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WV Employer Online Contribution Reporting (EOCR) ACH Credit Protocol Specification
Version 1.2
wvinteractive in partnership with WV.gov
10 Hale Street, Third Floor
Charleston, WV 25301
P: (304) 414-0265
F: (304) 414-0266
i Workforce WV and WVInteractive Sensitive and Proprietary Information
Table of Contents 1 Introduction ......................................................................................................................... 1
2 Acronyms ............................................................................................................................ 1
3 Filing Methods .................................................................................................................... 1
E.1 Web Service Method .................................................................................................... 1
3.1.1 Balance Inquires ................................................................................................... 2
3.1.2 Obtaining Available Filing Quarters ....................................................................... 2
3.1.3 Submit a Filing ...................................................................................................... 3
3.1.4 Previous Filing Status ........................................................................................... 5
E.2 SFTP Method ............................................................................................................... 6
4 Payment Process ................................................................................................................ 7
Appendix A: XML File Format .................................................................................................... 9
Filing Request File .................................................................................................................. 9
Filing Response File ..............................................................................................................11
Appendix B: ACH Credit File Specifications ..............................................................................13
File Header Record ...............................................................................................................13
Company/Batch Header Record ............................................................................................14
Entry Detail Record ...............................................................................................................14
Addenda Record ...................................................................................................................15
TXP Convention ....................................................................................................................16
Company/Batch Control Record ............................................................................................16
File Control Record................................................................................................................17
Appendix C: Error and Warning Codes .....................................................................................18
Appendix D: Frequently Asked Questions .................................................................................19
Appendix E: Reference Tables ..................................................................................................20
E.1 FilingStatus .................................................................................................................20
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Version History
Version Date Description
0.1 10/14/2014 Draft Version 1.0 03/18/2015 Updated Error Code 409
Added warning 303-304 and error code 400, 410 – 412
Updated Webservice namespaces
Removed amount field from FilingRequest
Added additional fields to FilingRequestResponse and FilingStatusResponse
Added top level node <Filings> to sftp process for the request and response files
Added Appendix D: FAQ 1.1 5/11/2015 Updated SFTP file formats and included examples
Corrected Typo in TXP File – Entry Detail Record 1.2 6/3/2015 Added FilingStatusResponse Event Type Reference Table
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1 Introduction Workforce WV allows for three methods of electronic filing. The first method is using the web
based filing system located at https://apps.wv.gov/workforce/eucc which allows employers to file
utilizing ACH debit payments. The remaining two methods allow employers to file and pay
separately using ACH Credit. These two Ach Credit methods will utilize sftp delivery or web
service delivery of filing information along with a separate ACH credit transaction delivered
directly to Workforce WV bank account. This document will discuss how to use the ACH Credit
methods and the options available to each approach.
Technical Support:
West Virginia Interactive
10 Hale St, 3rd Floor
Charleston, WV 25301
Phone: 304-414-0265 x0
Fax: 304-414-0266
Email: [email protected]
2 Acronyms
ACH – Automated Clearing House
EOCR – Employer Online Contribution Reporting
FEIN – Federal Employer Identification Number
3 Filing Methods
E.1 Web Service Method
The web service method will provide instant response to filing requests and requires no signup
to use. This method also provides significantly more functionality than the sftp approach
discussed in the section 3.2. This method will utilize Soap based calls to a publically available
web service. The filings will be held until payment has been received through the Payment
Process discussed in section 4.
The web service is available at the following addresses:
Staging: https://staging.apps.wv.gov/Workforce/Services/soap12
Production: https://apps.wv.gov/Workforce/Services/soap12
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3.1.1 Balance Inquires
This procedure will allow requestor to obtain current debit or credit balance on a given
employer’s account. The procedure requires Employer Account Number and FEIN. The
procedure will return the current balance for given employer or an error if the employer account
number and fein are not a match.
3.1.1.1 Request Example
POST /xml/reply/AccountBalance HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <AccountBalance xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> </AccountBalance>
3.1.1.2 Response Example
HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length <AccountBalanceResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> <Errors> <ErrorCode>String</ErrorCode> </Errors> <RetrievedCredit>0</RetrievedCredit> <RetrievedCurrentPastDue>0</RetrievedCurrentPastDue> </AccountBalanceResponse>
3.1.2 Obtaining Available Filing Quarters
This procedure will allow requestor to obtain the quarters available for given employer to file
along with the tax rate for the given quarter. The procedure requires Employer Account Number
and FEIN. The procedure will return a list of available quarters or an error if the employer
account number and fein are not a match.
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3.1.2.1 Request Example
POST /xml/reply/FilingQuarters HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <FilingQuarters xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> </FilingQuarters>
3.1.2.2 Response Example
HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length <FilingQuartersResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> <FilingErrors> <ErrorCode>String</ErrorCode> </FilingErrors> <FilingQuarters> <QuarterInfo> <Quarter>String</Quarter> <TaxRate>0</TaxRate> </QuarterInfo> </FilingQuarters> </FilingQuartersResponse>
3.1.3 Submit a Filing
This procedure will be the primary method used to file for a single employer for a given quarter.
The procedure requires Employer Account Number and FEIN. The procedure will return
completed filing information or one of many errors based on filing data. Filing will not be
marked complete until payment is received through the Payment Process discussed in section
4.
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3.1.3.1 Request Example
POST /xml/reply/FilingRequest HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <FilingRequest xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <EmployerFein>String</EmployerFein> <ExcessWagesPaid>0</ExcessWagesPaid> <FilingQuarter>String</FilingQuarter> <NumberOfEmployeesMonth1>0</NumberOfEmployeesMonth1> <NumberOfEmployeesMonth2>0</NumberOfEmployeesMonth2> <NumberOfEmployeesMonth3>0</NumberOfEmployeesMonth3> <SubmittedBy>String</SubmittedBy> <TaxRate>0</TaxRate> <TaxableWagesPaid>0</TaxableWagesPaid> <Time>0001-01-01T00:00:00</Time> <TotalPayment>0</TotalPayment> <TotalWagesPaid>0</TotalWagesPaid> <WageReport> <Employee> <FirstName>String</FirstName> <GrossWage>0</GrossWage> <LastName>String</LastName> <MiddleInitial>String</MiddleInitial> <SSN>String</SSN> </Employee> </WageReport> </FilingRequest>
3.1.3.2 Response Example
HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length
<FilingRequestResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <ContributionsForQuarter>0</ContributionsForQuarter> <CreditApplied>0</CreditApplied> <EmployeeCountFirstMonth>0</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>0</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>0</EmployeeCountThirdMonth> <EmployerAccountNumber>String</EmployerAccountNumber> <ExcessWagesPaid>0</ExcessWagesPaid>
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<FilingErrors> <ErrorCode>String</ErrorCode> </FilingErrors> <FilingQuarter>String</FilingQuarter> <FilingStatus>0 (See Appendix E)</FilingStatus> <InterestDue>0</InterestDue> <LocationBy>String</LocationBy> <PenaltyDue>0</PenaltyDue> <PersonBy>String</PersonBy> <PriorBalanceDue>0</PriorBalanceDue> <TaxRate>0</TaxRate> <TaxableWages>0</TaxableWages> <TotalPaymentDue>0</TotalPaymentDue> <TotalPaymentSubmitted>0</TotalPaymentSubmitted> <TotalWagesPaid>0</TotalWagesPaid> <TransactionDate>0001-01-01T00:00:00</TransactionDate> <TransactionId>0</TransactionId> </FilingRequestResponse>
3.1.4 Previous Filing Status
This procedure will allow for checking on status of a given filing. The procedure requires
Employer Account Number and transaction number. The procedure will return completed filing
information with current status or an error if the employer account number and transaction
number are not a match.
3.1.4.1 Request Example
POST /xml/reply/FilingStatus HTTP/1.1 Host: staging.apps.wv.gov Content-Type: application/xml Content-Length: length <FilingStatus xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>String</EmployerAccountNumber> <TransactionId>0</TransactionId> </FilingStatus>
3.1.4.2 Response Example
HTTP/1.1 200 OK Content-Type: application/xml Content-Length: length <FilingStatusResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <ContributionsForQuarter>0</ContributionsForQuarter> <CreditApplied>0</CreditApplied>
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<EmployeeCountFirstMonth>0</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>0</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>0</EmployeeCountThirdMonth> <EmployerAccountNumber>String</EmployerAccountNumber> <ExcessWagesPaid>0</ExcessWagesPaid> <FilingErrors> <ErrorCode>String</ErrorCode> </FilingErrors> <FilingQuarter>String</FilingQuarter> <FilingStatus>String (See Appendix E)</FilingStatus> <InterestDue>0</InterestDue> <LocationBy>String</LocationBy> <PenaltyDue>0</PenaltyDue> <PersonBy>String</PersonBy> <PriorBalanceDue>0</PriorBalanceDue> <TaxRate>0</TaxRate> <TaxableWages>0</TaxableWages> <TotalPaymentDue>0</TotalPaymentDue> <TotalPaymentSubmitted>0</TotalPaymentSubmitted> <TotalWagesPaid>0</TotalWagesPaid> <TransactionDate xmlns:d2p1="http://schemas.datacontract.org/2004/07/System"> <d2p1:DateTime>0001-01-01T00:00:00Z</d2p1:DateTime> <d2p1:OffsetMinutes>0</d2p1:OffsetMinutes> </TransactionDate> <TransactionId>0</TransactionId> </FilingStatusResponse>
E.2 SFTP Method
The SFTP method will require filing entity to first register with Workforce WV before this method
can be used. The filing entity will need to supply their external source IP address of any
machine that will be accessing the SFTP site. Please keep access list down to five or less IP
address. The filing entity will then be supplied with a SFTP server IP address and a single user
name and password. Filing entity does not have to register each employer separately.
Once filing entity has been registered, an sftp folder will be created with two subfolders for the
filing entity. These folders are called “Requests” and “Responses”. Unlike the web service
method, the SFTP method is limited to submitting new filings. Filing entities will create a file
using the format defined in Appendix A: XML File Format. This file can contain one employer or
multiple employers. The file or files will then be uploaded to the “Requests” folder on the sftp
site. Nightly, all files within the “Requests” folder will be removed and processed. A response
file will then be generated and uploaded to the “Responses” folder. Successfully processed
filings will not be marked complete until payment is received through the Payment Process
discussed in section 4.
Request files can have any file name, but must have .xml file extension. Once processed, the
request file will be moved to the responses folder with the same file name. Should the request
file have an invalid xml format, the file will be moved to the responses folder will be prefixed with
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“Reject_” added before the input file name. All files with the requests folder are removed after
processing.
To signup for this process, contact West Virginia Interactive at 304-414-0265 x0
4 Payment Process In order for a filing to be marked completed, payment will need to be sent to Workforce WV via
ACH to the following bank account within 5 business days of filing transaction:
Bank Name: BB&T
Routing Number: 051503394
Account Number: 5270024167
Account Name: WORKFORCE WEST VIRGINIA DEPOSITORY CLEARING ACCT A
Included with payment should be an NACHA CCD+ addendum record. This record will use the
TXP convention to define the employer account number, filing quarter, and payment amount.
Filing entities can pay for each employer filing separately or multiple filings within the same
deposit. The payment amount included in the ACH deposit will override the amount submitted
with the filing.
The TXP Convention to be included in the Addenda record is below. See
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Appendix B: ACH Credit File Specifications for the complete ACH Credit File Specifications.
TXP*EmployerAccountNumber*13000*TaxPeriodEndDate*T*TaxAmount*****Taxpayer\
Data Element Contents
EmployerAccountNumber This is the workforce assigned employer account number
without spaces or dashes. Numeric only.
TaxPeridEndDate Tax Period End Date in YYMMDD.
For 1st quarter, use: YY0331
For 2nd quarter, use: YY0630
For 3rd quarter, use: YY0930
For 4th quarter, use: YY1231
TaxAmount Transaction amount in dollars with two decimal points.
Taxpayer The first six letters of your company name
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Appendix A: XML File Format
Filing Request File
The request file can contain multiple FilingRequest objects within a single file.
<Filings> <FilingRequest> <EmployerAccountNumber>#########</EmployerAccountNumber> <EmployerFEIN>#########</EmployerFEIN> <SubmittedBy>??????????</SubmittedBy> <FilingQuarter>YYYY/Q</FilingQuarter> <TaxRate>0.######</TaxRate> <NumberOfEmployeesMonth1>####</NumberOfEmployeesMonth1> <NumberOfEmployeesMonth2>####</NumberOfEmployeesMonth2> <NumberOfEmployeesMonth3>####</NumberOfEmployeesMonth3> <ExcessWagesPaid>#######.##</ExcessWagesPaid> <TotalWagesPaid>#######.##</TotalWagesPaid> <TaxableWagesPaid>#######.##</TaxableWagesPaid> <TotalPayment>#######.##</TotalPayment> <WageReport> <Employee> <SSN>#########</SSN> <LastName>??????????</LastName> <FirstName>??????????</FirstName> <MiddleInitial>?</MiddleInitial> <GrossWage>#######.##</GrossWage> </Employee> <Employee> <SSN>#########</SSN> <LastName>??????????</LastName> <FirstName>??????????</FirstName> <MiddleInitial>?</MiddleInitial> <GrossWage>#######.##</GrossWage> </Employee> </WageReport> </FilingRequest> </Filings>
Example File:
<Filings> <FilingRequest> <EmployerAccountNumber>9999999</EmployerAccountNumber> <EmployerFein>999999999</EmployerFein> <ExcessWagesPaid>50.00</ExcessWagesPaid> <FilingQuarter>2015/1</FilingQuarter> <NumberOfEmployeesMonth1>2</NumberOfEmployeesMonth1> <NumberOfEmployeesMonth2>2</NumberOfEmployeesMonth2> <NumberOfEmployeesMonth3>2</NumberOfEmployeesMonth3> <SubmittedBy>WVI TESTER</SubmittedBy> <TaxRate>0.027</TaxRate> <TaxableWagesPaid>283.33</TaxableWagesPaid> <TotalPayment>57.65</TotalPayment> <TotalWagesPaid>333.33</TotalWagesPaid> <WageReport> <Employee>
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<FirstName>Joe</FirstName> <GrossWage>111.11</GrossWage> <LastName>Sample</LastName> <MiddleInitial>D</MiddleInitial> <SSN>230021234</SSN> </Employee> <Employee> <FirstName>Shelley</FirstName> <GrossWage>222.22</GrossWage> <LastName>Sample</LastName> <MiddleInitial>D</MiddleInitial> <SSN>230024321</SSN> </Employee> </WageReport> </FilingRequest> </Filings>
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Filing Response File
The response file can contain multiple FilingResponse objects. This file should contain the
same number of FilingResponse objects as the matching request file.
<Filings> <FilingRequestResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <ContributionsForQuarter>#######.##</ContributionsForQuarter> <CreditApplied>#######.##</CreditApplied> <EmployeeCountFirstMonth>###</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>###</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>###</EmployeeCountThirdMonth> <EmployerAccountNumber>###</EmployerAccountNumber> <ExcessWagesPaid>#######.##</ExcessWagesPaid> <FilingErrors> <ErrorCode>###</ErrorCode> <ErrorCode>###</ErrorCode> </FilingErrors> <FilingQuarter>YYYY/Q</FilingQuarter> <FilingStatus>#</FilingStatus> <InterestDue>#######.##</InterestDue> <LocationBy>????????</LocationBy> <PenaltyDue>#######.##</PenaltyDue> <PersonBy>????????</PersonBy> <PriorBalanceDue>#######.##</PriorBalanceDue> <TaxRate>#.#######</TaxRate> <TaxableWages>#######.##</TaxableWages> <TotalPaymentDue>#######.##</TotalPaymentDue> <TotalPaymentSubmitted>#######.##</TotalPaymentSubmitted> <TotalWagesPaid>#######.##</TotalWagesPaid> <TransactionDate>YYYY-MM-DDTHH:MM:SS-04:00</TransactionDate> <TransactionId>########</TransactionId> </FilingRequestResponse> </Filings> Example File: <?xml version="1.0" encoding="utf-16"?> <Filings> <FilingRequestResponse xmlns:i="http://www.w3.org/2001/XMLSchema-instance" xmlns="http://schemas.datacontract.org/2004/07/NICUSA.WVI.WorkforceWV.EUCC.Services"> <EmployerAccountNumber>5</EmployerAccountNumber> <ContributionsForQuarter>4.81661000000</ContributionsForQuarter> <CreditApplied>0</CreditApplied> <EmployeeCountFirstMonth>2</EmployeeCountFirstMonth> <EmployeeCountSecondMonth>2</EmployeeCountSecondMonth> <EmployeeCountThirdMonth>2</EmployeeCountThirdMonth> <ExcessWagesPaid>50.00</ExcessWagesPaid> <FilingErrors> <ErrorCode>301</ErrorCode> <ErrorCode>302</ErrorCode> </FilingErrors> <FilingQuarter>2015/1</FilingQuarter> <FilingStatus>8</FilingStatus> <InterestDue>0.1989842943000000</InterestDue> <LocationBy>WEBSERVICELOAD-FILINGREQUEST</LocationBy> <PenaltyDue>50</PenaltyDue>
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<PersonBy>WVIPDS TESTING</PersonBy> <PriorBalanceDue>0</PriorBalanceDue> <TaxRate>0.017000000</TaxRate> <TaxableWages>283.33</TaxableWages> <TotalPaymentDue>55.02</TotalPaymentDue> <TotalPaymentSubmitted>57.65</TotalPaymentSubmitted> <TotalWagesPaid>333.33</TotalWagesPaid> <TransactionDate>2015-05-11T11:05:06.7366408-04:00</TransactionDate> <TransactionId>20941</TransactionId> </FilingRequestResponse> </Filings>
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Appendix B: ACH Credit File Specifications The ACH Credit must include the tax payment (TXP) banking convention within the addendum
record of a NACHA CCD+ transaction. The TXP conventions must be followed exactly for
proper posting of payment. Other addenda banking conventions should not be used. For
detailed information,
https://www.nacha.org/system/files/resources/TXP%20Banking%20Convention%20revised%20
12%2005%2012_0.pdf
NACHA records for CCD+ entries must appear in the following sequence:
File Header Record ("1" Record)
Company/Batch Header Record ("5" Record)
Entry Detail Record ("6" Record)
Addenda Record (Carries an 80 character free form field) ("7" Record)
Company/Batch Control Record ("8" Record)
File Control Record ("9" Record)
File Header Record
ID Data Element Type Contents Length Position
1 Record Type Code M ‘1’ 1 01-01
2 Priority Code R ‘01’ 2 02-03
3 Immediate Destination M Workforce Routing Number with
space
10 04-13
4 Immediate Origin M Employer Account Number 10 14-23
5 File Creation Date M YYMMDD 6 24-29
6 File Creation Time O HHMM 4 30-33
7 File ID Modifier M Code to distinguish amount
multiple input files. Label the
first (or only) file ‘A’, and
continue in (A-Z) sequence.
1 34-34
8 Record Size M ‘094’ 3 35-37
9 Blocking Factor M ‘10’ 2 38-39
10 Format Code M ‘1’ 1 40-40
11 Immediate Destination
Name
O Workforce Bank Name 23 41-63
12 Immediate Origin Name O Your company name 23 64-86
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13 Reference Code O AlphaNumberic 8 87-94
Company/Batch Header Record
ID Data Element Type Contents Length Position
1 Record Type Code M ‘5’ 1 01-01
2 Service Class Code M ‘220’ 3 02-04
3 Company Name M Your company name 16 05-20
4 Company Discretionary
Data
O Open field 20 21-40
5 Company Indentification M Employer Account Number 10 41-50
6 Standard Entry Class
Code
M ‘CCD’ 3 51-53
7 Company Entry
Description
M Open field 10 54-63
8 Company Descriptive Date O Online Date YYMMDD 6 64-69
9 Effective Entry Date R Online filling Date YYMMDD 6 70-75
10 Reserved M Leave blank 3 76-78
11 Originator Status Code M ‘1’ 1 79-79
12 Orginating DFI
Identification
M Workforce Routing Number 8 80-87
13 Batch Number M Number batches sequentially 7 88-94
Entry Detail Record
ID Data Element Type Contents Length Position
1 Record Type Code M ‘6’ 1 01-01
2 Transaction Code M ‘22’ (assumes workforce has
checking account)
2 02-03
3 Receiving DFI
Identification
M Workforce Routing Number 8 04-11
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4 Check Digit M Ninth digit of Workforce Routing
Number
1 12-12
5 DFI Account Number R Workforce Account Number 17 13-29
6 Amount M Transaction amount in dollars
with two decimal points. Left
zero if necessary.
10 30-39
7 Identification Number O Employer Account Number 15 40-54
8 Receiving Company Name R Name of receiver 22 55-76
9 Discretionary Data O For your company’s internal use 2 77-78
10 Addenda Record Indicator M ‘1’ 1 79-79
11 Trace Number M The bank will assign a trace
number
15 80-94
Addenda Record
ID Data Element Type Contents Length Position
1 Record Type Code M ‘7’ 1 01-01
2 Addenda Type Code M ‘05’ 2 02-03
3 Payment Related
Information
O See TXP Convention below 80 04-83
4 Addenda Sequence
Number
M This number is consecutively
assigned to each addenda
record starting at 1
4 84-87
5 Entry Detail Sequence
Number
R This number is the same as the
last seven digits of the trace
number of the related Entry
Detail record.
7 88-94
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TXP Convention
TXP*EmployerAccountNumber*13000*TaxPeriodEndDate*T*TaxAmount*****Taxpayer\
Data Element Contents
EmployerAccountNumber This is the workforce assigned employer account number
without spaces or dashes. Numeric only.
TaxPeridEndDate Tax Period End Date in YYMMDD.
For 1st quarter, use: YY0331
For 2nd quarter, use: YY0630
For 3rd quarter, use: YY0930
For 4th quarter, use: YY1231
TaxAmount Transaction amount in dollars with two decimal points.
Taxpayer The first six letters of your company name
Company/Batch Control Record
ID Data Element Type Contents Length Position
1 Record Type Code M ‘8’ 1 01-01
2 Service Class Code M ‘220’ 3 02-04
3 Entry Count M Total number of entry detail and
addenda records processed
within the batch. This field
requires six positions; right justify
and use leading zeros
6 05-10
4 Entry Hash M Total of all positions 4-11 on
each 6 record. Only use the final
10 positions in the entry.
10 11-20
5 Total Debit Entry Amount M ‘000000000000’ 12 21-32
6 Total Credit Entry Amount M Dollar total of credit entries 12 33-44
7 Company Identification R Employer Account Number 10 45-54
8 Message Auth Code O Blank 19 55-73
9 Reserved O Blank 6 74-79
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10 Originating DFI
Identification
M Workforce Routing Number 8 80-87
11 Batch Number M Number of the batch associated
with this control record
7 88-94
File Control Record
ID Data Element Type Contents Length Position
1 Record Type Code M ‘9’ 1 01-01
2 Batch Count M Total number of batch header
records in the file.
6 02-07
3 Block Count M Total number of physical blocks
on the file, including the file
header and File control records
6 08-13
4 Entry Count M Total number of entry details and
addenda records
8 14-21
5 Entry Hash M Total of all positions 4-11 on
each 6 record. Only use the final
10 positions in the entry.
10 22-31
6 Total Debit Amount M ‘000000000000’ 12 32-43
7 Total Credit Amount M Dollar total of credit entries 12 44-55
8 Reserved M Blank 39 56-94
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Appendix C: Error and Warning Codes The following errors will result in rejection of the filing or requests:
400 Filing Format Invalid
401 Employer Account Number and FEIN combination unknown
402 Employer Account Number is not active
403 Filing Quarter not available for given employer account number
404 Invalid filing quarter format
405 Total Wages Paid does not match total in wage report
406 Number of Employees per month cannot be negative
407 Total Payment cannot be negative
408 Wages paid cannot be negative
409 No employees listed on wage report and number of employees per month is more than 0
410 Taxable Wages paid does not equal TotalWagesPaid - ExcessWagesPaid
411 Employer Account Number and Transaction Number combination unknown.
412 Duplicate SSN detected in WageReport
The following warnings will NOT result in rejection of the filling or request:
301 Tax rate supplied is incorrect for given employer
302 Total payment does not match payment due
303 No employees reported on wage report.
304 Employer Account Number is marked inactive for future quarters
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Appendix D: Frequently Asked Questions 1. Can you submit multiple bulk files during a quarter?
Yes, but you can only successfully submit an given employer once per quarter.
2. What happens if we incorrectly submit an employer?
If payment has been processed, please submit a paper filing for the corrections. If
payment amount needs changed and ACH credit not issued, submit ACH credit as new
payment amount.
3. How do I submit a report with no employees to report on?
If no employees for given quarter, submit report with WageReport as null or
<WageReport/>. You will receive a warning 303 as FYI
4. Do we need to submit a payment file to the bank when no money is due?
No. When no money is due for a given employer, no further actions are needed to
complete the filing.
5. Does the employer need a valid UI account number to be included in the file?
Employer does need to have a valid UI account number. You can validate the employer
account number by using the AccountBalance or FilingQuarters operation in the
webservices. If you cannot obtain it, then paper return would be recommended
approach.
6. How do we handle missing SSN numbers?
Workforce prefers that you enter the ssn as all 9s. Then to keep it unique, decrement
each employee ssn by one. So first employee is 999-99-9999 and second employee is
999-99-9998, etc.
7. When submitting files to sftp server, is there any required file naming format?
No. The server will process all files within the requests folder with the extension “*.xml”.
Files will then be transferred to the RESPONSES folder when completed with same file
name. Rejected files will be prefixed “REJECT_”.
20 Workforce WV and WVInteractive Sensitive and Proprietary Information
Appendix E: Reference Tables
E.1 FilingStatus
FilingStatus Value Meaning
0 Filing failed. See error messages.
8 Filing has been received by Workforce. Awaiting Payment.
9 Payment has been received by Workforce. Filing is completed.