DES TRACS Software, Version VB_3.0 And Electronic Transfer Guide DESClaims Module

Transcription

1 North Carolina Department of Commerce The Division of Employment Security of TAX REPORTING AND CLAIMS SOFTWARE Software, Version VB_3.0 And Electronic Transfer Guide DESClaims Module North Carolina Department of Commerce Division of Employment Security Unemployment Insurance Division Post Office Box Raleigh, North Carolina August 2012

2 SECTION I INTRODUCTION TABLE OF CONTENTS Introduction... 1 Installation Options... 1 Starting Application... 3 Navigation of Module Application Windows... 3 Data Field Types... 5 Data Entry Modes... 5 Screen Navigation and Miscellaneous Information... 5 Getting HELP in... 6 Switching to the Other Application Module... 7 Exiting Application... 8 SECTION II DESClaims ATTACHED AND TOTALLY SEPARATED General Information... 1 Employer Information... 3 Employee Data Entry... 5 Department... 9 Claims Detail Prepare Layoff Report Create Claims Layoff File Incomplete Employee/Claimant Information Import From Data File i

3 Import From WINFTL Database Export Function Backup Database Restore Database Create New Database SECTION III FILING BY THE INTERNET General Information... 1 Filing Options... 2 ESC Format for Claims Records... 4 SECTION IV TECHNICAL SUPPORT Error Messages... 1 Error Logs... 5 Problems with Importing Files... 5 APPENDIX A 1 - ii

4 INTRODUCTION In an effort to unify the electronic filing of required reports, the Division of Employment Security has combined the quarterly filing of the Tax and Wage Reports and the filing of claims for attached workers. This Windows-based application maintains a common database of employer and employee information. Based on the module that is installed, the application allows data entry or upload of quarterly tax and wages for each quarter. If the other module is installed it also allows data entry or upload of attached claims for each worker. This application has several report functions, tax calculation, import and export functions and diskette creation. application was developed by the Information Systems Division of the Division of Employment Security of North Carolina (DES). The application was written using the Visual Basic programming language, and is intended to operate on a workstation running Windows 95 or later. Disclaimer: This application is designed to run on IBM compatible machines only. There are two modules to the program. The two modules to be used by employers are: DES Wages Module used to file Employers Quarterly Tax and Wage Report DES Claims Module used to file the claims of workers on temporary layoff. The ESCWages, DESClaims, or BOTH modules can be installed. If only one of the modules is installed, the other module will not be visible on the logon screen. The DESClaims module will be covered in detail later on in this document. Installation Options The software needs to be installed on the hard drive of your computer before the Application Modules can be started. The user may obtain this software either by downloading it from the internet or installing the program from a CD. Internet On the Internet, connect to the DES home page at des.nc.gov and then click on Business Services. Locate the Downloads section, click on Software. 1-1

5 Double-click on the link for the software and note the file folder location where you download to on your PC. When the transfer is complete, navigate to the downloaded file icon and double-click to begin the installation. CD The CD contains the program and documentation for both applicatons. Note: Installing this software on a NETWORK drive is possible; however, users will not be able to access the database simultaneously. To Install the Software: 1. Insert the CD into the appropriate drive. The installation window opens automatically if Autorun is enabled on your system. Note: If you have Autorun disabled on your computer, choose Run from the Start menu to open the Run dialog box. Type D:\setup.exe, and click the OK button. (If your CD drive is something other than D, substitute the correct drive name.) 2. Follow the instructions on your screen to complete the installation. 3. It is recommended that you accept the default directory as prompted. You may change the directory if you desire, however be sure to install the program in its own subdirectory, such as C:\DESTRACS. Always choose a subfolder of the desired drive. 4. Click the button as instructed to begin the installation. A check for necessary disk space will be performed, then a prompt for the program group. When the installation is complete, you will be notified. Uninstalling the Software: 1. Choose Settings from the Start menu, and select Control Panel. 2. Double-click on Add/Remove Programs. 3. Select the name of the program you want to uninstall ( if you accepted the default name during the installation) and click on the Add/Remove button.. 4. Click on Yes to confirm the program deletion. 1-2

6 Starting The Application Once the program has been successfully loaded to your hard drive, you are ready to start the application. Locate the icon depicted in Figure 1-2 on your desktop. Double click on the icon to start the application. Alternatively, the icon can also be found by clicking on the Start button, followed by Programs Figure 1-2 The DES Reporting Software screen will be displayed as shown in Figure 1-3. Note: If you installed one of the applications, i.e., DES Claims and not the other, i.e, DES Wages, the display shown in Figure 1 3 will only show the button of the installed application. Figure 1-3 Navigation of Module Application Windows The window is designed with two panes. The functions displayed in the left pane will depend on the module that was selected when the application was started. The left pane will be used to select a function and the right pane will display the actual input panel for that function. The left pane itself consists of two sections. The upper section will be used to input employer data. The functions available under the employer section are: 1-3

7 Employer Information Select, add, delete, and change Employer records and also set wages to zero for the selected quarter in the DES Wages module. Claims Detail Add and change Claimant records and the data entry of temporary claims amounts for all claimants in the DES Claims module. The lower section of the left pane will be used to input employee data. The functions available under the employee section are: Department Add, delete and change Claimant records in the DES Claims module. An example of the DES Claims window are shown below: Please note that whenever a + is displayed next to a function, double clicking on the function will expand it and display the sub functions. Double clicking will also collaspe the tree view. DES Claims module Employer Section Employee Section Status Bar Please Note at the bottom of the window the status bar displays PANEL: NAME OF THE PANEL, on the window above, EMPLOYER MODE: ADD. When the status bar displays ADD, new records can be added. When the status bar displays READONLY, no changes can be made to a screen. 1-4

8 When the status bar displays EDIT, changes can be made to a screen. Press the CANCEL button to exit the EDIT mode without making changes to the screen. Data Field Types There are three types of fields used for input: Alphabetic (Alpha), Numeric and Alphanumeric. Alphabetic fields are those fields that contain only Alpha characters (letters). They are used for fields such as Name, City, etc.. When a field is Alpha, the program will not accept numeric input. The characters are keyed using the alphabetic portion of the standard computer keyboard. Numeric fields are those fields that contain only Numeric characters (numbers). They are used for fields such as Account Number, Wages, etc.. When the field is Numeric, the program will not accept alpha input. Alpha-numeric fields are those fields that can contain both Alpha characters (letters) and Numeric characters (numbers). Data Entry Modes The Application uses two Modes for entering data: ADD mode is used to add records. This includes the initial creation of the records as well as adding additional records. Once the user has entered the Add mode, the only way to escape this mode without entering a record is by clicking the Cancel button. UPDATE mode is used to change data in previously keyed records. Once the user has entered the Add mode, the only way to escape this mode without entering a record is by clicking the Cancel button. Edit mode will be used when previously entered data needs to be corrected. Screen Navigation and Miscellaneous Information Formatted Numerics After clicking UPDATE on a panel, numeric fields will be formatted with dashes, commas and/or a decimal point for display only. If you return to this field the formatting will be removed automatically. 1-5

9 Error/Information Windows When incorrect or invalid data is entered in a field, a beep will sound and an error window will appear on the screen. The error window needs a response from you. If the only option displayed is OK, you only need to press <ENTER> to clear the window. Others need a YES or NO response. You can click the <Yes> or <No> button as a response, or, you can press tab to highlight the appropriate button (indicated by a fine dashed line around the button) and press <ENTER>. Field Navigation The <TAB> key is used to skip to the next field. The <SHIFT + TAB> keys pressed together are used to skip backwards to the previous field. The arrow ( ) keys are used to move between the fields on the edit detail records screen. Clear Data There is no clear field key. To change the data already entered in a field in either mode, position the cursor on the field, press the <DELETE> or <BACKSPACE> keys (as appropriate) to erase the characters. Rekey the data and press <ENTER>. Or, double click the data which will put a blue box around the data; rekey the data and press <ENTER>. Delete a Record To delete a record from a table, select the record and press the DELETE button on the panel. There will be a message displayed that details what changes will be made to the database if this record is deleted. The user will be asked to confirm that the record is to be deleted by pressing <OK> to delete the record or <CANCEL> to leave the record in the program. Getting HELP in HELP can be accessed several ways in : Select Help from the Menu Bar 1-6

10 Click the Help button from the application panel for additional information about each application panel. Field Help is provided by tabbing to a field and pressing the F1 function key. Please refer to the How To Use Help section of HELP if you need additional instructions. Switching to the other Application Module If both modules have been installed, it is not necessary to exit and open the program to switch modules. To Switch from DES Wages module to the DES Claims module, click on File from the Menu and select Return to Logon Screen to as shown below in Figure 1-4. Figure 1-4 The application will return to the screen depicted in Figure 1-3. This will allow the user to select the other application module. 1-7

11 Exiting The Program To exit the application entirely, click on File..Exit as shown in Figure 1-4. You can also click on the X in the upper right-hand corner of the application window to exit the application. The application can be exited by clicking on the icon in the upper left hand corner of the application window and clicking on Close. Be sure to update any changes prior to exiting the application. If you do not update changes, the changes will be lost once the application is closed. 1-8

12 DESCLAIMS General Information The DES Claims module may be used to report claims by Internet and by diskette. This software should be used to submit claims for workers who are out of work due to a lack of work. This software may be used to submit claims for attached workers and totally separated workers who are out of work due to a lack of work. Question your employees before submitting claims. Employees must be questioned to insure they are eligible for benefits. Question each employee about earnings they may have had from any other source. Any odd-job earnings must be included as part of the total earnings for the week of layoff. You are responsible for providing accurate and complete information. Incomplete or incorrect information can result in processing delays or improper payments. When a claim is processed, it is matched against claims currently on file in the DES benefit system. If the name does not match the name on file for that social security number, the claim will be rejected. Therefore, if there has been a name change since the previous filing, in addition to entering the new name in the Detail Claim Record, you must submit a letter to the address shown below: Division of Employment Security Attn: CLAIMS DEPARTMENT P.O. Box Raleigh, North Carolina An accurate address is most important, as checks will be mailed to this address. You must report the claimant s current address, not your business address. If the claimant lives on a rural route, the box number must be included. If the claimant receives mail at a post office box number, the post office box number must be included. Address changes reported in the Detail Claim record will be made automatically. Data received prior to 5:00 PM will be processed in the nightly update, Monday through Friday. Checks are mailed to eligible claimants the following morning. Data received after 5:00 PM or on weekends will not be processed until the next update. We have attempted to make this program as user friendly as possible. DES shall not be responsible for any damages incurred by the employer or user as a result of the use of this program. The use of this program shall not excuse any incorrect reporting of layoffs unless it can be shown that error(s) in the program was the cause of the incorrect reporting. 2-1

13 If you have questions concerning the submission of electronic claims, contact the Intrastate Supervisor, Claims Processing Unit, Division of Employment Security at (919)

14 DES Claims Module Application The following section deals with the DES Claims application. It is assumed that the user chose DES Claims at logon. If you need assistance with Starting the DES Claims Application, please refer to Starting The Program in Section 1. Introduction. Employer Information The message below in Figure 2-1 will only appear when no employer information has been entered. This usually only occurs the first time you use the program or if you have deleted all employer information from the program. Multiple employers and branches can be added. Figure 2-1 Click Import From Data File to import the employer data from a file (See Import Function). Click Import From WinFTL (See Importing a WINFTL Database Page 24). Click Add New Employer and the screen shown in Figure 2-2 will be displayed. Key the Employer Account No (number), Branch Account Number, Employer Name and Employer County. When you enter an Employer County, the Employer Local Office will automatically be displayed. If the county selected has more than one LOCAL OFFICE, you will need to select the local office from the drop-down box. Key the Employer Account No (number). Employers who may file claims for more than one business location will need an assigned Branch Account Number. This number may be obtained by calling the Intrastate Unit at Key the Branch Account No (number) if one has been assigned. For employers that do not have multiple business locations and will only file claims for one business site, you do NOT need an assigned Branch Account Number. The employer account number you key will automatically be placed in the Branch Account number field. 2-3

15 You are not required to complete every field on this screen. You may wish to do so however, if you anticipate filing quarterly tax and wage reports. The DES WAGES application requires an entry in every field. Account Header Figure 2 2 Once you have entered all your information, click Update. If you fail to enter data in a required field, an error message will be displayed when you press Update. See the ERROR Messages in the appendix. Please note that initially, Employer Number, Employer Name and Week Ending Date Fields in the header are blank. Once the Employer Information has been keyed and saved (Clicking the UPDATE button saves this information to the database table), the Employer Number and Name fields will reflect the saved information from this point forward. For additional employers, click Add again and enter your information. Once the employer information has been entered and updated, you can change the information in any of the fields by clicking Edit. 2-4

16 Employers can be deleted by pressing the Delete button. When Delete is pressed, you will see the following message shown in Figure 2 3. Select Employer Figure 2-3 Click Yes to delete the employer or No to cancel the deletion of the employer. Employee Data Entry There are several ways a new employee can be added to the database. You can click Tasks Add New Employee from the Menu. To enter the individual employee data from the Employer section of the DES Claims application window, you will first need to select the employer. To Select the Employer account you wish to enter employees for, click the down arrow in the employer section of left pane of the DES Claims application window as shown in Figure 2 4 below. 2-5

17 Figure 2 4 Double click Employer Information from the employer section of the left pane. When you double click Employer Information, two options, Add Employee and Add Department will be displayed. Click the Add Employee and the Employee Information Panel shown in Figure 2-5 below will be displayed. Figure 2-5 To enter employee data, click Add. Key the Employee SSN, Employee First Name, Employee Middle Initial (if available), Employee Last Name, Employee Address, City, State and Zip, Employee County and the Employee Race, Ethnicity (Y- Hispanic, N Non Hispanic) Birth Date and Sex. For the US Citizen field, highlight Yes if the employee is a US citizen. Highlight No if the employee is NOT a US citizen. You may place a check mark in the Filing field if you wish to file a claim for this employee. You will be prompted to enter the Payroll week ending date as shown in Figure

18 Figure 2 6 When you click OK, you will then be able to select the week ending date by pressing the down arrow to display a calendar as shown in Figure 2 7. Figure 2 7 Figure 2-7 After selecting the week ending date, click OK to accept it. The Claim Information Panel will be displayed as shown in Figure

19 Figure 2-8 Click Edit, key the weekly earning amount and click Update to save the information. Click Add Employee as shown in Figure 2 5 to add each additional employee. Employees will be added to the A99999 Generic Department by default. Once the employee information has been keyed and updated, you can change the information in any of the fields by clicking Edit. Employees can be deleted by pressing the Delete button. When Delete is pressed, you will be see the following message shown in Figure 2-9 below: Figure 2-9 Click Yes to delete the employee or No to cancel the deletion of the employee. 2-8

20 Department As new employees are added to the database, they are placed in the A99999 Generic Department by default. There may be occasions where more departments will be needed. To Add a department for an employer, click Add Department from the employer section of the left pane as shown in Figure 2 5. When you click on the Add Department, the Department Information Panel shown in Figure 2-10 below will be displayed. Figure 2 10 Click Add. Key the Department Number (this is an alphanumeric field), Department Name and Department Description. Click Update to save this information. To Change an Employee s Department, first double click on the Current Department (most of the time this will be the Generic Department). Select the employee by clicking on the name. The Employee Information Panel as shown in Figure 2-11 will be displayed. 2-9

21 Figure 2-11 Click the Edit button and then click the down arrow to the left of the department field as shown in Figure Figure

22 Select the appropriate Department and click Update. Right click on Dept. A99999 Generic Department to display the Add New Employee button as shown in Figure This is another way to add new employees to the database. Clicking on the Add New Employee button will display the Employee Information Panel as shown in Figure 2 5. Figure 2-13 Claims Detail Double click Claims Detail from the employer section of the left pane. When you double click Claims Detail, the option Add Employee will be displayed. Click Add Employee and the Employee Information Panel shown in Figure 2 5 will be displayed. This is another way to access the Employee Information Panel. To enter the weekly earnings, click on Claims Detail from the employer section of the left pane. Single click on Claims Detail will display the Claims Detail Panel shown below in Figure The individual claimant records can be sorted by clicking the Filing, Last Name, First Name Initials, SSN, or Earnings column headings. Click on the field name once to sort the wages in ascending order. Click on the field name again to sort the wages in descending order. 2-11

23 Figure 2 14 The selected employee s record is shown above the listing as shown above. To enter the weekly earnings, place a check mark beside the filing field. If the week ending date has not been set, you will see the prompt as shown in Figure 2 6. Once the week ending date has been set, you will be able to key the weekly earning amount in the earnings field as shown in Figure Figure

24 Click Update to save this information. To change the filing status of a single employee, select the employee and uncheck the filing field. The employee s earnings will be set to $0.00 and the filing status will be changed to No. To Set the filing status for all the employees at once: Click Set to set the filing status of all employees in the Current Department to Yes and set earnings to $0.00 Figure 2-16 Click Reset to set the filing status of all employees in the Current Department to No and reset earnings to $0.00. Finding Employees Figure 2 17 When you need to change information for an individual, click on the Find Employee By SSN or Find Employee By Last Name by selecting Tasks from the Menu bar as shown in Figure You can then make your changes using the Edit function. 2-13

25 Figure 2 18 Key the employee s SSN (dashes in the SSN are not required) or Name as shown below in Figure Click OK. Figure 2 19 The employee s record will be displayed in the Employee Section under the Department in the left pane as shown in Figure

26 Figure 2 20 To edit the Employee record for the employee, click Edit on the Employee Information Panel as shown in Figure Prepare Layoff Report A listing of all the employees in the database file and/or all employees whose claims are being submitted may be printed. The Layoff Report can be prepared by selecting Layoff Report from Reports on the Menu Bar as shown in Figure

27 Figure 2-21 You may select to include all employees in the report or only the employees filing claims. 2-16

28 Figure 2-22 Select the order in which you would like this report sorted as shown in Figure Click OK to get preview of the Employee Wage Detail Report as shown in Figure By using the scroll bars you can view the entire report. To print the Layoff Report, click Print from the toolbar. Figure 2 23 The standard Windows Print window will be displayed as shown in Figure

29 Figure 2 24 Please DO NOT include a copy of this report with the diskette, if filing by diskette. Create Claims Layoff File The functions used here allow you to produce the claims layoff file that will be sent to DES on the Internet or on a diskette. To file Attached Claims Click Task Create Layoff File from the Menu Bar in Figure To file Totally Separated Claims Click Task Create Totally Separated Layoff File as shown below. Creating a Layoff File will be discussed here. Figure 2 25 The message shown in Figure 2 26 will be displayed. Figure

30 Click Yes to create the Claim Layoff file. First, select the disk drive. If filing by Internet write the report file to your C drive. The default directory is the ESCTracs\Reports as shown in Figure 2-27 below. Note: The filename is the Week Ending date and the extension.att for attached files. The filename for Totally separated files is the Week Ending date and the extension.tot for totally separated files. Figure 2 27 Select the file media type as shown in Figure Figure

31 Please note the drive where the file was saved especially if you did not save the file in the default drive. Once the file has been saved, you will see the message shown in Figure Saving Claims Layoff File to Diskette Figure 2 29 Creating a Totally Separated Layoff File will be discussed here. To file Totally Separated Claims Click Task Create Totally Separated Layoff File as shown in Figure The prompt in Figure 2 30 will be shown. Figure 2 30 If you intend to send a diskette to DES, use the drop-down tab on the right and select A: as shown in Figure Click Save to create the Claims Layoff file. 2-20

32 Figure 2-31 To save the claims file to diskette, click Save. Select Diskette as the file media type as shown in Figure The message as shown in Figure 2 32 will be displayed if the save was successful. Mail the diskette to the Intrastate Unit of the Claims department. Figure 2-32 Incomplete Employee/Claimant Information If employee records are imported or were entered in the DES Wages module without complete employee information, you will be unable to create an Attached or Totally Layoff file until the omitted data is supplied. The prompt in Figure 2 33 will be displayed to list the SSNs of employees with incomplete data. If the list of SSNs is too long for the display, a complete listing of the SSNs can be found in the log file described in the prompt. Figure

33 Import From Data File You may use this function to import employee and employer ASCII data files. This function can be accessed by one of two ways: (1) Click Import From Data File to import the employer data from a file as shown in Figure (2) Click Database Import by from the Menu Bar as shown below in Figure Figure

34 Figure 2 35 Detailed instructions will be provided for importing an employer ASCII file. The default setting for the file import is the DESClaims format as shown in Figure You also have the option of creating a custom field definition format. Figure 2-36 To import employer data using the ESCTRACS default format, click Import Data. Select the location and filename for the file that you wish to import as shown in Figure

35 Figure 2-37 Select your file and click OPEN. Once the Import is complete, you will receive a message that N of N employee records have been updated in the database as shown in Figure Figure 2 38 Import From WINFTL Database Importing from a WINFTL database can be accomplished two ways: (1) Click Import From WinFTL Database as shown in Figure 2 34.(2) Select Database Import From WINFTL Database from the Menu Bar as shown Figure Figure

36 Locate and open WINFTL folder as shown in Figure 2 40 to select the WINFTL database to import. Select the database filename and click OPEN. Figure 2-40 Once the database has been successfully converted, the message displayed in Figure 2 41 will be shown. Figure 2-41 The message displayed will report the number of Employers and the number of Employee records that were successfully imported. Please note that all employee records Imported from WINFTL have the US Citizenship field set to False (the NO button will be selected). You will need to manually change the field to True (select the Yes button) for US Citizens. 2-25

37 Export Function You may use this function to export employer and employee files created using ESCTRACS. Select the Export function by clicking Database from the Menu Bar as shown below in Figure Details for exporting the employer file will be discussed here. Figure 2-42 Select the location for the employer.txt file as shown in Figure

38 Click SAVE. Figure 2-43 Once the Export is complete, you will receive a message that the files was created successfully as shown in Figure Figure 2-44 Backup Database To Backup your database, click on Backup Database from Database on the Menu bar as shown in Figure

39 Figure 2 45 The window in Figure 2 46 will be displayed when you select Backup Database. Select the save location and filename for the database. Once you have keyed the filename, click Save. Figure

40 When the database has been saved, the message shown in Figure 2 47 will be displayed. Restore Database Figure 2-47 To change your database, click on Restore Database from Database on the Menu bar as shown in Figure You will need to select the filename of the database you want from the window displayed in Figure Figure 2 48 Select the filename and click Open. When the database has been changed you will see the message shown in Figure

41 Figure 2 49 Create New Database To create a new database, click on Create New Database from Database on the Menu bar as shown in Figure You will need to key the new database name in the window displayed in Figure Figure 2-50 Key the database name and click Save. When the database has been created you will see the message shown in Figure

42 Figure

43 GENERAL INFORMATION FILING BY THE INTERNET The Division of Employment Security of North Carolina (DES) receives claims data transferred by the Internet. The agency s web site is located at des.nc.gov. To access the agency s web site from within the DES Claims module, click File..NC DES Website as shown in Figure 3 1 below. Figure 3-1 In order to transmit data files, you must: Have a web browser that is at least Netscape version 4.79, Internet Explorer 4.01, Internet Explorer for Mac 5.1 or AOL users must have version 7.0 or higher.. For transmitting DES Claims Layoff files you must: Know your account number and the PIN assigned to your account. If you have forgotten your PIN contact our Status Unit by phone at (919) or contact a tax auditor at your nearest DES local office. 3-1

44 PINs are assigned to ensure that only you or your authorized representative have access to sensitive information about you or your account. We take certain precautions to ensure that your PIN is not disseminated to unauthorized individuals. It is also your responsibility to protect your PIN from misuse. Contact the Intrastate Unit at (919) or via at to obtain a branch account number and PIN if necessary. FILING OPTIONS The Internet may be used to transmit ASCII files as well as files created using the DES TRACS software. If you are submitting the Claims Layoff file by Internet, it is NOT necessary to submit the Claims Layoff report or the Claims Layoff file by diskette. TRANSMITTING CLAIMS LAYOFF DATA 1. Access the agency s web site: des.nc.gov. 2. Click on Business Services, then DES Login 3. Enter your Employer Account Number and PIN in the appropriate fields. Click on Login Now to display the Main Menu Page. 4. Locate and click on File Attached Claims or File Totally Separated Claims under the Interactive Services. Please be sure that all Pop Up software is turned off. 5. Click the Continue button and follow the screen instructions. Select the appropriate option. Select UPLOAD FILE to upload the claims layoff file from the C drive. File name must be payroll week ending date (MMDDYY) followed by a period and the claims type as the file name extension..att for attached claims file.tot for totally separated claims file Record length is fixed at 200 bytes. 3-2

45 Detail claims records must be in full social security number sequence. 6. To upload a file, click Upload. You may click the browse to locate the file on your C drive (for example, c:\program Files\ESCNC\TRACS\Report Files) or type in the path and name of the file. 7. Record the confirmation number for future reference. If later, you have a question about a particular file, you will need to call (919) with the confirmation number of that file. 3-3

46 Header Record Layout for Internet/Diskette Type: X - Alphanumeric 9 - Numeric Name of Record : Claims Layoff Header Field Columns Length Type Required Instructions HDR X Y Header record indicator. Enter HDR. Employer s Name X Y Enter employer s name as listed on the Quarterly Wage Report made to the Division of Employment Security. FTL Version X Y FTL program version number. Enter ESC TRACS 2.1 Type of Claim X Y A for Attached Claim T for Totally Separated Claim Filler X Y Spaces End of Record Indicator X Y * (Asterisk) 3-4

47 Detail Record Layout for Internet/Diskette Type: X Alphanumeric 9 - Numeric Name of Record: Claims Layoff Transaction Field Columns Length Type Required Instructions SSN Y Employee s Social Security Number First Name X Y Employee s first name. Left justified. Middle Initial X N Employee s middle initial. Space if none. Last Name X Y Employee s last name. Left justified. Street X Y Employee s home street address Left justified. Street X N Employee s home street address. Left justified. Spaces if none City X Y Employee s home city. Left justified. State X Y Employee s home state. Valid 2 character alpha state abbreviation. Zip-Code Y Employee s home zip code. All 5 digits numeric. Leading zero fill. Zip X N Employee s zip code suffix. All 4 digits numeric if entered and leading zero fill. Spaces, if none entered. Zip-Extension X N Employee s zip code extension. Both digits numeric if entered and leading zero fill. Spaces, if none entered. Filler X Y System generated. Do not leave any blanks. 3-5

48 Detail Record Layout for Internet/Diskette Field Columns Length Type Required Instructions Media X Y Enter F for disk. Enter I for Internet. Sex Y Employee s gender: 1 = Male, 2 = Female Race Y Employee s race: 1 = White 2 = Black 3 = Hispanic 4 = American Indian or Alaskan Native 5 = Asian or Pacific Islander 6 = Information not available/unknown. Birth-Year Y Four digit year of the employee s birth, i.e Local-Office Y Four digit value for the DES local office nearest to the employer s place of business for attached claims. Four digit value for the DES local office nearest to the employee s residence for totally separated claims. i.e See Appendix A. County-Code Y Employee s county of residence. See Appendix A. Employer-Acct-No Y DES assigned employer tax account number. Filler X Y Spaces Payroll Week Ending Date Y Your payroll week ending date. Format: CCYYMMDD All numeric. i.e = 11/11/96 Earnings Y Employee s earnings for week. PIC 999v99. Leading zero fill. (i.e. $95.50 = 09550) If the employee had no earnings, enter numeric zeros. 3-6

49 Pension SW X Y Enter N Pension Type SW X Y Enter 0 numeric zero Fed. Withholding X Y Enter N State Withholding X Y Enter N US Citizenship X Y Y = Citizen, N = Alien Ethnicity X Y Y= Hispanic N Non Hispanic End of Record Indicator X Y * (Asterisk) Trailer Record Layout for Internet/Diskette Name of Record: Claims Layoff Trailer Type: X -Alphanumeric 9 Numeric Field Columns Length Type Required Instructions TRL X Y Trailer record indicator. Enter TRL Number of claim records Y Enter the total number of attached claim records submitted, excluding the header and trailer records. Leading zero fill. i.e. 254 = Filler X Y Spaces Application Version Filler X Y Spaces End of Record X Y * (Asterisk) Indicator X Y FTL program version number. Enter ESC TRACS

50 TECHNICAL SUPPORT Error Messages Below is a listing of some of the error messages you may encounter while using the application as well as possible solutions. Please make notes that will be useful to you The changes you requested to the table were not successful because they would create duplicate values in the index, primary key, or relationship. Change the data in the field or fields that contain duplicate data, remove the index, or redefine the index to permit duplicate entries and try again. Resolution: You are attempting to enter a record that already exists in the database. Check the employer account number or the employee SSN number The Employer Account Number Field is a required field. The Branch Account Number Field is a required field. Resolution: Enter the Employer Account Number in the Account Number Field The Employee s Department Code Field is a required field. Resolution: Enter the Employee Department Code in the Department Code Field The Employee First Name Field is a required field. The Employee Last Name Field is a required field (2001) The data entered is invalid. Resolution: Enter a valid date (2002) Object is read-only. Resolution: Update is not a valid at this time. 4-8

51 (2003) One or more required parameters are missing. Resolution: Enter the missing parameter (2005) The Employer Account Number Field must be 7 numeric digits long. Resolution: The Employer Account Number field is a required field, enter the Employer Account Number in the Employer Account Number Field (2006) The Employer Branch Number Field must be 7 numeric digits long. Resolution: The Employer Branch Account Number field is a required field, enter the Employer Branch Account Number in the Employer Branch Number Field (2007) The name field must be between 1 and 35 characters long. Resolution: The Employer Name field is a required field, enter the Employer Name in the Employer Name Field (2008) The first address field must be between 1 and 35 characters long. Resolution: The Employer Address field is a required field, enter the Employer Address in the Employer Address Field (2009) The city name field must be between 1 and 20 characters long. Resolution: The Employer City Name field is a required field, enter the Employer City Name in the Employer City Field (2010) The state field can not be blank. Resolution: 4-9

52 The Employer State field is a required field, enter the Employer State in the Employer State Field (2011) The zip code field must be 5 digits long. Resolution: The Employer Zip Code field is a required field, enter the Employer Zip Code in the Employer Zip Code Field (2016) A file name was not specified. Resolution: Enter a filename (2017) The specified file already exists. Resolution: The filename you entered already exists, enter a different filename (2020) The Employee information is missing from the database. You must enter the Employee information before continuing. Resolution: Employee data must be entered into the database. This data can be keyed or imported from an ASCII text file (2021) The SSN is invalid. Resolution: Employee SSNs must be 9 numeric characters. Reenter the SSN and make certain to enter all nine digits (2022) The value entered is invalid. Resolution: (2023) The sex for the employee must be 'M' or 'F'. Resolution: The Employee Sex Field is a required Field. Enter M or F in the Employee Sex Field (2025) The file path specified is invalid 4-10

53 Resolution: Check the path and make certain you have selected the corrected file path and/or filename (2026) An employee's earnings must be less than one thousand dollars. Resolution: A claimant s earnings must be less than $ Enter earnings of less than $ (2028) An employee's earnings must contain a decimal and be specific to the penny. Resolution: Key the claimant s earning using a decimal to denote cents, i.e., (2029) An employee must be at least 16 years old. Resolution: Please correct the Employee s birth date. If the employee is less than 16 years old, a claim cannot be filed for them (2030) The local office code must be specified. Resolution: The Local Office Field is a required field. Enter the Local Office in the Local Office Field (2031) The county code must be specified. Resolution: The County Code Field is a required field. Enter the County Code in the County Code Field (2032) The Employee SSN already exists in the database. Resolution: You have entered this SSN to the application. If you are entering data for another employee, check the SSN The database is missing or corrupt. 4-11

54 Resolution: Try restoring your database. If the problem persists, contact DES Support The changes you requested to the table were not successful because they would create duplicate values in the index, primary key, or relationship. Change the data in the field or fields that contain duplicate data, remove the index, or redefine the index to permit duplicate entries and try again. Resolution: The Employer has already been added to the database. If you are entering data for another employer, check the employer account number. Resolution: Enter the Employee First Name in the Employee First Name Field. Enter the Employee Last Name in the Employee Last Name Field. Error: This file cannot be found. Make sure that the correct path and filename are given. Resolution: Select the correct drive and filename for the file you wish to OPEN. Error: Invalid property array index Resolution: The Employer State, Zip and County fields are required fields, make sure that the Employer State and Zip and County Fields have been keyed. Error Logs There is an error log directory created in the application directory. If any error messages are displayed in the application, an entry is made to the DESClaims.log file in the error log directory. There may be times when you will need to view an error message or wish to print an error message while troubleshooting problems. The log can be found in c:\programfiles\\ ErrorLog directory. This file is appended every time an entry is made to it. You may wish to delete the file if it becomes too large. If the 4-12

55 DESClaims.log file is deleted, the next error condition will result in the log being recreated. Please note that this information is available to you. You may need to share this information with DES staff while resolving problems. Problems with Importing Files If there are problems with any of the file imports, there will be a log entry made to the ImportErrors.log file. There may be times when you will need to view an error message or wish to print an error message while troubleshooting problems. The log can be found in c:\programfiles\\errorlog directory. If the ImportErrors.log file is deleted, the next error condition will result in the log being created again. Please note that this information is available to you. You may need to share this information with DES staff while resolving problems. 4-13

56 APPENDIX A Local Job Service Offices And County Codes Use the chart below to determine the correct county code and local office number for the appropriate fields of the Detail Record. The county is listed in alphabetical order preceded by the county code. The county code should be entered in columns of the Detail Claim Record. This is the employee s county of residence. Directly below each county is the local office(s) serving the county followed by the local office number. The local office number selected should be the office nearest to the employer s business(attached Claims)/employee s residence(totally Separated Claims). Note: If the employee lives outside NC, enter nines in the county code field. County Code Local Office No. (col ) County Code (col ) 001 Alamance 049 Craven Burlington 2300 New Bern Alexander 051 Cumberland Taylorsville 8700 Fayetteville Alleghany 053 Currituck Sparta 6810 Elizabeth City Anson 055 Dare Wadesboro 8900 Outer Banks Ashe 057 Davidson West Jefferson 9300 Lexington Avery 059 Davie Newland 6600 Mocksville Beaufort 061 Duplin 4700 Washington 9100 Kenansville 015 Bertie 063 Durham Williamston 9400 Durham Bladen 065 Edgecombe Elizabethtown 3400 Tarboro Brunswick 067 Forsyth Shallotte 1800 Winston Salem Buncombe 069 Franklin Asheville 1700 Louisburg Burke 071 Gaston Morganton 6100 Gastonia Cabarrus 073 Gates Concord 2800 Edenton Caldwell 075 Graham Lenoir 5100 Murphy Camden 077 Granville Elizabeth City 3300 Butner Carteret Oxford 6900 Morehead City Greene 033 Caswell Kinston 4900 Reidsville Guilford 035 Catawba Greensboro 4000 Hickory/Newton 4400 High Point Chatham 083 Halifax Siler City 8100 Roanoke Rapids Cherokee 085 Harnett Murphy 6400 Dunn Chowan 087 Haywood Edenton 3200 Waynesville Clay 089 Henderson Murphy 6400 Hendersonville Cleveland 091 Hertford Kings Mountain 4800 Ahoskie 1400 Shelby Hoke 047 Columbus Raeford 7100 Whiteville 2500 (col ) Local Office No. (col )

57 Local Office No. (col ) County Code (col ) 095 Hyde 163 Sampson Washington 9100 Clinton Iredell 165 Scotland Statesville 8400 Laurinburg Jackson 167 Stanly Sylva 8500 Albemarle Johnston 169 Stokes Smithfield 8200 Winston-Salem Jones 171 Surry New Bern 6500 Mount Airy Lee 173 Swain Sanford 7900 Bryson City Lenoir 175 Transylvania Kinston 4900 Brevard Lincoln 177 Tyrell Lincolnton 5300 Edenton McDowell 179 Union Marion 5600 Monroe Macon 181 Vance Franklin 3700 Henderson Madison Warrenton 7000 Asheville Wake 117 Martin Cary 5700 Williamston 9400 Raleigh Mecklenburg 185 Warren Charlotte 2600 Henderson Mitchell 187 Washington Spruce Pine 8300 Edenton Montgomery 189 Watauga Troy 8800 Boone Moore 191 Wayne Southern Pines 9700 Goldsboro Nash Mt. Olive 6300 Rocky Mount Wilkes 129 New Hanover North Wilkesboro 6800 Wilmington Wilson 131 Northampton Wilson 9600 Roanoke Rapids Yadkin 133 Onslow Yadkinville 9000 Jacksonville Yancey 135 Orange Burnsville 1910 Chapel Hill Outside NC 137 Pamlico Outside NC 9999 New Bern Pasquotank Elizabeth City Pender Burgaw Perquimans Edenton Person Roxboro Pitt Greenville Polk Forest City Randolph Asheboro Richmond Rockingham Robeson Lumberton Rockingham Reidsville Rowan Salisbury Rutherford Forest City 3600 County Code (col ) Local Office No. (col )

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