Kansas State Library Job & Career Accelerator
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NASWA File Submission
Electronic
File Submission
File Requirements
Code A
Code B
Code E
Code S
Download Sample
The Kansas Department of Labor will accept the NASWA (formerly ICESA) file format. We only require the records and fields that we need. Any record or field that is not required by the Kansas Department of Labor will be IGNORED. The layout defined below only indicated the fields required by the Kansas Department of Labor. For a complete specification you can visit the NASWA site. Please reveiw our specification carefully to determine exactly what records and fields are required.
The following requirements are used to reject an entire file:
- Must be readable.
- Must be ASCII text data format.
- Must not put your organization over the 100mb maximum submission per day.
- All Records must be 275 characters in length (each record is a separate line ended by CR LF)
- Must have only one Code A, only one Code B, one or more Code E, and one or more Code S records.
- File must be of type zip, gz, bz2, txt, or dat. All
other files will be rejected. Any compressed file must be of type
txt or
dat after it is decompressed. Any compressed file can only contain one file. - File name must be less than 75 characters.
- File must not exceed 5mb. If a file is larger than
5mb than we suggest either compressing it using zip, gz, or bz2
or
breaking it up into multiple files.
The following requirements are used to reject individual employers:
- Individual fields must meet the minimum format (use layout below to determine).
- Wage detail will not be accepted for future quarters.
For example, data will be not be accepted for 3rd quarter of 07
in January of 07. - Total excess wages must not exceed total wages.
- Individaul employer record contains greater than 99 employee records with no SSN.
- Employer account must be currently active.
- Total wages or Excess wages must not exceed $1,000,000.
Employees whose earnings exceed $1,000,000 must
be broken down into multple records that are less than $1,000,000. - Each employer can only be submitted once per quarter.
For information on wage adjustments, please visit the following
address: http://www.dol.ks.gov/ui/html/EnSec07_DBR.html#undrovr. - If any individual Employee Records (Code S) do not
meet the minimum data requirements, the entire Employer Record
(Code E) will be rejected.
File Layout:
Code A Record Layout Legend: x – required, * – optional
| LOCATION | FIELD NAME | FIELD LENGTH | TYPE | DESCRIPTION and REMARKS | Criteria |
Required
|
| 1 - 1 | Record Identifier | 1 | Text | Constant A | Only "A" |
x
|
| 2 - 5 | Blanks | 4 | Text | Any entry will be ignored. Not used by KDOL because we accept multiple quarters in one file. |
|
|
| 6 - 14 | Transmitter FEIN | 9 | Numeric | Transmitter's Federal Employer's Identification Number Use only the 9 numeric characters.ÿ NO hyphens, prefixes or suffixes |
x
|
|
| 15 - 23 | Blanks | 9 | Text | Fill with Blanks. |
|
|
| 24 - 73 | Transmitter Name | 50 | Text | Name of the organization submitting (transmitting) the file |
x
|
|
| 74 - 113 | Transmitter Street | 40 | Text | Street address of the transmitter |
x
|
|
| 114 - 138 | Transmitter City | 25 | Text | City of the transmitter |
x
|
|
| 139 - 140 | Transmitter State | 2 | Text | The standard 2 character FIPS postal Code abbreviaton for the transmitter's state |
x
|
|
| 141 - 153 | Blanks | 13 | Text | Fill with Blanks. |
|
|
| 154 - 158 | Transmitter Zip | 5 | Numeric | Transmitter's Zip Code |
x
|
|
| 159-159 | Blanks | 1 | Fill with Blanks. |
|
||
| 160 - 163 | Transmitter Zip +4 | 4 | Numeric | Transmitter's 4 digit extension of the zipcode.ÿ Include the hypen in position 159. If unknown, fill with blanks. |
|
|
| 164 - 193 | Transmitter Contact | 30 | Text | Name of individual from transmitter organization who is responsible for the accuracy and completeness of this file. |
x
|
|
| 194 - 203 | Telephone Number | 10 | Numeric | 10 digit voice telephone number where the transmitter contact can be reached |
x
|
|
| 204 - 207 | Extension | 4 | Numeric | Voice telephone extension or voice mail box of transmitter contact |
|
|
| 208 - 275 | Blanks | 68 | Text | Fill with Blanks. |
|
| LOCATION | FIELD NAME | FIELD LENGTH | TYPE | DESCRIPTION and REMARKS | Criteria |
Required
|
| 1 - 1 | Record Identifier | 1 | Text | Constant B | Only "B" |
x
|
| 2 - 146 | Blanks | 145 | Numeric | Fill with blanks. |
|
|
| 147 - 190 | Organization Name | 44 | Text | Service bureau or employer creating this media |
x
|
|
| 191 - 225 | Street Address | 35 | Text | Street Address |
x
|
|
| 226 - 245 | City | 20 | Text | City |
x
|
|
| 246 - 247 | State | 2 | Text | 2 character FIPS postal abbreviaton |
x
|
|
| 248 - 252 | Blanks | 5 | Text | Blanks | ||
| 253 - 257 | Zip Code | 5 | Numeric | Zip Code |
x
|
|
| 258-258 | Blanks | 1 | Fill with blanks. |
|
||
| 259 - 262 | Zip + 4 | 4 | Numeric | 4 digit zip code extension; Include hypen in position 258. If unknown, fill with blanks |
|
|
| 263 - 275 | Blanks | 13 | Text | Blanks |
|
| LOCATION | FIELD NAME | FIELD LENGTH | TYPE | DESCRIPTION and REMARKS | Criteria |
Required
|
| 1-1 | Record Identifier | 1 | Text | Constant E | Only "E" |
x
|
| 2 - 5 | Blanks | 4 | Numeric | Fill with blanks. |
|
|
| 6-14 | Employer FEIN | 9 | Numeric | Employer's Federal Employer's Identification Number. Use only 9 digits. NO hyphens, prefixes or suffixes |
x
|
|
| 15 - 23 | Blanks | 9 | Text |
|
||
| 24 - 73 | Employer Name | 50 | Text | The first 50 positions of the employer's name as shown on the K-CNS 100 mailed to you. |
x
|
|
| 74 - 113 | Employer Street | 40 | Text | Employer's street address |
x
|
|
| 114 - 138 | Employer City | 25 | Text | Employer's city |
x
|
|
| 139 - 140 | Employer State | 2 | Text | 2 character FIPS postal abbreviation |
x
|
|
| 141 - 149 | Blanks | 9 | Text | Fill with blanks. |
|
|
| 150 - 153 | Zip + 4 | 4 | Numeric | 4 digit zip code extension. No hyphen. If unknown, fill with blanks. |
|
|
| 154 - 158 | Zip Code | 5 | Numeric | Zip Code |
x
|
|
| 159 - 172 | Blanks | 14 | Text | Fill with blanks. |
|
|
| 173 - 187 | KS Unemployment Tax Account Number (Serial Number) | 15 | Numeric | 6 digit Kansas account number, left justified and blank filled | Must be 6 digits |
x
|
| 188 - 275 | Blanks | 88 | Numeric | Fill with blanks. |
|
| LOCATION | FIELD NAME | FIELD LENGTH | TYPE | DESCRIPTION and REMARKS | Criteria |
Required
|
| 1-1 | Record Identifier | 1 | Text | Constant S | Only "S" |
x
|
| 2-10 | Social Security No | 9 | Numeric | Employee's social security account number. If not known, enter letter I in position 2 and blanks in 3-10. |
x
|
|
| 11-30 | Employee Last Name | 20 | Text | Employee Last Name. If none then enter "NLN". |
x
|
|
| 31 - 42 | Employee First Name | 12 | Text | Employee First Name. If none then enter "NFN". |
x
|
|
| 43 - 43 | Employee Middle Initial | 1 | Text | Employee middle initial. If no middle initial, enter blank |
|
|
| 44 - 63 | Blanks | 20 | Text | Fill with blanks. |
|
|
| 64 - 77 | State QTR Unemployment Insurance Total | 14 | Numeric | Total gross amount of Kansas wages paid during this quarter. Include tip income. Include dollars and cents with the decimal point assumed. | No Decimal |
x
|
| 78 - 91 | State QTR UI Excess Wages | 14 | Numeric | Quarterly wages in excess of $8000 a year. Include dollars and cents with the decimal point assumed. | No Decimal |
x
|
| 92 - 146 | Blanks | 55 | Text | Fill with blanks. |
|
|
| 147 - 152 | KS UI Tax A/C No. | 6 | Numeric | 6 digit KS unemployment tax account |
x
|
|
| 153 - 211 | Blanks | 59 | Text | Fill with blanks. |
|
|
| 212-212 | Midmonth Employment 1 | 1 | Numeric | 0 if employee (full or part time) did NOT work
or was NOT paid for the payroll period that includes the 12th
of the first month. 1 if employee (full or part time) did work or was paid for the payroll period that includes the 12th of the first month. |
0 or 1 |
x
|
| 213-213 | Midmonth Employment 2 | 1 | Numeric | 0 if employee (full or part time) did NOT work
or was NOT paid for the payroll period that includes the 12th
of the second month. 1 if employee (full or part time) did work or was paid for the payroll period that includes the 12th of the second month. |
0 or 1 |
x
|
| 214-214 | Midmonth Employment 3 | 1 | Numeric | 0 if employee (full or part time) did NOT work
or was NOT paid for the payroll period that includes the 12th
of the third month. 1 if employee (full or part time) did work or was paid for the payroll period that includes the 12th of the third month. |
0 or 1 |
x
|
| 215 - 220 | Reporting Year | 6 | Numeric | Quarter = last month of the quarter; 3=First Quarter (March); 6=Second Quarter (June); 9=Third Quarter (September); 12=Fourth Quarter (December); 061998=2nd Quarter, 1998 |
x
|
|
| 221 - 221 | Zero Wage | 1 | Text | 1 = zero wages for quarter, if wages for the quarter have been reported leave blank. |
|
|
| 222 - 275 | Blanks | 54 | Text | Blanks |
|
Contact us at:
Kansas Department of Labor
401 SW Topeka Boulevard
Topeka, KS 66603-3182
(785) 296-5000
