On this page:
Test Connection Option
Once the data file has passed the validation process, you are ready to transmit. To verify your connection or determine how long your transfer may take, select the Test Connection button. Selecting this option will begin transmission of a test filing that will not be processed as an actual report to your TWC employer account.
Results of the test can be seen under the Test tab of your Submittal History Screen at the conclusion of the QuickFile process.
Continue Option
Once the data file has passed the validation process, you are ready to transmit. Selecting the Continue button will start a new instance of your Web browser opened to the QuickFile logon page. Internet Explorer is the only Web browser we support to transmit your QuickFile records. While other Web browsers may be compatible, we only provide support for Internet Explorer.
If Internet Explorer is not your default browser, another Web browser will start when you select the Continue button. TWC recommends that you use Internet Explorer as your browser, if available to you. You can copy the Web address from your default browser into Internet Explorer.
Transmittal results can be seen under the Production tab of your Submitter History Screen at the conclusion of the QuickFile process. "Accepted" must be displayed as confirmation of a successful QuickFile Report. We suggest that you print the information as proof of timely filing of the report.
Definition of QuickFile Terms
- Employer Data: A payroll file created by an employer for TWC reporting purposes. The data can be used in both the test connection and production features of the QuickFile system.
- Test Connection: The process of entering employer data into QuickFile for transmission testing only. No information is processed to any TWC employer account.
- Continue (Send File): The process of entering employer data into QuickFile for processing to a TWC employer account.
QuickFile Sign-in Process
You must have a User ID and Password to use QuickFile. Enter your TWC User ID and Password and select the Sign-in button. If you do not have a TWC User ID and Password, select the "Unemployment Tax Services" link. From the Unemployment Tax Services page, select the Sign Up for User ID quick link to create your User ID and Password.
QuickFile Sign-in Help
- Sign-in Error. Receiving the Authentication Failed error means that the User ID and password combination you entered is not valid. This message indicates that either the User ID or the password you entered is incorrect. Passwords are case sensitive and must be entered in the same case in which they were created. User IDs are not case sensitive. Once the problem has been resolved, restart the filing process.
- Not Authorized: You are not authorized to file TWC reports for the selected Employer ID.
- Passwords
- Expired Passwords. Due to the sensitive information protected by the User ID/password combination, users must change their passwords at least every six months. When a password expires, the system will notify the user at logon that they must establish a new password. If the password is changed before expiration, the password will expire six months from the date of the last successful change.
- Forgotten Passwords. Users can reset their passwords by performing the following steps:
- Select the Forgot Password or Forgot User ID link from the QuickFile - Logon page.
- Select the Forgot Password link in the Quick Links box. Enter the User ID and Name.
- Enter the Security Answer.
- Enter and retype the new password.
- Self-Reset Password. If a user’s password has been revoked, they can reset it using the email address on record. After the third unsuccessful attempt at either logging on or answering the security question, the self-reset password process will be invoked. This is a three-step process. From the Reset Password page:
- Choose a new password and retype new password.
An email message will be sent to the email address on record. - Select the link provided in the message.
The emailed link takes the user to the Finish Password Reset page. - Enter their User ID and new password to finish the reset process.
Once the email is sent, the user has three calendar days from the day the email was sent to finish the password reset process. Once the email expires, the user will be required to restart the reset password process.
- Choose a new password and retype new password.
- Forgotten User IDs
Users can recall their User IDs by performing the following steps:- Select the Forgot your password or User ID link from the QuickFile - Logon page.
- Select the Forgot User ID quick link.
- Enter your name and email address as registered with the Unemployment Tax Services system.
- Your User ID will display in the User ID field on the Unemployment Tax Services – Logon page.
Users must contact their local tax Office for further assistance if they receive any of the following errors: email address not found, invalid or has multiple users.
Upload Page 1 – Submit Authorization File
QuickFile creates a file from your validated payroll file and saves the Authorization File to your computer with a “.qfh” file extension. The file verifies your authority to file reports to the employer accounts to which you are attempting transmittal.
Select the Browse or Choose File (if using Chrome) button to navigate to C:/QuickFile/Upload/ and select the requested Authorization File from your computer.
Select the Send File button to continue filing via QuickFile once the requested Authorization File has been selected.
If your Authorization File conflicts with your TWC employer account, you will bypass the authorization verification and be taken directly to the final results of your QuickFile transmittal to view the specific error situation encountered.
Upload Page 2 - File Report
Once your Authorization File has been sent and shows Complete as described above, your ICESA report file is ready to be sent. The ICESA report file is your actual formatted report prepared for transmission.
The ICESA report file is named with an “ice.gz” extension, such as filename.ice.gz.
Select the Browse or Choose File (if using Chrome) button to navigate to C:\QuickFIle\Upload\ and select the requested ICESA report file from your computer.
Select the Send File button to continue filing via QuickFile once the requested ICESA report file has been selected.
Filing Errors
QuickFile will reject your file for any of the following reasons:
- Duplicate quarter: a report has already been filed for the quarter indicated.
- Not authorized: the user does not have ‘File Report’ authority for this account. You will need to contact the account administrator for the employer account and ask that they grant you the necessary permission.
- If more than one tax report is being submitted, they must all pass the validation process.
- If one or more of the tax reports do not pass the validation process, the entire file will be rejected.
- The user has the option to correct the errors or remove the incorrect tax reports from the file and resubmit those reports that do pass validation.
Status code "Report file not received":
- You did not send both the ".qfh" and the ".ice.gz" files.
- Something happened during the transmission process.
- Go back to QuickFile, revalidate and resend both files.
Status code "Data passed from the PC is Null":
- You did not send either ".qfh" or ".ice.gz" file.
- Employer sent file without actually selecting file from C:\quickfile\upload\.
- Go back to QuickFile, revalidate and resend both files.
Changes to a Submitted File
For any adjustments needed after the file has been uploaded:
- Submit through Unemployment Tax Services website using the Adjust Wage Report link.
- Submit a Form C-5 (adjustment report) and/or Form C-7 (wage list adjustment schedule). These adjustment reports are available on the Tax Forms and Instructions page.
Submitter & Account Inquiries
QuickFile does not provide a confirmation number after your report is sent.
From the QuickFile home page you can search for submitted or posted reports, and test connections.
- If you are the person who performed the file upload, select the upper Search button to see reports and tests recorded under your User ID. This will take you to the Submitter History page.
- If you want to see final report information on an account that you are authorized to view, you can enter the account number in the lower box and select the Search button to its right.
The Submitter History page allows you to see the results of all your filing activities. Only transmittals made under your current User ID login will be visible for your review.
From this page, users can access Test and Production transmittals and expand reports to show the status of each account submitted. This page also links directly to a listing of all Production activity for an account.
If your file transmission was successful, a status of "Accepted" or "Meets Requirements" confirms that the selected Employer ID has cleared all verifications. This will change to "Posted" once the information has actually been stored to your account, usually one to two business days. This is your confirmation of completion.
If the Employer ID listed already shows a report posted for this quarter, a status of “Duplicate Qtr” will display.
View & Print Your Quarterly Report
You can view and print your quarterly report after it has been submitted on QuickFile.
- Logon to your account via Unemployment Tax Services to view Wage Report History.
- After one business day, the summary report (Form C-3 information) is available.
- After two business days, the summary report (Form C-3 information) and wage report (Form C-4 information) are available.
- If report information is not available within three business days, contact the TWC Tax QuickFile help desk:
Submitter History – Status Conditions
Check the status of your transmittal by reviewing the information in the Status column.
- Posted: The previously accepted submission has been posted to the Texas Workforce Commission tax records by the TWC batch process. This is the final step.
- Accepted/Meets Requirements: A submission was accepted by QuickFile and reports for all TWC employer accounts in the payroll file transmitted have been processed. The status of each Employer ID within your transmittal will reflect ‘Meets Requirements’ if your QuickFile transmittal has been accepted.
- Rejected: A submission was rejected by QuickFile. Therefore, reports have not been processed for any of the TWC employer accounts in the original payroll file submitted; at least one individual account was rejected. Each TWC employer account in your payroll file must be accepted for any reports to be processed.
- Report file not received: Indicates the user failed to upload the Payroll File. Two files must be sent through QuickFile: first, the Authorization File (i.e., filename.qfh) and then the Payroll File (i.e., filename.ice.qz). Another cause for this status code could be an outside system occurrence corrupted the attempted QuickFile transmittal.
Check the status of your test transmittal by reviewing the information in the Status column.
- TEST OK: A test connection via QuickFile was successful. No reports have been processed to any TWC employer accounts. A new submission must be made to process reports to any TWC employer accounts. The Status of every Employer ID in your transmittal will reflect Meets Requirements when your QuickFile test connection shows Test OK.
- TEST FAILED: A test connection via QuickFile failed. No reports have been processed to any TWC employer accounts. The Status of every Employer ID within your transmittal must reflect Meets Requirements to have your QuickFile test connection show the status Test OK.
- TEST FAILED: No data file. All information transmitted in a test connection showed correct but an outside system occurrence has corrupted your attempted QuickFile transmittal. The Status of every Employer ID in your transmittal will reflect Meets Requirements when your QuickFile test connection reflects TEST FAILED.
Submitter History Help
Tabs
- PRODUCTION: Select this tab to view the final results of your SEND transmittals.
- TEST: Select this tab to view the final results of your TEST SEND transmittals.
Links
- Date/Time Report Submitted: Select desired Date/Time Report Submitted data field to view Employer ID, Employer Name, Quarter, Year and Status information corresponding to a particular transmittal attempt.
- Employer ID: Select desired Employer ID data field to display a history of all QuickFile transmittal attempts made on the TWC employer account selected. Only Production transmittal attempts will be visible to you regardless of whether you have previously selected the Production or Test tab.
Fields on the Submission Line
- Date/Time Report Submitted: The date and time the report transfer was initiated.
- ICESA-Format Payroll File: The payroll file you started with on your computer.
- Uploaded Filename: The name of the converted and compressed file containing the report information.
- # of Accts: The number of Employer Accounts that were contained in the report.
- Status: The status of the transmission. Note: If any account verification failed, the entire submission is disallowed.
Fields on the Account Line
- Employer ID: The TWC account ID for the employer reporting wages in this report. Select this field to display a history of all QuickFile Production transmittal attempts made on this account. Only Production transmittal attempts will be visible to you regardless of whether you have previously selected the Production or Test tab. You will only be able to view accounts to which you have been given authorization.
- Employer Name: The name you associated with the Employer ID in your transmittal.
- Qtr or Year: The quarter and year of the report you have attempted to transmit for the selected Employer ID.
- Status: Gives the result of the TWC verification process for this particular item. Note: If any account verification failed, the entire submission is disallowed.
