return to the menu.

When you are ready to hang up, press "G".

DIAL BACK FOR TRANSMISSION RESULTS

It is your responsibility to check back with the UDWS BBS to determine that the transmission of all data was received and processed properly. Only those employers with problem files will have a message.

When you log on with your name and password, the system will display the Welcome screen and will ask you if you want to scan the message base.

To read the message, answer yes to the question "`Read your personal mail now?"

To reply to the message type "RE" at the "End of Message Command?" and leave your message. Press <enter> for the "Subject" and "Full Screen Editor" questions and then type your message.

Be sure to type "S" to save it.

LOGGING OFF THE BBS

Type "G" at most any prompt to log off the system.

PROGRAMMER'S CHECKLIST

All formats set forth in this manual must be followed exactly. Some of the trouble areas noted in the past are addressed in the check lists below. Please review these items to be sure all areas have been addressed properly.

GENERAL INSTRUCTIONS

• The file must not be password protected or contain any security bytes in the header labels.
• More than one employer may be reported on any of the approved media.
• An employer file submitted on diskette should not span from diskette to diskette. The entire employer file should be on a single diskette.
• If more than one cartridge or tape is needed for one employer file, number each one in the order in which it must be run (Example: "1 of 2", and "2 of 2") on the external label.
• Do not mix quarters on tapes or tape cartridges.
• Do not mix prior quarters with current reporting quarter on diskettes. (prior quarters being quarters outside the timely reporting period)
• Report wages without decimals or dollar signs in the exact field positions prescribed in the instructions.

MAGNETIC TAPE FILERS

Use EBCDIC for tapes and cartridges.

If reporting with the Federal Format (IRS/SSA):

• When submitting on tape or cartridge, we encourage the use of the Utah Short Format when reporting less than 22 employees to meet the blocking requirement of 25 records to a block for a total blocking factor of 6875 or 6900 (if using a 276 record length instead of a 275 record length.)
• Create files using a blocking factor 25.
• Use Internal Labels on IRS/SSA format only.
• Use EBCDIC for tape and tape cartridges.
• There should be an E record for each employer reported.
• In the E record, the UDWS Employer Registration Number (Not FEIN or State Tax number) should be in one of the following positions, 176-183, 196-203, 216-223, 236-243.
• The UDWS Registration Number should be eight digits without dashes.
• If more than one E record is used for the same employer, each E record should have the correct UDWS Employer Registration Number in all positions.
• For each E record there must be at least one S record.
• The Name Code in position 159 of the E record must correspond with the format of the Employee Name in positions 011-037 of the S record.
• The Utah State code "49" should be in the E record in one of the following positions, 169-170, 189-190, 209-210, 229-230, and 124-125 of the S record.
• The tax type code, "B", for Utah, should be in position 168 or 188 or 208 or 228 of the E record to indicate wage records.
• In the S record in positions 128-131, the correct reporting period for the information provided should be the last month of the quarter and year, mmyy.
• Positions 132-140 in the S record should contain quarterly wages not year-to-date wages.
• The wages should be dollars and cents without a decimal point.

If reporting with the Utah Short Format on tape:

• Positions 011-018 should contain the UDWS Employer Registration Number (Not FEIN or State Tax number).
• The UDWS Registration Number should be eight digits without dashes.
• The reporting period the report covers should be the quarter and year, example, 195.
• The employee name should be formatted with the first two initials and the last name in upper-case.
• Wages for the quarter in positions 047-053 should be in whole dollars.

DISKETTE FILERS

Use ASCII for diskettes

If reporting with a Tape/Cartridge Format on Diskette:

• Convert from EBCDIC to ASCII.
• An employer file submitted on diskette should not span from diskette to diskette. The entire employer file should be on a single diskette.

If reporting with the Federal Format (IRS/SSA) for Diskette:

• There should be a 1E/2E record for each employer reported.
• There should be a 2E record for every 1E record.
• Positions 58-65 in the 2E record should have the UDWS Registration Number. (Not FEIN or State Tax number!)
• The UDWS Registration Number should be eight digits without dashes.
• If more than one E record is used for the same employer, be sure each 2E record has the correct UDWS Registration Number.
• At least one set of 1W/2W records should follow each 1E/2E record.
• In the 1E record, positions 03-06, the REPORTING period should be reported as quarter and year; quarter as 01, 02, 03 or 04 and the year, 0199.
• Positions 19-27 in the 2W record should contain quarterly wages not year-to-date wages.
• The wages should be dollars and cents without a decimal point.
• The Name Code in position 48 of the 2E record must correspond with the format of the Employee Name in positions 12-38 of the 1W record.

If reporting with the Utah Short Format on Diskette:

• Positions 011-018 should contain the UDWS Employer Registration Number (Not FEIN or State Tax number).
• The UDWS Registration Number should be eight digits without dashes.
• The reporting period should be the quarter and year, example, 199.
• The employee name should be formatted with the first two initials and the last name in upper-case.
• Wages for the quarter in positions 047-053 should be in whole dollars.
• Each record must end with a CR/LF (HEX - 0D0A).

If reporting with the Comma-Delimited Format:

• Only one employee's wage data to a line.
• Separate each individual field by a comma.
• If a field was not available, use a single comma in the field.
• There should be no blanks in front of or behind a comma which is used to separate a field.
• There should be no commas as a part of a data field.
• All records start in position 1.
• The data is in ASCII.
• Each record must end with a CR/LF (HEX - 0D0A).
• The data must be arranged in the prescribed order according to the specifications outlined in the table.

ELECTRONIC FILERS

Use ASCII for Electronically filed files.

• All file formats must be written in ASCII.
• If submitting a filed prepared in JSWAGE, the file should be generated through the "Create a Transmittal Diskette" portion of the program.
• The file must be in one of the formats listed in the Employer's Guide.
• If submitting more than one employer file, you must included a README File of the reported employers.
• If submitting more than one employer file, they must be compressed (zipped), with the README file included.

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GLOSSARY

ASCII. An abbreviation for the term, American National Standard Code for Information Interchange. A recording code utilizing a 128 character set. The ASCII character set is used by personal computers. All diskettes and electronically filed files should be submitted in ASCII.

ASYNCHRONOUS COMMUNICATION. A method of communication between two computers that employs a start-stop technique. The asynchronous communication is used by most non-mainframe types of computers.

BBS. An acronym for Bulletin Board System. A means of electronically conversing with another computer using a telephone line and modem.

BCD. An abbreviation for the term Binary Coded Decimal. A recording code utilizing a 64 character set.

Block. A collection of contiguous records recorded as a unit. For the purposes of this publication, a block should contain 25 records.

Block-Size. The number of characters contained in a block of information. 25 records at a length of 275 = block-size 6875 or 25 records at a length of 276 = block-size 6900.

Blocking Factor. The number of records reported in a block of information. The Code "E" Record of the IRS/SSA format contains a field by the same name where the file blocking factor is reported. The factor should be 25.

Byte. Synonymous with the word "Character" for the purposes of this publication. A computer unit of measure. For example, the letters A through Z are each one byte long.

Carrier. A signal on a telephone or communication line that carries information to and from a modem.

Case. The state of a letter determined to be in either upper- or lower-case. All formats should be submitted in UPPER-CASE.

Character. A letter, number, punctuation symbol or special symbol.

CR/LF (HEX - 0D0A). A carriage return/line feed used when programming the various formats to identify the ending point of each record in the file. When submitting on diskette, each employee record within the employer file must be delimited by a CR/LF (HEX - 0D0A).

Data Block. See "Block".

Delimiter. A character or space indicating the beginning or end of a piece of computer data.

Download. A procedure to copy files from a host computer such as a BBS to a local computer. The files are written to a disk drive on the local machine.

EBCDIC. An abbreviation for the term Extended Binary Coded Decimal Interchange Code. A recording code utilizing a 256 character set. All tapes and cartridges should be submitted in EBCDIC.

Employer Registration Number or ID Number. A unique, 8-digit number assigned to each registered Utah employer. This number is specific to the Utah Department of Workforce Services and has no connection to the Federal Employer Identification Number (FEIN) or other Utah State Tax identification numbers.

External Label. A gummed label attached to the outside of a data medium such as a magnetic tape reel, cartridge or diskette. It contains identification and control type information necessary for the successful processing of the data contained therein.

Field. A distinct unit of data defined for use by a computer program. For example, UDWS Employer Registration Number, Social Security Number, wages, reporting quarter and year, and the hire date are fields defined and used in the formats of the various diskette and tape programs.

File. A collection of wage data records for a specific employer for a specific quarter.

File Name. File names will be given to files submitted electronically and on diskette. Suggested format: D (for diskette) or E (for electronically filed) followed by the last 7 digits of the UDWS Registration Number, with the quarter being submitted as the extension. Example: for account number 8-123456-1 for the first quarter of 1999 - D1234561.199 or E1234561.199. JSWAGE automatically names the file with a J indicator at the time the transmittal diskette file is created.

Form 3. Employer's Contribution Report which is filed quarterly. The employer reports the number of employees and new hires, the total and subject payroll, and the unemployment contributions due. The completed Form 3 must be submitted in addition to the wage data transmittal diskette, magnetic tape, magnetic cartridge or an electronically transmitted wage file.

Form 3H. Employer's Quarterly Wage List which accompanies the Employer's Contribution Report (Form 3). The employer reports each employee's social security number, name, wages and hire date, if hired during the quarter. The transmittal diskette, tape, cartridge or electronically filed wage file is intended to replace this form. Wage information submitted by magnetic or electronic media should not be duplicated in paper form. If wage information is submitted in addition to the magnetic or electronic media information, it must be in the Department format or on a Form 3H or 3C.

Form 3C. The Form 3C is a continuation sheet of the Employer's Quarterly Wage List (a replica of the 3H in duplicate with tractor feed and a carbon insert) which accompanies the Employer's Contribution Report (Form 3). The employer reports each employee's social security number, name, wages and hire date, if hired during the quarter. The transmittal diskette, tape, cartridge or electronically filed wage file is intended to replace this form. Wage information submitted on magnetic or electronic media should not be duplicated in paper form. If wage information is submitted in addition to the magnetic or electronic media information, it must be in the Department format or on a Form 3H or 3C.

Internal Labels. Internal labels on IRS/SSA formats should be standard IBM labels. The short format and the comma-delimited format should be unlabeled.

Modem. An acronym for MOdulator/DEModulator, a device that sends and receives computer information over communication lines.

Password. A word or combination of alpha and numeric digits to be used by the BBS system to confirm the identity of the "User". The password must be a minimum of 5 digits with a maximum of 8.

Protocol. A set of rules and procedures that regulate communications between two devices.

README Files. A name given to files that generally accompany other software and explain or update information for the user. Transmitters of multiple files are required to prepare and include a README file with each group of files uploaded on the BBS.

Records. A collection of related items of data treated as a unit. For example, employee information such as name, social security number, wages, UDWS Employer Registration Number and reporting quarter constitutes a record. For the purposes of this publication, a record as used in the IRS/SSA format may contain either 275 or 276 bytes. A record used in the Short format will be 80 bytes.

SSA. The Social Security Administration assigns Social Security Numbers.

SSN. The abbreviation for the term Social Security Number. See Social Security Number.

Social Security Number. A nine digit number assigned to employees by the Social Security Administration. All wage records are filed under this number rather than by name. Therefore a correct Social Security Number is essential. (All wage-earners whether citizens or legal aliens should have a Social Security Number.) See "Valid Social Security Number".

Software Data Compression. The process of squeezing together data within a file or files to make the file smaller and still maintain the data within the file. Popular compression programs such as ARC and PKZIP complete this process with a single command. Transmitters of multiple files are required to compress the data prior to uploading.

Synchronous Communications. (Sometimes called bisychronous.) A method of communication between two computers that sends and receives data at a fixed rate. Synchronous communication is most often used by mainframe computers. At the present time, synchronous communications for filing of wage information is NOT available.

SysOp. System Operator: The person in charge of an electronic bulletin board. Pronounced "sis-op".

Tape Cartridge. A magnetic medium that is a small reel of ½ inch wide tape that is enclosed in a compact cartridge. Utah accepts 3480/3490 cartridges only.

Test File. A magnetic tape file, cartridge file, diskette file or electronically transmitted file generally containing a small cross section of records created for the purposes of running on a computer mainframe or personal computer to ensure file content reliability prior to submitting real data.

Transmitter/Submitter. An entity that physically sends the tape, cartridge, or diskette file or who transmits over a modem the wage information file that contains the State's data. This may be a company that prepares and submits its own file or it may be a company authorized by another to prepare and submit the file.

UDWS. An abbreviation for Utah Department of Workforce Services.

Upload. A procedure to send files from a local computer to a receiving computer. The files are read from a disk drive on the local machine and written to a disk drive on the remote machine. (sometimes referred to as "transmitted")

Valid Social Security Number. The Social Security Number is issued by the Social Security Administration (SSA). Numbers with three zeros 000 or a number greater than 763 in the first three positions are not valid and have not been issued by the Social Security Administration.