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Version Date Modified Size Author Changes ... Change note
54 26-Nov-2021 10:22 18 KB Meg McFarland to previous
53 26-Nov-2021 10:22 18 KB Meg McFarland to previous | to last
52 26-Nov-2021 10:22 35 KB eyeung to previous | to last
51 26-Nov-2021 10:22 37 KB lurtan to previous | to last
50 26-Nov-2021 10:22 38 KB eyeung to previous | to last
49 26-Nov-2021 10:22 38 KB kparrott to previous | to last
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47 26-Nov-2021 10:22 38 KB kparrott to previous | to last
46 26-Nov-2021 10:22 38 KB kparrott to previous | to last
45 26-Nov-2021 10:22 38 KB kparrott to previous | to last
44 26-Nov-2021 10:22 43 KB eyeung to previous | to last
43 26-Nov-2021 10:22 46 KB kparrott to previous | to last US_Annual_Qtrly_Reporting_GEN ==> Tax Reporting - US General
42 26-Nov-2021 10:22 46 KB jmyers to previous | to last
41 26-Nov-2021 10:22 46 KB jmyers to previous | to last

Page References

Incoming links Outgoing links
Tax Reporting - OH
Tax Reporting - OH

Version management

Difference between version and

At line 5 added 2 lines
!!What's New for Tax Year 2011
There are no noted file format changes in wage reporting for tax year 2011.
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WHAT’S NEW FOR W2 WAGE REPORTING 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 7 changed one line
This document contains abbreviated set up requirements for the State of Ohio 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 Dakota 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 3 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Ohio
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Ohio
*'W2 STATE MEDIA FILING'- Must be ‘02’ to generate Ohio State magnetic media file for State of Ohio only.
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for 'State Registration' for State/Province: North Dakota.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: North Dakota.
*'W2 STATE MEDIA FILING'- The state of North Dakota 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.
At line 14 removed 6 lines
[RPYEU] needs to be run twice:
#Once to generate a State Magnetic Media file for State of Ohio
#Second to generate the city file for Ohio Cities.
* After the Ohio State Magnetic media file has generated the Ohio City File, if the State Earnings and Taxes are to be included in the Ohio City File, the following must be changed:
*‘W2 STATE MEDIA FILING’ - change to ‘03’ to include state information when the City file is run (see [IDGV-Local Registration|Tax Reporting - OH#IDGV - Local Registration] for more information.)
At line 21 changed 3 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with 'State SUI Registration' for State/Province: Ohio
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: Ohio
**'W2 STATE MEDIA FILING' - Must be ‘02’ to generate the State UI wage file for the State of Ohio
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with 'State SUI Registration' for State/Province: North Dakota.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: North Dakota.
**'W2 STATE MEDIA FILING' - Must be ‘02’ to generate State UI wage file for state of North Dakota.
At line 25 changed 6 lines
!IDGV - School Registration
*If there is applicable school district tax, the [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘US School Registration’ for each school district.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘US School Registration’ for each school district
|‘W2 STATE MEDIA FILING’|Must be set to ‘02’ to generate the school district tax in the Ohio State File
|‘W2 TAX TYPE CODE’|Must enter ‘E’ for School district tax
|‘W2 TAXING ENTITY’|Enter Ohio School district number assigned by Ohio\\ The Ohio EFW2 file format requires a length of 7 characters and right justify. \\Please enter in format of: ‘bbb2309’ where 'b' is one space
!!State File Procedures
*The North Dakota 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.
*The State of North Dakota requires to file the ND state file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of North Dakota, the IDGV Variable:
***'W2 STATE MEDIA FILING' 02 - North Dakota state requires its own file, do not include other state information in the state file.
At line 32 changed 3 lines
!IDFDV – School Set Up
If there is applicable school district tax, the ‘Field Variable’ column in [IDFDV] must be set up appropriately. \\
%%information NOTE: The following example shows the variables ‘W2-SCHL-WAGE’ and ‘W2-SCHL-TAX’ being used to populate Box 14. All other columns are pre-defined in [IDFD] and may not be altered in the [IDFDV] screen.%%
!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run and the following selected to generate North Dakota state file information:
|Report List Filters, Select State:|North Dakota, USA
|Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2012’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|Federal File Format
At line 36 changed 5 lines
||Seq||Identifier||Description||Level||O/R Prompt||Field Source||Field Variable
|6500|W2-SCHL-WAGE|School Taxable Wages|School District|14-SCHOOL WAGE|Element|W2-SCHL-WAGE
|6510|W2-SCHL-TAX|School Tax|School District|14-SCHOOL TAX|Element|W2-SCHL-TAX
*Identifier ‘W2-SCHL-WAGE’ must be set up
*Identifier ‘W2-SCHL-TAX’ must be set up
The Directory and Media File Name parameters must be populated or an output file will not be produced.
At line 42 changed 6 lines
!IDGV - Local Registration
*To report the Ohio City tax, the [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘US Local Registration’ for each city in the Jurisdiction field.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘US Local Registration’ for each city:
**‘W2 STATE MEDIA FILING’ must be set to ‘03’ to generate City tax information in Local File format
**‘W2 TAX TYPE CODE’ must enter ‘C’ for City Tax
**‘W2 TAXING ENTITY’ enter the RITA code for Ohio (5 characters only)
!!State Media Magnetic Media Reporting - EFW2 File Format
;Record name:Code RA - Transmitter Record (same as federal code RA)
At line 49 changed 3 lines
!IDFDV – City Tax Set Up
If City tax is applicable, the ‘Field Variable’ column in [IDFDV] must be set up as appropriate.
%%Information NOTE: All other columns are pre-defined in [IDFD] and may not be altered in the [IDFDV] screen.%%
!Quarterly UI Wage Reporting - ICESA Format
[RPYEU] must be run and the following selected to generate North Dakota state file information:
* The state of North Dakota must be selected in the 'Report List Filters'.
*Annual Form Code - Use the standard supplied form code HL$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.
At line 53 changed 12 lines
||Seq||Identifier||Description||Level||O/R Prompt||Field Source||Field Variable
|8500|W2-CITY-NAME|City Name|Local|20-CITY NAME|DB column|DTX.JURISDICTION_NAME
|8510|W2-CI-WAGE-HOME|Local Wage, Home city|Local|18-HOME CITY WAGE|Element|W2-CI-WAGE-RES
|8520|W2-CI-WAGE-WORK|Local Wage, Work city|Local|18-WORK CITY WAGE|Element|W2-CI-WAGE-WORK
|8530|W2-CI-TAX-HOME|Local Tax, Home city|Local|19-HOME CITY TAX|Element|W2-CI-TAX-RES
|8540|W2-CI-TAX-WORK|Local Tax, Work city|Local|19-WORK CITY TAX|Element|W2-CI-TAX-WORK
*Identifier ‘W2-CITY-NAME’ must be set up
** NOTE: Starting in 2016, OH requires the RITA code to be entered on the W2 form and EFW2 record instead of City Name, therefore a User Field 'OH RITA CODE' is required to attach to the corresponding DTX record)
*Identifier ‘W2-CI-WAGE-HOME’ must be set up
*Identifier ‘W2-CI-WAGE-WORK’ must be set up
*Identifier ‘W2-CI-TAX-HOME’ must be set up
*Identifier ‘W2-CI-TAX-WORK’ must be set up
State Quarterly UI Wage Reporting – ICESA Format
Record name: Code A - Transmitter Record
At line 66 changed 3 lines
!!State File Procedures
The Ohio Department of Taxation accepts filing of W-2s via magnetic media using the EFW2 format. \\
*Record Codes required are: Code RA, RE, RW, RS, RT and RF. Optional Records Codes are RO, RU and RV
!!ICESA for the State of North Dakota
* The format details are found at the [Job Service North Dakota|http://www.jobsnd.com/sites/default/files/elecrpt.pdf] website.
----
![Notes|Edit:Internal.Tax Reporting - ND]
[{InsertPage page='Internal.Tax Reporting - ND' default='Click to create a new notes page'}]
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The Ohio Department of Labor accepts filing of Quarterly UI wage via magnetic media using the [ICESA] format. \\
*Record Codes required are: Code A, E, S, T and F \\
At line 73 removed 6 lines
Ohio school district tax information are printed on the W2 form Box 14 with 4 entries\\
*“SCHL 02309 WAGE”
* “ 3844.28”
*“SCHL 02309 TAX”
* “ 38.07” \\
There will be as many Code RS records as needed per employee for each School District that has tax information for the State of Ohio. \\
At line 80 changed 3 lines
Ohio State only accepts the State File with its own Code RS records, therefore [IDGV] must be set up as follows:
**for State Registration of Ohio, the IDGV Variable:
**‘W2 STATE MEDIA FILING’ - set to '02' – State File Format, do not include other State W2 information in the file for OHIO state. \\
SET UP
At line 84 changed 4 lines
Since the State of Ohio requires that the school district tax is reported along with the Code RS record, all Ohio school districts must be set up as follows:
*for all School Registration of Ohio State, the IDGV Variables:
**‘W2 TAX TYPE CODE’ - Constant ‘E’ for school district tax
**‘W2 TAXING ENTITY’ - Enter the school district code to be reported on magnetic media file
- 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.
IDGV - State Registration
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- IDGV Definition Tab must be set up for ‘State Registration’ for State/Province: Ohio
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!!Annual W2 Wage Reporting - EFW2 File Format
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[RPYEU] must be run with the following report parameters and filters defined to generate the Ohio State file information:\\ \\
- IDGV Variables Tab must be set up ‘State Registration’ for the state of Ohio; it must also setup ‘W2 State Media Filing’ with value 02.
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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
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate Ohio State magnetic media file for Ohio State only
At line 102 changed 3 lines
__RPYEU Report Filters__
Select State: Ohio, USA
\\ \\
The user need to run RPYEU twice to generate a State Magnetic Media file for State of Ohio and then run RPYEU again to generate the city file for Ohio Cities. After the Ohio State Magnetic media file is generated, to generate the Ohio City File, if the user wants to include the State Earnings and Taxes in the Ohio City File, the user must change the following:
At line 106 changed one line
!State Media Magnetic Media Reporting - EFW2 File Format
‘W2 STATE MEDIA FILING’ - change to ‘03’.to include State information in the City File when City file is run (see IDGV-Local Registration for more information)
At line 108 changed 6 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'}]
\\
IDGV - School Registration
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!Record Name: Code RW - Employee Wage Record (Same as Federal Record RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\
If school district tax applies, IDGV Definition Tab must be set up for ‘US School Registration’ for each School district
At line 119 removed 3 lines
!Record Name: Code RO - Employee Wage Record (Optional, Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\
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!Record Name: Code RS - State Record (Same as Federal Record RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
\\
- IDGV Variables Tab must be set up for ‘US School Registration’ for each School district
At line 127 changed 3 lines
!Record Name: Code RT - Total Record (Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate school district tax in Ohio State File
‘W2 TAX TYPE CODE’ - Must enter ‘E’ for School district tax
‘W2 TAXING ENTITY’ - enter Ohio School district number assigned by Ohio
- the Ohio EFW2 file format requires length of 7 and right justify, please enter in format of:
‘bbb2309’ where b is one space
At line 132 changed 3 lines
!Record Name: Code RU - Total Record (Optional, Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RU'}]
\\
IDFDV – School Set Up
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!Record Name: Code RF - Final Record (Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
\\
If school district tax applies, The ‘Field Variable’ column in IDFDV must be set up as appropriate (note the following example shows the elements ‘W2-SCHL-WAGE’ and ‘W2-SCHL-TAX’ is being used to populate box 14, all other columns are pre-defined in IDFD and may not be altered in the IDFDV screen):
At line 140 removed 4 lines
!!Ohio City (Cleveland) File Procedures
The Ohio City Tax accepts filing of Ohio City information via Magnetic Media reporting using the EFW2 file format. \\
*Record Codes required are: Code RA, RE, RW, RO, RS, RT, RU, RF
*There will be as many Code RS records as needed per employee for each city that has tax information for the state of Ohio.
At line 145 changed 9 lines
!!City Magnetic Media Reporting - EFW2 File Format
!Record Name: Code RA - Transmitter Record (Same as State Record Code RA)
!Record Name: Code RE - Employer Record (Same as State Record Code RE)
!Record Name: Code RW - Employee Wage Record (Same as State Record Code RW)
!Record Name: Code RO - Employee Wage Record (Optional, Same as State Record Code RO)
!Record Name: Code RS - State Record (Same as State Record Code RS)
!Record Name: Code RT - Total Record (Same as State Record Code RT)
!Record Name: Code RU - Total Record (optional, Same as State Record Code RU)
!Record Name: Code RF - Final Record (Same as State Record Code RF)
Seq Identifier Description Level O/R Prompt Field Source Field Variable
6500 W2-SCHL-WAGE School Taxable Wages School District 14-SCHOOL WAGE Element W2-SCHL-WAGE
6510 W2-SCHL-TAX School Tax School District 14-SCHOOL TAX Element W2-SCHL-TAX
At line 124 added 5 lines
Identifier ‘W2-SCHL-WAGE’ - must be set up
Identifier ‘W2-SCHL-TAX’ - must be set up
At line 156 removed 4 lines
!!Quarterly UI Wage Reporting - ICESA Format
The Ohio Department of Labor accepts filing of Quarterly UI wage information via Magnetic Media reporting using the [ICESA] format
*Required record codes are: Code A, E, S, T and F
\\
At line 161 changed one line
[RPYEU] must be run with the following report parameters and filters defined to generate the Ohio Quarterly UI Wage Reporting:\\
IDGV - Local Registration
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'. \\The Variables need to be entered in this form code for specific use in the installation.
|Quarterly Form Code|Required. Use the supplied form code ‘HL$US-QTR-2012’.
|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
To report the Ohio City tax, IDGV Definition Tab must be set up with ‘US Local Registration’ for each City in the Jurisdiction field.
At line 172 changed 2 lines
__RPYEU Report Filters__
Select State: Ohio, USA \\
- IDGV Variables Tab must be set up for ‘US Local Registration’ for each city:
At line 175 changed 2 lines
!State Quarterly UI Wage Magnetic Media Reporting – ICESA Format
%%information NOTE: The following ‘Not Required’ fields may or may not always contain blanks.%% \\
‘W2 STATE MEDIA FILING’ - Must be ‘03’ to generate City tax information in Local File format
‘W2 TAX TYPE CODE’ - Must enter ‘C’ for City Tax
‘W2 TAXING ENTITY’ - enter the City Code for Ohio (3 characters only)
IDFDV – City Tax Set Up
At line 178 changed one line
%%information NOTE: Columns with 'OH' indicate an Ohio specific requirement which is not the standard record format. For more information, please refer to the State of Ohio's web site.
If City tax applies, The ‘Field Variable’ column in IDFDV must be set up as appropriate (note that all other columns are pre-defined in IDFD and may not be altered in the IDFDV screen):
At line 180 removed 19 lines
!Record Name: Code A - Transmitter Record
||Position||Description||Source
|1-1|Record Identifier|Constant "A"
|2-5|Blank|Fill with blanks
|6-14|Transmitter's Employer ID number (FEIN)|Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes. \\Derived from the [IDGV] State SUI Registration
|15-23|Blank|Fill with blanks
|24-73|Transmitter name|Enter the name of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN NAME’
|74-113|Transmitter Street address|Enter the street address of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN ADDRESS’
|114-138|Transmitter City|Enter the city of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN CITY’
|139-140|Transmitter State|Enter the standard two character FIPS postal abbreviation. \\Derived from [IDFDV] Field Identifier: ‘TRAN STATE’
|141-143|Blank|Fill with blanks
|144-153|State Employer Account Number|Enter the employer's SEAN \\ \\NOTE: It is mandatory that either the employer SEAN (positions 144-153) or the TPA ID (positions 266-275) be provided. If positions 266-275 are defined, zero fill positions 144-153 \\Derived from [IDFDV] Field Identifier: ‘EMPLOYER SEAN’
|154-158 OH|Transmitter ZIP code|Enter a valid zip code \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP’
|159-163 OH|Transmitter ZIP code extension|Enter the four digit extension of the zip code, if applicable. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’
|164-193|Transmitter Contact Person|Enter the name of individual from transmitter's organization who is responsible for the accuracy and completeness of the wage report. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’
|194-203|Transmitter Contact Telephone Number|Enter the transmitter's contact telephone number. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’
|204-207|Contact Telephone Number Extension|Enter transmitter's contact telephone extension number. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT EXTN’
|208-265|Blank|Fill with blanks
|266-275 OH|Third Party Administrator ID|Enter the 10 digit TPA ID assigned by the Office of Unemployment Insurance Operations. \\ \\NOTE: It is mandatory that either the employer SEAN (positions 144-153) or the TPA ID (positions 266-275) be provided. If positions 144-153 are defined, zero fill positions 266-275 \\Derived from [IDFDV] Field Identifier: ‘THIRD PARTY ADMIN ID’
At line 145 added 7 lines
Seq Identifier Description Level O/R Prompt Field Source Field Variable
8500 W2-CITY-NAME City Name Local 20-CITY NAME DB column DTX.JURISDICTION_NAME
8510 W2-CI-WAGE-HOME Local Wage, Home city Local 18-HOME CITY WAGE Element W2-CI-WAGE-RES
8520 W2-CI-WAGE-WORK Local Wage, Work city Local 18-WORK CITY WAGE Element W2-CI-WAGE-WORK
8530 W2-CI-TAX-HOME Local Tax, Home city Local 19-HOME CITY TAX Element W2-CI-TAX-RES
8540 W2-CI-TAX-WORK Local Tax, Work city Local 19-WORK CITY TAX Element W2-CI-TAX-WORK
At line 202 changed 20 lines
!Record Name: Code E - Employer Record
||Position||Description||Source
|1-1|Record Identifier|Constant "E"
|2-5|Payment Year|Enter the reporting year in YYYY format
|6-14|Federal Employer's ID number|Enter the employer's FEIN \\Numeric values only \\Derived from the [IDGV] State SUI Registration
|15-15|Out of State Wages|Enter "Y" if the employer paid wages to any of the same employees for work in another State and reported the wages to the other State for unemployment insurance purposes \\Derived from [IDFDV] Field Identifier: ‘OUT OF STATE WAGES’
|16-23|Blank|Fill with blanks
|24-73|Employer Name|Enter the employer’s name \\Derived from the Entity
|74-113|Employer Street Address|Enter the employer's street address \\Derived from the Entity Location
|114-138|Employer City|Enter the employer's city \\Derived from the Entity Location
|139-140|Employer State|Enter the appropriate FIPS postal numeric code. \\Derived from the Entity Location
|141-153|Blank|Fill with blanks
|154-158|ZIP code|Enter a valid ZIP code \\Derived from the Entity Location
|159-170 OH|Blank|Fill with blanks
|171-172|State Identifier|Enter the appropriate FIPS postal numeric code. \\Ohio's Code is 39
|173-177 OH|Blank|Fill with blanks
|178-187|State Employer Account Number|Enter the 10 digit Ohio employer account number \\Derived from the [IDGV] State SUI Registration
|188-189|Reporting Period|Enter the last month of the quarter that is being reported \\Options are: 03, 06, 09 or 12
|190-190|No Workers/No Wages|Enter ‘0’ to indicate that no ‘S’ records follow the ‘E’ record. Otherwise enter ‘1’
|191-275 OH|Blank|Fill with blanks
Identifier ‘W2-CITY-NAME’ - must be set up
Identifier ‘W2-CI-WAGE-HOME’ - must be set up
Identifier ‘W2-CI-WAGE-WORK’ - must be set up
Identifier ‘W2-CI-TAX-HOME’ - must be set up
Identifier ‘W2-CI-TAX-WORK’ - must be set up
At line 223 removed 14 lines
!Record Name: Code S - Supplemental Record
||Position||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Employee's Social Security Number|Enter the employee’s full nine-digit 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|Employee Last Name|Enter the employee's last name. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|31-42|Employee First Name|Enter the employee's first name. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|43-43|Employee Middle Initial|Enter the employee's middle initial, if applicable. Leave blank if no middle initial \\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|44-63|Blank|Fill with blanks
|64-77|State QTR Unemployment Insurance Total Wages|Enter the total quarterly gross wages paid. Include all tip income. \\Derived from the 7200 [IDFDV] Field Identifier.
|78-129 OH|Blank|Fill with blanks
|130-131|Number of Weeks Worked|Enter the number of weeks worked in the reporting period. \\Derived from [IDFDV], Field sequence 3080 \\This value is determined in one of three ways: \\#Be ‘plugged’ as a constant \\#Be picked up from a Pay Component that is previously populated by a UserCalc \\#If left as null, the system computes the value
|132-161|Blank|Fill with blanks
|162-176|Plant Code|Optional. __This field is coded to fill with zeroes.__ \\If a value is required, this field can be enhanced to pick up a ‘User Field’ attached to the location
|177-275 OH|Blank|Fill with blanks
At line 238 changed 15 lines
!Record Name: Code T - Total Record
||Position||Description||Source
|1-1|Record Identifier|Constant "T"
|2-8|Number of employees|Enter the total number of ‘S’ records reported since the last ‘E’ record
|9-26|Blank|Fill with blanks
|27-40 OH|Total Quarterly Wages for Employer|Enter the total quarterly gross wages. \\The total of this field on all ‘S’ records since the last ‘E’ record
|41-54|Blank|Fill with blanks
|55-68 OH|Ohio State Taxable Wages|Enter the total State taxable wages
|69-185 OH|Blank|Fill with blanks
|186-198 OH|Payment Allocation Amount|Enter the payment allocation amount \\Derived from the Identifier 'ALLOCATION AMOUNT'
|199-226 OH|Blank|Fill with blanks
|227-233|Month 1 Employment for Employer|Enter the total number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period.
|234-240|Month 2 Employment for Employer|Enter the total number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period.
|241-247|Month 3 Employment for Employer|Enter the total number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period.
|248-275 OH|Blank|Fill with blanks
STATE FILE PROCEDURES
At line 164 added one line
- The Ohio Department of Taxation accepts filing of W-2s via magnetic media using the EFW2 format
At line 255 changed 10 lines
!Record Name: Code F - Final Record
||Position||Description||Source
|1-1|Record Identifier|Constant ‘F’
|2-139|Blank|Fill with blanks
|140-148|Routing Number|Enter the routing number of the bank account \\Derived from the Identifier (ROUTING NUMBER)
|149-152 OH|Blank|Fill with blanks
|153-169 OH|Bank Account Number|Blank fill positions 153-168 and enter the last digit of the employer's account number in position 169 \\Derived from the Identifier (BANK ACCOUNT NUMBER)
|170-181 OH|Total Amount Paid|Enter the sum of allocations for all employers \\Derived from the Identifier total (ALLOCATION AMOUNT)
|182-182 OH|Account Type|Enter 1 for Savings, 2 for Personal checking or 3 for Corporate checking \\Derived from the Identifier (ACCOUNT TYPE)
|183-275 OH|Name on Bank Account|Derived from the Identifier (NAME ON BANK ACCOUNT)
- Record Codes required are: Code RA,RE,RW,RO,RS,RT,RU,RF
- Ohio school district tax information are printed on the W2 form Box 14 with 4 entries
“SCHL 02309 WAGE”
“ 3844.28”
“SCHL 02309 TAX”
“ 38.07”
At line 266 changed 3 lines
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![Notes|Edit:Internal.Tax Reporting - OH]
[{InsertPage page='Internal.Tax Reporting - OH' default='Click to create a new notes page'}]
- There will be as many Code RS records as needed per employee for each School District that has tax information in the state of Ohio
- Ohio State only accepts the State File with its own Code RS records, therefore the user must set up IDGV as follows:
- for State Registration of Ohio, the IDGV Variable:
‘W2 STATE MEDIA FILING’
02 –State Filel Format, do not include other State W2 information in the file for OHIO state.
- since Ohio State requires to report school district tax along with the Code RS record, the user must set up all Ohio school districts as follows:
- for all School Registration of Ohio State, the IDGV Variables:
‘W2 TAX TYPE CODE’ - constant ‘E’ for school district tax
‘W2 TAXING ENTITY’ - the school district code to be reported on magnetic media file
- For 2005 reporting, the Ohio Department of Labor accepts filing of Quarterly UI wage via magnetic media using the ICESA format
- Record Codes required are: Code A,E,S,T,F
ANNUAL W2 WAGE REPORTING – EFW2 File Format
- The user must run RPYEU and select the following to generate Ohio State file information:
Report List Filters, Select State: - Ohio, USA
Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type: - Year
Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format: - State File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
STATE MAGNETIC MEDIA REPORTING – EFW2 File Format
Record name: Code RA - Transmitter Record (same as Federal record)
OHIO CITY (Cleveland) FILE PROCEDURES
- The Ohio City Tax Magnetic Media reporting is reported using the EFW2 file format
- Record Codes required are: Code RA,RE,RW,RO,RS,RT,RU,RF
- There will be as many Code RS records as needed per employee for each City that has tax information in the state of Ohio
ANNUAL W2 WAGE REPORTING – EFW2 file format
- The user must run RPYEU and select the following to generate Ohio City file information:
Report List Filters, Select State: - Ohio, USA
Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type: - Year
Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format: - Local File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
CITY MAGNETIC MEDIA REPORTING – EFW2 File Format
Record name: Code RA - Transmitter Record
- Same as State Record: Code RA
Record name: Code RE - Employer Record
- Same as State Record: Code RE
Record name: Code RW - Employee Wage Record
- Same as State Record: Code RW
Record name: Code RO - Employee Wage Record (Optional)
- Same as State Record: Code RO
Record name: Code RS - State Record
Position Description
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Ohio is code "39"
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’
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’
150-154 - blank
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’
193-194 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’
Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.
For quarterly reporting only, if the user specifies ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled, otherwise spaces are filled.
195-196 - Optional code
- blank
197-202 - Reporting Period MMCCYY
203-213 - State Quarterly Unemployment Insurance Total Wages
214-224 - State Quarterly Unemployment Insurance Total Taxable Wages
225-226 - Number of Weeks Worked
227-234 - Date First Employed MMDDCCYY
235-242 - Date of Separation MMDDCCYY
243-247 - blank
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
268-273 - blank
Location 274 to 337 apply to INCOME TAX REPORTING.
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Ohio is code "39"
276-286 - State Taxable Wages
- if State IDGV ‘W2 STATE MEDIA FILING’ = ‘03’, then State Taxable Wages is reported
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 - State Income Tax Withheld
- if State IDGV ‘W2 STATE MEDIA FILING’ = ‘03’, then State Taxable Wages is reported
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-304 - blank
305-307 - Local City Code
- Derived from IDGV screen 'W2 TAXING ENTITY'
e.g. ‘200’ for Cleveland
308 - Tax Type Code
- Derived from IDGV screen 'W2 TAX TYPE CODE'
309-319 - Local Taxable Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330 - Local Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337 - blank
338-412 - Supplemental Data 1
- blank
413-487 - Supplemental Data 2
- blank
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 State Record: Code RT
Record name: Code RU - Total Record (optional)
- Same as State Record: Code RU
Record name: Code RF - Final Record
- Same as State Record: Code RF
WHAT’S NEW FOR QUARTERLY UI WAGE REPORTING FOR TAX YEAR 2011
- Record Code A, positions 144-153. Employer SEAN-Enter the 10 digit State Employer Account Number if the transmitter is an Ohio employer.
- Record Code A, positions 266-275. Third Party Administration ID – Enter the 10 digit TPA ID if the transmitter has been assigned a number from the Unemployment Compensation.
- Record Code E, position 15. Out of State Wages – Enter ‘Y’ if the employer paid wages to any of the same employees for work in another state and reported the wages to the other state for UI.
- Record Code E, positions 173-177. Filler
- Record Code E, positions 178-187. State Employer Account Number – Enter the 10 digit Ohio Employer Account Number.
- Record Code T, positions 55-68. Ohio Taxable Wages. If position 15 of the E record = Y (Out of State Wages) for this or prior quarter in this calendar year, enter Total Ohio taxable wages for employer.
- Record Code T, positions 186-198. Payment Allocation Amount.
- Record Code F, positions 140-148. Routing Number, enter the routing number of the Bank Account.
- Record Code F, positions 153-169. Bank Account Number.
- Record Code F, positions 170-181. Total Amount Paid – Enter the sum of allocation for all employers.
- Record Code F, position 182. Account Type – Enter 1 for Savings, 2 for Personal Checking, 3 for Corporate Checking.
- Record Code F, position 183-175. Name on Bank Account.
STATE QUARTERLY UI WAGE REPORTING – ICESA format
- The Ohio Department of Labor accepts filing of Quarterly UI wage via magnetic media using the ICESA format, required record codes are: Code A,E,S,T,F
- The user must run RPYEU and select the following to generate Quarterly UI Wage Reporting for the state of Ohio:
Media Format: - State SUI File Format
Select State: - Ohio, USA
- You must select state OHIO in the ‘Report List Filters’.
- Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- Period Type: Quarter.
- Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
- Media File Type: State SUI File Format.
- If the Directory Nmae/Media File Name is not supplied, an output file will not be produced.
Quarterly UI Wage Magnetic Media REPORTING – ICESA format
(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns with OH indicates it is a Ohio specific requirement which is not the standard record format For more information, please refer to the state web site http://jfs.ohio.gov/ouc/uctax
This page (revision-54) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop