This page (revision-22) 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
22 26-Nov-2021 10:22 8 KB Meg McFarland to previous
21 26-Nov-2021 10:22 8 KB Meg McFarland to previous | to last

Page References

Incoming links Outgoing links
Tax Reporting - FL
Tax Reporting - FL

Version management

Difference between version and

At line 3 changed one line
!!!ARIZONA ANNUAL AND QUARTERLY REPORTING
WHAT’S NEW FOR TAX YEAR 2009
Florida State does not have State Personal Income Tax.
We found no format change in wage reporting for tax year 2009.
At line 5 changed 8 lines
!!What's New for Tax Year 2011
The following changes have been noted for reporting W2 wages to the Federal Government:
*(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)
SET UP
At line 14 changed 2 lines
!!Set Up
This document contains abbreviated set up requirement for the state of Arizona only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) for other setup procedure that may also be required.
- This document contains abbreviated set up requirement for the specific state only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.
At line 17 changed 4 lines
!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Arizona.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Arizona.
*'W2 STATE MEDIA FILING' - AZ 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 AZ only)
IDGV - State Registration
At line 22 changed 6 lines
!!State File Procedures
*The Arizona Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 (formerly MMREF1) format.
*Records required for the W2 reporting are: Code RA,RB,RE,RS,RT,RF.
*Arizona State requires to file the AZ State file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of Arizona, the [IDGV Variable|IDGV#VariablesTab]:
***'W2 STATE MEDIA FILING' 02 – State requires its own file, do not include other State information in the State File.
- IDGV must be set up with ‘State Registration’ for State/Province: Florida
At line 29 changed 10 lines
!!Annual W2 and Quarterly UI Wage Reporting – EFW2 (Formerly MMREF-1) Format
[RPYEU] must be run and the following selected to generate Arizona State file information:
|Media Format|State SUI File Format
|Select State|Arizona, USA
|Report List Filters, Select State|Arizona 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
The Directory and Media File Name parameters must be populated or an output file will not be produced.
At line 40 removed 2 lines
!!State W2 Wage Magnetic Media Reporting – EFW2 (Formerly MMREF1) Format
Arizona accepts Annual W2 wage report in the standard Social Security Administration EFW2 specification.
At line 43 changed 40 lines
!Record Name: Code RA - Transmitter Record
||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|Derived from [IDFDV] Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)\\ \\Please note that this field consists of an eight character PIN code in positions 12-19, a four character Software Vendor Code in positions 20-23, and five blanks in positions 24-28.
|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|
- IDGV Variables Tab must be set up with ‘State Registration’ for State/Province: Florida
At line 84 changed 26 lines
!Record Name: Code RE - Employer Record
||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 111 changed 29 lines
!Record Name: Code RS - Supplemental Record (Use for State Wage Reporting)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code, appropriate FIPS postal numeric code|Derived from the State being reported, from [IDFDV] sequence 7000\\ \\e.g. Arizona numeric code is "04"
|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 Codev‘W2-EE-F-POSTAL’ (seq 2670)
|193-194|Employee Country Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
|195-267|Blank|
|274-275|State code, appropriate FIPS postal numeric code|Derived from the State being reported\\ \\e.g. Arizona numeric code is "04"
|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|Blank|
|308|Tax Type Code\\ \\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\\ \\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’
|331-512|Blank|
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate FL State magnetic media file for FL State only
IDGV - State SUI Registration
At line 141 changed one line
;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.
- IDGV must be set up with ‘State SUI Registration’ for State/Province: Florida
At line 143 changed 27 lines
!Record Name: Code RT - Total Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RT"
|3-9|Number of RS Records\\ \\Total number of code "RS" records reported since last code "RE" record|
|10-24|Wages, Tips and Other Compensation|Derived from [IDFDV] Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
|25-39|Federal Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
|40-54|Social Security Wages|Derived from [IDFDV] Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
|55-69|Social Security Tax Withheld|Derived from [IDFDV] Field 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] Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
|100-114|Social Security Tips|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
|115-129|Advanced Earned Income Credit|Derived from [IDFDV] Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
|130-144|Dependent Care Benefits|Derived from [IDFDV] Field 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] Field 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 of all code ‘RW’ records since last ‘RE’ record
|265-279|Non-Qualified Plan Not Section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
|280-309|Blank|
|310-324|Employer Cost of Premiums for Group Term Life Insurance over $50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
|325-339|Income Tax Withheld by Third-Party Payer|Derived from [IDFDV] Field Identifier: SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
|340-354|Income from Non-statutory Stock options|Derived from [IDFDV] Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
|355-512|Blank|
At line 171 removed 6 lines
!Record Name: Code RF - Final Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RF"
|3-7|Blank|
|8-16|Number of RS Records\\ \\Total number of code "RW" records on file|
|17-512|Blank|
At line 178 changed 11 lines
!!State Quarterly UI Wage Magnetic Media Reporting – EFW2 (Formerly MMREF1) Format
[RPYEU] must be run and the following selected to generate Arizona State file information:
|Media Format|State SUI File Format
|Select State|Arizona, USA
*Annual Form Code’ – use the standard supplied form code HL$US-W2-2012. The ‘Variables’ will need to be entered in this Form Code for use specifically in the installation.
*The ‘Quarterly Form Code’ must be blank in order to produce UI wage file in EFW2 format.
*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.
*Only record codes ‘RS’ and ‘RF’ are required for Arizona UI reporting, the other record codes are optional.
- the Regist# field must contain the Florida UI Account Number (7 characters)
At line 190 changed one line
%%information: Please note that the following ‘Not Required’ fields may or may not always contain blanks.%%
- the user must enter an entry on ‘Govt Rate Type’ with ‘US SUI Max Base Amt’ in order to calculate the UI Taxable Earnings and UI Excess Earnings
At line 192 removed one line
%%information:Note: Columns coded with AZ indicates it is an Arizona specific requirement which is not the standard record format.%%
At line 194 changed 23 lines
!Record Name: Code RS - Supplemental Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code, appropriate FIPS postal numeric code|Derived from the State being reported, from [IDFDV] 7000\\ \\Arizona is code ‘04’
|5-9|Taxing Entity Code\\ \\Constant ‘UITAX’\\ \\[IDGV] setup for SUI registration ‘variables’ tab ‘Taxing Entity’ field|
|10-18|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|Employee First Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|69-72|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’
|73-94|Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’
|95-116|Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’
|117-138|Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’
|139-140|Employee State Numeric Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’\\ \\The system will convert the State Abbreviation into the required Numeric State Code (i.e. Arizona is ’04’).
|141-145|Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’
|146-149|Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’
|150-196 AZ|Blank|
|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] 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
|225-247 AZ|Blank|
|248-267|State Employer Account Number, including the Branch 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] for the SUI Registration of the State
|268-512 AZ|Blank|
At line 218 changed one line
;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.
- IDGV Variables Tab must be set up with ‘State SUI Registration’ for State/Province: Florida
At line 220 removed 4 lines
!Record Name: Code RF - Final Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RF"
|3-512 AZ|Blank|
At line 43 added 363 lines
- the ‘W2 State Media Filing’ values are:
00 – Not Required to file magnetic media to the State
01 – Include State Code RS record in the Federal File, the user can send federal file to the State
02 – State requires its own File, do not include other State information in the State File
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for state of Florida
- for each quarter, the user must manually enter the applicable QTR amounts prior to running RPYEU to report for that quarter
- if an existing amount is not applicable for that quarter, the user should delete that amount
STATE FILE PROCEDURES
- Florida State does not have State Personal Income Tax.
- Starting 2007 quarterly reporting, the Florida Department of Revenue accepts the filing of UI quarterly wages via XML format
- The previous filing of UI quarterly wages via magnetic media using MMREF-1 format for record codes: RA,RE,RS,RT are not used
- the quarterly Florida XML file format is defined on IDIF screen and is provided to users similar to IDFD Form Code
- The user must register with State of Florida to obtain the User Name and password http://dor.myflorida.com/dor/eservices/
- After login, the user should download the ‘Florida XML Schema’ in order to validate the XML file generated by RPYEU prior to submission to the government
IDIF – HL$US-QTR-FL2008 – XML format
- the ‘Variable Name’ field indicates where the data is coming from for each XML tag
- the user should refer to this ‘Variable Name’ for each Tag and set up IDFDV Identifiers appropriately
- this IDIF Florida XML File supports the filing of quarterly wages only, the Payment information is not supported in this IDIF layout
QUARTERLY UI Wage Reporting – XML format (Starting 2007 Quarterly reporting)
Select State - mandatory, must be Florida
Annual Form Code - mandatory, must specify the most current year’s W2 Form Code from IDFDV
Govt Interface Format - mandatory, must specify the IDIF format that is available for Florida quarterly reporting
Period Type - mandatory, must be ‘Quarter’, and the user must enter the appropriate Period End Date
Media Format - mandatory, must be ‘State SUI File Format’ for quarterly reporting
Please enter the other parameters appropriately.
RPYEU – Sample Report
RPYEU – Sample Files generated
- when RPYEU is run, if the ‘Govt Interface Format’ is specified, an IDIF interface file will be generated with file name ‘_idif’
FL_QTR_SUI_222601_idif.xml - an interface govt file according to IDIF format
FL_QTR_SUI_222601.xml - an xml file available to print by RPW2
FL_QTR_SUI_222601.txt - the govt file in EFW2 format (used prior to 2007 XML file)
RPYEU – Sample Florida XML Files
Validating Florida XML Files
- the user must validate the govt xml file according to the downloaded government xml schema using a validating parser prior to sending to the government
- a validating parser from any third party tool will perform the following checks to the govt xml file generated by RPYEU
(1) - verify the govt xml document is properly created according to the XML syntax rules, i.e. the file is well formed, no missing xml tags etc
(2) - verify the govt xml document conforms to the schema downloaded from the government web site
- the validating parser software will not be provided, the user must use the validating parser of their own
- the following is a list of some of the parsers available on the market:
XML editors that provide a validating parser:
XML Spy (http://www.altova.com/products_ide.html)
Stylus (http://www.stylusstudio.com/)
XRay (http://architag.com/xray/)
XMLMind (http://www.xmlmind.com/xmleditor/)
Cooktop (http://www.xmlcooktop.com/)
- the XMLSPY editor is being used to validate the xml file for the following validation
- user should download the Florida XML schema into a directory, e.g. C:\US States Downloads
- move the RPYEU generated file FL_QTR_SUI_222601_idif.xml to the schema directory
- open FL_QTR_SUI_222601_idif.xml with the validating parser, e.g. XMPSPY
In XMLSPY, if the user encounters this message, click ‘DTD/Schema’ and choose ‘Assign Schema’ and select the schema location.
Follow the XMLSPY instructions to select the schema location:
After the Schema location is assigned, then click ‘Revalidate’.
The user may click the ‘Yellow Tick’ toggle to check if the file is well-formed.
The user may click the ‘Green Tick’ toggle to check if the file is valid according to the Assigned Schema.
After the XML file is validated, the user can send to the State government.
XML – Special Characters
- the following special characters are not allowed to be stored in the xml file directly, these characters require to be translated when writing to the xml file
Special Characters Value in xml file Meaning
< &lt; less than
“ &quot; double quote
> &gt; greater than
‘ &apos; apostrophe
& &amp; ampersand
Example from govt xml file:
The text written to tags are:
<BusinessAddress>
<BusinessName>HIGH LINE &amp; CATHY&apos;S USA CORPORATION</BusinessName>
<AddressLine>283 MAJOR ELLIOT WAY UNIT 200</AddressLine>
<City>LINDENBERG</City>
<StateOrProvince>OH</StateOrProvince>
<ZipCode>937433333</ZipCode>
</BusinessAddress>
QUARTERLY UI Wage Reporting – MMREF-1 format (Not Used after 2007)
- The user must run RPYEU and select the following to generate Florida State file information:
Media Format: - State SUI File Format
Select State: - Florida, USA
QUARTERLY UI Wage MAGNETIC MEDIA MMREF-1 format (Not Used after 2007)
(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns with FL indicates it is a Florida specific requirement which is not the standard record format
Record name: Code RA - Transmitter Record
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’
12-19 FL - Agent or Employer Identification Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’
20-37 FL - Blanks
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’
95-395 FL - Blanks
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’
499-512 FL - Blanks
Record name: Code RE - Employer Record
Column Description
1-2 - Record Identifier
- Constant "RE"
3-7 FL - Blanks.
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-39 FL - Blanks
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’
97-118 FL - Blanks
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’
174-512 - Blanks
Record name: Code RS - Supplemental Record
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. Florida is code "12"
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’
- 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’
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’
73-196 FL - 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-2005’, then reporting period is ‘122005’
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
225-247 FL - 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
268-512 FL - Blanks
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 RT - Total Record
Column Description
1-2 - Record Identifier
- Constant "RT"
3-9 FL - Blanks
10-24 - Wages, Tips and Other Compensation
- Derived from IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-480 FL - Blanks
481-491 FL - Total Payment Due.
- .
492-498 FL - Month-1 Employment for employer.
- Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month.
499-505 FL - Month-2 Employment.
- Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month.
506-512 FL - Month-3 Employment.
- Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month.
This page (revision-22) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop