Q. Is there a change in the wage file transmission methods?
Wage file transmission methods (online upload or SFTP upload) will not change from current methods or technology.
Q. Is there a change in bulk wage file data elements or file format?
There will be no changes to the bulk wage file specifications.
Q. Can multiple bulk files be submitted?
Users can submit multiple bulk files. Each of those files can contain one or more employer wage files. If an individual employer wage file fails edit checks when submitted within a bulk file that includes multiple employers, all conforming employers’ wage files will be accepted, and the submitter will have to revise the failed employer wage file and resubmit it.
Q. What are all the possible methods by which an employer or its TPA/Agent can upload a wage file?
Bulk or individual wage files can be uploaded via an automated or manual SFTP transfer.
Additionally, the new system will have a web page that allows for manually initiated bulk files or wage files to be uploaded, or employers can enter wage reports on an individual-by-individual basis.
Q. Will there be changes to the errors/warnings on the acknowledgment files?
There will be new errors/warnings verifying wage record details. Details on the new errors and warnings will be available on the website.
Q. Currently, the bulk wage file and acknowledgments are transmitted through an automated FTP process, will there be any changes?
No changes will occur to the submission of bulk wage files via FTP.
Q. Is there a limit to the number of files that may be sent?
There is no limit to the number of files that may be sent.
Q. Where can users obtain a copy of the SFTP and web upload file specifications?
The SFTP and web upload file specifications will be available on the website.
Q. Users currently upload bulk files via a web portal or via the SFTP mechanism. Will that change in the new system?
As with the current UI Online system, employers, TPAs, and other employer agents will be able to submit bulk files via a web portal or via the SFTP mechanism. Instructions for each method will be available on the website.
Q. Are there any qualifications, such as a minimum client count, required to obtain an SFTP filing account?
There are no minimum qualifications to file through SFTP.
Q. Will there be any changes to the Client Rate download?
The bulk rate files will no longer be sent daily. However, rate information will be readily available on demand through download after logging in to the new system. The format will remain the same as it is today.
Q. Are there any plans to support zero returns ($0) on the bulk wage file submissions?
At this time, $0 wage file reports cannot be submitted in bulk using the wage file submission methods. Employers, Third Party Administrators (TPAs), and other employer agents will still be able to file individual $0 wage file reports by logging into the online portal.
Q. How will wage file amendments be processed?
The wage file amendment process will be the same as it is in the UI Online system. Specifically, Wage report amendments will be accepted through the bulk filing process. Wage records in the amendment file with IDs (SSNs) that match the original report will be updated with the amended values. All other wage records will remain from the original report.
Q. Will a Third-Party Administrator (TPA) or other employer agents be able to file wage reports on behalf of a new employer client before authorizations are in place?
TPAs or agents will be able to file a wage report on behalf of a new client of the TPA only one- time. After that one-time submission, the TPA or agent will not be able to see the results or file any further wage reports until it is properly authorized. To gain proper authorization, the TPAs or other employer agents must use one of the three methods described below.