NASWA File Submission

Electronic File Submission
File Requirements
Code A
Code B
Code E
Code S
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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

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.

Code B Record Layout

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

Code E Record Layout

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.

Code S Record Layout

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