Federal IRS/SSA Diskette Format - Alternative 3

Example of Federal IRS/SSA Diskette Format

This is a modified Federal IRS/SSA Diskette format. There are four types: 'E' employer records '1' and '2', and 'W' Employee Wage records '1' and '2'.

Note: Wages reported to IRS/SSA are different from Wisconsin UI total Gross Wages.

Code 1E and 2E - Employer Records

These records identify the employer whose employee wage and tax information is being reported. Each Code 1E record must be followed directly by a Code 2E record.

Generate a new set of Code 1E/2E records each time it is necessary to change the information in any field on these records. Following each set of Code 1E/2E records, group together all the employee records for the employer identified in the set of Code 1E/2E records.

1E - RECORD
LOCATION FIELD LENGTH DESCRIPTION & REMARKS

01

Record Sequence

1

A Constant '1'

02

Record Identifier

1

A Constant 'E'

03-06

Payment Period*

4

The payment period reported as quarter and year. Quarter is specified as 01, 02, 03 or 04 and year is specified as two digits, as 00 for 2000.

07-15

FEIN

9

Enter 9-digit Federal Employer ID No.

16-128

Filler

113

Space-fill characters 16 - 128, and place carriage return in position 129.


2E - RECORD
LOCATION FIELD LENGTH DESCRIPTION & REMARKS

01

Record Sequence

1

A Constant '2'

02

Record Identifier

1

A Constant 'E'

03-47

Filler

45

Not used by Wisconsin Wage Record.

48

Name Code

1

Enter 'S' if surname appears first in the name field. Enter 'F' if first name appears first in the name field.

49-56

Filler

8

Not used by Wisconsin Wage Record.

57-66

Employer UI
Account Number

10

Enter your 10 digit UI Account number. Example: If your account number is 123456-000-7 enter 1234560007.

67-128

Filler

62

Space-fill characters 67 - 128, and place carriage return in position 129.

* These fields are not in standard with IRS specifications.

Code 1W and 2W - Employee Wage Records

These records are used to report wage data for the employees of the employer identified in the most recent set of Code 1E/2E records.

Employee (Code 1W/2W) records should be grouped together to follow the appropriate employer (Code 1E/2E). The sets of employee records may appear in any desired sequence within a group, but each Code 1W record must be followed directly by a Code 2W record for the same employee.

The format of the employee name on the Code 1W record must correspond to the Name Code in position 48 of the related Code 2E record.

Use first and last names only, do not use middle initials or middle names.

1W - RECORD
LOCATION FIELD LENGTH DESCRIPTION & REMARKS

01

Record Sequence

1

A Constant '1'

02

Record Identifier

1

A Constant 'W'

03-11

Social Security Number

9

If not available, zero fill.

12-38

Employee's Name

27

Left justify and fill with blanks.

39-128

Filler

90

Space-fill characters 39 - 128, and place carriage return in position 129.


2W - RECORD
LOCATION FIELD LENGTH DESCRIPTION & REMARKS

01

Record Sequence

1

A Constant '2'

02

Record Identifier

1

A Constant 'W'

03-18

Filler

16

Not used by Wisconsin Wage Record.

19-27

Employee Quarterly UI Total Gross Wages*

9

Wages paid in the quarter to the person identified on the first half of this 'W' record. Right justify and zero fill. Do not use commas, decimal points or dollar signs. (ex: if wages are $6425.50 position 19-27 should contain 000642550).

28-128

Filler

101

Space-fill characters 28 - 128, and place carriage return in position 129.

*These Fields are not in standard with IRS specifications.

Note that each line in the file is a 128 byte record, terminated by a carriage return.  Files may be rejected if carriage returns are not placed in the correct position within the file.