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Reporting Instructions

What data is being requested?

Which employees should I report?

  • Report employees who worked during the pay period that included November 12, 2023.
  • Report employees working at, or reporting to, the location specified after “Report for” in the mailing address in your letter or email.
  • Report employees who are on paid leave or assigned temporarily to other work locations, including employees who are working remotely or off-site.
  • Report paid owners and officers of incorporated firms.

What information should I report?

For each of these employees, please report the following information:

  • Job title
  • Brief description of duties (if not clear from the job title)
  • Part-time or full-time status
  • Hourly wage rate (for part-time or full-time employees) or annual salary (for full-time employees only)
  • Weekly hours
  • Hire date
  • Gender
  • Birth year
  • Department (optional)

What information should not be reported?

Do not report any of the following employees or information:

  • Do not report contract workers.
  • Do not report owners or partners of unincorporated firms.
  • Do not report employee names or Social Security numbers.
  • Do not report annual wages for part-time employees.

How should I report job titles?

  • Report employee job titles according to the work they are doing, not their training.
    Example: Report an employee working as a drafter, but trained as an engineer, as a drafter.
  • Report an employee as a supervisor if they spend at least 80 percent of their time supervising other employees.
    Example: Report a head cashier as a supervisor of cashiers if they spend more than 80 percent of their time supervising other cashiers. Report them as a cashier if they spend less than 80 percent of their time supervising other cashiers.
  • Report apprentices separately from helpers.
    Example: Report an apprentice carpenter as a carpenter but report an employee who helps them as a carpenter’s helper.

How should I report wage rates?

  • Report hourly wage rates or annual salaries for full-time employees. Report hourly wage rates for part-time employees. If wage rates are recorded differently, such as by the month, convert them to an hourly wage rate.
  • Report each employee’s actual wage rate, not an approximation.
  • For employees who earn tips, commissions, or piece-rate payments, calculate their hourly wage rate or annual salary including their base pay plus tips, commissions, or piece rates.
  • If you are reporting for a school, please see the additional reporting instructions.

What should I include when reporting wages? (Definitions of pay terms)

  • Base rate
  • Commissions
  • Tips
  • Cost-of-living allowance
  • Deadheading pay
  • Guaranteed pay
  • Hazard pay
  • Incentive pay
  • Longevity pay
  • Piece rate
  • Portal-to-portal rate
  • Production bonus

What should I exclude when reporting wages? (Definitions of pay terms)

  • Attendance bonus
  • Back pay
  • Draw
  • Holiday bonus
  • Holiday premium pay
  • Jury duty pay
  • Lodging payments
  • Meal payments
  • Merchandise discounts
  • Nonproduction bonus
  • On-call pay
  • Overtime pay
  • Perquisites
  • Profit-sharing payment
  • Relocation allowance
  • Tuition repayments
  • Severance pay
  • Shift differential
  • Stock bonuses
  • Tool allowance
  • Uniform allowance

How should I report my data?

Create or export a file

First, create or export a file with the requested information about the employees who worked at, or reported to, the location specified after “Report for” in the mailing address for the pay period that included  November 12, 2023. You can provide a report from your own payroll or personnel system or download our Excel template. We prefer Excel files (.xlsx) but can accept almost any file format except executable (.exe) files. An example spreadsheet is below.

Job title Part-time
or full-time
Hourly Annual Weekly
hours
Hire date Gender Birth
year
Department

Forklift operator

FT $16.00   40 9/30/17 Female 1990 Warehouse

Forklift operator

PT $12.98   25 4/30/21 Male 2000 Warehouse

Forklift operator

FT $14.72   35 5/23/22 Male 1995 Warehouse

Truck driver

FT   $45,000 40 12/6/18 Female 1982 Warehouse

Webmaster

FT $23.24   35 11/12/16 Male 1990 IT

IT user support

FT $18.87   50 8/1/16 Female 1997 IT

General manager

FT   $80,000 60 7/16/15 Female 1979 Office

Logistics manager

FT   $68,140 40 2/20/20 Other 1986 Office

Bookkeeper

PT $17.22   20 10/25/15 Male 1965 Office

Submit your file

Once your file is ready, you can upload it or email it to your state office.

Upload a data file

Note: To ensure the security of your data, your session will time out after 30 minutes. Make sure your file is ready before logging in.

  1. Go to our secure data collection site. Log in with your unique IDCF number, located above the mailing address on your OEWS data request.
  2. Follow the instructions to enter your contact information and answer questions about the location specified after “Report for” in the mailing address on your data request.
  3. On the file upload page, scroll down and use the “Browse” button to select your data file. Multiple files can be attached, but the total size cannot exceed 30 MB.
  4. Click “Send” to submit your file. Click “Continue” on the next page to send yourself a confirmation email.

That’s it – you’re done! Thank you for your help.

Email a data file

  1. Open a new email to your state office.
  2. Attach the completed spreadsheet with your IDCF number in the subject line. BLS encourages respondents to encrypt email attachments and send the password in a separate email. Please do not include sensitive information in the body of the email.
  3. You will receive an email confirming your submission; please retain this for your records. Your state office will contact you if they have questions or need more information.

That’s it – you’re done! Thank you for your help.

Extra instructions for schools

These instructions apply to educators who are paid on a different basis than hourly or annual wage rates. We also need some extra information on educators to classify them correctly. Providing this information now can reduce the need for follow-up phone calls asking for clarification.

Primary and secondary schools

  • For teachers and paraprofessionals (primary or secondary educators), specify the grade level and indicate if they teach special education or career, technical, or vocational.
  • For educators paid on a daily basis, such as substitute teachers, calculate their hourly wage rate by dividing the daily wage by the number of hours in their workday.
  • For educators who work less than full-time but receive an annual salary, report the salary and the fraction of full time they work are employed (half, three-quarters, one-third, two-thirds, etc.).
  • For employees who are not educators, report their hourly wage rates. You can report annual salaries for full-time employees who are not educators.
  • If wage rates are recorded differently, such as by the month, convert them to an hourly wage rate.

Post-secondary schools

  • For professors and other instructors (post-secondary educators), include the subject taught or department.
  • For educators who work less than full-time but receive an annual salary, report the salary and whether they are employed half-time, three-quarters time, one-third time, two-thirds time, etc.
  • For adjunct professors, report their per-credit rate.
  • For employees who are not educators, report their hourly wage rates. You can report annual salaries for full-time employees who are not educators.
  • If wage rates are recorded differently, such as by the month, convert them to an hourly wage rate.

 

Last Modified Date: November 14, 2023