Electronic File Transfer and Magnetic Media Reporting Specifications (MODES-INF-368)

Contents

 

Introduction

Quarterly Contribution and Wage Report

The Missouri Employment Security law requires each liable employer to file a Quarterly Contribution and Wage (CW) Report. The report must show the worker’s name, Social Security Number (SSN) and the amount of wages paid during a calendar quarter.

An employer may report on the Internet by completing a report or by electronically submitting a file. An employer also may magnetically report the wage data.

The Division of Employment Security (DES) promotes the reporting of quarterly CW data on the Internet, or on magnetic media. This is a practical, accurate, and convenient form of reporting quarterly wage data.

Internet and magnetic reporting eliminates unnecessary clerical errors and creates more consistent state records.

Regulation-Required Magnetic or Internet Reporting

The Missouri Revised Statutes (RSMo) (Section 288.130) related to quarterly reporting of wage data was amended effective August 28, 2019.

Section 288.130.2 RSMo, specifically, provides that, “All employers with fifty or more workers shall report quarterly wage information due pursuant to section 288.090 to the division in an electronic format prescribed by the division. However, for good cause shown, the director may permit an employer with fifty or more workers to report quarterly information on a paper form approved by the division.”

Media Accepted

A CD will be accepted for magnetic media reporting. Only one quarter should be saved to CD. If necessary, multiple files may be submitted.

File Formats

The ICESA (Interstate Conference of Employment Security Agencies) format allows an employer to file the CW data. (ICESA is now known as the National Association of State Workforce Agencies.) Most states accept the ICESA format for unemployment insurance (UI) tax reporting.

The Social Security Administration (SSA) format, also known as the Federal or EWF2 format (formerly known as MMREF format) allows an employer to supply information to more than one state or federal agency using the same format.

The Missouri and spreadsheet format allows an employer to supply wage information. These formats may not be accepted in other states.

Consolidated Files

Transmitters of UI information are urged to minimize the number of files they submit when reporting information for multiple employers or for multiple work sites of a single employer.

File Formats Accepted - Internet and Magnetic

The Missouri, Spreadsheet, Social Security, and ICESA “S” record formats are accepted from employers to electronically file the Quarterly CW Report wage data on the Internet or by Magnetic Media.

The ICESA format is accepted from payroll services to electronically file Quarterly CW Reports on the Internet. Payment must be made by Automated Clearing House (ACH) Debit or Credit.

Please contact the DES to test and register as a payroll service.

 

General Information

Test Media

All employers and payroll services interested in magnetically reporting wage data must submit a test CD prior to receiving permission to report magnetically. The test media verifies the file format is correct and the DES can read the data files. In addition, the test media verifies wages and the employer account number(s) is correct. Paper detail must be attached to quarterly reports until notified by the DES that the test media is approved. Test media cannot be submitted until a ten-digit employer account number is assigned.

The external label on the media should identify the information as, “For Test Purposes Only.” It also should contain the file name, employer account number, employer name, quarter and year, and the logical record length of the test.

The test must be accompanied by a letter that provides the name, telephone number of a contact person, email, and address.

The test media will be edited to determine if it meets DES specifications. If not, DES will contact the submitter and inform of needed corrections.

If the test media meets DES specifications, the employer or payroll service will be granted permission to magnetically report the quarterly wage data. DES will contact submitter to inform of approval and once approved for magnetic reporting, the media must be filed in the format tested.

Test media is not required for Internet reporting.

Payroll Services

  • Internet Filing – The ICESA format (pages 9-20) is accepted from payroll services to electronically file the Quarterly CW Report on the Internet. Contributions must be paid by ACH Debit or Credit. Please contact the DES to register. Submission of a test file is required.
  • Magnetic Filing – The DES allows payroll services to submit Quarterly CW Reports and magnetically report wage data for their clients. Wage data for multiple clients may be submitted on one CD. Test media is required before reporting the clients’ wage data.

A form MODES-4, “Missouri Quarterly Contribution and Wage Report,” is required for each client. In addition, a separate check for each client must be issued to pay the contributions due on each report.

A listing of all clients reported by the payroll service must be submitted with the batched reports and the magnetic media.

If the payroll service does not submit the Quarterly CW Reports on or before the due date, the employers are responsible for any applicable interest or penalties resulting from late filing.

A payroll service may request the experience rates and federal assessment for its clients. (See specifications on pages 34-35.)

Social Security Administration (SSA)/Federal/EFW2 Format Specifications

Using the SSA publication on magnetic media reporting (EFW2) as a guideline, the DES will accept a code “RS” record for reporting wage information. See pages 29-31.

Required Reports

  • Form MODES-4, “Missouri Quarterly Contribution and Wage Report” – Employers submitting wage data by magnetic media must continue to file a completed form MODES-4. Items “1” through “15” should be completed on the form.
  • Form MODES-4260, “Transmittal of Quarterly Wages Reported on Magnetic Media” – Employers submitting wage data by magnetic media must submit a completed form MODES-4260. This alleviates any delays in the processing of the magnetic media.
  • Form BLS-3020, “Multiple Worksite Report” – If applicable, a multiple worksite report may be returned in the package with the magnetic media. For a “Multiple Worksite Report,” call 573-751-9637 or 573-751-3598.

Shipping Instructions

Employers and payroll services are responsible for the proper labeling, packaging, and shipping of all media sent to the DES.

Quarterly CW Reports filed magnetically are due the same date as reports filed by paper. Media and Quarterly CW Report forms must be submitted on or before the due date. The reporting due dates are:

Quarter Due
First (Jan., Feb., and March) April 30
Second (April, May, and June) July 31
Third (July, August, and Sept.) October 31
Fourth (Oct., Nov., and Dec.) January 31
 

The package submitted to the DES must include the following:

  • The magnetic media with a properly affixed external label.
  • A completed form MODES-4260, “Transmittal of Quarterly Wages Reported on Magnetic Media.”
  • A completed form MODES-4, “Missouri Quarterly Contribution and Wage Report.” Remittance for any taxes due, if any.

The materials must be packaged adequately to assure safe mailing and be identified as “Magnetic Media”. Specially-sized boxes for magnetic media are available commercially. The package should be addressed to:

Employer Accounts Unit
Division of Employment Security
421 East Dunklin Street
P.O. Box 59
Jefferson City, MO 65104-0059

(It is recommended that transmitters retain a backup of their magnetic media file.) Media will be destroyed by the DES after processing.

Incorrect Media

The DES will contact the employer or payroll service for correction and resubmittal if it cannot process the media due to formatting or coding errors. An explanation of why it cannot be processed will be furnished.

Corrected media must be returned to the DES within 10 working days after the date of contact from the DES.

If the media cannot be corrected within 10 working days, an explanation must be submitted to the DES.

Corrections

All adjustments or corrections to wage data previously reported on magnetic media must be made on form MODES-4A, “Contribution and Wage Adjustment Report,” or on the Internet (uinteract.labor.mo.gov). Do not include negative or credit amounts on media.

If the entire wage data previously submitted is in error, corrected media may be submitted. If that is the case and upon prior approval from the DES, corrected media will be accepted to replace the incorrectly reported data. If the corrected media changes the summary total amounts on the contribution report, an adjustment must be completed.

When the corrections involve only the reporting of additional wages, magnetic media may be submitted upon prior approval from the DES. If the additional wage amounts change the summary totals on the contribution report, form MODES-4A, “Contribution and Wage Adjustment Report,” must be completed.

Adjustment forms are available on the Internet at labor.mo.gov/media/pdf/4A-AI, by calling 573-751-1995, or mailing the request to:

Employer Accounts Unit 
Division of Employment Security 
P.O. Box 59
Jefferson City, MO 65104-0059

For Additional Information

General Information:

Division of Employment Security
421 East Dunklin Street
P.O. Box 59
Jefferson City, MO 65104-0059
573-751-1995,
option 2 Fax: 573-751-7918

Email: MagneticReporting@labor.mo.gov

 

Sample Forms

Adjustments may be submitted online at uinteract.labor.mo.gov by registering with the password printed on the quarterly report.

 

Federal Information Processing Standards (FIPS 5-2) Postal Abbreviations and Numeric Codes

State Abbreviation Numeric Code
Alabama AL 01
Alaska AK 02
Arizona AZ 04
Arkansas AR 05
California CA 06
Colorado CO 08
Connecticut CT 09
Delaware DE 10
District of Columbia DC 11
Florida FL 12
Georgia GA 13
Hawaii HI 15
Idaho ID 16
Illinois IL 17
Indiana IN 18
Iowa IA 19
Kansas KS 20
Kentucky KY 21
Louisiana LA 22
Maine ME 23
Maryland MD 24
Massachusetts MA 25
Michigan MI 26
Minnesota MN 27
Mississippi MS 28
Missouri MO 29
Montana MT 30
Nebraska NE 31
Nevada NV 32
New Hampshire NH 33
New Jersey NJ 34
New Mexico NM 35
New York NY 36
North Carolina NC 37 
North Dakota ND 38
Ohio OH 39
Oklahoma OK 40
Oregon OR 41
Pennsylvania PA 42
Rhode Island RI 44
South Carolina SC 45
South Dakota SD 46
Tennessee TN 47
Texas TX 48
Utah UT 49
Vermont VT 50
Virginia VA 51
Washington WA 53
West Virginia WV 54
Wisconsin WI 55
Wyoming WY 56

 

Territories & Possessions Abbreviation
American Samoa AS
Guam GU
Puerto Rico PR
Virgin Islands VI
Northern Mariana Islands MP

 

Military Post Offices (APO & FPO) Abbreviation
Canada, Europe, Africa, and the Middle East AE
Central America and South America AA
Alaska and the Pacific AP
Contingency Operations AC

ICESA Format

Interstate Conference of Employment Security Agencies, Inc.

444 North Capitol Street, NW, Suite 142
Washington, DC 20001-1512

Uniform Format for Quarterly Wage Reporting

By using the ICESA format, an employer can create one file to report quarterly wage records and send copies to all states that choose to accept the format. Each state will be able to pull from the media the required information related to employment in that state.

Data Record Descriptions

Transmitter Record: Code A

  • Identifies the organization submitting the file.
  • Must be the first data record on media.

Authorization Record: Code B

  • Identifies the type of equipment used to generate the file.
  • Must be the second data record on media.
  • Contains the address to which the DES can send correspondence if unable to process media. Address entries should be specific enough to ensure proper delivery.

Employer Record: Code E

  • Identifies the employer whose employee wage and tax information is being reported.
  • Generated each time it is necessary to change the information in any field on this record.

Employee Record: Code S

  • Used to report wage and tax data for an employee.
  • Follows its related Code E record; or follows an associated Code S record which in turn follows a related Code E record.
  • Not generated if only blanks would be entered after the record identifier.

Name Formats on the Code S Record

  • The employee name must agree with the spelling of the name on the individual’s social security card.
  • Parts of a compound surname must be connected by a hyphen.
  • Single-letter prefixes (e.g., “O”, “D”) must not be separated from the rest of the surname by a blank, but should be connected by an apostrophe.
  • Punctuation may be used when appropriate.
  • Lower case letters are not acceptable on magnetic media files.
  • Do not include any titles in the name.

Money Amounts

  • All money fields are strictly numeric and must include dollars and cents with the decimal point assumed.
  • Do not use punctuation in money fields.
  • Negative (credit) money amounts are not allowed.
  • Right justify and zero fill all money fields.
  • Enter zeros in a money field that is not applicable.

Total Record: Code T

  • Contains the totals for all Code S records reported since the last Code E record.
  • Generated for each Code E record.
  • See the Employee Wage Record (Code S) description for information about reporting money amounts.

Final Record: Code F

  • Indicates the end of the file and must be the last data record.
  • Appears only once on each file, after the last Code T record.
  • See the Employee Wage Record (Code S) description for information about reporting money amounts.

Technical Specifications – ICESA Y2K Format

INTERNET ELECTRONIC FILE TRANSFER

This format is used by payroll services and bulk filers to report on the Internet. Payment by ACH Debit or Credit is required. The Electronic File Specifications and Record Layout for Payment using ACH Credit with TXP Addendum can found at labor.mo.gov/media/pdf/4799-AI.

Record Length
275 bytes/characters + one character for carriage return and one character for line feed.

Record Specifications – ICESA Y2K Format

PAYROLL SERVICE AND BULK FILER – INTERNET ELECTRONIC FILE TRANSFER

Some locations/fields are state specific and will be defined by those states as required. Individual states should be contacted for specific information.

Data Types:

  • A/N - Alphanumeric; left justified and blank filled
  • N - Numeric; right justified, zero filled, do not include decimal in fields containing dollars and cents

 

Record Name: A Record – Transmitter Record

Record Length: 275 Characters

Location Field Length Description and Remarks
1 Record Identifier 1 Constant A
2-5 Year 4 Enter year for which this report is being prepared.
6-14 Transmitter’s Federal EIN 9 Transmitter’s Federal Employer Identification Number (FEIN) Enter only numeric characters. Omit hyphens, prefixes, and suffixes.
15-18 Taxing Entity Code 4 Constant UTAX.
19-23 Blank 5 Enter blanks.
24-73 Transmitter Name 50 Enter the name of the organization submitting the file.
74-113 Transmitter Street Address 40 Enter the street address of the organization submitting the file.
114-138 Transmitter City 25 Enter the city of the organization submitting the file.
139-140 Transmitter State 2 Enter the standard two character FIPS postal abbreviation. See page 8.
141-153 Blank 13 Enter blanks.
154-158 Transmitter ZIP Code 5 Enter a valid ZIP code.
159-163 Transmitter ZIP Code Extension 5 Use this field as necessary for the four-digit extension of the ZIP code. Include hyphen in position 159. If unknown, fill with blanks.
164-193 Transmitter Contact 30 Title of individual from transmitter organization, who is responsible for the accuracy and completeness of the wage report.
194-203 Transmitter Contact Telephone Number 10 Telephone number at which the transmitter contact can be telephoned.
204-207 Telephone Extension/Box 4 Enter transmitter telephone extension or message box.
208-213 Media Transmitter/ Authorization Number 6 Identifier assigned to the entity transmitting the file. Enter the first six digits of the Missouri employer account number. If you are a payroll service or bulk filer, the transmitter code default is 999999.
214 C-3 Data 1 State requiring this data will define. If not required, enter blanks.
215-219 Suffix Code 5 State requiring this data will define. If not required, enter blanks.
220 Allocation Lists 1 States requiring this data will define. If not required, enter blanks.
221-229 Service Agent ID 9 States requiring this data will define. If not required, enter blanks.
230-242 Total Remittance Amounts 13 Total amount of payment submitted. The amount entered must be the exact amount of the total of the payment(s) submitted. This field must be numeric, right justified, and zero filled. (Zeros must be used, do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
243-250 Media Creation Date 8 Enter date: MMDDYYYY.
251-275 Blank 25 Enter blanks.

 

Record Name: B Record – Authorization Record 

Record Length: 275 Characters

Location Field Length Description and Remarks
1 Record Identifier 1 Constant B.
2-5 Payment Year 4 Enter the year for which this report is being prepared.
6-14 Transmitter’s Federal EIN 9 Enter only numeric characters. Omit hyphens, prefixes, and suffixes.
15-22 Computer 8 Enter the manufacturer’s name.
23-24 Internal Label 2 Enter blanks.
25 Blank 1 Enter blank.
26-27 Density 2 Enter blanks.
28-30 Recording Code (Character Set) 3 Enter blanks.
31-32 Number of Tracks 2 Enter blanks.
33-34 Blocking Factor 2 Enter blanks.
35-38 Taxing Entity Code 4 Constant UTAX.
39-146 Blank 108 Enter blanks.
147-190 Organization Name 44 The name of the organization to which the media should be returned.
191-225 Street Address 35 The street address of the organization to which the media should be returned.
226-245 City 20 The city of the organization to which the media should be returned.
246-247 State 2 Enter the standard two character FIPS postal abbreviation. See page 8.
248-252 Blank 5 Enter blanks.
253-257 ZIP Code 5 Enter a valid ZIP code.
258-262 ZIP Code Extension 5 Enter four-digit extension of ZIP code, being sure to include the hyphen in position 258. If not applicable, enter blanks.
263-275 Blank 13 Enter blanks.

 

Record Name: E Record – Employer Record 

Record Length: 275 Characters

Location Field Length Description and Remarks
1 Record Identifier 1 Constant E.
2-5 Payment Year 4 Enter the year for which the report is being prepared.
6-14 Federal EIN 9 Enter only numeric characters. Omit hyphens, prefixes, and suffixes.
15-23 Blank 9 Enter blanks.
24-73 Employer Name 50 The first 50 positions of the employer’s name, exactly as the employer is registered with the state UI agency.
74-113 Employer Street Address 40 The street address of the employer.
114-138 Employer City 25 The city of employer’s mailing address.
139-140 Employer State 2 Enter the standard two character FIPS postal abbreviation of the employer’s address. See page 8.
141-148 Blank 8 Enter blanks.
149-153 ZIP Code 5 Enter a valid ZIP code.
154-158 ZIP Code Extension 5 Enter four-digit extension of ZIP code, being sure to include the hyphen in position 154. If unknown, enter blanks.
159 Blank 1 Enter blank.
160 Type of Employment 1 Enter the appropriate code: A – Agriculture H – Household M – Military Q – Medicare Qualified Government Emp X – Railroad R – Regular (all others)
161-162 Block Factor 2 Enter blanks.
163-166 Establishment Number or Coverage Group/PRU 4 Enter either the establishment number or the coverage group/PRU. Otherwise, enter blanks.
167-170 Taxing Entity Code 4 Constant UTAX.
171-172 State Identifier Code 2 Enter the state FIPS postal numeric code for the state to which wages are being reported. See page 8. (29 for Missouri.)
173-187 State Unemployment Insurance Account Number 15

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. Do not include wages unless a 10-digit account number is assigned. FEIN and ‘applied for’ accounts are not accepted. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number, followed by zeros, blanks or spaces. Omit hyphens.
188-189 Reporting Period 2 Enter the last month of the calendar quarter to which the report applies. 03 – First quarter 06 – Second quarter 09 – Third quarter 12 – Fourth quarter
190 No Workers/No Wages 1

0 – Indicates that the E record will not be followed by S, employee records.

1 – Indicates that the E record will be followed by S, employee records.
191 Tax Type Code 1 States requiring this data will define. If not required, enter blank.
192-196 Taxing Entity Code 5 States requiring this data will define. If not required, enter blanks.
197-203 State Control Number 7 States requiring this data will define. If not required, enter blanks.
204-208 Unit Number 5 States requiring this data will define. If not required, enter blanks.
209-238 Employer Contact 30 Name of individual in the employer organization the DES may contact. (Not payroll service or transmitter shown in A Record.)
239-248 Employer Contact Telephone Number 10 Enter telephone number of the employer contact.
249-252 Employer Contact Telephone Extension 4 Enter employer contact telephone extension.
253-255 Blanks 3  
256 Foreign Indicator 1 If data in positions 74-158 is for a foreign address, enter the letter X. If data is not foreign, enter a blank.
257 Blank 1 Enter blank.
258-266 Other EIN 9 Enter blanks if no other EIN was used.
267-275 Payroll Service Code 9 Enter payroll service code if applicable. If not applicable, enter blanks.

 

Record Name: S Record – Employee Record 

Record Length: 275 Characters

Location Field Length Description and Remarks
1 Record Identifier 1 Constant S.
2-10 Social Security Number 9

Employee SSN. If not known, enter zeros in position 2-10.

Example: 0000000000
11-30 Employee Last Name 20 Enter employee last name. Left justify and fill with blanks.
31-42 Employee First Name 12 Enter employee first name. Left justify and fill with blanks.
43 Employee Middle Initial 1 Enter employee middle initial. If no middle initial, enter blank.
44-45 State Code 2 Enter the state FIPS postal numeric code for the state to which wages are being reported. See page 8. (e.g., ‘29’ for Missouri).
46-49 Blank 4 Enter blanks.
50-63 State QTR Total Gross Wages 14 Enter quarterly wages subject to all taxes. Include all tip income. If not required, enter zeros.
64-77 State QTR Unemployment Insurance Total Wages 14 Total wages for a worker are gross wages before deductions except federally allowed cafeteria deductions. Total wages paid to a worker include the reasonable cash value of in-kind remuneration. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. Do not report an employee with zero earnings or negative earnings.
78-91 State QTR Unemployment Insurance Excess Wages 14 Quarterly wages in excess of the state UI taxable wage base. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
92-105 State QTR Unemployment Insurance Taxable Wages 14 State QTR UI total wages less state QTR UI excess wages. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
106-120 Quarterly State Disability Insurance Taxable Wages 15 States requiring this data will define. If not required, enter zeros.
121-129 Quarterly Tip Wages 9 Include all tip income. If not required, enter zeros.
130-131 Number of Weeks Worked 2 The number of weeks worked in the reporting period. If not required, enter zeros.
132-134 Number of Hours Worked 3 The number of hours worked in the reporting period. If not required, enter zeros.
135-142 Blank 8 Enter blanks.
143-146 Taxing Entity Code 4 Constant UTAX.
147-161 State Unemployment Insurance Account Number 15

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. Do not include wages unless a 10-digit account number is assigned. FEIN and ‘applied for’ accounts are not accepted. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number, followed by zeros, blanks or spaces. Omit hyphens.
162-165 Worksite Code 4 Positions 162-165 are reserved for codes provided by the Missouri Department of Economic Development, Labor Market Information Section. This will be an assigned worksite number for each specific location. Default value is 0000.
166-176 Worksite Description 11 Positions 166-176 are for employer use. The employer may use this to identify its worksites, or provide store, plant, etc., number.
177-190 State Taxable Wages 14 Enter wages subject to state income tax. If not required, enter zeros.
191-204 State Income Tax Withheld 14 Enter state income tax withheld. If not required, enter zeros.
205-206 Seasonal Indicator 2 States requiring this data will define. If not required, enter blanks.
207 Employer Health Insurance Code 1 States requiring this data will define. If not required, enter blank.
208 Employee Health Insurance Code 1 States requiring this data will define. If not required, enter blank.
209 Probationary Code 1 If the worker was employed on a TEST or TRIAL basis and was employed no longer than 28 consecutive calendar days, the value of this code should equal 1. When this code is present, there also must be a separation date. (Location 227-232.) Lack of one nullifies this code. If the worker is not probationary, this code is zero.
210 Officer Code 1 For employees who are officers of the corporation, enter 1. Default value is 0.
211 Wage Plan Code 1 States requiring this data will define. If not required, enter blank.
212 Month 1 Employment 1

Enter 1 if full or part-time employee covered by UI worked during or received pay for the pay period including the twelfth day of the first month of the reporting period.

Enter 0 if employee covered by UI did not work and received no pay for the pay period including the twelfth day of the first month of the reporting period.

135-142 Blank 8 Enter blanks.
143-146 Taxing Entity Code 4 Constant UTAX.
147-161 State Unemployment Insurance Account Number 15

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. Do not include wages unless a 10-digit account number is assigned. FEIN and ‘applied for’ accounts are not accepted. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number, followed by zeros, blanks or spaces. Omit hyphens.
162-165 Worksite Code 4 Positions 162-165 are reserved for codes provided by the Missouri Department of Economic Development, Labor Market Information Section. This will be an assigned worksite number for each specific location. Default value is 0000.
166-176 Worksite Description 11 Positions 166-176 are for employer use. The employer may use this to identify its worksites, or provide store, plant, etc., number.
177-190 State Taxable Wages 14 Enter wages subject to state income tax. If not required, enter zeros.
191-204 State Income Tax Withheld 14 Enter state income tax withheld. If not required, enter zeros.
205-206 Seasonal Indicator 2 States requiring this data will define. If not required, enter blanks.
207 Employer Health Insurance Code 1 States requiring this data will define. If not required, enter blank.
208 Employee Health Insurance Code 1 States requiring this data will define. If not required, enter blank.
209 Probationary Code 1 If the worker was employed on a TEST or TRIAL basis and was employed no longer than 28 consecutive calendar days, the value of this code should equal 1. When this code is present, there also must be a separation date. (Location 227-232.) Lack of one nullifies this code. If the worker is not probationary, this code is zero.
210 Officer Code 1 For employees who are officers of the corporation, enter 1. Default value is 0.
211 Wage Plan Code 1 States requiring this data will define. If not required, enter blank.
212 Month 1 Employment 1

Enter 1 if full or part-time employee covered by UI worked during or received pay for the pay period including the twelfth day of the first month of the reporting period.

Enter 0 if employee covered by UI did not work and received no pay for the pay period including the twelfth day of the first month of the reporting period.

213 Month 2 Employment 1

Enter 1 if full or part-time employee covered b y UI worked during or received pay for the pay period including the twelfth day of the second month of the reporting period.

Enter 0 if employee covered by UI did not work and received no pay for the pay period including the twelfth day of the second month of the reporting period.

214 Month 3 Employment 1

Enter 1 if full or part-time employee covered by UI worked during or received pay for the pay period including the twelfth day of the third month of the reporting period.

Enter 0 if employee covered by UI did not work and received no pay for the pay period including the twelfth day of the third month of the reporting period.

215-220 Reporting Quarter and Year 6

Enter the last month and year for the calendar quarter for which this report applies.

Example: 032011 for January-March of 2011
221-226 Date First Employed 6

Enter the month and year of the date first employed.

Example: 032011
227-232 Date of Separation 6

If this worker is probationary and has separated from your employment, enter this date as month and four-digit year.

Example: 032011

If the worker is not a probationary worker, enter zeros.

(Only enter a separation date if the worker is a probationary worker as defined in Location 209.)
233 Multi-State Indicator 1 Enter 1 if wages reported to the UI agency of another state during the calendar year. If not applicable, enter zero.
234-275 Blank 42 Enter blanks.

 

Record Name: T Record – Total Record 

Record Length: 275 Characters

Location Field Length Description and Remarks
1 Record Identifier 1 Constant T.
2-8 Total Number of Employees 7 The total number of “S” records reported. The total number of “S” records since the last “E” record.
9-12 Taxing Entity Code 4 Constant UTAX.
13-26 State QTR Total Gross Wages for Employer 14 Quarterly gross wages subject to all taxes. Total of this field on all “S” records since the last “E” record. If not required, enter zeros.
27-40 State QTR Unemployment Insurance Total Wages for Employer 14 Quarterly gross wages subject to state UI tax. Include all tip income. Total of this field on all “S” records since the last “E” record. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed.
41-54 State QTR Unemployment Insurance Excess Wages for Employer 14 Quarterly wages in excess of the state UI taxable wage base. Total of this field on all “S” records since the last “E” record. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed.
55-68 State QTR Unemployment Insurance Taxable Wages for Employer 14 State UI total wages less quarterly state UI excess wages. Total of this field on all “S” records since the last “E” record. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed.
69-81 Quarterly Tip Wages for Employer 13 Enter all tip income. Total of this field on all “S” records since the last “E” record. If not required, enter zeros.
82-87 UI Tax Rate this Quarter 6 The employer’s UI tax rate for this reporting period. Decimal point following by five digits, e.g., 2.8% - .02800.
88-100 State QTR UI Taxes Due 13 UI taxes due. Quarterly state UI taxable wages times UI tax rate. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed.
101-111 Previous Quarter(s) Underpayments 11 Enter outstanding amounts due from previous quarters or from any enclosed adjustment forms. If not applicable, enter zeros.
112-122 Interest 11 Interest is charged for quarterly reports not filed by the due date. The monthly interest rate is shown on the CW Report. Multiply the interest rate by the contributions due. Enter interest charge amount. If not applicable, enter zeros.
123-133 Penalty 11 States requiring this data will define. If not required, enter zeros.
134-144 Credit/Overpayment 11 Enter outstanding credit amounts from previous quarters or from any enclosed adjustment forms. If not applicable, enter zeros.
145-148 Employer Assessment Rate 4 States requiring this data will define. If not required, enter blanks.
149-159 Employer Assessment Amount (Federal Assessment) 11 If applicable, the paper copy of the second quarter CW Report will show an amount due for federal assessment. This is your portion of the interest charges assessed to all employers because the Missouri UI Trust Fund received advances from the federal government to pay unemployment benefits. Enter your interest assessment amount. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
160-163 Employee Assessment Rate 4 States requiring this data will define. If not required, enter blanks.
164-174 Employee Assessment Amount 11 The field must be zero filled. Zeros must be used. Do not use blanks or spaces.
175-185 Total Payment Due 11 Balance due. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
186-198 Amount Remitted 13 Total amount of the payment submitted. The amount entered must be the exact amount of the payment(s) submitted for each account. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
199-212 Wages Subject to State Income Tax 14 States requiring this data will define. If not required, enter zeros.
213-226 State Income Tax Withheld 14 States requiring this data will define. If not required, enter zeros.
227-233 Month 1 Employment for Employer 7 Total number of full or part-time employees covered by UI who worked or received pay for the pay period including the twelfth day of the first month of the reporting period. Total of this field on all “S” records since the last “E” record. The field must be numeric, right justified, and zero filled.
234-240 Month 2 Employment for Employer 7 Total number of full or part-time employees covered by UI who worked or received pay for the pay period including the twelfth day of the second month of the reporting period. Total of this field on all “S” records since the last “E” record. The field must be numeric, right justified, and zero filled.
241-247 Month 3 Employment for Employer 7 Total number of full or part-time employees covered by UI who worked or received pay for the pay period including the twelfth day of the third month of the reporting period. Total of this field on all “S” records since the last “E” record. The field must be numeric, right justified, and zero filled.
248-250 County Code 3 States requiring this data will define. If not required, enter blanks.
251-257 Outside County Employees 7 States requiring this data will define. If not required, enter blanks.
258-267 Document Control Number 10 States requiring this data will define. If not required, enter blanks.
268-275 Blank 8 Enter blanks.

 

Record Name: F Record – Final Record 

Record Length: 275 Characters

Location Field Length Description and Remarks
1 Record Identifier 1 Constant F.
2-11 Total Number of Employees in File 10 Enter the total number of “S” records in the entire file.
12-21 Total Number of Employers in File 10 Enter the total number of “E” records in the entire file.
22-25 Taxing Entity Code 4 Constant UTAX.
26-40 Quarterly Total Gross Wages in File 15 Quarterly gross wages subject to all taxes. Total of this field for all “S” records in the file. If not required, enter zeros.
41-55 Quarterly State UI Gross/Total Wages in File 15 Quarterly gross wages subject to state UI tax. Include all tip income. Total of this field on all “S” records in the file. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed.
56-70 Quarterly State UI Excess Wages in File 15 Quarterly wages in excess of the state UI taxable wage base. Total of this field on all “S” records in the file. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed.
71-85 Quarterly State UI Taxable Wages in File 15 State UI gross wages less quarterly state UI excess wages. Total of this field on all “S” records in the file. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces). The decimal point is assumed.
86-100 Quarterly State Disability Insurance Taxable Wages in File 15 States requiring this data will define. If not required, enter zeros.
101-115 Quarterly Tip Wages in File 15 Enter all tip income. Total of this field on all “S” records in the file. If not required, enter zeros.
116-123 Month 1 Employment for Employers in File 8 Total number of full or part-time employees covered by UI who worked or received pay for the pay period including the twelfth day of the first month of the reporting period. Total of this field on all “S” records in the file.
124-131 Month 2 Employment for Employers in File 8 Total number of full or part-time employees covered by UI who worked or received pay for the pay period including the twelfth day of the second month of the reporting period. Total of this field on all “S” records in the file.
132-139 Month 3 Employment for Employers in File 8 Total number of full or part-time employees covered by UI who worked or received pay for the pay period including the twelfth day of the third month of the reporting period. Total of this field on all “S” records in the file.
140-275 Blank 136 Enter blanks.

 

ICESA “S” Record Format

Technical Specifications – ICESA Y2K

INTERNET ELECTRONIC FILE TRANSFER AND MAGNETIC MEDIA REPORTING

CD: CD

Record Length: 275 bytes/characters + one character for carriage return and one character for line feed

File Name: Anyname.txt

External Disk Label:

Field Description
File Type: .txt
Account Number(s): The 10-digit Missouri employer account number(s)
Employer Name(s): The employer name(s) as registered with the DES
Quarter & Year: The quarter and year being submitted
Format: Y2K
Records: ICESA “S” records only

Record Specifications – CD ICESA Y2K “S” Record Format

This format is available to employers filing on CD and the Internet. Payroll services and bulk filers reporting magnetically on CD also may use this format.

The ICESA “S” Record format is used to report quarterly wage data.

If uploading the file on the Internet, the MODES-4, “Missouri Quarterly Contribution and Wage Report” is not required.

If filing wage data on CD, the MODES-4, “Missouri Quarterly Contribution and Wage Report” must be mailed. Items 1-15 must be completed. The quarterly report and remittance should be packaged with the magnetic media.

 

Record Name: S Record – Employee 

Record Length: 275 Characters

Location Field Length Description and Remarks
1 Record Identifier 1 Constant S.
2-10 Social Security Number 9

Employee SSN. If not known, enter zeros in position 2-9 and 1 in position 10. If additional SSNs are unknown, enter 2 in position 10; 3 in position 10; 4 in position 10; etc. to give each worker a unique identifier.

Example: 0000000001, 0000000002, 0000000003
11-30 Employee Last Name 20 Enter employee’s last name. Left justify and fill with blanks.
31-42 Employee First Name 12 Enter employee’s first name. Left justify and fill with blanks.
43 Employee Middle Initial 1 Enter employee’s middle initial. If no middle initial, enter blank.
44-45 State Code 2 Enter the state FIPS postal numeric code for the state to which wages are being reported. See page 8. (29 for Missouri.)
46-49 Blank 4 Enter blanks.
50-63 State QTR Total Gross Wages 14 Enter quarterly wages subject to all taxes. Include all tip income. If not required, enter zeros.
64-77 State QTR Unemployment Insurance Total Wages 14 Total wages for a worker are gross wages before deductions except federally allowed cafeteria deductions. Total wages paid to a worker include the reasonable cash value of in-kind remuneration. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. Do not report a worker with zero earnings or negative earnings.
78-91 State QTR Unemployment Insurance Excess Wages 14 Quarterly wages in excess of the state UI taxable wage base. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
92-105 State QTR Unemployment Insurance Taxable Wages 14 State QTR UI total wages less state QTR UI excess wages. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. If not applicable, enter zeros.
106-120 Quarterly State Disability Insurance Taxable Wages 15 States reporting this data will define. If not required, enter zeros.
121-129 Quarterly Tip Wages 9 Include all tip income. If not required, enter zeros.
130-131 Number of Weeks Worked 2 The number of weeks worked in the reporting period. If not required, enter zeros.
132-134 Number of Hours Worked 3 The number of hours worked in the reporting period. If not required, enter zeros.
135-142 Blank 8 Enter blanks.
143-146 Taxing Entity Code 4 Constant UTAX.
147-161 State Unemployment Insurance Account Number 15

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. Do not include wages unless a 10-digit account number is assigned. FEIN and ‘applied for’ accounts are not accepted. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number followed by zeros, blanks or spaces. Omit hyphens.
162-165 Worksite Code 4 Positions 162-165 are reserved for codes provided by the Missouri Department of Economic Development, Labor Market Information Section. This will be an assigned worksite number for each specific location. Default value is 0000.
166-176 Worksite Description 11 Positions 166-176 are for employer use. The employer may use this to identify its worksites, or provide store, plant, etc., number.
177-190 State Taxable Wages 14 Enter wages subject to state income tax. If not required, enter zeros.
191-204 State Income Tax Withheld 14 Enter state income tax withheld. If not required, enter zeros.
205-206 Seasonal Indicator 2 States requiring this data will define. If not required, enter blanks.
207 Employer Health Insurance Code 1 States requiring this data will define. If not required, enter blanks.
208 Employee Health Insurance Code 1 States requiring this data will define. If not required, enter blanks.
209 Probationary Code 1 If the worker was employed on a TEST or TRIAL basis and was employed no longer than 28 consecutive calendar days, the value of this code should equal 1. When this code is present, there also must be a separation date. (Location 227-232.) Lack of one nullifies this code. If the worker is not probationary, this code is zero.
210 Officer Code 1 For employees who are officers of the corporation, enter 1. Default value is 0.
211 Wage Plan Code 1 States requiring this data will define. If not required, enter blank.
212 Month 1 Employment 1

Enter 1 if full or part-time employee covered by UI worked during or received pay for the pay period including the twelfth day of the first month of the reporting period.

Enter 0 if employee covered by UI did not work and received no pay for the pay period including the twelfth day of the first month of the reporting period.

213 Month 2 Employment 1

Enter 1 if full or part-time employee covered by UI worked during or received pay for the pay period including the twelfth day of the second month of the reporting period.

Enter 0 if employee covered by UI did not work and received no pay for the pay period including the twelfth day of the second month of the reporting period.

214 Month 3 Employment 1

Enter 1 if full or part-time employee covered by UI worked during or received pay for the pay period including the twelfth day of the third month of the reporting period.

Enter 0 if employee covered by UI did not work and received no pay for the pay period including the twelfth day of the third month of the reporting period.

215-220 Reporting Quarter and Year 6

Enter the last month and year for the calendar quarter for which this report applies.

Example: 032011 for January-March 2011
221-226 Date First Employed 6

Enter the month and year of the date first employed.

Example: 032011
227-232 Date of Separation 6

If this worker is probationary and has separated from your employment, enter this date as two-digit month, and four-digit year.

Example: 032011

If the worker is not a probationary worker, enter zeros.

(Only enter a separation date if the worker is a probationary worker as defined in Location 209.)
233 Multi-State Indicator 1 Enter 1 if wages reported to the UI agency of another state during the calendar year. Enter zero if not applicable.
234-275 Blank 42 Enter blanks.

 

Missouri Format

Technical Specifications – 72 Character Files

INTERNET ELECTRONIC FILE TRANSFER AND MAGNETIC MEDIA REPORTING

Record Length: 72 bytes/characters + one character for carriage return and one character for line feed

CD: CD

File Name: Anyname.dat

External Disk Label:

Field Description
File Type: .dat
Account Number(s): The 10-digit Missouri employer account number(s)
Employer Name(s): The employer name(s) as registered with the DES
Quarter & Year: The quarter and year being submitted
Logical Record Length: 72

Record Specifications – 72 Character Files

INTERNET ELECTRONIC FILE TRANSFER AND MAGNETIC MEDIA REPORTING

This format is available to employers filing on CD and the Internet. Payroll services and bulk filers reporting magnetically on CD also may use this format.

The Missouri Format is used to report quarterly wage data.

If uploading the file on the Internet, the MODES-4, “Missouri Quarterly Contribution and Wage Report” is not required.

If filing wage data on CD, the MODES-4, “Missouri Quarterly Contribution and Wage Report” must be mailed. Items 1-15 must be completed. The quarterly report and remittance should be packaged with the magnetic media.

EDITING

Record Name: Wage Record 

Length: 72 Characters

Location Field Length Description and Remarks
1 Identification Code 1 Value must equal 4 in order to assure proper processing.
2-10 Social Security Number 9

Employee SSN. If not known, enter zeros in position 2-0 and 1 in position 10. If additional SSNs are unknown, enter 2 in position 10; 3 in position 10; 4 in position 10; etc. to give each worker a unique identifier.

Example: 0000000001, 0000000002, 0000000003
11-25 State Unemployment Insurance Account Number 15

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. Do not include wages unless a 10-digit account number is assigned. FEIN and ‘applied for’ accounts are not accepted. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number followed by zeros, blanks or spaces. Omit hyphens.
26-28 Quarter/Year 3

Quarter and year for which these earnings apply.

Example: Earnings for the first quarter 2011 would be shown as 111.
29-37 First Name 9 Employee’s first name (as many as 9 characters) is left justified.
38-53 Last Name 16 Employee’s last name (as many as 16 characters) is left justified.
54-62 Earnings 9 Total wages for a worker are gross wages before deductions except federally allowed cafeteria deductions. Total wages paid to a worker includes the reasonable cash value of in-kind remuneration. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. Do not report an employee with zero earnings or negative earnings.
63 Probationary Code 1 If the worker was employed on a TEST or TRIAL basis and was employed no longer than 28 consecutive calendar days, the value of this code should equal 1. When this code is present, there also must be a separation date. Lack of one nullifies this code. If the worker is not probationary, this code is zero.
64-69 Separation Date 6

If this worker is a probationary worker and has separated from your employment, enter this date as month, day and two-digit year.

Example: 030111

If the worker is not a probationary worker, enter zeroes. (Only enter a separation date if the worker is a probationary worker as defined above in Field 63.)

70-72 Filler 3 Value is zeros.

 

SSA/Federal/EFW2 Format

Technical Specifications – 512 Character Files

INTERNET ELECTRONIC FILE TRANSFER AND MAGNETIC MEDIA REPORTING

CD

CD: CD

Record Length: 512 bytes/characters + one character for carriage return and one character for line feed

File Name: Anyname.dat

External Disk Label:

Field Description
File Type: .dat
Account Number(s): The 10-digit Missouri employer account number(s)
Employer Name(s): The employer name(s) as registered with the DES
Quarter & Year: The quarter and year being submitted
Logical Record Length: 512

Record Specifications – 512 Character Files

INTERNET ELECTRONIC FILE TRANSFER AND MAGNETIC MEDIA REPORTING

This format is available to employers filing on CD and the Internet. Payroll services and bulk filers using CD also may use this format.

The SSA/Federal/ERW2 Format is used to report quarterly wage data. The file should contain only the RS records.

If uploading the file on the Internet, the MODES-4, “Missouri Quarterly Contribution and Wage Report” is not required.

If filing wage data on CD, the MODES-4, “Missouri Quarterly Contribution and Wage Report” must be mailed. Items 1-15 must be completed. The quarterly report and remittance should be packaged with the magnetic media.

Record Name: Code RS – State Record 

Length: 512 Characters

Location Field Length Description and Remarks
1-2 Record Identifier 2 Constant ‘RS’
3-4 State code 2 Constant ‘29’
5-9 Taxing Entity Code 5 If not applicable, enter blanks.
10-18 Social Security Number 9

Employee SSN. If not known, enter zeros in position 10-17 and 1 in position 18. If additional SSNs are unknown, enter 2 in position 18; 3 in position 18; 4 in position 18; etc. to give each worker a unique identifier.

Example: 0000000001, 0000000002, 0000000003
19-33 Employee First Name 15 Enter the first name of the employee. Left justify and fill with blanks.
34-48 Employee Middle Name or Initial 15 If applicable, enter the employee’s middle name or initial. Left justify and fill with blanks.
49-68 Employee Last Name 20 Enter the last name of the employee. Left justify and fill with blanks.
69-72 Suffix 4 If applicable, enter an alphabetic suffix. Left justify and fill with blanks.
73-94 Location Address 22 Enter the location address for the employee name. Left justify and fill with blanks.
95-116 Delivery Address 22 Left justify and fill with blanks.
117-138 City 22 Enter the employee’s city. Left justify and fill with blanks.
139-140 State Abbreviation 2 Enter the postal abbreviation. For a foreign address, leave blank.
141-145 ZIP Code 5 Enter a valid ZIP code.
146-149 ZIP Code Extension 4 Use this field for the four-digit extension of the ZIP code.
150-154 Blank 5 Leave blank. Reserved for Social Security Administration (SSA) use.
155-177 Foreign State/Province 23 If applicable, enter the foreign state/province. Left justify and fill with blanks.
178-192 Foreign Postal Code 15 If applicable, enter the foreign postal code. Left justify and fill with blanks.
193-194 Country Code 2 Same as SSA Pub. MMREF-1.
195-196 Probationary Code 2

If the worker was employed on a TEST or TRIAL basis and was employed no longer than 28 consecutive days, the value of this code should equal 1. When this code is present, there also must be a separation date. Lack of one nullifies this code. If the worker is not probationary, this code is zero. Right justify and zero fill.

Example: 00 or 01
197-202 Reporting Period 6

Enter the last month and four-digit year for the calendar quarter for which this report applies.

Example: 032011 for January-March 2011
203-213 State Quarterly Unemployment Insurance Total Wages 11 Total wages for a worker are gross wages before deductions except federally allowed cafeteria deductions. Total wages include the reasonable cash value of in-kind remuneration. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed. Do not report an employee with zero earnings or negative earnings.
214-224 State Quarterly Unemployment Insurance Taxable Wages 11 State UI total wages less quarterly state UI excess wages. This field must be numeric, right justified, and zero filled. (Zeros must be used. Do not use blanks or spaces.) The decimal point is assumed.
225-226 Number of Weeks Worked 2 Enter the number of weeks worked.
227-234 Date First Employed 8

Enter the month, day, and four-digit year.

Example: 01042011
235-242 Date of Separation 8

If this worker is probationary and has separated from your employment, enter this date as month, day, and four-digit year.

Example: 01292011

If the worker is not a probationary worker, enter zeros.

(Only enter a separation date if the worker is a probationary worker as defined in Field 195-196.)

243-247 Blank 5 Leave blank. Reserved for SSA use.
248-262 State Unemployment Insurance Account Number 15

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. Do not include wages unless a 10-digit account number is assigned. FEIN and ‘applied for’ accounts are not accepted. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number followed by zeros, blanks or spaces. Omit hyphens.
263-512 250 Remaining fields are for income tax purposes only.  

 

Excel Format

INTERNET ELECTRONIC FILE TRANSFER AND MAGNETIC MEDIA REPORTING

This format is available to employers filing on CD and the Internet. Payroll services and bulk filers using CD also may use this format.

The Spreadsheet Format is used to report quarterly wage data.

If uploading the file on the Internet, the MODES-4, “Missouri Quarterly Contribution and Wage Report” is not required.

If filing wage data on CD, the MODES-4, “Missouri Quarterly Contribution and Wage Report” must be mailed. Items 1-15 must be completed. The quarterly report and remittance should be packaged with the magnetic media.

Technical Specifications CD – Excel Files

CD: CD

Compatibility: PC-DOS or MS-DOS compatible format

Record Length: 8 Columns Maximum 100 bytes

File Name: Anyname.txt

External Disk Label:

Field Description
File Type: .txt
Account Number(s): The 10-digit Missouri employer account number(s)
Employer Name(s): The employer name(s) as registered with the DES
Quarter & Year: The quarter and year being submitted

Columns must be delimited by a tab (.txt). Do NOT use a space. Do not use headers or footers on columns. Save as type: Text (Tab delimited)(*.txt)

 

Record Specifications CD – Excel Files

Location Field Description and Remarks
Column A Social Security Number

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS TEXT.

Nine-digit SSN. DO NOT ENTER DASHES. If not known, enter zeros in position 2-9 and 1 in position 10. If additional SSNs are unknown, enter 2 in position 10; 3 in position 10; 4 in position 10; etc. to give each worker a unique identifier.

Example: 0000000001, 0000000002, 0000000003
Column B Employer Account Number

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS TEXT.

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. Do not include wages unless a 10-digit account number is assigned. FEIN and ‘applied for’ accounts are not accepted. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number. This field must be numeric, omit hyphens.
Column C Quarter/Year

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS TEXT.

Quarter and year for which these earnings apply. (Three-digit field.)

Earnings for the second quarter 2011 would be shown as 211.
Column D First Name

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS TEXT.

Employee’s first name. DO NOT INCLUDE PUNCTUATION.
Column E Last Name

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS TEXT.

Employee’s last name. DO NOT INCLUDE PUNCTUATION.
Column F Earnings

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS NUMERIC WITH TWO DECIMAL PLACES.

Total wages for a worker are gross wages before deductions except federally allowed cafeteria deductions. Total wages paid to a worker include the reasonable cash value of in-kind remuneration. Do not report a worker with zero earnings or negative earnings. Do not use a $ sign or a comma in the earnings. However, you must enter a decimal point.

Column G Probationary Code

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS TEXT.

If the worker was employed on a TEST or TRIAL basis and was employed no longer than 28 consecutive days, the value of this code should equal 1. When this code is present, there also must be a separation date. Lack of one nullifies this code. If the worker is not probationary, this code is zero.

Column H Separation Date

THE CELLS IN THIS FIELD SHOULD BE FORMATTED AS TEXT.

If this worker is a probationary worker and has separated from your employment, enter this date as month, day, and two-digit year (MMDDYY).

Example: 012911

If this worker is not a probationary worker, enter zeros. (Only enter a separation date if the worker is a probationary worker as defined in Location G.)

 

Rate/Federal Assessment Record Specifications

Payroll Services and preparers approved to report magnetically or on the Internet may submit a file to request employer account numbers, the experience rate or federal assessment for their clients. The file may be emailed to MagneticReporting@labor.mo.gov. If not reporting magnetically or on the Internet, please contact the DES before submitting a file.

Rate request for a new calendar year are available on December 10. However, it is recommended a rate request not be submitted until February. Missouri allows eligible employers to make a Voluntary Payment to buy down a rate. If the employer makes a Voluntary Payment, an amended rate will be issued. Waiting until February will assure the correct rate is provided on the return file.

The file submitted should have data in the Employer Account Number field (if available – location 1-15) and/or Federal ID No. field (if available – location 36-44). When processing the file, the computer program will look for matching records on the Employer Account Number and/or Federal ID Number.

When the file is returned, the DES will provide the Employer Account Number (location 51-60), the Rate (location 18-24) and Federal Assessment if applicable (location 25-35). An error listing also will be returned with the file. Please update your files with the information on the error listing. The amounts due for Federal Assessment (if applicable) are available June 14 through August 6.

The error listing includes a check for accounts with multiple units. The unit number is the last 3 digits of the 10 digit employer account number. This will effect Consumer Directed Service (CDS) accounts as well as non-bonded Lessor/Lessee accounts. Non-bonded lessor accounts assign a different unit number for each leasing client. For CDS accounts a new unit number is assigned when a single client account has wages reported by more than one CDS vendor. The first seven digits will be the same and the last three will be assigned and correspond to a different CDS vendor.

When reviewing the ErrorOut file, you may see an account with “# of units” listed in the error message column. If there is nothing listed in the Identification column then the account is a non-bonded lessor account and you will see the number of units for that account.

For CDS vendor accounts you will have the following information provided in the output files: If the FEIN only was provided on the input file then the output file will return the number of units and the employer account number and vendor name for the first active unit for the account. If the EAN only or EAN and FEIN are provided on the input file then the output file will return the number of units and the employer account number and the vendor name of the account number unit provided. Please verify the client you are representing is the vendor name provided in the Error Out file for these accounts. If the name does not match your client, please contact the DES for additional information on these accounts.

 

CD or Email

CD: CD

Email: MagneticReporting@labor.mo.gov

Record Length: 80 bytes/characters

File Name:

Input File: MORATE.txt

Output File: RATEOUT.txt

External Disk Label:

Field Description
File Name: MORATE.txt
Payroll Service: Name of payroll service requesting data
Year Year of rate requested
Location Length Description and Remarks
1-15 15

Employer Account Number. If the Employer Account Number is not known, enter blanks or spaces. Do not enter “applied for” or partial Employer Account Numbers. If there is a Federal ID Number in location 36-44, data will be provided in location 51-60 if a match is found.

The MODES-4, “Missouri Quarterly Contribution and Wage Report” sent each quarter, will have the account number printed in item 2. The account number will be in this format: xx-xxxxx-x-xx.

Enter the 10-digit Employer Account Number followed by zeros.
16-17 2 Filler. Enter blanks or spaces.
18-24 7 Rate. The rate will be provided on the processed file. Rate of 3.250 percent will be on file as “0032500.” (Four positions allowed for the decimal point.)
25-35 11

Federal Assessment. If applicable, the paper copy of the second quarter CW Report will show an amount due for interest assessment. This is the employer portion of interest charges assessed to all employers because the Missouri UI Trust Fund received advances from the federal government to pay unemployment benefits.

When due, the DES will provide the interest assessment on the processed file. An interest assessment of $123.45 will display on the file as “00000012345.” (Two positions allowed for the decimal point.)

36-44 9 Federal ID No. Enter the FEIN. If the DES has data matching the FEIN, the employer account number, rate, and interest assessment will be provided.
45-50 6 Payroll Use Region. Payroll services may use this field for processing.
51-60 10 Employer Account Number. The 10-digit account number will be provided on the processed file.
61-80 20 Filler. Enter blanks or spaces.

The form number for the print version of this information is MODES-INF-368