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.
UTAH WAGE INFORMATION QTR ____YEAR____
ID#_______________________
CO NAME_________________
LABELED: YES/NO BPI 6250/1600
CONTACT PERSON:
__________________________
PHONE #___________________ |
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?
Form 1MT APPLICATION FOR MAGNETIC TAPE/CARTRIDGE REPORTING
EMPLOYER'S QUARTERLY WAGE
INFORMATION |
NAME OF TRANSMITTER:
|
UTAH EMPLOYER REGISTRATION NUMBER: __ - __ __ __ __ __ __ - __
|
FULL ADDRESS:
|
TELEPHONE:
|
DATA ON TAPE/ CARTRIDGE ____/____ DATA
Qtr/Year
TEST DATA |
CONTACT PERSON NAME:
TELEPHONE*
ADDRESS*:
*IF DIFFERENT FROM ABOVE |
FORMAT CHOSEN: IRS/SSA - TAPE
UTAH SHORT |
MEDIUM: MAGNETIC
TAPE
3480 CARTRIDGE
3490 CARTRIDGE |
BPI 1600 BPI
6250 BPI |
Does this Transmitter act as a reporting agent (as a
service bureau) for clients or other employers? YES NO
|
List the total number of employees and
total amount of Utah wages being reported on this media. If more than one employer, please
submit a complete list on a separate sheet, including the name and UDWS Employer
Registration Numbers for each employer reported.
# of Employees Total Utah Wages |
Tapes and cartridges will be returned after three
quarters. |
Signature of Authorized Representative |
Submit this form and tape or cartridge to:
Utah Department of Workforce Services
Technical Services
140 East 300 South
PO Box 45233
Salt Lake City, Utah 84145-0233
801-526-9494 |
OFFICE USE ONLY: APPROVED
BY ____________________
REJECTED BY _____________________
REASON:____________________________
____________________________________
_____________________________________
Date |
Form 1MD APPLICATION
FOR DISKETTE REPORTING
EMPLOYER'S QUARTERLY WAGE
INFORMATION |
NAME OF TRANSMITTER:
|
UTAH EMPLOYER REGISTRATION NUMBER:
__ - __ __ __ __ __ __ - __ |
FULL ADDRESS:
|
TELEPHONE:
|
DATA ON DISKETTE IS: ____/____ DATA
QTR/YEAR
TEST DATA |
CONTACT PERSON NAME:
TELEPHONE*:
ADDRESS*:
*IF DIFFERENT FROM ABOVE |
FORMAT CHOSEN: JSWAGE
IRS/SSA - DISKETTE
IRS/SSA - TAPE
(Converted)
UTAH SHORT
COMMA-DELIMITED |
Does this Transmitter act as a reporting agent (as a service bureau)
for clients or other employers? YES NO |
List the total number of employees and total amount of
Utah wages being reported on this media. If more than one employer, please submit a
complete list on a separate sheet, including the name and UDWS Employer Registration
Numbers for each employer reported.
# of Employees Total Utah Wages |
Diskettes will NOT be returned, unless rejected for processing
problems. |
Signature of Authorized Representative |
Submit this form and diskette to: Utah Department of Workforce Services
Technical Services
140 East
300 South
PO Box 45233
Salt Lake City, Utah 84145-0233
801-526-9494 |
OFFICE USE ONLY: APPROVED
BY___________________
REJECTED BY ___________________ REASON:__________________________
__________________________________
__________________________________
Date |
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
Department Toll free (in-state) number
ask for any of the extensions listed below
(last 4 numbers) |
1-800-222-2857 |
General reporting question |
801-526-9400 |
Status
(Employer account information,
registration, change of ownerships) |
801-526-9400 |
Trust Fund Management
(reporting corrections, refunds) |
801-526-9605 |
Collections |
801-526-9370 |
Field Audit |
801-526-9572 |
Technical Services
(report processing, magnetic media reporting) |
801-526-9599 |
Magnetic Media Coordinator |
801-526-9494 |
UDWS BBS |
800-821-5912 |
Salt Lake Area |
801-526-9381 |
BBS Sysop |
801- 526-9455 |
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.
DENSITY |
1600 BPI or 6250 BPI
9 track tape |
MODE |
Unpacked mode |
LOGICAL RECORD LENGTH |
IRS format - 275 for a block size of 6875 (275 x 25) If your machine is
unable to handle odd length block sizes, use a record length of 276 for a block size of
6900. UTAH Short format - 80 bytes |
BLOCKING FACTOR |
IRS format - 25 UTAH Short format - unblocked |
RECORDING CODE |
DATA MUST BE EBCDIC |
TAPE LABELS |
INTERNAL
IRS format - Standard IBM labels.
UTAH Short format - no labels.
EXTERNAL
Employer's Business Name or transmitter's name and phone number
UDWS Employer Registration Number- Job Service (not federal or state tax number)
Year and Quarter reported on the tape
|
SUPPORTING DOCUMENTS |
A Transmittal Form should be included with each tape or cartridge.
(sample in guide). DO NOT submit paper copies of wages written
on tape. |
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.
DENSITY |
38,000 BPI |
MODE |
Unpacked and non-compressed mode |
LOGICAL RECORD LENGTH |
IRS format - 275 for a block size of 6875 (275 x 25)
If your machine is unable to handle odd length block sizes, use a record length of 276 for
a block size of 6900.UTAH Short format 80 bytes |
BLOCKING FACTOR |
IRS format - 25 Utah Short format - unblocked |
RECORDING CODE |
DATA MUST BE EBCDIC |
CARTRIDGE LABELS |
INTERNAL
IRS format - Standard IBM labels.
UTAH Short format - no labels.
EXTERNAL
Employer's Business Name or Transmitter's name and phone number.
UDWS Employer Registration Number-Job Service (not federal or state tax
number)
Year and Quarter reported on the cartridge
|
SUPPORTING DOCUMENTS |
A Tape/Cartridge Transmittal should be included with each cartridge.
(sample in guide). DO NOT submit paper copies of wages written
on cartridge. |
NOTE: Cartridges will be returned after three quarters.
FORM TF WAGE DATA
TAPE/CARTRIDGE TRANSMITTAL
Utah Department of Workforce
Services |
COMPANY SUBMITTING MEDIA
|
QTR___YEAR___ |
PERSON TO CONTACT IN CASE OF A PROBLEM:
NAME
PHONE |
MEDIUM
MAGNETIC TAPE
3480 CARTRIDGE
3490 CARTRIDGE |
RETURN TAPE/CARTRIDGE TO:
(COMPLETE ADDRESS) |
ENCLOSURES:
FORM 3
CHECK
WORKSITE RPT
OTHER
|
List below the UDWS
Employer Registration Number, total number of employees and total amount of Utah wages
being reported on this media. If more room is needed, please attach a list of all
employers. |
EMPLOYER ID NUMBER |
NUMBER OF EMPLOYEES |
TOTAL WAGES |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
MAIL TO: Utah Department of Workforce Services
TECHNICAL SERVICES
140 EAST 3OO SOUTH
PO BOX 45233
SALT LAKE CITY UTAH 84145-0233
|
PLEASE SUBMIT A COPY OF
THIS FORM WITH EACH WAGE TAPE/CARTRIDGE SENT TO THE Utah Department of Workforce Services |
SUBMITTED BY: |
DATE |
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.
WAGE REPORTING
Utah Short Format |
LOCATION |
FIELD |
LENGTH |
DESCRIPTION AND REMARKS |
001 |
Record Identifier |
1 |
Enter a constant "A" |
002-010 |
Social Security Number |
9 |
If not available, fill with blanks |
011-018 |
Utah I.D. Number |
8 |
Enter your Utah Employer's Registration Number (not State Tax
or Federal ID #) |
019-021 |
Zero Fill |
3 |
Zero fill unless otherwise instructed by Job Service |
022-024 |
Reporting Period |
3 |
Enter quarter and year to which this report applies (e.g., 499
for the fourth quarter of 1999) |
025 |
First Initial |
1 |
Enter first initial of employee |
026 |
Second Initial |
1 |
Enter second initial of employee. If none, fill with a blank |
027-046 |
Last Name |
20 |
Left justify and fill with blanks - Upper case only. |
047-053 |
Total Wages |
7 |
Total wages for this quarter. Enter dollars only, no cents are
to be included. Right justify and zero fill |
054-059 |
Hire Date |
6 |
Enter the last date hired or rehired (YYMMDD) |
060-079 |
Blank |
20 |
Blanks |
080 |
Source Code |
1 |
Enter a constant "T" |
This alternative may also be submitted on
diskette or electronic transmission in ASCII format. (see Instructions for specifics on
either media). |
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:
HOWARD D JONES JR |
HD JONES JR |
JONES HD JR |
JONES HOWARD D JR |
JONES, J. |
JONES, H.D. JR |
*OCONNEL MARY |
*MARY O'CONNELL |
MCCONNELL, MARY |
*MARY OCONNELL |
MARY MCCONNELL |
SUSAN
SMITH-JONES |
*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
WAGE
REPORTING - IRS-SSA FORMAT
CODE S - SUPPLEMENTAL STATE EMPLOYEE
RECORD |
LOCATION |
FIELD
|
LENGTH |
DESCRIPTION AND
REMARKS |
001 |
Record Identifier |
1 |
Constant "S". This record must be used if an
employer uses this format to report state quarterly Employment
Security information to any state. The Code S record may be used if
an employer needs to report state or local income tax information
for one employee to more than one state or locality. |
002-010 |
Social Security No. |
9 |
If not available, enter the letter "I" in
position 2 and fill with blanks |
011-037 |
Employee Name |
27 |
Left justify and fill with blanks |
038-123 |
Blanks |
86 |
Blanks |
124-125 |
State Code |
2 |
Constant "49" for Utah |
126-127 |
Blanks |
2 |
Blanks |
128-131 |
Reporting Period |
4 |
Enter the last month and two-digit year of
the calendar quarter, e.g., "0999" for third quarter of 1999. Remember to update each quarter |
132-140 |
Total Wages |
9 |
Total wages for this quarter. Right justify,
zero fill. Include dollars and cents. |
141-149 |
Taxable Wages |
9 |
Taxable wages for this quarter. Right
justify, zero fill. Include dollars and cents |
150-202 |
Blanks |
53 |
Blanks |
203-208 |
Hire Date |
6 |
Enter the last date hired or rehired
(MMDDYY) |
209-275 |
Blanks |
67 |
Blanks |
Code T - Total Record
WAGE
REPORTING - IRS-SSA FORMAT
CODE T - TOTAL RECORD |
LOCATION |
FIELD |
LENGTH |
DESCRIPTION AND
REMARKS |
001 |
Record
Identifier |
1 |
Constant "T".
The Code T record must be generated at the end of every Employer
Registration Number. |
002-008 |
Number of
Employees |
7 |
Enter the total
number of Code S records for the preceding Employer Registration
Number. (Code E record) |
009-034 |
Blanks |
26 |
Blanks |
035-047 |
Quarterly Wages,
Tips, and other compensation |
13 |
Enter the total
for all Code S records within the preceding Employer Registration
Number. (Code E record). Right justify, zero fill, include dollars
and cents. |
048-275 |
Blanks |
228 |
Blanks |
Code F - Final Record
WAGE
REPORTING - IRS-SSA FORMAT
CODE F - FINAL RECORD |
LOCATION |
FIELD |
LENGTH |
DESCRIPTION AND
REMARKS |
001 |
Record Identifier |
1 |
Constant "F". The Code F record must be the
last data record of the entire tape file |
002-008 |
Number of Employees |
7 |
Enter the total number of Code S records
reported on the entire tape file |
009-275 |
Blanks |
267 |
Blanks |
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
DISKETTE SIZE AND DENSITY |
3 ½" - 720k 3 ½" - 1.44meg |
COMPATIBLE |
PC-DOS or MS-DOS
Note that while we cannot currently process
Apple and other non-MS-DOS diskettes, dial-up capabilities are
available through the UDWS-BBS. |
DISK FILES |
One or more wage record files may be
submitted on a diskette. DO NOT use subdirectories. |
FILE NAME |
The file name should begin with a "D"
indicating diskette, then the last 7 digits of your UDWS
Registration Number, and an extension of the quarter/year being
reported.
EXAMPLE: For account number 9-123456-0 for
the first quarter of 1999, the file name would be
D1234560.199. |
FILE CONTENT |
Each file must include your UDWS
Registration Number, quarter/year being reported, Social Security
Numbers, first and last names, wages and hire dates (if hired within
the reporting quarter) for each employee. The file must follow one
of the 5 reporting options exactly in order to be processed. Each employee record within the employer file
must be delimited by (end with) a CR/LF (HEX - 0D0A) when submitted
on diskette. Files with unrecognized data will not be
processed. |
RECORDING CODE |
ASCII |
DISKETTE LABEL |
External labels are provided with your
diskette information. Please supply all information requested. |
SUPPORT DOCUMENTS |
The Contribution report and a transmittal
form, list or README file listing the employers reported. DO NOT submit paper copies of wages written on
the diskette. (Sample form in guide as well as README
instructions.) |
Note: Diskettes will
NOT be returned after processing. |
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.)
FORM TF
WAGE DATA DISKETTE
TRANSMITTAL
Utah Department of Workforce
Services |
COMPANY SUBMITTING MEDIA
|
QTR___YEAR___ |
PERSON TO CONTACT IN CASE OF A
PROBLEM:
NAME
PHONE |
FORMAT
IRS/SSA
UTAH SHORT
JSWAGE |
ADDRESS
(COMPLETE ADDRESS) |
ENCLOSURES:
FORM 3
CHECK
WORKSITE RPT
OTHER |
List below the UDWS
Employer Registration Number, total number of employees and total
amount of Utah wages being reported on this media. If more room is
needed, please attach a list of all employers. |
EMPLOYER ID NUMBER |
NUMBER OF EMPLOYEES |
TOTAL WAGES |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
MAIL TO:
Utah Department of Workforce Services
TECHNICAL SERVICES
140 EAST 3OO SOUTH
PO BOX 45233
SALT LAKE CITY UTAH 84145-0233 |
PLEASE SUBMIT A COPY
OF THIS FORM WITH EACH DISKETTE SENT TO
Utah Department of Workforce Services
|
SUBMITTED BY: |
DATE |
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.
WAGE REPORTING
Utah Short Format |
LOCATION |
FIELD |
LENGTH |
DESCRIPTION AND
REMARKS |
001 |
Record
Identifier |
1 |
Enter a constant
"A" |
002-010 |
Social Security
Number |
9 |
If not
available, fill with blanks |
011-018 |
Utah I.D.
Number |
8 |
Enter your Utah
Employer's Registration Number (not State Tax or Federal ID
#) |
019-021 |
Zero
Fill |
3 |
Zero fill unless
otherwise instructed by UDWS |
022-024 |
Reporting
Period |
3 |
Enter quarter
and year to which this report applies (e.g., 499 for the fourth
quarter of 1999) |
025 |
First
Initial |
1 |
Enter first
initial of employee |
026 |
Second
Initial |
1 |
Enter second
initial of employee. If none, fill with a blank |
027-046 |
Last
Name |
20 |
Left justify and
fill with blanks - Upper case only. |
047-053 |
Total
Wages |
7 |
Total wages for
this quarter. Enter dollars only, no cents are to be included. Right
justify and zero fill |
054-059 |
Hire
Date |
6 |
Enter the last
date hired or rehired (YYMMDD) |
060-079 |
Blank |
20 |
Blanks |
080 |
Source
Code |
1 |
Enter a constant
"T" |
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
WAGE
REPORTING - IRS-SSA FORMAT
CODE 1E - EMPLOYER / ESTABLISHMENT
RECORD |
Location |
Field |
Length |
Description and Remarks |
01 |
Record Sequence |
1 |
A constant "1" |
02 |
Record Identifier |
1 |
Constant "E" |
03-06 |
Reporting Period |
4 |
The reporting period reported as quarter and
year. Specify quarter as 01, 02, 03 and 04 and the year is specified
as two digits, 99 for 1999. |
07-15 |
FEIN |
9 |
Enter only numerical characters |
16-24 |
Blanks |
9 |
Blanks |
25-74 |
Employer Name |
50 |
Left justify and fill with blanks |
75-128 |
Blanks |
54 |
Blanks |
Code 2E -
Employer Record
WAGE
REPORTING - IRS-SSA FORMAT
CODE 2E - EMPLOYER / ESTABLISHMENT
RECORD |
Location |
Field |
Length |
Description and Remarks |
1 |
Record Sequence |
1 |
A constant "2" |
2 |
Record Identifier |
1 |
Constant "E" |
03-47 |
Blanks |
45 |
Blanks |
48 |
Name Code |
1 |
Enter "S" if the surname appears first in
the employee's name field of the following Code W records.
Enter "F" if the first name appears first in
the employee's name field on the following Code W records. The code
may vary with each Code E record. |
49-57 |
Blanks |
9 |
Blanks |
58-65 |
Utah I. D. Number |
8 |
Enter your Utah Employer's Registration
Number (not State Tax or Federal ID #) |
66-128 |
Blanks |
63 |
Blanks |
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:
HOWARD D JONES JR |
|
HD JONES JR |
JONES HD JR |
|
JONES HOWARD D JR |
JONES, J. |
|
JONES, H.D. JR |
*OCONNEL MARY |
|
*MARY O'CONNELL |
MCCONNELL, MARY |
|
*MARY OCONNELL |
MARY MCCONNELL |
|
SUSAN
SMITH-JONES |
*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
WAGE
REPORTING - IRS-SSA FORMAT
CODE 1W - EMPLOYEE WAGE RECORD |
Location |
Field |
Length |
Description and Remarks |
01 |
Record Sequence |
1 |
Constant "1" |
02 |
Record Identifier |
1 |
Constant "W" |
03-11 |
Social Security Number |
9 |
Enter the employee's social security number.
If not available enter the letter "I" in position 3 and blanks (not
zeros) in positions 4-11. |
12-38 |
Employee Name |
27 |
Enter employee's name, left justify and fill
with blanks. |
39-122 |
Blanks |
84 |
Blanks |
123-128 |
Hire Date |
6 |
Enter the last date hired or rehired
(MMDDYY) |
Code 2W -
Employee Wage Record
WAGE
REPORTING - IRS-SSA FORMAT
CODE 2W - EMPLOYEE WAGE RECORD |
Location |
Field |
Length |
Description and Remarks |
1 |
Record Sequence |
1 |
Constant "2". |
2 |
Record Identifier |
1 |
Constant "W" |
3-18 |
Blanks |
16 |
Blanks |
19-27 |
Total Wages |
9 |
Total wages for this quarter. Right justify,
zero fill. Include dollars and cents. |
28-128 |
Blank |
101 |
Blank |
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
PC
COMMA-DELIMITED FORMAT
(DISKETTE OR ELECTRONIC FILING
ONLY) |
FIELD |
NAME |
LENGTH |
DESCRIPTION |
1 |
Social Security No. |
9 |
If not available, use all zeros or a single
comma. |
2 |
Utah I. D. Number |
8 |
Enter your UDWS Employer's Registration
Number (not state tax or federal ID #). |
3 |
Zero Fill |
3 |
Enter all zeros or a single comma. |
4 |
Reporting Period |
3 |
Enter quarter and year to which this report
applies (e.g. 199 for the first quarter of 1999). |
5 |
First Initial |
1 |
Enter first initial of employee. |
6 |
Second Initial |
1 |
Enter second initial of employee. If none,
use a blank or comma. |
7 |
Last Name |
1-20 |
Enter last name. Trailing blanks may also be
included. |
8 |
Total Wages |
1-7 |
Total wages for this quarter. Enter dollars only, no
cents are to be included. Amounts with leading zeros
are allowed. |
9 |
Hire Date |
6 |
Enter the last date hired or rehired.
(YYMMDD)
Enter all zeros or a single comma if not
available. |
10 |
Company Name |
1-18 |
Enter your Company name. Trailing blanks may
also be included. |
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:
UDWS I.D. Number |
9-123456-1 |
would be |
"91234561" |
Reporting Period |
1st quarter 1999 |
would be |
"199" |
Total Wages |
$1,567.05 |
would be |
"1567" |
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:
- Number: 800-821-5912
or
in Salt Lake 526-9381
- Speed: 1200 to 14,400 baud
- Parity: none
- Data Bits: 8
- 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.
Example: |
For account number 9-123456-7 for the first
quarter 1999, the file name would be
E1234567.199. |
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 .
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.
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.
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