CT UC-2/5A/5B - FTP File Upload Support

Greg Hatfield Updated by Greg Hatfield

Effective with the first quarter 2014 filing, all employers must file UI tax and wage reports and make UI payments electronically.

In order to comply with this mandate, several options are available and are outlined below.

CT Internet Tax & Wage System (CITWS); this system allows you to file and pay your quarterly returns one of two ways:

1. Tax and Wage Reporting System. This option is preferred by employers filing for their own company and agents filing for a small number of employers with a few employees each. This method requires that you manually enter quarterly wage detail (names and SS#s reported in the previous quarter will be brought up automatically) and the system will calculate any taxes due (or you can override if necessary). The benefit of this method is that there are a number of built-in safeguards that prevent errors such as use of an incorrect registration number, which can result in delays in the posting of the return and subject you to additional fees, as well as payment at an incorrect tax rate; underpayments are subject to interest and penalty charges.

2. File Transfer Protocol (FTP). CFS supports this option. This option is generally preferred by agents filing for multiple employers and employers with more than 20 employees as it eliminates manual entry. This is a bulk filing option so employers should be combined into as few files as possible and not filed separately. In addition to registering on CITWS, this method also requires a separate registration for the FTP option at;

http://www.ctdol.state.ct.us/uitax/ftp_form1.htm

Third-party agents will be given a 7-digit number beginning with 9999xxx to be used when filing for clients.

For further information regarding the differences between the two methods, as well as other services available through CITWS, please use the links below:

https://sso.ctdol.state.ct.us/English/CommonLogin/CommonLogin.aspx

http://www.ctdol.state.ct.us/progsupt/unemplt/LogInFAQs.htm#employers

CFS supports the FTP filing method by creating a file according to the Connecticut specifications at this link.

Register with CITWS and register for FTP filing. Follow the steps below to create and submit files containing Form UC-2/5A/5B files for uploading via FTP.

Zero Returns - Zero or No Payroll returns cannot be filed using FTP. Zero returns can be filed by telephone or on the Internet. See the Employers Guide to Unemployment Compensation.

New Hires - All newly hired employees must be registered online prior to submitting the file listing their wages.

STEP 1 - First create and save Form UC-2/5A/5B data files as if you were submitting them on paper using the module on the Module Library labeled CT Form UC-2/5A/5B - Employer's Quarterly Contribution Return and Earnings Report. Verify that the forms are complete and correct. 

STEP 2 - Create a file for uploading via FTP. On this CT UI FTP Filing screen, enter the CT registration number. Agents should enter their 7-digit Agent Number and name.

Select the filing quarter in the dropdown list. Employers with saved Form UC-2/5A/5B data files will be marked "Ready" (see later under Status Column for an explanation) and automatically checked to be included in the file. Uncheck the box next to the employers you do NOT want to include in the file. Click the ''Create File'' button to create the file. The file name and path will automatically be established for you using the file name required by the specifications. CFS recommends that you use the default file name and path.

When the file is successfully created, the correct file name will be copied to the computer clipboard. This allows you to use CTRL+V to paste the file name into the browse window when selecting the file to upload. To use this shortcut, the file must be created right before uploading it. The required file name is shown below.

QYYA1234567

where QYY is the filing quarter and year. The "A" would be the first submittal for that period. The second submittal would have "B", etc. The 7-digit registration number completes the file name. Agents should combine employers into as few files as possible to avoid file naming problems. This is the bulk filing option. Do not add an extension onto the file name.

STEP 3 - If desired, you can review the files by double-clicking the file name displayed next to the employer name in the list. The file will be displayed in Notepad. Close the Notepad file when finished. Newly registered agents for FTP filing must submit a test file. Newly registered employers may also submit a test file. The test file must be named as shown below.

QYYt1234567

where QYY is the filing quarter and year. The "t" designates it as a TEST FILE. The 7-digit registration number completes the file name.

STEP 4 - If you want to have the program enter your login information automatically on the CT website, then first click the Store Login Info button and enter your CT ID and Password. Then click the Login button to load the CITWS login website into your internet browser. Do not click the screen or type any characters. After a 5 second delay the program will automatically attempt to type your login information into the login screen. If the program does not successfully enter the login information into the login screen, there could be several reasons. 1) The screen loaded too slowly. The user can try to lengthen the default 5 second delay. Click the Store Login Info button and change the delay seconds number. 2) The user inadvertently clicked something on the screen or pressed a key before the login information was sent. Try it again. 3) The web page is starting at an unexpected place. The user may have to manually enter the login information. Always be sure that the login information works manually before storing it for automatic login.

STEP 5 – Once logged in, follow the CT instructions for submitting a file via FTP. When browsing for the file to submit, if you created the file immediately before logging in, then you can press CTRL+V to copy the filename into the browse window. Be sure to follow the CT directions to complete the process.

STEP 6 - Payments must be made separately on CITWS. An agent can make an electronic payment on behalf of their clients. If the agent makes a payment, they must include receipt of payment with the transmittal form in Step 7. If the agent does not make a payment, then be sure to advise the employers to make their own electronic payments on CITWS.

STEP 7 - Connecticut requires agents and employers to email a transmittal which lists a summary of the contents of the file. This listing can be printed from this module using the "Print Listing" button. To print to a PDF file, click the Printer Setup button and select a PDF printer driver from the print dialog. CFS provides PDF995, but any PDF printer driver can be used. Agents will be prompted to enter the total payment made on behalf of their clients, if any. If the agent makes a payment for the employers, then Connecticut also wants proof of payments for each employer emailed with the transmittal. Proof of payment can be printed from the CITWS website when making payments online. Contact Connecticut for more information.

The email address to send the transmittal form is Dol.tawp@ct.gov. Be sure to attach the PDF transmittal form. The subject line should include the filing period and registration or agent number. Example "1Q14 Transmittal 1234567".

FTP filers will be notified by email of any problems with submitted files.

Explanation of Status Column

The column labeled Status next to the employer's name tracks the status of the corresponding employer's UC-2/5A/5B data files. Following is an explanation of the status labels.

Ready – A single Form UC-2/5A/5B data file for the quarter was found for the employer. This employer's data is ready to be processed into a file.

Duplicate – More than one Form UC-2/5A/5B data file for the quarter was found for the employer. In order to process a file for this quarter the user must delete any duplicate files for the quarter.

None – No Form UC-2/5A/5B data files were found for the quarter for the employer.

Date – File name – The Form UC-2/5A/5B data file for the quarter for the employer has been processed into a file.

Resetting the Status for Employers

Once an employer's UC-2/5A/5B data has been processed into a file for a given quarter, the file name appears in the status column and the employer's data cannot be processed (or reprocessed) into another file unless the status is reset. This feature is to safeguard the possibility of submitting the same data twice. To reset the employer for a given quarter, first select the quarter from the dropdown list. Check the box next to the employers that have already been processed into files. Click the Reset Status button to reset the selected employers. The status for the employers should then be Ready and they can be processed into another file.

CT INSTRUCTIONS FOR CORRECTION TO MAGNETIC MEDIA

Correcting Tax Information

Whenever an employer or its agent is correcting tax information, the employer or the agent must submit our form UC2-CORR. This form is available on our web site:

www.ctdol.state.ct.us/uitax/cashiers-forms.htm

Correcting Wage Detail

Whenever an employer or its agent is correcting wage information for individual employees (i.e., correcting the reporting of particular individuals who were unreported or misreported), the employer or the agent must submit our form UC5A-CORR This is the top half of the UC2/5A-CORR. This form is available on our web site: www.ctdol.state.ct.us/uitax/cashiers-forms.htm.

Additional Requirement When Correcting One Hundred or More Employees

In addition to submitting the UC5A-CORR, an employer or its agent who is correcting one hundred or more unreported or misreported employees must also submit new media that corrects the errors of the original reporting and serves to replace that original. It must report all employees (correctly) for that employer for that quarter.

Correction files via FTP should be named as follows: start with the quarter (1,2,3,4) and a two digit year ( e.g. 01 for 2001) Thus a filed named “101R9999999” would designate first quarter 2001 correction for employer 99-999-99.

With regard to correcting wage detail we can be flexible. There will be times when it will be best for us and the employer to accept magnetic media for less than one hundred corrections to wage detail, and there will be times when it will be best to accept a paper correction for more than one hundred employees. We will work with employers. Our goal is to get the tax and wage information reported properly as expeditiously as possible.

How did we do?

CT Form UC-2/5A/5B - Employer Contribution Return and Quarterly Earnings Report

FL Form RT-6 - Electronic Filing Instructions

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