This page (revision-36) was last changed on 26-Nov-2021 10:22 by Meg McFarland

This page was created on 26-Nov-2021 10:22 by jmyers

Only authorized users are allowed to rename pages.

Only authorized users are allowed to delete pages.

Page revision history

Version Date Modified Size Author Changes ... Change note
36 26-Nov-2021 10:22 6 KB Meg McFarland to previous
35 26-Nov-2021 10:22 6 KB Meg McFarland to previous | to last
34 26-Nov-2021 10:22 4 KB Meg McFarland to previous | to last
33 26-Nov-2021 10:22 4 KB Meg McFarland to previous | to last
32 26-Nov-2021 10:22 4 KB Meg McFarland to previous | to last
31 26-Nov-2021 10:22 10 KB kparrott to previous | to last
30 26-Nov-2021 10:22 10 KB kparrott to previous | to last
29 26-Nov-2021 10:22 11 KB kparrott to previous | to last
28 26-Nov-2021 10:22 11 KB kparrott to previous | to last
27 26-Nov-2021 10:22 16 KB eyeung to previous | to last
26 26-Nov-2021 10:22 17 KB rforbes to previous | to last
25 26-Nov-2021 10:22 17 KB kparrott to previous | to last US_Annual_Qtrly_Reporting_GEN ==> Tax Reporting - US General
24 26-Nov-2021 10:22 17 KB jmyers to previous | to last
23 26-Nov-2021 10:22 17 KB jmyers to previous | to last
22 26-Nov-2021 10:22 17 KB jmyers to previous | to last
21 26-Nov-2021 10:22 17 KB jmyers to previous | to last

Page References

Incoming links Outgoing links
Tax Reporting - DE
Tax Reporting - DE

Version management

Difference between version and

At line 3 changed one line
!!!Delaware Annual and Quarterly Reporting
!!!District of Columbia Annual and Quarterly Reporting
!!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 the State of Delaware 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 3 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: Delaware.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: Delaware.
**‘W2 STATE MEDIA FILING’ - Delaware state accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However, it must be set to ‘02’ if a W2 magnetic media file is required for the state of DE only.)
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
**‘W2 STATE MEDIA FILING’ - DC accepts W2 wage report with Federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for DC only)
At line 14 removed 3 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Delaware
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Delaware
**‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for Delaware
At line 27 added 4 lines
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
**‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for DC
At line 19 changed 5 lines
*The State of Delaware Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 file format supplied by the SSA. The required records are RA, RE, RS and RF.\\Code records are RW and RT are optional. Code records RV, RW, RO, RT and RU will be ignored if submitted.
*The Delaware Department of Labor accepts filing of Quarterly UI wages via magnetic media using the [ICESA] format. The required record codes are ‘E’, and ‘S’.
*When using the EFW2 format to file wage report for the state of Delaware, [IDGV] must be set up as follows:
**for State Registration of Delaware, 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.
*The DC Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 file supplied by the SSA.
*The DC Department of Labor accepts filing of Quarterly UI wages via the DC state format.
*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 one line
[RPYEU] must be run with the following report parameters and filters defined to generate the Delaware 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$US-W2-2012’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|State File Format
At line 27 changed 7 lines
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$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. 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 35 changed 2 lines
__RPYEU Report Filters__
|Select State: Delaware, USA
!!State Media Magnetic Media Reporting – EFW2 (Formerly MMREF1) Format
;Record name: Code RA - Transmitter Record (same as the federal code RA)
!!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 62 added 14 lines
!!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
At line 39 changed one line
!!State Media Magnetic Media Reporting – EFW2 file Format
!!ICESA for District of Columbia
* The format details are found at the [District of Columbia Department of Employment Services|http://does.ci.washington.dc.us/does/lib/does/services/DC_ICESA_Requirements_%282%29.pdf]
----
![Notes|Edit:Internal.Tax Reporting - DE]
[{InsertPage page='Internal.Tax Reporting - DE' default='Click to create a new notes page'}]
At line 41 changed 8 lines
!Record Name: Code RA – Submitter Record (same as federal code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record (same as federal code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Record Name: Code RS – State Wage Record (same as federal specified code RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
WHAT’S NEW FOR WAGE REPORTING FOR TAX YEAR 2011
At line 50 changed 2 lines
!Record Name: Code RF – Final Record (same as federal code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
The following changes have been noted for reporting W2 wages to the Federal Government:
At line 88 added 12 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)
At line 54 changed 3 lines
!!Quarterly UI Wage Reporting – ICESA Format
The Delaware Department of Labor accepts filing of Quarterly UI wages via magnetic media using the [ICESA] format. \\Record Codes E and S are required. \\ \\
[RPYEU] must be run with the following report parameters and filters defined to generate Delaware State file information:
SET UP
At line 58 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 "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. 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
- This document contains abbreviated set up requirement for the state of Delaware only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.
At line 66 changed 2 lines
__RPYEU Report Filters__
|Select State: Delaware, USA
IDGV - State Registration
At line 69 changed 12 lines
!Record Name: Code E - Employer Record (Required)
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5 DE|Reporting Period|Enter the month and year the report is being prepared for, in MMYY format
|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
|15-16 DE|Blank|Fill with blanks
|17-22 DE|State Account Number|Enter the 6 digit State account number
|23 DE|Blank|Fill with blanks
|24-73|Employer Name|Enter the employer’s name. \\Derived from the Entity.
|74-160 DE|Blank|Fill with blanks
|161-162 DE|Blocking Factor|Constant "25"
|163-275 DE|Blank|Fill with blanks
- IDGV Definition Tab must be set up with ‘State Registration’ for State/Province: Delaware
At line 83 changed 16 lines
!Record Name: Code S – Employee Wage Record (Required)
||Column||Description||Source
|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, fill with blanks
|11 DE|Employee First Initial|Enter the employee's first name initial
|12 DE|Employee Middle Initial|Enter the employee's middle initial
|13 DE|Blank|Fill with blanks
|14-37 DE|Employee Last Name|Enter the employee's last name
|38-123 DE|Blank|Fill with blanks
|124-125 DE|State Code|Enter the appropriate State Code. Delaware is "10"
|126-127 DE|Blank|Fill with blanks
|128-131 DE|Reporting Period|Enter the month and year the report is being prepared for, in MMYY format
|132-140 DE|Employee Wages|Enter the total employee wages
|141-149 DE|Blank|Fill with blanks
|150-151 DE|Number of Weeks Worked|Enter the total number of hours worked during the reporting period.
|152-275 DE|Blank|Fill with blanks
- IDGV Variables Tab must be set up with ‘State Registration’ for State/Province: Delaware
At line 101 changed 3 lines
----
![Notes|Edit:Internal.Tax Reporting - DE]
[{InsertPage page='Internal.Tax Reporting - DE' default='Click to create a new notes page'}]
‘W2 STATE MEDIA FILING’ - DE state accepts W2 wage report with Federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of DE only)
IDGV - State SUI Registration
At line 116 added 509 lines
- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: Delaware
- IDGV Variables Tab must be set up with ‘State SUI Registration’ for State/Province: Delaware
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for state of Delaware
STATE FILE PROCEDURES
- The state of Delaware Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 (formerly MMREF-1) file format supplied by the SSA. The required records are RA,RE,RS and RF.
- The Delaware Department of Labor accepts filing of Quarterly UI wages via magnetic media using the ICESA format. The required record codes are ‘E’, and ‘S’.
- When using the MMREF-1 format to file wage report for the state of Delaware, the user must set up IDGV as follows:
- for State Registration of Delaware, the IDGV Variable:
‘W2 STATE MEDIA FILING’
02 – State requires its own File, do not include other State information in the State File
ANNUAL W2 WAGE REPORTING – EFW2 (formerly MMREF1) format
- The user must run RPYEU and select the following to generate Delaware state file information:
Media Format: - State File Format
Select State: - Delaware, 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)
STATE MAGNETIC MEDIA REPORTING – EFW2 (formerly MMREF1) Format
Record name: Code RA - Transmitter Record (same as the federal code RA)
Column Description
1-2 - Record Identifier
- Constant "RA"
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28 - Personal Identification Number (PIN) and Software Vendor Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- 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.
29 - Resub Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35 - Resub WFID
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37 - Software Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116 - Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138 - Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160 - Company City
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162 - Company State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167 - Company ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171 - Company ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176 - Blanks
177-199 - Company Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214 - Company Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216 - Company Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355 - Blanks.
356-378 - Submitter Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512 - Blanks
Record name: Code RE - Employer Record (same as federal code RE)
Column Description
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 screen, 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 screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174 - Kind of Employer
- Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178 - Blanks
179-201 - Employer Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code
- Derived from IDFDV screen, 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 screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512 - Blanks.
Record name: Code RS - State Wage Record (same as federal specified code RS)
Column Description
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.
- e.g. California is code "06"
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 screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154 - Blanks.
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
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.
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 screen, 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 and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using 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
- this amount is 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 date
- 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 - Blanks
248-267 - State Employer Account Number
- Derived from IDFDV screen, 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 - Blanks
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.
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. California is code "06"
276-286 - State Taxable Wages
- Derived from IDFDV screen,
- Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297 - State Income Tax Withheld
- Derived from IDFDV screen,
- 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
- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables 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.
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
- The user must run RPYEU and select the following to generate Delaware State file information:
Media Format: - State SUI File Format
Select State: - Delaware, USA
- Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your 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.
QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA format
(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns marked with DE indicates it is a Delaware specific requirement which is not the standard record format
Record name: Code E - Employer Record
Column Description
1-1 - Record Identifier
- Constant "E"
2-3 DE - Last Month of the Quarter 03,06,09,12
4-5 DE - Two digit Year
6-14 - Federal EIN
- Numeric only
15-16 DE - Blanks
17-22 DE - Unemployment Compensation Number
- Derived from the IDGV State SUI Registration
23-23 DE - Blanks
24-73 - Employer name
- Derived from the Entity
74-160 DE - Blanks
161-162 - Blocking Factor
- Constant ‘25’
163-275 DE - Blanks
Record name: Code S - Supplemental Record
Column Description
1-1 - Record Identifier
- Constant ‘S’
2-10 - Employee SSN Number
11-11 DE - Employee Name
- First Initial only
12-12 DE - Employee Middle Name
- Second Initial only
13-13 DE - Blank
14-37 DE - Employee Last Name
- Last Name
38-123 DE - Blanks
124-125 DE - Delaware Employee Fips Code
- Constant ‘10’
126-127 DE - Blanks
128-131 DE - Reporting Period
- MMYY (Month and Year)
132-140 DE - State Quarterly SUI Gross Wages
- Derived from ‘SUI TOTAL WAGES’
141-149 DE - Blanks
150-151 DE - Number weeks worked/quarter
152-275 DE - Blanks
This page (revision-36) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop