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

Quarterly UI Wage Reporting - ICESA format#

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

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

Each state has different requirements, and not all fields are always required. Please see the individual state filing requirements for further information.

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

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

ColumnDescription
1-1Record Identifier
Constant 'B'
2-5Payment Year
Enter the year for which this report is being prepared
6-14Transmitter's Federal EIN
Enter only numeric characters
BASIC EIN
15-22Computer
Enter the manufacturer's name
Derived from IDFDV screen, Field Identifier: 'BASIC COMPUTER'
23-24Internal Label
'SL', 'NS', 'NL', 'AL', or blank for diskette
Derived from IDFDV screen, Field Identifier: 'BASIC INTERNAL LABEL' (seq 2100, first 2 characters)
25-25Blank
26-27Density
'16', '62', '38', or blank for diskette
28-30Recording Code (Character Set)
'EBC', or 'ASC'; always 'ASC' for diskette
31-32Number of Tracks
'09', or '18', or blanks for diskette
33-34Blocking Factor
Enter the blocking factor of the file, not to exceed 85; enter blanks for diskette
35-38Taxing Entity Code
Constant 'UTAX'
39-146Blanks
147-190Organization Name
The name of the organization to which the media should be returned
Derived from IDFDV screen, Field Identifier: 'BASIC NAME'
191-225Street Address
The street address of the organization to which the media should be returned.
Derived from IDFDV screen, Field Identifier: 'BASIC ADDRESS'
226-245City
The city of the organization to which the media should be returned
Derived from IDFDV screen, Field Identifier: 'BASIC CITY'
246-247State
Enter the standard two character FIPS postal abbreviation
Derived from IDFDV screen, Field Identifier: 'BASIC STATE'
248-252Blanks
253-257ZIP Code
Enter a valid ZIP code
Derived from IDFDV screen, Field Identifier: 'BASIC ZIP CODE'
258-262ZIP Code extension
Enter four digit extension of ZIP code, including the hyphen in position 258
Derived from IDFDV screen, Field Identifier: 'BASIC ZIP EXTN'
263-276Blanks

Record Name: Code E - Employer Record #

ColumnDescription
1-1Record Identifier
Constant 'E'
2-5Payment Year
Enter the year for which the report is being prepared
6-14Federal EIN
Enter only numeric characters
Derived from the IDFDV State SUI Registration
15-23Blanks
24-73Employer Name
Enter the first 50 positions of the employer's name exactly as registered with the state UI agency
Derived from the Entity
74-113Employer Street Address
Enter the street address of the Employer
Derived from the Entity Location
114-138Employer City
Enter the city of employer's mailing address
Derived from the Entity Location
139-140Employer State
Enter the standard two character FIPS postal abbreviation of the employer's address
Derived from the Entity Location
141-148Blanks
149-153ZIP code extension
Enter four digit extension of ZIP code, including the hyphen in position 149
Derived from the Entity Location
154-158ZIP code
Enter a valid ZIP code
Derived from the Entity Location.
159-159Blank.
160-160Type of Employment
'A', 'H', 'M', 'Q', 'R', or 'X'
Derived from IDFDV screen, Field Identifier: 'TYPE OF EMPLOYMENT'
161-162Blocking Factor
Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.
163-166Establishment Number or Coverage Group/PRU
Enter either the establishment number of the coverage group/PRU, or blank
Field Identifier ESTABLISHMENT NUMBER
167-170Taxing Entity Code
Constant UTAX
171-172State Identifier Code
Enter the state FIPS postal numeric code for the state to which wages are being reported
173-187State Unemployment Insurance Account Number
Enter state UI employer account number
Derived from the IDGV State SUI Registration
188-189Reporting Period
'03', '06', '09', or '12'
190-190No Workers/No Wages
Enter '0' to indicate that the 'E' record will not be followed by the 'S' record. Enter '1' to indicate otherwise.
191-208Not Used - enter blanks
209-255Blanks
256-256Foreign 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'
257-257Blank.
258-266Other EIN
Enter blanks if no other EIN was used
Derived from IDFDV screen, Field Identifier: 'OTHER EIN'
267-276Blank

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

ColumnDescription
1-1Record Identifier
Constant 'S'
2-10Social Security Number
Employee's social security number; if not known, enter 'I' in position 2 and blanks in position
3-10
11-30Employee Last Name
Enter employee last name
31-42Employee First Name
Enter employee first name
43-43Employee Middle Initial
Enter employee middle initial; leave blank if no middle initial
44-45State Code
Enter the state FIPS postal numeric code for the state to which wages are being reported
46-49Blank
50-63Not Required
64-77State QTR Unemployment Insurance Total Wages
Enter quarterly wages subject to unemployment taxes.
78-142Not Required
143-146Taxing Entity Code
Constant 'UTAX'
147-161State Unemployment Insurance Account Number
Enter state UI employer account number
SUI Registration Number from IDGV
162-176Unit/Division Location/Plant Code
The ID assigned to identify wages by work site
177-204Not Required
205-206Seasonal Indicator
State Specific Data - If not used, enter blanks
207-214Not Required
215-220Reporting 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)
221-276Not Required

Record Name: Code T - Total Record #

ColumnDescription
1-1Record Identifier
Constant 'T'
2-8Total Number of Employees
The total number of 'S' records since the last 'E' record
9-12Taxing Entity Code
Constant 'UTAX'
13-26State 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
27-40State 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
41-54State 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
55-68State 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
69-81Quarterly tip wages for employer
Enter all tip income;the total of this field on all 'S' records since the last 'E' record
82-87UI 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'
88-100State QTR UI taxes due
UI taxes due - QTR state UI taxable wages times UI tax rate.
101-144Not Used - Enter zero
145-148Not Used - Enter zero
149-159Not Used - Enter zero
160-163Not Used - Enter blanks
164-226Not Used - Enter zero
227-233Month-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 of all 'S' records after the last 'E' record
234-240Month-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 of all 'S' records after the last 'E' record
241-247Month-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
248-267Not Used - Enter blanks
268-276Blanks

Record Name: Code F - Final Record #

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

Notes #

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