IL Quarterly Wage Report

Field

Description

Entity*

ID of the entity/employer.  The entity should be a valid entry as defined in BusinessPLUS.  Once saved, the value cannot be changed.

Employer Name*

Name of the employer for whom the entity is defined.

Employer Address*

First line of the employer’s address.

Employer Address(2)

Second line of the employer’s address.

Employer City*

City in which the employer is located.

Employer State*

State in which the employer is located.  Click  for the list of states.

Employer Zip Code*

Numeric zip code of the employer’s location.  This field accepts only five numeric characters and does not accept all five being zero.

Employer Zip Code Extension

Numeric zip code extension of the employer’s location.  This field accepts only numeric characters of 4 digits or less.

Employer Federal Identification Number*

Employer’s Federal Identification Number.  This field can have only numeric characters of length 9 and does not allow all 9 characters to be zeros.

Example:  ‘000000000’ is an invalid number.

Entity*

Enter ‘Entity’ defined in ‘Site Profile’ screen

Once the ‘Report Profile’ is saved for entity, the value for ‘Entity’ field cannot be changed.

Example: ROOT

UI Account Number*

The Unemployment Insurance Account Number / Illinois employer’s account number.

This should be a valid entry of 7 characters.

Example: 1777772

UI Wage Limit*

Unemployment Insurance Wage Limit. This should be a valid entry between 0 and 999999.99

Example: 13,000

UI Tax Rate*

Unemployment Insurance Tax Rate. This should be a valid decimal entry between 0 and 99.999999

Example: 0.000000

(2.9% needs to be entered as 0.029)

Employee Types

To Exclude

Comma separated list of employee types to be excluded during the extract

Example: STU,CNST

NOTE:

Each employee type can be maximum of 4 characters

Spaces should not be entered before/after comma

Contact Title*

Title of the individual from the transmitting organization who is responsible for the accuracy and completeness of the quarterly report

Example: GREGORY BROWN

Contact Phone Number*

Telephone number where the contact can be reached

Example:  (555)111-9999

Contact Phone Extension*

Telephone extension of the contact       Example: 1245

Filing Type

D3=3 1/2 diskette, electronic reporting; ED=modem   Example: Leave Blank

Tax Type Code

T=Taxable employer; R=reimbursable employer 

Example: Taxable employer

Entity*

Click  to select a specific entity to which the pay bases apply.

Gross Wages Pay Base*

State UI Wages Pay Base*

The 4-digit Pay Base code which stores the ‘Unemployment Insurance Total Wages’.  The default value is 6012. 

State Taxable Wages Pay Base*

Name*

Name of the report instance as defined by the user. 

Calendar Year*

Calendar Year for which the submission is required.  Click  for the list of ‘Calendar Year’.  By default, the ‘Calendar Year’ values are populated with a span of 2 consecutive past and 2 consecutive future years along with the current year.

Example: 2011

NOTE: Once the instance is created and saved, the ‘Calendar Year’ value cannot be changed.

Quarter*

Quarter for which the submission is required.  Click  for the list of ‘Quarter’.            

Example:  3

NOTE: Once the instance is created and saved, the ‘Quarter’ value cannot be changed.

Status*

Indicates the status of the report instance.  Valid choices are:  Active, Locked and Submitted.

Date Submitted

Date time stamp when changing to the ‘Submitted’ status.  Required only when the Status = ‘ACTIVE’.

Update (Button)

Used to update the selected status.

Report Instance*

Click  for the list of report instances.  Select the desired report instance. 

Notes

Enter a note related to report instance or load that is to be performed.

Entity*

Click  to select a specific entity for which the load will be performed. Select ‘ALL’ to extract records of all entities.

Employee ID(s)

If specific IDs are to be refreshed or reported on, enter on this line, separated by commas.

Purge Existing Data

If all the existing maintenance table data, for the selected ‘Report Instance’, needs to be deleted this checkbox should be checked.  This action would also remove new maintenance records added previously using the maintenance screen.

Load (Button)

Click to load maintenance records into the maintenance table.

Report Instance Details

Details of the selected Report Instance.

Last Load for the Selected Report Instance

The date (Last Load) and user (Created By) who performed the last load and any note entered for the selected ‘Report Instance’.  The first time the Load Process is run for the selected ‘Report Instance’, this information is blank.

Field

Description

Report Instance

Click  to select a specific instance.

Filter By Criteria

Filter the maintenance records based on Employee ID or Employee Last Name.  Enter data then click the Apply Filter button.  Clear the fields and click the Apply Filter button again to view all the results.

Total Record Count

Indicates the total number of maintenance records in the grid.

Error Log By Last

Click  to select the type of errors/messages to view.   Options are Load or Submission. 

Filter Selected Record

Filters the selected maintenance record in the records area above.

Generate Report (Button)

Runs the ‘Error Log’ to a Report.

Load

No Profile setup found for UI Account Number - <UIAccountNo>

Correct in the Site Profile screen.

Load

<Emp ID>: SUI Pay Base accumulator has not been set for the year - <Year>.  Record not loaded.

Correct HR Employee Master and send to PY.

Load

No Profile setup found for entity - <Entity>

Correct in the Site Profile screen.

Load

<Emp ID>: Duplicate SSN - <SSN> - found

Load

<Emp ID>: has invalid(blank) SSN

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has invalid(blank) First Name

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has invalid(blank) Middle Name

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has invalid(blank) Last Name

In BusinessPLUS, correct HR Employee Master and send to PY.

Load

<Emp ID>: has negative UI Total Wages

Load

<Emp ID>: has negative Total Gross Wages

Load

<Emp ID>: has non-matching UI Total Wages and Total Gross Wages

Verify PY accumulators in BusinessPLUS PY and review with Payroll supervisor.

Load

UI Wage Limit configuration has not been set for the entity - <Entity>

Correct the Report Profile screen.

Load

Pay Base Accumulator configuration has not been set for the entity - <Entity>

Correct the Report Profile screen.

Sub

<Entity>: has invalid(blank) Year to generate the A record

Correct on the Instance screen.

Sub

<Entity>: has invalid(blank) Employer Federal Identification Number to generate the A record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Employer Name to generate the A record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Employer Address to generate the A record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Employer City to generate the A record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Employer State to generate the A record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Employer Zip to generate the A record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Contact Title to generate the A record

Correct on the Report Profile screen.

Sub

<Entity>: has invalid(blank) Contact Phone Number to generate the A record

Correct on the Report Profile screen.

Sub

<Entity>: has invalid(blank) Contact Phone Extension to generate the A record

Correct on the Report Profile screen.

Sub

<Entity>: has invalid(blank) Year to generate the B record

Correct on the Instance screen.

Sub

<Entity>: has invalid(blank) Employer Federal Identification Number to generate the B record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Name to generate the B record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) State to generate the B record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Address to generate the B record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) City to generate the B record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Zip to generate the B record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Filing Type to generate the B record

Correct on the Report Profile screen.

Sub

<Entity>: has invalid(blank) Year to generate the E record

Correct on the Instance screen.

Sub

<Entity>: has invalid(blank) Employer Federal Identification Number to generate the E record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Employer Name to generate the E record

Sub

<Entity>: has invalid(blank) Employer Street Address to generate the E record

Sub

<Entity>: has invalid(blank) Employer City to generate the  E record

Sub

<Entity>: has invalid(blank) Employer State to generate the E record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) Zip Code to generate the E record

Correct on the Site Profile screen.

Sub

<Entity>: has invalid(blank) State Identifier Code to generate the E record

Sub

<Entity>: has invalid(blank) State UI Account Number to generate the E record

Correct on the Report Profile screen.

Sub

<Entity>: has invalid(length) State UI Account Number to generate the E record

Correct on the Report Profile screen.

Sub

<Entity>: has invalid(blank) Tax Type Code to generate the E record

Correct on the Report Profile screen.

Sub

<Emp ID>: has invalid(blank) SSN to generate the S the record

Sub

<Emp ID>: has invalid(blank) First Name to generate the S the record

Sub

<Emp ID>: has invalid(blank) Last Name to generate the S the record

Sub

<Emp ID>: has invalid(blank) State Code to generate the S record

Sub

<Emp ID>: has invalid(blank) UI Total Wage to generate the S record

Sub

<Emp ID>: has invalid(blank) State UI Account Number to generate the S record

Sub

<Entity>: has invalid(length) State UI Account Number to generate the S record

Sub

<Entity>: has invalid(blank) Total Number of Employees to generate the T record

Sub

<Entity>: has invalid(blank) Total UI Wages to generate the T record

Sub

<Entity>: has invalid(blank) Total UI Excess to generate the T record

Sub

<Entity>: has invalid(blank) UI Tax Rate to generate the T record

Sub

<Entity>: has invalid(blank) UI Tax Due to generate the T record

Sub

<Entity>: has invalid(blank) Previous Quarter Underpayments to generate the T record

Correct on the Submission screen.

Sub

<Entity>: has invalid(blank) Interest Due to generate the T record

Correct on the Submission screen.

Sub

<Entity>: has invalid(blank) Penalty Due to generate the T record

Correct on the Submission screen.

Sub

<Entity>: has invalid(blank) Credit/OverPayment to generate the T record

Correct on the Submission screen.

Sub

<Entity>: has invalid(blank) Month One Employment to generate the T record

Sub

<Entity>: has invalid(blank) Month Two Employment to generate the T record

Sub

<Entity>: has invalid(blank) Month Three Employment to generate the T record

Sub

<Entity>: has invalid(blank) Total Number of Employees to generate the F record

Sub

<Entity>: has invalid(blank) Total UI Wages to generate the F record

Sub

<Entity>: has invalid(blank) Total UI Excess to generate the F record

Sub

<Entity>: has invalid(blank) UI Taxable Wages to generate the F record

Report Instance*

Click  for the list of report instances.  Choose the report instance which is to be submitted.

Notes

Any notes applicable to the submission job.

Filename*

System generated or user defined file name for the submission file.

The filename should always end with the ‘.txt’ extension. The filename cannot contain these characters ‘\:/*?”<>|’

Note:  The path where the file is saved is already configured in the application and should not be entered here.

In some reports the report name is auto-generated and hence the text filename cannot be changes for such reports.

Example:  2009_Quarter2.txt

Entity*

Click  for the list of entities.  If the maintenance records for all the entities are to be submitted then ‘ALL’ should be selected.

Report Instance Details

Details for the selected ‘Report Instance’.

Last Submission for the Selected Report Instance

The date (Last Submission) and user (Created By) who performed the last submission and the note that was entered for submitting the selected ‘Report Instance’.

 Double Arrow (Button)

Regenerate the filename.

Generate Report (Button)

Create report file with data from maintenance table.

View Report (Button)

View the submission file report.

1

Record Identifier

Y

A/N

1

N/A

N/A

Constant ‘A’.

2-5

Year

Y

N

4

rr_run_def_mstr

Year

Year

Year when report is being prepared.

6-14

Transmitter's Federal EIN

Y

N

9

rr_site_profile

emplr_fed_ein

Transmitter's federal employer ID number.

15-18

Taxing Entity Code

Y

A/N

4

N/A

N/A

Constant ‘UTAX’

19-23

Blank

Y

A/N

5

N/A

N/A

Enter blanks.

24-73

Transmitter Name

Y

N

50

rr_site_profile

emplr_name

Enter the name of the organization submitting the file.

74-113

Transmitter Street Address

Y

A/N

40

rr_site_profile

emplr_addr1 & emplr_addr2

Enter the street address of the organization submitting the file.

Concatenate the emplr_addr1 and emplr_addr2 columns and then truncate at 40 characters.

114-138

Transmitter City

Y

A/N

25

rr_site_profile

emplr_city

Enter the city of the organization submitting the file.

139-140

Transmitter State

Y

A

2

rr_site_profile

emplr_state_code

Enter the standard two character FIPS postal abbreviation.

Use the rr_state_codes table to convert the alpha state code in the profile to the numeric state_no to be reported.

141-153

Blank

Y

A/N

13

N/A

N/A

Enter blanks.

154-158

Transmitter Zip Code

Y

A/N

5

rr_site_profile

emplr_zip

Enter organization Zip Code.

159-163

Transmitter Zip Code Extension

N

A/N

5

rr_site_profile

empr_zip_ext

Hyphen and then 4-digit zip extension –XXXX. If not known, fill with blanks.

164-193

Transmitter Contact

N

A/N

30

rr_icesa_profile

contact_title

Title of individual from transmitter organization responsible for the accuracy and completeness of the wage report.

194-203

Transmitter Contact Telephone Number

N

N

10

rr_icesa_profile

contact_phone_no

Telephone number at which the transmitter contact can be telephoned.

204-207

Telephone Extension/Box

N

A/N

4

rr_icesa_profile

contact_phone_ext

Transmitter extension or message box.

208-213

Media Transmitter/Authorization Number

Y

A/N

6

N/A

N/A

Blanks.

(Not used at this time.)

214

C S data

Y

A/N

1

N/A

N/A

Blank.

Not used by IDES.

215-219

Suffix Code

Y

A/N

5

N/A

N/A

Blanks.

Not used by IDES.

220

Allocation Lists

N

A/N

1

N/A

N/A

Blank.

Not used by IDES.

221-229

Service Agent I.D.

N

A/N

9

N/A

N/A

Blanks.

230-242

Total Remittance Amounts

N

N

13

N/A

N/A

Zero

Defaulted to blanks always.

243-250

Media Creation Date

N

N

8

Enter date file is created: MMDDYYYY

251-276

Blank

N

A/N

25

N/A

N/A

Enter blanks.

1

Record Identifier

Y

A/N

1

N/A

N/A

Constant ‘B’.

2-5

Year

Y

N

4

rr_run_def_mstr

Year

Enter year when report is being prepared.

6-14

Transmitter's Federal EIN

Y

N

9

rr_site_profile

emplr_fed_ein

Transmitter's federal employer ID number.  Enter only numeric characters. Omit hyphens, prefixes, and suffixes.

15-22

Computer

Y

A/N

8

N/A

N/A

Enter the manufacturer's name; Diskettes enter blank.

23-24

Internal Label

Y

A

2

N/A

N/A

Enter blanks.

25

Blank

Y

A/N

1

N/A

N/A

Enter a blank.

26-27

Density

Y

N

2

N/A

N/A

Enter blanks.

28-30

Recording Code (character set)

N

A

3

N/A

N/A

Enter blanks.

31-32

Number of tracks

Y

N

2

N/A

N/A

Enter blanks.

33-34

Blocking Factor

Y

N

2

N/A

N/A

Enter blanks.

35-38

Taxing Entity Code

Y

A/N

4

N/A

N/A

Constant ‘UTAX’.

39-146

Blank

N

A/N

108

N/A

N/A

Enter blanks.

147-190

Organization Name

N

A/N

44

rr_site_profile

emplr_name

Name of the organization to which the media should be returned.

191-225

Street Address

N

A/N

35

rr_site_profile

emplr_addr1 & emplr_addr2

Street address of the organization to which the media should be returned.

Concatenate the emplr_addr1 and emplr_addr2 columns and then truncate at 40 characters.

226-245

City

N

A/N

20

rr_site_profile

emplr_city

City of the organization to which the media should be returned.

246-247

State

Y

A

2

rr_site_profile

emplr_state_code

State of the organization to which the media should be returned, standard two character FIPS postal abbreviation.

248-252

Blank

Y

A/N

5

N/A

N/A

Enter blanks.

253-257

Zip Code

Y

A/N

5

rr_site_profile

emplr_zip

Enter organization zip code.

258-262

Zip Code Extension

N

A/N

5

rr_site_profile

empr_zip_ext

Hyphen (in position 258) and then 4-digit zip extension –XXXX.  If not known, fill with blanks.

263-264

Filing Type

N

A/N

2

rr_icesa_profile

filing_type

MC=Magnetic Cartridge, D3=3 1/2 Diskette; ED=Modem

265-276

Blank

N

A/N

13

N/A

N/A

Enter blanks.

1

Record Identifier

Y

A/N

1

N/A

N/A

Constant ‘E’.

2-5

Year

Y

N

4

rr_run_def_mstr

Year

Year when report is being prepared.

6-14

Transmitter's Federal EIN

Y

N

9

rr_site_profile

emplr_fed_ein

Transmitter's federal employer ID number.  Enter only numeric characters. Omit hyphens, prefixes, and suffixes.

15-23

Blank

Y

A/N

9

N/A

N/A

Not used by IDES. Enter blanks.

24-73

Employer Name

Y

A/N

50

rr_site_profile

emplr_name

Use the employee's entity to lookup the site_profile record.

The first 50 characters of the employer’s name, exactly as the employer is registered with the State Unemployment Insurance Agency.

74-113

Employer Street Address

Y

A/N

40

rr_site_profile

emplr_addr1 & emplr_addr2

Street address of employer.

Concatenate the emplr_addr1 and emplr_addr2 columns and then truncate at 40 characters.

114-138

Employer City

Y

A/N

25

rr_site_profile

emplr_city

City of employer.

139-140

Employer State

N

A

2

rr_site_profile

emplr_state_code

Employers standard two character FIPS postal abbreviation.

141-148

Blank

Y

A/N

8

N/A

N/A

Enter blanks.

149-153

Zip Code Extension

Y

A/N

5

rr_site_profile

empr_zip_ext

Hyphen (in position 149) and then 4-digit zip extension –XXXX.  If not known, fill with blanks.

154-158

Zip Code

Y

A/N

5

rr_site_profile

emplr_zip

Enter a valid zip code.

159

Blank

N

A/N

1

N/A

N/A

Not used by IDES. Enter blank.

160

Type of Employment

N

A/N

1

Not used by IDES. Enter Blank.

A - Agriculture, H - Household, M - Military, Q - Medicare Qualified Government Emp, X - Railroad, R -Regular (all others).

161-162

Blocking Factor

N

N

2

Blanks.

Blocking factor for file. Must be 85, enter blanks for diskette or CD.

 Enter blocking factor as less than or equal to 85.

Diskettes enter blanks

163-166

Establishment Number or Coverage Group/PRU

N

A/N

4

Not used by IDES. Enter blanks.

Enter establishment number or coverage group/PRU, otherwise enter blanks.

167-170

Taxing Entity Code

Y

A

4

Constant ‘UTAX’.

171-172

State Identifier Code

Y

N

2

rr_site_profile

emplr_state_code

Enter the state FIPS postal number code for the state to which wages are being reported (In Illinois FIPS = 17).

Constant 17.  Use the emplr_state_code from rr_site_profile and the rr_state_code table to convert to the numeric code.

173-179

State Unemployment Insurance Account

Y

A/N

7

rr_icesa_profile

ui_account_no

Enter state UI employer account number (7 digits for Illinois).

Use the employee's entity to lookup the rr_icesa_profile record.

180-187

Blank

N

A/N

8

Enter blanks.

188-189

Reporting Period

N

N

2

rr_icesa_profile

filing_type

Enter the last month of the calendar quarter to which the report applies.

Get the report definition quarter.  If the quarter is 1 then month is 03; if quarter is 2 then month is 06; if the quarter is 3 then month is 09; if quarter is 4 then month is 12. 

190

No Workers/No Wages

N

N

1

N/A

N/A

0 - indicates that the E record will not be followed by S, employee records.

1 - indicates that the E record will be followed by S, employee records.

Constant ‘1’.  Assume we will always be reporting employee records.

191

Tax Type Code

N

A/N

1

rr_icesa_profile

tax_type_code

T=taxable employer

R=Reimbursable employer.

192-196

Taxing Entity Code

N

A/N

5

Not used by IDES. Enter blanks.

197-203

State Control Number

N

A/N

7

Not used by IDES. Enter blanks.

204-208

Unit Number

N

A/N

5

Not used by IDES. Enter blanks.

209-238

Blank

N

A/N

30

Enter blanks.

239-248

Blank

N

A/N

10

Enter blanks.

249-252

Blank

N

A/N

4

Enter blanks.

253-254

Blank

N

A/N

2

Enter blanks.

255

Limitation of Liability Indicator

N

A/N

1

Not used by IDES. Enter a blank.

256

Foreign Indicator

N

A/N

1

Not used by IDES. Enter a blank.

257

Blank

N

A/N

1

Enter a blank.

258-266

Other FEIN

N

A/N

9

Not used by IDES. Enter blanks.

267

Report Type

N

A/N

1

Not used at this time. Enter a blank.

268-269

Report Number

N

A/N

2

Not used at this time. Enter blanks.

270-276

Blank

N

A/N

7

Enter blanks.

1

Record Identifier

Y

A

1

N/A

N/A

Constant ‘S’.

2-10

SSN

Y

N

9

hr_pe_mstr

hr_pe_ssn

Employee SSN. If not known, enter zeros in position 2-9 and 1 in position 10. If additional SSN's are unknown keep incrementing the value in position 10.

11-30

Employee Last Name

Y

A

20

hr_pe_mstr

py_emp_l_name

Employee's last name, left justify and fill with blanks.

31-42

Employee First Name

Y

A

12

hr_pe_mstr

py_emp_f_name

Employee's first name, left justify and fill with blanks.

43

Employee Middle Name

Y

A

1

hr_pe_mstr

py_emp_m_name

First character only. If not middle initial, enter a blank.

44-45

State Code

Y

N

2

hr_pe_mstr

py_emp_state

Enter the state FIPS postal numeric code for the state to which wages are being reported (17 for Illinois).

46-49

Blank

Y

A/N

4

N/A

N/A

Enter blanks.

50-63

State Quarter Total Gross Wage

N

N

14(12,2)

N/A

N/A

Not used by IDES.

Quarterly wages subject to all taxes, include all tip income. If not required, enter zeros.

64-77

State Quarterly Unemployment Insurance Total Wages

Y

N

14(12,2)

pyx_xtd_dtl

pyx_qtd99

Gross wages before deductions except for federally allowed cafeteria deductions.

pyx_qtd99 for the state ui wages pay base where 99 is the quarter being reported

Right justified and zero filled.

78-91

State QTR Unemployment Insurance Excess Wages

Y

N

14(12,2)

Calculated

Calculated

Quarterly wages in excess of the state U.I. taxable wage base.

This field looks at the year-to-date amount for the state U.I. wages compared to the state U.I. taxable wage base and reports any quarterly wages above the annual limit.

Right justified and zero filled.

92-105

State QTR Unemployment Insurance Taxable Wages

Y

N

14(12,2)

Calculated

Calculated

(State QTR Unemployment Insurance Total Wages) – ( State QTR Unemployment Insurance Excess Wages)

Right justified and zero filled.

106-120

Quarterly State Disability Insurance Taxable Wages

N

N

15(13,2)

N/A

N/A

Zeros

Not used by IDES.

121-129

Quarterly Tip Wages

N

N

9(7,2)

N/A

N/A

Tip income for the quarter.

Defaulted to zero always.

130-131

Number of weeks worked

N

N

2

N/A

N/A

Zeros

Not used by IDES.

132-134

Number of hours worked

N

N

3

N/A

N/A

Zeros

Not used by IDES.

135-142

Blank

Y

A

8

N/A

N/A

Enter blanks.

143-146

Taxing Entity Code

Y

A

4

N/A

N/A

Constant ‘UTAX’.

147-161

State Unemployment Insurance Account Number

Y

A/N

15

rr_icesa_profile

ui_account_no

(Combines 147-153 and 154-161 from the state spec.)

An employer identification number assigned by a State to an employer for the purposes of filing Unemployment Insurance wage and tax reports to State agencies.

162-164

Unit Division Location/Plant Code

N

A/N

3

Enter blanks.

165-176

Blank

N

A/N

12

Enter blanks.

177-189

State Taxable Wages

N

N

14(12,2)

N/A

N/A

Zeros

Not used by IDES.

190-204

State Income Tax Withheld

N

N

14(12,2)

N/A

N/A

Zeros

Not used by IDES.

205-206

Seasonal Indicator

N

A/N

2

N/A

N/A

Blanks

Not used by IDES.

207

Employer Health Insurance Code

N

A/N

1

N/A

N/A

Blanks

Not used by IDES.

208

Employee Health Insurance Code

N

A/N

1

N/A

N/A

Blanks

209

Probationary Code

Y

N

1

N/A

N/A

Blanks

Probationary Code of the employee  who was employed on a TEST or TRIAL basis.

Not used by IDES.

If the worker was employed for no longer than 28 consecutive calendar days, the value of this code is 1.

If the worker is not probationary, this code is zero.

210

Officer Code

N

A/N

1

N/A

N/A

For employees who are officers of the corporation.

Not used by IDES.

Defaulted to blanks always.

211

Wage Plan Code

N

A/N

1

N/A

N/A

Blanks

212

Month 1 Employment

Y

N

1

pyh_hst_dtl

pyh_per_cc

If employee covered by U.I. did not work and didn’t receive any pay for the period that included the 12th day of the 1st month of the reporting period, this field is set to 1; else set to 0.

Not used by IDES.

The pay periods that include 12^th of first month of reporting quarter are determined.

If there are payroll history records (with py_check_note of ‘DP’ or ‘DT’) for the employee for a pay period which includes the 12^th of the 1^st month in the quarter, this field is set to 1; otherwise set to 0.

213

Month 2 Employment

Y

N

1

pyh_hst_dtl

pyh_per_cc

If employee covered by U.I. did not work and didn’t receive any pay for the period that included the 12th day of the 2^nd  month of the reporting period, this field is set to 1; else set to 0.

Not used by IDES.

If there are payroll history records (with py_check_note of ‘DP’ or ‘DT’) for the employee for a pay period which includes the 12^th of the 2nd month in the quarter, this field is set to 1; otherwise set to 0.

214

Month 3 Employment

Y

N

1

pyh_hst_dtl

pyh_per_cc

If employee covered by U.I. did not work and didn’t receive any pay for the period that included the 12th day of the 3^rd  month of the reporting period, this field is set to 1; else set to 0.

Not used by IDES.

If there are payroll history records (with py_check_note of ‘DP’ or ‘DT’) for the employee for a pay period which includes the 12^th of the 3rd month in the quarter, this field is set to 1; otherwise set to 0.

215-220

Reporting Quarter and Year

Y

N

6

rr_run_def_mstr

year,

quarter

The last month and year for the calendar quarter for which this report applies.

Example: 032000 for January-March of 2000

221-226

Date First Employed

Y

N

6

hr_pe_mstr

py_emp_hire_dt

Month and year of the date first employed.

Example: 032000

Not used by IDES.

227-232

Date of Separation

Y

N

6

hr_pe_mstr

py_emp_sep_dt

Employee date of separation.

Not used by IDES.

If employee work is probationary and has separated from employment, month and year of the date separated.

Example: 032000

If the worker is not a probationary worker, zeros are entered.

Example: 000000

233-276

Blank

N

A

44

N/A

N/A

Enter blanks.

1

Record Identifier

Y

A

1

N/A

N/A

Constant ‘T’.

2-8

Total Number of Employees

Y

N

7

Calculated

Calculated

Count of ‘S’ records since the last ‘E’ record.

9-12

Taxing Entity Code

Y

A

4

Constant ‘UTAX’.

13-26

State QTR Total Gross Wages for Employer

Y

N

14

Zeros

Not Used by IDES.

27-40

State QTR Unemployment Insurance Total Wages for Employer

Y

N

14

Calculated

Calculated

Total of the emp_ui_total_wage for all the ‘S’ records for this employer (ie since the last ‘E’ record).

41-54

State QTR Unemployment Insurance Excess wages for employer

Y

N

14

Calculated

Calculated

Total of the emp_ui_excess_wage from the intermediate record for all employees for this employer (ie since the last ‘E’ record).

55-68

State QTR Unemployment Insurance Taxable Wages for Employer

Y

N

14

Calculated

Calculated

Total of the emp_ui_taxable_wage from the intermediate record for all employees for this employer (since the last ‘E’ record).

69-81

Quarterly Tip Wages for Employer

N

N

13

N/A

N/A

Zeros

Not used by IDES.

82-87

U.I. Tax Rate This Quarter

Y

N

6

rr_icesa_profile

ui_tax_rate

The employers U.I. tax rate for this reporting period. Decimal point followed by 5 digits, ex: 2.8% - .02800

88-100

State QTR U.I. Taxes Due

Y

N

13

Prompt user for UI Taxes due at the time of submission file creation.

101-111

Previous Quarter(s) Underpayment

Y

N

11

Prompt user for previous underpayments including penalty and interest.

112-122

Interest

N

N

11

Prompt the user for interest due.

123-133

Penalty

N

N

11

Prompt the user for penalty due.

134-144

Credit/Overpayment

N

N

11

Prompt the user for previous overpayment being applied to balance due.

145-148

Employer Assessment Rate

N

A/N

4

Zeros

Not used by IDES.

149-159

Employer Assessment Amount (Federal Assessment)

Y

N

11

Zeros

Not used by IDES.

160-163

Employee Assessment Rate

Y

A/N

4

Blanks

Not used by IDES.

164-174

Employee Assessment Amount (Automation Surcharge)

Y

N

11

Zeros

Not used by IDES.

175-185

Total Payment Due

N

N

11

Calculated

Calculated

Total payment due (includes contribution due, previous overpayments, interest, penalty minus any overpayment).

186-198

Allocation Amount

N

N

13

N/A

N/A

Zeros

Not used by IDES.

199-212

Wages Subject to State Income Tax

N

N

14

Zeros

Not used by IDES.

213-226

State Income Tax Withheld

N

N

14

N/A

N/A

Zeros

Not used by IDES.

227-233

Month 1 Employment for Employer

N

N

7

Calculated

Calculated

Total number of full or part-time employees covered by U.I. who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period. Total of this field on all ‘S’ records since the last ‘E’ record.

Total of emp_mth_one_employment for all employees for this employer (ie since the last ‘E’ record).

234-240

Month 2 Employment for Employer

N

N

7

Total number of full or part-time employees covered by U.I. who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period. Total of this field on all ‘S’ records since the last ‘E’ record.

Total of emp_mth_two_employment for all employees for this employer (ie since the last ‘E’ record).

241-247

Month 3 Employment for Employer

N

N

7

Total number of full or part-time employees covered by U.I. who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period. Total of this field on all ‘S’ records since the last ‘E’ record

Total of emp_mth_three_employment for all employees for this employer (ie since the last ‘E’ record).

248-250

Country Code

Y

A/N

3

Blank

Not used by IDES.

251-256

Reporting Quarter and Year

N

N

6

Use the report definition quarter and year.  If the quarter is 1 then month is 03; if quarter is 2 then month is 06; if the quarter is 3 then month is 09; if quarter is 4 then month is 12.

257

Blank

N

A/N

1

Enter a blank.

258-267

Document Control Number

Y

A/N

10

Input the Document Control Number.
If blank, report a 1.

268-274

State Unemployment Insurance Account Number

N

N

7

icesa_profile

ui_account_no

The ui_account_no should be assigned based on the selected/employee entity.  The field length of Illinois is only 7 digits, even though the profile field is larger for other states. It should also default in when an employee record is added.  If the ui_account_no is blank when the user tries to run the Load, an error message should occur and the records should not load.

275-276

Blank

Y

A/N

2

Enter blanks.

1

Record Identifier

Y

A

1

N/A

N/A

Constant ‘F’.

2-11

Total Number of Employees in File

Y

N

10

Calculated

Calculated

Total count of all ‘S’ records.

12-21

Total number of Employers in File

Y

N

10

Calculated

Calculated

Total count of all ‘E’ records.

22-25

Taxing Entity Code

Y

A/N

4

Constant ‘UTAX’.

26-40

Quarterly Total Gross Wages in File

Y

N

15

Zeros

Not used by IDES.

41-55

Quarterly State U.I. Gross/Total Wages in File

Y

N

15

Calculated

Calculated

Total of the emp_ui_total_wage for all the ‘S’ records.

56-70

Quarterly State U.I. Excess Wages in File

Y

N

15

Calculated

Calculated

Total of the emp_ui_excess_wage from the intermediate record for all employees.

71-85

Quarterly State U.I. Taxable Wages in File

N

N

15

Total of the emp_ui_taxable_wage from the intermediate record for all employees.

86-100

Quarterly Tip Wages

Y

N

15

Zeros

Not used by IDES.

101-108

Month 1 Employment for Employers in file

Y

A/N

8

Blank

Not used by IDES.

109-116

Month 2 Employment for Employers in file

Y

A/N

8

Blank

Not used by IDES.

117-124

Month 3 Employment for Employers in file

N

A/N

8

Blank

Not used by IDES.

125-276

Blank

N

A/N

152

Enter Blanks.