DLLR's Division of Unemployment Insurance

 

Use of Magnetic Media for Wage Reporting and Contributions Returns - Unemployment Insurance Contributions

 

I. MAGNETIC MEDIA REPORTING
   General Information

II.  DISKETTE REPORTING *
     General Diskette Requirements

III.  MAGNETIC MEDIA MAILING

IV.  MAGNETIC MEDIA QUESTIONS

V.  RECORD FORMATS

I.  MAGNETIC MEDIA REPORTING

  1. MARYLAND REQUIRES ALL EMPLOYERS WITH MORE THAN 100 EMPLOYEES WORKING IN THE STATE OF MARYLAND TO REPORT QUARTERLY WAGES ON MAGNETIC MEDIA. THE STATE HAS ATTEMPTED TO MAKE THE REPORTING AS CONVENIENT AS POSSIBLE BY PROVIDING MULTIPLE MEDIA AND FORMATS. YOU MAY CHOOSE EITHER OF THESE MEDIAS OR FORMATS.
     
  2. TAX PREPARERS , PAYROLL COMPANIES, COST CONTROL COMPANIES IN THE STATE OF MARYLAND FILING ON BEHALF OF 100 OR MORE EMPLOYERS ARE REQUIRED TO FILE THEIR QUARTERLY CONTRIBUTIONS , (TAXES NOT WAGES) RETURNS FOR UNEMPLOYMENT INSURANCE ON MAGNETIC MEDIA.
     
  3. OTHERWISE, THE CONTRIBUTION/WAGE REPORT, FORM DUI 15/16 IS STILL REPORTED ON PAPER UNLESS YOU ARE REPORTING FOR 100 OR MORE EMPLOYERS AS STATED IN PARAGRAPH B. ABOVE.

General Information and Requirements for Magnetic Media Reporting

  • This document contains information on the media and formats accepted by the State of Maryland for the processing of Wage Reports and Contribution Returns. A glossary of key terms, acceptable record layouts and the required Magnetic Media Transmittal form are included.
     
  • Maryland accepts Wage reporting data on 3 ½" diskettes (State, Federal and ICESA formats) and CD-ROM (must be readable by IBM compatible PC's running Windows operating system 1995 or later). No other medias or formats are accepted at this time.
     
  • Maryland accepts Contribution (tax) reporting data on CDs and 3 ½" diskettes (State format only). This pertains to Cost Control and Payroll companies or Tax Preparers who are required to report for 100 or more employers.
     
  • Wage Reports and Contribution Returns must be submitted by the end of the month following the completion of the calendar quarter to be considered timely, i.e., reports for the quarter ending September 30 must be submitted no later than October 31, reports for the quarter ending December 31 must be submitted no later than January 30, reports for the quarter ending March 31 must be submitted no later than April 30, and reports for the quarter ending June 30 must be submitted no later than July 31.
     
  • Magnetic media must be accompanied by a Magnetic Media Transmittal Form (EXHIBIT F). This transmittal must be reproduced and used in subsequent submissions. CAUTION, THE CONTRIBUTION AND WAGE REPORT, FORM DUI 15/16 AND THE APPROPRIATE CHECK SHOULD BE FORWARDED SEPARATELY IN THE ENVELOPE PROVIDED WITH YOUR TAX PACKAGE TO P.O. BOX 17291, BALTIMORE, MARYLAND 21297-0365. The reverse side, The Wage Report, Form DUI 16 must be annotated as: "Wages reported on magnetic media."
     
  • Magnetic media must have an external label which contains all the information on the Transmittal form in the event the form is separated from the media. If more than one diskette or CD is required for the submittal, a volume number should be included on the external label (e.g. diskette 1 of 3, 2 of 3, or 3 of 3, etc.).
      
  • For initial, first time submitters; both the magnetic media and paper forms or printouts should be prepared; however only the magnetic media should be submitted. The paper form/printout will be requested if you cannot correct any errors on the magnetic media in a timely manner.
     
  • All CDs and diskettes MUST  be labeled. Labels should have employer name, account number, contact person, address and telephone number. A transmittal sheet must be submitted with the magnetic media in the event the two are separated from each other.

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II. DISKETTE REPORTING (WAGES)

  1. The diskette format is a non-delimited ASCII text file with carriage return and line feed characters at the end of each record and a standard end-of-file marker which has been generated on a MS-DOS or PC-DOS machine (i.e, an IBM or IBM compatible personal computer). Only  3 ½" diskettes are acceptable.
  2. Maryland Diskette Specifications 
    The file or dataset name must be UIWAGE.TXT and must be the only file or dataset on the diskette. 
      • All records must be a fixed length of 34 characters followed by carriage return and line feed characters. 
  3. Diskette labels should include the employer’s name, Maryland employer account number, quarter and year being reported, contact person’s name and telephone number. 
  4. NOTE:  Employers submitting diskettes or CD-ROM's in the Federal or ICESA formats must be submitted in the acceptable fixed width formats (see exhibits A, B and C).

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III. MAGNETIC MEDIA MAILING

  1. Wage Record CDs and diskettes without the computer hard copy/printout must be mailed to:

    Department of Labor, Licensing & Regulation
    Office of Information Technology
    1100 North Eutaw Street, Room 305
    Baltimore, Maryland 21201
  2. Contribution (Tax) CDs and diskettes must be mailed with the printout and payment to the address below:

    Department of Labor, Licensing & Regulation
    Division of Unemployment Insurance
    P.O. Box 17291
    Baltimore, MD 21297-0365

The Contribution and Wage Report, Form DUI 15/16 and the appropriate check should be mailed to the P.O. Box shown in paragraph B above and as shown in the General Information and Requirements for Magnetic Media Reporting Section.

________________________________________________________________

IV. MAGNETIC MEDIA QUESTIONS

  1. Wage Records
      1. Questions regarding the programming of quarterly wage data on magnetic media should be directed to :


        Diskette/CD-ROM Only:
        Department of Labor, Licensing & Regulation
        Office of Information Technology
        1100 North Eutaw Street, Room 305
        Baltimore, MD 21201
        Attention: Ms. Pat Slater
        Telephone: (410) 767-2860
        Fax: (410) 333-5304

      2. Questions regarding the submittal of quarterly wage data on magnetic media should be directed to:
         
        Diskette/CD-ROM:
        Department of Labor, Licensing & Regulation
        Division of Unemployment Insurance
        1100 North Eutaw Street, Room 415
        Baltimore, MD 21201
        Attention: Joann Williams
        Telephone: (410) 767-8825
        Fax: (410) 767-2680
        or
        Diane Markowski
        Telephone: (410) 767-2670
        Fax: (410) 767-2680
         
  2. Contributions (Tax)

    Questions regarding the preparation of your contribution magnetic media should be directed to:

    Department of Labor, Licensing & Regulation
    Division of Unemployment Insurance
    1100 North Eutaw Street
    Baltimore, MD 21201

    General Contact: Diane Markowski
    Telephone: (410) 767-2670
    Kelly Ramjit
    Telephone: (410) 767-3428

    * It is anticipated that DLLR will discontinue accepting diskettes in the next two years, around January 2013.