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Electronic Filing Information

 Contents:

Internet Filing Options

File Transfer Protocol (FTP):

  • Records must be written in 512-byte record format following specifications of the Social Security Administration for Electronic Filing W-2 (EFW2), formerly MMREF-1.
    [ Learn more about Electronic Filing W-2 (EFW2) ]

  • Employers and authorized agents can submit an EFW2 file via secure file transfer after Creating an Online Account.

  • File names must not contain spaces or special characters.

  • Record delimiters (CR – Carriage Return followed by LF – Line Feed) are required following the last character of each record (position 513).

Note: 

Do not email files containing quarterly wage detail and summary information, as email transmissions are not secure. However, we do provide a secure web site for filing quarterly reports. Files containing sensitive and confidential information should be submitted through a File Transfer Protocol (FTP) process on our Secure Web Site.

Required Records

Employers submitting their wage detail and summary data to the Nevada Employment Security Division utilizing the EFW2 record format must follow specifications listed below.

  • Nevada quarterly wage detail and summary information submitted electronically must be written in 512-byte record format following specifications of the Social Security Administration for Electronic Filing W-2 (EFW2), formerly MMREF-1 with the following required record types:
    • Code RA (Submitter Record)
    • Code RE (Employer Record)
    • Code RS32WAGE (Nevada State Wage Record)
    • Required, UNLESS no payroll
    • Code RS32SUMM (Nevada State Total Summary Record)
    • Code RF (Final Record)
  • For submitters of multiple employers, records should be repeated as in the following example:
    • Code RA (Submitter Record) enter only once at the beginning of the file
    • Code RE (Employer Record)
    • Code RS32WAGE (Nevada State Wage Record)
    • Required, UNLESS no payroll
    • Code RS32SUMM (Nevada State Total Summary Record)
    • Code RE (Employer Record) repeat for each employer  
    • Code RS32WAGE (Nevada State Wage Record) repeat for each employer
    • Code RS32SUMM (Nevada State Total Summary Record) repeat for each employer
    • Code RF (Final Record) enter only once at the end of the file

Corrections to Data

  • Corrections to data previously submitted electronically must be corrected in writing on form statement to Correct (Form RPT7833).

    You may fax the completed form to (775) 684-6351, or mail it to:

    Department of Employment, Training & Rehabilitation
    Employment Security Division
    Contributions Section
    500 East Third Street
    Carson City, Nevada 89713-0030

  • Address changes and other business changes can be made online at ESS Secure Web Portal, or by writing to:

    Department of Employment, Training and Rehabilitation
      Employment Security Division
    Contributions Section
    500 East Third Street
    Carson City, Nevada 89713-0030

Most Common Format or Data Errors

Listed below are areas where most format or data errors occur.

Employee Name

Do not enter punctuation in the name field except for a hyphen in a compound surname.

Employer Account Number Fields

We require two types of employer identification numbers: 1) your Federal Identification Number, and 2) your Nevada State Unemployment Insurance (UI) Account Number. Please ensure that you are entering the correct account number in the appropriate records and locations.

Examples of how these numbers are to be formatted are as follows:

  • Do not enter the hyphen when entering your nine-digit Federal Identification Number. A Federal Identification Number of 88-1234567 must be entered as 881234567.

  • Do not enter the decimal, hyphen, or check digit when entering your Nevada State UI Account Number. An employer number appearing on the pre-printed quarterly report as 0123456.00-7, must be entered as 012345600, utilizing the nine positions available for the Nevada State UI Account Number. The account number field must be right justified; left zero filled.

Record Delimiters

Carriage Return (CR) followed by Line Feed (LF) are required following the last character of each record (position 513).

Wage Adjustments

Negative wages are not acceptable. Wage adjustments must be made to the quarter in which the wages were originally reported by completing a Statement to Correct (Form RPT7833).

  [ Download: E-File Waiver Request Form - pdf ]

Wage and Tip Fields

Use numeric only and do not enter punctuation. Include both the dollars and cents with the decimal point assumed. Do not round to the nearest dollar. Right left and zero fill to the left. These fields must contain zeros if not applicable.

Reporting Period

Be sure that the correct month and year are used each reporting period.

Non-registered Nevada Employer

Do not enter employer accounts that have not been assigned a Nevada State UI Account Number.

No Payroll Reporting

If you have paid no wages during a calendar quarter, you are still required to submit an Employer's Quarterly Contribution and Wage Report. To submit a no payroll report, indicate "Y" for no workers/no wages on the RS32SUMM record in location 128.

Proper Field Justification

Please ensure that you use proper justification for each field as follows:

  • A/N = Alpha/numeric, left justified, blank filled.
  • A = Alpha, left justified, blank filled.
  • N = Numeric, right justified, zero filled, unsigned.

  [ Learn more about Electronic Filing Specifications ]

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