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File Specifications

Excel saved as a .CSV (Comma Delimited)

The Department of Workforce Development will provide an Excel template that matches the following requirements. To upload an Excel file in the new system, please follow the below requirements and save the file as a .CSV. To do so, click File > Save as > then select File Type "CSV" (comma delimited).

Cells Field Name Character Length Format Description
A1-P1 Column Headings   Text Labeled headings for each column, provided in DWD template.
A2-P2 Sample Row   Text and Numbers Sample display of formatted data for each column, provided in DWD template.
A3-End of A Row Type 1 Text H=header, N=nothing to report, S=wage
B3-End of B Reporting Period Quarter 1 Number The quarter to be filed. Ex: 1, 2, 3, or 4.
C3-End of C Reporting Period Year 4 Number The four (4) digit year to be filed.
D3-End of D State Unemployment Tax Account Number 6 Number Six (6) digit SUTA number. No dashes.
E3-End of E Federal Employer Identification Number 9 Number Nine (9) digit FEIN. No dashes.
F3-End of F Social Security Number or Individual Taxpayer Identification Number 9 Number Employee's SSN. No dashes.
G3-End of G Last Name 20 Text and Special Characters Employees full last name. Dashes (-) and apostrophes (') allowed.
H3-End of H First Name 20 Text and Special Characters Employee's full first name. Dashes (-) and apostrophes (') allowed.
I3-End of I Middle Initial 1 Text Employee's middle initial.
J3-End of J Start Date 10 Number and Special Characters Employee's start date. Should be formatted with forward slashes. Ex: MM/DD/YYYY
K3-End of K Standard Occupational Classification Code 6 Number Employee's Standard Occupation Classification (SOC) code.
L3-End of L Zip Code of Primary Work Location 5 Number Zip code of the primary location where the employee performed work.
M3-End of M Full Time/Part Time/Seasonal 2 Text and Number Employee's status as full time, part time, or seasonal. Full time and part time designated as FT and PT, respectively. Seasonal status designated with two (2) digit seasonal code.
N3-End of N Gross Wages 1 Text and Special Character Employee's gross wages. Denote cents with a period (.). No dollar sign.
O3-End of O Employed 12th day of Month One 1 Text If employee worked during the pay period including the 12th day of the month, enter "Y." If not, enter "N."
P3-End of P Employed 12th day of Month Two 1 Text If employee worked during the pay period including the 12th day of the month, enter "Y." If not, enter "N."
Q3-End of Q Employed 12th day of Month Three 1 Text If employee worked during the pay period including the 12th day of the month, enter "Y." If not, enter "N."

 

Updated ICESA .TXT File

The Department of Workforce Development will accept an updated ICESA space delimited .txt file. The new requirements are reflected below. In the new system, you will only be required to submit E and S records on the ICESA file.

E Record Format

  Field Name Location Length Comments
E1 Record Identifier 1-1 1 Value = E
E2 Payment Year 2-5 4 Numeric CCYY
E3 FEIN 6-14 9 Numeric
E4 Fill 15-23 9 Spaces
E5 Employer Name 24-73 50 The Employer matching the FEIN and Indiana SUTA number in this E record
E6 Employer Street Address 74-113 40
E7 Employer City 114-138 25
E8 Employer State 139-140 2
E9 Fill 141-148 8
E10 Zip Code Extension 149-153 5
E11 Zip Code 154-158 5
E12-E17 Fill 159-172 14 Spaces
E18 Indiana SUTA Number 173-187 15 6 Numeric + 1 Alpha or Space + 8 Spaces
E19 Reporting Period 188-189 2 Numeric 1Q=03, 2Q=06, 3Q=09, 4Q=12
E20 Fill 190-275 86 Spaces

S Record Format

  Field Name Location Character Length Comments
S1 Record Identifier 1-1 1 Value = S
S2 Social Security Number OR Individual Taxpayer Identification Number 2-10 9 Numeric
S3 Employee Last Name 11-30 20

Full Last Name
Accepts the following special characters: Dash (-), Apostrophe (')

S4 Employee First Name 31-42 12

Full First Name
Accepts the following special characters: Dash (-), Apostrophe (')

S5 Employee Middle Initial 43-43 1 Middle Initial or Space
S6 State Code 44-45 2 Value = 18
S7 Employee Start Date 46-53 8 Numeric MMDDYYYY
S8 Zip Code of Primary Work Location 54-58 5 Numeric
S9 Fill 59-63 5 Spaces
S10 Gross Wages 64-77 14

Numeric
Can be zero
Leading zeros filled
Two (2) decimal positions implied

S11-S12 Fill 78-105 28 0 filled. Other digits or spaces in the 28 characters will be ignored.
S13 Standard Occupation Classification Code 106-111 6 Numeric
S14-S18 Fill 112-146 35 Spaces
S19 Indiana SUTA Number 147-152 6 Six (6) digit numeric account number (can begin with 0)
S20-S22 Fill 153-204 52 Spaces. Other digits or spaces in the 52 characters will be ignored.
S23 Full Time/Part Time/Seasonal 205-206 2

Full time designated FT
Part time designated PT
Seasonal must be two (2) digits and numeric

S24-S28 Fill 207-211 5 Spaces
S29 Month 1 Employment 212 1 If employee worked during period of 12th day of the month = Y. If not = N.
S30 Month 2 Employment 213 1 If employee worked during period of 12th day of the month = Y. If not = N.
S31 Month 3 Employment 214 1 If employee worked during period of 12th day of the month = Y. If not = N.
S32 Reporting Quarter and Year 215-220 6 Numeric 1Q=03, 2Q=06, 3Q=09, 4Q=12 + 4 digit year (YYYY)
S33 Fill 221-275 55 Spaces

 

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