Wisconsin's Unemployment Insurance Handbook for Employers (UCB-201)

PART 4 - MAGNETIC MEDIA WAGE REPORTING

MAGNETIC TAPE

Wage Record Reports can be submitted on 9 track reels of magnetic tape or 3480, 3490, and 3490E tape cartridges. Prepare tapes and tape cartridges in the IBM 3400 tape series compatible format. Prepare and submit the tape as follows:

1. Write data submitted on reels of tape on 1/2-inch, 9-track magnetic tape, odd parity, in the unpacked mode;
2. Prepare 3480, 3490 & 3490E cartridges with data in uncompressed format only;
3. Use a recording density of 6250 BPI or 1600 BPI. A recording density of 6250 is preferred;
4. Internal tape labels are preferred;
5. Separate header and trailer labels from the data records by a tape mark;
6. Write header and trailers in the same recording density as data records;
7. Record magnetic tapes or tape cartridges in Extended Binary Coded Decimal Inter-change Code (EBCDIC) or in 8-bit American Standard Code for Information Interchange (ASCII). Character sets other than those indicated will not be accepted;
8. Create records on tape fixed block. Block size should be a multiple of the Record Length. Tapes written variable blocked with record descriptor words are not acceptable and will be returned for correction. The blocking factor is to be consistent throughout the tape report. A short block (less than the standard tape-blocking factor) is acceptable at the end of the tape file only;
9. Complete Form UCB-7822, Magnetic Media - Transmitter Report.

File Content: Each file must be in one of the three accepted wage reporting formats, which includes your 10 digit UI account number, quarter/year, Social Security numbers, first and last names and gross wages.

Multiple Files: Authorized representatives reporting wage information for multiple employers should report all information on the same tape as opposed to separate tapes for each employer. Each tape must consist of a single file containing all records for each employer(s) under the correct UI Account Number, with no intervening tape marks.

Corrections to Information Submitted on Tape: Replacement tapes will be accepted to correct wage information previously reported. Clearly label both your tape and transmitter report as replacement data. If only a few adjustments are necessary, please do not send a replacement tape, but instead prepare a Wage Adjustment Report, Form UCT-7878. (See Part 8 for more information about Correcting Information Previously Reported.)  (This form is an Adobe Acrobat Document. To view or print the Magnetic Media Transmitter Report, you must have Adobe Acrobat Reader installed on your PC. Acrobat Reader can be downloaded free from www.adobe.com)

Do not mail your Tax payment with your magnetic media report.

Example of UCB-7822 Magnetic Media Transmitter Report

Diskette:

Disk Formats: We can process floppy disks in the following formats:

IBM PC-DOS or MS-DOS compatible:
3 1/2 inch floppy 720k or 1.44 MB

While we cannot currently process Apple and other non-MS-DOS diskettes, any type of computer may utilize our bulletin board system to transmit files via modem.

Disk Files: One or more wage report files may be submitted on a diskette. Do not use subdirectories. Please submit ASCII TEXT files only. Spreadsheet and database files must be converted to text files prior to submission.

File Names:  Please use the first 6 digits of your UI account number or an abbreviation of your company name.

Samples: 1234560007 or ABFOODS

File Content: Each file must be in one of the documented wage reporting formats, which include your 10 digit UI account number, quarter/year, Social Security numbers, first and last names and gross wages.

Each file may contain wage reports for one or more UI account numbers with data for each account grouped together. Files with unrecognized data will not be processed.

You may consider using the public domain archive programs ARC, PKARC or PKZIP, which produce a compressed file. If using Arc or PKZIP please include the suffix .ARC or .ZIP on your file name.

Diskette Label: Each Diskette should be labeled with: Employer Name, Quarter/Year, Contact Person & Phone Number, Employer Mailing Address, UI Account Number, and Number of Employee Records.

Sample:

Mailing: Send all wage reporting diskettes to:

DWD - UI Wage Record
P. O. Box 7962
Madison, WI 53707

Do not mail your contribution report and payment with your magnetic media wage report.

You can file your quarterly Contribution Tax Report UCT 101 via the Internet http://uiqtwrs.wisconsin.gov and make your payment via Electronic Funds Transfer (EFT) by calling 608-261-6700.

CORRECTIONS TO INFORMATION SUBMITTED ON DISKETTE OR CD's: Replacement Diskettes will be accepted to correct wage information previously reported. Clearly label your diskette as replacement data. If only a few adjustments are necessary, please do not send a replacement diskette, but instead prepare a Wage Adjustment Report, Form UCT-7878. (See Part 8 for more information about Correcting Information Previously Reported.) (This form is an Adobe Acrobat Document. To view or print the Magnetic Media Transmitter Report, you must have Adobe Acrobat Reader installed on your PC. Acrobat Reader can be downloaded free from www.adobe.com)

QUESTIONS REGARDING DISKETTE:
Phone: 608-266-0528
E-mail: wagenet@dwd.wisconsin.gov

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Content Contact:  wagenet@dwd.wisconsin.gov

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