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Quarterly CSV File Format Instructions

Quarterly Comma Separated Value (CSV) file format and instructions for filing via MyTax Illinois. The Quarterly CSV file format is for importing the Quarterly Wage Report (UI 3/40) file directly on a UI Account. The Quarterly CSV file format filing limit is 32,000 employees per file with the ability to append up to 3 additional files totaling 128,000 employees per filing. Employers and/or Service Bureaus with more than the 128,000 employees limit can submit their files via the ICESA Upload in the ICESA format.

The import feature is recommended for users who have a spreadsheet software program that can create the CSV format. Using a spreadsheet program (i.e. Excel), five columns are required to create a CSV file (Comma Separated Values) that is recognized and accepted by MyTax Illinois.

The spreadsheet should be set up as follows:

1st col. - Social Security Number
2ndcol. – Last Name
3rd col. –First Name
4th col. –Middle Initial (if there is no middle initial, fill with blank)
5th col. –Wages (omit $ symbol and only use decimal point for wages with cents)
(For wages, $1,234.56 would be filled as 1234.56)
(For wages, $1,250.00 would be filled as 1250)

Example

CSV Example - 000-00-0000
Last Name
First Name
Middle Initial 0.00

Text File Example - 000000000,lastname,firstname,middleinitial,0.00

When all employee wage data has been entered, the file is then saved. The user will name the spreadsheet file accordingly and just below the file name is the save as type box. Here the user would click the scroll down arrow and select CSV - Comma Separated Values. This configures the spreadsheet into the format that is accepted by MyTax Illinois.

The User would then log on to MyTax with their assigned username and password. Clicking on the “Log In” box will take them to the next screen which will display the following:

Under the Accounts Tab

  1. Click “Unemployment Insurance” 
  2. Click “File Return” by Quarter 
  3. Select “Import Wages From CSV” 
  4. Click “Next” 
  5. Click “Select Import File” 
  6. Select a File to import saved on your Computer by Clicking “Browse” 
  7. Click the file you want to import 
  8. Click “Open” 
  9. Click “Import” (wages load to screen) 
  10. Click “Use Imported Wages” (to add another file repeat Step 5 - Step 9 then Click “Append Wages”) 
  11. Click “Next” 
  12. Enter The number of Employees for each month 
  13. Click “Next” 
  14. Click “Next” 
  15. Check the Box “I Agree” 
  16. Click “Submit

For further assistance please call the IDES Employer Hotline at 1-800-247-4984.

Revised 8/21/17