NCSUITS FAQs

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Begin filing 1st quarter wage reports and making payments on April 1

In April, the N.C. Division of Employment Security will begin collecting employee SOC Codes and hours worked when an employer/agent submits a quarterly wage report. This information will provide stakeholders with important data that supports education, training, infrastructure, childcare, transportation, and other factors that promote a robust and thriving workforce. For more information, visit the SOC Codes page.

NCSUITS Frequently Asked Questions

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In April, the N.C. Division of Employment Security will begin collecting employee SOC Codes and hours worked when an employer/agent submits a quarterly wage report. This information will provide stakeholders with important data that supports education, training, infrastructure, childcare, transportation, and other factors that promote a robust and thriving workforce. Visit the SOC Codes FAQ page for more information.

Yes, updated instructions for uploading files using QuickBooks are available on the NCSUITS Documents webpage. Access the instructions!

If you have an existing Employer ID Number (old EAN), you do not need to register for a new Employer ID number. The account registration page on the DES website allows employers and agents to create login credentials – a username and password for online access to the employer and/or agent accounts. If you have a username and password for online access to the tax system, you do not need to register for online access.

Going through the steps to create/register a new NCDES SUTA account and/or online account access could create duplicate accounts. This prohibits DES from providing assistance quickly. If needed, you can reset your PIN for your online account access by calling the Employer Call Center at 866-278-3822 and choose Option 3.

The Division does not collect on a single AR for less than $5.00. It will not appear on the employer’s main portal screen; however, it will appear in debt summary in NCSUITS. Collection efforts will not be made when multiple AR balances total more than $5.00.

A debt of $5.00 or less will appear in your debt summary. You will be able to schedule ACH debit payments. This debt will not create an account receivable (AR) nor will it be added with past quarters to create an amount of $5.00 or more. DES will not combine one less-than-$5.00 amount with other quarters.

There are two ways to add a claims or tax remitter. Videos for each of the methods below can be found at: des.nc.gov/employers/ncsuits/ncsuits-videos. 

  1. Employers will log into their NCSUITS account and go to Account Maintenance. Once you click Account Maintenance, go to Agent Assignment and choose Add Agent. You will need to have the Agent ID. From there, you can assign the Claims or Tax role. 
  2. Agents will go into their portal and choose Account Maintenance. Next, go into Maintain Authorization and select add employer. Agents will need their employer’s ID and FEIN. Choose agent authorization, followed by upload agent assignment authorization, and then select role (ex: claims). Agents have to submit an agent assignment authorization or a POA signed by the employer. Agent assignments when initiated by an agent have to be approved by DES. If it is initiated by an employer, it is automatically approved.
     

You must access or be in the Employer Portal to close or inactivate your account. Follow the steps below.

  1. Select ‘Account Maintenance’ under the ‘Your Options’ menu.
  2. Under Employer Account, find and click on ‘Inactivate Account’.
  3. Choose the primary contact.
  4. Provide a ‘Reason for Inactivation’.
  5. Then, follow the prompts.

If your excess wages are incorrectly calculated and do not include a dummy Social Security number, go back and look at Q1, Q2 and Q3 to make sure they match the employer's copy of the NCUI-101.

No, it’s not required but it provides critical information to help identify current occupational composition of the state and local labor markets.

Other states are now requiring collection of these codes, so including this information will help employers/agents prepare should it become a requirement in North Carolina. SOC Codes entered by an employer/agent are saved and may be copied from quarter to quarter. It is helpful to have but not required, so it won’t prohibit your ability to file and make payments in NCSUITS.

Change the ownership percentage of the old officer to zero and enter an end date. Then, add a new individual with percentage of ownership. This creates a history of the ownership in NCSUITS.

Yes! The deadline to file 4th quarter reports and payments has been extended to February 29 to give employers and agents ample time to file reports and address any concerns.

Are there any changes to the file format options accepted in NCSUITS?

Yes! Users who choose to upload wage files will now be able to use one of three different file formats – ICESA, EWF2 or CSV – to upload wage files and make online payments. This Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Also provided are individual guides for each file format for easy access. Choose the appropriate specification guidance document to make the changes now so that you are ready for filing reports in the new system!

How will these new file formats be used in NCSUITS?

The Wage File Upload feature in NCSUITS will confirm and process the incoming file, calculate taxes and other amounts due, and create a confirmation number. With that confirmation number, users will be able to submit their online payments. Agents will be able to submit payments for multiple clients through the Manual Payment Allocation feature or by uploading a payment allocation file.

What are the general requirements for ICESA file formats?

The ICESA format will change. ICESA file(s) should have a file extension of .txt and a records length of 275.

  • Only one record type ‘A’ in the file. The ‘A’ record will contain information about who is submitting the file.
  • Only one record type ‘E’ in the file.  The ‘E’ record should contain information about the employer for whom the report is being submitted. The Employer ID and FEIN in the file must match the Employer ID and FEIN on the account logged into when uploading the file.
  • Multiple type ‘S’ records in the file that contain SSN for employee(s), names and wages for the reporting quarter. (One record per employee)
  • Only one record type ‘T’ in the file. The ‘T’ record should contain the totals for all record type ‘S’ records reported for the employer.
  • Only one record type ‘F’ in the file. The ‘F’ record shows the end of the file and must be the last data record on each file submitted.

What are the general requirements for EFW2 file formats?

The EFW2 is the former MMREF format with changes. EFW2 file should have a file extension of .efw and a records length of 512.

  • Only one record type ‘RA’ in the file. The ‘RA’ record will contain information about who is submitting the file.
  • Only one record type ‘RE’ in the file.  The ‘RE’ record should contain information about the employer for whom the report is being submitted. The Employer ID and FEIN in the file must match the Employer ID and FEIN on the account logged into when uploading the file.
  • Multiple type ‘RW’ records in the file that contain SSN for employee(s), names and wages for the reporting quarter.  (One record per employee)
  • Only one record type ‘RT’ record in the file. The ‘RT’ record should contain the totals for all record type ‘S’ records reported for the employer.
  • Only one record type ‘RF’ in the file. The ‘RF’ shows the end of the file and must be the last data record on each file submitted.

What are the general requirements for CSV file formats?

The CSV format is a new file format used to transmit the Quarterly Tax and Wage report. The CSV file should have a file extension of .csv, and all defined columns are populated. 

  • Order of the records should be type 0, type 1, type 2, type 3.
  • The CSV file format can be created using commercially available spreadsheet software (for example, Microsoft Excel). 
  • Employers can file original or amended wage reports in this file format; however, each file should contain only information for one quarter.

Will the DES Format be accepted in NCSUITS?

No; the DES format will no longer be accepted once NCSUITS is launched in the fall of 2023. Instead, users who choose to upload wage files will now be able to use one of three different file formats – ICESA, EWF2 or CSV – to upload wage files and make online payments. This Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically.

 

Yes – if you pay by ACH Debit, you can schedule a payment up to the quarter’s due date.

Follow the steps below to create a linkage. Remember, you can always request linkage to a client’s account through your portal. DES held a webinar guiding Agents about creating linkages to employers. To view the webinar, go to: https://www.youtube.com/watch?v=epGfgVCQfb4.

  1. Log into NCSUITS.
  2. Click on “Account Maintenance” under the ‘Your Options’ menu on the left-hand side.
  3. Find the “Maintain Authorization” tile.
  4. Select the link for “Authorization Information”.
  5. Under the “Authorization Information” title, click “Add Employer”.
  6. Follow the prompts and click save.

For more assistance, view the instructional video on this topic.

Inquiries are answered in the order in which they are received. Many questions can be answered by checking out either the NCSUITS FAQs or instruction videos webpages: des.nc.gov/ncsuits. For technical assistance, call the NCSUITS Technical Assistance Hotline at (919) 296-1569.

There are error code explanations on the DES website by file format type. You can view these online under “Additional Documents” on our documents page. 

To reset your PIN, please call the Employer Call Center at 866-278-3822 and choose Option 3.

Agent FAQs

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Are the ACH Credit specifications changing?

Yes, see the ACH Credit specifications document, located on the DES website.

If payments are made via ACH Credit, do payment allocation file(s) need to be uploaded?

Yes; payment allocation files will need to be uploaded in NCSUITS.

Will NCSUITS have captcha?

Yes, captcha will be in NCSUITS when it goes live on November 13.

Do agents have to get new authorization for NCSUITS, if we have authorizations in the current legacy system; will current Authorization/POA be imported into NCSUITS?

Previously DES-approved agent (remitter) authorizations and/or Power of Attorneys will be honored in NCSUITS.

Does an employer need to be linked (i.e. have an agent authorization or power of attorney on file) in order for the agent to be able to file by bulk?

No; the agent does not need to be linked to the employer to be able to file by bulk.

Where is the Agent Authorization Form located?

The Agent Authorization form is located on the DES website.

Where is the Power of Attorney located, and will it still require original signature as well as the signing officer to be registered?

The Power of Attorney is located on the DES Website. DES requires an original signature from the officer and name to match with DES records under the employer's account.

Will there be a MOU option on the Power of Attorney so that third-party administrators can add represented clients as agents do for South Carolina?

DES does not have a Memorandum of Understanding option. Each employer must submit a separate Power of Attorney requesting linkage to an Agent.

Is a notarized Power of Attorney required, along with an agent authorization, to link to an employer in NCSUITS, and how do you register or get a remitter number?

A notarized Power of Attorney or Agent Authorization form will be required after approval to link the Agent and Employer accounts. The individual can apply for an Agent account online at des.nc.gov.

Can agents begin the authorization process now ahead of NCSUITS go-live, and does the authorization form need to be printed for signature or can they be scanned and submitted?

You can file Power of Attorney(s) or Agent Authorization forms to link to employer accounts before or after NCSUITS goes live.

Do you accept electronic signature for the Agent Authorization Form?

Electronic signatures are not accepted.

Are there plans to move employer authorization online versus the paper format?

Employers will be able to link agents online. If the employer requests linkage using a Power of Attorney, it must be uploaded pending DES approval. Agents can request to be linked to the employer by uploading either an Agent Authorization form or a Power of Attorney, pending DES approval.

Will North Carolina still accept faxed Power of Attorney forms?

Yes, faxed Power of Attorney forms are accepted by the North Carolina Division of Employment Security.

Is it possible to bulk file as a third-party administrator (agent) for clients (employers) that for which you do not have a Power of Attorney?

An agent does not have to be linked to an employer to submit reports or payments on the employer's behalf.

For file uploading, can agents submit a combined file for all clients or is it one file per employer at a time?

It can contain as many reports for as many employers as you like. It just cannot exceed the 25 MB size limit.

Is bulk filing available?

Yes; bulk filing is available in NCSUITS.

Do agents need online access for an employer to bulk file?

No; agents are not required to be linked to employers for bulk filing and payments.

Will there be a bulk agent upload option to ensure all employers/clients are linked?

No; linkage requests must be made individually for each employer.

Will this portal be QuickBooks compatible for uploading files?

Yes; QuickBooks must produce the file in one of the acceptable file formats for NCSUITS.

Is there a file size limitation for submitting bulk filings in the new system?

Yes; there is a 25 MB size limit for each uploaded file. However, you can upload more than one file.

If an agent has less than 100 employers as clients, will the agent be eligible for batch upload within NCSUITS?

There is no minimum size requirement for bulk uploads; there is only a maximum size requirement of 25 MB per file.

What is the new Employer ID format that will be used in NCSUITS? 

The Employer ID format will now have three zeros at  the front followed by the first seven digits of your old account number. You will continue to use the seven-digit account number minus the check digit, which is the 8th digit in the legacy system. Employers used formats 12-34-567 or 12-34-567 8 in the legacy system. Converted accounts numbers for NCSUITS will use only the first seven digits (from left to right) of the employer account number from the legacy system. Example: 12-34-567 8 is the account number in the legacy system. In NCSUITS, drop the last digit on the right known as the check digit and add zeros in front of the employer account number. Updated account number in NCSUITS will be 0001234567.

Will this account number change take effect for 3rd quarter upload?

No; it takes effect when NCSUITS goes live on November 13.

Will DES stop accepting the 7- and 8-digit account number? If so, when is the cutoff expected; or will the agency have a grace period for accepting old and new formats?

When NCSUITS goes live, all files uploaded into NCSUITS must include the new 10-digit Employer ID. Any files uploaded into the legacy system must use the 7-digit format. The legacy system will be shut down at 7:30 p.m. on November 9.

Will third-party administrators be assigned an Agent ID, like SC Suits, or are we just keeping the remitter number with the four leading zeros in front?

Your current 6-digit remitter (called Agent in NCSUITS) number will be automatically converted to a 10-digit Agent ID number. The format for this converted agent ID will be your current 6-digit number with four leading zeroes added to it.  Ex.  Current remitter number = 123456 --> new agent ID number = 0000123456.

If we have more than one user in our office will we need to get a remitter number for each user?

No, you don't need a second Agent ID number. You will need to set up different login credentials. 

Is the file format changing in NCSUITS?

Yes! Users who choose to upload wage files will now be able to use one of three different file formats – ICESA, EWF2 or CSV – to upload wage files and make online payments. The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Also provided are individual guides for each file format for easy access. Choose the appropriate specification guidance document to make the changes now so that you are ready for filing reports in the new system!

Is there a sample file layout?

There is a sample file available on the DES NCSUITS webpage.

Can a single blank be provided on the .csv format for fields that are optional and will not be provided?

You do not need to provide a single blank space. The fields are separated by commas. If a comma immediately follows a comma, that field is considered blank.

Are the new file specifications available?

The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically.

Will text files be valid or just csv?

The only formats accepted in NCSUITS are CSV, ICESA and EWF2.

Follow the steps below to create a linkage. Remember, you can always request linkage to a client’s account through your portal. DES held a webinar guiding Agents about creating linkages to employers. To view the webinar, go to: https://www.youtube.com/watch?v=epGfgVCQfb4.

  1. Log into NCSUITS.
  2. Click on “Account Maintenance” under the ‘Your Options’ menu on the left-hand side.
  3. Find the “Maintain Authorization” tile.
  4. Select the link for “Authorization Information”.
  5. Under the “Authorization Information” title, click “Add Employer”.
  6. Follow the prompts and click save.

For more assistance, view the instructional video on this topic.

How can I access NCSUITS, and will I need to create a new account?

You will access NCSUITS through the DES website (des.nc.gov), using your current login credentials to sign in to NCSUITS.

If we have one Agent (remitter) ID and multiple employees who have separate logins, will that remain the same or will all have to use one log-in?

You can have multiple employees who can access NCSUITS under one Agent (remitter) ID number; each employee will need to have separate login credentials to access the system. All individual users log-in credentials will be migrated to NCSUITS.

Will there be different log-in screens for each employer and agent?

Yes; to login as an employer, you will use the Employer Login link with the employer's login credentials. If you are linked to an employer, you can simply lookup their account number in the Agent portal and access the employer's home page without having to log-in directly through the Employer Portal.

How can an agent obtain their own login credentials, if currently filing reports on behalf of employers using their login information, to be able to add more companies?

You need to register as an Agent. You will be assigned an Agent ID number. Once you have an Agent ID, employers can grant you access to their accounts or you can request that access on their behalf.

Will current employer information be transferred to the new system, or will agents need to do that?

All current employer information and linkages will be automatically migrated to NCSUITS. No action is needed by an agent to migrate the current data to NCSUITS.

Will existing lists of employers under an agent account automatically transfer to the NCSUITS?

Yes, all currently linked employers will automatically be linked to your agent account in NCSUITS.

What is the expected turnaround time for linking a new employer to an agent account?

If the employer submits an Agent Authorization themselves, the access is granted immediately based on the requested effective date of access. If the agent requests access on behalf of an employer, the request needs to be approved by DES staff. Processing time varies; it currently is three to five business days.

Will the Unemployment Tax Rate Assignment notices be available for download in NCSUITS?

Yes; agents and employers will be able to download their tax rate assignment notices in NCSUITS.

Can agents respond to separation notices now?

Separation notices are handled in the claims system, called SCUBI. There is no change to any claims processes due to the launch of NCSUITS.

Has the previous requirement of Internet Explorer been removed?

Internet Explorer will not be supported in NCSUITS. Chrome, Edge, Firefox, and others will be supported in NCSUITS.

Will agents and employers use two sites to file/pay taxes and process claims?

Yes. NCSUITS will be used instead of the Remote Tax Filing (RTF) system to process unemployment insurance taxes. You will continue to use SCUBI for claims-related processes.

Is NCSUITS very similar to the SUITS system used by South Carolina?

Yes; DES customized the same baseline product that South Carolina uses with some updates specific to North Carolina requirements.

Will NCSUITS include 941 filings?

NCSUITS handles the administration and processing of North Carolina unemployment insurance requirements. The 941 form is a federal Internal Revenue Service form.

If an agent has more than 190 payroll clients, can they still use NCSUITS?

Yes.  There is no minimum or maximum number of clients you can have to use NCSUITS.

Will employers receive new 2024 rates in the mail as in the past?

Yes, employers will receive 2024 tax rates in the mail.

Will an electronic Benefit Charge File be available for third-party administrators (agents)?

Benefit Charges are sent from and available in the claims portal, called SCUBI. These files will not be available in NCSUITS.

If another agent has filed for an employer, will a second file be merged if there are duplicate filers for a quarter or will the file not process?

NCSUITS will only allow one original report per quarter.  The second agent will need to file their report as an Adjustment with an adjustment reason of 'Supplemental' to have their report added to the first agent's report.

If an employer does not have employees for the following quarters anymore, should that employer still file, or should that account be closed?

If the employer is still operating but without employees, they should file a zero-wage report. If they are no longer operating, they should close the account.

If I am a current remitter, do I need to create a new account?

Employers and remitters (the latter will be called Agents in NCSUITS) who are currently registered with the Division of Employment Security’s current legacy system will not need to re-register in NCSUITS. All existing information will convert to the new system. Login credentials (usernames and passwords) will remain the same.

If we have Agent (remitter) ID, do we apply for new ID?

No, employer usernames and passwords will remain the same. Your current 6-digit remitter (called Agent in NCSUITS) number will be automatically converted to a 10-digit Agent ID number.

I'm an agent with two employees that access the wage reporting system. Will each employee need to have separate remitter numbers now for our company?

No. You can set up multiple users with individual log-in credentials under one Agent ID number.

Will the forms in NCSUITS be updated to include out-of-state wages?

Yes, the forms will include out-of-state wages in NCSUITS.

Are out-of-state wages optional in the file?

Yes, out-of-state wages are always optional.

Can you schedule a payment with a post-dated date, or is it still the same day?

You can schedule an ACH Debit for the current quarter, up to the quarter's due date.

If I file early, can I schedule a payment?

Yes – if you pay by ACH Debit, you can schedule a payment up to the quarter’s due date.

Can an agent make a payment for an employer/client?

An agent can make a payment on behalf of their employer/client.

When paying with ACH credit, does the file need to have a confirmation number from uploading the unemployment file?

An ACH credit payment needs to include the addenda record created in NCSUITS

What if the employer wants to make the payment directly as opposed to having the agent initiate the ACH transaction?

Employers can make payments directly themselves.

If an agent has more than 100 employers under their agent account, will we only be able to make a batch payment to pay the quarterly amounts, or will agents still be able to pay each employer/client's amount due individually from their bank accounts?

An agent can make individual payments for each employer/client, regardless of how many clients an agent has.

Can an agent still mail a check for payment in NCSUITS?

Yes, but it must have a Payment Voucher attached.  The Payment Voucher is generated within NCSUITS.

Will agents still receive an email confirmation from the Division of Employment Security when filing and paying unemployment insurance taxes?

Yes; when filing reports or making payments, agents will provide an email address that will be used to send email confirmations.

Will agents be able to print a payment confirmation like they are currently able to do?

Yes, agents will be able to print payment confirmations.

Is the Agent ID the same as my current Remitter ID, or are they two separate numbers that would be needed for the new system?

Your current 'Remitter ID' will be called 'Agent ID' in NCSUITS.  It will automatically converted into NCSUITS as a 10-digit number, consisting of your current 6-digit number with four leading zeroes added to it.  Ex. Current Remitter ID = 123456, NCSUITS Agent ID = 0000123456.

Will I be able to add/remove additional users for agents (remitters) on the site, or will I have to submit a request to DES?

You will be able to manage your own users’ access and login credentials. Each person who accesses NCSUITS will need different login credentials, but the Agent ID number will remain the same.

How does an Agent remove employers for which they no longer provide services?

Through their NCSUITS Portal, an agent can delete any clients they do not want to be linked to. In NCSUITS, go to Account Maintenance / Maintain Authorization / Select employer and click on "delete".

Will employers be using NCSUITS to apply for new business tax accounts?

Yes; employers will use NCSUITS to apply for new Employer ID numbers for new business tax accounts.

Can an agent apply for an Employer ID number for the client, and can they see the number when it is assigned?

Yes, the agent can register for an Employer ID number on behalf of a client. You can see the assigned number but won't have access to the account until an Agent Authorization or Power of Attorney request is submitted and approved by DES staff.

How can I request for an agent to get approval for the Employer ID and tax rate exchange capability?

Contact the DES Tax Unit staff. 

In NCSUITS, will an Employer ID number be assigned right after the application, or will it take a while to be processed and account number mailed?

An Employer ID number will be assigned immediately.

How can an agent get the Employer ID account number to do filings, if the client does not know what the number is or has any knowledge of how to get that number?

If you have been approved for bulk account number lookup exchange, you can submit a file with FEINs. NCSUITS will then provide the DES Employer ID number if a matching record is found.

Does NCSUITS have the capability to request an unemployment insurance tax rate exchange?

Yes; there is a tax rate exchange function in NCSUITS.

Will third-party payroll services like ADP, QuickBooks, PrimePay and others still be able to submit wage reports for employers/clients?

Yes, third-party payroll services will be able to submit wage reports.

On the Wage Reporting section, for Employee Wages, would this be the total earnings or adjusted for excess earnings?

Total earnings should be reported. NCSUITS will automatically calculate the excess and taxable wages.

Will paper filing still be allowed?

Yes; employers with fewer than 10 employees may file reports by paper. Reports from employers with 10 or more employees should be filed electronically to avoid the Improper Filing Penalty.

How will zero wage reporting be managed in the NCSUITS?

In NCSUITS, there is an original report option for filing a zero-wage report.

Is the unemployment wage summary blended with the payment file, allowing for just one upload to cover both sides?

No; separate files must be submitted for reports and payments.

How can I, as an Agent, view my clients’ tax rate information?

To view all clients’ tax rates:

  • Log into NCSUITS.
  • Click on “Download Center” under the ‘Your Options’ menu on the left-hand side of the screen.
  • Find the “Rate Details” category
  • Select the year you would like to view.
  • Click “Download Rate Details”.

Agents can view a specific client’s tax rate by selecting the “Employer Lookup” option under the ‘Your Options’ menu in NCSUITS. Once you select that option, click on the Employer ID for the employer whose tax rate you would like to view. Once you select the Employer, go to ‘Tax Rate’ and select the year that you want to view.

Since NCSUITS goes live on Nov. 13, will agents and employers begin using the new system for 4th quarter filing; or is there going to be a due date extension for 3rd quarter?

Agents and employers should begin using NCSUITS on November 13, and use it to file reports for the 4th Quarter that are due on Jan. 31, 2024. As a reminder, 3rd Quarter 2023 should be filed in the current legacy system and will have the normal due date of October 31.  Any reports or payments submitted after October 31 will be considered late.

How do agents and employers file their Q3 2023 reports - in the legacy system or in NCSUITS?

Employers and agents will need to file their 3rd Quarter reports through the existing legacy system and are encouraged to do so as soon as reasonably possible and before the due date of Oct. 31.

Will account numbers change before or affect 3rd Quarter file upload?

Account numbers will change when NCSUITS goes live on November 13 - not before – and will not affect 3rd Quarter filing. Account numbers, called Employer IDs in NCSUITS, and remitter numbers, called Agent IDs in NCSUITS, are 10-digits. 

Do you have a sample of an unaccepted file and what the errors will be and how they will appear?

There are sample files of acceptable files on the DES NCSUITS webpage at des.nc.us/ncsuits. Within NCSUITS, there is a File Validation tool in which you can upload your file to see if there are any errors.

How do I know what errors mean when I try to file my quarterly report?

There are error code explanations on the DES website by file format type. You can view these online under “Additional Documents” on our documents page. 

How do Agents upload files because it’s not working through Employer Lookup?

First, check out the step-by-step instructional video called Agent Wages – File Upload. Agents must be in the Agent portal when uploading file(s) for your client. Once you are in your Agent portal:

  1. Select Wage Submission under the ‘Your Options’ menu.
  2. Then, click on ‘Submit Wages’, and follow the Upload Wage File instructions.

How can agents and employers find training materials and instructional videos?

To access NCSUITS information, go to des.nc.gov/ncsuits

Will step-by-step directions be provided once NCSUITS goes live on Nov. 13?

There are instructional videos currently available on the NCSUITS webpage, and tutorials will be available after NCSUITS goes live on November 13.

Employer FAQs

Tab/Accordion Items

Will the old website address take you to the new website address when filing for the 4th quarter?

Yes; you will access NCSUITS through the DES website (des.nc.gov), using your current login credentials to sign in to NCSUITS.

Is there anything we need to do right now to make sure we can access NCSUITS when it goes live, or will it all just be available as soon as we log in to DES?

You will use your current login credentials to sign in to NCSUITS.

As an employer, do I still need to register or sign up for the Employer Portal if my agent or payroll company has already registered my company for the new system? 

Your current account will be automatically converted into NCSUITS.  Your current seven-digit account number will be automatically converted to a 10-digit Employer ID number. It will consist of your current seven-digits with three leading zeroes.  Example:  Current account number = 1234567, NCSUITS Employer ID  = 0001234567.

Are there two separate portals for "agents" and "employers"?

Yes; to login as an employer, you will use the Employer Login link with the employer's login credentials. If you are linked to an employer, you can simply lookup their account number in the Agent portal and access the employer's home page without having to log-in directly through the Employer Portal.

When does NCSUITS go live?

NCSUITS goes live on November 13, 2023.
 

How do you close an account?

To close an account, use the Inactivate Account function in the Employer Maintenance section.

Can the same email address be used for multiple account registrations if I have several North Carolina businesses?

No; separate email addresses must be used for account registrations.

If an account was administratively terminated or inactive, does an employer need to register a new account in NCSUITS or in current legacy system?

If the account has been inactive for two or more years, a new account must be registered. If the account has been inactive for less than two years, it can be reactivated.

As an employer, I’m now under a holding company. Will our account need to be closed to get a new account, or can the existing account be used?

You will use the same account number you already have, except it will be in the new 10-digit format.

I have several employer accounts and submit quarterly filing reports for companies under the employer portal using their login information. Can I still report under the Employer Portal, or do I need to start using the agent portal?

You can still submit reports this way if the employer has authorized and given you their login credentials.

What exactly is an agent?

An agent is someone that an employer has contracted with to file your quarterly wage reports and/or pay your quarterly taxes, or do any other business on your behalf with DES.

Would an agent would be a payroll company that submits our unemployment payments and wages?

Yes; an agent is someone that an employer has contracted with to file your quarterly wage reports and/or pay your quarterly taxes, or do any other business on your behalf with DES.

If an employer submits its own payroll, would it be considered as an agent/remitter?

No; if an employer submits its own payroll, then it is an employer who does not use an agent.

Do you have to register for an agent.? Never used one. Do you have to use an agent?

An agent is someone that an employer has contracted with to file your quarterly wage reports and/or pay your quarterly taxes. An actual agent would need to register for its own agent account. The employer does not do this for the agent.

Do employers who file their own reports need to make themselves an agent/remitter?

No. Employers will continue to file as done so previously except, beginning for 4th Quarter, reports will be filed in NCSUITS.

My boss is a remitter for three companies, so does that make us an agent?

The term “remitter” in the existing legacy system is the same thing as an “agent” in NCSUITS.
 

If an employer currently has an agent, will that remain set up on NCSUITS, or will we have to set them up again?

All current agent-employer linkages will be automatically migrated to NCSUITS. No action is needed by an agent to migrate the current data to NCSUITS.

How can I be added as an agent if I am currently a remitter for several companies we own?

If you have an active remitter number in the Legacy system, you will now become an Agent under NCSUITS. The accounts linked to your remitter number will continue to be valid in NCSUITS.

We do not use an outside agent, but I work for an employer and file the returns. Do I enter myself as the agent/remitter? 

If you work for the employer, you can access the employer account online to file the quarterly tax and wage reports. You are not a remitter or need to apply for an Agent account.

Did I understand correctly that you can add additional accounts to your current remitter number by choosing “Assigning an Agent”?

From the Agent portal, you can request linkage to additional employer accounts using the Agent Authorization Form or a Power of Attorney. You will be notified once DES approves.

Does the employer contact need to register additional agents, or can they do it themselves?

Employers can link their accounts to multiple agents as long as each agent has a separate role. An employer cannot have more than one agent serving the same role.

If I am assigning a new agent, do I just add them in NCSUITS, or are there additional steps required? 

If you are an employer, you can link your account to an agent from within the Employer Portal. If you choose Agent Authorization, you will be able to choose the roles. Your approval will grant access to the Agent instantly. It will not be instant if you choose a Power of Attorney, which first requires DES approval.

How do I see if I already have an agent linked?

Access your account online at des.nc.gov. Go to "View and Update Contact Information," then click on the "Remitter " tab. If you are not linked to any remitter, this screen will not provide you with any information.

If the account was created or registered by an agent, does that allow the agent to create the Employer Portal on an employer’s behalf, or should the employer still setup their portal login and credentials?

Once DES approves the account and linkage, the agent and the employer will have separate login credentials.

What happens if I change agents? For example, if an employer moves from Payroll Co1 to Payroll Co2, will the agent close the account as a remitter and the employer have to set it up again, or does it transfer? 

The Agent and the employer have separate access credentials. From within your online employer portal, you can finish that initial Agent relationship and add a new one, even when the initial linkage was requested by the Agent and later approved by DES.

Should I use my current account to complete the RAF-2 Remitter Authorization Form, or will it need to have my account number with the new format?

The Remitter Authorization form is being replaced with an Agent Authorization form.  It will be published on the DES portal when NCSUITS goes live.  It should contain your 10-digit Employer ID and your Agent's 10-digit Agent ID.

I am an employer that uses a remitter number. Will this change and/or will we still need the remitter number?

You can continue to use both as you do in the current system. Both your employer and remitter number will be converted into NCSUITS, with either three- or four-leading zeroes, respectively.

Have the new Employer ID numbers been sent to employers?

Your new Employer ID won't be sent to you.  Your current Employer ID number will be automatically converted to a 10-digit Employer ID number. The format for this converted agent ID will be your current 6- or 7-digit number with four leading zeroes added to it. Ex.  Current remitter number = 123456 --> new agent ID number = 0000123456.

Is our account number and ID number the same thing?

Yes; in the current system it's referred to as your employer account number. In NCSUITS it is referred to as your Employer ID number.

How do I request an agent number if, as an employer, I need to add someone to do the payroll reporting and make the payments?

If the person you are adding is one of your employees, an employer would add them as a user under your Employer ID. You can have multiple employees who can access NCSUITS under one Employer ID; each employee will need to have separate login credentials to access the system. All individual users log-in credentials will be migrated to NCSUITS.

If our current Employer ID number is eight digits with one leading zero, do we only add two leading zeroes for the new account number? 

If your current account number has 8 digits, the new Employer ID will be the first 7 of those digits plus 3 leading zeroes. Do not include the eighth digit in this case.

Are the new file specs listed somewhere?

The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Learn more at des.nc.gov/ncsuits.

Is there a template available for the csv file that can be uploaded?

The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Learn more at des.nc.gov/ncsuits.

What 3 types of file uploads do you accept?

Users who choose to upload wage files will now be able to use one of three different file formats – ICESA, EWF2 or CSV – to upload wage files and make online payments. The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Learn more at des.nc.gov/ncsuits.

Can NCSUITS convert a .txt file to a format that is acceptable for uploading?

No, NCSUITS cannot convert a .txt file to an acceptable format.

Is ICESA an excel format?

No, it is not.

If I enter all the information manually, then I don't have to worry about any type file format? If I use Quickbooks, do I need to export a file to use if I can't enter all the info manually?

Yes, if you can't enter your wage report manually, you would need to upload a file containing the wage report data.

Will we have to enter all employee data for the first report, or will it pull over from what is already in the system?

There is a 'Copy' option available when filing an original report.  You can choose to copy the employee information from any of the eight most recent quarterly reports filed. All current information will be automatically migrated to NCSUITS. No action is needed to migrate the current data to NCSUITS.

If an employer currently has an agent, will that remain set up on NCSUITS, or will an employer have to set up an agent again?

All current employer/agent linkages will be automatically migrated to NCSUITS.  No action is needed by an agent to migrate the current data to NCSUITS.

The current system shows a pink/red alert if there is an issue with a quarterly wage report. Will these alerts still be there?

There will be alerts on your Employer portal if there are any outstanding issues with your account.

Is the unemployment rate  changing due to NCSUITS, and will it be mailed or added to the account?

There are no changes to the tax rate process for Tax Rate Year 2024. They are currently scheduled to be mailed mid-December 2023. Employers will also be able to download their tax rate assignment notices in NCSUITS.

Does the new portal ask for any different or additional information than we have been providing?

Yes; there is some additional general account information that is required in NCSUITS. If this data is missing, employers will be prompted to provide it upon your first signing in to NCSUITS. There are also some additional, optional data fields in the wage reporting process.

If the last day of the month falls on a Saturday or Sunday, is the due date for the return the following business day?

Yes, if the quarterly due date falls on a Saturday or Sunday, the due date becomes the following Monday.

How do employers file as an “applied for status” if they have an employee that has filed for a Social Security number but has not yet received it?

You should use a dummy Social Security number (SSN) until you receive the employee’s SSN. A dummy SSN in NCSUITS must begin with a 9, and the same dummy SSN cannot be used twice on the same quarterly wage report.

My business is an LLC, but I have zero employees and no payroll. I have never used the old system to pay unemployment insurance. Is this a new requirement for single-owner businesses?

If you are a liable employer required to pay unemployment insurance taxes, you should use NCSUITS to file quarterly wage reports and pay quarterly taxes.  If you are not liable to pay unemployment insurance taxes, you do not need to use NCSUITS.

Can an employer combine accounts if they already have an out of state account?

No. Each state operates independently for unemployment insurance taxes. Accounts from other states cannot be combined with a NCSUITS account.

Will the new files include the out-of-state wages that we currently have to report with a letter?

Yes, the new file layouts contain all the new wage report fields.

In the legacy system, if an employer had out-of-state wages, the they would change the excess wages so that the taxable wage matched what the employer had in its records. How will this function in NCSUITS; will employers need to report out-of-state wages for the individual employee level for each person?

NCSUITS will calculate the excess and taxable wages based on the North Carolina and out-of-state wage data you have reported.

What if an employee works for more than one state? Can state be specified as a generic MU in the media file? How would multiple other states be handled?

Yes, there is a MU-Multiple State option. First, add the taxable wages from each state. Then, put the combined amount in the Out-of-State Taxable Wages field and select MU-Multiple State from the Out of State Code dropdown.

Can employers filing by paper continue to pay and file by paper?

Yes; employers with fewer than 10 employees may file reports by paper. Reports from employers with 10 or more employees should be filed electronically to avoid the Improper Filing Penalty.

How will payments by check be handled? 

Payment Vouchers should be generated and printed in NCSUITS, and included in the envelope with the paper check.

If I have a prior quarter balance due, will my current quarter payment be applied to that first; or can I designate my payment to be applied to the current quarter?

Any payments submitted that are within $.01 of the current quarter due amount will automatically be applied to the current quarter. If there is no current quarter amount due or the payment is not within $.01 of the current quarter amount due, the payment will be applied according to the DES’s Tax Unit payment allocation hierarchy (oldest tax debt will be paid first).

If I file early, can I schedule a payment?

Yes – if you pay by ACH Debit, you can schedule a payment up to the quarter’s due date.

Can an employer schedule a payment after the filing date but before the deadline?

Yes, ACH Debit payments can be scheduled for a future date up to the current quarter due date.

Can an employer still file online and submit a paper check?

Yes; the employer would need to generate a Payment Voucher in NCSUITS, print it, and include it in the envelope with the paper check.

With NCSUITS, can I make a payment in the current quarter using that quarter closing date?

Payments can be made for the current quarter once the report has been filed. The current quarter report can be filed beginning the first day after the quarter ends (ex. 3rd Quarter ends on September 30 and the 3rd Quarter report can be filed beginning October 1).

Do employers need to update their existing payment methods if they currently use ACH credit?

Employers can still use ACH Credit but will need to generate the addenda record for the ACH Credit payment within NCSUITS.

Will ACH Credit require a confirmation number on the file?

It will require an addenda record that is generated in NCSUITS.

Will NCSUITS correct a duplicate overpayment?

A duplicate overpayment will be processed, and the overpayment will be reflected as a credit on your account. There will be a Request Refund option available on an employer’s Payments panel if this occurs. If the overpayment is not refunded, NCDES will apply it to your next due amount.

 

How does an account appear if an employer has two separate payrolls (executive and hourly) with the executive being filed by an agent and confidential? Is this handled by login / permission?

Users who are given the Wage Reporting role will be able to see all of the wages reported. You should only give this access to users that are allowed to see ALL of the wage data.

Regarding the "branch" system in the legacy system, the CFO had to enter salaried payroll on one day; then, the next day, the field payroll coordinator entered field payroll. Will the new system have similar constraints, or will we be able to enter it on the same day?

This is considered a Supplemental Wage Report situation. The first report filed is the Original Wage Report and any secondary reports for that quarter would be Supplemental Wage Reports. There are options to file Original, Amended and Supplemental Wage Reports. Immediately after filing the Original Wage Report, you can then file any Supplemental Wage Report(s). There is no limit to how many Supplemental Wage Reports an employer can file.

Are larger payroll processing companies prepared for these changes as several employers file their reports through them and never interact with the current system?

Yes, the Division of Employment Security’s Tax Unit staff has communicated the NCSUITS changes with agents in multiple ways, including webinars, emails and website updates.

If employers have a payroll provider, will they be filing and do they have this information on NCSUITS? 

DES encourages all employers to verify with their payroll provider(s) to make sure they are aware of the new NCSUITS system. The Division of Employment Security’s Tax Unit staff has communicated the NCSUITS changes with agents in multiple ways, including webinars, emails and website updates.

If you are currently set up with a payroll provider, do you need to assign or are you good to go?

Previously DES-approved agent (remitter) authorizations and/or Power of Attorneys will be honored in NCSUITS. If you have previously granted authorization for that agent, no further action is needed as your agent's access will be automatically continued in NCSUITS.

Do I need to do anything in the NCSUITS system now if all reports are going to be submitted by a payroll provider?

No, your agent will continue to submit reports on your behalf in NCSUITS without any action needed by you, the employer.

Does the agent (remitter) need to make any changes on THEIR side?

Yes, agents will need to use the new file formats and specifications. The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Learn more at des.nc.gov/ncsuits.

Will options like software such as Quickbooks continue to be an option in NCSUITS to produce and upload our payroll records each quarter?

Yes, as long as QuickBooks produces a properly formatted file in one of the three accepted file formats. Learn more at des.nc.gov/ncsuits.

Is a new Power of Attorney required if an employer uses a third-party payment service, and will employers be able to view all filings/payments made on their behalf?

If an employer already has a POA on file, then no further action is needed nor is another required unless your POA changes. Yes, employers will be able to view everything on your Employer portal that your agent has done on your behalf.

Will we still respond to unemployment claims via DES, as we have in the past?

You will continue to use SCUBI for all claims activities.

Is there a template for the wage report upload?

Yes, sample files are available on the NCSUITS website located at des.nc.gov/ncsuits.

What information must be included in the wage report upload, and what order does it need reported?

The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Learn more at des.nc.gov/ncsuits.

What does an employer need to provide to an external representative (agent) to allow them to submit wage reports?

You need to provide them with your 10-digit Employer ID, tax rate and wage data.

Is the file format changing in NCSUITS? Do employers need to ask their software team(s) to look into it?

Yes, the Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Learn more at des.nc.gov/ncsuits.

Will reports filed prior to NCSUITS be available when you search for transactions or reports?

Yes, the data from all of your previous reports filed prior to NCSUITS that are still within the statute of limitations will be available for viewing and adjustments in NCSUITS.

Does the "Copy from prior submission" option allow changing or adding for current quarter?

Yes, once you copy the employee data from the selected quarter, you can add, delete or change any of that data, along with adding the new wage data for each employee.

Regarding the N record when submitting reports, does this need to reflect the leading zeros for the new account number?

Yes, all files submitted should always contain the new full 10-digit Employer ID number.

Are names and Social Security numbers saved each quarter?

Yes, there is a “Copy” option to import employee data from any of the eight, most recent quarterly reports.

How do you print a copy of the submitted quarterly report or previously filed quarters?

Go to "View" link in the Report History tab in the Wage/Debt Summary section, which will download a copy of the report on your computer.

What is the process if the quarter report will be the last filing report?

After filing the last report, an employer should inactivate your account by using the Inactivate Account function in the Account Maintenance section.

Will it be possible to upload a PDF version of the wage reports?

No. You can only upload one of the accepted file formats, ICESA, EWF2 or CSV.
 

How can I find my tax rate information?

There are two ways to view your tax rate. First, it is automatically displayed under “Employer Information” on the main portal screen. You can also view your tax rate by going to “Your Options” and clicking on “Tax Rate”. Then, choose “Tax Rate” tile and select the year that you want to view.

Can we submit a test file two-to-four weeks before the reporting deadline to make sure our new application generated the file correctly? 

You can use the Validate Wage Files tool at ANY time, as many times as you need.  The Employer's Guide to Wage Report and Payment File Specifications guidance document gives more information about the changes to file formats used when quarterly reports are submitted electronically. Learn more at des.nc.gov/ncsuits.

How can we access the file validation tool that you mentioned earlier?

Once NCSUITS goes live, it is located in the Wage Submission section of the Employer portal.

Will employers use the legacy system to file their Q3 2023 reports, and then use NCSUITS to file Q4 reports? 

Employers and agents will need to file their 3rd Quarter reports through the existing legacy system and are encouraged to do so as soon as reasonably possible and before the due date of Oct. 31. Agents and employers should begin using NCSUITS on November 13, and use it to file reports for the 4th Quarter that are due on Jan. 31, 2024.

Do you have a sample of an unaccepted file and what the errors will be and how they will appear?

There are sample files of acceptable files on the DES NCSUITS webpage at des.nc.us/ncsuits. Within NCSUITS, there is a File Validation tool in which you can upload your file to see if there are any errors.

How do I know what errors mean when I try to file my quarterly report?

There are error code explanations on the DES website by file format type. You can view these online under “Additional Documents” on our documents page. 

Is there a way to edit an uploaded file before submitting?

There is a “Validate Wage Files” tool available in NCSUITS, which allows an employer to upload a file and receive feedback on whether it contains any errors.

Is there a feature to manually submit an adjustment after uploading?

After the original report is processed, an employer can either upload another file containing an adjustment report or adjust the report manually.

Does the system give totals when uploading a file for wages or excess wages amount due?

Your uploaded file must contain a record that includes totals.

Are we able to manually edit the file before or after using the validation tool?

Yes.  Once you test the file with the Validate Wage File tool, if there are any errors, you can fix them and then test the file again, prior to uploading it for submission.

Whose email – the employer or DES – does an employer use when submitting or uploading a file?

The email of the person submitting the file should be used to notify DES of who to contact if the agency has any questions at a later date.

Will you still be able to enter data manually instead of uploading a file?

Yes, you can file manually enter wage reports in NCSUITS with no restrictions.
 

General Questions About NCSUITS

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The North Carolina State Unemployment Insurance Tax System, or NCSUITS, is a new, modernized system to administer North Carolina’s unemployment insurance tax program. It will be a robust, cloud-based solution that replaces DES’s decades-old tax mainframe and remote filing systems.

NCSUITS went live on Nov. 13! 

Employers and agents are now required to use the new file format(s) to file quarterly tax reports. 

No. Employers and remitters currently registered with the Division of Employment Security’s current remote tax filing system will not need to re-register in NCSUITS. All existing information will convert to the new system. All employers and agents (remitters) currently registered with the current only need to update their existing accounts at this time.

The new NCSUITS tax administration system now provides a link to the Claims (or SCUBI) system. Before, you had a screen in which you selected either ‘Tax’ or ‘Benefits/Claims’. To streamline and simplify your experience, you can access the Benefits/Claims system through your NCSUITS account.

No. The Employer/Agent ID Number is the same number as the former Employer Account Number or EAN. When you are asked to provide the ID Number, you should enter your 6-or-7-digit number with either three-or-four leading zeros. NCSUITS requires the ID Number to be 10 digits, so the Division of Employment Security opted to add the leading zeros to create that 10-digit number.

Your ID Number is needed to create an NCSUITS account. If you do not have an ID Number, you can follow the steps to apply for one online. An NCSUITS account provides you access to your tax filing and payment information as well as direct access to your benefits/claims information. Follow the steps below to create an NCSUITS account:

  1. Click on Create an Online Account.
  2. Select ‘I am a Business/Agent/Third-Party user, requiring DES claim/tax services for businesses’
  3. Click the checkbox beside ‘I’m not a robot’ and click ‘Next’.
  4. Enter your seven-digit Employer or six-digit Agent ID Number (ID Number) two times. ID numbers in NCSUITS will have three-to-four leading zeros but are not required to be entered at this time.
  5. Enter the six-digit PIN for your Employer/Agent ID Number.
  6. Create your Sign In username and password.
  7. Enter a valid email address.
  8. Check your email for instructions on how to activate your NCSUITS account.
  9. Click on the link in the email; use the username and password you created in Step 5 to sign into your NCSUITS account.

Yes, for the most part. One significant change is that Remitters will now be called Agents in NCSUITS. Remitters can be one company that owns several other companies or are owned by the same entity but have different accounts (FEINs); these entities can file and pay on behalf of the employer.

NCSUITS will be the equivalent to the Remote Tax Filing System; however, NCSUITS will include several new features, more self-service options and real-time updates.

What new features will be available in NCSUITS?

NCSUITS has several new features including: 
  • Ability to report out-of-state wages
  • Provide multiple contacts
  • Schedule an ACH debit
  • Authorize agent services
  • Upload POA forms
  • Submit supplemental and amended reports
  • Submit quarterly reports for a single or multiple employer(s) and/or multiple quarter filings by data upload

Will NCSUITS include more address types for employers and agents?

Yes! Three new address options will be available in NCSUITS: physical location, legal address and benefit charging address. As a reminder, the “business address” is the location where the work is performed in North Carolina, while the “mailing address” is the address where all unemployment insurance documents are mailed to unless other address types are completed.

  • New--Physical location(s)- allows employers and agents to provide additional locations where work is performed in North Carolina.
  • New--Legal Address
  • New--Benefit Charging address- Address where quarterly UI benefit charging statements will be mailed.

As an employer or agent, what can I do now regarding address options in NCSUITS?

In preparation for the launch of NCSUITS, the Division of Employment Security encourages employers and agents (remitters) to make a list of the new type of addresses for your business.

Can employers and agents choose a method of communication in NCSUITS?

Yes! NCSUITS will allow employers and agents to choose their communication method preferences. The options are United States mail, email or text. Employers and agents who choose US Mail will continue to receive paper copies of all correspondence from the Division of Employment Security. Email and text preferences will accept a primary and secondary email address or phone number, so that two different people are notified of available correspondence on the account. Employers and agents who choose email or text will receive an alert, which indicates correspondence is available via their NCSUITS account. The alert will not contain either the correspondence or personal identifiable information.

Will NCSUITS allow multiple contacts on employer accounts?

Yes! Employer accounts will require a primary contact; however, NCSUITS will allow multiple contacts on employer accounts. This makes it easier and faster for DES staff to contact the appropriate business person for a specific issues. Additional contact types are: Accounting, Benefits, FUTA Certification, Human Resources, Legal, Other, Payroll, Registration and Succession.

Can I choose a preference for communication now?

In the current system, no. However, prior to the launch of NCSUITS, you can work with your respective staff to determine which of the three communication preference options – US Mail, email or text – you would like to choose in NCSUITS.

Is there something I can do now to provide multiple contacts?

Now is the time to make your list of who will be designated contacts for your business. After NCSUITS launches this fall, you will be able to quickly input your multiple contacts into the system.

As a third-party administrator, can I send files for liable employers?

Yes! Files for liable employers should be the only ones sent. You run a risk of not having your files processed if you upload files for employers who are not liable.

Will uploading directly to the DES server still be allowed?

No; employers or third-party administrators will no longer be able to upload directly to the DES server. The good news is that the NCSUITS system is extremely robust and will be able to process all these files.

How should I submit a Tax and Wage Report without a valid Social Security number in NCSUITS?

When submitting a Tax and Wage Report without a valid Social Security number, you should use all 9s instead of the 1s used in the current system. Ones will no longer be accepted once NCSUITS is launched.

Are there important reminders that I should know as a third-party administrator when it comes to filing for an employer?

Third-party administrators should not submit a report for an employer that was previously filed in the same quarter. It is also important to remember to only list an employee once in the file. If the person works in different departments for the same employer, add the wages together and submit them one time.

There are two ways to view your tax rate. First, it is automatically displayed under “Employer Information” on the main portal screen. You can also view your tax rate by going to “Your Options” and clicking on “Tax Rate”. Then, choose “Tax Rate” tile and select the year that you want to view.

To view all clients’ tax rates:

  1. Log into NCSUITS.
  2. Click on “Download Center” under the ‘Your Options’ menu on the left-hand side of the screen.
  3. Find the “Rate Details” category
  4. Select the year you would like to view.
  5. Click “Download Rate Details”.

Agents can view a specific client’s tax rate by selecting the “Employer Lookup” option under the ‘Your Options’ menu in NCSUITS. Once you select that option, click on the Employer ID for the employer whose tax rate you would like to view. Once you select the Employer, go to ‘Tax Rate’ and select the year that you want to view.