WV Employer Online Contribution Reporting … Employer Online Contribution Reporting (EOCR) ......

WV Employer Online Contribution Reporting (EOCR) ACH Credit Protocol Specification

Version 1.2

wvinteractive in partnership with WV.gov

10 Hale Street, Third Floor

Charleston, WV 25301

P: (304) 414-0265

F: (304) 414-0266

[email protected]

mailto:[email protected]

i Workforce WV and WVInteractive Sensitive and Proprietary Information

Table of Contents 1 Introduction ......................................................................................................................... 1

2 Acronyms ............................................................................................................................ 1

3 Filing Methods .................................................................................................................... 1

E.1 Web Service Method .................................................................................................... 1

3.1.1 Balance Inquires ................................................................................................... 2

3.1.2 Obtaining Available Filing Quarters ....................................................................... 2

3.1.3 Submit a Filing ...................................................................................................... 3

3.1.4 Previous Filing Status ........................................................................................... 5

E.2 SFTP Method ............................................................................................................... 6

4 Payment Process ................................................................................................................ 7

Appendix A: XML File Format .................................................................................................... 9

Filing Request File .................................................................................................................. 9

Filing Response File ..............................................................................................................11

Appendix B: ACH Credit File Specifications ..............................................................................13

File Header Record ...............................................................................................................13

Company/Batch Header Record ............................................................................................14

Entry Detail Record ...............................................................................................................14

Addenda Record ...................................................................................................................15

TXP Convention ....................................................................................................................16

Company/Batch Control Record ............................................................................................16

File Control Record................................................................................................................17

Appendix C: Error and Warning Codes .....................................................................................18

Appendix D: Frequently Asked Questions .................................................................................19

Appendix E: Reference Tables ..................................................................................................20

E.1 FilingStatus .................................................................................................................20

ii Workforce WV and WVInteractive Sensitive and Proprietary Information

Version History

Version Date Description

0.1 10/14/2014 Draft Version 1.0 03/18/2015 Updated Error Code 409

Added warning 303-304 and error code 400, 410 – 412

Updated Webservice namespaces

Removed amount field from FilingRequest

Added additional fields to FilingRequestResponse and FilingStatusResponse

Added top level node <Filings> to sftp process for the request and response files

Added Appendix D: FAQ 1.1 5/11/2015 Updated SFTP file formats and included examples

Corrected Typo in TXP File – Entry Detail Record 1.2 6/3/2015 Added FilingStatusResponse Event Type Reference Table

1 Workforce WV and WVInteractive Sensitive and Proprietary Information

1 Introduction Workforce WV allows for three methods of electronic filing. The first method is using the web

based filing system located at https://apps.wv.gov/workforce/eucc which allows employers to file

utilizing ACH debit payments. The remaining two methods allow employers to file and pay

separately using ACH Credit. These two Ach Credit methods will utilize sftp delivery or web

service delivery of filing information along with a separate ACH credit transaction delivered

directly to Workforce WV bank account. This document will discuss how to use the ACH Credit

methods and the options available to each approach.

Technical Support:

West Virginia Interactive

10 Hale St, 3rd Floor

Charleston, WV 25301

Phone: 304-414-0265 x0

Fax: 304-414-0266

Email: [email protected]

2 Acronyms

ACH – Automated Clearing House

EOCR – Employer Online Contribution Reporting

FEIN – Federal Employer Identification Number

3 Filing Methods

E.1 Web Service Method

The web service method will provide instant response to filing requests and requires no signup

to use. This method also provides significantly more functionality than the sftp approach

discussed in the section 3.2. This method will utilize Soap based calls to a publically available

web service. The filings will be held until payment has been received through the Payment

Process discussed in section 4.

The web service is available at the following addresses:

Staging: https://staging.apps.wv.gov/Workforce/Services/soap12

Production: https://apps.wv.gov/Workforce/Services/soap12

https://apps.wv.gov/workforce/eucc

mailto:[email protected]

https://staging.apps.wv.gov/Workforce/Services/soap12

https://apps.wv.gov/Workforce/Services/soap12


3.1.1 Balance Inquires

This procedure will allow requestor to obtain current debit or credit balance on a given

employer’s account. The procedure requires Employer Account Number and FEIN. The

procedure will return the current balance for given employer or an error if the employer account

number and fein are not a match.

3.1.1.1 Request Example

POST /xml/reply/AccountBalance HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <AccountBalance xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> </AccountBalance>

3.1.1.2 Response Example

HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length <AccountBalanceResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> <Errors> <ErrorCode>String</ErrorCode> </Errors> <RetrievedCredit>0</RetrievedCredit> <RetrievedCurrentPastDue>0</RetrievedCurrentPastDue> </AccountBalanceResponse>

3.1.2 Obtaining Available Filing Quarters

This procedure will allow requestor to obtain the quarters available for given employer to file

along with the tax rate for the given quarter. The procedure requires Employer Account Number

and FEIN. The procedure will return a list of available quarters or an error if the employer

account number and fein are not a match.

http://www.w3.org/2001/XMLSchema-instance

http://schemas.datacontract.org/2004/07/Services



POST /xml/reply/FilingQuarters HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <FilingQuarters xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> </FilingQuarters>


HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length <FilingQuartersResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> <FilingErrors> <ErrorCode>String</ErrorCode> </FilingErrors> <FilingQuarters> <QuarterInfo> <Quarter>String</Quarter> <TaxRate>0</TaxRate> </QuarterInfo> </FilingQuarters> </FilingQuartersResponse>

3.1.3 Submit a Filing

This procedure will be the primary method used to file for a single employer for a given quarter.

The procedure requires Employer Account Number and FEIN. The procedure will return

completed filing information or one of many errors based on filing data. Filing will not be

marked complete until payment is received through the Payment Process discussed in section

4.



POST /xml/reply/FilingRequest HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <FilingRequest xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> <ExcessWagesPaid>0</ExcessWagesPaid> <FilingQuarter>String</FilingQuarter> <NumberOfEmployeesMonth1>0</NumberOfEmployeesMonth1> <NumberOfEmployeesMonth2>0</NumberOfEmployeesMonth2> <NumberOfEmployeesMonth3>0</NumberOfEmployeesMonth3> <SubmittedBy>String</SubmittedBy> <TaxRate>0</TaxRate> <TaxableWagesPaid>0</TaxableWagesPaid> <Time>0001-01-01T00:00:00</Time> <TotalPayment>0</TotalPayment> <TotalWagesPaid>0</TotalWagesPaid> <WageReport> <Employee> <FirstName>String</FirstName> <GrossWage>0</GrossWage> <LastName>String</LastName> <MiddleInitial>String</MiddleInitial> <SSN>String</SSN> </Employee> </WageReport> </FilingRequest>


HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length

<FilingRequestResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <ContributionsForQuarter>0</ContributionsForQuarter> <CreditApplied>0</CreditApplied> <EmployeeCountFirstMonth>0</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>0</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>0</EmployeeCountThirdMonth> <EmployerAccountNumber>String</EmployerAccountNumber> <ExcessWagesPaid>0</ExcessWagesPaid>


<FilingErrors> <ErrorCode>String</ErrorCode> </FilingErrors> <FilingQuarter>String</FilingQuarter> <FilingStatus>0 (See Appendix E)</FilingStatus> <InterestDue>0</InterestDue> <LocationBy>String</LocationBy> <PenaltyDue>0</PenaltyDue> <PersonBy>String</PersonBy> <PriorBalanceDue>0</PriorBalanceDue> <TaxRate>0</TaxRate> <TaxableWages>0</TaxableWages> <TotalPaymentDue>0</TotalPaymentDue> <TotalPaymentSubmitted>0</TotalPaymentSubmitted> <TotalWagesPaid>0</TotalWagesPaid> <TransactionDate>0001-01-01T00:00:00</TransactionDate> <TransactionId>0</TransactionId> </FilingRequestResponse>

3.1.4 Previous Filing Status

This procedure will allow for checking on status of a given filing. The procedure requires

Employer Account Number and transaction number. The procedure will return completed filing

information with current status or an error if the employer account number and transaction

number are not a match.


POST /xml/reply/FilingStatus HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <FilingStatus xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <TransactionId>0</TransactionId> </FilingStatus>


HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length <FilingStatusResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <ContributionsForQuarter>0</ContributionsForQuarter> <CreditApplied>0</CreditApplied>


<EmployeeCountFirstMonth>0</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>0</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>0</EmployeeCountThirdMonth> <EmployerAccountNumber>String</EmployerAccountNumber> <ExcessWagesPaid>0</ExcessWagesPaid> <FilingErrors> <ErrorCode>String</ErrorCode> </FilingErrors> <FilingQuarter>String</FilingQuarter> <FilingStatus>String (See Appendix E)</FilingStatus> <InterestDue>0</InterestDue> <LocationBy>String</LocationBy> <PenaltyDue>0</PenaltyDue> <PersonBy>String</PersonBy> <PriorBalanceDue>0</PriorBalanceDue> <TaxRate>0</TaxRate> <TaxableWages>0</TaxableWages> <TotalPaymentDue>0</TotalPaymentDue> <TotalPaymentSubmitted>0</TotalPaymentSubmitted> <TotalWagesPaid>0</TotalWagesPaid> <TransactionDate xmlns:d2p1="http://schemas.datacontract.org/2004/07/System"> <d2p1:DateTime>0001-01-01T00:00:00Z</d2p1:DateTime> <d2p1:OffsetMinutes>0</d2p1:OffsetMinutes> </TransactionDate> <TransactionId>0</TransactionId> </FilingStatusResponse>

E.2 SFTP Method

The SFTP method will require filing entity to first register with Workforce WV before this method

can be used. The filing entity will need to supply their external source IP address of any

machine that will be accessing the SFTP site. Please keep access list down to five or less IP

address. The filing entity will then be supplied with a SFTP server IP address and a single user

name and password. Filing entity does not have to register each employer separately.

Once filing entity has been registered, an sftp folder will be created with two subfolders for the

filing entity. These folders are called “Requests” and “Responses”. Unlike the web service

method, the SFTP method is limited to submitting new filings. Filing entities will create a file

using the format defined in Appendix A: XML File Format. This file can contain one employer or

multiple employers. The file or files will then be uploaded to the “Requests” folder on the sftp

site. Nightly, all files within the “Requests” folder will be removed and processed. A response

file will then be generated and uploaded to the “Responses” folder. Successfully processed

filings will not be marked complete until payment is received through the Payment Process

discussed in section 4.

Request files can have any file name, but must have .xml file extension. Once processed, the

request file will be moved to the responses folder with the same file name. Should the request

file have an invalid xml format, the file will be moved to the responses folder will be prefixed with


“Reject_” added before the input file name. All files with the requests folder are removed after

processing.

To signup for this process, contact West Virginia Interactive at 304-414-0265 x0

4 Payment Process In order for a filing to be marked completed, payment will need to be sent to Workforce WV via

ACH to the following bank account within 5 business days of filing transaction:

Bank Name: BB&T

Routing Number: 051503394

Account Number: 5270024167

Account Name: WORKFORCE WEST VIRGINIA DEPOSITORY CLEARING ACCT A

Included with payment should be an NACHA CCD+ addendum record. This record will use the

TXP convention to define the employer account number, filing quarter, and payment amount.

Filing entities can pay for each employer filing separately or multiple filings within the same

deposit. The payment amount included in the ACH deposit will override the amount submitted

with the filing.

The TXP Convention to be included in the Addenda record is below. See


Appendix B: ACH Credit File Specifications for the complete ACH Credit File Specifications.

TXP*EmployerAccountNumber*13000*TaxPeriodEndDate*T*TaxAmount*****Taxpayer\

Data Element Contents

EmployerAccountNumber This is the workforce assigned employer account number

without spaces or dashes. Numeric only.

TaxPeridEndDate Tax Period End Date in YYMMDD.

For 1st quarter, use: YY0331

For 2nd quarter, use: YY0630

For 3rd quarter, use: YY0930

For 4th quarter, use: YY1231

TaxAmount Transaction amount in dollars with two decimal points.

Taxpayer The first six letters of your company name


Appendix A: XML File Format

Filing Request File

The request file can contain multiple FilingRequest objects within a single file.

<Filings> <FilingRequest> <EmployerAccountNumber>#########</EmployerAccountNumber> <EmployerFEIN>#########</EmployerFEIN> <SubmittedBy>??????????</SubmittedBy> <FilingQuarter>YYYY/Q</FilingQuarter> <TaxRate>0.######</TaxRate> <NumberOfEmployeesMonth1>####</NumberOfEmployeesMonth1> <NumberOfEmployeesMonth2>####</NumberOfEmployeesMonth2> <NumberOfEmployeesMonth3>####</NumberOfEmployeesMonth3> <ExcessWagesPaid>#######.##</ExcessWagesPaid> <TotalWagesPaid>#######.##</TotalWagesPaid> <TaxableWagesPaid>#######.##</TaxableWagesPaid> <TotalPayment>#######.##</TotalPayment> <WageReport> <Employee> <SSN>#########</SSN> <LastName>??????????</LastName> <FirstName>??????????</FirstName> <MiddleInitial>?</MiddleInitial> <GrossWage>#######.##</GrossWage> </Employee> <Employee> <SSN>#########</SSN> <LastName>??????????</LastName> <FirstName>??????????</FirstName> <MiddleInitial>?</MiddleInitial> <GrossWage>#######.##</GrossWage> </Employee> </WageReport> </FilingRequest> </Filings>

Example File:

<Filings> <FilingRequest> <EmployerAccountNumber>9999999</EmployerAccountNumber> <EmployerFein>999999999</EmployerFein> <ExcessWagesPaid>50.00</ExcessWagesPaid> <FilingQuarter>2015/1</FilingQuarter> <NumberOfEmployeesMonth1>2</NumberOfEmployeesMonth1> <NumberOfEmployeesMonth2>2</NumberOfEmployeesMonth2> <NumberOfEmployeesMonth3>2</NumberOfEmployeesMonth3> <SubmittedBy>WVI TESTER</SubmittedBy> <TaxRate>0.027</TaxRate> <TaxableWagesPaid>283.33</TaxableWagesPaid> <TotalPayment>57.65</TotalPayment> <TotalWagesPaid>333.33</TotalWagesPaid> <WageReport> <Employee>


<FirstName>Joe</FirstName> <GrossWage>111.11</GrossWage> <LastName>Sample</LastName> <MiddleInitial>D</MiddleInitial> <SSN>230021234</SSN> </Employee> <Employee> <FirstName>Shelley</FirstName> <GrossWage>222.22</GrossWage> <LastName>Sample</LastName> <MiddleInitial>D</MiddleInitial> <SSN>230024321</SSN> </Employee> </WageReport> </FilingRequest> </Filings>


Filing Response File

The response file can contain multiple FilingResponse objects. This file should contain the

same number of FilingResponse objects as the matching request file.

<Filings> <FilingRequestResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <ContributionsForQuarter>#######.##</ContributionsForQuarter> <CreditApplied>#######.##</CreditApplied> <EmployeeCountFirstMonth>###</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>###</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>###</EmployeeCountThirdMonth> <EmployerAccountNumber>###</EmployerAccountNumber> <ExcessWagesPaid>#######.##</ExcessWagesPaid> <FilingErrors> <ErrorCode>###</ErrorCode> <ErrorCode>###</ErrorCode> </FilingErrors> <FilingQuarter>YYYY/Q</FilingQuarter> <FilingStatus>#</FilingStatus> <InterestDue>#######.##</InterestDue> <LocationBy>????????</LocationBy> <PenaltyDue>#######.##</PenaltyDue> <PersonBy>????????</PersonBy> <PriorBalanceDue>#######.##</PriorBalanceDue> <TaxRate>#.#######</TaxRate> <TaxableWages>#######.##</TaxableWages> <TotalPaymentDue>#######.##</TotalPaymentDue> <TotalPaymentSubmitted>#######.##</TotalPaymentSubmitted> <TotalWagesPaid>#######.##</TotalWagesPaid> <TransactionDate>YYYY-MM-DDTHH:MM:SS-04:00</TransactionDate> <TransactionId>########</TransactionId> </FilingRequestResponse> </Filings> Example File: <?xml version="1.0" encoding="utf-16"?> <Filings> <FilingRequestResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>5</EmployerAccountNumber> <ContributionsForQuarter>4.81661000000</ContributionsForQuarter> <CreditApplied>0</CreditApplied> <EmployeeCountFirstMonth>2</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>2</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>2</EmployeeCountThirdMonth> <ExcessWagesPaid>50.00</ExcessWagesPaid> <FilingErrors> <ErrorCode>301</ErrorCode> <ErrorCode>302</ErrorCode> </FilingErrors> <FilingQuarter>2015/1</FilingQuarter> <FilingStatus>8</FilingStatus> <InterestDue>0.1989842943000000</InterestDue> <LocationBy>WEBSERVICELOAD-FILINGREQUEST</LocationBy> <PenaltyDue>50</PenaltyDue>


<PersonBy>WVIPDS TESTING</PersonBy> <PriorBalanceDue>0</PriorBalanceDue> <TaxRate>0.017000000</TaxRate> <TaxableWages>283.33</TaxableWages> <TotalPaymentDue>55.02</TotalPaymentDue> <TotalPaymentSubmitted>57.65</TotalPaymentSubmitted> <TotalWagesPaid>333.33</TotalWagesPaid> <TransactionDate>2015-05-11T11:05:06.7366408-04:00</TransactionDate> <TransactionId>20941</TransactionId> </FilingRequestResponse> </Filings>


Appendix B: ACH Credit File Specifications The ACH Credit must include the tax payment (TXP) banking convention within the addendum

record of a NACHA CCD+ transaction. The TXP conventions must be followed exactly for

proper posting of payment. Other addenda banking conventions should not be used. For

detailed information,

https://www.nacha.org/system/files/resources/TXP%20Banking%20Convention%20revised%20

12%2005%2012_0.pdf

NACHA records for CCD+ entries must appear in the following sequence:

File Header Record ("1" Record)

Company/Batch Header Record ("5" Record)

Entry Detail Record ("6" Record)

Addenda Record (Carries an 80 character free form field) ("7" Record)

Company/Batch Control Record ("8" Record)

File Control Record ("9" Record)

File Header Record

ID Data Element Type Contents Length Position

1 Record Type Code M ‘1’ 1 01-01

2 Priority Code R ‘01’ 2 02-03

3 Immediate Destination M Workforce Routing Number with

space

10 04-13

4 Immediate Origin M Employer Account Number 10 14-23

5 File Creation Date M YYMMDD 6 24-29

6 File Creation Time O HHMM 4 30-33

7 File ID Modifier M Code to distinguish amount

multiple input files. Label the

first (or only) file ‘A’, and

continue in (A-Z) sequence.

1 34-34

8 Record Size M ‘094’ 3 35-37

9 Blocking Factor M ‘10’ 2 38-39

10 Format Code M ‘1’ 1 40-40

11 Immediate Destination

Name

O Workforce Bank Name 23 41-63

12 Immediate Origin Name O Your company name 23 64-86

https://www.nacha.org/system/files/resources/TXP%20Banking%20Convention%20revised%2012%2005%2012_0.pdf

https://www.nacha.org/system/files/resources/TXP%20Banking%20Convention%20revised%2012%2005%2012_0.pdf


13 Reference Code O AlphaNumberic 8 87-94

Company/Batch Header Record



2 Service Class Code M ‘220’ 3 02-04

3 Company Name M Your company name 16 05-20

4 Company Discretionary

Data

O Open field 20 21-40

5 Company Indentification M Employer Account Number 10 41-50

6 Standard Entry Class

Code

M ‘CCD’ 3 51-53

7 Company Entry

Description

M Open field 10 54-63

8 Company Descriptive Date O Online Date YYMMDD 6 64-69

9 Effective Entry Date R Online filling Date YYMMDD 6 70-75

10 Reserved M Leave blank 3 76-78

11 Originator Status Code M ‘1’ 1 79-79

12 Orginating DFI

Identification

M Workforce Routing Number 8 80-87

13 Batch Number M Number batches sequentially 7 88-94

Entry Detail Record



2 Transaction Code M ‘22’ (assumes workforce has

checking account)

2 02-03

3 Receiving DFI

Identification



4 Check Digit M Ninth digit of Workforce Routing

Number

1 12-12

5 DFI Account Number R Workforce Account Number 17 13-29

6 Amount M Transaction amount in dollars

with two decimal points. Left

zero if necessary.

10 30-39

7 Identification Number O Employer Account Number 15 40-54

8 Receiving Company Name R Name of receiver 22 55-76

9 Discretionary Data O For your company’s internal use 2 77-78

10 Addenda Record Indicator M ‘1’ 1 79-79

11 Trace Number M The bank will assign a trace

number

15 80-94

Addenda Record



2 Addenda Type Code M ‘05’ 2 02-03

3 Payment Related

Information

O See TXP Convention below 80 04-83

4 Addenda Sequence

Number

M This number is consecutively

assigned to each addenda

record starting at 1

4 84-87

5 Entry Detail Sequence

Number

R This number is the same as the

last seven digits of the trace

number of the related Entry

Detail record.

7 88-94


TXP Convention

TXP*EmployerAccountNumber*13000*TaxPeriodEndDate*T*TaxAmount*****Taxpayer\

Data Element Contents

EmployerAccountNumber This is the workforce assigned employer account number

without spaces or dashes. Numeric only.

TaxPeridEndDate Tax Period End Date in YYMMDD.

For 1st quarter, use: YY0331

For 2nd quarter, use: YY0630

For 3rd quarter, use: YY0930

For 4th quarter, use: YY1231

TaxAmount Transaction amount in dollars with two decimal points.

Taxpayer The first six letters of your company name

Company/Batch Control Record



2 Service Class Code M ‘220’ 3 02-04

3 Entry Count M Total number of entry detail and

addenda records processed

within the batch. This field

requires six positions; right justify

and use leading zeros

6 05-10

4 Entry Hash M Total of all positions 4-11 on

each 6 record. Only use the final

10 positions in the entry.

10 11-20

5 Total Debit Entry Amount M ‘000000000000’ 12 21-32

6 Total Credit Entry Amount M Dollar total of credit entries 12 33-44

7 Company Identification R Employer Account Number 10 45-54

8 Message Auth Code O Blank 19 55-73

9 Reserved O Blank 6 74-79


10 Originating DFI

Identification


11 Batch Number M Number of the batch associated

with this control record

7 88-94

File Control Record



2 Batch Count M Total number of batch header

records in the file.

6 02-07

3 Block Count M Total number of physical blocks

on the file, including the file

header and File control records

6 08-13

4 Entry Count M Total number of entry details and

addenda records

8 14-21

5 Entry Hash M Total of all positions 4-11 on

each 6 record. Only use the final

10 positions in the entry.

10 22-31

6 Total Debit Amount M ‘000000000000’ 12 32-43

7 Total Credit Amount M Dollar total of credit entries 12 44-55

8 Reserved M Blank 39 56-94


Appendix C: Error and Warning Codes The following errors will result in rejection of the filing or requests:

400 Filing Format Invalid

401 Employer Account Number and FEIN combination unknown

402 Employer Account Number is not active

403 Filing Quarter not available for given employer account number

404 Invalid filing quarter format

405 Total Wages Paid does not match total in wage report

406 Number of Employees per month cannot be negative

407 Total Payment cannot be negative

408 Wages paid cannot be negative

409 No employees listed on wage report and number of employees per month is more than 0

410 Taxable Wages paid does not equal TotalWagesPaid - ExcessWagesPaid

411 Employer Account Number and Transaction Number combination unknown.

412 Duplicate SSN detected in WageReport

The following warnings will NOT result in rejection of the filling or request:

301 Tax rate supplied is incorrect for given employer

302 Total payment does not match payment due

303 No employees reported on wage report.

304 Employer Account Number is marked inactive for future quarters


Appendix D: Frequently Asked Questions 1. Can you submit multiple bulk files during a quarter?

Yes, but you can only successfully submit an given employer once per quarter.

2. What happens if we incorrectly submit an employer?

If payment has been processed, please submit a paper filing for the corrections. If

payment amount needs changed and ACH credit not issued, submit ACH credit as new

payment amount.

3. How do I submit a report with no employees to report on?

If no employees for given quarter, submit report with WageReport as null or

<WageReport/>. You will receive a warning 303 as FYI

4. Do we need to submit a payment file to the bank when no money is due?

No. When no money is due for a given employer, no further actions are needed to

complete the filing.

5. Does the employer need a valid UI account number to be included in the file?

Employer does need to have a valid UI account number. You can validate the employer

account number by using the AccountBalance or FilingQuarters operation in the

webservices. If you cannot obtain it, then paper return would be recommended

approach.

6. How do we handle missing SSN numbers?

Workforce prefers that you enter the ssn as all 9s. Then to keep it unique, decrement

each employee ssn by one. So first employee is 999-99-9999 and second employee is

999-99-9998, etc.

7. When submitting files to sftp server, is there any required file naming format?

No. The server will process all files within the requests folder with the extension “*.xml”.

Files will then be transferred to the RESPONSES folder when completed with same file

name. Rejected files will be prefixed “REJECT_”.


Appendix E: Reference Tables

E.1 FilingStatus

FilingStatus Value Meaning

0 Filing failed. See error messages.

8 Filing has been received by Workforce. Awaiting Payment.

9 Payment has been received by Workforce. Filing is completed.

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