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Tax Reporting - DC
Tax Reporting - DC

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At line 4 added 3 lines
!!What's New for Tax Year 2011
The following changes have been noted for reporting W2 wages to the Federal Government:
At line 8 added 9 lines
*(W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
*(W2 Form) Code DD is added to box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
*(W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in box 12 of Form W2.
*(W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
*(W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
*(W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)
%%information Note that while DC has indicated that it will migrate to the ICESA file format for UI reporting in the future, we continue to support the UI wage reporting for the District of Columbia in the special DC-80 byte file format until further notice.%%
At line 6 changed one line
This document contains abbreviated set up requirements for DC 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 DC only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) for other setup procedure that may also be required.
At line 9 changed one line
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
At line 14 changed one line
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
At line 21 changed 3 lines
*When using the EFW2 format to file wage report for DC, the user must set up [IDGV] as follows:
**for State Registration of DC, the [IDGV] Variable:
***‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the State File
*When using the EFW2 (formerly MMREF-1) format to file wage report for DC, the user must set up IDGV as follows:
**for State Registration of DC, the IDGV Variable:
***‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other State information in the State File
At line 25 changed 2 lines
!!Annual W2 Wage Reporting – EFW2 format
[RPYEU] must be run with the following report parameters and filters selected to generate the Colorado State file information: \\ \\
!Annual W2 Wage Reporting – EFW2 format
[RPYEU] must be run and the following selected to generate DC file information:
|Report List Filters, Select State:|District of Columbia, USA
|Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2012’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|State File Format
At line 28 changed 7 lines
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$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. Enter in DD-MMM-YYYY format
|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
The Directory and Media File Name parameters must be populated or an output file will not be produced.
At line 36 changed 2 lines
__RPYEU Report Filters__
|Select State: District of Columbia, USA
!!State Media Magnetic Media Reporting – EFW2 (Formerly MMREF1) Format
!Record Name: Code RA - Transmitter Record (same as the federal code RA)
||Column||Description||Source
|1-2|Record Identifier|Constant "RA"
|3-11|Submitter’s Employer ID number (EIN)\\ \\Numeric only|Derived from [IDFDV], Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
|12-28|Personal Identification Number (PIN) and Software Vendor Code\\ \\Please note that this field consists of an 8-character PIN code in positions 12-19, a 4-character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28.|Derived from [IDFDV], Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
|29|Resub Indicator|Derived from [IDFDV], Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
|30-35|Resub WFID|Derived from [IDFDV], Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
|36-37|Software Code|Derived from [IDFDV], Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
|38-94|Company Name|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
|95-116 |Location Address|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
|117-138|Delivery Address|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
|139-160|Company City|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
|161-162|Company State Abbreviation|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
|163-167|Company ZIP code|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
|168-171|Company ZIP code extension|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
|172-176|Blank|
|177-199|Company Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
|200-214|Company Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
|215-216|Company Country Code|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
|217-273|Submitter Name|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
|274-295|Submitter Location Address|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
|296-317|Submitter Delivery Address|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
|318-339|Submitter City|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
|340-341|Submitter State Abbreviation|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
|342-346|Submitter ZIP code|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
|347-350|Submitter ZIP code extension|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
|351-355|Blank|
|356-378|Submitter Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
|379-393|Submitter Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
|394-395|Submitter Country Code|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
|396-422|Contact Name|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
|423-437|Contact Phone Number|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
|438-442|Contact Phone Extension|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
|443-445|Blank|
|446-485|Contact E-mail|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
|486-488|Blank|
|489-498|Contact FAX|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
|499-499|Preferred Method of Problem Notification Code|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
|500-500|Preparer Code|Derived from [IDFDV], Field Identifier: ‘SUB-PREPARER’ (seq 1310)
|501-512|Blank|
At line 39 changed 4 lines
!State Media Magnetic Media Reporting – EFW2 Format
!Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE - Employer Record (same as federal code RE)
||Column||Description||Source
|1-2|Record Identifier|Constant "RE"
|3-6|Tax year CCYY|From user specified FROM-TO period converted to CCYY
|7|Agent Indicator Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
|8-16|Employer/Agent EIN|System derived the applicable Federal reporting EIN, from IDGV or IDGR
|17-25|Agent for EIN|Derived from [IDFDV], Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
|26|Terminating Business Indicator|Derived from [IDFDV], Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
|27-30|Establishment Number|Derived from [IDFDV], Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
|31-39|Other EIN|Derived from [IDFDV], Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
|40-96|Employer Name|Derived from [IDFDV], Field Identifier: ‘W2-ER-NAME’ (seq 2010)
|97-118|Employer Location Address|Derived from [IDFDV], Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
|119-140|Employer Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
|141-162|Employer City|Derived from [IDFDV], Field Identifier: ‘W2-ER-CITY’ (seq 2040)
|163-164|Employer State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-ER-STATE’ (seq 2050)
|165-169|Employer ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
|170-173|Employer ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
|174-174|Kind of Employer|Derived from [IDFDV], Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
|175-178|Blank|
|179-201|Employer Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
|202-216|Employer Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
|217-218|Employer Country Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
|219|Employment Code|From [IDGR] ‘W2 Employment Type’ or [IPRLU] FICA and Medicare method\\ \\If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting, otherwise, the W2 Type of employment is derived from [IDGR].\\ \\A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment
|220|Tax Jurisdiction Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
|221|Third-Party Sick Pay Indicator|Derived from [IDFDV], Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
|222-512|Blank|
At line 44 changed 3 lines
!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Record Name: Code RW - Employee Wage Record (same as federal code RW)
||Column||Description||Source
|1-2|Record Identifier|Constant "RW"
|3-11|Social Security Number|Derived from [IDFDV], Field Identifier: ‘W2-EE-SSN’ (seq 2500)\\ \\If an invalid SSN is encountered, this field is entered with zeroes.
|12-26|Employee First Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|27-41|Employee Middle Name or Initial|Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|42-61|Employee Last Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|62-65|Employee Suffix|Derived from [IDFDV], Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
|66-87|Employee Location Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|88-109|Employee Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|110-131|Employee City|Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|132-133|Employee State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|134-138|Employee ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|139-142|Employee ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|143-147|Blank|
|148-170|Employee Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
|171-185|Employee Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
|186-187|Employee Country Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
|188-198|Wages, Tips and other compensation|Derived from [IDFDV], Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
|199-209|Federal Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
|210-220|Social Security Wages|Derived from [IDFDV], Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
|221-231|Social Security Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
|232-242|Medicare Wages & Tips|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
|243-253|Medicare Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
|254-264|Social Security Tips|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
|265-275|Advanced Earned Income Credit|Derived from [IDFDV], Field Identifier: ‘W2-EIC’ (seq 3080)
|276-286|Dependent Care Benefits|Derived from [IDFDV], Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
|287-297|Deferred Compensation contribution to Section 401(k)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-D’ (seq 4030)
|298-308|Deferred Compensation contribution to Section 403(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-E’ (seq 4040)
|309-319|Deferred Compensation contribution to Section 408(k)(6)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-F’ (seq 4050)
|320-330|Deferred Compensation contribution to Section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-G’ (seq 4060)
|331-341|Deferred Compensation contribution to Section 501(c)(18)(D)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-H’ (seq 4070)
|342-352|Military Employee’s Basic Quarters and Combat Pay|Derived from [IDFDV], Field Identifier: ‘W2-CODE-Q’ (seq 4140)
|353-363|Non-qualified Plan section 457|Derived from [IDFDV], Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
|364-374|Employer Contribution to a Health Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-W’ (seq 4190)
|375-385|Non-qualified Plan Not section 457|Derived from [IDFDV], Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
|386-407|Blank|
|408-418|Employer cost of premiums for Group Term Life insurance over $50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-C’ (seq 4020)
|419-429|Income from Non-statutory Stock Options|Derived from [IDFDV], Field Identifier: ‘W2-CODE-V’ (seq 4180)
|430-462|Blank|
|463-473|Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV], Field Identifier: ‘W2-CODE-DD’ (seq 4250)
|474-485|Blank|
|486|Statutory Employee Indicator|Derived from [IDFDV], Field Identifier: ‘W2-STAT-EE’ (seq 6000)\\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
|487|Blank|
|488|Retirement Plan Indicator|Derived from [IDFDV], Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)\\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
|489|Third-Party Sick Pay Indicator|Derived from [IDFDV], Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)\\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
|490-512|Blank|
At line 48 changed 3 lines
!Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\
!Record Name: Code RO - Employee Wage Record (same as federal code RO)
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RO’
|3-11|Blank|
;Location 12 to 264: Not applicable to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
||Column||Description||Source
|12-22|Allocated Tips|Derived from [IDFDV], Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
|23-33|Uncollected Employee Tax on Tips\\ \\A combination of the uncollected social security tax and the uncollected medicare tax|Derived from [IDFDV], Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
|34-44|Medical Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-R’ (seq 4150)
|45-55|Simple Retirement Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-S’ (seq 4160)
|56-66|Qualified Adoption Expenses|Derived from [IDFDV], Field Identifier: ‘W2-CODE-T’ (seq 4170)
|67-77|Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-M’ (seq 4110)
|78-88|Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-N’ (seq 4120)
|89-110|Blank|
|111-121|Designated Roth Contribution under section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-EE’ (seq 4260)
|122-264|Blank|
;Location 265 to 362:For Puerto Rico employees only.
||Column||Description||Source
|265|Civil Status|
|266-274|Spouse’s SSN\\ \\Blank|
|275-285|Wages Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|286-296|Commissions Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|297-307|Allowances Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|308-318|Tips Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|319-329|Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax\\ \\Stored as zeroes|
|330-340|Puerto Rico Tax Withheld\\ \\Stored as zeroes|
|341-351|Retirement Fund Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|352-362|Blank|
;Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
||Column||Description||Source
|363-373|Total wages, tips and other compensation subject to Virgin Islands, … income tax\\ \\Stored as zeroes|
|374-384| Virgin Islands, etc… Income Tax Withheld\\ \\Stored as zeroes|
|385-512|Blank|
At line 52 changed 3 lines
!Record Name: Code RO -Employee Wage Record (Same as the Federal Code RO, Optional)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\
!Record Name: Code RS - State Wage Record (Same as Federal Specified Code RS)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code, appropriate FIPS postal numeric code|System Derived from the State being reported, from [IDFDV] sequence 7000.\\ \\District of Columbia numeric code is “11”.
|5-9|Taxing Entity Code|If County, City or School district tax is reported, this field is derived from [IDGV] 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
|10-18|Social Security Number|Derived from [IDFDV], Field Identifier: ‘W2-EE-SSN’ (seq 2500)\\ \\If an invalid SSN is encountered, this field is entered with zeroes.
|19-33|Employee First Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|34-48|Employee Middle Name or Initial|Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|49-68|Employee Last Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|69-72 |Employee Suffix|Derived from [IDFDV], Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
|73-94 |Employee Location Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|95-116|Employee Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|117-138|Employee City|Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|139-140|Employee State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|141-145 |Employee ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|146-149 |Employee ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|150-154|Blank|
|155-177|Employee Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
|178-192|Employee Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
|193-194|Employee Country Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
At line 219 added one line
;Location 195 to 267:Apply to Quarterly Unemployment Reporting.\\If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.\\Please read document [PR_US_QTR_MMREF_Generic.doc] for detail for quarterly reporting.
At line 57 removed 40 lines
!Record Name: Code RS - State W2 Wage Record (Same as the Federal Code RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
\\
!Record Name: Code RT - State Total Record (Same as the Federal Code RT)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
!Record Name: Code RU - Total Record (Same as the Federal Code RU, Optional)
[{InsertPage page='W2_EFW2_RECORD_RU'}]
\\
!Record Name: Code RV - State Total Record (Same as the Federal Code RV, Optional)
[{InsertPage page='W2_EFW2_RECORD_RV'}]
\\
!Record Name: Code RF - Final Record (Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
!!Quarterly UI Wage Magnetic Media Reporting – ICESA Format
The District of Columbia accepts quarterly UI reporting in the ICESA formal. Record codes A, E, S, T and F are required.
\\ \\
[RPYEU] must be run with the following report parameters and filters selected to generate the District of Columbia State file information: \\ \\
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Quarterly Form Code|Use the standard form code ‘HL$US-QTR-20YY. \\Must be entered in order to generate the District of Columbia UI wage file in the [ICESA] format
|Govt Interface Format|Mandatory. Enter HL$US-QTR-NM20YY
|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: District of Columbia, USA
!Record Name: Code A - Transmitter Record (Required)
At line 98 changed 17 lines
|1| Record Identifier|Constant “A”
|2-5 DC|Blank|Fill with blanks
|6-14|Submitter's Federal Employer Identification Number (FEIN)|Enter the submitter’s Federal Employer ID number. \\Enter only numeric characters. Omit hyphen, prefixes & suffixes.
|15-23 DC|Blank|Fill with blanks
|24-73|Business Name|Enter the legal name of the organization submitting the file. \\Enter the name exactly as the Employer is registered with the state Unemployment Insurance agency.
|74-113|Business Address|Enter the street address of the organization submitting the file.
|114-138|Business City|Enter the city of the organization submitting the file.
|139-140|Business State|Enter the standard two character FIPS postal abbreviation. DC is "11"
|141-153|Blank|Fill with blanks
|154-158|Transmitter Zip Code|Enter the transmitter's zip code
|159-163|Transmitter Zip Code Extension|Enter the transmitter's four digit extension of the zip code, if applicable \\Include hyphen in position 159. \\If unknown, fill with blanks.
|164-193|Transmitter Contact|Enter the name of individual from transmitter's organization who is responsible for the accuracy and completeness of the wage report.
|194-203|Transmitter Contact Telephone Number|Enter the telephone number where the transmitter's contact can be reached. \\Numbers only, no special characters
|204-207|Telephone Extension/Box|Enter transmitter's telephone extension number or message box.
|208-242 DC|Not Required for the District of Columbia|Fill with blanks
|243-250|Media Creation Date|Enter the date the file was created, in MMDDYYYY format \\Derived from the System date
|251-276|Blank|
|195-196 |Optional code|State Specific Data. If not used, enter blanks.
|197-202|Reporting Period MMCCYY|From user specified Period End Date converted to MMCCYY for the quarter\\ \\e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
|203-213|State Quarterly Unemployment Insurance Total Wages|Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’\\ \\Note that the [IDFDV] Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in [UPCALC]. Therefore, for employees who exceed the maximum wage base, this identifier will contain no SUI Insurance wages, and RPYEU will use the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages.
|214-224|State Quarterly Unemployment Insurance Taxable Wages|Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum Wage base as defined by the State government.\\ \\Please read document [PR_US_QTR_MMREF_Generic.doc] for detail for quarterly reporting.
|225-226|Number of Weeks Worked|From system derived number of Weeks Worked for the Reporting State\\ \\The system reads all pay headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end dates.\\ \\If the pay header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated.
|227-234|Date First Employed MMDDCCYY|From system derived latest Employment Hired Date
|235-242|Date of Separation MMDDCCYY|From system derived latest Employment Termination Date that is greater than the Employment Hired Date
|243-247|Blank|
|248-267|State Employer Account Number|Derived from [IDFDV], Field Identifier: ‘W2-STATE-REGIST’ for the reporting state.\\ \\When [RPYEU] is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from [IDGV] screen for the SUI Registration of the state.
|268-273|Blank|
;Location 274 to 337:Apply to Income Tax Reporting.\\If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
||Column||Description||Source
|274-275|State code, appropriate FIPS postal numeric code|System Derived from the State being reported\\ \\The numeric code for District of Columbia is "11"
|276-286|State Taxable Wages|Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
|287-297|State Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
|298-307|Other State Data, to be defined by each State|
|308|Tax Type Code\\ \\This field is used to report County, City or School district tax\\ \\If the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field:\\C – City Income Tax\\D – County Income Tax\\E – School District Income Tax\\F – Other Income Tax\\ \\[IDGV] must be set up for the Local or School Registration by County/City or School district for the following fields on the [Variables|IDGV#VariablesTab] tab:\\- 'W2 STATE MEDIA FILING'\\- 'W2 TAX TYPE CODE'\\- 'W2 TAXING ENTITY'\\ \\'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not\\'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above\\'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet|If County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field.
|309-319|Local Taxable Wages|If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500)\\ \\If County Tax is reported, this field is derived from Identifier ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’\\ \\If City Tax is reported, this field is derived from: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’.
|320-330|Local Income Tax Withheld|If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510)\\ \\If County Tax is reported, this field is derived from Identifier ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’\\ \\If City Tax is reported, this field is derived from: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
|331-337|State Control Number (optional)\\ \\Blank|
|338-412|Supplemental Data 1|State Specific Data.\\ \\If not used, enter blanks.
|413-487|Supplemental Data 2|State Specific Data.\\ \\If not used, enter blanks.
|488-512|Blank|
;Multiple Code RS records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the State wages and tax will be zero for the subsequent code RS records.
At line 116 changed 2 lines
!Record Name: Code E - Employer Record (Required)
;Record Name: Code RT - Total Record (same as federal code RT)
At line 119 changed 18 lines
|1-1|Record Identifier|Constant ‘E’
|2-5|Reporting Year|Enter the year the report is being prepared for
|6-14|Federal Identification Number (FEIN)|Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes. \\Derived from the [IDGV] State SUI Registration
|15-23|Blank|Fill with blanks
|24-73|Employer's Legal Name|Enter the first 50 positions of the employer’s legal name, exactly as registered with the state UI agency. \\Derived from the Entity.
|74-113|Address Where Work Performed|Enter the street address where the employee performed work. \\Left justify and fill with blanks \\Derived from the Entity Location.
|114-138|Employer City|Enter the employer's City \\Derived from the Entity Location
|139-140|Employer State|Constant "DC" \\Derived from the Entity Location
|141-148 DC|Blank|Fill with blanks
|149-153|ZIP code extension|Enter the four digit extension of ZIP code, if applicable. Include the hyphen in position 149 \\Derived from the Entity Location
|154-158|ZIP code|Enter the employer's ZIP code \\Derived from the Entity Location.
|159-166 DC|Blank|Fill with blanks
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Code|Enter the appropriate FIPS postal numeric code. DC is "11"
|173-187|State Unemployment Insurance Account Number|Enter the State UI employer account number \\Left justify and zero fill \\Derived from the IDGV State SUI Registration.
|188-189|Report Quarter|Enter the last month of the calendar quarter the report applies to, such as: 03, 06, 09, or 12
|190-190|No Wage Report Indicator|Enter a "0" if the employer did not pay wages during the calendar quarter and there will not be any employee records in the report. Otherwise enter "1"
|191-276 DC|Not required|Fill with blanks
|1-2|Record Identifier|Constant "RT"
|3-9|Number of RW Records\\ \\Total number of code "RW" records reported since last code "RE" record|
|10-24|Wages, Tips and Other Compensation|Derived from [IDFDV], Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
|25-39|Federal Income Tax Withheld|Derived from [IDFDV], Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
|40-54|Social Security Wages|Derived from [IDFDV], Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
|55-69|Social Security Tax Withheld|Derived from [IDFDV], Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
|70-84|Medicare Wages and Tips|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
|85-99|Medicare Tax Withheld|Derived from [IDFDV], Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
|100-114|Social Security Tips|Derived from [IDFDV], Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
|115-129|Advanced Earned Income Credit|Derived from [IDFDV], Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
|130-144|Dependent Care Benefits|Derived from [IDFDV], Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
|145-159|Deferred Compensation Contributions to Section 401(k)|Derived from [IDFDV], Field Identifier ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
|160-174|Deferred Compensation Contributions to Section 403(b)|Derived from [IDFDV], Field Identifier ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
|175-189|Deferred Compensation Contributions to Section 408(k)(6)|Derived from [IDFDV], Field Identifier ‘W2-CODE-F’, total of all code "RW" records since last "RE" record
|190-204|Deferred Compensation Contributions to Section 457(b)|Derived from [IDFDV], Field Identifier ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
|205-219|Deferred Compensation Contributions to Section 501(c)(18)(D)|Derived from [IDFDV], Field Identifier ‘W2-CODE-H’, total of all code "RW" records since last "RE" record
|220-234|Military Employee’s Basic Quarters and Combat Pay|Derived from [IDFDV], Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
|235-249|Non-Qualified Plan Section 457|Derived from [IDFDV] Identifier ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
|250-264|Employer Contribution to a Health Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record
|265-279|Non-Qualified Plan Not Section 457|Derived from [IDFDV] Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
|280-294|Blank|
|295-309|Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV], Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
|310-324|Employer Cost of Premiums for Group Term Life Insurance over $50000|Derived from [IDFDV], Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
|325-339|Income Tax Withheld by Third-Party Payer|Derived from [IDFDV] Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
|340-354|Income from Non-statutory Stock options|Derived from [IDFDV], Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
|355-512|Blank|
At line 138 changed 2 lines
!Record Name: Code S – Employee Wage Record (Required)
!Record Name: Code RU - Total Record (Same as Federal Code RU)
At line 141 changed 21 lines
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s SSN. Do not drop the leading zeros. \\If not known, enter ‘I’ in position 2 and fill with blanks
|11-30|Employee Last Name|Enter the employee's last name. \\Left justify and fill with blanks
|31-42|Employee First Name|Enter the employee's first name. \\Left justify and fill with blanks
|43-43|Employee Middle Initial|Enter the employee's middle initial. If no middle initial, fill with blanks
|44-45|State Code|Enter the appropriate FIPS postal numeric code. DC is "11"
|46-63 DC|Not Required for District of Columbia|Fill with blanks
|64-77|State QTR Unemployment Insurance Total Wages|Enter the total quarterly gross wages paid. \\Include cents but omit decimal. \\Include all tip income. \\Derived from the 7200 [IDFDV] Field Identifier.
|78-131 DC|Blank|Fill with blanks
|132-134 DC|Number of Hours Worked|Enter the number of hours the employee worked in the reporting period. \\Right justify and fill with zeroes
|125-146 DC|Blank|Fill with blanks
|147-161|State Unemployment Insurance Account Number|Enter the State Unemployment Insurance Account Number \\Right justify and fill with blanks \\Derived from the SUI Registration Number from on [IDGV]
|162-176 DC|Blank|Fill with blanks
|177 DC|Adjustment Reason|Enter the reason code for adjustment to employee wages
|178-209 DC|Blank|Fill with blanks
|210 DC|Owner/Officer Relationship|Include the owner/officer relationship of the worker.
|211-214 DC|Blank|Fill with blanks
|215-220 DC|Reporting Quarter and Year|Enter the last month and year of the calendar quarter this report applies to, in MMYYYY format. Example: 0320YY for first quarter of 20YY
|221-226 DC|Month First Employed|Enter the month and year when the employee was first employed, in MMYYYY format \\Optional. Fill with blanks if not known.
|227-232 DC|Month the employee became separated from employment|Enter the month and year when the employee separated from employment, in MMYYYY format \\Optional. Fill with blanks if not known.
|233-276 DC|Blank|Fill with blanks
|1-2|Record Identifier|Constant "RU"
|3-9|Number of RO Records|Total number of code "RO" records reported since last code "RE" record
|10-24|Allocated Tips|Derived from [IDFDV], Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
|25-39|Uncollected Employee Tax on Tips|Derived from [IDFDV], Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
|40-54|Medical Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
|55-69|Simple Retirement Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
|70-84|Qualified Adoption Expenses|Derived from [IDFDV], Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
|85-99|Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
|100-114|Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
|115-144|Blank|
|145-159|Designated Roth Contribution under section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
|160-354|Blank|
|355-369|Wages Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|370-384|Commissions Subject to Puerto Rico tax\\ \\Stored as zeroes|
|385-399|Allowances Subject to Puerto Rico tax\\ \\Stored as zeroes|
|400-414|Tips Subject to Puerto Rico tax\\ \\Stored as zeroes|
|415-429|Total Wages, commissions, tips, and allowances subject to Puerto Rico tax\\ \\Stored as zeroes|
|430-444|Puerto Rico Tax Withheld\\ \\Stored as zeroes|
|445-459|Retirement Fund Subject to Puerto Rico tax\\ \\Stored as zeroes|
|460-474|Total wages, tips and other compensation subject to Virgin Islands income tax\\ \\Stored as zeroes|
|475-489|Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld\\ \\Stored as zeroes|
|490-512|Blank|
At line 163 changed one line
!Record Name: Code T - Total Record (Required)
!Record Name: Code RV – State Total Record (Not Required by State of DC)
At line 165 changed 13 lines
|1|Record Identifier|Constant ‘T’
|2-8|Total Number of Employees|Enter the total number of ‘S’ records reported since the last ‘E’ record \\Right justify and zero fill
|9-26 DC|Blank|Fill with blanks
|27-40|State QTR Unemployment Insurance Total Wages for Employer|Enter the total quarterly gross wages subject to State unemployment tax. Include all tip income. \\Include cents but omit decimal. \\Right justify and fill with zeroes \\The total of this field on all ‘S’ records since the last ‘E’ record
|41-54|State QTR Unemployment Insurance Excess Wages for Employer|Enter the total quartertly wages in excess of the State UI taxable wage base. Include all tip income. \\Include cents but omit decimal. \\Right justify and fill with zeroes \\ Total of all ‘S’ records since the last ‘E’ record
|55-68|State QTR Unemployment Insurance Taxable Wages for Employer|Enter the quartertly UI total wages less state quartertly UI excess wages. \\Right justify and zero fill \\ Total of all ‘S’ records since the last ‘E’ record
|69-81 DC|Blank|Fill with blanks
|82-87 DC|Reporting Quarter and Year|Enter the last month and year this report applies to, in MMYYYY format. \\Right justify and zero fill
|88-226 DC|Blank|Fill with blanks
|227-233|Month 1 Employment for Employer|Enter the number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period. \\Right justify and zero fill
|234-240|Month 2 Employment for Employer|Enter the number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period. \\Right justify and zero fill
|241-247|Month 3 Employment for Employer|Enter the number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period. \\Right justify and zero fill
|248-276|Blank|Fill with blanks
|1-2|Record Identifier|Constant "RV"
|3-512|To be defined by participating states|
At line 306 added 18 lines
!Record Name: Code RF - Final Record (Same as Federal Code RF)
||Column||Description||
|1-2|Record Identifier|Constant "RF"
|3-7|Blank|
|8-16|Number of RW Records\\ \\Total number of code "RW" records on file|
|17-512|Blank|
!!Quarterly UI Wage Reporting – ICESA format
[RPYEU] must be run and the following selected to generate DC State file information:
%%information Please note that DOES still accepts the 80-byte file format for quarterly wage reporting until further notice, but it has recommended that companies should begin reporting quarterly wages in the [ICESA] format from now on).%%
*Client must select state District of Columbia in the ‘Report List Filters’.
*Annual Form Code – Use the standard supplied form code HL$US-W2-2012. 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 the UI wage file in [ICESA] format. – Use the supplied form code ‘HL$US-QTR-2012’. 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-2011
*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 180 changed 7 lines
!Record Name: Code F - Final Record (Required)
||Column||Description||Source
|1-1|Record Identifier|Constant ‘F’
|2-11|Total Number of Employees in File|Enter the total number of ‘S’ records in the entire file \\Right justify and zero fill
|12-40 DC|Blank|Fill with blanks
|41-55|Quarterly State Unemployment Insurance Total Wages in File|Enter the total quarterly wages subject to state UI tax \\Include cents but omit decimal. \\Right justify and fill with zeroes \\Total of this field for all ‘S’ records in the file
|56-276 DC|Blank|Fill with blanks
!!Quarterly UI Wage Magnetic Media Reporting - DC State 80-byte Format (Supported by HLC Until Further Notice)
!Detail Record Format
||Column||Description
|1-1|- Quarter Ending Code\\- (M, J, S, or D)
|2-3|- Reporting Year
|4-9|- Employer Account Number\\- Derived from the IDGV State SUI Registration
|10-13|- First Four significant characters of Company Name
|14-17|- Constant “0000”
|18-26|- Employee Social Security Number
|27-31|- First Five characters of Employee Last Name
|32-40|- Total Wages paid this quarter (assumes 2 decimal places)
|41-41|- Blank
|42-42|- Constant Letter “X”
|43-80|- Blank
This page (revision-66) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop