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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 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.
At line 12 changed one line
*'W2 STATE MEDIA FILING' - Must be '02' to generate Alabama State magnetic media file for Alabama State only.
*'W2 STATE MEDIA FILING' - Must be defined as '02' to generate the State magnetic media file for AL State only
At line 15 changed 12 lines
The Alabama Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format
*The only required Record code for W2 filing is RS
\\
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: \\ \\
*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.
*The only required Record Code for W2 filing is RS
*Optional Record Codes for W2 reporting are: RA, RE, RT, RF
At line 28 changed 7 lines
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. Set to State File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
*Alabama State requires to file the AL State file by itself, therefore [IDGV] must be set up as follows:
**For State Registration of Alabama, the [IDGV Variables|IDGV#VariablesTab]:'W2 STATE MEDIA FILING' must be defined as '02 State requires its own file'. Do not include other State information in the State file.
At line 36 changed 2 lines
__RPYEU Report Filters__
|Select State: Alabama, USA
!!Annual W2 Magentic Media Wage Reporting - EFW2 Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama State file information: \\ \\
__Report Parameters__
|Annual Form Code|Use the standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Year
|Period End Date|Year End Date, such as 31-Dec-YYYY
|Media Format|State File Format
|Directory Name|__Must be defined or an output file will not be generated__
|Media File Name|__Must be defined or an output file will not be generated__
At line 33 added 3 lines
\\
__Report Filters__
|Select State|Alabama, USA
At line 40 removed 2 lines
!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%%
At line 43 changed one line
!Record Name: Code RS - State Record (Specific to the State of Alabama)
!Annual W2 Electronic File Specifications
__Note:__ Columns coded with AL indicates it is a Alabama specific requirement which is not the standard record format
!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\\ Example: Alabama State code is AL, 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 this report is being prepared for|
|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 - ICESA Format
!RPYEU
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama State file information: \\
__Report Parameters__
|Annual Form Code|Use the standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Quarter
|Period End Date|Enter the quarter end date, such as 30-Jun-20YY
|Media Format|State SUI File Format
|Directory Name|__Must be defined or an output file will not be generated__
|Media File Name|__Must be defined or an output file will not be generated__
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.
\\
__Report Filters__
|Select State|Alabama, USA
At line 78 removed 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.
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.
!!State UI Magnetic Media Wage Reporting - ICESA 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 State specific requirement which is not the standard record format%%
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 A - Transmitter Record
At line 125 changed 6 lines
|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
|2-5 AL|Year \\Enter the year this report is being prepared for|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 98 added 11 lines
!Record Name: Code B - Authorization Record (not required)
||Column||Description||Source
|1-1|Record Identifier|Constant "B"
|2-5|Reporting Period\\Enter the month end date of the quarter this report is being prepared for. Example: 0916 for third quarter of 2016|
|6-14|Transmitters 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)\\ \\EBC, or ASC. Always ASC for diskette|Derived from [IDFDV] Field Identifier: BASIC RECORDING MODE (seq 2120, first 3 characters)
|31-275 |Blank|
At line 133 removed 2 lines
At line 138 changed 13 lines
|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
|15-23|Blank|
|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
|2-5 AL|Year\\Enter the year this quarterly report is being prepared for (YYYY).
|6-15|Federal EIN\\Enter only numeric characters|Derived from the [IDGV] State SUI Registration
|16-23|Blank|
|24-74|Employer Name\\Enter the first 50 positions of the employer's name exactly as registered with the state UI agency|Derived from the Entity
|74-138 AL|Blank|
|139-140 AL|State Code|Constant "01"
|141-166|Blank
|167-171 AL|Taxing Entity Code|Constant "UTAX"
|172 AL|Blank
|173-183 AL|Employer Account Number
|184-187 AL|Blank
|188-190|Quarter|Enter the two digit month of the last quarter this report is being prepared for. Example: '09' means 3rd quarter
|191-275|Blank
At line 152 changed 2 lines
!Record Name: Code S Employee Wage Record
!Record Name: Code S - Employee Wage Record
At line 156 changed 10 lines
|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
|2-10|Social Security Number \\Employee's social security number; if not known, enter 'I' in position 2 and blanks in position 3-10|
|11-30 AL|Employee Last Name
|31-42 AL|Employee First Name
|43 AL|Middle Initial
|44-45 AL|State Code\\Use the standard FIPS postal abbreviation. \\Constant "AL" for Alabama
|46-49|Quarter and Year|Enter the two digit month of the last quarter followed by the last two digits of the year this report is being prepared for. Example 0916 means 3rd quarter 2016
|50-63 AL|Wages|Enter total wages subject to state tax. No decimals
|64-146|Blank
|147-156 AL|State Unemployment Insurance Account Number\\ \\Enter the DIR tax account number\\ \\SUI Registration Number from [IDGV]|
|157-275 AL|Blank|
At line 167 removed one line
At line 171 changed 5 lines
|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
|2-8|Reported Total Number of Employees\\ \\The total number of 'S' records since the last 'E' record|
|13-26 AL|State QTR Total Gross Wages for employer. QTR gross wages subject to all taxes. No decimals\\Total of this field on all 'S' records since the last 'E' record|
|27-275 AL|Blank|
At line 180 changed 2 lines
|2-11 AL|Reported Total Employees|Enter the total number of 'S' records in the entire file
|12-275 AL|Blank|Fill with blanks
|2-11 AL|Reported Total Number of Employees.\\Enter the total number of 'S' records in the entire file|
|12-275 AL|Blank|
This page (revision-30) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop