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Software Specifications and Edits for Quarterly Unemployment Compensation Wage and Information Reporting

Connecticut Department of Labor
Tax Automation and Wage Processing Unit
200 Folly Brook Boulevard
Wethersfield, Connecticut 06109-1114
(860) 263-6375
E-mail: dol.tawp@po.state.ct.us

I. MAGNETIC MEDIA WAGE REPORTING REQUIREMENTS and PROCEDURES

A. REGISTRATION FOR MEDIA SUBMISSION

B. SUBMITTING MEDIA


II. DATA RECORD DESCRIPTIONS


III. FTP – TECHNICAL REQUIREMENTS


IV. MAGNETIC RECORD FORMAT


V. APPLICATIONS and FORMS


I. MAGNETIC MEDIA WAGE REPORTING REQUIREMENTS AND PROCEDURES

This booklet contains the specifications and instructions for reporting Connecticut Unemployment Compensation Insurance Wage and Tax Reports by magnetic media (i.e. FTP (File Transfer Protocol). 

LEGAL REQUIREMENT

Section 31-225a(j)(2) of the Connecticut General Statutes requires each employer or employer agent who reports tax and wage earning information for a total of two hundred fifty (250) or more Connecticut employees to submit such required reports by magnetic media.

REGISTRATION FOR MEDIA SUBMISSION

REGISTERING EMPLOYERS & AGENTS

We require that each employer or agent reporting tax and wage information via magnetic media complete and return the appropriate application form – (see the application forms at the end of this booklet). There is one for employers and another for agents. The reason we require you to register is so that we have the name and address of a person we can contact if any problems arise with regard to your magnetic submission of tax and wage information.

If there is a change to your application information please resubmit an application form to update it. You must submit your application and satisfactory test media before you send in your first production media.

AGENTS PLEASE TAKE NOTE. Before an agent may file magnetic media, they must complete a Memorandum of Understanding with the Connecticut Department of Labor. This is in addition to registering with us. The Memorandum of Understanding will be mailed to you after we receive your application for registration.

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SUBMITTING MEDIA

TEST SUBMISSIONS

An employer newly registered to submit tax and wage information magnetically may submit a test media first.   A test assures both parties that you can properly format your submission and it allows us a vehicle for spotting any problems and correcting them before your first production submission is due. Media used for testing purposes only must be correctly identified. Your FTP (File Transfer Protocol) test file should be named as follows: start with the quarter (1,2,3 or 4) and a two digit year (e.g.01 for 2001) followed by letter "t". Thus a file named 101t9999999 will designate test file for 1st quarter 2001 for registration 99-999-99. 

AGENTS PLEASE TAKE NOTE.  A newly registered agent must submit a test media before we will process its first returns.

MEDIA TYPES ACCEPTED

The following type of media is acceptable as a means of submitting Unemployment Compensation Reports: FTP (File Transfer Protocol).

*All employers must file via FTP. We will not accept any files on diskettes or cartridges. The file must be transmitted via FTP. Please go to http//www.ctdol.state.ct.us/uitax/ftp_form1.htm to register for FTP filing. For more information on FTP, please go to http//www.ctdol.state.ct.us/uitax/ftpFAQ.htm. 

SPECIAL REQUIREMENTS FOR EMPLOYERS REPORTING FOR MULTIPLE EMPLOYERS

1. The magnetic file must be presented in ascending numerical order using the Employer’s Unemployment Insurance Registration Number.
2. With each file submission there must be an 8 ½” X 11” paper Transmittal Form (e.g. if there are three files, then there should be three separate Transmittal Forms.)  If submitting Transmittal Form via e-mail the following should be placed in the body of the E-mail.  The form should include the following:

a. The name of the Employer with the greatest number of employees on the media.
b. Data Quarter & Year identification;
c. List employers corresponding to magnetic file sequence, including:
  

1. Employer’s Unemployment Insurance Registration Number;
    (the same ascending numeric order of the media)
2. Employer’s Federal Identification Number
3. Employer’s Name
4. Employer’s Gross Wages
  
d. Total Number of EMPLOYERS reported on the media.
  

SPECIAL REQUIREMENTS FOR AGENTS

  1. Agents must not include Nones (Zero Wage Reports) in their magnetic files. If they wish to report Nones, they must contact the Tax Automation and Wage Processing Unit at (860) 263-6375.
     

  2. Agents must present their magnetic file in progressive numerical order using the client Employers’ Unemployment Insurance Registration Numbers.
     

  3. A transmittal form plus one copy plus proof of payment (if applicable) must accompany each media submission (e.g. if there are three pieces of media, than there should be three separate Transmittal Forms and a copy of each.) 

    The form should include the following:

    1. Agent’s Name;
    2. Data Quarter & Year identification;
    3. List employers corresponding to magnetic file sequence, including:
      1. Employer’s Unemployment Insurance Registration Number (exact progressive numeric order of processing)
      2. Employer’s Federal Identification Number
      3. Employer’s Name
      4. Employer’s Remittance Amount payment corresponding with media
      5. Employer’s Gross Wages;
    4. Aggregate Total of remittance amounts submitted with media;
    5. Number of EMPLOYERS identified on the media.

      PEASE NOTE: Include a cover sheet that calculates the total remittance for all media on all of the transmittals.
       
  4. Your transmittals and a copy of your Proof of Payment should be mailed or faxed to either of the following:

    Connecticut Department of Labor
    Tax Automation & Wage Processing Unit
    200 Folly Brook Blvd.
    Wethersfield, CT 06109-1114
    Fax: (860) 263-6379
     
  5. Agent’s representative must be identified and available for communication and problem resolution.

    PLEASE NOTE:  If you are filing for a ‘single’ employer, the media should be identified with your client’s registration number.  It should not have your registration number on it.

FILING DEADLINE

All media that includes data for TAXABLE METHOD EMPLOYERS must be forwarded on or before the last day of the month following the end of the calendar quarterly period. All media that contains only data for REIMBURSABLE METHOD EMPLOYERS must be forwarded on or before the 15th day of the second month following the end of the calendar quarterly period.
 

RETENTION RESPONSIBILITIES

CT-DOL requires each agent and employer who files magnetically to retain copies of all of their submitted magnetic data, or to be able to reconstruct the magnetic data, for at least three years after the due dates of the report. An agent or employer who files magnetically must be able to recreate, and to correct as necessary, magnetic data for submission of both a complete duplication of all required media data and for a specific selection of any employer or individual record data.

MEDIA REJECTION

If CT-DOL is unable to process magnetic file, a magnetic file segment, the FTP filers will be notified via email along with an explanation, identifying the problem(s) that were encountered.

Rejections will require the employer or agent to correct the errors and resubmit the corrected magnetic media. NOTE: Rejected media does not extend any legal due dates.

CORRECTION TO MAGNETIC MEDIA

Correcting Tax Information

Whenever an employer or its agent is correcting tax information, the employer or the agent must submit our form UC2-CORR. This form is available on our web site: www.ctdol.state.ct.us/uitax/cashiers-forms.htm

Correcting Wage Detail

Whenever an employer or its agent is correcting wage information for individual employees (i.e., correcting the reporting of particular individuals who were unreported or misreported), the employer or the agent must submit our form UC5A-CORR This is the top half of the UC2/5A-CORR. This form is available on our web site: www.ctdol.state.ct.us/uitax/cashiers-forms.htm.

Additional Requirement When Correcting One Hundred or More Employees

In addition to submitting the UC5A-CORR, an employer or its agent who is correcting one hundred or more unreported or misreported employees must also submit new media that corrects the errors of the original reporting and serves to replace that original. It must report all employees (correctly) for that employer for that quarter.

Correction files via FTP should be named as follows:  start with the quarter (1,2,3,4) and a two digit year ( e.g. 01 for 2001)  Thus a filed named “101R9999999” would designate first quarter 2001 correction for employer 99-999-99. 

With regard to correcting wage detail we can be flexible. There will be times when it will be best for us and the employer to accept magnetic media for less than one hundred corrections to wage detail, and there will be times when it will be best to accept a paper correction for more than one hundred employees. We will work with employers. Our goal is to get the tax and wage information reported properly as expeditiously as possible.

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II. DATA RECORD DESCRIPTIONS

The following describes the data records necessary to complete a magnetic report for Connecticut Unemployment Compensation. Use only the information provided in this booklet to prepare reports on magnetic media.

  • Each media submission must present only one (1) calendar quarterly period.

  • Files with signed fields cannot be processed.

  • Financial data fields are numeric only – include dollar and cents with decimal point assumed.

  • Identify all Connecticut employees with the state (FIPS) code, 09.

  • Generate an employer file – only once – for each employer.

  • Multiple employers may be included on the same media by maintaining a complete record sequence for each file segment.

  • Negative Sums are not acceptable. (see correction procedures)

  • Numeric fields are right justified with zero-fill.

  • Use data fields only as identified herein – NO alterations or additions are acceptable.

Each employer file MUST maintain an ‘E-S-F’ record sequence. A correctly formatted single employer file will appear as an ‘E-S…..S-F’ sequence; while a multi-employer file would appear as ‘E-S…S-F – E-S…S-F – E-S…S-F’ etc.

EMPLOYER RECORD: CODE ‘E’

  • Identifies the employer whose employee wage and tax information is being reported.

  • Develop magnetic media only for employers with a valid ‘Unemployment Insurance Registration Number’.

  • Generate an ‘E’ record only if at least one employee is reported for the subject quarterly period.

  • Generate a new Code ‘E’ record each time it is necessary to identify a different employer.

EMPLOYEE RECORD: CODE ‘S’

  • Used to report employee wage and other related personal data.

  • At least one (1) ‘S’ record must follow its related ‘E’ record.

  • Consolidate each employee’s earnings and report data for each employee only once per calendar quarterly period.

  • Only generate an ‘S’ record for an individual who did receive wages for the subject period

  • Report only Connecticut employees.

NAME FORMAT

  1. Use UPPER CASE letters, only;

  2. Submit only Surname and First-Name;

  3. Separate name segments with one (1) blank-FILL field position;

  4. Omit all titles;

  5. Omit all middle names and initials;

  6. Omit all punctuation;

  7. Omit all sequential heredity identification

Example: Roland R. O’Leary Jr., MD
Preferred: OLEARY RONALD
(code ‘S’ in ‘E’ record for Surname FIRST)
Acceptable: RONALD OLEARY
(code ‘F’ in ‘E’ record for First name FIRST)

    

Example: Dr. Karen Ann L. De Grazia-Smith
Preferred: DEGRAZIA-SMITH KAREN
(code ‘S’ in ‘E’ record for Surname FIRST)
Acceptable: KAREN DEGRAZIA-SMITH
(code ‘F’ in ‘E’ record for First name FIRST)
 

FINAL RECORD: CODE ‘F’

  • Contains summary data of the ‘S’ records and research data.

  • The last record of each file segment.

  • It must be the last data record on each media.

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III. FTP – Technical Requirements

GENERAL PREREQUISITES

  • Each file may contain data for only one (1) calendar quarterly period.

  • File must be recorded in the ASCII-1 Character Set.

  • Record data in UPPER case letters only.

  • Naming Convention: It is imperative that you name the file you submit via FTP as follows: start with the quarter (1, 2, 3 or 4) and a two-digit year (e.g., 01 for 2001) followed by a letter identifying this as a first, second, or third submission for that quarter (e.g., an A designates a first submission) followed by the employer's registration. Thus, a file named "101A9999999" would designate the first submission (A) of the 1st quarter 2001 data (101) for employer 99-999-99 (9999999.) If you FTP a file not properly named as instructed, there is always a danger that it would be overlaid.

RECORDS

  • Each logical record must be a uniform fixed length of 275 (or 276) characters, 275 is preferred.

  • Compressed files are not acceptable.

  • Record delimiters are required: a record delimiter must follow each record in the file. The record delimiter must consist of two characters and those two characters must be a ‘carriage return’ and ‘line feed’ (CR/LF). The ASCII-1 hexadecimal value for the ‘carriage return’ character is ‘0D’ (zero and letter D); the ASCII-1 hexadecimal value for the ‘line feed’ character is ‘0A’ (zero and letter A). A record delimiter should appear immediately after the last character position of each record; delimiters are not counted in determining record length.

  • No field position should exist after the end of file.

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IV. MAGNETIC RECORD FORMAT

 

DATA TYPES:
A=ALPHA character
N=NUMERIC character
A/N=BOTH

 
JUSTIFICATION:
L=Left
R=Right
RECORD LENGTHS:
275 (276)

‘E’  EMPLOYER RECORD
 

LOCATION

FIELD NAME

LENGTH

JUSTIFY

TYPE

DESCRIPTION and REMARKS

001-001

Record Identifier

1

 

A

Constant ‘E

002-003

Data QUARTERLY Period

2

 

N

Identify by last mo. of qtr (‘03’ ‘06’ ‘09’ ‘12’)

004-005

Data YEARLY Period

2

 

N

Last 2 digits of year

006-014

Federal EIN

9

 

N

Employers Federal Identification Number

015-023

RESERVED

9

 

A/N

Blank-Only-FILL

024-073

Employer NAME

50

L

A/N

Legal NAME of Employer – Blank FILL

074-113

STREET Address

40

L

A/N

STREET Address of Employer – Blank FILL

114-138

CITY Address

25

L

A/N

CITY address of Employer – Blank FILL

139-148

STATE Address

10

L

A

Postal Abbreviation of STATE – Blank FILL

149-149

Hyphen

1

 

A/N

Constant ‘-‘

150-153

ZIP CODE Extension

4

L

N

Zip Extension or Blank FILL

154-158

ZIP CODE

5

 

N

 

159-159

Employee Name Format CODE

1

 

A

‘F’ (First name First) ‘S’ (Surname First)

160-160

Type of Employment

1

 

A

Enter: ‘A’ Agriculture, ‘F’ Federal Government,

‘H’ Household, ‘M’ Military, ‘X’ Railroad, ‘R’ Regular (all others)

161-162

BLOCKING Factor

2

 

N

Zero FILL

163-168

RESERVED

6

 

A/N

Blank-Only-FILL

169-170

Connecticut FIPS Code

2

 

N

Constant ‘09

171-175

RESERVED

5

 

A/N

Blank-Only-FILL

176-182

CT-NUMBER

7

 

N

Employer’s Unemployment Compensation Number

183-275

RESERVED

93

 

A/N

Blank-Only-FILL

276-276

SPECIAL USE

1

 

A/N

Reserved/use only as instructed


‘S’ EMPLOYEE RECORD

001-001

Record Identifier

1

 

A

Constant ‘S

002-010

Employee’s Soc.Sec.#

9

 

N

If Unknown – Nine-FILL

011-037

Employee NAME

27

L

A/N

See Name Format Section    Legal Name- Blank FILL

038-077

STREET Address

40

L

A/N

STREET address of Employee – Blank-FILL

078-102

CITY Address

25

L

A/N

CITY address of Employee – Blank-FILL

103-112

STATE Address

10

L

A

Postal Abbreviation of STATE – Blank-FILL

113-113

Hyphen

1

 

A/N

Constant ‘-‘

114-117

ZIP CODE Extension

4

L

N

Or Blank-FILL

118-122

ZIP CODE

5

 

N

 

123-123

RESERVED

1

 

A/N

Blank-Only-FILL

124-125

CT FIPS Code

2

 

N

Constant ‘09

126-131

RESERVED

6

 

A/N

Blank-Only-FILL

132-140

Period GROSS WAGES

9

R

N

Earnings BEFORE any deductions – Zero FILL

141-149

TAX

Period TAXABLE WAGES

9

R

N

Quarterly earnings subject to CT Unemployment Tax 

Reim

RESERVED USE

9

R

N

Zero-Only-FILL

150-275

RESERVED

126

 

A/N

Blank-Only-FILL

276-276

SPECIAL USE

1

 

A/N

Reserved – use only as instructed


‘F’ FINAL RECORD

 

001-001

Record Identifier

1

 

A

Constant ‘F

002-008

Employee COUNT

7

R

N

Total of ‘S’ Records in File Segment – Zero-FILL

009-009

RESERVED

1

 

A/N

Blank-Only-FILL

010-025

TAX

Total TAXABLE WAGES

16

R

A/N

Amount per File Segment – Zero-FILL                         

REIM

RESERVED USE

16

R

A/N

Zero-Only-FILL

026-026

RESERVED

1

 

A/N

Blank-Only-FILL

027-042.

TAX

Total EXCESS WAGES

16

R

A/N

Amount per File Segment – Zero-FILL

Reim

RESERVED USE

16

R

A/N

Zero-Only-FILL

043-043

RESERVED

1

 

A/N

Blank-Only-FILL

044-059

Total GROSS WAGES

16

R

A/N

Amount per File Segment – Zero-FILL

060-060

RESERVED

1

 

A/N

Blank-Only-FILL

061-071

REMITTANCE Amount

11

R

A/N

Amount per File Segment – Zero-FILL

072-072

RESERVED

1

 

A/N

Blank-Only-FILL

073-077

1st Month Count

5

R

N

Number of Employees on 12th of 1st month – Zero-FILL

078-078

RESERVED

1

 

A/N

Blank-Only-FILL

079-083

2nd Month Count

5

R

N

Number of Employees on 12th of 2nd month – Zero-FILL

084-084

RESERVED

1

 

A/N

Blank-Only-FILL

085-089

3rd Month Count

5

R

N

Number of Employees on 12th of 3rd month – Zero-FILL

090-275

RESERVED

186

 

A/N

Blank-Only-FILL

276-276

SPECIAL USE

1

 

A/N

Reserved – use only as instructed

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ACCEPTABLE CHARACTER SETS
 

ASCII-1

ASCII-1
Character

Hexadecimal
Value

Decimal
Value

0

30

48

1

31

49

2

32

50

3

33

51

4

34

52

5

35

53

6

36

54

7

37

55

8

38

56

9

39

57

A

41

65

B

42

66

C

43

67

D

44

68

E

45

69

F

46

70

G

47

71

H

48

72

I

49

73

J

4A

74

K

4B

75

L

4C

76

M

4D

77

N

4E

78

O

4F

79

P

50

80

Q

51

81

R

52

82

S

53

83

T

54

84

U

55

85

V

56

86

W

57

87

X

58

88

Y

59

89

Z

5A

90

Blank

20

32

Apostrophe

27

39

Hyphen

2D

45

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INSTRUCTIONS to complete EMPLOYER APPLICATION FORM

Employer Instructions

  1. Employer’s Unemployment Compensation Number.

  2. Employer’s Federal Identification Number.

  3. Employer’s Name and Physical Address.

  4. Person authorized to resolve magnetic media submission problems.

  5. Phone Number.

  6. E-Mail Address.

Get Employer Application Form Here!

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INSTRUCTIONS to complete AGENT APPLICATION FORM

Agent Instructions

  1. Agent’s Name and Physical Address.

  2. Person authorized to resolve magnetic media submission problems. Contact title, telephone number, e-mail address and fax number.

Get Agent Application Form Here!

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