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Site Enhancements and Electronic Reporting

Dear Employer,

To eliminate paperwork, and make reporting and payments secure, fast and easier for you, the Kentucky Division of Unemployment Insurance (UI) has made several exciting enhancements to our Employer Self-Service website at https://kewes.ky.gov. Please take a few minutes to visit the self-service website and become familiar with the process before or during the first quarter 2018 reporting period.

In the coming months, the agency will phase out mailing paper quarterly UI-3 forms and payment coupons to move toward a paperless quarterly report and payment submission process for all filers. The new electronic system will make the process easier, and will provide you a confirmation number when we receive your quarterly filing. Below we have outlined the exciting enhancements coming to the UI process, and what you can expect this year.

Quarterly Report Submission with Electronic Payments The Division will continue to offer the following three filing options for submission of your quarterly tax reports.
Option 1 – Single Employer File Upload This option is for employers who create reports using the ICESA format and wish to upload their file. This option will only allow for the submission of a single quarterly report from an individual company. After submission, the user will be directed to our Payment Portal by clicking on the Pay Now button, which will capture the total amount due from the report. This option allows for a seamless process between report filing and payment of your quarterly report. Please note we have updated our ICESA ‘S’ record format to now require “Excess Wages” in field positions 78-91. Please update all files to reflect this requirement.
Option 2 – Single Employer Online Form Entry This option is for employers who want to manually enter their quarterly report information utilizing the on-line form for a specific quarter. This method is best used by employers who have a small workforce and should not be used by employers with over 250 employees. After submission, the user will be directed to our Payment Portal by clicking on the Pay Now button, which will capture the total amount due from the report. This option allows for a seamless process between report filing and payment of your quarterly report.
Option 3 – Multiple Employer File Upload This option is reserved for third party administrators (TPAs), payroll processors, certified public accountants (CPAs) and other tax-service providers who are filing on behalf of their clients. Users must complete the online Third Party Administrator Registration to access this option. This option will allow TPAs to file quarterly reports for multiple clients at once, using the ICESA format. After submission, the user will be directed to our Payment Portal by clicking on the Pay Now button, which will capture the total amount due for each individual account and will allow for a single payment for all accounts on the file.
Electronic payments are required and the payment amount cannot be more than or less than the total amount that is calculated due after submission. (Note: If you need to file for a client that will owe taxes and you do not want to submit a payment, please omit from your Option 3 file upload. You will need to file individually under Option 1. If your payment does not match the total amount due after file submission, the entire file upload will not be accepted nor processed.)
We have updated our ICESA 'S' record format to now require “Excess Wages” in field positions 78-91. Please update all files to reflect this requirement.
Enhanced Electronic Payment Portal The enhanced electronic payment portal will now allow users to make a single payment for multiple accounts by designating the amount to apply to each account and choosing the appropriate quarter to apply the payment for each account. In addition, users can now go to the payment portal and pay Notice of Assessments and Partial Payment Agreements.
Account Closeout and Address Update Businesses can now login utilizing their Kentucky Employer Identification Number (KEIN) and their password to close out their account or to make a mailing address update.
Reset or Change Password This new feature will allow users who forgot their password to establish a new password by answering the preselected questions at the time of registration. Returning users will be prompted to complete these security questions at the time of next login to utilize this feature. Users can also login at any time to change their current password.
Report Worker Misclassification or Fraud The Kentucky Division of Unemployment Insurance strives to ensure all stakeholders involved with the program follow the laws, rules and regulations. If you suspect any instances of worker misclassification or employer fraud, please visit our website to complete an anonymous tip form. All sources will remain anonymous and the information provided will assist us in our investigation.
Enhanced Employer Registration for an Unemployment Reserve Account The enhanced online registration for an unemployment reserve account has replaced the paper UI-1 registration form and will now allow users to provide the Division with more information about their business, in order for us to more accurately assign contribution rates. In addition, new employers can create their own password, establish security questions for password resets, and save an electronic copy of their registration. Paper UI-1 registrations will no longer be accepted.
Claim Separation Response (SIDES) SIDES is a free electronic system that uses a nationally standardized format to easily respond to UI benefit claims information requests, attach documentation when needed, and receive a date-stamped confirmation receipt. If you would like to receive or respond to UI benefit claim information request electronically, please enroll in SIDES on the Employer Self-Service website.
Wage Audit Response (UI-203) The Division attempts to ensure all unemployment benefits are paid properly, and as part of our review you may receive a “crossmatch” audit form UI-203. Internet Response Module for Employers (IRME) provides employers the opportunity to receive and respond to these Wage Audit Notices electronically through the Employer Self-Service website.