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April 19, 2014
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Employer Guide

You must file a report even when all wages are excess and no tax is due, because the division needs the wage information to process benefit claims.

DO I HAVE TO USE FORM UI-3 TO REPORT MY EMPLOYEES’ WAGES, OR ARE OTHER WAGE LISTINGS ACCEPTABLE?

Any employer may use separate wage reports if this is more convenient than filling out the individual wage report portion of the form.

However, form UI-3 must always be submitted, regardless of the method used to report wages. If additional pages are attached, be sure to note this on the line provided on the report.

Wage reports must include each employee’s NAME, SOCIAL SECURITY NUMBER, and GROSS QUARTERLY WAGES. If the listing submitted also contains any other wage information, you must clearly indicate the gross wages which agree with the total listed on line 1 of the UI-3.

Employers with more than 250 workers in covered employment during a quarter must file on CD, FTP or DISKETTE, unless a written waiver has been granted by the division.

In addition, all employers with computerized payroll systems are encouraged to file electronically. This reduces your time in completing the report, and also reduces the time required to transfer wage data from your report to the division’s computer. Please contact the tax branch for a copy of the specifications for electronic filing or to request a waiver from the requirement.

WHY DOES THE DIVISION NEED EMPLOYEE WAGE INFORMATION?

The division maintains wage records for nearly 1.8 million Kentucky workers for use in calculating benefit entitlement for those who become unemployed. (See the "Benefits" chapter for more information on this process.)

WHY DOES THE DIVISION NEED THE NUMBER OF EMPLOYEES, AND HOW DO I REPORT THIS?

The division keeps track of the total number of Kentucky workers covered by unemployment insurance as part of the labor statistics used to determine the state of the economy. This must be reported each quarter in the space provided on the UI-3. The number of employees you had on your payroll on the 12th of the month for each of the three months of the quarter is entered on the report.

If you do not complete this portion of the form, you will be mailed a follow-up request by the Research and Statistics Branch. If you have employees in more than one county, you will also be asked to complete a supplemental report listing the total workers by county.



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