QuickFile User’s Guide – Choosing the File Type

QuickFile submits data to TWC in the Interstate Conference of Employment Security Agencies (ICESA) format. However, QuickFile can obtain this information from employer data that is in the ICESA, MMREF-1 or Other Text formats.

ICESA format indicates the input data is in the format specified for wage reporting by the Interstate Conference of Employment Security Agencies. You may download the specifications for the ICESA format or

This format consists of a 275-byte-long record with 6 different types of information.

• A Record: Submitter Information. Federal Employer Identification Number (FEIN) required
• B Record: Placeholder only-required but info not used
• E Record: Employer information (One E record for each employer-quarter)
• S Record: Employee Salary information (one record for each employee of the above employer for the quarter)
• T Record: Employer Total information (ends the E-record group)
• F Record: Final record at the end

A submission with multiple employers would have the records arranged like this:

• A Record
• B Record
• E Record (info about first employer)
  • S Record (for first E record employer)
• T Record (totals for first employer)
• E Record (info about second employer)
  • S Record (for second E record employer)
• T Record (totals for second employer)
• F Record

The Other Text Format option supports two file formats. These screens are where you tell us about the format of the payroll information file by linking your data to our required fields.

The data file used by this option is expected to contain only employee information (i.e. Social Security number, name of employee and total wages) or have a unique field value that identifies a row as an employee record.

Currently we are only able to process one quarter's wages for one employer account at a time.

You must complete "Step 1: Establish Employer Information" on the TWC QuickFile Conversion Menu before the system will process this data file.

This information is required for the data to be posted correctly to the TWC system. Once entered, you should not need to change the submitter information.

Help messages are available to assist as you are entering this information. Information required includes the employer name and address, FEIN, TWC employer ID number, reporting quarter, tax rate, total and taxable wages, and the county code of the county in Texas in which most of the employees work. There is also an indicator that provides the ability to file a "No workers/No wages" report. The reporting quarter and year, tax rate, total and taxable wage fields must be reviewed and updated quarterly.

Select the Save Info for Filing button before you move to the next step: defining the fixed-length or comma-delimited data file.

A comma-delimited file has units of information (fields) separated by commas. This is also known as a comma-separated-variable or comma-separated-value file and often has a '.csv' extension. This format is a standard save-as type for Microsoft Excel. Usually, text fields are enclosed in quotes and numbers are not.

Rows of a comma-delimited file might look like this:

"Employee Name",1000.00,500.00,012345678,0,""",""
"Another Employee",2000.00,1500.00,012345678,0,"",""

To save a QuickFile compatible Excel spreadsheet in .csv format, refer to the information below.

Make sure the employee information for a single employer account is included in the spreadsheet.

Note: If this spreadsheet was created by a program like QuickBooks, follow the directions below to ensure the Excel spreadsheet is in .csv format.

1. Remove all headers or footers. Only the actual employee data can be in the file.
   1. In Microsoft Excel, choose the Data tab and select Sort.
   2. Sort by Column B or C (whichever is empty on the header line).
   3. Choose No Header, Select OK.
   4. The lines to be deleted should be at the top of the list.
   5. After deleting these lines, you can re-sort your data if you desire.
   6. Format spreadsheet as text.
2. Copy and paste the body of the spreadsheet into a new workbook to delete spreadsheet formulas.
3. Remove blank rows between the data.
4. Include only the employee name, Social Security number, and total wages for each employee. The name field can be in one column (QuickFile will allow you to separate the name field with the click of your mouse) or in two or three separate columns.
5. Total wages entered must exactly match the total of employee wages in your comma-delimited file. Do not enter negative wages. You must adjust the quarter where the error/adjustment occurred.
6. Save the file as an Excel spreadsheet in .csv format.
   1. From the menu, choose the File tab and select Save As.
   2. Select the directory where you want to save the file.
   3. Enter file name (if a change of name is desired) or use current name.
   4. Select CSV (Comma-delimited) (*.csv).
   5. Save the file.

When working with comma-delimited files, the QuickFile Comma-Delimited Import Program is used.

Select the comma-delimited data file containing the employee information created by your payroll software. Select the Find File button to open a window where you can navigate to locate your file. Highlight the file name, and press Select. The file-locator window will close. Then, if the file name in the upper box appears correct, press the Start button.

The next window will reveal three columns. Connect your data to the fields used by QuickFile, as described below.

Note: When you finish, scroll through the file to make sure everything lines up properly.

1. Left column "Your Data" reads from your file. You can scroll through the file by pressing the arrow buttons at the bottom of the column.
2. From the Center column "Fields used by QuickFile" select bolded description that matches one of your data fields. The description box will change to a salmon color.
3. Click twice on your matching data in the left column. It will change from black on white to green on salmon, and the data will appear in the right-hand column labeled as Data Assigned to Field in a green box next to the description.
4. Repeat this process until everything is defined.
5. TWC requires a minimum of full last name and first initial for each employee. QuickFile will ask how to separate the names if the employee's first and last names are not in separate fields.
6. Assign the name field to our required Last Name box. If the employee name is in a single field, you will be prompted for the format of the name, either "Last, First"; or "First Last". Select the correct format and press Save Settings again. Verify that the name is properly interpreted by scrolling through your data and observing the various name fields.
   • Make sure that all employee names are in the same format. Be careful that you do not mix the formats (Last/First & First/Last).
     Allowed formats are:
     • Firstname Lastname (separated by one or more spaces)
     • Lastname, Firstname (separated by a comma)
     • Firstname M Lastname (where M is the employee's middle initial)
     • Lastname, Firstname M (Firstname separated by a comma, M by a space)
     • Lastname, Firstname M. (same as above, with a period after M.)
     • Firstname M. Lastname (where M, the middle initial, has a period after it)
     • Firstname M. Lastname, Sr. [Jr.], [III], [IV] (comma required after Lastname)
     • Lastname, Firstname M., Sr. [Jr.], [III], [IV] (comma required after middle-initial)
7. You must start over if you make a mistake. Select the Clear Settings button to erase the assignments and reset the screen.
8. Select the Save Settings button so you do not have to do this again. (The settings will remain between filings until you change them.)
9. Select the Import button to convert your data and begin the validation process. Refer to Validating the File section for more information.

• QuickFile User’s Guide – Validating the File