Employer Documentation - Web Work History File

ELECTRICAL INSURANCE TRUSTEES

DOCUMENTATION WORK HISTORY REPORT FILE FOR BILLING SYSTEM

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Please Note: In order for you to send Work History Report Files you must first create and send a Test File. Since there is no switch that can be set in the file to indicate a test, you will need to work directly with EIT staff to verify your test file. Please contact: Peter Kim at 312/782-5442 ext 267 To submit your test file you must first establish your login on the web site. From the home page, select the “Employer” link in the lower-right corner. From the Employer page, select “Login”. From the Employer Login page, select “Register” and follow the on-screen instructions. Once your account has been established you will have access to the File Upload page. Note that the web site does not directly process your file – it merely accepts it for later import/processing. Simply uploading a file successfully is no indication that your file is valid. We have established 10-day minimum window for test file verification prior to your sending a Production file. Simply put, if you wish to send a production file on the 15th of the month, your test file must be received and verified BEFORE the 10th. Once your file has been stored on the system it will normally be processed within 24 hours of receipt.

WORK HISTORY REPORT FILE – FILE DESCRIPTION Header Record Reference Field Description No. 1 Header ID

Start Position 1

Length

Field Format

Example

10

0000000000

0000012345

Required Field Y

2

Contractor Code

11

7

0000000

0007050

Y

3

18

7

0000000

0007050

Y

4

Billing Entity Code Record Count

25

5

00000

00123

Y

5 6

Adjustment Flag Billing Period

30 31

1 8

N MMDDCCYY

Y 01012005

Y Y

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Comments Unique ID to link between one header record and many detail records (left padded with zeros). 7 digit Contractor Number (left padded with zeros). 7 digit Billing Entity Code (left padded with zeros). Total number of detail records tied to this header (left padded with zeros). Y – Current period work history Represents the month these work history records are effective. Will always be the 1st day of the month.

WORK HISTORY REPORT FILE – FILE DESCRIPTION Detail Record Reference Field Description Start No. Position 1 Header ID 1

Length

Field Format

Example

10

0000000000

0000012345

Required Field Y

2

Contractor Code

11

7

0000000

0007050

Y

3

18

7

0000000

0007050

Y

4 5 6 7 8 9 10 11

Billing Entity Code Agreement Code Employee Type SSN Last Name First Name Middle Name Suffix Work Status

25 35 37 46 66 86 106 109

10 2 9 20 20 20 3 4

XXXXXXXXXX XX 000000000 AAAAA AAAAA AAA AAA AAAA

CONSTR01 JM 999000111 HOWEL THURSTON J III TERM

Y Y Y Y Y Y Y Y

12

Hours

113

6

000000

016000

Y

13

Weeks

119

4

0000

0400

Y

14

Monthly

123

4

0000

0100

Y

15

Wages

127

7

0000000

0500000

Y

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Comments Unique ID to link between one header record and many detail records (left padded with zeros). 7 digit Contractor Number (left padded with zeros). 7 digit Billing Entity Code (left padded with zeros). Agreement Number (left justified). Code for Employee Type Member SSN Member Last Name Member First Name Member Middle Name Member Suffix Member work status. ACT – Active TERM – Terminated (left justified) Total number of hours worked for period. No decimal, implied (Left padded with zeros, or zero filled if blank). Total number of weeks worked for period. No decimal, implied (Left padded with zeros, or zero filled if blank). Total number of months worked for period. No decimal, implied (Left padded with zeros, or zero filled if blank). Total wages for period. No decimal, implied (Left padded with zeros, or zero filled if blank). 0500000 = $5,000.00

WORK HISTORY REPORT FILE - FIELD INSTRUCTIONS Header Record REF. NO.

FIELD DESCRIPTION

1.

Header ID

Ten (10) digit Header ID. This field must contain ten (10) digits including leading zeros.

2.

Contractor Code

Seven (7) digit contractor code number. This field must contain seven (7) digits including leading zeros.

3.

Billing Entity Code*

Seven (7) digit billing entity code number. This field must contain seven (7) digits including leading zeros. Note: a contractor may have more than one billing entity code.

4.

Record Count

Five (5) digit record count of total number of detail records. This field must contain five (5) digits including leading zeros.

5.

Adjustment Flag

One (1) position adjustment flag. This field is set to N for current periods work history.

6.

Billing Period

Eight (8) position numeric field for the month of the work history for which this file applies. This field needs to be in MMDDCCYY

COMMENTS

* Note: Each Agreement requires a separate file to be submitted. If you have members working under both the Construction Agreement and the Communications Agreement, you will need to create and submit 2 separate files!

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WORK HISTORY REPORT FILE - FIELD INSTRUCTIONS Detail Record REF. NO.

FIELD DESCRIPTION

1.

Header ID

Ten (10) digit Header ID. This field must contain ten (10) digits including leading zeros.

2.

Contractor Code

Seven (7) digit contractor code number. This field must contain seven (7) digits including leading zeros.

3.

Billing Entity Code

Seven (7) digit billing entity code number. This field must contain seven (7) digits including leading zeros. Note: a contractor may have more than one billing entity code.

4.

Agreement Code

Ten (10) position agreement code. This field is ten (10) positions long, left justified, with spaces at the end.

5.

Employee Type

Two (2) position employee type. Please see status codes section for a list of valid values.

6.

SSN

Nine (9) digit employee Social Security Number. This field must contain nine (9) digits including leading zeros.

7.

Last Name

Twenty (20) positions allowed for member last name. This field is twenty (20) positions long, left justified, with spaces at the end. Note: numeric and/or special characters such as apostrophes, commas, or periods should not be used.

8.

First Name

Twenty (20) positions allowed for member first name. This field is twenty (20) positions long, left justified, with spaces at the end. Note: numeric and/or special characters such as apostrophes, commas, or periods should not be used.

9.

Middle Name

Twenty (20) positions allowed for member middle name. This field is twenty (20) positions long, left justified, with spaces at the end. Note: numeric and/or special characters such as apostrophes, commas, or periods should not be used.

10.

Suffix

Three (3) positions allowed for member name suffix. This field is three (3) positions long, left justified, with spaces at the end. Note: values such as Jr, Sr, II, III, periods should not be used.

11.

Work Status

Four (4) position field for work status. This field is four (4) positions long, left justified, with spaces at the end. Valid values are ACT (active) or TERM (terminated) only.

12.

Hours

Six (6) digit hours number. This field must contain six (6) digits including leading zeros, the decimal place is implied for the last 2 positions.

COMMENTS

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13.

Weeks

Four (4) digit weeks number. This field must contain four (4) digits including leading zeros, the decimal place is implied for the last 2 positions.

14.

Monthly

Four (4) digit months number. This field must contain four (4) digits including leading zeros, the decimal place is implied for the last 2 positions.

15.

Wages

Seven (7) digit wages value. This field must contain seven (7) digits including leading zeros, the decimal place is implied for the last 2 positions.

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Sample Payroll Report

1

2

3

4

1) Employee Type – These are the member employee types to be populated on the file. See chart below for the list of valid codes. 2) Billing Entity Code – For this contractor, this is the billing entity code to be populated on the file. 3) Agreement Code – For this contractor, this is the agreement code to be populated on the file. 4) Billing Period – This is the period date for the work report.

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WORK HISTORY REPORT FILE – STATUS CODES Employee Type A1 Apprentice 40% A2 Apprentice 45% A3 Apprentice 50% A4 Apprentice 55% A5 Apprentice 60% A6 Apprentice 65% A7 Apprentice 70% A8 Apprentice 75% A9 Apprentice 80% A0 Apprentice 90% AM Administrative CE Communication Employee F2 Sound Employee F3 Building Employee F6 Sign & Maintenance F7 Hotel Employee F9 CHA Employee JM Journeymen LU Business Representatives ME Miscellaneous Employee OM Office & Miscellaneous P1 Participatory EE + Dependent P2 Participatory Family Coverage P3 Participatory EE – Post 65 P4 Participatory EE + Dep – Post 65 P5 Participatory Family – Post 65 PP Participatory Employee

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