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Tax Reporting - AL
Tax Reporting - AL

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At line 7 changed one line
This document contains abbreviated set up requirements for the State of Alabama only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.
This document contains abbreviated set up requirement for the state of Vermont only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required.
At line 10 changed 3 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Alabama
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Alabama
*'W2 STATE MEDIA FILING' - Must be '02' to generate Alabama State magnetic media file for Alabama State only.
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Alabama.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Alabama.
*'W2 STATE MEDIA FILING' - Must be '02'€™ to generate AL State magnetic media file for AL State only.
At line 15 changed one line
The Alabama Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format
*For 2013 reporting, the Alabama Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format
*The Alabama Department of Labor also accepts UI wage filing via media using the [ICESA] format.
*Records required for the W2 reporting are: Code A,E,S,T,F.
At line 17 changed 10 lines
\\
The Alabama Department of Labor also accepts UI wage filing via media using the [ICESA] format.
*Records required for the UI reporting are: Code A, E, S, T and F.
\\
Alabama State requires to file the AL State file by itself, therefore [IDGV] must be set up as follows:
*For State Registration of Alabama, the [IDGV Variables|IDGV#VariablesTab]:
**'W2 STATE MEDIA FILING' must be set to '02' State requires its own file, do not include other State information in the State file.
\\
!!Annual W2 Wage Reporting – EFW2 Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama State file information: \\ \\
*Alabama State requires to file the AL State file by itself, therefore [IDGV] must be set up as follows:
**For State Registration of Alabama, the [IDGV Variables|IDGV#VariablesTab]:€˜W2 STATE MEDIA FILING€™ 02 State requires its own file, do not include other State information in the State file.
At line 28 changed 7 lines
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. Set to State File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
!Annual W2 Wage Reporting EFW2
[RPYEU] must be run and the following selected to generate Alabama State UI Wage file information:
At line 36 changed 2 lines
__RPYEU Report Filters__
|Select State: Alabama, USA
|Media Format|State File Format
|Select State|Alabama, USA
|Report List Filters, Select State|Alabama, USA
|Parameters, Annual Form Code|(must be left blank in order to produce the EFW2 file format)
|Parameters, Period Type|Year
|Parameters, Period End Date|Year End Date (i.e. 31-Dec-2016)
|Parameters, Media Format|State File Format
At line 33 added one line
The Directory and Media File Name parameters must be populated or an output file will not be produced.
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!State Magnetic Media Reporting - EFW2 Format
%%information NOTE: Columns coded with AL indicate it is an Alabama specific requirement which is not the standard record format%%
!!State Magnetic Media Reporting EFW2 Format
%%information Note: Columns coded with AL indicates it is a Alabama specific requirement which is not the standard record format%%
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!Record Name: Code RS - State Record (Specific to the State of Alabama)
!Record Name: Code RS - State Record
At line 46 changed 17 lines
|3-4|State Code|Enter the appropriate FIPS postal numeric code. \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9|Taxing Entity Code|Defined by State/local agency.
|10-18|Social Security Number|Enter the employee's SSN. __If no SSN is available, enter zeros.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|19-33|Employee First Name|Enter the employee's first name. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-FIRST-NAME’ [IDFDV] Field Identifier.
|34-48|Employee Middle Name or Initial|If applicable, enter the employee's middle name or initial. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-MIDDLE’ [IDFDV] Field Identifier.
|49-68|Employee Last Name|Enter the employee's last name. \\Left justify and fill with blanks. \\ Derived from the ‘W2-EE-LAST-NAME’ [IDFDV] Field Identifier.
|69-72|Employee Suffix|If applicable, enter the employee's alphabetic suffix. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-SUFFIX’ [IDFDV] Field Identifier.
|73-94|Employee Location Address|Enter the employee's location address (Attention, Suite, Room Number, etc.) \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LOCN-ADDR’ [IDFDV] Field Identifier.
|95-116|Employee Delivery Address|Enter the employee's delivery address. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-DELIV-ADDR’ [IDFDV] Field Identifier.
|117-138|Employee City|Enter the employee's city. \\Left justify and fill with blanks. \\ Derived from the 'W2-EE-CITY’ [IDFDV] Field Identifier.
|139-140|Employee State Abbreviation|Enter the employee's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-STATE’ [IDFDV] Field Identifier.
|141-145|Employee ZIP Code|Enter the employee's ZIP Code. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-ZIP’ [IDFDV] Field Identifier.
|146-149|Employee ZIP Code Extension|Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. \\Derived from the ‘W2-EE-ZIP-EXT’ [IDFDV] Field Identifier.
|150-154|Blank|Fill with blanks. Reserved for SSA use.
|155-177|Foreign State/Province|If applicable, enter the employee's foreign State/Province. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|178-192|Foreign Postal Code|If applicable, enter the employee's foreign postal code. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|193-194|Country Code|If one of the following applies, fill with blanks: \\ \\* One of the 50 States of the U.S.A. \\* District of Columbia \\* Military Post Office (MPO) \\* American Samoa \\* Guam \\* Northern Mariana Islands \\* Puerto Rico \\* Virgin Islands \\ \\Otherwise, enter the applicable Country Code. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY
|3-9 AL|Varies Fields\\ \\Not required|
|10-18 AL|Social Security Number|Derived from [IDFDV] Field Identifier: ˜W2-EE-SSN€™\\ \\If an invalid SSN is encountered, this field is entered with zeroes
|19-33 AL|Employee First Name|Derived from [IDFDV] Field Identifier: €˜W2-EE-FIRST-NAME€™
|34-48 AL|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: €˜W2-EE-MIDDLE€™
|49-68 AL|Employee Last Name|Derived from [IDFDV] Field Identifier: €˜W2-EE-LAST-NAME€™
|69-247 AL|Varies Fields\\ \\Not required|
|248-257 AL|State Employer Account Number|Derived from [IDFDV] Field Identifier: €˜W2-STATE-REGIST for the reporting state|
|258-266 AL|Federal Employer Identification Number|Derived from [IDFDV] Field Identifier: €˜W2-FED-REGIST for the reporting federal government|
|267-273|Not Required|
|274-275|State code, or the appropriate FIPS postal numeric code|Derived from the State being reported\\ e.g. Alabama state code is €œAL€, FIPS postal numeric code is "01" (either is acceptable)
|276-286|State Taxable Wages|Derived from [IDFDV] Field Identifier: ˜W2-ST-WAGE-HOME and €˜W2-ST-WAGE-WORK™
|287-297|State Income Tax Withheld|Derived from [IDFDV] Field Identifier: €˜W2-ST-TAX-HOME™ and ˜W2-ST-TAX-WORK™
|298-307 AL|Federal Income Tax withheld|
|308-337 AL|Blank|
|338-348 AL|Use to report 1099 income from which Alabama tax was withheld\\ \\Zeros|
|349-392 AL|Blank|
|393-396 AL|Payment Year\\ \\Enter year for which this report is being prepared|
|397-512 AL|Not required|
At line 64 changed one line
;Locations 195 to 267:Apply to Quarterly Unemployment Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.\\Please read the document [Tax Reporting - US General] for details on quarterly reporting.
!!State Quarterly UI Wage Reporting Standard Format
[RPYEU] must be run and the following selected to generate Alabama State file information:
|Media Format|State SUI File Format
|Select State|Alabama, USA
At line 66 changed 11 lines
|195-196|Optional Code|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|197-202|Reporting Period|Enter the last month and four-digit year for the calendar quarter that this report applies. \\ __Applies to unemployment reporting.__
|203-213|State Quarterly Unemployment Insurance Total Wages|Enter the total State QTR UI total wages \\Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Enter the total QTR UI total taxable wages \\Right justify and zero fill. \\ __Applies to unemployment reporting.__
|225-226|Number of Weeks Worked|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|227-234|Date First Employed|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|243-247|Blank|Fill with blanks. Reserved for SSA use.
|248-257 AL|State Employer Account Number|Enter the Alabama Withholding Tax Account Number.
|258-266 AL|Federal Employer Identification Number|Enter the employer's FEIN
|267-273|Blank|Fill with blanks. Reserved for SSA use.
* The state of Alabama must be selected in the 'Report List Filters'.
*Annual Form Code - Use the standard supplied form code HL$US-W2-2014. The Variables need to be entered in this form code for specific use in the installation.
*The Quarterly Form Code must be entered in order to produce UI wage file in Standard format.
*Use the supplied form code 'HL$US-QTR-2013'. The Variables need to be entered in this form code for specific use in the installation.
*Period Type:Quarter
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2013
*Media File Type:State SUI File Format\\ \\
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
At line 78 changed one line
;Locations 274 to 337:Apply to Income Tax Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
!!State UI UI Wage Magnetic Media Reporting Standard File Format
%%information Please note that the following €˜Not Required™ fields may or may not always contain blanks.%%
%%information Note: Columns coded with 'AL' indicate that the column is a Alabama specific requirement which is not the standard record format%%
At line 80 changed 14 lines
|274-275|State code|Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’ \\Derived from the State being reported. \\__Applies to income tax reporting.__
|276-286|State Taxable Wages|Right justify and zero fill. \\ Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ [IDFDV] Field Identifiers. \\__Applies to income tax reporting.__
|287-297|State Income Tax Withheld|Right justify and zero fill. \\Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ [IDFDV] Field Identifiers. \\__Applies to income tax reporting.__
|298-307 AL|Federal Income Tax Withheld|Enter the total federal income tax withheld
|308|Tax Type Code|Enter the appropriate code for entries in fields 309-330: \\* C = City Income Tac \\* D = County Income Tax \\* E = School District Income Tax \\* F = Other Income Tax. \\ __Applies to income tax reporting.__
|309-319|Local Taxable Wages|To be defined by State/local agency. \\ __Applies to income tax reporting.__
|320-330|Local Income Tax Withheld|To be defined by State/local agency. \\ __Applies to income tax reporting.__
|331-337|State Control Number|Optional. \\ __Applies to income tax reporting.__
|338-348 AL|Other Income|Only use this field to report other income reported on 1099, W2G, etc. from which Alabama tax was withheld. \\Zero fill if not applicable.
|349-392 AL|Blank|Fill with blanks
|393-396 AL|Payment Year|Enter the year that is being reported, in YYYY format
|397-412|Supplemental Data 1|To be defined by user.
|413-487|Supplemental Data 2|To be defined by user.
|488-512|Blank|Fill with blanks. Reserved for SSA use.
!Record Name: Code A - Transmitter Record
||Column||Description||Source
|1-1|Record Identifier|Constant €˜A™
|2-5 AL|Year\\ \\Enter year for which this report is being prepared |From user specified FROM-TO period converted to YYYY
|6-14|Transmitters Federal EIN\\ \\Enter only numeric characters; omit hyphens, prefixes and suffixes\\ \\This is always obtained from the State SUI registration|Derived from [IDFDV] Field Identifier: €˜TRAN EIN™
|15-18 AL|Taxing Entity Code|Constant €˜UTAX€™
|19-23 AL|Blank|
|24-73|Transmitter Name\\ \\Enter the transmitter name of the organization submitting the file|Derived from [IDFDV] Field Identifier: €˜TRAN NAME
|74-113|Transmitter Street Address\\ \\Enter the street address of the organization submitting the file|Derived from [IDFDV] Field Identifier: €˜TRAN ADDRESS€™
|114-138|Transmitter City\\ \\Enter the city of the organization submitting the file|Derived from [IDFDV] Field Identifier: TRAN CITY€™
|139-140|Transmitter State\\ \\Enter the standard two character FIPS postal abbreviation|Derived from [IDFDV] Field Identifier: TRAN STATE€™
|141-153 AL|Blank|
|154-158|Transmitter ZIP Code\\ \\Enter a valid ZIP code|Derived from [IDFDV] Field Identifier: TRAN ZIP CODE€™
|159-275 AL|Blank|
At line 95 changed 28 lines
!!State Quarterly UI Wage Reporting - ICESA Format
The State of Alabama Department of Labor accepts filing of Quarterly UI wages via magnetic media using the ICESA format.
*The Records required the UI wage reporting are Codes: A, E, S, T and F \\
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama UI wage file information: \\ \\
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-20YY'
|Quarterly Form Code|Use the standard form code ‘HL$US-QTR-20YY. \\Must be entered in order to generate the Alabama UI wage file in the [ICESA] format
|Govt Interface Format|Mandatory. Enter HL$US-QTR-MM20YY
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
|Media Format|Mandatory. Set to State SUI File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
__RPYEU Report Filters__
|Select State: Alabama, USA
!State UI Wage Magnetic Media Reporting - ICESA Format
%%information NOTE: The following 'Not Required' fields may or may not always contain blanks.%% \\
%%information NOTE: Columns coded with 'AL' indicate that it is an Alabama specific requirement which is not the standard record format%%
!Record Name: Code A - Transmitter Record (Specific to the State of Alabama)
!Record Name: Code B - Authorization Record (not required)
At line 124 changed 7 lines
|1-1|Record Identifier|Constant "A"
|2-5 AL|Blank|Fill with blanks
|6-14|Transmitters Federal EIN|Enter the transmitter's FEIN. \\Numeric characters only. Omit hyphens, prefixes and suffixes \\Derived from the State SUI registration, from [IDFDV] Field Identifier: 'TRAN EIN'
|15-18 AL|Taxing Entity Code|Constant "UTAX"
|19-23 AL|Blank|Fill with blanks
|24-73|Transmitter Name|Enter the transmitter's name of the organization submitting the file \\Derived from [IDFDV] Field Identifier: 'TRAN NAME'
|74-275 AL|Blank|Fill with blanks
|1-1|Record Identifier|Constant €˜B
|2-5 |Reporting Period\\ \\Month end date of the quarter for which this report is being prepared (i.e. 0913 for third quarter of 2013)|
|6-14|Transmitter€™s Federal EIN\\ \\Enter only numeric characters\\ \\BASIC EIN|
|15-22|Computer\\ \\Enter the manufacturers name|Derived from [IDFDV] Field Identifier: €˜BASIC COMPUTER€™
|23-24|Internal Label\\ \\ €˜SL€™, €˜NS€™, €˜NL€™, AL€™, or blank for diskette|Derived from [IDFDV] Field Identifier: €˜BASIC INTERNAL LABEL€™ (seq 2100, first 2 characters)
|25-25|Blank|
|26-27|Density\\ \\€˜16€™, €˜62€™, €˜38€™, or blank for diskette|Derived from [IDFDV] Field Identifier: BASIC DENSITY€™ (seq 2110)
|28-30|Recording Code (Character Set)\\ \\œEBC, or ASC€™. Always ASC for diskette|Derived from [IDFDV] Field Identifier: BASIC RECORDING MODE€™ (seq 2120, first 3 characters)
|31-275 |Blank|
At line 132 removed 3 lines
At line 137 changed 3 lines
|1-1|Record Identifier|Constant "E"
|2-5 AL|Year|Enter the year that is being reported, in YYYY format
|6-14|Federal EIN|Enter the employer's FEIN \\Numeric characters only \\Derived from the [IDGV] State SUI Registration
|1-1|Record Identifier|Constant €˜E€™
|2-5 AL|Reporting Period\\ \\Month end date of the quarter for which this report is being prepared (i.e. 0913 for third quarter of 2013)|
|6-14|Federal EIN\\ \\Enter only numeric characters|Derived from the [IDGV] State SUI Registration
At line 141 changed 10 lines
|24-73|Employer Name|Enter the employer's name exactly as registered with the State UI agency \\Derived from the Entity
|74-138 AL|Blank|Fill with blanks
|139-140 AL|State Code|Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’
|141-166 AL|Blank|Fill with blanks
|167-170 AL|Taxing Entity Code|Constant "UTAX"
|171-172 AL|Blank|Fill with blanks
|173-182 AL|Employer Account Number|Enter the employer's UI account number
|183-187 AL|Blank|Fill with blanks
|188-189 AL|Quarter|Enter the quarter number that is being reported. \\Options are: 03, 06, 09 or 12
|190-275 AL|Blank|Fill with blanks
|24-73|Employer Name\\ \\Enter the first 50 positions of the employer€™s name exactly as registered with the state UI agency|Derived from the Entity
|74-158 AL|Blank|
|159-159 AL|Name Code|Constant €˜S€™ to indicate that surname appears first
|160-160|Type of Employment\\ \\A€™, F€™, H€™, €˜M€™, €˜Q€™, €˜R€™, or X€™|Derived from [IDFDV] Field Identifier: €˜TYPE OF EMPLOYMENT€™
|161-162|Blocking Factor\\ \\Enter blocking factor of the file, not to exceed 85\\ \\Enter blanks for diskette.
|163-27 AL|Blank|
At line 152 changed 2 lines
!Record Name: Code S Employee Wage Record
!Record Name: Code S Employee Wage Record
At line 155 changed 11 lines
|1-1|Record Identifier|Constant "S"
|2-10|Social Security Number|Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeroes \\Omit hyphens \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|11-30 AL|Employee Last Name|Enter the employee's last name \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|31-42 AL|Employee First Name|Enter the employee's first name \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|43 AL|Employee Middle Initial|Enter the employee's middle initial, if applicable. Leave blank if no middle initial \\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|44-45 AL|State Code|Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’
|46-49 AL|Quarter and Year|Enter the quarter number and the last two digits of the year being reported. \\Example: 0620 = second quarter of 2020
|50-63 AL|Wages|Enter the total State QTR gross wages \\Right justify and zero fill \\Derived from the total Quarterly wages subject to all taxes
|64-146 AL|Blank|Fill with blanks
|147-156 AL|Employer Account Number|Enter the employer's UC account number \\Derived from the SUI Registration Number defined on [IDGV]
|157-275 AL|Blank|Fill with blanks
|1-1|Record Identifier|Constant S€™
|2-10|Social Security Number\\ \\Employee€™s social security number; if not known, enter I€™ in position 2 and blanks in position 3-10|
|11-37 AL|Employee Name\\ \\Enter employee name as per Name Code S (surname first, followed by first name)|
|38-123 AL|Blank|
|124-125 AL|State Code\\ \\Use standard FIPS postal abbreviation |Constant AL€™ for Alabama
|126-127 AL|Blank|
|128-131 AL|Reporting Period\\ \\Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003)|
|132-140 AL|State Quarterly Total Wages\\ \\Enter total wages subject to state tax|
|141-150 AL|State Unemployment Insurance Account Number\\ \\Enter the DIR tax account number\\ \\SUI Registration Number from [IDGV]|
|151-275 AL|Blank|
At line 167 removed one line
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|1-1|Record Identifier|Constant "T"
|2-8|Reported Total Employees|Enter the total number of S records since the last 'E' record
|9-12 AL|Blank|Fill with blanks
|13-26 AL|Reported Total Wages|Enter the State QTR Total Gross Wages for employer subject to all taxes \\Derived from the total of this field on all 'S' records since the last 'E' record
|27-275 AL|Blank|Fill with blanks
|1-1|Record Identifier|Constant T
|2-8|Total Number of Employees\\ \\The total number of S records since the last €˜E€™ record|
|9-21 AL|State QTR Total Gross Wages for employer\\ \\QTR gross wages subject to all taxes\\ \\Total of this field on all €˜S records since the last E record|
|22-275 AL|Blank|
At line 179 changed 3 lines
|1-1|Record Identifier|Constant "F"
|2-11 AL|Reported Total Employees|Enter the total number of 'S' records in the entire file
|12-275 AL|Blank|Fill with blanks
|1-1|Record Identifier|Constant F
|2-8 AL|Total Number of Employees in File\\ \\Enter the total number of ˜S€™ records in the entire file|
|9-275 AL|Blank|
This page (revision-30) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop