What Reports/Forms Must an Employer Submit?

Most of our reports/forms may be accessed on our Web Site under public tax forms or confidential services.

Reports most frequently required are:

  1. Status Report, Form 1 (See Appendix B). This report allows you to register your business and gives the information necessary to determine whether you are subject to the Act. All new or acquired businesses are required to submit this form. A new Status Report will also be required for an existing account if the entity or ownership of the business has changed. Necessary changes can then be determined from the information acquired. This form is available on request or may be downloaded from our Internet site.

    You may also register your business online at http://jobs.utah.gov/ui. You will receive an account number, PIN number, and rate at the end of your registration. Once your account has been finalized by one of our examiners, you will be able to access any of our confidential services.

    Account changes may be done online by accessing our confidential services. However, if you prefer, you may notify us of changes to your account such as the type of business activity your firm engages in and changes of address or site location of your business in writing; although, changes in entity or ownership will require you to register the new business or entity. Our address is:

    Department of Workforce Services
    Attn: Employer Accounts
    PO Box 45288
    Salt Lake City, UT 84145-0288

  2. Employer's Contribution Report, (See Appendix C) Form 3, and (See Appendix D) Employer's Quarterly Wage List, Form 3H. This is a two-part quarterly report. Once subject to the Employment Security Act, an employer is required to file the Employer's Contribution Report and the Employer's Quarterly Wage List each calendar quarter. Forms are mailed to each subject employer during the last week of each quarter. Online filing of quarterly reports, wage lists and payments are available on our Web Site. Reports will not be mailed to employers who choose to file online, however, we will mail a reminder notice each quarter. (There are special filing requirements for large employers of 250 or more employees). The forms are to be completed and returned with the contributions due within 30 days following the end of the quarter. An employer must continue to send quarterly reports even if no wages were paid during the quarter until DWS closes the account or determines the employer to be exempt from reporting requirements.

    Lines 1 of the Form 3 should be the number of all full-time and part-time workers in covered employment (subject to this State's Unemployment Compensation Law). This number is determined by taking a count of employees during the payroll period that includes the 12th day of the month. If there is no employment in the payroll period, enter zero.

    The second part of the report requires the employer to submit a complete list of all employees who worked during the quarter showing their social security number, first initial and last name, and gross wages paid during the quarter.

    3. DOMESTIC EMPLOYERS. If you are a domestic employer, you will be given the election to file quarterly or annually. If you choose to file annually, your report is due January 31st of the following year in which you had wages. The report is broken down by quarter.

    Once your initial election for reporting has been made, you must contact DWS in writing by December 1st to change your election for the following calendar year.

    LARGE EMPLOYERS WITH OVER 250 EMPLOYEES. Utah House Bill 52, requiring employers with over 250 employees file quarterly wage data on magnetic media or electronically was passed March 2001. This bill became effective immediately, but was not enforced until January 1, 2002.

    Using Printed Forms

    USE THE UTAH EMPLOYER'S QUARTERLY WAGE LIST. The form 3H is provided with your Employer's Contribution Report.

    DO NOT PHOTOCOPY Form 3H. Photocopied forms cannot be processed on our scanner. Any reproductions require prior approval by DWS. Forms should be printed on 24# white bond paper. The red ink must be optically blind, preferably Flint J 6983 or Pantone 192U. The placement and format must be exact because the forms are processed using an optical system that scans for data in specific areas.

    PLAIN WHITE PAPER and LASER PRINTED FORMS are acceptable if the column and margin lines are omitted and all information is printed using the exact placement and spacing as on the forms. A plastic template is available upon request to assist in formatting.

    Printing the Form

    WAGE LISTS SHOULD BE TYPED OR MACHINE PRINTED using a good black ribbon. Letter quality print is preferred using 10 or 12 pitch in an uncondensed mode.

    EACH PAGE SHOULD INCLUDE your current Utah Employer's Registration Number, your company's name, and the reporting period, i.e. 3-31-04 or 1/04.

    DOUBLE SPACE 20 names to a page.

    SOCIAL SECURITY NUMBERS ARE REQUIRED for each employee. If the employee has applied for a number, type "applied for" in the SSN space. If the number is not available, leave the SSN space blank and you will receive a follow-up letter requesting the missing data. The scanner reads 9 numbers and will accept the following formats: 123456789, 123-45-6789, or 123 45 6789.

    REPORT A FIRST AND LAST NAME for each employee. The following format is acceptable.

    John J Sample     JJ Sample     J Sample

    A DECIMAL POINT must be used on each employee's wage figure. Wages may be submitted in whole dollars or dollars and cents, i.e. $2500.25 may be reported as 2500.25, 2500.00, or 2500., all of which include a decimal point. The total wages on your wage list must equal, allowing for normal rounding and truncating deviations, the total wages on line 3 of your Employer's Contribution Report.

    Additional Employer's Quarterly Wage Lists are available by contacting the Contribution's Support Services Unit (801) 526-9235 or toll free 1-800-222-2857.

    Paperless Options for Filing Wage Data

    In order to further reduce the costs involved in processing wage data, DWS encourages employers to file their wage data on magnetic media or electronically. Several options are available.

    E-WAGE is a user friendly, intuitive Windows program which eliminates the need for paper documents. You will need a Microsoft Windows compatible computer with Windows 95 or higher to operate this software. This software is provided at no charge and is recommended if you have more than 20 employees. E-Wage allows the employer to:

    MAGNETIC TAPE OR CARTRIDGE filing is available for larger employers and payroll services who have that capability. However, large employers should consider diskette filing.

    DISKETTE filing is available to all employers.

    If your payroll system is already computerized, you may have the capability of downloading the quarterly wage data from your computer. DWS provides file specifications you can use to create a transmittal file for filing on diskette. E-Wage also provides the option to file by diskette.

    E-MAIL filing is also available for employers. This method of filing eliminates the need to mail a magnetic tape or disk. However, e-mail and Internet access is not secure. For more information on security concerns, to request specifications or to obtain an E-Wage software package, please contact the Magnetic Media Coordinator at (801) 526-9590 or at 1-800-222-2857 ext. 9494.

  3. Employee Notice of Claim Filed, Form 606 (See Appendix E). This form is sent to an employer when a former employee files a claim for unemployment benefits. The employer is required to complete and return the form with detailed documentation, to the appropriate DWS office within ten days if any of the following situations apply:

    1. The reason for separation was other than lack of work.
    2. The claimant incorrectly reported expectation of recall.
    3. Accrued vacation, severance, or other separation payments were made or are due.
    4. The claimant will be receiving continuing monthly pension payments.
    5. The employer wishes to request relief of charges, as explained on the reverse side of Form 606.
    6. The base-period wages shown are incorrect.
    7. The claimant did not work for you.

    This information needs to be correct so that a proper determination of the claimant's eligibility can be made or so that relief of charges may be granted to you, the employer.

  4. Request for Wage and Separation Information, Form 625 (See Appendix F). This form will be mailed if a former employee files a claim for unemployment insurance benefits and you have failed to properly report wages for that individual. (See penalties for failure to file reports). The form will be mailed to the address you show for receiving quarterly contribution (tax) reports, unless another address is specified. It must be completed and mailed within 48 hours after you receive it.