Florida Department of Revenue Flat File Web Import Specifications For Employee Leasing Companies

Reemployment Tax (Formerly: Unemployment Compensation Tax)

Version 2 December, 2012

Software Created by: Florida Department of Revenue (FDOR) Original Author: Lynn White, e-Services, FDOR

Table of Contents

Introduction ……………………………………..3 Revision Page……………………………………4 Notes : Applicable to Flat Files………………5 - 8 With File Format Errors Flat File Specifications………………………… 9 - 10 Example of Flat File……………………………10 Flat File Field Descriptions…………………..11

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Introduction

Florida Department of Revenue has added import functionality for Reemployment Tax to our internet site. This functionality will be used to submit information to FDOR. The output file created using this specification will allow you to meet the Florida Reemployment Tax filing requirements. To reduce the number of errors, please be sure that all required fields are populated accurately and completely. Below are terms and conditions for using the import specifications. By utilizing the Florida Department of Revenue’s Import specifications, you (herein referred to as “User”) acknowledge and agree to the following:     

User is responsible for the use of the Import File specifications. User is responsible for generating the output file being imported to FDOR User agrees to make NO configuration changes and/or modifications to the Import File Specifications User agrees that the Import File Specifications will be used for the sole purpose of converting specific tax information to meet the standard format for transmitting data to FDOR User hereby acknowledges that they have read and agree to the terms and conditions of this import application.

User can contact the Florida Department of Revenue with questions concerning the testing of this import application at [email protected] .

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Revisions

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Notes : Applicable to Flat Files Naming conventions for files:    

File name may include RTELC, Year and Quarter - YYQQ (example: RTELC1301.txt) Only .txt file extension accepted Zip files are no longer acceptable. Non acceptable Special Characters within file name: ~ ! @ # $ % ^ & * ( ) _ - = `{ } [ ] \ , . ; ‘ : “ < > ?

Formatting data within the file:   

Use implied decimals Non acceptable Special Characters for FLAT FILES ( exception for e-mail address only) : ~ ! @ # $ % ^ & * ( ) _ - = `{ } [ ] \ , . ; ‘ : “ < > ? Zero fill all numeric fields

RT ELC Import File Format Errors If line length is too long or too short, present an error message which reads: E000 - Unexpected line length (Shorter or Longer) Only .txt file extension accepted E005 - Invalid file extension, only .txt accepted No zipped files will be accepted E010 - No zipped files allowed No special characters are allowed in file name:

~ ` ! @ # $ % ^ & * ( ) _ - + = { } [ ] | \ : ; “ ‘ < > , . ? / E015 - No special characters allowed in file name All amount fields have implied decimal. E020 - Invalid format for amount fields, decimal implied Only 5 record types allowed in file (01, 02, 03, 98 & 99). If not, present error message which reads: E026 - Invalid record type encountered If a blank line is encountered in file, present an error message which reads: E030 - File cannot contain blank line(s) All numeric fields must contain either a numeric value or be zero filled. E036 - Numeric fields must contain numeric values only 5

Import file must include record types (01, 02, 98 & 99). (Record type 02 can occur multiple times in file). (Record type 03 is optional and can occur multiple times in file). If not, present the applicable error(s) below: E041 - Must include record type 01 (Header Record) E046 - Must include record type 02 (Client Record) E052 - Must include record type 98 (Employer 1 Record) E056 - Must include record type 99 (Trailer Record) Import file cannot include multiples of type (01, 98, 99) records in the same file. If a filer should attempt to do so, present a message which reads: E060 - Record Type XX: You cannot include more than one record type XX in the same file. No special characters are allowed in file. @ and - and . can be used in e-mail addresses only:

~ ` ! @ # $ % ^ & * ( ) _ - + = { } [ ] | \ : ; “ ‘ < > , . ? / E065 - No special characters allowed in file

Header Record, type 01 Record type 01 (Header Record) should always be the first record in file. If not, present error message which reads: E071 - Missing 01 (Header Record) Record type 01, positions 3-12 (DBPR License#) must match that used in the setup file for the user logged into the system. If not, present message which reads: E081 - Department of Business and Professional Regulation License Number contained in this imported file does not match the Department of Business and Professional Regulation License Number registered for this account. Record type 01, positions 48-54 (ELC RT #) must match 7 digit Employer RT # used in the setup file for the user logged into the system. If not, present message which reads: E086 - Employee Leasing Company Reemployment account number contained in imported file does not match the Employee Leasing Company Reemployment account number registered for this account.

Client Record, type 02 Record Type 02 (Client Record) positions 1-2 (Record type) must be 02. If not, present an error message which reads: E091 - Record Type 02: Position 1-2 must be 02 (zero, two) Record Type 02 (Client Record) must always follow Record Type 01 (Header Record). If not, present error message which reads: E096 - Record Type 02: Invalid file layout (record type 02 must follow record type 01) 6

Positions 1-2, 3-11, 12-18, 100-108, 109-116, 117-124, must be numeric. If not, present error message which reads: E101 - Record Type 02: Non-numeric data in ……. Positions 3-11 (Client FEIN) must match 9 digit employer FEIN registered with the state. If not, present message which reads: E106 - Record Type 02: Missing or invalid FEIN Positions 12-18 (Client RT Account #) must match 7 digit Employer RT # registered with the state. If not, present message which reads: E111 - Record Type 02: Missing or invalid Employer RT # Positions 19-53 (Client Legal Name), 54-75 (Mailing Address), 109-116 (Leasing Start Date), 117-124 (Leasing End Date), are required fields. E116 - Record Type 02, position X-X is a required field Positions 100-108 (Zip code) must include full 9 digit# (may pad last 4 with 9’s). If not, present message which reads: E121 - Record Type 02: Missing or invalid Zip Code Positions 76-97 (City), 98-99 (State, abbreviated), must contain alpha characters only. If not, present error message which reads: E146 - Record Type 02: Non-alpha data in ……

Employee Record, type 03 Record Type 03 (Employee Record) positions 1-2 (Record type) must be 03. If not, present an error message which reads: E156 - Record Type 03: Position 1-2 must be 03 (zero, three) Record Type 03 (Employee Record) is optional and must always follow Record Type 02 (Client Record) when used. If not, present error message which reads: E161 - Record Type 03: Invalid file layout (record type 03 must come after record type 02) Record type 03, positions1-2, 3-11 must be numeric. If not, present error message which reads: E166 - Record Type 03: Non-numeric data in ……. Positions 3-11 (Employee SSN) must include 9 digit social security number. Cannot be 9 zeros; do not suppress leading zero(s). If not, present an error message which reads: E171 - Record Type 03: Missing or invalid Social Security Number Positions 3-11 must include each SSN only once in each 02 (Client Record). If not, present an error message which reads: E176 - Record Type 03: Duplicate Social Security Number in Client Record 7

Positions 12-26 (Employee first name) and 28-47 (Employee last name) are required fields. E181 - Record Type 03, position X-X is a required field Positions 12-26, 27-27, 28-47 must contain alpha characters only. If not, present error message which reads: E191 - Record Type 03: Non-alpha data in ……

Employer Record, type 98 Record type 98 (Employer Record), positions 1-2 (Record type) must be 98. If not, present an error message which reads: E201 - Record Type 98: Position 1-2 must be 98 (nine, eight) Record type 98 (Employer Record) must always follow Record Type 03 (Employee Record) when used or Record Type 02 (Client Record) when record type 03 is not used. If not, present error message which reads: E206 - Record Type 98: Invalid file layout (record type 98 must follow record type 03 ‘when used’ or 02) Positions 3-13 must equal the total# of (03) Employee Records reported. If not, present an error message which reads: E207 - Record Type 98: Total number of 03 (Employee Records) does not match entered value

Trailer Record, type 99 Record type 99 (Trailer Record), positions 1-2 (Record Type) must be 99. If not, present an error message which reads: E220 - Record Type 99: Position 1-2 must be 99 (nine, nine) Record Type 99 (Trailer Record) must always follow Record Type 98 (Employer Record). If not, present error message which reads: E226 - Record Type 99: Invalid file layout (record type 99 must follow record type 98) Record type 99, positions 1-2, & 3-7, must be numeric. If not, present error message which reads: E231 - Record Type 99: Non-numeric data in ……. Positions 3-7 must equal the total# of (02) Client Records reported. If not, present an error message which reads: E236 - Record Type 99: Total number of 02 (Client Records) does not match entered value No information allowed after Record Type 99 (Trailer Record) position 10. If so, present an error message which reads: E241 - Data encountered after trailer record

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Flat File Specifications

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Florida Department of Revenue ECL Import File Specifications for Flat File Flat File Import Specification (Fixed-Length Text) file contains a full data set. Florida Reemployment Employee Leasing Company Report (A = Alpha characters only, N = Numeric characters only, X = Alpha/Numeric) 01

01

01

Header Record. 03 Record Type 03 DBPR License # 03 Legal Name 03 ELC RT Account #

N2 X10 X35 N7

Value 01

Client Record. 03 Record Type 03 Client’s FEIN 03 Client’s RT Account # 03 Client Legal Name 03 Mailing Address 03 City 03 State (Abbreviated) 03 Zip Code (can pad last 4 digits with 9’s) 03 Leasing Start Date 03 Leasing End Date

N2 N9 N7 X35 X22 A22 A2 N9 N8 N8

Value 02

Employee Record. 03 Record Type 03 Employee Social Security Number

N2 N9

YYYYMMDD YYYYMMDD

Value 03

Position in Record 1-2 3-12 13-47 48-54 Position in Record 1-2 3-11 12-18 19-53 54-75 76-97 98-99 100-108 109-116 117-124 Position in Record 1-2 3-11

NINE digits (do not suppress the leading zeros)

03 03 03 01

01

Employee First Name Employee Middle Initial Employee Last Name

A15 A1 A20

12-26 27-27 28-47

Total Record. 03 Record Type 03 Total# of (03) Employee Records Reported

N2 N11

Value 98

Position in Record 1-2 3-13

Trailer Record. 03 Record Type 03 Total# of (02) Client Records Reported

N2 N5

Value 99

Position in Record 1-2 3-7

Example of File

**Example shows view including spaces and carriage returns** 10

Flat File Field Descriptions listing Field Restrictions 01 – Header Record ELC’s DBPR License # – Dept. of Business and Professional Regulation License Number. Cannot be string of same number. ELC’s Legal Name – Name of company. ELC’s RT # - Account Number assigned by the State of Florida. Cannot be string of same number. 02 – Client Record Client’s FEIN – Employer’s Federal Identification Number. Cannot be string of same number. Client’s RT Account # - Account number assigned by the State of Florida. Cannot be string of same number. Client Name – Name of company. Mailing Address – Mailing address of company. City – City in which company is located. State (Abbreviated) – State in which company is located. Zip Code – Location address. Leasing Start Date – Date ELC started lease with client. (YYYYMMDD) Leasing End Date – Date ELC ended lease with client. (YYYYMMDD) 03 – Employee Record Employee Social Security Number – NINE digits (do not suppress the leading zeros. Every employee, regardless of age, is required to have a social security number). Cannot be string of same number. Employee First Name – The employee’s first name. Dashes and hyphens should be excluded. Employee Middle Initial - The employee’s middle initial. Employee Last Name - The employee’s last name. Dashes and hyphens should be excluded. 98 – Employer Record Total # of Employee Records – Enter the total number of (03) Employee records reported in the file 99 – Trailer Record Total # of Client Records – Enter the total number of (02) Client records reported in the file

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