Click on a question below or scroll through all of the questions and answers.
Requirements- Who can use QuickFile? Does it require registration?
- What are the acceptable data file formats for using QuickFile?
- What are the hardware requirements for using QuickFile?
- Is QuickFile compatible with all operating systems and browsers?
- How long does it take to download and install QuickFile?
- What should I expect to see when I run the QuickFile program?
- Are there restrictions as to what I can name my files?
- I have signed-in with my User ID and password. What is the next step?
- Does QuickFile provide a confirmation number after I send my report files?
- Is there anything special about fixed-length files (format considerations)?
- How do I save a QuickFile compatible Excel spreadsheet in csv format?
- When I try to install the QuickFile program, some other installation program runs instead. Why does this occur?
- When I try to run QuickFile, some other program runs instead. Why does this happen?
- Can I use QuickFile if I am running Linux on my machine?
- Can I use QuickFile if I have an Apple Macintosh?
- I am filing using the comma-delimited format and get error messages after mapping the data in Step 2 of the process. How do I correct the problem?
- I have received a status code of "Rejected". What does this mean?
- I received a status code of "Report file not received". What does this mean and how do I correct the problem?
- Where can I view and print my QuickFile report?
- When I click "continue", some other program other than my web browser starts. Why does this occur?
- When starting QuickFile, I get the message "not running the most recent version". What does that mean?
- QuickFile has been upgraded and your instructions state that this requires uninstalling all older versions. How do I uninstall older versions of QuickFile?
- When must Tax Reports be filed?
- When is QuickFile available for transmitting reports?
- How do I make corrections to QuickFile submissions?
- Who do I contact for help with QuickFile?
- How do I pay my unemployment taxes using QuickFile?
- How secure is it to file reports using QuickFile?
- Does QuickFile calculate taxable wages?
- Does QuickFile accept late and prior quarter reports?
Who can use QuickFile? Does it require registration?
Anyone filing quarterly wage reports with TWC can use QuickFile. Texas employers with multiple businesses and/or large numbers of employees, accountants, bookkeepers and service agents with multiple clients will benefit most by using QuickFile.
In order to use QuickFile, you must first register for access to Unemployment Tax Services. The program is available free of charge to all filers. See End User License Agreement for QuickFile.
What are the acceptable data file formats for using QuickFile?
QuickFile is designed to transfer wage data from one of the following formats:
- ICESA (specifications as a Word document or a PDF file)
- MMREF-1 (specifications as a Word document or a PDF file)
- Comma-Delimited
- Fixed-Length
You will need to contact your payroll software company to determine if your system can produce a
payroll file in one of these formats.
QuickFile can read data in comma-delimited and fixed-length formats. Some payroll programs can create
a spreadsheet version of the payroll information which can then be converted by spreadsheet programs
into comma-delimited (or "*.csv") files.
What are the hardware requirements for using QuickFile?
The minimum hardware requirements are as follows:
- PC or compatible
- 24 MB RAM
- 2 MB free disk space
- Internet connection
Is QuickFile compatible with all operating systems and browsers?
The supported operating systems and browsers are as follows:
- Windows 98, 2000, XP, Vista or Windows 7 operating systems
- Internet Explorer 5.5, 6.0, 7.0 or 8.0 browsers
How long does it take to download and install QuickFile?
If you have a high-speed connection, you can choose ‘Run this program from its current location’. The QuickFile installation will automatically start and install the program in the directory of your choice. The default directory is: "C:\QuickFile\". Download and install time is generally less than 1 minute.
If you do not have a high-speed connection, you may want to download QuickFile to your PC desktop, then follow the instructions in "Installing QuickFile" of the QuickFile User's Guide to start the program.
What should I expect to see when I run the QuickFile program?
When the program starts, you must first select the type of file in which you have your data, then select that file from a file selection menu.
- If you have an ICESA or MMREF file, you simply validate this file and send the report (if there are no errors). Should fatal errors be detected, you will need to correct your original data and re-export it before attempting to validate again.
- If you are using the comma-delimited or fixed-length formats, you will have to provide information about the company and also describe the location of the data within the file.
Once the file passes the validation checks, you can Continue or Test Connection the
file to TWC. The Test Connection only verifies that the file will actually transfer when you
are ready to file the report.
When either of the Continue/Test Connection buttons is pressed, the program opens your default
web browser to the QuickFile Logon page. The QuickFile program may close itself at this point.
The web browser will ask you to select and upload 2 files. Please pay close attention to the file
extension of each file. The directory and file name will be shown to you, but you must manually submit
each file due to the security features built into the product.
Finally, the QuickFile Home page will display all of your transmittal activity for the past 2 years. You
can determine the status of each submittal here. If, however, a submittal status does not change
to ‘Posted’ within 3 business days, please check the account in Unemployment Tax Services,
or contact tax.quickfilesupport@twc.state.tx.us.
For additional information, visit the QuickFile User's Guide - Checking the Status of Your Report.
Are there restrictions as to what I can name my files?
Yes. The name you give your original file must not be longer that 45 characters, including the extension. It must not contain any commas, tildes (~), quotes or apostrophes. We suggest using only letters, numbers and underscores (for example: MyCompany_TWC_Q2_2007.ICE).
I have signed-in with my User ID and password. What is the next step?
- Follow the path shown in the directory (C:\Quickfile\Upload). Choose the ".qfh" file, open and send the file.
- Browse and find the ".ice.gz" file. Open and send the ".ice.gz" file.
Does QuickFile provide a confirmation number after I send my report files?
No. After you have sent the 2 required files in the QuickFile process, you will be directed
to the Submitter History page. The Submitter History page allows you to see the
results of all your filing activities and the date and time you sent your file and whether the transmission
was successful or not.
If your file transmission was successful, a status of "Accepted" is your confirmation
of acceptance. This will be changed to "Posted" once the information has
actually been stored to your account (usually 1 to 2 business days). This is your confirmation
of completion.
Is there anything special about fixed-length files (format considerations)?
- If writing from a Unix system, use the ASCII option when saving the data to ensure the proper line-ending format.
- If exporting from an EBCDIC system, be sure to use the ASCII/CRLF option to ensure proper conversion to the PC standard format and ensure the correct line-endings.
- Make sure that the areas between fields are blank-filled and that everything lines up.
- Pad the end of the line with spaces if necessary to ensure a constant line-length.
How do I save a QuickFile compatible Excel spreadsheet in csv format?
- Make sure only the Employee information for a single employer account is in the
current spreadsheet.
TIP: If this spreadsheet was created by a program like QuickBooks with header and footer lines, these lines must be removed. Usually you can sort these lines to the top where they can be easily deleted. Here's how:
- In Microsoft Excel, go to menu choice Data; Sort
- Sort by: Column B or C (whichever is empty on the header line)
- Choose: No Header, Press [OK]
- The lines to be deleted should be at the top of the list.
- After deleting these lines, you can resort your data if you desire.
- From the menu, go to: File; Save As;
- Select the directory you want to save into.
- Enter file name (if a change of name is desired) or use current name
- Select "csv (comma-delimited) (*.csv)"
- Click Save
Sometimes a program will leave behind a ‘Setup.exe’ program in your download or Temp directory. If present, delete the setup.exe file and re-run the QuickFile install program.
When I try to run QuickFile, some other program runs instead. Why does this happen?
Sometimes files get ‘cross-linked’ within the operating system. You will probably need to run a file-system utility program to ‘detangle’ the files. You may be able to resolve the problem using the Windows Check Disk program, although this can take a very long time. (My Computer; Local Drive C: (right-click) Properties; Tools: Check Now..., check: Automatically fix file system errors)
Can I use QuickFile if I am running Linux on my machine?
QuickFile is not certified to run on non-Windows machines. The program uses certain calls to DLLs which most likely will not execute properly on a non-windows machine. This is not a supported configuration, so we cannot assist you if any problems are encountered.
Can I use QuickFile if I have an Apple Macintosh?
QuickFile is not certified to run on non-windows machines. The program uses certain calls to DLLs which most likely will not execute properly on a non-windows machine, although some versions of the Windows emulator might allow the program to run. This is not a supported configuration, so we cannot assist you if any problems are encountered.
- Remove any headers or footers. Only the actual employee data can be in the file.
- Do not have blank rows between the data.
- Have only the employee name, Social Security Number, and total wages for each employee. The name field can be in one column (QuickFile will allow you to separate the name field with the click of your mouse) or in two or three separate columns.
- Total wages entered in Step 1 must exactly match the total of employee wages in your comma-delimited file. Do not enter negative wages. You must adjust the quarter where the error/adjustment occurred using a Form C-5, Adjustment Report, or a Form C-7, Wage List Adjustment Schedule. Corrections or adjustments cannot be filed via the Internet. These adjustment reports are available on the Tax Forms and Instructions page.
I have received a status code of "Rejected". What does this mean?
QuickFile will reject your file for 2 reasons:
- Duplicate quarter (a report has already been filed for the quarter indicated) and/or,
- Not authorized (the user does not have ‘File Report’ authority for this account. You will need to contact the account administrator for the employer account and ask that they grant you the necessary permission).
You either did not send both the ".qfh" and the ".ice.gz" files, or something happened during the transmission process. Go back to QuickFile, revalidate and resend both files.
Where can I view and print my report?
- Logon to your account via Unemployment Tax Services to view Wage Report History.
- After 1 business day, the summary report (C-3) is available.
- After 2 business days, the summary report (C-3) and wage report (C-4) are available.
- If report information is not available within 3 business days, contact the TWC Tax QuickFile help desk at (512) 463-8230, (512) 463-2061, (512) 475-1189 or by email at tax.quickfilesupport@twc.state.tx.us.
When I click "continue", some other program other than my web browser starts. Why does this occur?
QuickFile uses the extension ".htm" to determine which program is your default web browser. Sometimes this extension can be associated with a different program. The file association can be changed by creating a temporary file "test.htm". In Windows Explorer, select the file, then from File menu, select "Open With". Select your choice of web browsers. You may delete the temporary file.
This message will appear when QuickFile is unable to download (using HTTP) a small control file (only text) from the TWC server. This is almost always a firewall issue on the filer's computer. You should check your firewall and anti-virus software and allow the QuickFile program to download files from our read-only server.
From the Windows Start button, open the Control Panel and select either ‘Add/Remove Programs’ or ‘Programs and Features’, depending on your version of Windows. Select any version of "QuickFile" showing (usually QuickFile5) and uninstall.
When must Tax Reports be filed?
Quarters can be filed beginning: 1st Qtr (April 1), 2nd Qtr (July 1), 3rd Qtr (October 1), 4th Qtr (January 1)
Tax reports cannot be filed until the quarter is completed. A tax report is late and penalties start to accrue on the first day after the end of the month that the report is due.
QuickFile also accepts late reports. The program will accept up to 12 quarters of data (the most recently completed calendar quarter plus the preceding 11 quarters). This may be needed if filing reports for an employer who has been in business for a while but has just set up a TWC account.
When is QuickFile available for transmitting reports?
Reports can be submitted and processed 24 hours a day, once the quarter has ended.
QuickFile users should not wait until the last day to submit tax reports, as unforeseen network problems or program errors may delay transmission and result in late report penalties.
Any report submitted after midnight Central Time on the due date will be considered late.
How do I make corrections to QuickFile submissions?
Corrections or adjustments to wage information cannot be filed via the Internet. If wage corrections are needed after a report has been submitted, a Form C-5, Adjustment Report, or a Form C-7, Wage List Adjustment Schedule must be filed. These adjustment reports are available on the Tax Forms and Instructions page.
Edits in the QuickFile program will identify formatting problems and allow the user to make corrections before transmission to TWC. All corrections must be made through the user's payroll program. QuickFile only validates the format prior to transmission.
The user is responsible for any erroneous information on the quarterly report. QuickFile is designed to identify format errors, not content errors.
QuickFile validates an entire ICESA file. If more than one tax report is being submitted, they must all pass the validation process. If one or more of the tax reports do not pass the validation process, the entire file will be rejected. The user has the option to correct the errors or remove the incorrect tax reports from the file and resubmit those reports that do pass validation.
Who do I contact for help with QuickFile?
Questions regarding the user's payroll program should be forwarded to the user's software provider.
If you have questions regarding QuickFile, please contact the Tax Department at:
- Phone: 512-463-8230, 512-463-2061, or 512-475-1189
- E-mail: tax.quickfilesupport@twc.state.tx.us
- Mail: TWC Tax Department, 101 E. 15th St., Room 540, Austin, TX 78778 -0001
How do I pay my unemployment taxes using QuickFile?
Employers have a number of options available for paying their unemployment taxes including Automated Clearing House (ACH) debit, TEXNET Electronic Funds Transfer (EFT), Credit Card, Personal Check, Cashier's Check, Money Order or Cash. Specific payment information is available on the Quarterly Tax Payment Options page.
QuickFile provides a remittance page that bookkeepers, accountants and service agents can provide to their clients after filing the tax reports. The employer can then elect the payment option that best suits their business needs.
How secure is it to file reports using QuickFile?
Data is transmitted to TWC using Secure HyperText Transmission Protocol (HTTPS).
Transmissions for files that are uploaded via QuickFile are encrypted. We support multiple levels of encryption to protect your data. Data encryption scrambles the information
sent over the Internet so that only the computer it is intended for can read it.
Does QuickFile calculate taxable wages?
QuickFile does not calculate taxable wages for the user. The user's payroll program must do the calculation. QuickFile validates that the information is in the correct format and provides confirmation that the transmission has been received by TWC on the QuickFile History page (Status Accepted). Employers can verify receipt of a quarterly wage report the following day through the Unemployment Tax Services.
Does QuickFile accept late and prior quarter reports?
QuickFile accepts late and prior quarter reports. The program will accept up to 12 quarters of data (the most recently completed quarter plus the preceding 11 quarters).