Magnetic Media for UI Reporting- Cartridge

 

Magnetic Media (Cartridge) Report for Employers/Agencies/Tax Servers

MAGNETIC MEDIA (CARTRIDGE) TRANSMITTAL SHEET
MAGNETIC CARTRIDGE SPECIFICATIONS
MODIFIED FOR REPORTING TO Department of Workforce Services
CODE S – SUPPLEMENTAL RECORD

The Department of Workforce Services has contracted with the Department of Information Services (DIS) for Mainframe Computer services including the processing of quarterly wage cartridges.

It is necessary that the cartridge format is standardized and that the following requirements and documenting procedures are included:

Programming requirements:

CARTRIDGES SHOULD NOT BE INTERNALLY LABELED

The blocking factor must be ten (10).
The record length must be 275 characters.

CARTRIDGE DOCUMENTING PROCEDURES

I - Place an external label on the cartridge in legible print that includes the following.

1. Year & Qtr (Replacements must be indicated as such)
   Employer or agency (tax server) name
   DWS account number
   Contact person's name
   Contact person's telephone number
   
2. "Return to" Mailing address label
3. (a) On the external label indicate that the cartridge was produced correctly(EBCDIC)
   (b) Indicate tape is not internally labeled
   (c) Indicate blocking factor is ten (10)
   (d) Indicate record length is 275
   (e) Indicate total number of records on cartridge.

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MAGNETIC CARTRIDGE SPECIFICATIONS

Cartridges must be sent with the original Quarterly Contribution and Wage Report except when the report is filed via the internet.

A completed Magnetic Media Cartridge Transmittal sheet is required and must be enclosed with the cartridge (click on link at the top of this page for a blank transmittal sheet). All DWS account numbers must be on the transmittal sheet. Attach a list in the event there is insufficient room on the sheet. DO NOT list EIN numbers or "applied for" accounts. Each employer is assigned a DWS account number when liability is established. You may apply online to establish an account at www.ar-tax.org

Failure to follow the requirements and procedures will result in your cartridge being returned to you not processed with an error message. A new cartridge that conforms to the correct format and guidelines will be requested. Failure to provide quarterly wage detail by magnetic media may result in penalties being assessed as provided by A.C.A.§11-10-717 (b)(3).

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TECHNICAL SPECIFICATIONS

The cartridge must be internally unlabeled with two (2) tape marks following the last full 275 character records.

Data must be written on nine-channel one-half inch magnetic tapes. Data should be recorded in the Extended Binary Code Decimal Interchange Code (EBCDIC) in the unpacked mode. Recording density should be 1600/6250 bpi. Cartridges are accepted on 3480 or 3490 IBM format.

The blocking factor must contain only ten (10) records per block.

An external label should be placed on the cartridge indicating how the tape was produced (i.e. unlabeled block size = 10 record size = 275 total number of records = __________). Also on the label should be the name of the agency/employer/tax server, the DWS account number (more than 6, attach list). A "return to" address is required to return cartridges. A contact person with a phone number if the cartridge fails to process correctly.

SPECIAL INSTRUCTIONS

In the event additional wages are required, the cartridge can only contain the wage items that were not previously submitted. The same cartridge with corrections cannot be processed; some wage items will have already updated. Please contact our office for assistance in this event.

Adjustments to prior quarterly reports must not be included on magnetic cartridge reporting (no negative adjustments). Do not subtract negative amounts from current quarter totals. An adjustment form (DWS-Ark 223) is on our web page at www.dws.arkansas.gov under Employer Services, "UI Employer Forms". A letter including the following can also be submitted:

1. DWS Account number
2. Year/Quarter to Adjust
3. Employee Name
4. Employee ssn
5. Wages as originally reported
6. Wages as should be reported (you will receive an underpayment notice for additional tax due)

If this information was not included with your cartridge, you may fax it to:

Attn: Technical & Wage Services
(501) 683-2379

Department of Workforce Services

Specifications for magnetic media (cartridge) furnished by the Social Security Administration have been modified to meet the reporting requirement of the Department of Workforce Services. Care has been taken to preserve the records as defined by the Social Security Administration, although many of the items are not required for the Department of Workforce Services reporting. Those items indicated by asterisk (*) are mandatory: all other items may be left blank. Specific questions regarding Department of Workforce Services quarterly reporting on magnetic media may be directed to:

Telephone: 501-682-1190
U.S. Postal Address: Department of Workforce Services Attn: Technical & Wage Services Post Office Box 8007 Little Rock, Arkansas 72203-8007	Physical Address: Department of Workforce Services Attn: Technical & Wage Services #2 Capitol Mall Little Rock, Arkansas 72201

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MODIFIED FOR REPORTING TO Department of Workforce Services

Magnetic Cartridge Specifications: Quarterly SUI Information
Date: January 2007

Record Name: Code E – Employer Record
Length = 275

 

Location	Field	Length	Description & Remarks
*1	Record Identifier	1	Constant ‘E’ Must have E record foreach account reported.
. *2-5	Payment Year	4	Enter the year for which the report is (Tax Year) being prepared. Enter numeric characters only. NOTE: All Code E records within a file must be for the same payment year. Also, a file cannot contain more than 6,000 Code E records.
* 6-14	Employer	9	Enter only numeric characters. DO NOT list federal id numbers (EIN) OR "APPLIED FOR" on cartridge. DWS assigned account numbers only.
15-23	State/Local	9	If payment year is 1987 or later, enter 69 Number blanks. See Glossary for further explanation of 69 Number.
* 24-73	Employer Name	50	Left justify and fill with blanks.
* 74-113	Street Address	40	Left justify and fill with blanks
*114-138	City	25	Left justify and fill with blanks. For a foreign address, include name of foreign ‘state’ and country, abbreviate city and state as necessary, show full country name.
* 139-148	State	10	Use a standard USPS postal abbreviation (Appendix B). For a foreign address enter blanks. Arkansas is AR. Left justify and fill remainder with blanks.
* 149-153	ZIP Code	5	Use this field as necessary for the Extension four-digit extension of the ZIP Code, being sure to include the hyphen in Position 149. If this is a foreign address; use this field as necessary for overflow for a Foreign Postal Code begun in positions 154-158; left justify and fill with blanks. If this field is not applicable, enter blanks.
* 154-158	ZIP Code or Foreign Postal Code	5	Enter a valid ZIP Code. For a foreign address, use this field for the Foreign Postal Code, if applicable; left justify and fill with blanks. If necessary, continue the Foreign Postal Code in positions 149-153 above.
* 159	Name Code	1	Enter ‘S’ if the surname appears first in the employee name field (positions 11-37) of the following Code S records. Enter ‘F’ if the first name appears first in the employee name field of the following Code S Records. This code may vary with each employer (Code E record) as long as the code is consistent with the name format on the associated Code S records.
160	Type of Employment	1	Enter the appropriate code: A-Agriculture H-Household M- Military Q-Medicare Qualified Government Employment X-Railroad R-Regular (All others)
* 161-162	Blocking Factor	2	Maximum blocking factor 10
163-166	Establish	4	Enter either the Established Number Or number, the Coverage Group/Payroll Records Unit Number or Payroll Record other identifier, whichever is Unit (PRU) applicable. See SSA Glossary for Number explanation. Otherwise, enter blanks.
167-254	Blank	88	Enter blanks. Reserved for SSA use.
255	Limitation of Liability Indicator	1	Enter a blank if payment year is 1987 or later. If applicable for 1986 or earlier, enter an ‘L’; otherwise, enter a blank. Refer to SSA Glossary.
256	Foreign Address Indicator	1	If the information shown in positions 74-158 is for a foreign address (i.e., Outside of the U.S. and U.S. territories and possessions, and not APO or FPO), Enter the letter ‘X’ in this field. Otherwise, Enter a blank.
257	Blank	1	Enter a blank. Reserved for SSA use.
258-266	Other EIN	9	If form 941, 942 or 943 was submitted to IRS for the same tax year as this report and the form used an EIN other than the EIN in location 6-14, enter the other EIN. Enter blanks if no other EIN was used. Change in a qtr requires 2 (two) EIN numbers related to DWS account numbers as in locations 6-14.
267-275	Blank	9	Enter blanks. Reserved for SSA use.

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CODE S – SUPPLEMENTAL RECORD

THE CODE S RECORD IS REQUIRED FOR Quarterly SUI REPORT.

Magnetic Cartridge Specifications: Quarterly Information
Date: January 2007

Record Name: Code S – Supplemental Record
Length = 275

Location	Field	Length	Description & Remarks
1	Record Identifier	1	Constant 'S'
2-275	Supplemental Data	274	To be defined by user

OR FOR STATE/LOCAL QUARTERLY/ANNUAL REPORTING

Location	Field	Length	Description & Remarks
*1	Record Identifier	1	Constant 'S'
*2-10	Social Security	9	Enter the employee's social security number.
*11-37	Employee Name	27	Enter the employee’s name. First name, middle initial, last name.
38-77	Street Address	40	Left justify and fill with blanks.
78-102	City	25	Left justify and fill with blanks. For a foreign address, include Name of foreign ‘state’ and country; abbreviate city and State as necessary; show full country name.
103-112	State	10	Use a standard USPS postal abbreviation (Appendix B). For a foreign address, enter Blanks.
113-117	ZIP Code	5	Use this field as necessary for the Extension four-digit extension of the ZIP Code, being sure to include the hyphen in position 113. If this is a foreign address, use this field as necessary for overflow for a Foreign Postal Code begun in positions 118-122; left justify and fill with blanks. If this field is not applicable, enter blanks.
118-122	ZIP Code	5	Enter a valid ZIP Code. Or Foreign for a foreign address, use Postal Code this field for the Foreign Postal Code, if applicable; left justify and fill with blanks. If necessary, continue the Foreign Postal Code in positions 113-117 above.
123	Blank	1	Enter a blank.
*124-125	State Code	2	Enter 05 (Arkansas).
*126-127	Optional Code	2	Seasonal designation (assigned by DWS). If not seasonal, do not fill- enter blanks.
*128-131	Reporting Period	4	Enter the last month and year for the calendar quarter for which this report applies; e.g. ‘0306’ for January-March of 2006; ‘0607’ for April-June of 2007.
*132-140	State Quarterly Unemployment Insurance Total Wages	9	Right justify and zero fill. More than 7 figures will require breakdown-each set of numbers totaling the full amount Must be different numbers e.g. 500000.00 would be listed as 99999.99, 99999.98, 99999.97, 99999.96, 99999.95,&.15.
141-149	State Quarterly Unemployment Insurance Taxable Wages	9	Right justify and zero fill.
150-151	Number of Weeks Worked	2	To be defined by user.
152-155	Date First Employed	4	Enter the month and year, e.g., ‘0607’
156-159	Date of Separation	4	Enter the month and year, e.g., ‘0907.’
160-164	Taxing Entity Code	5	To be defined by user.
*165-176	State Employer DWS Account Number	12	Left justify and fill with blanks. Include zeros.
177-182	Blank	6	Enter blanks OR for employer use.
183-184	State Code	2	Enter the appropriate USPS postal NUMERIC code (Appendix B).
185-193	State Taxable Wages	9	Right justify and zero fill.
194-201	State Income Tax Withheld	8	Right justify and zero fill.
202-211	Other State Data	10	To be defined by individual taxing agencies.
212	Tax Type Code	1	Enter the appropriate code for entries in fields 218-226 and 227-233. C-City Income Tax D-County Income Tax E-School District Income Tax F-Other Income Tax
213-217	Taxing Entity Code	5	To be defined by individual taxing agencies.
218-226	Local Taxable Wages	9	To be defined by individual taxing agencies.
227-233	Local Income Tax Withheld	7	To be defined by individual taxing agencies.
234-240	State Control Number	7	Optional.
241-275	Blank	35	Enter blanks.