Wiki: ICESA

INTERSTATE CONFERENCE OF EMPLOYMENT SECURITY AGENCIES (ICESA)
Quarterly UI Wage Reporting - ICESA format
Record Name: Code A - Transmitter Record (Required)
Record Name: Code B - Authorization Record
Record Name: Code E - Employer Record
Record Name: Code - Employee Wage Record (Required)
Record name: Code T - Total Record
Record Name: Code F - Final Record
Notes

INTERSTATE CONFERENCE OF EMPLOYMENT SECURITY AGENCIES (ICESA)#

ICESA (Interstate Conference of Employment Security Agencies) is a format used by QuickFile to submit data.

ICESA format indicates the input data is in the format specified for wage reporting by the Interstate Conference of Employment Security Agencies.

This format consists of a 275-byte long record with 6 different types of information.

A Record: Submitter Information. FEID required.
B Record: Placeholder only-required but info not used.
E Record: Employer information (One E record for each employer-quarter).
S Record: Employee Salary information (one record for each employee of the above employer for the quarter).
T Record: Employer Total information (ends the E-record group).
F Record: Final record at the end.

A submission with multiple employers would have the records arranged like this:

A Record
B Record
E Record (info about first employer)
- S Record (for first E record employer)
T Record (totals for first employer)
E Record (info about second employer)
- S Record (for second E record employer)
T Record (totals for second employer)
F Record

Quarterly UI Wage Reporting - ICESA format#

You must run RPYEU and select the following to generate information:

Media Format: - State SUI File Format
Select State: - Your state

The 'Quarterly Form Code' must be entered in order to produce the ICESA format required.

Please note that the following 'Not Required' fields may or may not always contain BLANKS).

Record Name: Code A - Transmitter Record (Required) #

Column	Description
1-1	Record Identifier Constant 'A'
2-5	Payment Year Enter year for which this report is being prepared From the user-specified FROM-TO period converted to YYYY
6-14	Transmitter's Federal EIN Enter only numeric characters; omit hyphens, prefixes and suffixes Derived from IDFDV screen, Field Identifier: 'TRAN EIN'
15-18	Taxing Entity Code Constant 'UTAX'
19-23	Blanks
24-73	Transmitter Name Enter the transmitter name of the organization submitting the file Derived from IDFDV screen, Field Identifier: 'TRAN NAME'
74-113	Transmitter Street Address Enter the street address of the organization submitting the file Derived from IDFDV screen, Field Identifier: 'TRAN ADDRESS'
114-138	Transmitter City Enter the city of the organization submitting the file Derived from IDFDV screen, Field Identifier: 'TRAN CITY'
139-140	Transmitter State Enter the standard two character FIPS postal abbreviation Derived from IDFDV screen, Field Identifier: 'TRAN STATE'
141-153	Blanks
154-158	Transmitter ZIP Code Enter a valid ZIP code Derived from IDFDV screen, Field Identifier: 'TRAN ZIP CODE'
159-163	Transmitter ZIP Code extension Use this field as necessary for the four digit extension of ZIP code. Include hypen in position 159 Derived from IDFDV screen, Field Identifier: 'TRAN ZIP EXTN' (include '-' in position 159)
164-193	Transmitter Contact Title of individual from transmitter organization responsible for the accuracy of the wage report Derived from IDFDV screen, Field Identifier: 'TRAN CONTACT'
194-203	Transmitter Contact Telephone Number Telephone number at which the transmitter contact can be telephoned Derived from IDFDV screen, Field Identifier: 'TRAN CONTACT PHONE'
204-207	Telephone Extension/Box Enter transmitter telephone extension or message box Derived from IDFDV screen, Field Identifier: 'TRAN CONTACT EXTN'
208-276

Record Name: Code B - Authorization Record#

Column	Description
1-1	Record Identifier Constant 'B'
2-5	Payment Year Enter the year for which this report is being prepared
6-14	Transmitter's Federal EIN Enter only numeric characters BASIC EIN
15-22	Computer Enter the manufacturer's name Derived from IDFDV screen, Field Identifier: 'BASIC COMPUTER'
23-24	Internal Label 'SL', 'NS', 'NL', 'AL', or blank for diskette Derived from IDFDV screen, Field Identifier: 'BASIC INTERNAL LABEL' (seq 2100, first 2 characters)
25-25	Blank
26-27	Density '16', '62', '38', or blank for diskette
28-30	Recording Code (Character Set)

- 'EBC', or 'ASC'; always 'ASC' for diskette

31-32	Number of Tracks

- '09', or '18', or blanks for diskette

33-34	Blocking Factor

- Enter the blocking factor of the file, not to exceed 85; enter blanks for diskette

35-38	Taxing Entity Code Constant 'UTAX'

39-146	Blanks

147-190	Organization Name

- The name of the organization to which the media should be returned - Derived from IDFDV screen, Field Identifier: 'BASIC NAME'

191-225	Street Address.

- The street address of the organization to which the media should be returned. - Derived from IDFDV screen, Field Identifier: 'BASIC ADDRESS'

226-245	City.

- The city of the organization to which the media should be returned - Derived from IDFDV screen, Field Identifier: 'BASIC CITY'

246-247	State.

- Enter the standard two character FIPS postal abbreviation - Derived from IDFDV screen, Field Identifier: 'BASIC STATE'

248-252	Blanks.

253-257	ZIP Code.

- Enter a valid ZIP code - Derived from IDFDV screen, Field Identifier: 'BASIC ZIP CODE'

258-262	ZIP Code extension.

- Enter four digit extension of ZIP code, including the hypen in position 258. - Derived from IDFDV screen, Field Identifier: 'BASIC ZIP EXTN'

263-276	Blanks

Record Name: Code E - Employer Record #

Column	Description

1-1	Record Identifier Constant 'E'

2-5	Payment Year.

- Enter the year for which the report is being prepared

6-14	Federal EIN

- Enter only numeric characters - Derived from the IDGV State SUI Registration

15-23	Blanks.

24-73	Employer Name.

- Enter the first 50 positions of the employer's name exactly as registered with the state UI agency - Derived from the Entity

74-113	Employer Street Address

- Enter the street address of the Employer - Derived from the Entity Location

114-138	Employer City

- Enter the city of employer's mailing address - Derived from the Entity Location

139-140	Employer State

- Enter the standard two character FIPS postal abbreviation of the employer's address - Derived from the Entity Location

141-148	Blanks.

149-153	ZIP code extension

- Enter four digit extension of ZIP code, including the hyphen in position 149. - Derived from the Entity Location

154-158	ZIP code.

- Enter a valid ZIP code - Derived from the Entity Location.

159-159	Blank.

160-160	Type of Employment.

- 'A', 'H', 'M', 'Q', 'R', or 'X'
Derived from IDFDV screen, Field Identifier: 'TYPE OF EMPLOYMENT'

161-162	Blocking Factor.

- Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.

163-166	Establishment Number or Coverage Group/PRU.

- Enter either the establishment number of the coverage group/PRU, or blank. - Field Identifier ESTABLISHMENT NUMBER

167-170	Taxing Entity Code.

- Constant UTAX

171-172	State Identifier Code.

- Enter the state FIPS postal numeric code for the state to which wages are being reported.

173-187	State Unemployment Insurance Account Number.

- Enter state UI employer account number. - Derived from the IDGV State SUI Registration

188-189	Reporting Period '03', '06', '09', or '12'

190-190	No Workers/No Wages.

- Enter '0' to indicate that the 'E' record will not be followed by the 'S' record. Enter '1' to indicate otherwise.

191-208	Not Used

- Enter blanks.

209-255	Blanks.

256-256	Foreign Indicator.

- If data in positions 74-158 is for a foreign address, enter the letter 'X', else leave it blank. - Derived from IDFDV screen, Field Identifier: 'FOREIGN ADDR INDICATOR'

257-257	Blank.

258-266	Other EIN.

- Enter Blanks if no other EIN was used. - Derived from IDFDV screen, Field Identifier: 'OTHER EIN'

267-276	Blanks

Record Name: Code - Employee Wage Record (Required)#

Column	Description

1-1	Record Identifier Constant 'S'
2-10	Social Security Number Employee's social security number; if not known, enter 'I' in position 2 and blanks in position	3-10

11-30	Employee Last Name Enter employee last name.

31-42	Employee First Name Enter employee first name

43-43	Employee Middle Initial.

- Enter employee middle initial. Leave blank if no middle initial

44-45	State Code

- Enter the state FIPS postal numeric code for the state to which wages are being reported - Colorado Code is '08'

46-49	Blanks.

50-63	Not Required.

64-77	State QTR Unemployment Insurance Total Wages.

- Enter quarterly wages subject to unemployment taxes.

78-142	Not Required

143-146	Taxing Entity Code.

- Constant 'UTAX'

147-161	State Unemployment Insurance Account Number.

- Enter state UI employer account number - SUI Registration Number from IDGV

162-176	Unit/Division Location/Plant Code

- The ID assigned to identify wages by work site.

177-204	Not Required.

205-206	Seasonal Indicator

- State Specific Data. If not used, enter blanks.

207-214	Not Required.

215-220	Reporting Quarter and Year.

- Enter the last month and year for the calendar period for which this report applies (i.e. 062007 for Apr-June 2007).

221-276	Not Required.

Record name: Code T - Total Record #

Column	Description
1-1	Record Identifier Constant 'T'
2-8	Total Number of Employees The total number of 'S' records since the last 'E' record
9-12	Taxing Entity Code Constant 'UTAX'
13-26	State QTR Total Gross Wages for employer QTR gross wages subject to all taxes. Total of this field on all 'S' records since the last 'E' record
27-40	State QTR Unemployment Insurance Total Wages for employer QTR wages subject to state unemployment taxes. Total of this field on all 'S' records since the last 'E' record
41-54	State QTR Unemployment Insurance Excess Wages for employer QTR wages in excess of the state UI taxable wage base Total of all 'S' records since the last 'E' record
55-68	State QTR Unemployment Insurance Taxable Wages for employer QTR UI total wages less state QTR UI excess wages - Total of all 'S' records since the last 'E' record
69-81	Quarterly tip wages for employer Enter all tip income;the total of this field on all 'S' records since the last 'E' record
82-87	UI tax rate this quarter The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 2.8% should be '.02800'
88-100	State QTR UI taxes due UI taxes due. QTR state UI taxable wages times UI tax rate.
101-144	Not Used Enter zero
145-148	Not Used Enter zero
149-159	Not Used Enter zero
160-163	Not Used Enter blanks
164-226	Not Used Enter zero
227-233	Month-1 Employment for employer Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. Total fo all 'S' records after the last 'E' record.
234-240	Month-2 Employment Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. Total fo all 'S' records after the last 'E' record.
241-247	Month-3 Employment Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. Total for all 'S' records after the last 'E' record.
248-267	Not Used Enter blanks
268-276	Blanks

Record Name: Code F - Final Record #

Column	Description
1-1	Record Identifier Constant 'F'
2-11	Total Number of Employees in File Enter the total number of 'S' records in the entire file
12-276	Not Required

Notes #

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