File Specifications
Excel saved as a .CSV (Comma Delimited)
To upload an Excel file in the new system, please follow the below requirements and save the file as a .CSV. To do so, click File > Save as > then select File Type "CSV" (comma delimited). Download Template.
| Cells | Field Name | Character Length | Format | Description |
| A1-Q1 | Column Headings | Text | Labeled headings for each column, provided in DWD template. | |
| A2-Q2 | Sample Row | Text and Numbers | Sample display of formatted data for each column. | |
| A3-End of A | Row Type | 1 | Text | H=header, N=nothing to report, S=wage |
| B3-End of B | Reporting Period Quarter | 1 | Number | The quarter to be filed. Ex: 1, 2, 3, or 4. |
| C3-End of C | Reporting Period Year | 4 | Number | The four (4) digit year to be filed. |
| D3-End of D | State Unemployment Tax Account Number | 6 | Number | Six (6) digit SUTA number. With or without dashes. |
| E3-End of E | Federal Employer Identification Number | 9 | Number | Nine (9) digit FEIN. With or without dashes. |
| F3-End of F | Social Security Number or Individual Taxpayer Identification Number | 9 | Number | Employee's SSN. With or without dashes. |
| G3-End of G | Last Name | 20 | Text and Special Characters | Employees full last name. Dashes (-) and apostrophes (') allowed. |
| H3-End of H | First Name | 20 | Text and Special Characters | Employee's full first name. Dashes (-) and apostrophes (') allowed. |
| I3-End of I | Middle Initial | 1 | Text | Employee's middle initial. |
| J3-End of J | Start Date | 10 | Number and Special Characters | Employee's start date. Should be formatted with forward slashes. Ex: MM/DD/YYYY |
| K3-End of K | Standard Occupational Classification Code | 6 | Number | Employee's Standard Occupation Classification (SOC) code. |
| L3-End of L | Zip Code of Primary Work Location | 5 | Number | Zip code of the primary location where the employee performed work. |
| M3-End of M | Full Time/Part Time/Seasonal | 2 | Text and Number | Employee's status as full time, part time, or seasonal. Full time and part time designated as FT and PT, respectively. Seasonal status designated with two (2) digit seasonal code. |
| N3-End of N | Gross Wages | 1 | Text and Special Character | Employee's gross wages. Denote cents with a period (.). No dollar sign or commas. |
| O3-End of O | Employed 12th day of Month One | 1 | Text | If employee worked during the pay period including the 12th day of the month, enter "Y." If not, enter "N." |
| P3-End of P | Employed 12th day of Month Two | 1 | Text | If employee worked during the pay period including the 12th day of the month, enter "Y." If not, enter "N." |
| Q3-End of Q | Employed 12th day of Month Three | 1 | Text | If employee worked during the pay period including the 12th day of the month, enter "Y." If not, enter "N." |
Updated ICESA .TXT File
The Department of Workforce Development will accept an updated ICESA space delimited .txt file. The new requirements are reflected below. In the new system, you will only be required to submit E and S records on the ICESA file.
E Record Format
| Field Name | Location | Length | Comments | |
| E1 | Record Identifier | 1-1 | 1 | Value = E |
| E2 | Payment Year | 2-5 | 4 | Numeric CCYY |
| E3 | FEIN | 6-14 | 9 | Numeric |
| E4 | Fill | 15-23 | 9 | Spaces |
| E5 | Employer Name | 24-73 | 50 | The Employer matching the FEIN and Indiana SUTA number in this E record |
| E6 | Employer Street Address | 74-113 | 40 | |
| E7 | Employer City | 114-138 | 25 | |
| E8 | Employer State | 139-140 | 2 | |
| E9 | Fill | 141-148 | 8 | |
| E10 | Zip Code Extension | 149-153 | 5 | |
| E11 | Zip Code | 154-158 | 5 | |
| E12-E17 | Fill | 159-172 | 14 | Spaces |
| E18 | Indiana SUTA Number | 173-187 | 15 | 6 Numeric + 1 Alpha or Space + 8 Spaces |
| E19 | Reporting Period | 188-189 | 2 | Numeric 1Q=03, 2Q=06, 3Q=09, 4Q=12 |
| E20 | Fill | 190-275 | 86 | Spaces |
S Record Format
| Field Name | Location | Character Length | Comments | |
| S1 | Record Identifier | 1-1 | 1 | Value = S |
| S2 | Social Security Number OR Individual Taxpayer Identification Number | 2-10 | 9 | Numeric |
| S3 | Employee Last Name | 11-30 | 20 | Full Last Name |
| S4 | Employee First Name | 31-42 | 12 | Full First Name |
| S5 | Employee Middle Initial | 43-43 | 1 | Middle Initial or Space |
| S6 | State Code | 44-45 | 2 | Value = 18 |
| S7 | Employee Start Date | 46-53 | 8 | Numeric MMDDYYYY |
| S8 | Zip Code of Primary Work Location | 54-58 | 5 | Numeric |
| S9 | Fill | 59-63 | 5 | Spaces |
| S10 | Gross Wages | 64-77 | 14 | Numeric |
| S11-S12 | Fill | 78-105 | 28 | 0 filled. Other digits or spaces in the 28 characters will be ignored. |
| S13 | Standard Occupation Classification Code | 106-111 | 6 | Numeric |
| S14-S18 | Fill | 112-146 | 35 | Spaces |
| S19 | Indiana SUTA Number | 147-152 | 6 | Six (6) digit numeric account number (can begin with 0) |
| S20-S22 | Fill | 153-204 | 52 | Spaces. Other digits or spaces in the 52 characters will be ignored. |
| S23 | Full Time/Part Time/Seasonal | 205-206 | 2 | Full time designated FT |
| S24-S28 | Fill | 207-211 | 5 | Spaces |
| S29 | Month 1 Employment | 212 | 1 | If employee worked during period of 12th day of the month = Y. If not = N. |
| S30 | Month 2 Employment | 213 | 1 | If employee worked during period of 12th day of the month = Y. If not = N. |
| S31 | Month 3 Employment | 214 | 1 | If employee worked during period of 12th day of the month = Y. If not = N. |
| S32 | Reporting Quarter and Year | 215-220 | 6 | Numeric 1Q=03, 2Q=06, 3Q=09, 4Q=12 + 4 digit year (YYYY) |
| S33 | Fill | 221-275 | 55 | Spaces |
