Electronic Data Reporting

Appendix A - CES File Format

Shaded data elements are common to both CES and MWR.

Note: Round to the nearest dollar or hour; do not include decimals or fractions in fields containing dollars or hours.

CES Data Elements
Position

Data Element

Length

 Data Specification
1-2 Program Code

2

 Required. A 2-digit program code indicating the type of data being reported.
01 = CES
02 = MWR
3 Record Type

1

 Required. A 1-digit number indicating the record format is Y2K compliant. Enter "2".
4-5 Reference State

2

 Required. The 2-digit State FIPS code indicating the location of the establishment. (See Appendix D for a list of FIPS codes).
6-15 UI Account Number

10

 Required. The Unemployment Insurance (UI) account number assigned to the employer by the State. Right justify, zero fill.
16-20 Reporting Unit Number

5

 Optional. The number assigned by the State to distinguish between records with the same UI account number. Right justify, zero fill. If the RUN numbers are not known, zero fill. The EDI Center will assist in assigning the correct RUNs.
21-29 Employer Identification Number (EIN)

9

 Required. The 9-digit EIN assigned to the employer by the Internal Revenue Service (IRS). Numeric, right justified. If EIN is unknown, zero fill.
30-64 Trade Name

35

 Required. The division or subsidiary name of the establishment. "Mom's Restaurant" is an example of a trade name of ABC Enterprises. Left justify, blank fill.
65-99 Street Address 35 Required. The physical street address of the establishment. Abbreviate as necessary in accordance with the U.S. Postal Service’s National Zip Code and Postal Service Directory. Left justify, blank fill.
100-129 City 30 Required. The city of the establishment. Left justify, blank fill.
130-131 State 2 Required. The standard 2-letter Postal Service State abbreviation for the establishment. (See Appendix D).
132-136 Zip Code 5 Required. The 5-digit Zip Code used by the Postal Service for the establishment.
137-140 Expanded Zip Code 4 Optional. The 4-digit expanded Zip Code used by the Postal Service for the establishment. If not used, blank fill.
141-142 Delivery Point Barcode 2 Optional. The 2-digit delivery point Barcode used by the Postal Service for the establishment. If not used, zero fill.
143-144 Primary Comment Code 2 Optional. If not used, blank fill.
145-146 Secondary Comment Code 2 Optional. If not used, blank fill.
147-148 Third Comment Code 2 Optional. If not used, blank fill.
149-152 Reference Year 4 Required. Enter the four digits of the calendar year covered by the report.
153-154 Reference Month 2 Required. The 2-digit number indicating the reference month for the report. For example, enter "01" for January.
155-164 Firm Code 10 Required. The 10-digit Firm Code assigned to your firm by the EDI Center.
165-185 Division Code 21 Conditional. Your firm accounting code (1-21 alpha-numeric characters) that identifies the division. The code is required only if it is needed to uniquely identify each establishment or your records permit reporting only at the division level. (See Section 4.2.) Left justify, blank fill.
186-195 Establishment Code 10 Conditional. Your firm accounting code (1-10 alpha-numeric characters) that identifies the establishment. The code is required unless you are reporting only at the division level. (See Section 4.2.) Left justify, blank fill.
196-205 Sub-establishment Code 10 Conditional. Your firm accounting code (1-10 alpha-numeric characters) that identifies the sub-establishment. The code is required only if reporting at the sub-establishment level. (See Section 4.2.) Left justify, blank fill.
206-213 Start Date of Pay Period 8 Conditional. The beginning date of the pay period that includes the 12th of the month. Format must be 'yyyymmdd'. For example, a pay period that begins on January 10, 2004 would be '20040110'. If not used, blank fill.
214-221 End Date of Pay Period 8 Conditional. The ending date of the pay period that includes the 12th of the month. Format must be 'yyyymmdd'. For example, a pay period that ends on January 16, 2004 would be '20040116'. If not used, blank fill.
222 Length of Pay Period Code 1 Conditional. The 1-digit code that describes the length of the payroll period for the report. Enter '1' for Weekly payroll, '2' for Bi-Weekly payroll, '3' for Semi-Monthly payroll or '4' for Monthly payroll. This field is required only if payroll and/or hours data are reported and the Start and End Dates of Payroll Period are not provided. If not used, blank fill.
223-229 All Employees 7 Required. The number of all paid, full- and part-time employees who worked during or received pay for the pay period that includes the 12th of the month. Right-justify, zero fill.
230-239 All Employee Payroll 10 Required. The total payroll, including overtime, commissions (paid at least once a month or more often) and lump sum payments, for All Employees earned during the pay period that includes the 12th of the month1. If commissions are paid at a different pay frequency than regular pay, do not include them in Payroll but report them in the Commissions field (columns 255-262). (Omit cents). Right justify, zero fill. If not reported, blank fill.
240-247 All Employee Hours 8 Required. The total hours paid, including overtime hours, for All Employees for pay period that includes the 12th of the month. (Omit fractions). Right justify, zero fill. If not reported, blank fill.
248-254 All Employee Overtime Hours 7 Required. The total overtime hours paid to All Employees for the pay period that includes the 12th of the month1. (Omit fractions). Right justify, zero fill. If not reported, blank fill.
255-262 All Employee Commissions 8 Required. The total commissions earned by All Employees for the pay period that includes the 12th of the month. Commissions already included in All Employee Payroll should NOT be included here. Do not include commissions paid less often than once a month (e.g. quarterly). (Omit cents). Right justify, zero fill. If not reported, blank fill.
263-270 Start Date of Commissions Pay Period 8 Conditional. The beginning date of the reported commissions' data. Format must be 'yyyymmdd'. For example, a pay period that begins on January 10, 2004 would be '20040110'. This field is required only if commissions are reported and the Length of Commissions Pay Period Code cannot be provided. If not used, blank fill.
271-278 End Date of Commissions Pay Period 8 Conditional. The ending date of the reported commissions' data. Format must be 'yyyymmdd'. For example, a pay period that ends on January 17, 2004 would be '20040117'. This field is required only if commissions are reported and the Length of Commissions Pay Period Code cannot be provided. If not used, blank fill.
279 Length of Commissions Pay Period Code 1 Conditional. The 1-digit code that describes the length of the pay period for the reported commissions' data. Enter '1' for Weekly payroll, '2' for Bi-Weekly payroll, '3' for Semi-Monthly payroll or '4' for Monthly payroll. This field is required only if commissions are reported and the Start and End Dates of Commissions Pay Period are not provided. If not used, blank fill.
280-290 Gross Monthly Earnings (for the Entire Previous Month) 11 Required. Total gross wages paid to all employees for the entire PREVIOUS month, before deductions. (Omit cents). For example, if the reference month in columns 153-154 is "02" (February), enter Gross Monthly Earnings for January. Right justify, zero fill. If not reported, blank fill.
291-297 Production Workers, Construction Workers, or Non-Supervisory Employees 7 Required. The number of All Employees who are Production Workers, Construction Workers, or Non-Supervisory Employees depending on the industry of the establishment. Right-justify, zero fill. If not reported, blank fill.
298-307 Production Worker, Construction Worker, or Non-Supervisory Employee Payroll 10 Required. The total payroll, including overtime, commissions (paid at least once a month or more often) and lump sum payments, for Production Workers, Construction Workers, or Non-Supervisory Employees depending on the industry of the establishment. If commissions are paid at a different pay frequency than regular pay, do not include them in Payroll but report them in the Commissions field (columns 322-329). (Omit cents). Right justify, zero fill. If not reported, blank fill.
308-314 Production Worker, Construction Worker, or Non-Supervisory Employee Hours 7 Required. The total hours paid, including overtime hours, for Production Workers, Construction Workers, or Non-Supervisory Employees, depending on the industry of the establishment. (Omit fractions). Right justify, zero fill. If not reported, blank fill.
315-321 Production Worker Overtime Hours 7 Required. (Manufacturing only). The total Production Worker overtime hours. (Omit fractions). Right justify, zero fill. If not reported, blank fill.
322-329 Commissions of Non-Supervisory Employees 8 Required. (Service Providing only). The total commissions earned by Non-Supervisory Employees paid weekly. Do not include commissions paid less often than once a month (e.g. quarterly). (Omit cents). Right justify, zero fill. If not reported, blank fill.
330-350 Blank 21 For future use. Blank fill.


Footnotes:

1 We understand that not all payroll systems may be able to produce this data element. If you are not able to produce this particular element, we can still use your report. If you find you cannot produce this data element please contact the EDI Center for advice on how to proceed.

Chapter 1 | Chapter 2 | Chapter 3 | Chapter 4 | Chapter 5 | Chapter 6 | Appendix A, B, C, D, E, F

 

Last Modified Date: September 27, 2005