Link opens the Electronic Media Reporting Handbook in PDF format Electronic Media Reporting Handbook

A Guide for Reporting Unemployment Compensation Wage Information

TABLE OF CONTENTS

I. GENERAL INFORMATION
 
 
II. MAINFRAME PLATFORM REPORTING
 
 
III. PC PLATFORM REPORTING
 
 
IV. RECORD FORMATS
  CODE B  
    Contact Record
Contact Record Field Descriptions
  CODE E  
    Employer Record
Employer Record Field Descriptions
  CODE S  
    Supplemental State Record
Supplemental State Record Field Descriptions
  CODE T  
    Total Record
Total Record Field Descriptions
 

FORMS

I. GENERAL INFORMATION

Introduction

The Pennsylvania Unemployment Compensation Law requires all liable Pennsylvania employers to report, on a quarterly basis, weeks worked and wages paid for each of their employees. The Department of Labor & Industry (department) requires qualified employers with 250 or more employees to submit their required wage information on electronic media approved by this department. This handbook will explain the advantages of electronic media reporting as well as the procedures involved.

Advantages of Electronic Media Wage Reporting

Much of the information that is reported by employers to federal and state government agencies is available on computer. Electronic media reporting can save the employer money by reducing the number of paper forms required as well as the related expenses of printing, bursting, separating, handling, and storing. Electronic media reporting can also save the taxpayer money by eliminating the need for manual data entry and reducing paper handling costs.
 
Electronic media reports are usually more accurate than paper reports and the need for subsequent corrections by employers is lessened. Electronic media reports can be processed more quickly, thereby making the wage information available for claim action sooner.

Initiating Electronic Media Wage Reporting

A Request for Electronic Media Wage Reporting (Form OIT-13A) must be completed and returned with a test file on approved electronic media before submitting production data. The external label on the test electronic media file must be marked "FOR TEST PURPOSES ONLY." A test file should be a complete copy of an actual unemployment compensation quarterly report, but may be a partial quarter if a complete quarter is not available.
 

Required Handling of Forms UC-2 and UC-2B

Employers will continue to complete the UC-2, Employer's Report for Unemployment Compensation, portion of the form summarizing the gross and taxable wages and taxes due for the quarter. The completed UC-2 and payment and UC-2B, Employer's Report of Employment and Business Changes, if applicable, should be returned to the department in the envelope provided.

Where to Send the Test File on Electronic Media

Make sure the test diskette, CD-R, DVD, 3480 or 3490 tape cartridge is packed securely in the carton according to U.S. Postal Service Domestic Mail Manual Section 601.7.5 (Mailability of Magnetic Tapes). Any damaged electronic media will be returned, unprocessed.
 
Place the following securely in the mailing carton:
  1. The magnetic tape cartridge, 3 1/2 inch diskette, CD-R or DVD. Place an external label on the electronic media.
     
  2. The Request for Electronic Media Wage Reporting Form OIT-13A. Click here to access a copy of the Form OIT-13A.
Mark the carton "MAGNETIC TAPE," "ELECTRONIC MEDIA," or "COMPUTER DISKETTE" and "FRAGILE," and send to:
Commonwealth of Pennsylvania
Department of Labor & Industry
Office of Information Technology
651 Boas Street 3rd Foor Main
Harrisburg PA 17121-0750

Special Instructions for Payroll Tax Service and Software Vending Organizations

Before submitting wage data on electronic media, all Payroll Tax Service and Software Vending Organizations must submit a TEST file before receiving approval from the department. For more information, contact the address above or call 717-783-5802.

Additional Information

If additional information is needed or there are any questions concerning wage reporting by electronic media, contact the department at the address or the telephone number listed above.

Waiver of Reporting Requirements

A waiver can be granted for Pennsylvania electronic media reporting if a waiver has been granted by the IRS for Social Security Reporting or if this requirement poses an undue financial hardship for you. Your waiver request should include a copy of the IRS approval or a completed Form OIT-16.

II. MAINFRAME PLATFORM REPORTING

General Requirements

The department requires the UC-2A report to be written to 3480 or E3490 tape cartridges. Do not send compressed files. The report may utilize multiple cartridges, if necessary.
 
For multiple cartridge reports, the external label must indicate the proper sequence for processing (see "EXTERNAL LABELS"). Each volume must begin with a Code B and a Code E record and end with a Code T record. See Appendix C.
 
The department will return cartridges to the address on the B record.

Tape Density

Acceptable recording density for cartridge is 38000 BPI.

Internal Labels

  1. The department prefers IBM/ANSI standard labels, but nonstandard labels may be used.
     
  2. One (1) tapemark MUST be used to separate the internal labels from the data.
     
  3. The department prefers to receive consolidated files, i.e., no tapemarks between employers, from transmitters of multiple employers, or payers.
     
  4. Headers and trailers must be written in the same density as the data records.

External Labels

An external label is required. Example:
State of Pennsylvania
UC Quarterly Wage Report Vol. 1 of 1
Quarter Ending: 0305
Sender's Name: Smith's Garage

Record Length

Each record must be 275 bytes in length unless your system cannot produce odd number length records, in which case, 276 byte records are acceptable.

Block Size

We will accept blocked or unblocked files. Blocked files must have a block size which is a multiple of the record length.
 
The department cannot process padded blocks. A short block (less than the standard blocking factor of that tape) is acceptable at the end of the tape.

Tapemarks

A tapemark is a one-character physical record. As used on magnetic tape, it separates data from internal labels and one data file from another data file, and it indicates end-of-reel.
  1. The hexadecimal value for a tapemark is 13, the decimal value for a tapemark is 19, and the octal value for a tapemark is 23.
     
  2. Never begin a magnetic tape with a tapemark; doing so would signal end-of-reel to the department's system.
     
  3. Separate data from internal labels with ONE (1) tapemark.
     
  4. End-of-reel MUST be indicated with TWO (2) tapemarks, as follows:

    a. If using trailer labels, write end-of-reel tapemarks directly after the trailer labels.
    b. If using no-label tape, write end-of-reel tapemarks directly after the last block of data.

Recording Code

The department will accept unpacked data in IBM ASCII or EBCDIC. Magnetic tape recorded in EBCDIC is preferred.

Required Records

For the department's reporting purposes, the following records are required:
  1. Code B - Identification Record
  2. Code E - Employer Record
  3. Code S - State Record
  4. Code T - Total Record
These are explained in detail on the following pages with a record sequence example in Appendix C.

III. PC PLATFORM REPORTING

General Specifications

  1. The department accepts the Employer's Report for Unemployment Compensation on 3 1/2 inch diskette, CD-R or DVD. Data should be recorded in upper case letters only. No data compression routines should be used.

    Records must be a fixed length of 277 or 278 bytes long (the 275 or 276 byte record plus the two byte carriage-return/line-feed record separator).
     
  2. A carriage return and line feed are needed at the end of each record. The department requires that codes B, E, S, and T records be present. Any records required by the SSA may be present but will be ignored.
     
  3. An external label is required. Example:

    Sender's Name: Smith's Garage
    Quarter Ending: 0305 Vol. 1 of 1
     
  4. For multi-volume diskette files, the external label MUST indicate the proper sequence (e.g., Vol. 2 of 3) for processing. A multi-volume diskette file is a file for which the number of data records exceeds the capacity of a single diskette, so the data must be continued onto one or more subsequent diskettes, i.e., volumes.
     
    Each Quarterly Wage Report diskette must begin with a Code B record and end with a Code T record.
     
  5. Any problem electronic media files will be returned for documentation purposes. Electronic media files successfully processed will not be returned.

Data Set Name Requirements

  1. Each file must contain the 7-character entry "PAWAGES.DAT" as the data set name (the data set name extension must be "DAT"). 

    The electronic media file must not contain any other file or data set (e.g., library files, proprietary software).
     
  2. Each record must be followed by a carriage return and line feed (HEX "ODOA").

Recording Code

The department will accept unpacked data in IBM ASCII only.

IV. RECORD FORMATS

Code B

Contact Record

For state reporting, this record is used to identify the following:
  1. The name and telephone number of a person to contact in case there are problems with your report.
     
  2. The name and address to which you wish to have the tape returned.

Contact Record Field Descriptions

Location
Field
Length
Description
1
Record Identifier
1
Constant "B." 
2-5
Blank 
4
Blank or for SSA use. 
6-14
Transmitter's PA UC
Employer Acct. Number 
9
See Appendix A.
15-30
Blank 
16
Blank or for SSA use. 
31-54
Contact Person
Telephone Number  
24
Enter area code,  telephone number, and extension if any, as follows:
(xxx) xxx-xxxx EXT xxxx 
55-84
Contact Person 
30
Enter the name of a person to call in case of  problems. Left justify and fill with blanks. 
85-146
Blank 
62
Blank or for SSA use. 
147-190
Tape Return Name 
44
Enter the name of the organization to which the tape should be returned. 
191-225
Tape Return Street 
35
Left justify and fill with blanks. 
226-245
Tape Return City 
20
Left justify and fill with blanks. 
246-247
Tape Return State 
2
Use standard FIPS postal alphabetical abbreviation. 
248-252
Blank 
5
Blank or for SSA use. 
253-257
Zip Code 
5
Enter employers zip code. 
258-262
Zip Code Extension 
5
Use this field for the zip code extension. Start the field with a hyphen in position 258. 
263-275
Blank 
13
Blank or for SSA use. 

CODE E

Employer Record

For state reporting, this record is used to identify the following:
  1. Each Pennsylvania UC Employer Account Number reported on the tape.
     
  2. Each establishment number reported on tape, if the employer reports under the establishment (plant) reporting plan.
For non-establishment reporting employers, a Code E record is required for each Pennsylvania UC Employer Account Number recorded on the electronic media file. All employees (Code S records) for one UC Account Number must be grouped together following the Code E record for that number.
 
For establishment (plant) reporting employers, a Code E record is required for each change in establishment number in addition to each change in the Pennsylvania UC Employer Account Number. All Code S records for each establishment must be grouped together following the Code E record for that establishment.

Employer Record Field Descriptions

Location
Field
Length
Description
1
Record Identifier
1
Constant "E."
2-5
Reporting Period 
4
Enter the last month and year of the calendar quarter to which this report applies, e.g., "0305" for January - March of 2005; "1205" for October - December of 2005.
6-14
Federal Employer
9
Enter only numerical Identification Number characters.
15-23
Blank
9
Blank or for SSA use.
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.
139-148
State
10
Left justify and fill with blanks.
149-153
Blank
5
Blank or for SSA use.
154-158
Zip Code
5
Enter employer's zip code.
159
Name Code
1
Enter "S" if the surname appears first in them employe's name field on the following Code "S" records. Enter "F" if the first name appears first in the employe's name field on the following Code "S" records. The code may vary with each Code "E" record.
160
Blank
1
Blank or for SSA use.
161-162
Blocking Factor
2
Enter the number of records per block.
163-167
Blank
5
Blank or for SSA use.
168
Tax Type Code
1
Enter the following code:
     "B" - State Employment Security
169-170
State Code
2
Pennsylvania's State Code is 42.
171-175
Blank
5
Blank or for SSA use.
176-184
PA UC Employer Account Number
9
See Appendix A.
185
Blank
1
Blank or for SSA use.
186-187
Plant Number
2
See Appendix A.
188-275
Blank
88
Blank or for SSA use.

Code S

Supplemental State Record

This record is for state reporting only. All amount fields must be numeric and include dollars and cents. Do not report negative amounts. Negative amounts will be automatically converted to positive amounts.

Supplemental State Record Field Descriptions

Location
Field
Length
Description
1
Record Identifier
1
Constant "S."
2-10
Social Security Number
9
If not available, enter the letter "I" in position 2 and blanks (not zeros) in Positions 3-10.
11-37
Employee Name
27
See Appendix B and Name Code of the E record. Left justify and fill with blanks.
38-123
Blank
86
Blank or for SSA use.
124-125
State Code
2
Pennsylvania's State Code is 42.
126-127
Blank
2
Blank or for SSA use.
128-131
Reporting Period
4
Enter the last month and year of the calendar quarter to which this report applies, e.g., "0305" for January - March of 2005; "1205" for October - December of 2005.
132-140
Employee Quarterly Unemployment Compensation Total Wages
9
Enter the total gross wages paid in the quarter. Amount must be dollars and cents without decimal point or other punctuation, right justified and filled with zeros. For example, $1,200.00 would be 000120000.
141-149
Blank
9
Blank or for SSA use.
150-151
Number of Weeks Worked
2
Enter number of weeks employee earned $100.00 or more within the quarter, regardless of when paid. Right justify and zero fill.
152-275
Blank
124
Blank or for SSA use.

Code T

Total Record

The Code T record contains the aggregate totals for all Code S records submitted for the preceding Code E record.
 
A Code T record must be generated for each Code E record submitted on the electronic media file.
 
Total fields should be right justified and zero filled. All unused fields can be left blank or filled in as per SSA requirements.
 
All amount fields must include dollars and cents.

Total Record Field Descriptions

Location
Field
Length
Description
1
Record Identifier
1
Constant "T."
2-8
Number of Employees
7
Enter the total number of Code S records for the preceding Code E record, right justified and zero fill.
9-261
Blank
253
Blank or for SSA use.
262-274
Total Gross Quarterly Wages
13
Total of all gross quarterly wages reported on the Code S records for the preceding Code E record. Enter dollars and cents without decimal point or other punctuation. Amount must be right justified and zero filled. For example, $129,000.56 would be 0000012900056.
275
Blank
1
Blank or for SSA use.

APPENDIX A

PENNSYLVANIA UNEMPLOYMENT COMPENSATION EMPLOYER ACCOUNT NUMBER
 
The one or two digits to the left of the dash in the account number represent the County Code. The one through six characters to the immediate right of the dash are the Serial Number within the County. The character, if any, to the far right and separated from the main number by one or more blanks, is the check digit and should be disregarded.
 
Enter your account number without the check digit exactly as it appears on your UC-2 form. Enter the County Code, the hyphen, and the Serial Number. Left justify and right fill with spaces.
 
Examples:
 
County Code
Serial Number
Check Digit
Appears on Record
2-143 
2
143
 
2-143
2-143M 1 
2
143
1
2-143M
99-16789R 
99
16789
 
99-16789R
11-1549M &
11
1549
&
11-1549M
81-2345 5 
81
2345 
 81-2345
 
Plant Number Field
 
The Plant Number field is two (2) positions in length. If your company has not been approved for plant reporting, leave this field blank. If you are a plant reporting employer, place the actual Plant Number in this field. The Plant Number field must be right justified and left filled with zeros. For example: Plant "1" would appear as "O1" and Plant "A" would appear as "OA."
 
B Record
 
If the transmitter is not a Pennsylvania employer, enter the transmitter's FEIN in positions 6-14 of the B record.

APPENDIX B

EMPLOYEE NAME REQUIREMENTS
 
All segments of the name, including initials, must be separated by blanks. Leading titles (Mr., Mrs., etc.) and trailing titles (Jr., Sr., etc.) MUST be omitted from the name field. It is preferred that the full first name be given and only the first letter of the middle name.
 
Examples:
 
Employee Name
Formatted for Electronic Media
Julia Louis-Dreyfuss 
JULIA LOUIS-DREYFUSS ("F" in Name Code)
LOUIS-DREYFUSS JULIA ("S" in Name Code) 
 
John T. Henry Jr. 
JOHN T HENRY ("F" in Name Code)
HENRY JOHN T ("S" in Name Code) 
 
Mary Ann O'Connell  MARYANN OCONNELL ("F" in Name Code)
OCONNELL MARYANN ("S" in Name Code)
O'CONNELL MARYANN ("S" in Name Code) 
 
The format of the employee name on each Code S record must correspond to the Name Code in position 159 of the preceding Code E record.
 
NOTE: Leading letters (e.g., "O," "D," etc.) must not be separated from the rest of the name by a blank, but may be separated with an apostrophe.

APPENDIX C

EXAMPLE OF RECORD SEQUENCE
 
For One Pennsylvania UC Account Number
B
E Holliston Photo Co.
S
S
S

 
. 200 Employees
 
S
S
T  
For Multiple Pennsylvania UC Account Numbers
B
E Holliston Photo Co.
S
S

 
. 200 Employees
 
S
S
T
E Amati Science Co.
S

 
. 44 Employees 

S
S
T
OIT-13 12-11
Contact UsCommonwealth PortalContact the Web Team | Privacy PolicyDisclaimer
Copyright ©  Commonwealth of Pennsylvania