This page (revision-57) was last changed on 26-Nov-2021 10:22 by kparrott

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
57 26-Nov-2021 10:22 40 KB kparrott to previous
56 26-Nov-2021 10:22 40 KB kparrott to previous | to last
55 26-Nov-2021 10:22 46 KB khiggs to previous | to last
54 26-Nov-2021 10:22 46 KB eyeung to previous | to last
53 26-Nov-2021 10:22 46 KB eyeung to previous | to last
52 26-Nov-2021 10:22 46 KB eyeung to previous | to last
51 26-Nov-2021 10:22 46 KB eyeung to previous | to last
50 26-Nov-2021 10:22 46 KB eyeung to previous | to last
49 26-Nov-2021 10:22 45 KB eyeung to previous | to last
48 26-Nov-2021 10:22 45 KB eyeung to previous | to last
47 26-Nov-2021 10:22 45 KB eyeung to previous | to last
46 26-Nov-2021 10:22 45 KB eyeung to previous | to last
45 26-Nov-2021 10:22 45 KB rforbes to previous | to last
44 26-Nov-2021 10:22 45 KB kparrott to previous | to last US_Annual_Qtrly_Reporting_GEN ==> Tax Reporting - US General
43 26-Nov-2021 10:22 45 KB jmyers to previous | to last
42 26-Nov-2021 10:22 45 KB jmyers to previous | to last
41 26-Nov-2021 10:22 45 KB jmyers to previous | to last

Page References

Incoming links Outgoing links
Tax Reporting - IL
Tax Reporting - IL

Version management

Difference between version and

At line 5 removed 9 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)
At line 15 changed one line
This document contains abbreviated set up requirement for the state of Illinois 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 state of Illinois only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required.
At line 18 changed one line
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: Illinois
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: Illinois
At line 23 changed one line
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with ‘State SUI Registration’ for State/Province: Illinois
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Illinois
At line 31 changed one line
*If the Location Plant code needs to be reported on the [ICESA] code S record, the user can set up the Location Plant code can be set up on the [IDLN]screen User Defined field.
*If the Location Plant code needs to be reported on the [ICESA] code S record, the Location Plant code can be set up on the [IDLN]screen User Defined field.
At line 35 changed one line
*The Illinois Department of Revenue accepts magnetic media filing of State W2 wage information using the EFW2 file format (required records are RA,RE,RW,RS,RT,RV and RF), and the Quarterly UI wages via magnetic media using the ICESA format.
*The Illinois Department of Revenue accepts magnetic media filing of State W2 wage information using the EFW2 file format (required records are RA,RE,RW,RS,RT,RV and RF), and the Quarterly UI wages via magnetic media using the [ICESA] format.
At line 43 changed one line
|Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2012’)
|Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2017’)
At line 45 changed one line
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2016)
At line 52 changed one line
;Record name: Header Record – Must be the first record in the EFW2 file
!Record Name: Header Record – Must be the First Record in the EFW2 File
||Column||Description||Source
|1-12|Record Identifier|Constant "***HEADER***"
|13-21|Tax Form|Constant "ILEFW2***"
|22-512|Blank|
At line 49 added 209 lines
!Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!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 the 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|Filler|
|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|
!Record Name: Code RO - Employee Wage Record (Optional, Same as the Federal Code RO)
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RO’
|3-11|Blank|
;Location 12 to 264:Do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
|12-22|Allocated Tips|Derived from [IDFDV], Field Identifier:‘W2-ALLOC-TIP’ (seq 3070)
|23-33|Uncollected Employee Tax on Tips\\ \\Combined 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|Blank|
|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|
!Record Name: Code RS - State Wage Record (Same as Federal Code RS)
||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. Illinois is code "17"
|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)
;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 see [Tax Reporting - US General] for detail for quarterly reporting.
||Column||Description||Source
|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-2016’, then reporting period is ‘122016’
|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. For this reason, [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|Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government\\ \\Please see [Tax Reporting - US General] 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|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|Derived from the State being reported\\ \\e.g. Illinois is code "17"
|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] screen must be set up for the Local or School Registration by County/City or School district for the following fields on the [IDGV 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.
!Record Name: Code RT - Total Record (Same as Federal Code RT)
||Column||Description||Source
|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], 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|Filler|
|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
|280-294|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], 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|
!Record Name: Code RU - Total Record (Optional, Same as Federal Code RU)
||Column||Description||Source
|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 Identifiers:‘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|
!Record Name: Code RV – State Total Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RV"
|3-9|Number of RS Records\\ \\Total of Employee Records (RS) reported since the last Employer Record (RE)\\ \\Right justify and zero fill|
|10-24|Total State Taxable Wages (all states)\\ \\Total of Employee Records (RS) reported since the last Employer Record (RE)\\ \\Right justify and zero fill\\ \\Dollars and cents|
|25-39|Total State Income Tax Withheld (all states)\\ \\Total of Employee Records (RS) reported since the last Employer Record (RE)\\ \\Right justify and zero fill\\ \\Dollars and cents|
|40-512|Blank|
!Record Name: Code RF - Final Record (same as federal code RF)
||Column||Description||Source
|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|
At line 59 changed one line
*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.
*Annual Form Code – Use the standard supplied form code HL$US-W2-2017. The Variables need to be entered in this form code for specific use in the installation.
At line 63 changed one line
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2016
At line 68 changed one line
Record name: Code A – Transmitter Record
%%information Note: Columns coded with IL indicates it is a Illinois specific requirement which is not the standard record format.%%
At line 70 changed one line
%%information Note: Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.%%
!Record Name: Code A – Transmitter Record
%%Note: Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.%%
At line 72 changed 3 lines
!!ICESA for the State of Illinois
* The format details are found at the [Illinois Department of Employment Security|http://www.ides.illinois.gov/Custom/Library/publications/Publications/FileFormatGuide_pdf.pdf]
||Column||Description||Source
|1-1|Record Identifier|Constant ‘A’
|2-5|Payment Year\\ \\The year for which this report is being prepared|From user-specified FROM-TO period converted to YYYY
|6-14|Transmitter’s Federal EIN\\ \\Enter only numeric characters; omit hyphens, prefixes and suffixes|Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’
|15-18|Taxing Entity Code|Constant ‘UTAX’
|19-23|Blank|
|24-73|Transmitter Name\\ \\The transmitter name of the organization submitting the file|Derived from [IDFDV], Field Identifier:‘TRAN NAME’
|74-113|Transmitter Street Address\\ \\The street address of the organization submitting the file|Derived from [IDFDV], Field Identifier:‘TRAN ADDRESS’
|114-138|Transmitter City\\ \\The city of the organization submitting the file|Derived from [IDFDV], Field Identifier:‘TRAN CITY’
|139-140|Transmitter State\\ \\The standard two character FIPS postal abbreviation|Derived from [IDFDV], Field Identifier:‘TRAN STATE’
|141-153|Blank|
|154-158|Transmitter ZIP Code\\ \\A valid ZIP code|Derived from [IDFDV], Field Identifier:‘TRAN ZIP CODE’
|159-163|Transmitter ZIP Code extension\\ \\Use this field as necessary for the four digit extension of ZIP code. Include hypen in position 159|Derived from [IDFDV], Field Identifier:‘TRAN ZIP EXTN’ (include ‘-‘ in position 159)
|164-193|Transmitter Contact\\ \\Title of individual from transmitter organization responsible for the accuracy of the wage report|Derived from [IDFDV], Field Identifier:‘TRAN CONTACT’
|194-203|Transmitter Contact Telephone Number\\ \\The transmitter contact's telephone number|Derived from [IDFDV], Field Identifier:‘TRAN CONTACT PHONE’
|204-207|Telephone Extension/Box\\ \\The Transmitter telephone extension or message box|Derived from [IDFDV], Field Identifier:‘TRAN CONTACT EXTN’
|208-213|Media Transmitter/Authorization Number\\ \\Identifier assigned to the entity transmitting the media|Derived from [IDFDV], Field Identifier:‘TRAN MEDIA NUMBER’
|214-242 IL|Not Used\\ \\Enter blanks|
|243-250|Media Creation Date.\\ \\Enter date in MMDDYYYY format|Derived from the System Date
|251-276|Blank|
!Record Name: Code B - Authorization Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘B’
|2-5|Payment Year\\ \\The year for which this report is being prepared|
|6-14|Transmitter’s Federal EIN.\\ \\Enter only numeric characters|Derived from [IDFDV], Field Identifier:BASIC EIN
|15-22|Computer\\ \\The manufacturer’s name|Derived from [IDFDV], Field Identifier: ‘BASIC COMPUTER’
|23-24|Internal Label\\ \\‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette|Derived from [IDFDV], Field Identifier:‘BASIC INTERNAL LABEL’ (first 2 characters)
|25-25|Blank|
|26-27|Density\\ \\‘16’, ‘62’, ‘38’, or blank for diskette|
|28-30|Recording Code (Character Set)\\ \\“EBC’, or ‘ASC’. Always ‘ASC’ for diskette|
|31-32|Number of Tracks\\ \\ ‘09’, or ‘18’, or blanks for diskette|
|33-34|Blocking Factor\\ \\The blocking factor of the file, not to exceed 85\\ \\Enter blanks for diskette|
|35-38|Taxing Entity Code|Constant ‘UTAX’
|39-146|Blank|
|147-190|Organization Name\\ \\The name of the organization to which the media should be returned|Derived from [IDFDV], Field Identifier:‘BASIC NAME’
|191-225|Street Address\\ \\The street address of the organization to which the media should be returned|Derived from [IDFDV], Field Identifier:‘BASIC ADDRESS’
|226-245|City\\ \\The city of the organization to which the media should be returned|Derived from [IDFDV], Field Identifier:‘BASIC CITY’
|246-247|State\\ \\The standard two character FIPS postal abbreviation|Derived from [IDFDV], Field Identifier:‘BASIC STATE’
|248-252|Blank|
|253-257|ZIP Code\\ \\A valid ZIP code|Derived from [IDFDV], Field Identifier:‘BASIC ZIP CODE’
|258-262|ZIP Code extension\\ \\Four digit extension of ZIP code, including the hypen in position 258|Derived from [IDFDV], Field Identifier:‘BASIC ZIP EXTN’
|263-264 IL|Filing Type\\ \\‘MC’ for Magnetic Cartridge\\‘D3’ for 3.5 inch Diskette\\‘ED’ for Modem|Derived from [IDFDV], Field Identifier:‘BASIC INTERNAL LABEL’ (3rd and 4th characters)
|265-276 IL|Blank|
!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’.
|2-5|Payment Year\\ \\The year for which the report is being prepared|
|6-14|Federal EIN\\ \\Enter only numeric characters|Derived from the IDGV State SUI Registration
|15-23|Blank|
|24-73|Employer Name\\ \\The first 50 positions of the employer’s name exactly as registered with the state UI agency|Derived from the Entity
|74-113|Employer Street Address|Derived from the Entity Location
|114-138|Employer City\\ \\The city of employer’s mailing address|Derived from the Entity Location
|139-140|Employer State\\ \\The standard two character FIPS postal abbreviation of the employer’s address|Derived from the Entity Location
|141-148|Blank|
|149-153|ZIP code extension\\ \\Four digit extension of ZIP code, including the hyphen in position 149|Derived from the Entity Location
|154-158|ZIP code\\ \\Valid ZIP code|Derived from the Entity Location.
|159-159|Blank|
|160-160|Type of Employment\\ \\‘A’, “H’, ‘M’, ‘Q’, ‘R’, or ‘X’|Derived from [IDFDV], Field Identifier:‘TYPE OF EMPLOYMENT’\\ \\Not used by [IDES]
|161-162|Blocking Factor\\ \\The blocking factor of the file, not to exceed 85\\ \\Enter blanks for diskette|
|163-166|Establishment Number or Coverage Group/PRU\\ \\Enter either the establishment number of the coverage group/PRU, or blank\\ \\Field Identifier ESTABLISHMENT NUMBER’\\ \\Not used by [IDES]|
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Identifier Code\\ \\The state FIPS postal numeric code for the state to which wages are being reported\\ \\FIPS numeric code for Illinois is ‘17’|
|173-187|State Unemployment Insurance Account Number|Derived from the IDGV State SUI Registration
|188-189|Reporting Period\\ \\‘03’, ‘06’, ‘09’, or ‘12’|
|190-190|No Workers/No Wages\\ \\Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record, enter ‘1’ to indicate otherwise\\ \\Since Code S records will be generated, this field is default to ‘1’|
|191-191|Tax Type Code\\ \\- ‘R’ for Reimbursable Employer\\‘T’ for Taxable Employers\\ \\This field is defaulted to ‘T’|
|192-208 IL|Not Used\\ \\Enter blanks|
|209-255|Blank|
|256-256|Foreign Indicator\\ \\If data in positions 74-158 is for a foreign address, enter the letter ‘X’, otherwise else leave it blank\\ \\Not used by [IDES]|Derived from [IDFDV], Field Identifier:‘FOREIGN ADDR INDICATOR’
|257-257|Blank|
|258-266|Other EIN\\ \\Enter Blanks if no other EIN was used\\ \\Not used by [IDES]|Derived from [IDFDV], Field Identifier:‘OTHER EIN’
|267-267|Report Type\\ \\Not used, fill with blanks|
|268-269|Report Number\\ \\Not used, fill with blanks|
|270-276|Blank|
!Record Name: Code S – Employee Wage Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number\\ \\Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10|
|11-30|Employee Last Name|
|31-42|Employee First Name|
|43-43|Employee Middle Initial\\ \\Leave blank if no middle initial|
|44-45|State Code\\ \\The state FIPS postal numeric code for the state to which wages are being reported\\ \\Illinois Code is ‘17’|
|46-49|Blank|
|50-63|State QTR Total Gross Wages\\ \\Not used by [IDES]|
|64-77|State QTR Unemployment Insurance Total Wages\\ \\Quarterly wages subject to unemployment taxes|
|78-91|State QTR Unemployment Insurance Excess Wages\\ \\Not used by [IDES]|
|92-105|State QTR Unemployment Insurance Taxable Wages\\ \\Not used by [IDES]|
|106-120|Quarterly State Disability Insurance Taxable Wages\\ \\Not used by [IDES]|
|121-129|Quarterly Tip Wages\\ \\Not used by [IDES]|
|130-131|Number of Weeks Worked\\ \\Not used by [IDES]|
|132-134|Number of Hours Worked\\ \\Not used by [IDES]|
|135-142|Blank|
|143-146|Taxing Entity Code|Constant ‘UTAX’.
|147-15|State Unemployment Insurance Account Number|SUI Registration Number from [IDGV]
|154-161|Blank|
|162-164|Unit/Division Location/Plant Code\\ \\Enter the plant Code if applicable|From the employee’s prime assignment [IEAS] location code. Then in [IDLN] the applicable plant code for this location can be specified on the UDF ‘LOCATION PLANT CODE’ to be reported.\\\ \\If the [IDLN] UDF ‘LOCATION PLANT CODE’ is not specified, then this field is filled with zeroes
|165-176|Blank|
|177-211 IL|Not Required|
|212-212|Month 1 Employment\\ \\1 if an employee worked or received pay for the pay period including the 12th day of the first month, otherwise 0\\ \\This field is not used by [IDES]\\ \\However, the Total T record requires reporting the Total Number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first month, this field is reported for auditing purpose|
|213-213|Month 2 Employment\\ \\1 if an employee worked or received pay for the pay period including the 12th day of the second month, otherwise 0\\ \\Same logic as Month 1 Employment|
|214-214|Month 3 Employment\\ \\1 if an employee worked or received pay for the pay period including the 12th day of the third month, otherwise 0\\ \\Same logic as Month 1 Employment|
|215-220|Reporting Quarter and Year\\ \\The last month and year for the calendar period for which this report applies (i.e. 062006 for Apr-June 2006)|
|221-232 IL|Not Required|
|233-276 IL|Blank|
!Record Name: Code T - Total Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘T’
|2-8|Total Number of Employees\\ \\The total number of ‘S’ records since the last ‘E’ record|
|9-12|Taxing Entity Code|Constant ‘UTAX’
|13-26|State QTR Total Gross Wages for employer\\ \\Not used by [IDES]|
|27-40|State QTR Unemployment Insurance Total Wages for Employer\\ \\QTR wages subject to state unemployment taxes. Total of this field on all ‘S’ records since the last ‘E’ record.|
|41-54|State QTR Unemployment Insurance Excess Wages for employer\\ \\QTR wages in excess of the state UI taxable wage base\\ \\Total of all ‘S’ records since the last ‘E’ record.|
|55-68|State QTR Unemployment Insurance Taxable Wages for employer\\ \\QTR UI total wages less state QTR UI excess wages\\ \\Total of all ‘S’ records since the last ‘E’ record.|
|69-81|Quarterly tip wages for employer\\ \\Not used by [IDES]|
|82-87|UI tax rate this quarter\\ \\The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 3.1%=’.03100’|From [IDGV] ‘US SUI Registration’ with Govt Rate Type ‘US SUI ER Rate’
|88-100|State QTR UI taxes due\\ \\QTR state UI taxable wages times UI tax rate|From [IDGV] ‘US SUI Registration’ Variables tab ‘QTR TAXES DUE’
|101-111|Previous Quarter(s) underpayment|From [IDGV] ‘US SUI Registration’ Variables tab ‘QTR PREV UNDERPAYMENT’
|112-122|Interest|From [IDGV] ‘US SUI Registration’ Variables tab ‘QTR INTEREST’
|123-133|Penalty|From [IDGV] ‘US SUI Registration’ Variables tab ‘QTR PENALTY’
|134-144|Credit/Overpayment\\ \\Previous overpayment being applied to balance|From [IDGV] ‘US SUI Registration’ Variables tab ‘QTR CR OVERPAYMENT’
|145-174 IL|Not Required|
|175-185|Total Payment Due|From [IDGV] ‘US SUI Registration’ Variables tab ‘QTR PAYMENT DUE’
|186-226 IL|Not Required|
|227-233|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\\ \\Total of all ‘S’ records after the last ‘E’ record|
|234-240|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\\ \\Total of all ‘S’ records after the last ‘E’ record|
|241-247|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\\ \\Total for all ‘S’ records after the last ‘E’ record|
|248-250|Country Code\\ \\Not used by [IDES]|
|251-256|Reporting Quarter and Year\\ \\e.g 1st quarter of 2013 = ‘032013’|
|257-257|Blank|
|258-267|Document Control Number\\ \\Document Control Number from the Quarterly Filing Notice|From [IDGV] ‘US SUI Registration’ Variables tab ‘QTR REFERENCE NUMBER’\\ \\If ‘QTR REFERENCE NUMBER’ is not specified, this field defaults to 1
|268-274 IL|State Unemployment Insurance Account Number|SUI Registration Number from [IDGV]
|275-276 IL|Blank|
!Record Name: Code F - Final Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘F’
|2-11|Total Number of Employees in File|
|12-21|Total Number of Employers in File|
|22-25|Taxing Entity Code|Constant ‘UTAX’
|26-40|Quarterly Total Gross Wages in File\\ \\Not used by [IDES]|
|41-55|Quarterly State Unemployment Insurance Total Wages in File\\ \\QTR wages subject to state UI tax\\ \\Total of this field for all ‘S’ records in the file|
|56-70|Quarterly State Unemployment Insurance Excess Wages in File\\ \\QTR wages in excess of the state UI taxable wage base\\ \\Total of this field for all ‘S’ records in the file|
|71-85|Quarterly State Unemployment Insurance Taxable Wages in File\\ \\State UI gross/total wage less quarterly state UI excess wages\\ \\Total of this field for all ‘S’ records in the file|
|86-100|Quarterly State Disability Insurance Taxable Wages in File.\\ \\Not used by IDES|
|101-124 IL|Not Required|
|124-276|Blank|
!!Monthly UI Wage Reporting - CSV Format
%%information Note: The Monthly Wage reporting in CSV format is required to be submitted each month when a Quarterly Wage report is not applicable.%%
!!Set Up
Monthly UI Wage File Procedures, using function 'UEEF'.
(If the standard form code 'HL$US-MTH-IL2013' is to be used, then the Pay Element 'SUI WAGES' must exist and contains the Employee wages. As well, those constant values, such as FEIN and State UI Account Number, must be entered into the standard form code first before running 'UEEF').
[UEEF] must be run and the following selected to generate Illinois monthly file information:
|Parameters, As Of Date:|Month End Date
|Parameters, Interface Format Code:|(example: use standard form code‘HL$US-MTH-IL2013’)
The Directory and Media File Name parameters must be populated or an output file will not be produced.\\ \\
!Record Name: Code E - Employer Record
%%Note: Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.%%
||Column||Description||Source
|1|Record Identifier|Constant ‘E’.
|2|Federal EIN\\ \\Enter only numeric characters|
|3|UI Account Number|
|4|Total Wages Paid|
|5|Wages Not Allocated|
!Record Name: Code S – Employee Record
||Column||Description||Source
|1|Record Identifier|Constant ‘S’
|2|Employee First Name|
|3|Employee Last Name|
|4|Social Security Number\\ \\Employee’s social security number;|
|5|State QTR Total Gross Wages\\ \\From Pay Element ('SUI WAGES' if standard IDIF form code 'HL$US-MTH-IL2013' is used)|
At line 475 added 2 lines
This page (revision-57) was last changed on 26-Nov-2021 10:22 by kparrottTop