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

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Version Date Modified Size Author Changes ... Change note
33 26-Nov-2021 10:22 15 KB Meg McFarland to previous
32 26-Nov-2021 10:22 14 KB Meg McFarland to previous | to last
31 26-Nov-2021 10:22 14 KB Meg McFarland to previous | to last
30 26-Nov-2021 10:22 25 KB lurtan to previous | to last
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26 26-Nov-2021 10:22 31 KB kparrott to previous | to last US_Annual_Qtrly_Reporting_GEN ==> Tax Reporting - US General
25 26-Nov-2021 10:22 31 KB jmyers to previous | to last
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Tax Reporting - OK
Tax Reporting - OK

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At line 3 changed one line
!!!Oklahoma Annual and Quarterly Wage Reporting
!!!Oklahoma Annual and Quarterly Reporting
!!What's New for Tax Year 2011
There are no noted file format changes in wage reporting for the state of Oklahoma for tax year 2011.
At line 6 changed one line
This document contains abbreviated set up requirements for the state of Oklahoma 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 Oklahoma only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) for other setup procedure that may also be required.
At line 9 changed 3 lines
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for 'State Registration' for State/Province: Oklahoma.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Oklahoma.
*'W2 STATE MEDIA FILING' - OK 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 OK only.)
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: Oklahoma.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: Oklahoma.
*‘W2 STATE MEDIA FILING’- OK 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 OK only.)
At line 14 changed 3 lines
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with 'State SUI Registration' for State/Province: Oklahoma.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: Oklahoma.
**'W2 STATE MEDIA FILING' - Must be '02' to generate State UI wage file for state of Oklahoma.
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with ‘State SUI Registration’ for State/Province: Montana.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Montana.
**‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Montana.
At line 18 removed 6 lines
!!State File Procedures
*The Oklahoma Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages via magnetic media using the ICESA format.
*Records required for the W2 reporting are: Codes RA, RE, RW, RO, RS, RT, RV, RU and RF.
*The State of Oklahoma requires to file the OK State file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of Oklahoma, the IDGV Variable:
***'W2 STATE MEDIA FILING' 01 - Federal File Format to include Federal Record Types.
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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 Oklahoma State File information: \\ \\
IDGV - SUI Registration
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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.
|Media Format|Mandatory. Set to Federal 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
- IDGV Definition Tab must be set up with ‘SUI Registration’ for State/Province: Oklahoma
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__RPYEU Report Filters__
|Select State: Oklahoma, USA
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!!State Magnetic Media Reporting - EFW2 File Format
STATE MAGNETIC MEDIA REPORTING – EFW2 File Format
- IDGV Variables Tab must be set up with ‘State Registration’ for State/Province: Oklahoma
At line 43 removed 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'}]
\\
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!Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate State UI wage file for state of OK.
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!Record Name: Code RO - Employee Wage Record (Same as Federal Code RO)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
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!Record Name: Code RS - State Record (Specific to the State of Oklahoma only)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code|Required. Enter the appropriate FIPS postal numeric code. Oklahoma numeric code is “40” \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9|Taxing Entity Code|Defined by State/local agency \\Derived from [IDGV] 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
|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] W2-EE-SSN Field Identifier
|19-33|Employee First Name|Enter the employee's first name. Left justify and fill with blanks.\\Derived from [IDFDV] W2-EE-FIRST-NAME Field Identifier
|34-48|Employee Middle Name or Initial|Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|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’
|69-72|Suffix|If applicable, enter the employee's alphabetic suffix. Example: SR, JR. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|73-94|Employee Location Address|Enter the employee’s location address (Attention, Suite, Room Number, etc.).\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|95-116|Employee Delivery Address|Enter the employee’s delivery address\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|117-138|Employee City|Enter the employee’s city \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|139-140|Employee State Abbreviation|Enter the employee’s State \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|141-145|Employee ZIP Code|Enter the employee’s zip code\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|146-149|Employee ZIP Code Extension|If applicable, enter the four digit extension of ZIP code. \\Derived from IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|150-154|Blank|Fill with blanks. Reserved for SSA use
|155-177|Employee Foreign State/Province|Enter the employee's foreign State/Province, if applicable. \\Left justify and fill with blanks. Otherwise, fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’
|178-192|Employee Foreign Postal Code|Enter the employee's foreign postal code, if applicable. Left \\justify and fill with blanks. Otherwise, fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’
|193-194|Employee Country Code|If one of the following applies, fill with blanks: \\ \\* One of the 50 States of the U.S.A. \\* District of Columbia \\* Military Post Office (MPO) \\* American Samoa \\* Guam \\* Northern Mariana Islands \\* Puerto Rico \\* Virgin Islands \\ Otherwise, enter the applicable Country Code. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’
|195-247|Blank|Fill with blanks. Reserved for SSA use
|248-267|State Employer Account Number|Applies to unemployment reporting
|268-273|Blank|Fill with blanks. Reserved for SSA use
|274-275|State code|Enter the appropriate FIPS postal numeric code. Oklahoma numeric code is “40” \\Derived from the State being reported
|276-286|State Taxable Wages|Right justify and zero fill. \\ Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ [IDFDV] Field Identifiers. \\Applies to income tax reporting.
|287-297|State Income Tax Withheld|Right justify and zero fill. \\Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ [IDFDV] Field Identifiers. \\Applies to income tax reporting.
|298-307|Other State Data|To be defined by each State. \\Applies to income tax reporting.
|308|Tax Type Code|Enter the appropriate code for entries in fields 309-330: \\* C = City Income Tax \\* D = County Income Tax \\* E = School District Income Tax \\* F = Other Income Tax. \\ Applies to income tax reporting.
|309-319|Local Taxable Wages|To be defined by State/local agency. \\ Applies to income tax reporting.
|320-330|Local Income Tax Withheld|To be defined by State/local agency. \\ Applies to income tax reporting.
|331-337|State Control Number|Optional. \\ Applies to income tax reporting.
|338-352|Oklahoma Withholding (WTH) Account Number|Required. Enter the Oklahoma Withholding (WTH) Account Number \\Leave blank if reporting for a State other than Oklahoma
|353-412|Supplemental Data 1|To be defined by user
|413-487|Supplemental Data 2|To be defined by user
|488-512|Blank|Fill with blanks. Reserved for SSA use
At line 94 removed 2 lines
!Record Name: Code RT - Total Record (Same as the Federal Code RT)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
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!Record Name: Code RU - Total Record (Same as Federal Code RU)
[{InsertPage page='W2_EFW2_RECORD_RU'}]
!!State File Procedures
*The Montana 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 RA,RE,RW,RS,RT,RF; and for the UI wage reporting: Code A,B,E,S,T,F.
*The State of Montana requires to file the MT state file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of Montana, the IDGV Variable:
***‘W2 STATE MEDIA FILING’ 02 – Montana state requires its own file, do not include other state information in the state file.
At line 100 changed 12 lines
!Record Name: Code RV - Final Record (Specific to the State of Oklahoma only)
||Column||Description||Source
|1-2|Record Identifier|Constant "RV"
|3-4|State Code|Required. Enter the appropriate FIPS postal numeric code. Oklahoma numeric code is “40” \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-11|Number of RS Records|Required. Enter the total number of RS records
|12-20|Employer/Agent|Required. Enter the name associated with the State ID. \\Left justify and fill with blanks
|21-41|Blank|Fill with blanks
|42-56|State Taxable Wages|Enter the total State taxable wages
|57-71|State Income Tax Withheld|Enter the total State income tax withheld
|72-86|Local Taxable Wages|Enter the total Local taxable wages
|87-101|Local Income Tax Withheld|Enter the total Local income tax withheld
|102-512|Blank|Fill with blanks
!Annual W2 Wage Reporting – EFW2 File Format
[RPYEU] must be run and the following selected to generate Montana state file information:
|Report List Filters, Select State:|Montana, 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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The Directory and Media File Name parameters must be populated or an output file will not be produced.
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!Record Name: Code RF - Final Record (Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
!!State Media Magnetic Media Reporting – EFW2 File Format
;Record name:Code RA - Transmitter Record (same as the federal code RA)
At line 57 added 12 lines
!Quarterly UI Wage Reporting – ICESA Format
[RPYEU] must be run and the following selected to generate Montana state file information:
|Media Format:|State SUI File Format
|Select State:|Montana, USA
* The state of Montana 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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!State Quarterly UI Wage Reporting - ICESA File Format
The required records are code E, S and T. (Note: The optional code 'P' record is not supported.) \\ \\
!!Quarterly UI Wage Magnetic Media Reporting - ICESA Format
;Record name: Code A - Transmitter Record
At line 121 changed one line
[RPYEU] must be run with the following report parameters and filters defined to generate the Oklahoma State UI Wage file information: \\ \\
!!ICESA for the State of Montana
* The format details are found at the [State of Montana Department of Labor and Industry|
http://uid.dli.mt.gov/tax/forms/magneticmediahandbook.pdf] website.
----
![Notes|Edit:Internal.Tax Reporting - OK]
[{InsertPage page='Internal.Tax Reporting - OK' default='Click to create a new notes page'}]
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-20YY'. The Variables need to be entered in this form code for specific use in the installation.
|Quarterly Form Code|Required. Use standard form code, such as 'HL$US-QTR-20YY'. \\Must be entered to generate the 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.
|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
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__RPYEU Report Filters__
|Select State: Oklahoma, USA
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!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Payment Year|Enter the year the report is being prepared for
|6-14|Federal EIN|Enter the Employer's Federal EIN \\Numeric values only \\Derived from [IDFDV] Field Identifier: ‘SUB-ER-EIN’
|15-23|Blank|Fill with blanks
|24-73|Employer Name|Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency\\ \\Derived from the Entity
|74-159 OK|Not Required|Fill with blanks
|160-160|Type of Employment|Enter: ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military), ‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad)\\ Derived from [IDFDV] Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
|161-162|Blocking Factor|Enter blocking factor of the file. Not to exceed 85. Enter blanks for diskette\\Derived from [IDFDV] Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
|163-166|Establishment Number or Coverage Group/PRU|Enter either the establishment number of the coverage group/PRU, or fill with blanks \\Derived from [IDFDV] Field Identifier: ‘ESTABLISHMENT NUMBER’ (seq 3030)
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Identifier Code|Enter the state FIPS postal numeric code for the State the wages are being reported for \\State of Oklahoma is '40’
|173-187|State Unemployment Insurance Account Number|Enter the state UI employer account number \\Derived from the IDGV State SUI Registration
|188-189|Reporting Period|Enter the last month of the reporting periodm such as 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
|191-275 OK|Not Required|Fill with blanks
At line 154 removed 18 lines
!Record Name: Code S - State Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s social security number. If not known, enter ‘I’ in position 2 and blanks in positions 3-10. \\Enter the employee's SSN.\\If an invalid SSN is encountered, this field is entered with zeroes. \\Derived from [IDFDV] W2-EE-SSN Field Identifier
|11-30|Employee Last Name|Enter the employee's last name. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|31-42|Employee First Name|Enter the employee's first name. Left justify and fill with blanks.\\Derived from [IDFDV] W2-EE-FIRST-NAME Field Identifier
|43-43|Employee Middle Initial|Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|44-45|State Code|Enter the State FIPS postal numeric code for the State wages are being reported. The Numeric Code for Oklahoma is ‘40’
|46-63 OK|Blank|Fill with blanks
|64-77 OK|State QTR Unemployment Insurance Total Wages|Enter the State quarterly Unemployment Insurance Total Wages \\Omit decimals. \\Right justify and zero fill. \\Applies to unemployment reporting
|78-91 OK|Not Required|Fill with blanks
|92-105 OK|State QTR Unemployment Insurance Taxable Wages|Enter the State quarterly wages subject to unemployment taxes. \\Omit decimals. \\Right justify and zero fill. \\Applies to unemployment reporting
|106-142 OK|Not Required|Fill with blanks
|143-146 OK|Constant ‘UTAX’
|147-161 OK|State Unemployment Insurance Account Number|Enter the 9 digit Oklahoma account number. \\Omit hyphens \\Derived from the SUI Registration Number on IDGV
|162-214 OK|Not required|Fill with blanks
|215-220|Reporting Period (Month/Year)|Enter the last month and year of the quarter this report applies to. Example: 0620YY for 2nd quarter of 20YY
|221-275 OK|Not required|Fill with blanks
At line 173 changed 17 lines
!Record Name: Code T - Total Record
||Column||Description||Source
|1-1|Record Identifier|Constant "T"
|2-8|Number of employees|Enter the total number of employees (S Records) since the last E record
|9-12|‘UTAX’|
|13-26|Not Required|Fill with blanks
|27-40|State QTR UI Total Wages for Employer|
|41-54|Blank|Fill with blanks
|55-68|State QTR UI Taxable Wages for Employer|
|69-81|Blank|Fill with blanks
|82-87|UI Tax Rate for the Quarter|Derived from the State SUI Employer SUI Rate ([IDGV])\\ \\(Decimal followed by 5 digits i.e. enter 2.8% as .02800)
|88-100|State Qtr UI Taxes Due|From the Identifier (TAXES DUE)
|101-226|Blank|Fill with blanks
|227-233|Total Employees with Taxable Wages|Enter 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|Total Employees with Taxable Wages|Enter 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|Total Employees with Taxable Wages| Enter 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|Blank|Fill with blanks
At line 191 changed 3 lines
----
![Notes|Edit:Internal.Tax Reporting - OK]
[{InsertPage page='Internal.Tax Reporting - OK' default='Click to create a new notes page'}]
STATE FILE PROCEDURES
At line 93 added 3 lines
- For 2008 reporting, the state of Oklahoma Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages via magnetic media using the NASWA/ICESA format.
- Records required for the W2 reporting are: Codes RA,RE,RW/RO,RS,RT/RU,RF.
At line 97 added 4 lines
- Oklahoma state requires to file the OK state file by itself, therefore the user must set up IDGV as follows:
- for State Registration of Oklahoma, the IDGV Variable:
‘W2 STATE MEDIA FILING’
01 – Federal File Format to include Federal Record Types.
At line 102 added one line
ANNUAL W2 WAGE REPORTING – EFW2 file format
At line 104 added 15 lines
- The user must run RPYEU and select the following to generate Oklahoma state file information:
Report List Filters, Select State: - Oklahoma, USA
Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type: - Year
Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format: - Federal File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
STATE MAGNETIC MEDIA REPORTING – EFW2 File Format
Record name: Code RA - Transmitter Record (same as the Federal code RA)
At line 120 added one line
STATE QUARTERLY UI WAGE REPORTING – NASWA/ICESA file format
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- The user must run RPYEU and select the following to generate Oklahoma state UI Wage file information:
Media Format: - State SUI File Format
Select State: - Oklahoma, USA
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- You must select state Oklahoma in the ‘Report List Filters’.
- Annual Form Code’ – use the standard HighLine supplied form code HL$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 Name/Media File Name is not supplied, an output file will not be produced.
- To produce a SUI file format in the NASWA/ICESA file format, the Quarterly Form Code must be entered. The required records are code ‘E’, ‘S’, and ‘T’. (Note, the optional code ‘P’ record is not supported by HighLine).
This page (revision-33) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop