When to import wage files
The import feature works best when you import records for no more than 5,000 employees in a single file.
If you are:
- Filing wage records for more than 5,000 employees, consider bulk filing instead.
- Filing for more than 1 employer at a time, use bulk filing.
If you are reporting wages for Paid Family and Medical Leave (PFML), do not use EAMS. Find reporting instructions on the Paid Leave website.
File formats EAMS accepts
- Comma-delineated file (.csv). We prefer this format.
- Tab-delineated text file (.txt).
- Excel spreadsheet (.xls or .xlsx).
File formats EAMS does not accept
- The Social Security Administration's Magnetic Media Reporting and Electronic Filing (MMREF) format.
- American Standard Code for Information Interchange (ASCII) delimited format.
- Washington state wage format.
- Federal wage format.
Preparing your file
If you are preparing your own wage data file, it is likely easiest to use Microsoft Excel, Google Sheets or another spreadsheet tool.
Required columns
Your spreadsheet must have the 8 columns listed here, and in this order. Do not label the columns. Also do not add any extra columns, headers, footers, totals, notes or comments.
Start listing information for your first employee in Row 1.
Column A: Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN)
Must be a number. You can format it with or without dashes. Example: 123-45-6789 and 123456789 are both OK.
An ITIN is a 9-digit number the IRS issues. It identifies someone who is not eligible to get an SSN.
Column B: Last name
Up to 30 characters. No special characters except hyphens, apostrophes and spaces.
Column C: First name
Up to 30 characters. No special characters except hyphens, apostrophes and spaces.
Column D: Middle name
Up to 20 characters. Can be a name or initial. No special characters except hyphens, apostrophes and spaces. Leave this cell blank when it doesn't apply to someone.
Column E: Suffix
Up to 4 characters. Examples: Jr, Sr, 1st, III. Leave this cell blank when it doesn't apply to someone.
Column F: Hours
Requires a positive whole number instead of a decimal. Round up partial hours or fractions. Cannot be more than 2,208.
Column G: Gross wages
Requires a positive number. Do not enter a negative value.
Decimals are OK. If you enter a decimal, you can include up to 2 digits to the right of the decimal. Example: 12345.67.
If you do not enter a decimal, EAMS will assume that the amount you entered is a whole number. It will add a decimal point followed by two zeros. Example: EAMS will interpret 12345 as $12,345.00.
Column H: Standard Occupational Classification code
6 digits only. Learn more about Standard Occupation Classification (SOC) codes.
Saving your file
The following instructions for each format type are for Excel. Directions for other software tools will vary slightly. Then save your file in a format EAMS accepts.
Comma-delimited (.csv) format
To convert your data from a spreadsheet into a .csv file:
- From the menu bar of the spreadsheet tool, choose "File > Save As." The "Save As" screen opens.
- Choose "Browse." The "Save As > Windows Explorer" opens as a secondary window.
- In the left pane, choose the folder where you want to save the file.
- Enter the name of the file in the "File name" field. We have no rules about how you name your files.
- Choose the "Save as Type" dropdown and choose "CSV (comma delimited) (*.csv)."
- Choose "Save." Excel converts your spreadsheet to a .csv file. The "Save As > Windows Explorer" secondary window closes.
Comma-delimited (.csv) format example
Your .csv file will look something like this:
400-11-1111,Oak,Janet,A,Jr,400,98765,111021
402-22-2222,Pine,John,B,,456,87654.01,439199
403-33-3333,Cedar,James,C,Sr,500,76543.15
404-44-4444,Alder,Joe,D,,501,65432.20
405555555,Fir,Jill,,III,502,44444
Excel (.xlsx) format
To save your data as an Excel spreadsheet:
- From the menu bar of the spreadsheet tool, select "File > Save As." The "Save As" screen opens.
- Choose "Browse." The "Save As > Windows Explorer" opens as a secondary window.
- In the left pane, choose the folder where you want to save the file.
- Enter the name of the file in the "File name" field. We have no rules about how you name your files.
- Choose "Save." Excel saves your spreadsheet as an Excel file. The "Save As > Windows Explorer" secondary window closes.
Excel (.xlsx) format example
Your Excel file will look something like this.
Remember, do not label the columns. We have labeled them here to make the example easier to read.
| Row | A: SSN or ITIN | B: Last name | C: First name | D: Middle name or initial | E: Suffix | F: Hours | G: Gross wages | H: SOC Code |
|---|---|---|---|---|---|---|---|---|
| 1 |
400-11-1111 |
Oak |
Janet |
A |
Jr |
400 |
98765 |
111021 |
| 2 |
402-22-2222 |
Pine |
John |
B |
456 |
87654.01 |
439199 |
|
| 3 |
403-33-3333 |
Cedar |
James |
C |
Sr |
500 |
76543.15 |
123456 |
| 4 |
404-44-4444 |
Alder |
Joe |
D |
501 |
65432.20 |
987654 |
|
| 5 |
405555555 |
Fir |
Jill |
III |
502 |
44444 |
481516 |
Tab-delimited text (.txt) format
To convert your data from a spreadsheet into a tab-delimited text file:
- From the menu bar of the spreadsheet tool, select "File > Save As." The "Save As" screen opens.
- Choose "Browse." The "Save As > Windows Explorer" opens as a secondary window.
- In the left pane, select the folder where you want to save the file.
- Enter the name of the file in the "File name" field. We have no rules about how you name your files.
- Choose the "Save as type" dropdown and choose "Text (Tab delimited) (*.txt)."
- Choose "Save." Excel converts your spreadsheet to a .txt file. The "Save As > Windows Explorer" secondary window closes.
Tab-delimited text (.txt) format example
Your .txt file will look something like this:
400-11-1111 Oak Janet A Jr 400 98765 111021
402-22-2222 Pine John B 456 87654.01 439199
403-33-3332 Cedar James C Sr 500 76543.15
404-44-4444 Alder Joe D 501 65432.20
405555555 Fir Jill III 502 44444
Error and warning messages
When you import a file, EAMS verifies the data automatically. If there is an issue, you may see one of the following messages.
An error message on the Washington Wage Detail screen
The error message will appear above the wage grid. You need to fix each error to submit your quarterly report.
A warning message on the Washington Wage Detail screen
The warning message will appear above the wage grid. You can submit your quarterly report, but you might get financial penalties.
An error message on the Input Method screen
The Washington Wage Detail screen will not open and EAMS cannot process your file. Review your import file, correct any errors and try again.
If you still cannot import your file, consider securely sharing your file with us. We can help you fix the problem. Select the feedback button in the upper right corner of EAMS and attach your import file.
An automation message
EAMS automatically corrects data you entered that did not meet requirements. Automation messages do not require you to do anything. But they will result in slight changes to the data displayed and saved in your report.