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Importing wage files in EAMS

Three important messages to all employers and third-party administrators

1. You must upgrade to our new version of EAMS before you file your fourth-quarter tax report.

EAMS is the Employer Account Management System for filing quarterly wage reports and paying unemployment taxes. If you’re eligible to upgrade, you’ll see an upgrade alert after logging in. We are gradually making this upgrade available to all customers in time to file fourth-quarter reports. The updated EAMS is designed to perform better and improve your experience.

If you submit files in bulk or if you need to make amendments to your report:
Use the old version of EAMS until Nov. 28, 2022. After that date, you can use the new EAMS for these tasks as well.

How to upgrade to the new EAMS

  • Log into SecureAccess Washington and sign into EAMS.
  • If you’re eligible to upgrade, you will see an upgrade alert at the top of the page.
  • Select the link and follow the instructions.
  • If you don’t see the upgrade alert, don’t worry! It will be in place for you to file your fourth-quarter tax report.

Learn more about the upgrade:

2. Update your files and software with our new payment addresses.

The Employment Security Department (ESD) changed to U.S. Bank for unemployment insurance taxes and benefits. As a result, our payment addresses for employers also changed.

Please update any processes, forms, files or software with these new addresses by Dec. 31, 2022.

3. Stay informed about issues important to employers. 

Sign up for our newsletter and see past issues

Notes

Data file formats we accept

EAMS accepts wage data import files created in any of the following data file formats:

  • Comma-delimited file (.csv) This format is preferred
  • Tab-delimited text file (.txt)
  • Excel spreadsheet (.xls or. xlsx)

Data file formats we do not accept

EAMS no longer accepts wage data import files created in any of the following data file formats:

  • The Social Security Administration's MMREF format
  • ASCII-delimited
  • Washington State wage format
  • Federal wage format

Editing your data in MS Excel (or another spreadsheet tool) to create an import file in any data format

If you are preparing your own wage data file — regardless of which data file format you want to import — you will likely find it easiest to use Microsoft Excel, Google Sheets, or another spreadsheet tool.

Your spreadsheet must have the following eight columns. Three of the columns must contain data. The columns marked with an asterisk are required, meaning that they must be populated with data for each wage record row:

Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN) 
This field must be numeric and may be formatted (i.e., 3 digits, dash, 2 digits, dash, 4 digits) or unformatted (nine digits) e.g., ‘123-45-6789’ or ‘123456789’ or blank, no spaces. 
An ITIN is a 9-digit number issued by the IRS to identify an individual who is not eligible to receive an SSN.

*Last Name
Please note that EAMS for Single Filers automatically converts all Last Name characters into capital letters to support duplicate checks by the ESD System of Record. Up to 30 characters; no special characters except hyphens, apostrophes, or spaces.

First Name
This field can be completed with a name or left blank. Up to 30 characters, with no special characters except hyphens, apostrophes or spaces. 

Middle Name
This field can be completed (with either a name or initial) or left blank. Up to 20 characters; no special characters except hyphens, apostrophes, or spaces.

Suffix
This field can be completed or left blank. The field may be formatted as (e.g., ‘Jr’, ‘Sr’, ‘1st’, ‘III’, etc.). Up to 4 characters.

*Hours
This field requires a positive whole number, rather than a decimal. Round partial/fractional hours up. Cannot be blank or more than 2,208.

*Gross Wages

This field requires a positive number and will accept a decimal point. If one is entered, you will be permitted to include two digits to the right of the decimal (e.g., ‘12345.67’). If you do not enter a decimal, the system will assume that the amount you entered is a whole number and it will add a decimal point followed by two zeros (e.g., ‘12345’ is interpreted as ‘$12,345.00’). Do not enter a negative value.

SOC
This field will accept 6 digits or leave it blank.

Do not include any extra columns, headers, footers, totals, notations, explanatory comments, etc., in the spreadsheet.


Saving your spreadsheet as an Excel spreadsheet

Note: The following instructions are for Excel. Directions for other spreadsheet tools will vary slightly.

To save your data as an Excel spreadsheet:

  1. From the Menu bar of the spreadsheet tool, select File > Save As. The Save As screen opens.
  2. Double-click on the Browse option. The Save As > Windows Explorer opens as a secondary window.
  3. In the left pane, select the folder to which you want to save the file.
  4. Enter the name you want to assign the file In the File Name field.
  5. Click Save. Your spreadsheet is saved as an Excel file. The Save As > Windows Explorer secondary window closes.

 

Excel example

Files of each of the approved data file formats can be created in Microsoft Excel, Google Sheets, or another spreadsheet tool. If you plan to submit an Excel spreadsheet, your data will look something like this sample; if you are converting your file to a different format, your data will look something like this before you convert it.

400-11-1111

Pink

Janet

A

Jr

400

98765

111021

402-22-2222

Brown

John

B

456

87654.01

439199

403-33-3333

White

James

C

Sr

500

76543.15

 

404-44-4444

Black

Joe

D

501

65432.20

 

405555555

Red

Jill

III

502

44444

 


Saving your spreadsheet in comma-delimited (.csv) format

Note: The following instructions are for Excel. Directions for other software tools will vary slightly.

To convert your data from a spreadsheet into a comma-delimited file:

  1. From the Menu bar of the spreadsheet tool, select File > Save As. The Save As screen opens.
  2. Double-click on the Browse option. The Save As > Windows Explorer opens as a secondary window.
  3. In the left pane, select the folder to which you want to save the file.
  4. Enter the name you want to assign the file in the File Name field.
  5. Click in the Save as Type dropdown and select CSV (comma delimited) (*.csv).
  6. Click Save. Your spreadsheet is converted to a .csv file. The Save As > Windows Explorer secondary window closes.

 

Comma-delimited (.csv) format example

Your .csv format file will look something like this:

400-11-1111,Pink,Janet,A,Jr,400,98765,111021

402-22-2222,Brown,John,B,,456,87654.01,439199

403-33-3333,White,James,C,Sr,500,76543.15

404-44-4444,Black,Joe,D,,501,65432.20

405555555,Red,Jill,,III,502,44444


Saving your spreadsheet in tab-delimited text (.txt) format

Note: The following instructions are for Excel. Directions for other spreadsheet tools will vary slightly.

To convert your data from a spreadsheet into a tab-delimited text file:

  1. From the Menu bar of the spreadsheet tool, select File > Save As. The Save As screen opens.
  2. Double-click on the Browse option. The Save As > Windows Explorer opens as a secondary window.
  3. In the left pane, select the folder to which you want to save the file.
  4. Enter the name you want to assign the file In the File Name field.
  5. Click in the Save as Type dropdown and select Text (tab delimited) (*.txt).
  6. Click Save. Your spreadsheet is converted to a .txt file. The Save As > Windows Explorer secondary window closes.

 

Tab-delimited text (.txt) format example

Your .txt format file will look something like this:

400-11-1111   Pink     Janet   A             Jr           400        98765                   111021

402-22-2222   Brown   John     B                             456        87654.01           439199

403-33-3332 White James C     Sr    500   76543.15

404-44-4444 Black Joe   D           501   65432.20

405555555   Red   Jill        III   502   44444


Importing multiple files

EAMS allows you to import multiple wage data files, one after another. Here’s how it works:

If you elect to hand-key your data, or if you have already imported a file, the Washington wage detail screen opens. Once there, click the button labelled ‘Import a file’.

Clicking on ‘Import a file’ causes the Import file screen to open, allowing you to select and import a new wage data file. Each time you successfully import a file the imported data is added to the grid.


Error messages and warning messages

When you import a file, edits are automatically performed on the imported data. Three scenarios can unfold, depending on what kinds of problems (if any) are found:

  1. Your data loads perfectly into EAMS and no errors or warnings are issued. The imported data is presented on the Washington wage detail screen. You may then import more files, edit the imported data, or proceed to the next steps in the filing process.
  2. Your data loads in EAMS but the validation process reveals one or more errors and/or warnings. The imported data is presented on the Washington wage detail screen. Any error or warning messages associated with your data appear adjacent to the wage grid. To submit your quarterly filing, you are required to resolve all errors. You can submit a quarterly filing with unresolved warnings, but they may result in financial penalties.
  3. Your file cannot be processed. In this scenario, an error message is displayed on the Import file screen, and the Washington wage detail screen does not open at all. For example, this could occur if your file is in the wrong format. Review your import file, correct any errors, and try again. If you are still unable to import your data, consider securely sharing your file with our support professionals by clicking on the link at the bottom of the page and attaching your import file.


Duplicates

Employee/wage data is identified by employees’ SSNs or ITINs. This means that, within a quarterly filing, the same SSN/ITIN cannot appear more than once. If it does, it is displayed as a duplicate, which you must resolve before continuing the filing process.

If your imported data contains duplicates, the imported data is presented on the Washington wage detail screen. Upon save on the Washington wage detail screen, the Duplicate wage records screen opens. The Duplicate wage records screen identifies all records that have duplicate SSNs/ITINs, and suggests various actions to rectify the duplicate data.


Maximum records

The maximum number of records that can be imported in a single filing is 5,000. If you have more than that number of records, you can split your file into segments that each contain fewer than 5,000 wage records, and submit them in succession, as per the ‘Importing multiple files’ instructions above.

If you try to import a file that contains more than 5,000 records when in the single filing process, the system displays an error message on the Import file screen. It does not import the file.