This page (revision-18) was last changed on 26-Nov-2021 10:22 by Meg McFarland

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Version Date Modified Size Author Changes ... Change note
18 26-Nov-2021 10:22 11 KB Meg McFarland to previous
17 26-Nov-2021 10:22 11 KB kparrott to previous | to last
16 26-Nov-2021 10:22 12 KB kparrott to previous | to last
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11 26-Nov-2021 10:22 11 KB kparrott to previous | to last US_Annual_Qtrly_Reporting_GEN ==> Tax Reporting - US General
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1 26-Nov-2021 10:22 8 KB jmyers to last

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Tax Reporting - NC
Tax Reporting - NC

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At line 5 added 2 lines
!!What's New for Tax Year 2011
There are no file format changes in wage reporting for the state of North Carolina in tax year 2011.
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However, the following file format changes in the standard EFW2 file are noted in the SSA bulletin which may affect clients using the standard EFW2 format to report wages to the state:
*(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)
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This document contains abbreviated set up requirements for the State of North Carolina 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 the state of North Carolina only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) for other setup procedure that may also be required.
At line 10 changed 4 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for'State Registration' for State/Province: North Carolina
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: North Carolina
*'W2 STATE MEDIA FILING'- The State of North Carolina accepts W2 wage reports with federal and other state information, therefore, the Media Filing variable should 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 North Carolina only.)
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for'State Registration' for State/Province: North Carolina.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: North Carolina.
*'W2 STATE MEDIA FILIN'- North Carolina 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 North Carolina only.)
At line 16 changed 3 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with 'State SUI Registration' for State/Province: North Carolina
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: North Carolina
*'W2 STATE MEDIA FILING' - Must be '02' to generate UI wage magnetic media file for State of North Carolina
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with 'State SUI Registration' for State/Province: North Carolina.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: North Carolina.
**'W2 STATE MEDIA FILING' - Must be '02' to generate UI wage magnetic media file for state of North Carolina.
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The North Carolina Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media using the [ICESA] format.
\\Records required for the W2 reporting are: Codes RE, RW and RS. Records required for the UI wage reporting: Code E and Code S. \\ \\
The State of North Carolina requires to file the NC State file by itself, therefore [IDGV] must be set up as follows:
*for State Registration of North Carolina, the IDGV Variable:
**'W2 STATE MEDIA FILING' 02 - North Carolina State requires its own file, do not include other State information in the State file.
*The North Carolina Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media using the [ICESA] format.
*Records required for the W2 reporting are: Codes RE,RW,RS; and for the UI wage reporting: Code 'E' and Code 'S'.
*The State of North Carolina requires to file the NC state file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of North Carolina, the IDGV Variable:
***'W2 STATE MEDIA FILING' 02 - North Carolina state requires its own file, do not include other state information in the state file.
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!!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run with the following report parameters and filters defined to generate the North Carolina State file information:\\ \\
!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run and the following selected to generate North Carolina state file information:
|Report List Filters, Select State:|North Carolina, USA
|Parameters, Annual Form Code:|(example: use standard form code 'HL$US-W2-2012')
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|State File Format
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
|Media Format|Mandatory. Set to State File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
The Directory and Media File Name parameters must be populated or an output file will not be produced.
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__RPYEU Report Filters__\\
Select State: North Carolina, USA
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;Record name:Code RE - Employer Record
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!Record Name: Code RE - Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE'}]
!Quarterly UI Wage Reporting - ICESA Format
[RPYEU] must be run and the following selected to generate North Carolina state file information:
* The state of North Carolina must be selected 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.
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!Record Name: Code RW - Employee Wage Record
[{InsertPage page='W2_EFW2_RECORD_RW'}]
!Record Name: Code RS - State Record (Specific to the State of North Carolina only)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code|Enter the appropriate FIPS postal numeric code \\North Carolina is “37” \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9 NC|Blank|Fill with blanks
|10-18|Social Security Number|Enter the employee's SSN \\If an invalid SSN is encountered, this field is entered with zeroes \\Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’ (seq 2500)
|19-33|Employee First Name|Enter the employee's first name \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|34-48|Employee Middle Name or Initial|Enter the employee's middle name or initial, if applicable \\ Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|49-68|Employee Last Name|Enter the employee's last name \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|69-72|Blank|Fill with blanks
|73-94|Location Address|Enter the employee's location address
|95-116|Delivery Address|Enter the employee's delivery address
|117-138|City|Enter the employee's city
|139-140|State Abbreviation|Enter the State FIPS abbreviation \\Derived from [IDFDV] Field Identifier: ‘W2-ER-STATE’
|141-145|Employer ZIP Code|Enter the employer's ZIP Code \\Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP’
|146-149|Employer ZIP Code Extension|Enter the employer's ZIP Code extension, if applicable. \\Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP-EXT’
|150-247 NC|Blank|Fill with blanks
|248-267 NC|State Employer Account Number|Enter the nine-digit NC Employer ID \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
|276-286|State Taxable Wages|Enter the total State taxable wages \\Enter dollar and cents \\Omit decimals \\Right justify and zero fill \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297|State Income Tax Withheld|Enter the total State income tax withheld \\Enter dollar and cents \\Omit decimals \\Right justify and zero fill \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298 NC|Vested|Constant "V" only for NC Department of State Treasurer
|299-512 NC|Blank|Fill with blanks
!!Quarterly UI Wage Reporting - ICESA Format
[RPYEU] must be run with the following report parameters and filters defined to generate the North Carolina State file information:\\ \\
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Quarterly Form Code|Use the standard form code ‘HL$US-QTR-20YY. \\Must be entered in order to generate the North Carolina UI wage file in the [ICESA] format
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
|Media Format|Mandatory. Set to State SUI File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
__RPYEU Report Filters__ \\
Select State: North Carolina, USA
!Record Name: Code N - Tax Summary Record (Specific to the State of North Carolina only)
||Column||Description||Source
|1-1|Record Identifier|Constant "N"
|2-8 NC|Employer Account Number|Enter the employer's account number. \\Numeric values only \\Omit hyphens and spaces
|9 NC|Reporting Quarter|Enter the quarter number that is being reported \\Options are 1, 2, 3 or 4
|10-13 NC|Reporting Year|Enter the year that is being reported in YYYY format
|14-18 NC|Month 1 Employment|Enter the total number of employees covered by UI who worked during or received pay for the Pay Period including the 12th day of the first month in the quarter \\If none, fill with zeroes \\Numeric values only
|19-23 NC|Month 2 Employment|Enter the total number of employees covered by UI who worked during or received pay for the Pay Period including the 12th day of the second month in the quarter \\If none, fill with zeroes \\Numeric values only
|24-28 NC|Month 3 Employment|Enter the total number of employees covered by UI who worked during or received pay for the Pay Period including the 12th day of the third month in the quarter \\If none, fill with zeroes \\Numeric values only
|29-39 NC|QTR Unemployment Insurance Total Wages For Employer|Enter the total Quarterly wages subject to NC UI tax. \\Include all tip income. \\This should be the total of all wage amounts reported for NC employees. \\Numeric values only
|40-50 NC|QTR Unemployment Insurance Excess Wages For Employer|Enter the total Quarterly wages in excess of the NC UI taxable wage base. \\Numeric values only
|51-61 NC|QTR Unemployment Insurance Taxable Wages For Employer|Enter the total Quarterly UI wages less the Quarterly State UI excess wages. \\Numeric values only. \\This field cannot be negative.
|62-67 NC|Remitter Number|Enter the remitter number assigned by DES. Otherwise, enter "999996"
|68 NC|Format Indicator|Constant "I"
|69-275 NC|Blank|Fill with blanks
!Record Name: Code E - Employer Record (Specific to the State of North Carolina only)
||Column||Description||Source
|1-1|Record Identifier|Constant "E"
|6-14 NC|FEIN|Enter the employer's FEIN number
|15-23 NC|Blank|Fill with blanks
|24-73 NC|Employer Name|Enter the employer's name \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-ER-NAME’
|74-113 NC|Street Address|Enter the employer's street address \\Derived from [IDFDV] Field Identifier: ‘W2-ER-LOCN-ADDR’
|114-138 NC|Employer City|Enter the employer's city \\Derived from [IDFDV] Field Identifier: ‘W2-ER-CITY’
|139-140 NC|State|Enter the standard FIPS postal abbreviation \\Derived from [IDFDV] Field Identifier: ‘W2-ER-STATE’
|141-148 NC|Blank|Fill with blanks
|149-153 NC|ZIP code Extension|Enter the four digit extension of the zip code, if applicable. \\Include the hyphen in position 149 \\Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP-EXT’
|154-158 NC|ZIP code|Enter a valid zip code \\Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP’
|159-166 NC|Blank|Fill with blanks
|167-170 NC|Taxing Entity Code|Constant ‘UTAX’
|171-196 NC|Blank|Fill with blanks
|197-202 NC|State Control Number|Enter the remitter number assigned by DES. Otherwise, enter "999996"
|203 NC|Blank|Fill with a blank
|204-275 NC|Blank|Fill with blanks
!Record Name: Code S - Supplemental Record (Specific to the State of North Carolina only)
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s SSN. \\If not known, enter ‘I’ in position 2 and fill with blanks \\If an invalid SSN is encountered, this field is entered with zeroes \\Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’
|11-30 NC|Employee Last Name|Enter the employee's last name. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|31-42 NC|Employee First Name|Enter the employee's first name. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|43 NC|Employee Middle Name or Initial|Enter the employee's middle initial, if applicable. Leave blank if no middle initial \\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|44-45|State Code|Enter the state FIPS postal numeric code for the State being reported \\North Carolina is ‘37’
|46-63 NC|Blank|Fill with blanks
|64-77 NC|State QTR Unemployment Insurance Total Wages|Enter the total Quarterly wages subject to unemployment taxes \\Numeric value only \\Omit decimals and commas \\Derived from [IDFDV], Field sequence 7200
|78-142 NC|Blank|Fill with blanks
|143-146|Taxing Entity Code|Constant ‘UTAX’
|147-153 NC|State Unemployment Insurance Account Number|Enter the seven-digit employer account number assigned by DES \\SUI Registration Number from [IDGV]
|154-161 NC|Blank|Fill with blanks
|162-204 NC|Blank|Fill with blanks
|205-205|Seasonal Indicator|Enter "S" if you are reporting wages for a seasonal employee during a seasonal reporting period. \\Otherwise, enter N \\Derived from [IDFDV], Field sequence 3270
|206 NC|Blank|Fill with a blank
|207-214 NC|Blank|Fill with blanks
|215-220 NC|Reporting Quarter and Year|Enter the last month and year of the reporting period. Example: 0620YY for Apr-June 20YY
|221-275|Blank|Fill with blanks
!!ICESA for the State of Montana
* The format details are found at the [State of North Carolina Department of Commerce Division of Employment Security|http://www.ncesc1.com/business/faqs/magMediaReporting.asp] website.
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![Notes|Edit:Internal.Tax Reporting - NC]
[{InsertPage page='Internal.Tax Reporting - NC' default='Click to create a new notes page'}]
![Notes|Edit:Internal.Tax Reporting - MO]
[{InsertPage page='Internal.Tax Reporting - MO' default='Click to create a new notes page'}]
This page (revision-18) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop