[Federal Register Volume 62, Number 143 (Friday, July 25, 1997)]
[Notices]
[Pages 40092-40099]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-19494]
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Administration for Children and Families
Proposed Information Collection Activity: Comment Request
Proposed Projects
Title: National Directory of New Hires.
OMB No.: New Request.
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 parent and collect child support across State
lines.
This notice solicits comments under normal reports clearance
procedures and supersedes a previous Federal
[[Page 40093]]
Register notice, published July 18, 1997, soliciting comments under
emergency procedures of the Paperwork Reduction Act (PRA). Therefore,
the reports clearance request submitted to OMB under emergency
procedures of the PRA has been withdrawn. This action was taken to
provide the normal 60-day public comment period considering the
national significance of these data collections.
The NDNH will contain employment, wage and unemployment
compensation data on all employers 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 transmit 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
Instrument Number of responses per Average burden hours per response Total burden
respondents respondent hours
--------------------------------------------------------------------------------------------------------------------------------------------------------
New Hire: Employers Not Currently Required to \1\ 3,372,250 \2\ 3.484 .0417 hours (2.5 minutes)................................ 489,930
Report (manual reporting) \1\.
New Hire: Employers Not Currently Required to \1\740,250 \2\ 37,037 .00028 hours (1 second) \3\.............................. 7,677
Report (electronically) \1\.
New Hire: Multistate Employers' Registration 375,000 1 .050..................................................... 18,750
Form.
New Hire: States Not Currently Requiring New 29 \4\ 83,333 \5\ 266,668.............................................. 644,445
Hire Reporting.
New Hire: States Currently Requiring New Hire 25 \4\ 83.333 \6\ 70.741............................................... 147,376
Reporting.
Quarterly Wage and Unemployment Compensation. 54 \7\ 4 .033..................................................... 7.13
--------------------------------------------------------------------------------------------------------------------------------------------------------
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.
\1\ 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.
\2\ 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).
\3\ 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.
\4\ 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.
\5\ 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
[[Page 40094]]
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).
\6\ 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 new
Types of reports hire reports Time per new hire report Total time
--------------------------------------------------------------------------------------------------------------------------------------------------------
Already Received From Employers (75%)... 20,833,333 .000278 hours (1 second)............................ 5787.0370 hours.
Reports Not Currently Received (25%)-- 2,083,333 .066667 hours (4 minutes)........................... 138888.8889 hours.
Manual (30%).
Reports Not Currently Received (25%)-- 4,861,111 .000556 hours (2 seconds)........................... 2700.6173 hours.
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.
\7\ ``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)
----------------------------------------------------------------------------------------------------------------
Location/ Alpha/ Description/
Field name position Length numeric 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 M for states.
(for states only).
Transmitter Agency Code......... 5-13 9 A/N Federal Agency Code M for agencies.
(for 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 M for DOD.
duty, `C' for
civilian, `R' for
reserves. States
may leave this
field blank.
Version Control Number.......... 17-18 2 A/N Must be `01', M.
controlled by 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 M.
to identify a
submission as
unique.
Filler.......................... 33-801 769 A/N Spaces. To be used
for future
versions.
----------------------------------------------------------------------------------------------------------------
W4 Total Record
----------------------------------------------------------------------------------------------------------------
Record Identifier............... 1-2 2 A/N `T4'............... M.
Data Record Count............... 3-13 11 N Total record count M.
for 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 M.
employee.
Employee Name:
First Name.................. 12-27 16 A At least one M.
character. No
special
characters..
Middle Name................. 28-43 16 A If non-blank, must O.
be at least one
character. No
special
characters..
Last Name................... 44-73 30 A At least one M.
character. No
special
characters, except
for hyphen..
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 O.
line is less than
40 characters do
not concatenate
into one line.
Street Address (line 3)..... 154-193 40 A/N ................. O.
City........................ 194-218 25 A At least two M.
characters. No
special
characters, except
for hyphen..
State....................... 219-220 2 A Valid state or M.
territory
abbreviation.
Zip Code (1)................ 221-225 5 N Must be numeric.... M.
Zip Code (2)................ 226-229 4 A/N If present, must be O.
numeric.
Employee Foreign Address:
[[Page 40095]]
Foreign Country Code........ 230-231 2 A/N Refer to U.S. M for foreign address.
Department of
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 O.
least two
characters.
Foreign Zip Code............ 257-271 15 A/N ................. O.
Employee Date of Birth.......... 272-279 8 A/N If present, O.
numeric. Format--
YYYYMMDD.
Employee Date of Hire........... 280-287 R A/N If present, O.
numeric. Format-
YYYYMMDD.
Employee State of Hire.......... 288-289 2 A Alphabetic state of 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 O.
available, send
the State EIN. If
present and less
than 12
characters, left
justify.
Employer Name................... 311-355 45 A/N At least two
characters..
Employee Address:
Street Address (line 1)..... 356-395 40 A/N FEIN address from M.
W4. At least two
characters.
Street Address (line 2)..... 396-435 40 A/N If your address O.
line is less than
40 characters, do
not concatenate
into one line.
Street line 3).............. 436-475 40 A/N ................... O.
City........................ 476-500 25 A At least two M.
characters.
State....................... 501-502 2 A Valid state of M.
territory
abbreviation.
Zip Code (1)................ 503-507 5 N Must be numeric.... M.
Zip Code (2)................ 508-511 4 A/N If present, must be O.
numeric.
Employer Foreign Address:
Foreign Country Code........ 512-513 2 A/N Refer to U.S. M for foreign address.
Department of
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 O.
least two
characters.
Foreign Zip Code............ 539-553 15 A/N ................... O.
Employer Optional Address....... ......... ....... ............ This address will O.
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.
Street Address (line 1)..... 554-593 40 A/N If your address O.
line is less than
40 characters, do
not concatenate
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 O.
least two
characters.
State....................... 699-700 2 A If present, valid O.
state of territory
abbreiation.
Zip Code (1)................ 701-705 5 A/N If present, must be O.
numeric.
Zip Code (2)................ 706-709 4 A/N If present, must be O.
numeric.
Employer Optional:
Foreign Address:
Foreign Country Code........ 710-711 2 A/N Refer to U.S. O.
Department of
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 O.
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.
----------------------------------------------------------------------------------------------------------------
Quarterly Wage Transmitter Record
----------------------------------------------------------------------------------------------------------------
Record Identifier............... 1-2 2 A `HQ'............... M.
Transmitter State Code.......... 3-4 2 N State FIPS code M for states.
(for states only).
Transmitter Agency Code......... 5-13 9 A/N Federal Agency Code M for agencies.
(for federal
agencies only).
Transmission Type............... 14-15 2 A/N `QW' for quarterly M.
wage data.
Department of Defense Code...... 16 1 A `A' for active M for DOD.
duty, `C' for
civilian, `R' for
reserves. States
may leave this
field blank.
Version Control Number.......... 17-18 2 A/N Must be `01', M.
controlled by 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 M.
to identify a
submission as
unique.
Filler.......................... 33-601 569 A/N Spaces. To be used
for future
versions.
----------------------------------------------------------------------------------------------------------------
[[Page 40096]]
Quarterly Wage Total Record
----------------------------------------------------------------------------------------------------------------
Record Identifier............... 1-2 2 A `TQ'............... M.
Data Record Count............... 3-13 11 N Total record count M.
for 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.
Employee SSN.................... 3-11 9 N As reported by M.
employee.
Employee Name:
First Name.................. 12-27 16 A At least one M.
character. No
special characters.
Middle Name................. 28-43 16 A If non-blank, must O.
be at least one
character. No
special characters.
Last Name................... 44-73 30 A At least one M.
character. No
special
characters, except
for hyphen.
Employee Wage Amount............ 74-84 11 N Last two positions M.
are decimal
places. No
negative values,
zeroes are
allowed. Gross
amount paid within
the quarter.
Reporting Period................ 85-89 5 N Format--QYYYY for M.
Calendar 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.
State EIN....................... 99-110 12 A/N If present and less O.
than 12
characters, left
justify.
Employer Name................... 111-155 45 A/N At least two M.
characters.
Employer Address:
Street Address (line 1)..... 156-195 40 A/N FEIN address. At M.
least two
characters.
Street Address (line 2)..... 196-235 40 A/N If your address O.
line is less than
40 characters, do
not concatenate
into one line.
Street Address (line 3)..... 236-275 40 A/N ................... O.
City........................ 276-300 25 A At least two M.
characters.
State....................... 301-302 2 A Valid state or M.
territory
abbreviation.
Zip Code (1)................ 303-307 5 N ................... M.
Zip Code (2)................ 308-311 4 A/N If present, must be O.
numeric.
Employer Foreign Address:
Foreign Country Code........ 312-313 2 A/N Refer to U.S. M for foreign address.
Department of
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 0.
least two
characters.
Foreign Zip Code............ 339-353 15 A/N ................... 0.
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.
Street Address (line 1)..... 354-393 40 A/N At least two 0.
characters.
Street Address (line 2)..... 394-433 40 A/N If your address is 0.
less than 40
characters, do not
concatenate into
one line.
Street Address (line 3)..... 434-473 40 A/N ................... 0.
City........................ 474-498 25 A If present, at 0.
least two
characters.
State....................... 499-500 2 A If present, valid 0.
state or territory
abbreviation.
Zip Code (1)................ 501-505 5 A/N If present, must be 0.
numeric.
Zip Code (2)................ 506-509 4 A/N If present, must be 0.
numeric.
Employer Optional Foreign
Address:
Foreign Country Code........ 510-511 2 A/N Refer to U.S. 0.
Department of
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 0.
least two
characters.
Foreign Zip Code............ 537-551 15 A/N ................... 0.
Filler.......................... 552-601 50 A/N Spaces. To be used
for future
versions.
----------------------------------------------------------------------------------------------------------------
UI Transmitter Record
----------------------------------------------------------------------------------------------------------------
Record Identifier............... 1-2 2 A `HU'............... M.
Transmitter State Code.......... 3-4 2 N State FIPS code M for states.
(for states only).
Transmitter Agency Code......... 5-13 9 A/N Federal Agency Code M for agencies.
(for federal
agencies only).
[[Page 40097]]
Transmission Type............... 14-15 2 A/N `UI' for M.
unemployment
insurance data.
Filler.......................... 16 1 A/N ................... M for DOD.
Version Control Number.......... 17-18 2 A/N Must be `01', M.
controlled by 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 M.
to 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 M.
for 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 M.
claimant.
Claimant Name:
First Name.................. 12-27 16 A At least one M.
character. No
special characters.
Middle Name................. 28-43 16 A If non-blank, must 0.
be at least one
character. No
special characters.
Last Name................... 44-73 30 A At least one M.
character. 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 0.
line is less than
40 characters, do
not concatenate
into one line.
Street Address (line 3)..... 154-193 40 A/N ................... 0.
City........................ 194-218 25 A At least two M.
characters. No
special
characters, except
for hyphen.
State....................... 219-220 2 A Valid state or M.
territory
abbreviation.
Zip Code (1)................ 221-225 5 N Must be numeric.... M.
Zip Code (2)................ 226-229 4 A/N If present, must be 0.
numeric.
Benefit Amount.................. 230-240 11 N Last two positions M.
are 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 M.
Calendar 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.
----------------------------------------------------------------------------------------------------------------
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. These 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.
[[Page 40098]]
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
U.S. 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 of 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 U.S. Department of Commerce FIPS
code manual, National Institute of
Standards and Technology, FIPS PUB 10-4
(April 1995).
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.
[[Page 40099]]
------------------------------------------------------------------------
Filed Name Comments
------------------------------------------------------------------------
Record Identifier............ Enter `W4' for the W4 record.
Enter `QW' for the Quarterly Wage record.
Enter `UI' for the Unemployment Insurance
record.
Foreign Address Data Elements If an address supplied for the employee
or employer is outside the United
States, include the Foreign Country 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.
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.
In compliance with the requirements of Section 3506(c)(2)(A) of the
Paperwork Reduction Act of 1995, the Administration for Children and
Families is soliciting public comment on the specific aspects of the
information collection described above.
The Department specifically requests comments on: (a) Whether the
proposed collection of information is necessary for the proper
performance of the functions of the agency, including whether the
information shall have practical utility; (b) the accuracy of the
agency's estimate of the burden of the proposed collection of
information; (c) the quality, utility, and clarity of the information
to be collected; and (d) ways to minimize the burden of the collection
of information on respondents, including through the use of automated
collection techniques or other forms of information technology.
Consideration will be given to comments and suggestions submitted
within 60 days of this publication.
Copies of the proposed collection of information can be obtained
and comments may be forwarded by writing to the Administration for
Children and Families, Office of Information Services, Division of
Information Resource Management Service, Attn: ACF Reports Clearance
Officer, 370 L'Enfant Promenade, S.W., Washington, D.C. 20447 or e-mail
to Internet address: rdriscoll@acf.dhhs.gov. All requests should be
identified by the title of the information collection.
Dated: July 18, 1997.
Robert Driscoll,
Reports Clearance Officer.
[FR Doc. 97-19494 Filed 7-24-97; 8:45 am]
BILLING CODE 4184-01-M
