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) #

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 hypen 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 hypen 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 IDGV 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'

267-276Blanks

Record name: Code - 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 - Colorado Code is '08'

46-49Blanks.

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. 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 fo 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 fo 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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