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Accepted Methods to submit wage detail
Manual on-line entry with copy from previous
quarter
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This option pre-populates the employer information and
employee’s Social Security Numbers from the previous quarter’s
payroll and contribution report. Each time you enter UITS for
online reporting, additional employee information such as Last
Name, First Name, Middle Initial (if available) will
pre-populate into the system, thus reducing manual entry of
employee data.
From the employee’s total wage information entered, UITS
automatically calculates the taxable wages and contributions due
(if any). Click on “Add Record” to add a new employee or
“Remove Record” to remove an employee no longer in your employ.
Import a file online
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(Available to
online filers only)
Will allow you to create a file or modify an existing file in an
acceptable .CSV format as indicated below. Wage information can
be easily submitted online using a spreadsheet application, such
as Excel or Quatro Pro, to create a comma-delimited file. A
formatted Excel template and instructions are listed below.
File Import Step-by-Step Instructions and Examples
Acceptable Wage Detail Format:
Please note:
All files MUST have an extension. The Comma-Delimited format
should carry the extension ‘.csv’. Files imported
without this extension will be rejected.
Comma-Delimited Format (when created using a spreadsheet
application or when created by your payroll software):
In order to successfully import UI quarterly wages into UITS the file must have a .csv (comma-separated value) extension
(for example wagereport.csv). As you prepare your .csv file, the
commas separating the data elements may not be visible when
viewed in a spreadsheet format. However, as you review
your file in a text editor (such as Notepad), the commas will
display as in the examples below.
CSV file type can be created directly from a Microsoft Excel
spreadsheet by clicking on “Save As”, go to the “Save as type”
and select “CSV (Comma delimited) (*csv)”. If your accounting
software is other than Microsoft Excel (i.e., PeachTree,
QuickBooks, Great Plains or Platinum), but will create a .csv file, that is also acceptable. Another
option is to
“export” or “cut and paste” employee and wage data
into Excel and
use that to create a .csv file.
However, if you choose to "cut and paste", you must "paste" as a "special value"
in order to ensure all
formulas do not export into the file.
If none of these options
will work with your software, you will not be able to use the
import feature. You can still use UITS to file your
quarterly wage report,
but wage information (and, initially, employee names) would have
to be entered manually. (See above for manual online entry of
information).
A
formatted Comma-Delimited template
is available for creating a CSV file using a spreadsheet
application (e.g., Excel, etc.). Once you have opened the
template, you will need to save this file to your hard drive
before you populate with your own wage detail information.
Hint:
If you must make any changes or corrections to the file, make
them in the original document and then resave the file as .csv
over the previous incorrect file.
Data must be in
these columns as defined:
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Iowa’s UI
Tax account number
must be six characters in size, right justified with leading
zeros. Enter only the first six characters of the Iowa
UI Tax account number. Include leading zero’s if
they are part of the
UI
Tax account number.
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Year and quarter for which wages
are being reported. Format is YYYYQ.
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The employee’s SSN field is 9
characters, right justified, and includes leading zeros if part
of SSN. No hyphens (-) or spaces.
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The employee’s Last name field
is 30 characters. Do not enter special characters.
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The employee’s First name
field is 30 characters. Do not enter special
characters.
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The employee’s Middle
initial is optional, but if blank, a space character is
required.
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The employee’s Gross Wages
field is to be formatted as a number with 2 decimal places
with no ‘Thousand Separator’. (Required
format is 9999.99; maximum amount is 999999999.99).
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Iowa’s Location code field
is 3 characters with leading zeros. This field must be '000'
unless you have received special instructions from Iowa
Workforce Development Tax Bureau.
(If there is no data to report in a cell, a
space must be added in the cell.)
Examples
of comma-delimited display (when viewed in a text editor such as
Notepad or Wordpad):
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123456,20063,123456789,Doe,Jane, ,8000.00,000
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234567,20064,987654321,Smith,Edward,J,5000.00,025
For assistance on the File
Import method, contact UITS Help Desk at 888-848-7442
(888-UITS4IA) or
iwduitax@iwd.iowa.gov
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