[Federal Register Volume 62, Number 138 (Friday, July 18, 1997)]
[Notices]
[Pages 38554-38561]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-18675]
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Administration for Children and Families
Agency Recordkeeping/Reporting Requirements Under Emergency
Review by the Office of Management and Budget (OMB)
Title: National Directory of New Hires.
OMB No.: New.
Description: Public Law 104-193, the ``Personal Responsibility and
Work Opportunity Reconciliation Act of 1996,'' requires the Office of
Child Support Enforcement (OCSE) to develop a National Directory of New
Hires (NDNH) to improve the ability of State Child support agencies to
locate noncustodial parents and collect child support across State
lines.
The NDNH will contain employment, wage and unemployment
compensation data on all employees within the United States. Public Law
104-193 requires States and territories to periodically transmit new
hire data received from employers to the NDNH, and to transit wage and
unemployment compensation claims data to the NDNH on a quarterly basis.
Employers must report specified information (based on the IRS W-4
Form) on all new hires to State agencies for transmittal to the NDNH.
States will transmit all data to the NDNH electronically. The purpose
of the NDNH is to develop a repository of information on newly-hired
employees, and on the earnings and unemployment compensation claims
data on all employees, to provide the necessary information to locate
child support obligors, and to establish and enforce child support
orders.
As planned, the approximately 6.3 million United States' employers
will submit approximately 60 million new hire records to the State
Directory of New Hires (SDNH). If reports are submitted manually,
employers must submit new hire reports not later than 20 days after the
date the employer hires the employee. If employers submit new hire
reports electronically, reports must be submitted to the SDNH twice a
month and not less than 12 days nor more than 16 days apart. The State
shall have the option to set a civil money penalty for noncomplying
employers.
The information will be entered into the data base maintained by
the SDNH within five business days of receipt from an employer. Within
three business days after the date information regarding a newly hired
employee is entered into the SDNH, the information shall be furnished
to the NDNH.
State agencies charged with the administration of the unemployment
compensation program must submit to the NDNH approximately 140 million
records quarterly. These State records contain the wages and
unemployment compensation paid to individuals within the fifty States,
Guam, Virgin Islands, Puerto Rico and the District of Columbia.
Provided below are the proposed Record Layouts and Field
Descriptions along with the Supplemental Specifications. The
supplemental specifications contain additional explanation regarding
format and content of items in the record specifications. The Record
Layouts and Field Descriptions apply to the W-4, Quarterly Wage and
Unemployment Compensation records respectively. Descriptions are also
provided for header, data and trailer subrecords.
Respondents: States and Employers.
Annual Burden Estimates
----------------------------------------------------------------------------------------------------------------
Number of
Number of responses Total
Instrument respondents per Average burden hours per response burden
respondent hours
----------------------------------------------------------------------------------------------------------------
New Hire: Employers Not Currently * 3,372,250 ** 3,484 .0417 hours (2.5 minutes)......... 489,930
Required to Report (manual
reporting) *.
New Hire: Employers Not Currently * 740,250 ** 37,037 ***.00028 hours (1 second)........ 7,677
Required to Report (electronically)
*.
New Hire: Multistate Employers' 375,000 1 .050.............................. 18,750
Registration Form.
New Hire: States Not Currently 29 **** 83,333 ***** 266,668..................... 644,445
Requiring New Hire Reporting.
New Hire: States Currently Requiring 25 **** 83.333 ****** 70.741..................... 147,376
New Hire Reporting.
Quarterly Wage & Unemployment 54 ******* 4 .033.............................. 7.13
Compensation.
----------------------------------------------------------------------------------------------------------------
Estimated Total Annual Burden Hours: 1,308,185.
Footnotes:
The above burden estimates are based on the following
assumptions and factors:
Twenty-five States already had a new hire reporting system in
place before PRWORA was passed. Within those 25 States, on average,
it is estimated that 75% of employers already report new hire data
(based on the fact that some States require all employers to report,
some require only targeted industries to report, and some are
voluntary reporting programs). It is estimated that these employers
represent the same proportional number of new hire reports (75% of
25/54).
These estimates include the 25% remaining employers who do not
report within those 25 States, in addition to all of the employers
within the remaining 29 States.
* Eighteen percent of all employers will report manually and 82%
will report electronically (based on SSA's experience). The number
of employers is based on the following calculation: the total number
of employers (6,300,000) multiplied by 29/54 (the proportion of
States that do not have new hire programs) plus the total number of
employers multiplied by the number of employers not already
reporting in the States that do have new hire programs (25% of 25/
54). The result (4,122,500) is then broken down into two categories:
those who report manually and those who report electronically.
** For the ``Employers'' tiers, ``response'' is defined as the
number of new hire reports. Thirty percent of all new hire reports
will be reported manually and 70% will be reported electronically
(based on SSA's experience).
[[Page 38555]]
*** Based on the assumption that employers reporting new hires
electronically will most likely transmit their reports in a batch
file, thus significantly reducing the per-response burden.
**** For the ``States'' tiers, ``response'' is defined as the
number of transmissions to the NDNH. All States are required by law
to transmit new hire data to the NDNH electronically, within three
business days after entering the data into the SDNH. There are 250
business days per year. States will send a transmission once every
three business days, which is equal to 83.333 transmissions per
year.
***** Based on the average number of reports per transmission
and the average burden per new hire report. The average number of
reports per transmission is calculated by dividing 32,222,220 (total
number of new hire reports in those 29 States) by 29 (number of
States). The result (1,111,111) is then divided by 83.333 (estimated
number of transmissions per State, see above explanation). Based on
this calculation, the average number of reports per transmission is
13,333.39 reports. The average burden per new hire report is
estimated to be .02 hours (1.2 minutes), which is based on a range
of two seconds to four minutes. The burden is estimated to be two
seconds per report for the 70% of new hire reports submitted to the
State electronically. This two second burden estimate is based on
the same batch-file assumption as above, and includes data receipt
and data transmission. If the State has to manually enter the new
hire data before transmitting to the NDNH (which is the case for 30%
of all new hire reports), the burden is estimated to be four minutes
(based on the number of characters in a record). The average burden
hours per report (.02) multiplied by the average number of reports
per transmission (13,333.39) is equal to the average burden hours
per transmission (266.668).
****** Within the 25 States that already have a new hire
reporting program in place, the burden is broken down into three
categories. The total number of new hire reports for those 25 States
is 27.8 million (46% of 60 million, or 25/54 times 60 million).
Seventy-five percent of employers already submit to those States, so
the incremental burden for that group is only the transmission to
the NDNH (1 second per report). Twenty-five percent of employers do
not already submit to those States, so the burden for that group is
based on the same calculation as above: 30% of all new hire reports
are reported manually (@ 4 minutes each) and 70% are reported
electronically (@ 2 seconds each). The following table represents
the exact formula for the calculation:
----------------------------------------------------------------------------------------------------------------
Number of
Types of reports new hire Time per new hire report Total time
reports (hours)
----------------------------------------------------------------------------------------------------------------
Already Received From Employers (75%). 20,833,333 .000278 hours (1 second)................... 5787.0370
Reports Not Currently Received (25%)-- 2,083,333 .066667 hours (4 minutes).................. 138888.8889
Manual (30%).
Reports Not Currently Received (25%)-- 4,861,111 .000556 hours (2 seconds).................. 2700.6173
Electronic (70%).
----------------------------------------------------------------------------------------------------------------
Total time for all three types of reports: 147,376.543 hours.
Total time per transmission (83.333) per State (25): 70.741
hours.
******* ``Response'' is defined here as the number of
transmissions to the NDNH. States are required to transmit quarterly
wage and unemployment compensation data four times a year.
Detailed Input Information
Record Layouts and Field Descriptions for Input to the National Directory of New Hire (NDNH)
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Location
Field name position Length Alpha/numeric Description/remarks Mandatory/optional
--------------------------------------------------------------------------------------------------------------------------------------------------------
W4 Transmitter Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A/N `H4'........................ M.
Transmitter State Code............... 3-4 2 N State FIPS Code (for states M for states.
only).
Transmitter Agency Code.............. 5-13 9 A/N Federal Agency Code (for M for agencies.
federal agencies only).
Transmission Type.................... 14-15 2 A/N `W4' for W4 data............ M.
Department of Defense Code........... 16 1 A `A' for active duty......... M for DOD.
`C' for civilian............
`R' for reserves............
States may leave this field
blank..
Version Control Number............... 17-18 2 A/N Must be `01', controlled by M.
OCSE.
Data Stamp........................... 19-26 8 N Format=YYYYMMDD............. M.
Must be current system date
of file generation.
Batch Number......................... 27-32 6 N Sequential number to M.
identify a submission as
unique.
Filler............................... 33-801 769 A/N Spaces. To be used for
future versions.
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W4 Total Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A/N `T4'........................ M.
Data Record Count.................... 3-13 11 N Total record count for M.
transmission, including
header and trailer records.
Filler............................... 14-801 787 A/N Spaces. To be used for
future versions.
--------------------------------------------------------------------------------------------------------------------------------------------------------
W4 Data Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A/N `W4'........................ M.
Employee SSN......................... 3-11 9 N As reported by employee..... M.
Employee Name:
First Name....................... 12-27 16 A At least one character...... M.
No special characters.......
Middle Name...................... 28-43 16 A If non-blank, must be at O.
least one character.
No Special characters.......
Last Name........................ 44-73 30 A At least one character No M.
special characters, except
for hyphen.
[[Page 38556]]
Employee Address
Street Address (line 1).......... 74-113 40 A/N Non-blank................... M.
Street Address (line 2).......... 114-153 40 A/N If your address line is less O.
than 40 characters, do not
concentrate into one line.
Street Address (line 3).......... 154-193 40 A/N ............................ O.
City............................. 194-218 25 A At least two characters..... M.
No special characters,
except for hyphen.
State............................ 219-220 2 A Valid state or territory M.
abbreviation.
Zip Code (1)..................... 221-225 5 N Must be numeric............. M.
Zip Code (2)..................... 226-229 4 A/N If present, must be numeric. O.
Employee Foreign Address Foreign 230-231 2 A/N Refer to U.S. Department of M for foreign address.
Country Code. Commerce FIPS code manual,
National Institute of
Standards and Technology,
FIPS PUB 10-4 (April 1995).
Foreign Country Name............. 232-256 25 A/N If present, at least two O.
characters.
Foreign Zip Code................. 257-271 15 A/N .......................... O.
Employee Date of Birth............... 272-279 8 A/N If present, numeric Format-- O.
YYYYMMDD.
Employee Date of Hire................ 280-287 8 A/N If present, numeric......... O.
Format--YYYYMMDD............
Employee State of Hire............... 288-289 2 A Alphabetic state or O.
territory abbreviation.
Federal EIN.......................... 290-298 9 N Federal Employer M.
Identification Number.
State EIN............................ 299-310 12 A/N If no FEIN is available, O.
send the State EIN.
If present and less than 12
characters, left justify.
Employer Name........................ 311-355 45 A/N At least two characters..... .................................
FEIN address from W4........
Employer Address:
Street Address (line 1).......... 356-395 40 A/N At least two characters..... M.
Street Address (line 2).......... 396-435 40 A/N If your address line is less O.
than 40 characters, do not
concentrate into one line.
Street Address (line 3).......... 436-475 40 A/N ............................
City............................. 476-500 25 A At least two characters..... M.
State............................ 501-502 2 A Valid state or territory M.
abbreviation.
Zip Code (1)..................... 503-507 5 N Must be numeric............. M.
Zip Code (2)..................... 508-511 4 A/N If present, must be numeric. O.
Employer Foreign Address:
Foreign Country Code............. 512-513 2 A/N Refer to U.S. Department of M for foreign address.
Commerce FIPS code manual,
National Institute of
Standards and Technology,
FIPS PUB 10-4 (April 1995).
Foreign Country Name............. 514-538 25 A/N If present, at least two O.
characters.
Foreign Zip Code................. 539-553 15 A/N ............................ O.
Employer Optional.................... ......... ........... ........................ This address will be blank O.
if only collecting one
address. If there is a
second address, it should
be the address where child
support orders should be
sent.
Street Address (line 1).......... 554-593 40 A/N If your address line is less O.
than 40 characters, do not
concentrate into one line.
Street Address (line 2).......... 594-633 40 A/N ............................ O.
Street Address (line 3).......... 634-673 40 A/N ............................ O.
City............................. 674-698 25 A If present, at least two O.
characters.
State............................ 699-700 2 A If present, valid state or O.
territory abbreviation.
Zip Code (1)..................... 701-705 5 A/N If present, must be numeric. O.
Zip Code (2)..................... 706-709 4 A/N If present, must be numeric. O.
Employer Optional
Foreign Address:
Foreign Country Code............. 710-711 2 A/N Refer to U.S. Department of O.
Commerce FIPS code manual,
National Institute of
Standards and Technology
FIPS PUB 10-4 (April 1995).
Foreign Country Name............. 712-736 25 A/N If present, at least two .
characters.
Foreign Zip Code................. 737-751 15 A/N ............................ O.
Filler............................... 752-801 50 A/N Spaces. To be used for
future versions..
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[[Page 38557]]
Quarterly Wage Transmitter Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A `HQ'........................ M.
Transmitter State Code............... 3-4 2 N State FIPS Code (for states M for states.
only).
Transmitter Agency Code.............. 5-13 9 A/N Federal Agency Code (for M for agencies.
federal agencies only).
Transmission Type.................... 14-15 2 A/N `QW' for quarterly wage data M.
Department of Defense................ 16 1 A `A' for active duty......... M for DOD.
Code................................. ......... ........... ........................ `C' for civilian............ .................................
......... ........... ........................ `R' for reserves............ .................................
......... ........... ........................ States may leave this field .................................
blank..
Version Control Number............... 17-18 2 A/N Must be `01', controlled by M.
OCSE.
Date Stamp........................... 19-26 8 N Format=YYYYMMDD............. M.
Must be current system date
of file generation.
Batch Number......................... 27-32 6 N Sequential number to M.
identify a submission as
unique..
Filler............................... 33-601 569 A/N Spaces. To be used for
future versions..
--------------------------------------------------------------------------------------------------------------------------------------------------------
Quarterly Wage Total Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A `TQ'........................ M.
Data Record Count.................... 3-13 11 N Total record count for M.
transmission, including
header and trailer record.
Filler............................... 14-601 588 A/N Spaces. To be used for
future versions..
--------------------------------------------------------------------------------------------------------------------------------------------------------
Quarterly Wage Data Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A `QW'........................ M.
Employer SSN......................... 3-11 9 N As reported by employee..... M.
Employee Name: ......... ........... ........................ ............................ .................................
First Name....................... 12-27 16 A At least one character...... M.
No special characters.......
Middle Name...................... 28-43 16 A If non-blank, must be at O.
least one character.
No special characters.......
Last Name........................ 44-73 30 A At least one character...... M.
No special characters,
except for hyphen.
Employee Wage Amount................. 74-84 11 N Last two positions are M.
decimal places.
No negative values, zeroes
are allowed.
Gross amount paid with the
quarter.
Reporting Period..................... 85-89 5 N Format--QYYYY for Calendar M.
year.
Q=1 for Jan-Mar.............
Q=2 for Apr-Jun.............
Q=3 for Jul-Sep.............
Q=4 for Oct-Dec.............
Federal EIN.......................... 90-98 9 N Federal Employer M.
Identification Number.
State EIN............................ 99-110 12 A/N If present and less than 12 O.
characters, left justify.
Employer Name........................ 111-155 45 A/N At least two characters FEIN M.
address.
Employer Address: ......... ........... ........................ ............................ .................................
Street Address (line 1).......... 156-195 40 A/N At least two characters..... M.
Street Address (line 2).......... 196-235 40 A/N If your address line is less O.
than 40 characters, do not
concentrate into one line.
Street Address (line 3).......... 236-275 40 A/N ............................ O.
City............................. 276-300 25 A At least two characters..... M.
State............................ 301-302 2 A Valid state or territory M.
abbreviation.
Zip Code (1)..................... 303-307 5 N ............................ M.
Zip Code (2)..................... 308-311 4 A/N If present, must be numeric. O.
Employer Foreign Address:
Foreign Country Code............. 312-313 2 A/N Refer to US Department of M for foreign address.
Commerce FIPS code manual,
National Institute of
Standards and Technology,
FIPS PUB 10-4 (April 1995).
Foreign Country Name............. 314-338 25 A/N If present, at least two O
characters.
Foreign Zip Code................. 339-353 15 A/N .......................... O
Employer Optional Address............ ......... ........... ........................ This address will be blank .................................
if only collecting one
address. If there is a
second address, it should
be the address where child
support orders should be
sent.
[[Page 38558]]
Street Address (line 1).......... 354-393 40 A/N At least two characters if O
your address is less than
40 characters, do not
concentrate into one line.
Street Address (line 2).......... 394-433 40 A/N ............................ O
Street Address (line 3).......... 434-473 40 A/N ............................ O
City............................. 474-498 25 A If present, at least two O
characters.
State............................ 499-500 2 A If present, valid state or O
territory abbreviation.
Zip Code (1)..................... 501-505 5 A/N If present, must be numeric. O
Zip Code (2)..................... 506-509 4 A/N If present, must be numeric. O
Employer Optional Foreign Address:
Foreign Country Code............. 510-511 2 A/N Refer to U.S. Department of O
Commerce FIPS code manual,
National Institute of
Standards and Technology,
FIPS PUB 10-4 (April 1995).
Foreign Country Name............. 512-536 25 A/N If present, at least two O
characters.
Foreign Zip code................. 537-551 15 A/N .......................... O
Filler............................... 552-601 50 A/N Spaces. To be used for
future versions..
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UI Transmitter Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier................ 1-2 2 A `HU'........................ M
Transmitter State Code........... 3-4 2 N State FIPS (for states only) M for states.
Transmitter Agency Code.......... 5-13 9 A/N Federal Agency Code (for M for agencies.
federal agencies only).
Transmission Type................ 14-15 2 A/N `UI' for unemployment M
insurance data.
Filler........................... 16 1 A/N ............................ M for DOD.
Version Control Number........... 17-18 2 A/N Must be `01', controlled by M
OCSE.
Date Stamp....................... 19-26 8 N Format=YYYYMMDD Must be
current system date of file
generation.
Batch Number..................... 27-32 6 N Sequential number to M
identify a submission as
unique.
Filler........................... 32-295 263 A/N Spaces. To be used for
future versions.
--------------------------------------------------------------------------------------------------------------------------------------------------------
UI Total Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A `TU'........................ M
Data Record Count.................... 3-13 11 N Total record count for M
transmission, including
header and trailer record.
Filler............................... 14-295 282 A/N Spaces. To be used for
future versions.
--------------------------------------------------------------------------------------------------------------------------------------------------------
UI Data Record
--------------------------------------------------------------------------------------------------------------------------------------------------------
Record Identifier.................... 1-2 2 A `UI'........................ M.
Claimant SSN......................... 3-11 9 N As reported by claimant..... M.
Claimant Name:
First Name....................... 12-27 16 A At least one character...... M.
No special characters.......
Middle Name...................... 28-43 16 A If non-blank, must be at 0.
least one character.
No special characters.......
Last Name........................ 44-73 30 A At least one character...... M.
No special characters except
for hyphen.
Claimant Address:
Street Address (line 1).......... 74-113 40 A/N Non-blank................... M.
Street Address (line 2).......... 114-153 40 A/N If your address line is less O.
than 40 characters, do not
concentrate into one line.
Street Address (line 3) 154-193 40 A/N ............................ O.
City............................. 194-218 25 A At least two characters..... M.
No special characters,
except for hyphen.
State............................ 219-220 2 A Valid state or territory M.
abbreviation.
Zip Code (1)..................... 221-225 5 N Must be numeric............. M.
Zip Code (2)..................... 226-229 4 A/N If present, must be numeric. O.
[[Page 38559]]
Benefit Amount....................... 230-240 11 N Last two positions are M
decimal places.
No negative values, zeroes
are allowed.
Gross amount paid within the
quarter before withholding
offsets. This amount is a
total of all benefits that
are tracked electronically.
Reporting Period..................... 241-245 5 N Format--QYYYY for Calendar M.
year.
Q=1 for Jan--Mar............
Q=2 for Apr--Jun............
Q=3 for Jul--Sep............
Q=4 for Oct--Dec............
Filler............................... 246-295 50 A/N Spaces. To be used for
future versions..
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Supplement to New Hire Record Specifications
At the suggestion of the workgroup that assisted in developing the
record specifications for the National Directory of New Hires (NDNH),
this is an accompanying document that contains some additional
clarification or explanation of items in the record specifications.
Mandatory Fields: The legislation mandates the collection of only
the following six data elements from the W-4 form:
Employee SSN
Employee Name
Employee Address
Employer Name
Employer Address
Employer ID number
On the W-4 record specifications these fields are marked with (M)
to designate mandatory. There are three additional optional fields that
are highly desirable for the New Hire data base. These are:
Employee Date of Birth
Employee Date of Hire
Employee State of Hire
While the legislation precludes the federal government from
mandating the collection and retention of additional data elements, the
states are not bound by those rules. The New Hire record specifications
were developed in collaboration with State child support enforcement
staff, State Employment Security Agency (SESA) staff, and federal and
Department of Defense staff. Consequently, the specifications include
additional data elements that will be collected by the states and
passed to the NDNH. There data elements will be used by the states and
other authorized users of NDNH data.
Following are some clarifying statements that apply to all of the
NDNH data elements and record formats.
1. All data is to be in EBCDIC format.
2. All alphanumeric data are to be in upper case.
3. All alphanumeric data are to be left justified.
4. All numeric data are to be right justified and zero filled.
5. All dates are to be in the Year 2000-compliant format of
YYYYMMDD.
6. Name and city data are to be stripped of special characters
except for the hyphen.
7. State and territory abbreviations in addresses should be the US
Postal Service abbreviations
8. Name fields should not include suffixes such as ``Jr.'',
``Sr.'', and ``III''.
9. The NDNH will contain two addresses for the employer. The first
address is that noted on the W-4 form. The second address is where
child support orders should be sent. If only one address is available
or known, use the first set of address data elements and leave the
second set of data elements blank.
10. National standard codes are to be used for foreign country
code abbreviations as assigned by the Department of Commerce FIPS codes
(FIPS PUB 10-4).
11. For Quarterly Wage data, the employee wage amount is to be the
gross amount paid during the quarter, regardless of when the amount was
earned.
12. For Unemployment Insurance data, the benefit amount is to be
the gross amount paid within the quarter before any deductions or
offsets are applied, regardless of when the benefit was earned or
accrued.
13. WHEN IN DOUBT, SEND THE DATA. While the NDNH wants to receive
clean, edited data, we want to receive all data in a timely manner.
Consequently, if some data is missing or incomplete at the time of
transmission, include the record(s) in the transmission. Hopefully,
this will also make processing easier at the State level.
14. Output records returned from the NDNH will contain all of the
input data sent to the NDNH and indications of errors or changes that
took place at the federal level.
15. States have the option of receiving error records. The NDNH
will maintain a matrix of which states want to be notified of errors
and which do not.
Input Records
When sending data to the federal level, there will be three record
types in each transmission of data. These will include a header record,
a series of data records, and concluded by a trailer record.
Header Record
The header record will be the first record in the data set and will
contain the following fields.
------------------------------------------------------------------------
Field name Comments
------------------------------------------------------------------------
Record Identifier............ Enter `H4' for W4 data.
Enter `HQ' for Quarterly Wage data.
Enter `HU' for Unemployment Insurance
data.
Transmitter State Code....... Refer to US Department of Commerce FIPS
code manual, National Institute of
Standards and Technology, FIPS PUB 10-4
(April 1995).
[[Page 38560]]
Transmitter Agency Code...... Some federal agencies act as service
bureaus for other federal agencies.
Enter the Federal Employer
Identification Number (FEIN) of the
agency transmitting the data to the
National Directory of New Hires.
Transmission Type............ Identifies the type of data in this data
set.
Enter `W4' for W4 data.
Enter `QW' for Quarterly Wage data.
Enter `UI' for Unemployment Insurance
data.
Department of Defense Code... This field is mandatory only for DOD data
transmissions. All others can ignore
this field. DOD data is separated into
several categories. This field indicates
which category of data is being
transmitted.
Enter `A' for active duty personnel.
Enter `C' for civilian personnel.
Enter `R' for reservist personnel.
Version Control Number....... It is assumed that the system will be
modified over time to accommodate future
requirements. The version Control Number
indicates which version of the system is
in operation and will provide a means of
communicating with data suppliers about
record formats.
Enter `01' until notified by OCSE to
change this value.
Date Stamp................... Enter the system generated date on the
date the data set is transmitted to the
federal level. Enter the date in the
format YYYYMMDD.
Batch Number................. A sequential number generated by the
transmitting agency. This field is to
uniquely identify a transmission. Do not
repeat batch numbers.
Filler....................... Each record contains filler to be used
for future versions of the record
formats.
------------------------------------------------------------------------
Total Record
Each data set is to be terminated with a Total Record which will
contain the count of the total number of records transmitted in this
data set.
------------------------------------------------------------------------
Field name Comments
------------------------------------------------------------------------
Record Identifier............ Enter `T4' for W4 data.
Enter `TQ' for Quarterly Wage data.
Enter `TU' for Unemployment Insurance
data.
Data Record Count............ Enter the total number of records
transmitted in this data set, including
the header and trailer records. This
will be used to verify that all records
are received and processed.
Filler....................... Spaces. To be used for future versions of
the system.
------------------------------------------------------------------------
Data Record
Each of the data records for W4, Quarterly Wage, and UI is
different in several ways. Following is further explanation of some of
the data elements in those record layouts. See the Record Layout
specifications for detailed information on all data elements.
------------------------------------------------------------------------
Field name Comments
------------------------------------------------------------------------
Record Identifier............ Enter `W4' for W4 record.
Enter `QW' for Quarterly Wage record.
Enter `UI' for Unemployment Insurance
record.
Foreign Address Data Elements If an address supplied for the employee
or employer is outside the United
States, include the Foreign County Code
for the address, the Foreign Country
Name, and the Foreign Zip Code.
Employee Wage Amount (QW).... For Quarterly Wage data, provide the
gross amount paid to the employee during
the quarter, regardless of when the
amount was earned.
Reporting Period............. Use the quarters that correspond to the
calendar year rather than quarters that
correspond to fiscal accounting periods.
Use the format QYYYY where
Q=1 for January-March
Q=2 for April-June
Q=3 for July-September
Q=4 for October-December
Benefit Amount (UI).......... The UI Benefit Amount is the gross amount
paid within the reporting quarter before
any withholding offsets are applied.
This amount should be the sum of
benefits received from all programs
tracked electronically by the State.
However, only include those benefits
that are housed in the same hardware
environment. Do not include benefits
from sources that must be translated or
imported to the mainframe environment.
------------------------------------------------------------------------
Output Records
FPLS will return records to the data transmitters when errors were
detected. The states can elect to have these records returned for error
resolution or not as they choose. Federal agencies, however, will
receive all error records from each transmittal.
The record formats for the error records are identical to the input
record provided by the submitter except that error codes will be
appended that explain the nature of the error. Errors can occur at the
transmission level and at the individual record level.
[[Page 38561]]
Transmission Control Records
This is the output equivalent of the input TRANSMITTER RECORD and
includes counts of records received, records rejected, error records
returned, records posted to the National Directory of New Hires,
records posted to the Suspense File and up to five Error Codes
pertaining to the transmission level error conditions encountered.
Data Records
Each output version of the input DATA RECORD had appended to it up
to five record level error codes that indicate the nature of the error
encountered during editing. It also contains a Social Security Number
Verification Indicator that indicates whether multiple valid SSNs were
encountered during the SSN verification process. In addition, a
corrected SSN is returned if during the SSN verification process the
supplied SSN was determined to be incorrect and the verification
procedure was able to provide the correct SSN.
Total Records
No transmission total records will be returned to the submitting
State or federal agency
Additional Information
ACF is requesting that OMB grant a 180 day approval for this
information collection under procedures for emergency processing by
August 15, 1997. A copy of this information collection, with applicable
supporting documentation, may be obtained by calling the Administration
for Children and Families, Reports Clearance Officer, Robert Driscoll
at (202) 410-9313 or (202) 401-6465. Internet address:
[email protected]
Comments and questions about the information collection described
above should be directed to the Office of Information and Regulatory
Affairs, Attn: OMB Desk Officer for ACF, Office of Management and
Budget, Paperwork Reduction Project, 725 17th Street N.W., Washington,
D.C. 20503, (202) 395-7316.
Dated: July 10, 1997.
Robert Driscoll,
Reports Clearance Officer.
[FR Doc. 97-18675 Filed 7-17-97; 8:45 am]
BILLING CODE 4184-01-M