Revised NDNH matching instructions for ETA 9047

Employment and Training Administration, Advisory System
U.S. Department of Labor
Washington, D.C. 20210
Classification: UI
Correspondence symbol: OWS/DPM
Date: August 2, 2006
Rescissions: None
Expiration date: June 30, 2007

ADVISORY: UNEMPLOYMENT INSURANCE PROGRAM LETTER No. 1-06, CHANGE 1

TO: STATE WORKFORCE AGENCIES

FROM: EMILY STOVER DeROCCO /s/
Assistant Secretary

SUBJECT: Collection of Data on the Facilitation of Reemployment of Unemployment Insurance (UI) Benefit Recipients

1. Purpose. To provide new instructions to State Workforce Agencies (SWAs) on use of
   the National Directory of New Hires (NDNH) to obtain reemployment data for the Employment and Training Administration (ETA) 9047 report and to provide additional guidance on general reporting issues.

2. References. Unemployment Insurance Program Letter (UIPL) No. 1-06 (October 6,
   2005); ET Handbook No. 401, 3rd Edition; ET Handbook No. 402, 4th Edition, Change 9 (May 4, 2006).

3. Background. UIPL No. 1-06 provided implementation instructions to the SWAs for
   providing baseline reemployment data by March 31, 2006, and initial guidance on use of the NDNH and the Wage Record Interchange System, Distributive Data Base Index (WRIS/DDBI) to obtain reemployment data for subsequent ETA 9047 reports.

States that do not yet crossmatch with the NDNH will continue to use their wage record files to obtain data on intrastate employment (as discussed in UIPL No. 1-06) and the WRIS/DDBI to obtain out-of-state reemployment data. On May 8, 2006, the U.S. Department of Labor (DOL) National Office conveyed instructions on the use of the WRIS/DDBI to the Regional Offices and requested that these instructions be relayed to the SWAs.

The Office of Child Support Enforcement (OCSE), Administration for Children and Families, U. S. Department of Health and Human Services (HHS) consulted with

DOL and state agencies participating in the NDNH crossmatch to develop
procedures that will support the use of the NDNH for multiple purposes, including the collection of reemployment data, UI payment integrity, and locating individuals with outstanding UI overpayments. On May 3, 2006, HHS issued an e-mail to SWAs informing them of changes in the SWA match with the NDNH and modifications of the SWA Input Detail Record (Attachment B) to allow states to specify the Quarterly Wage (QW) records they want to match by Social Security Number (SSN). The modification also includes a Passback Data field that states can use to specify the type of record submitted for NDNH crossmatching and that will be returned on the SWA QW Output Detail Record (Attachment C) to the states. The modifications to the attached record specifications are highlighted in the Comments column.

Because states can use the NDNH crossmatch for purposes other than the collection of reemployment data, states must follow the detailed instructions in Attachment A to assure that records submitted for NDNH crossmatching are properly identified as reemployment data. These procedures supercede the procedures discussed in UIPL No. 1-06, Attachment, section 5 (a).

4. Additional Guidance.

a. Implementation. States participating in the NDNH match should use the
procedures discussed in this advisory for the ETA 9047 report due
November 30, 2006, (reemployment of UI beneficiaries receiving first payments
during the January – March quarter 2006 matched against the April – June 2006
quarterly wages). A schedule for submitting SSNs to HHS / OCSE for the QW
match is provided in section 10 of Attachment A.

States not participating in the NDNH must use the WRIS to obtain reemployment
data for out-of-state employers. States that do not participate in either the WRIS or
NDNH must inform their Regional Administrator by August 31, 2006, of the
estimated date by which the state will begin to access the WRIS or NDNH for
purposes of collecting reemployment data for the ETA 9047 report.

b. Report Date. The report date field in the ETA 9047 report (rptdate) refers to the
ending date of the quarter during which UI beneficiaries received their first
payments, not the ending date of the quarter during which UI beneficiaries
received wages.

c. ASCII File Format. The ASCII file format displayed on page A-5 in the
Attachment to UIPL No. 1-06, section 5 (a) has been superceded by the ASCII file
format ET Handbook No. 402, 4th Edition, Change 9, p. B-23.

d. Record Retention. The general reporting instructions in ET Handbook No. 401, 3rd Edition, regarding record retention, “source data supporting counts should be retained for at least three years,” applies to all data files created by the SWA or received by the SWA from OCSE, HHS that are used to obtain the counts required for the ETA 9047 report.

5. Action Required. State Administrators are requested to 1) provide the above
   information to appropriate staff; and 2) provide the information requested in section 4 (a) concerning state participation in the WRIS or NDNH to the appropriate Regional Administrator for Employment and Training.

6. Inquiries. SWAs should direct technical questions regarding the SWA Input Detail
   Record or the SWA QW Output Detail Record or questions involving NDNH data submission procedures to their State Technical Support Liaison. A list of liaisons is available at the following Web site: http://www.acf.hhs.gov/programs/cse/newhire/contacts/fcrtscontacts.htm.

SWAs should direct questions regarding ETA 9047 data collection and reporting issues to Andrew Spisak, via telephone (202-693-3196); fax (202-693-3975); or e-mail ([email protected]).

7. Attachments.

A. Procedures for Collecting ETA 9047 Data Through the NDNH
B. SWA Input Detail Record
C. SWA QW Output Detail Record

Attachment A

Procedures for Collecting ETA 9047 Data
Through the National Directory of New Hires (NDNH)

1. Passback Data. State Workforce Agency (SWA) Input Detail Records (Attachment
   B) submitted to the NDNH for quarterly wage matching for reemployment must be identified in the Passback Data field. This is a 20-character alphanumeric field used to specify the type of record submitted to the NDNH. States must also use the Passback Data field to distinguish Unemployment Insurance (UI) first payment recipients who are not exempt (code 0) or exempt (code 1) from the state’s active work search requirements as of the week ending date of the first week compensated (that is, the week ending date of the claimed week for which the first payment was issued). If no active work search requirement exists in state law or practice, the state will identify those claimants who are exempt (for whatever reason) from the state’s requirement to register for labor exchange services.

States can use any 20-character alphanumeric code in this field to uniquely identify the purpose (Employment and Training Administration (ETA) 9047 report data) and record type (exempt / non-exempt). For example, the code “ETA 9047 0” in this field specifies that the record was submitted to obtain reemployment data for a non-exempt UI first payment recipient. The code entered by the state will be returned on the corresponding output match detail or error record.

2. W-4 Match Indicator. This field indicates if a state wants to match the submitted
   Social Security Number (SSN) to NDNH W-4 (new hire) data. Records submitted for the ETA 9047 reemployment data crossmatch must contain an ‘N’ this field – do not match the SSN to NDNH W-4 data.

3. Quarterly Wage (QW) Match Code. For records submitted for the ETA 9047
   reemployment data crossmatch, this field must contain code ‘R’ – QW matching is requested based on Reporting Period (see below).

4. QW Same State Data Indicator. This field indicates if the submitting state is
   requesting QW data that it submitted to the NDNH. For records submitted for the ETA 9047 reemployment data crossmatch, this field must contain code ‘Y’ – return matches where the state submitting the SWA Input Detail Record is the same as the QW submitting state.

5. QW From Reporting Period and QW Through Reporting Period. These fields
   specify the QW reporting quarters that will be crossmatched, with format QCCYY. Valid quarter (Q) values are 1, 2, 3, or 4. In the U. S. Department of Health and Human Services (HHS) coding scheme, CC designates the first two digits of the

Attachment A

year requested. For example, to request matches with QW records for the first quarter of 2006, the QW From Reporting Period and QW Through Reporting Period will be coded 12006. The QW Match Code must be ‘R’.

The crossmatch will be performed for QW records from the quarter specified in the QW From Reporting Period forward. If the QW From Reporting Period contains spaces or an invalid date and the QW Match Code is ‘R’, all QW records will be crossmatched, dependent upon the QW Through Reporting Period. If QW Through Reporting Period contains spaces or an invalid date and the QW Match Code is ‘R’, all QW records will be crossmatched, dependent upon the QW From Reporting Period.

Because the ETA 9047 reemployment data is collected only for the quarter subsequent to the quarter in which the beneficiary received his/her first UI payment, the QW Through Reporting Period for records submitted for the QW crossmatch, must specify the same quarter as the QW From Reporting Period.

6. SWA QW Output Detail Record. Results of the crossmatch will be returned to the
   state with the SWA QW Output Detail Record (Attachment C). Records submitted for the ETA 9047 reemployment data crossmatch will be identified with the code used by the state in the Passback Data field.

7. Counting Rules for the ETA 9047 Report.

● If the Employer State Code in the SWA QW Output Detail Record is the same as the SWA submitting the reemployment data on the Input Detail Record, the record will be included in the count of intrastate crossmatch hits reported on the 9047 report. States will have to use the information coded in the Passback Data field to identify exempt and not exempt UI beneficiaries.

● If the Employer State Code in the SWA QW Output Detail Record is not the same as the SWA submitting the reemployment data on the Input Detail Record, the record will be included in the count of interstate crossmatch hits reported on the 9047 report. States will have to use the information coded in the Passback Data field to identify exempt and not exempt UI beneficiaries.

● If the Employer State Code in the SWA QW Output Detail Record is blank and the Employer Foreign Country is coded, the record will be included in the count of interstate crossmatch hits reported on the 9047 report. States will have to use the information coded in the Passback Data field to identify exempt and not exempt UI beneficiaries.

Attachment A

● If both the Employer State Code and the Employer Foreign Country in the SWA QW Output Detail Record are blank, the record will be included in the count of intrastate crossmatch hits reported on the 9047 report. States will have to use the information coded in the Passback Data field to identify exempt and not exempt UI beneficiaries.

8. Multiple Matches. For SSNs with more than one match reported on the SWA QW
   Output Detail Record, include only one count for that SSN in the 9047 report, regardless of how many matches are reported.

● If the SSN has more than one intrastate match and no interstate matches (out-of-state or foreign employer), the record will be included as a single count in the intrastate crossmatch hits reported on the 9047 report.

● If the SSN has more than one interstate match (out-of-state or foreign employer) and no intrastate matches, the record will be included as a single count in the interstate crossmatch hits reported on the 9047 report.

● If the SSN has one or more intrastate match and one or more interstate match (out-of-state or foreign employer), the record will be included as a single count in the intrastate crossmatch hits reported on the 9047 report.

9. Zero Wage Matches. SSNs for which the QW Employee Wage Amount reported
   on the SWA QW Output Detail Record is 0 (zero), should not be included in either the intrastate or interstate counts reported on the 9047 report, but should be included in the count of UI first payment recipients.

10. Schedule. SWAs should submit their Input Detail Records for the QW match to
    HHS / Office of Child Support Enforcement according to the following schedule.

Quarter in which UI Quarterly Wage Record Earliest Date to Submit
First Payment is Issued ↓ File Matched ↓
SWA Input Detail Record
to HHS / OCSE ↓
1st quarter: 2nd quarter: First week of November January 1 - March 31 April 1 - June 30 2nd quarter: 3rd quarter: First week of February April 1 - June 30 July 1 - September 30 3rd quarter: 4th quarter: First week of May July 1 - September 30 October 1 - December 31 4th quarter: 1st quarter: First week of August

Attachment A

October 1 - December 31 January 1 - March 31

Attachment B
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 2: SWA INPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
Submitter Identifier 1-3 3 A/N Required
This field uniquely identifies the submitter of the request file and must contain the characters ‘SWA’.
Record Identifier 4-6 3 A/N Required
This field must contain the characters ‘MCH’.
SSN 7-15 9 A/N Required
This field must contain a nine-digit Social Security number (SSN). If this field is spaces, contains any alphabetic characters, is all zeros, all sixes or all nines, then the record will be eliminated from the match and notification will be returned on the Output Error Detail Record.
Verification Request 16 1 A/N Optional
Indicator
This field must contain one of the following values to indicate if
the submitter is requesting verification of the person’s SSN and Name combination:
‘Y’ – SSN/Name verification is requested. Verification will be performed using SSA SSN verification routines. If verification fails, the record will be eliminated from the match and the verification result will be returned on the Output Error Detail Record.
‘N’ – SSN/Name verification is not requested and the submitter is certifying that this SSN/Name combination has been verified using SSA SSN verification routines prior to the match request.
Default is ‘Y’.

March 27, 2006

Attachment B
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 2: SWA INPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
Person First Name 17-26 10 A Required
This field must contain at least one alphabetic character or the record will be eliminated from the match and notification will be returned on the Output Error Detail Record.
This field may contain hyphens.
Person Middle Name 27-36 10 A Optional
This field must contain alphabetic characters or spaces. This field may contain hyphens.
Person Last Name 37-56 20 A Required
This field must contain at least two alphabetic characters or the record will be eliminated from the match and notification will be returned on the Output Error Detail Record. This field may contain hyphens.
Passback Data 57-76 20 A/N Optional
This field may be used by the submitter for identifying information and will be returned on the corresponding output match detail or error record.
W-4 Match Indicator 77 1 A/N Optional
This field indicates if a state wants to match the submitted SSN to NDNH W-4 data. This field must contain a space or an ‘N’.
‘N’ – Do not match the submitted SSN to NDNH W-4 data.
‘ ‘ – A space in this field indicates that the submitted SSN will be matched to NDNH W-4 data.
Default is ‘ ‘ space.

March 27, 2006

Attachment B
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 2: SWA INPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
W-4 Same State Data 78 1 A/N Optional
Indicator
This field indicates if the submitter is requesting W-4 data
submitted to the NDNH by their state. This field must contain a space or one of the following values:
‘Y’ - Return matches where the submitter is the same as the W-4 submitting state.
‘N’ – Do not return matches where the submitter is the same as the W-4 submitting state.
Default is ‘N’.
W-4 From Date 79-86 8 A/N Optional
If this field contains a date in CCYYMMDD format, match only W-4 records processed from this date forward, dependent upon the W-4 Through Date.
If this field contains spaces or an invalid date, match all available W-4 records from two weeks prior to the match, dependent upon the W-4 Through Date.
W-4 Through Date 87-94 8 A/N Optional
If this field contains a date in CCYYMMDD format and the W-4 indicator is ‘Y’, match only W-4 records processed through this date, dependent upon the W-4 From Date.
If this field contains spaces or an invalid date, match all available W-4 records, dependent upon the W-4 From Date.
QW Match Code 95 1 A/N Optional
This field must contain one of the following values to indicate if the submitter is requesting QW data and the type of match requested:
‘N’ – QW matching is not requested.
‘R’ – QW matching is requested based on Reporting Period.
Default is ‘N’.

March 27, 2006

Attachment B
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 2: SWA INPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
QW Same State Data 96 1 A/N Optional
Indicator
This field indicates if the submitter is requesting QW data
submitted to the NDNH by their state. This field must contain one of the following values:
‘Y’ – Return matches where the submitter is the same as the QW submitting state.
‘N’ – Do not return matches where the submitter is the same as the QW submitting state.
Default is ‘N’.
QW From Reporting 97-101 5 A/N Optional
Period
If this field contains a reporting quarter in QCCYY format and the
QW match code is ‘R’, match only QW records containing this calendar year reporting period forward, dependent upon the QW Through Reporting Period.
If this field contains spaces or an invalid date and the QW Match Code is ‘R’, match all available QW records, dependent upon the QW Through Reporting Period.
Valid quarter values (Q) are 1, 2, 3, or 4.
QW Through Reporting 102-106 5 A/N Optional
Period
If this field contains a reporting quarter in QCCYY format and the
QW Match Code is ‘R’, match only QW records up through this calendar year reporting period, dependent upon the QW From Reporting Period.
If this field contains spaces or an invalid date and the QW Match Code is ‘R’, match all available QW records, dependent upon the QW From Reporting Period.
Valid quarter values (Q) are 1, 2, 3, or 4.
Filler 107-200 94 A/N This field must contain spaces.

March 27, 2006

Attachment C
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 5: SWA QW OUTPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
Submitter Identifier 1-3 3 A/N This field will contain the data submitted on the Input Detail
Record.
Record Identifier 4-6 3 A/N This field will contain the characters ‘QWM’. SSN 7-15 9 A/N This field will contain the data submitted on the Input Detail
Record.
Verification Request 16 1 A/N This field will contain the information used in the match process.
Indicator
‘Y’ – SSN/Name verification was performed.
‘N’ – SSN/Name verification was not performed.
Filler 17-21 5 A/N This field will contain spaces. Person First Name 22-31 10 A/N This field will contain the data submitted on the UI record for the
NDNH quarterly submission with special characters removed.
Person Middle Name 32-41 10 A/N This field will contain the data submitted on the UI record for the
NDNH quarterly submission with special characters removed.
Person Last Name 42-61 20 A/N This field will contain the data submitted on the UI record for the
NDNH quarterly submission with special characters removed.
Filler 62-71 10 A/N This field will contain spaces. QW Processed Date 72-79 8 A/N This field will contain the date the QW record was processed by
OCSE in the Year 2000-compliant format of CCYYMMDD.
QW Employee First 80-95 16 A/N If present, this field will contain the Employee First Name as
Name
provided on the QW record submitted to the NDNH.
QW Employee Middle 96-111 16 A/N If present, this field will contain the Employee Middle Name as
Name
provided on the QW record submitted to the NDNH.
QW Employee Last 112-141 30 A/N If present, this field will contain the Employee Last Name as
Name
provided on the QW record submitted to the NDNH.

Attachment C
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 5: SWA QW OUTPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
Non-Verifiable Indicator 142 1 A/N This field will indicate if the QW data were returned from
Verified or Non-Verifiable files. The valid values are:
V – verified – the QW SSN/Name combination was verified with SSA.
N – non-verifiable – the QW SSN is valid, but verification of the SSN/Name combination was not possible because there were not enough characters in the name to perform the verification.
Federal EIN 143-151 9 A/N If present, this field will contain the Federal Employer
Identification Number (FEIN) as reported on the NDNH QW record. Values are 000000001 through 999999999, or spaces.
State EIN 152-163 12 A/N If present, this field will contain the state Employer Identification
Number (EIN) as reported on the NDNH QW record. Values are A through Z, 0 through 9, or spaces.
Department of Defense 164 1 A/N (DOD only) If present, this field will contain the information from
Code (DOD)
the QW record submitted to the NDNH. The valid values are:
A – Active duty employees
C – Civilian employees
P – Pension/Retired employees
R – Reserve employees
Employer Name 165-209 45 A/N If present, this field will contain the Employer Name as provided
on the QW record submitted to the NDNH.
Employer Street Address 210-249 40 A/N If present, this field will contain the Employer Street Address
Line 1
Line 1 as provided on the QW record submitted to the NDNH.
Employer Street Address 250-289 40 A/N If present, this field will contain the Employer Street Address
Line 2
Line 2 as provided on the QW record submitted to the NDNH.
Employer Street Address 290-329 40 A/N If present, this field will contain the Employer Street Address
Line 3
Line 3 as provided on the QW record submitted to the NDNH.

Attachment C
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 5: SWA QW OUTPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
Employer City 330-354 25 A/N If present, this field will contain the Employer City as provided on
the QW record submitted to the NDNH.
Employer State 355-356 2 A/N If present, this field will contain the Employer State as provided
on the QW record submitted to the NDNH.
Employer Zip Code 357-361 5 A/N If present, this field will contain the Employer Zip Code as
provided on the QW record submitted to the NDNH.
Employer Zip Code 362-365 4 A/N If present, this field will contain the Employer Zip Code
Extension
Extension as provided on the QW record submitted to the NDNH.
Employer Foreign 366-367 2 A/N If present, this field will contain the Employer Foreign Country
Country Code
Code as provided on the QW record submitted to the NDNH.
Employer Foreign 368-392 25 A/N If present, this field will contain the Employer Foreign Country
Country Name
Name as provided on the QW record submitted to the NDNH.
Employer Foreign Zip 393-407 15 A/N If present, this field will contain the Employer Foreign Zip Code
Code
as provided on the QW record submitted to the NDNH.
QW Employee Wage 408-418 11 A/N This field will contain the gross amount of wages an employer
Amount
reports paid to an employee during a reporting quarter as provided
on the QW record submitted to the NDNH. This field will always be positive when a wage amount is reported.
Values are 00000000000 through 99999999999 without decimal.
This field is whole dollars only.
QW Reporting Period 419-423 5 A/N The field will contain the reporting quarter as provided on the
QW record submitted to the NDNH in the format QCCYY. Valid quarter values (Q) are 1, 2, 3, or 4.
Employer Optional 424-463 40 A/N
Street Address Line 1
Employer Optional 464-503 40 A/N If present, this is the address where an employer receives child
Street Address Line 2
support wage withholding orders. This is a number, street name,
Employer Optional 504-543 40 A/N rural route or post office box, city, state, and zip code. This may
Street Address Line 3
be a foreign address.
Employer Optional City 544-568 25 A/N

Attachment C
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 5: SWA QW OUTPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
Employer Optional State 569-570 2 A/N
Employer Optional Zip 571-575 5 A/N
Code
Employer Optional Zip 576-579 4 A/N
Code Extension
Employer Optional 580-581 2 A/N
Foreign Country Code
Employer Optional 582-606 25 A/N
Foreign Country Name
Employer Optional 607-621 15 A/N
Foreign Zip Code
Filler 622-623 2 A/N This field will contain spaces.
Passback Data 624-643 20 A/N This field will contain the data submitted on the Input Detail
Record.
Filler 644-661 18 A/N This field will contain spaces.
QW Match Code 662 1 A/N This field will contain information that was used in the match.
‘R’ – QW matching was performed based on Reporting Period.
QW Same State Data 663 1 A/N This field will contain information that was used in the match.
Indicator
‘Y’ - Return matches where the submitter is the same as the QW
submitting state.
‘N’ - Do not return matches where the submitter is the same as the QW submitting state.
QW From Reporting 664-668 5 A/N This field will contain the reporting quarter in QCCYY format as
Period
the beginning reporting quarter that was used in the match.
Valid quarter values (Q) are 1, 2, 3, or 4.

Attachment C
Federal Parent Locator Service
National Directory of New Hires
SWA Data Match

CHART 5: SWA QW OUTPUT DETAIL RECORD
Alpha/
Field Name Location Length Numeric Comments
QW Through Reporting 669-673 5 A/N This field will contain the reporting quarter in QCCYY format as
Period
the ending reporting quarter that was used in the match.
Valid quarter values (Q) are 1, 2, 3, or 4.
Filler 674-717 44 A/N This field will contain spaces.
Transmitter Agency 718-726 9 A/N If the submitter of the QW record was a federal agency, this field
Code
will contain the Federal Employer Identification Number (FEIN)
or the FIPS code of the Federal agency that submitted the data to the NDNH. Valid values are the FEIN or the letter ‘A’ followed by a valid four-digit FIPS code.
Transmitter State Code 727-728 2 A/N If the submitter of the QW record was a state or territory, this
field will contain the state or territory that transmitted the data to the NDNH. Valid values are the numeric FIPS code of the state or territory, or spaces.
Transmitter State or 729-786 58 A/N This field will contain the descriptive name of the Federal agency
Agency Name
or state that submitted the data to the NDNH.
Filler 787-1000 214 A/N This field will contain spaces.