Table of Contents
- 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 S - 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.
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) #
| 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 hyphen 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 hyphen 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 IDFDV 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. |
| 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 | Blank |
Record Name: Code S - 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 |
| 46-49 | Blank |
| 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 of 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 of 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 |
