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Tax Reporting - PA
Tax Reporting - PA

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!!!Pennsylvania Annual and Quarterly Reporting
!!!Montana Annual and Quarterly Reporting
!!What's New for Tax Year 2011
There are no file format changes in wage reporting for the state of Montana in tax year 2011.
At line 8 added 6 lines
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)
At line 6 changed one line
This document contains abbreviated set up requirements for the State of Pennsylvania 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 Montana 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 5 lines
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Pennsylvania.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Pennsylvania.
*'W2 STATE MEDIA FILING' - Enter '02' to generate PA State magnetic media file, then change to '03' for City file.
*[RPYEU] needs to be run twice; once to generate the file for the State of Pennsylvania and again to generate the City file for Philadelphia. \\ \\After the State Magnetic media file is generated, if the State Earnings and Taxes need to be included in the Philadelphia City File, the following must be changed:
**'W2 STATE MEDIA FILING' - change to '03' to include the State information in the City file when Philadelphia file is run.
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: Montana.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: Montana.
*‘W2 STATE MEDIA FILING’- MT 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 MT only.)
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*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with 'State SUI Registration' for State/Province: Pennsylvania.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: Pennsylvania.
**'W2 STATE MEDIA FILING'- Enter '02' to generate the UI wage magnetic media file for the State of Pennsylvania.
*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 20 changed 7 lines
!IDGV - Local Registration
To report the Philadelphia City file:
*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 Philadelphia:
|W2 STATE MEDIA FILING|Enter '03' to generate City tax information in the Local File format
|W2 TAX TYPE CODE|Enter 'C' for City Tax
|W2 TAXING ENTITY|Enter 'PHILA' to generate the Philadelphia City File
!!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 28 changed 2 lines
!IDFDV - City Tax Set Up
If there is applicable City tax, the 'Field Variable' column on [IDFDV] must be set up appropriately. The following Identifiers __must be__ set up:
!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$US-W2-2012’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|State File Format
At line 31 changed 6 lines
||Seq||Identifier||Description||Level||O/R Prompt||Field Source||Field Variable
|8500|W2-CITY-NAME|City Name|Local|20-CITY NAME|DB column|DTX.JURISDICTION_NAME
|8510|W2-CI-WAGE-HOME|Local Wage, Home city|Local|18-HOME CITY WAGE|Element|W2-CI-WAGE-RES
|8520|W2-CI-WAGE-WORK|Local Wage, Work city|Local|18-WORK CITY WAGE|Element|W2-CI-WAGE-WORK
|8530|W2-CI-TAX-HOME|Local Tax, Home city|Local|19-HOME CITY TAX|Element|W2-CI-TAX-RES
|8540|W2-CI-TAX-WORK|Local Tax, Work city|Local|19-WORK CITY TAX|Element|W2-CI-TAX-WORK
The Directory and Media File Name parameters must be populated or an output file will not be produced.
At line 38 changed one line
%%information: Note that all other columns are pre-defined in [IDFD] and can not be altered on the [IDFDV] form.%%
!!State Media Magnetic Media Reporting – EFW2 File Format
;Record name:Code RA - Transmitter Record (same as the federal code RA)
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!Quarterly UI Wage Reporting – ICESA Format
[RPYEU] must be run and the following selected to generate Montana state file information:
|Media Format:|State SUI File Format
|Select State:|Montana, USA
* The state of Montana must be selected in the ‘Report List Filters’.
*Annual Form Code – Use the standard supplied form code HL$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$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
*Period Type:Quarter
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
*Media File Type:State SUI File Format\\ \\
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
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!!State File Procedures
*The Pennsylvania Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format.
*Records required are: Code RA, RE, RS, RV, RF. Other record codes are not required (RW, RO, RT and RU) and should be removed.
*The State of Pennsylvania requires the PA state account number to be filed on the Code RE record, therefore [RPYEU] must be run to generate PA State File for its own state. [IDGV] must be set up as follows:
**For State Registration of Pennsylvania, the 'W2 STATE MEDIA FILING' IDGV Variable must be set to "2". Pennsylvania State requires its own file. Do not include other State information in the State file.
!!Quarterly UI Wage Magnetic Media Reporting - ICESA Format
;Record name: Code A - Transmitter Record
At line 47 changed 2 lines
!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Pennsylvania State file information: \\ \\
!!ICESA for the State of Montana
* The format details are found at the [State of Montana Department of Labor and Industry|
http://uid.dli.mt.gov/tax/forms/magneticmediahandbook.pdf] website.
----
![Notes|Edit:Internal.Tax Reporting - PA]
[{InsertPage page='Internal.Tax Reporting - PA' default='Click to create a new notes page'}]
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-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. 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
WHAT’S NEW FOR W2 WAGE REPORTING FOR TAX YEAR 2011
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__RPYEU Report Filters__
|Select State: Pennsylvania, USA
The following changes have been noted for reporting W2 wages to the Federal Government using the standard EFW2 format:
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- (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 62 removed one line
!!State Media Magnetic Media Reporting - EFW2 File Format
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!Record Name: Code RA – Transmitter Record (Required)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
SET UP
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- This document contains abbreviated set up for the state of Pennsylvania only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.
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!Record Name: Code RE – Employer Record (Required)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
IDGV - State Registration
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!Record Name: Code RS - State Record
NOTE: Positions 1- 247 and 268-337 follow SSA requirements. All other positions are State of Pennsylvania specific
- IDGV Definition Tab must be set up for ‘State Registration’ for State/Province: Pennsylvania
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||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate postal __numeric__ code. \\Derived from the State being reported.
|5-9|Taxing Entity Code|Defined by State/local agency.
|10-18|Social Security Number|Enter the employee's SSN. __If no SSN is available, fill with zeros.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] 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|Employee Suffix|Enter the employee's alphabetical suffix, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’
|73-94|Employee Location Address|Enter the employee's location address. Include suite, room number, etc. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’
|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’
|117-138|Employee City|Enter the employee's city. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’
|139-140|Employee State Abbreviation|Enter the employee's State postal abbreviation. Left justify and fill with blanks. For a foreign address, fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’
|141-145|Employee ZIP Code|Enter the employee's zip code. For a foreign address, fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’
|146-149|Employee ZIP Code Extension|Enter the employee's four-digit zip code extension. If not applicable, fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’
|150-154|Blank|Fill with blanks. Reserved for SSA use.
|155-177|Foreign State/Province|If applicable, enter the employee's foreign State/Province. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|178-192|Foreign Postal Code|If applicable, enter the employee's foreign postal code. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|193-194|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.
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;Locations 195 to 267:Apply to Quarterly Unemployment Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.\\Please read the document [Tax Reporting - US General] for details on quarterly reporting.
- IDGV Variables Tab must be set up for ‘State Registration’ for State/Province: Pennsylvania
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|195-196|Optional Code|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|197-202|Reporting Period|Enter the last month and four-digit year for the calendar quarter that this report applies. \\ __Applies to unemployment reporting.__
|203-213|State Quarterly Unemployment Insurance Total Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|225-226|Number of Weeks Worked|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|227-234|Date First Employed|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|243-247|Blank|Fill with blanks. Reserved for SSA use.
|248-255 PA| Employer Withholding Account Number|Enter 8-digit employer withholding account number
|256-267|Blank
|268-273|Blank|Fill with blanks. Reserved for SSA use.
‘W2 STATE MEDIA FILING’ - Enter ‘02’ to generate PA State magnetic media file, then change to ‘03’ for City file
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;Locations 274 to 337:Apply to Income Tax Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
The user need to run RPYEU twice to generate file for State of Pennsylvania and then run RPYEU again to generate city file for Philadelphia. After the State Magnetic media file is generated, to generate the Philadelphia City File, if the user wants to include the State Earnings and Taxes in the Philadelphia City File, the user must change the following:
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|274-275|State code|Enter the appropriate postal __numeric__ code. \\Derived from the State being reported. \\__Applies to income tax reporting.__
|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|Defined by State/local agency. \\ __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.__
|338-346 PA|Individual Taxpayer Identification Number (ITIN)|Enter the employee's ITIN as shown on the card issued by SSA.
|347-512 PA|Blank|Fill with blanks. Reserved for SSA use.
‘W2 STATE MEDIA FILING’ - change to ‘03’.to include State information in the City File when Philadelphia file is run
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IDGV - State SUI Registration
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!Record Name: Code RV - State Total Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RV"
|3-4|State Code|Must be "42" for PA State Wages and Withholding
|5-8|Tax Year|Required. Enter the tax year being reported.
|9-16|PA 8 digit Account Number|Required. Enter the PA 8-digit Account Number.
|17-25|Employer EIN|Required
|26-32|Number of RS Records|Required. Enter the total Number of RS Records when State Code equals '42'
|33-47|Total PA Taxable Wages|Required. Enter the total of PA Taxable Wages when State Code equals '42'
|48-62|Total PA Taxable Withheld|Required. Enter the total of PA Taxable Withheld when State Code equals '42'
|63-512|Blank|Fill with blanks. Reserved for PADOR use
- IDGV Definition Tab must be set up for ‘State SUI Registration’ for State/Province: Pennsylvania
At line 136 changed 8 lines
\\ \\
!Record Name: Code RF - Final Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RF"
|3-475|Blank|Fill with blanks. Reserved for SSA use.
|476-482|Number of RS records when State Code equals '42'|Required
|483-497|Total PA Taxable Wages of RS records when State Code equals '42'|Required
|498-512|Total PA Taxable Withheld of RS records when State Code equals '42'|Required
- IDGV Variables Tab must be set up for ‘State SUI Registration’ for State/Province: Pennsylvania
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‘W2 STATE MEDIA FILING’ - Enter ‘02’ to generate UI Wage magnetic media file for state of Pennsylvania.
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!!Philadelphia City File Procedures
!Philadelphia City Website
For W2 City filing: \\[https://www.revenue.pa.gov/GeneralTaxInformation/Tax%20Types%20and%20Information/EmployerWithholding/Documents/2018_w-2_and_1099_reporting_inst_and_specs.pdf]
\\
IDGV - Local Registration
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!Philadelphia City File Procedures
*The Philadelphia City Tax Magnetic Media reporting is reported using the EFW2 format
*Record Codes required are: Code RA, RE, RS, RV, RF
To report Philadelphia City File:
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!Philadelphia City Wage Reporting
[RPYEU] must be run with the following report parameters and filters defined to generate the Pennsylvania City file information:\\ \\
__RPYEU Report Parameters__
|Media Format:State File Format
\\
__RPYEU Report Filters__
|Select State: Pennsylvania, USA
|Select City: Philadelphia, PA, USA
- IDGV Definition Tab must be set up with ‘US Local Registration’ for each City in the Jurisdiction field:
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\\
When RPYEU generates the PHILA Local file, RPYEU will pick up more than one dtx from YTD because Philadelphia has multiple jurisdictions that are for PHILA. \\
RPYEU supports the lexicon X_W2_MEDIA_FORMAT for a value of "*21 - PA PHILA format"
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*When RPYEU is run, define the following report parameters and filters as follows: \\
__RPYEU Report Parameters__
|Media Format: PA PHILA File Format
\\
__RPYEU Report Filters__
|Select City: All
- IDGV Variables Tab must be set up for ‘US Local Registration’ for Philadelphia:
At line 175 changed 7 lines
\\
To generate the PHILA file, users must select one City or ALL Cities on the City field.
#IDGV: US Local Regist 1 must be set up with Registration # to be reported on the Code RS record
#IDGV UDF:
*W2 State Media Filing = 03
*W2 Tax Type Code = C
*W2 Taxing Entity = PHILA
‘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’ - Must be ‘PHILA’ to generate Philadelphia City File
At line 183 removed 4 lines
\\ \\
!!Philadelphia City Magnetic Media Reporting - EFW2 Format
!Record Name: Code RA - Transmitter Record (Same as Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
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!Record Name: Code RE - Employer Record (Same as Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
IDFDV – City Tax Set Up
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!Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
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):
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!Record Name: Code RS – Philadelphia City Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS postal __numeric__ code. \\Pennsylvania numeric code is "42". \\Derived from the State being reported.
|5-9|Taxing Entity Code|Defined by State/local agency.
|10-18|Social Security Number|Enter the employee's SSN. __If no SSN is available, fill with zeros.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|19-33|Employee First Name|Enter the employee's first name, as shown on the SSN card. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-FIRST-NAME’ [IDFDV] Field Identifier.
|34-48|Employee Middle Name or Initial|If applicable, enter the employee's middle name or initial, as shown on the SSN card. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-MIDDLE’ [IDFDV] Field Identifier.
|49-68|Employee Last Name|Enter the employee's last name, as shown on the SSN card. \\Left justify and fill with blanks. \\ Derived from the ‘W2-EE-LAST-NAME’ [IDFDV] Field Identifier.
|69-72|Employee Suffix|If applicable, enter the employee's alphabetic suffix. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-SUFFIX’ [IDFDV] Field Identifier.
|73-94|Employee Location Address|Enter the employee's location address (Attention, Suite, Room Number, etc.) \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LOCN-ADDR’ [IDFDV] Field Identifier.
|95-116|Employee Delivery Address|Enter the employee's delivery address. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-DELIV-ADDR’ [IDFDV] Field Identifier.
|117-138|Employee City|Enter the employee's city. \\Left justify and fill with blanks. \\ Derived from the 'W2-EE-CITY’ [IDFDV] Field Identifier.
|139-140|Employee State Abbreviation|Enter the employee's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-STATE’ [IDFDV] Field Identifier.
|141-145|Employee ZIP Code|Enter the employee's ZIP Code. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-ZIP’ [IDFDV] Field Identifier.
|146-149|Employee ZIP Code Extension|Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. \\Derived from the ‘W2-EE-ZIP-EXT’ [IDFDV] Field Identifier.
|150-154|Blank|Fill with blanks. Reserved for SSA use.
|155-177|Foreign State/Province|If applicable, enter the employee's foreign State/Province. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|178-192|Foreign Postal Code|If applicable, enter the employee's foreign postal code. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|193-194|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.
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
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;Locations 195 to 267:Apply to Quarterly Unemployment Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.\\Please read the document [Tax Reporting - US General] for details on quarterly reporting.
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|195-196|Optional Code|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|197-202|Reporting Period|Enter the last month and four-digit year for the calendar quarter that this report applies. \\ __Applies to unemployment reporting.__
|203-213|State Quarterly Unemployment Insurance Total Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|225-226|Number of Weeks Worked|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|227-234|Date First Employed|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|243-247|Blank|Fill with blanks. Reserved for SSA use.
|248-267|State Employer Account Number|Enter the State's Employer Account Number. \\__Applies to unemployment reporting.__
|268-273|Blank|Fill with blanks. Reserved for SSA use.
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 229 removed one line
;Locations 274 to 337:Apply to Income Tax Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
At line 231 changed 11 lines
|274-275|State code|Enter the appropriate numeric FIPS code. \\Derived from the State being reported\\Pennsylvania is code "42". \\__Applies to income tax reporting.__
|276-286|PA 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|PA 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|Defined by State/local agency. \\ __Applies to income tax reporting.__
|308|Tax Type Code|Enter the appropriate code for entries in fields 309-330: \\* C = City Income Tac \\* 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.__
|338-412|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.
STATE FILE PROCEDURE
At line 157 added one line
- The Pennsylvania Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format
At line 244 changed 2 lines
!!State Quarterly UI Wage Reporting - ICESA Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Pennsylvania City file information: \\ \\
- Record Codes required are: Code RA,RE,RS,RT,RF (other record codes are not required but may be included)
- Pennsylvania State requires the PA State Account number to be filed on Code RE record, therefore the user must run RPYEU to generate PA State File for its own State, the user must set up IDGV as follows:
At line 247 changed 11 lines
__RPYEU Report Parameters__
|Annual Form Code|Use the current annual form code, HL$US-W2-YYYY, provided by High Line. The Variables must be entered on this form code for specific use in the installation.
|Quarterly Form Code|Must be defined in order to produce the UI file in the [ICESA] format.
|Period Type|Select Quarter
|Period End Date|Enter the quarter end date, such as 30-Jun-YYYY
|Media Format|State SUI File Format
|Directory Name|Must be defined or an output file will not be generated.
|Media File Name|Must be defined or an output file will not be generated.
\\
__RPYEU Report Filters__
|Select State: Pennsylvania, USA
- for State Registration of Pennsylvania, the IDGV Variable:
‘W2 STATE MEDIA FILING’
02 – State requires its own File, do not include other State information in the State File
At line 167 added one line
ANNUAL W2 WAGE REPORTING – EFW2 format
At line 260 changed 3 lines
!Quarterly UI Wage Magnetic Media Reporting - ICESA Format
__NOTE:__ The following ‘Not Required’ fields may or may not always contain blanks.
__NOTE:__ Columns marked with PA indicates it is a Pennsylvania specific requirement which is not the standard record format.%%
- TClient must run RPYEU and select the following to generate Pennsylvania State file information:
Media Format: - State File Format
Select State: - Pennsylvania, USA
At line 264 changed 20 lines
!Record Name: Code A - Transmitter Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘A’
|2-5|Payment Year|Enter the year this report is being prepared for. Derived from the user defined FROM-TO period, converted to YYYY
|6-14|Transmitter’s Federal Identification Number|Enter the transmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes. \\Derived from the ‘TRAN EIN’ (seq 1010) [IDFDV] Field Identifier.
|15-18|Taxing Entity Code|Constant ‘UTAX’
|19-23|Blank|Fill with blanks
|24-73|Transmitter Name|Enter the name of the organization submitting the file. \\Derived from the ‘TRAN NAME’ (seq 1030) [IDFDV] Field Identifier.
|74-113|Transmitter Street Address|Enter the street address of the organization submitting the file. \\Derived from the ‘TRAN ADDRESS’ (seq 1040) [IDFDV] Field Identifier.
|114-138|Transmitter City|Enter the City of the organization submitting the file. \\Derived from the ‘TRAN CITY’ (seq 1050) [IDFDV] Field Identifier.
|139-140|Transmitter State|Enter the standard two-character FIPS postal abbreviation of the organization submitting the file. \\Derived from the ‘TRAN STATE’ (seq 1060) [IDFDV] Field Identifier.
|141-153|Report Type|Enter 'ORIGINAL' or 'AMENDED'
|154-158|Transmitter ZIP Code|Fill with blanks
|159-163|Transmitter ZIP Code Extension|Fill with blanks
|164-193|Transmitter Contact Title|Enter the title of the individual from the transmitter's organization that is responsible for the accuracy and completness of the file. \\Derived from the ‘TRAN CONTACT’ (seq 1090) [IDFDV] Field Identifier.
|194-203|Transmitter Contact Telephone Number|Enter the telephone number where the transmitter's contact can be contacted. \\Derived from the ‘TRAN CONTACT PHONE’(seq 1100) [IDFDV] Field Identifier.
|204-207|Telephone Extension|Enter the telephone extension for the transmitter's contact telephone number. \\Derived from the ‘TRAN CONTACT EXTN’ (seq 1110) [IDFDV] Field Identifier.
|208-213 PA|Transmitter Authorization Number|Fill with blanks
|214-248 PA|Not Required|Fill with blanks
|249-275 PA|Transmitter Contact Person|Enter the name of the individual from the transmitter's organization that is responsible for the accuracy and completness of the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’ (seq 1090)
Report List Filters, Select State: - Pennsylvania, 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
At line 285 changed 23 lines
!Record Name: Code B - Authorization Record (Optional record, not read by PA)
||Column||Description||Source
|1-1|Record Identifier|Constant ‘B’
|2-5|Payment Year|Enter the year this report is being prepared for
|6-14|Transmitter’s Federal EIN|Enter only numeric characters. \\Derived from the BASIC EIN (seq 2010) [IDFDV] Field Identifier.
|15-22|Computer|Enter the manufacturer’s name. \\Derived from the ‘BASIC COMPUTER’ (seq 2020) [IDFDV] Field Identifier.
|23-24|Internal Label|Enter ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette. \\Derived from the ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters) [IDFDV] Field Identifier.
|25-25|Blank|Fill with blanks
|26-27|Density|Enter ‘16’, ‘62’, ‘38’, or blank for diskette. \\Derived from the ‘BASIC DENSITY’ (seq 2110) [IDFDV] Field Identifier.
|28-30|Recording Code (Character Set)|Enter “EBC’, or ‘ASC’. \\Always ‘ASC’ for diskette. \\Derived from the ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters) [IDFDV] Field Identifier.
|31-32|Number of Tracks|Enter ‘09’, or ‘18’, or blanks for diskette. \\Derived from the ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character) [IDFDV] Field Identifier.
|33-34|Blocking Factor|Enter the blocking factor of the file. Not to exceed 85. \\Enter blanks for diskette. \\Derived from the ‘BLOCKING FACTOR’ (seq 3050) [IDFDV] Field Identifier.
|35-38|Taxing Entity Code|Constant ‘UTAX’
|39-96|Blank|Fill with blanks
|97-146 PA|Individual Name|Fill with blanks
|147-190|Organization Name|Enter the name of the organization who the media should be returned to. \\Derived from the ‘BASIC NAME’ (seq 2040) [IDFDV] Field Identifier.
|191-225|Street Address|Enter the street address of the organization who the media should be returned to. \\Derived from the ‘BASIC ADDRESS’ (seq 2050) [IDFDV] Field Identifier.
|226-245|City|Enter the City of the organization who the media should be returned to. \\Derived from the ‘BASIC CITY’ (seq 2060) [IDFDV] Field Identifier.
|246-247|State|Enter the standard two-character FIPS postal abbreviation. \\Derived from the ‘BASIC STATE’ (seq 2070) [IDFDV] Field Identifier.
|248-252|Blank|Fill with blanks
|253-257|ZIP Code|Enter a valid ZIP code. \\Derived from the ‘BASIC ZIP CODE’ (seq 2090) [IDFDV] Field Identifier.
|258-262|ZIP Code extension|Enter the four-digit extension of ZIP code, including the hyphen, in position 258. \\Derived from the ‘BASIC ZIP EXTN’ (seq 2080) [IDFDV] Field Identifier.\\ \\Clients must include the hyphen (‘-‘) when defining the [IDFDV] Seq 2080
|263-275|Blank|Fill with blanks
The Directory and Media File Name parameters must be populated or an output file will not be produced.
At line 309 removed 18 lines
!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Reporting Year|Enter the year the report is being prepared for
|6-14|Federal Identification Number (FEIN)|Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes.
|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.
|74-113|Employer Street Address|Enter the street address of the employer's mailing address. \\Derived from the Entity Location.
|114-138|Employer City|Enter the City of the employer's mailing address. \\Derived from the Entity Location
|139-140|Employer State|Enter the appropriate FIPS postal __numeric__ code. \\Pennsylvania numeric code is "42". \\Derived from the Entity Location
|141-166|Blank|Fill with blanks
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Code|Enter the appropriate FIPS postal __numeric__ code. \\Pennsylvania numeric code is "42".
|173-181|State Unemployment Compensation Account Number|Enter the UC employer account number, without spaces or hyphens, no R or M indicators and no check digits. Do not drop the leading zero, if applicable. \\ Left justify and right fill with spaces. \\Derived from the IDGV State SUI Registration.
|182-187|Blank|Fill with blanks
|188-189|Reporting Period|Enter the last month of the calendar quarter the report applies to. 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’ employee records. \\Enter ‘1’ to indicate that the E record will be followed by ‘S’ employee records.
|191-275 PA|Not required|Fill with blanks
At line 182 added 2 lines
STATE MAGNETIC MEDIA REPORTING – EFW2 Format
At line 329 changed 23 lines
!Record Name: Code S – Employee Wage Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s full nine-digit SSN. Do not drop the leading zeros. \\If not known, fill with blanks.
|11-30|Employee Last Name|Enter the employee's last name.
|31-42|Employee First Name|Enter the employee's first name.
|43-43|Employee Middle Initial|Enter the employee's middle initial. Leave blank if no middle initial
|44-45|State Code|Enter the appropriate FIPS postal __numeric__ code. \\Pennsylvania numeric code is "42".
|46-49 PA|Reporting Quarter and Year|Enter the last month and year for the calendar quarter that this wage report applies to (in MMYY format).
|50-63 PA|State QTR Total Gross Wages|Fillwith zeros
|64-77|State QTR Unemployment Compensation Total Wages|Enter the quarterly gross wages paid. Include all tip income. \\Derived from the 7200 [IDFDV] Field Identifier.
|78-91|State QTR Unemployment Compensation Excess Wages|Fill with zeros
|92-105|State QTR Unemployment Compensation Taxable Wages|Enter quarterly taxable wages.
|106-120|Quarterly State disability Insurance Taxable Wages|Fill with zeros
|121-129|State QTR Tip Wages|Fill with zeros
|130-131|Number of Weeks Worked|Enter the number of weeks in the reporting period in which $116 or more was earned, regardless of when paid. Valid values are 0 through 14 only. \\Derived from the 3080 [IDFDV] Field Identifier.\\ \\This can either be defined as a constant, or be picked up from a pay component that is previously populated by a UserCalc. \\ If left null, the the system will compute the value.
|132-134|Number of Hours Worked|Fill with blanks
|135-138|Date First Employed|Fill with blanks
|139-142|Date of Separation|Fill with blanks
|143-146|Taxing Entity Code|Constant ‘UTAX’.
|147-155|State Unemployment Compensation Account Number|Enter the UC employer account number, without spaces or hyphens, no R or M indicators and no check digits. Do not drop the leading zero, if applicable. \\ Left justify and right fill with spaces. \\Derived from the SUI Registration Number defined on [IDGV].
|156-161|Blank|Fill with blanks
|162-275 PA|Not required
Record name: Code RA - Transmitter Record
At line 353 changed 21 lines
!Record Name: Code T - Total Record
||Column||Description||Source
|1|Record Identifier|Constant ‘T’
|2-8|Total Number of Employees|Enter the total number of ‘S’ records reported since the last ‘E’ record
|9-12|Taxing Entity Code|Constant ‘UTAX’
|13-26 PA|Not required|Fill with zeros
|27-40|State QTR Unemployment Compensation Total Wages for Employer|Enter the quarterly gross wages subject to State unemployment tax. Include all tip income. \\The total of this field on all ‘S’ records since the last ‘E’ record for original file.
|41-54 PA|Not required|Fill with zeros
|55-68|State QTR Unemployment Compensation Taxable Wages for Employer|Enter quarterly taxable wages subject to Unemployment taxes.
|69-81|Not required|Fill with zeros
|82-87|Not required|Fill with blanks
|88-144|Not required|Fill with zeros
|145-148|Not required|Fill with blanks
|149-159|Employer Contribution Amount|Enter employer contributions due
|160-163 PA|Not required|Fill with blanks
|164-174|QTR Employee Withholding Amount|Enter employee withholding due
|175-226 PA|Not required|Fill with zeros
|227-233|Month 1 Employment for Employer|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|Month 2 Employment for Employer|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|Month 3 Employment for Employer|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|Not required|Fill with blanks
Column Description
At line 189 added 2 lines
1-2 - Record Identifier
- Constant "RA"
At line 376 changed 8 lines
!Record Name: Code F - Final Record
||Column||Description||Source
|1|Record Identifier|Constant ‘F’
|2-11|Total Number of Employees in File|Enter the total number of ‘S’ records in the entire file
|12-21|Total Number of Employers in File|Enter the total number of ‘E’ records in the entire file
|22-25|Taxing Entity Code|Constant ‘UTAX’
|26-115 PA|Not required|Fill with zeros
|116-275|Not required|Fill with blanks
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-216 PA - Variety.
- Not Required by the state of Pennsylvania.
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-395 PA - Variety.
- Not Required by the state of Pennsylvania.
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-512 PA - Variety.
- Not Required by the state of Pennsylvania.
Record name: Code RE - Employer Record
Position Description
1-2 - Record Identifier
- Constant "RE"
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 PA - Agent Indicator Code
- Not Required by the state of Pennsylvania.
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-39 PA - Variety.
- Not Required by the state of Pennsylvania.
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-220 PA - Variety.
- Not Required by the state of Pennsylvania.
221-504 PA - Blanks.
505-512 PA PA 8 digit Account Number
- derived from IDGV screen with ‘State Registration’ for State/Province: Pennsylvania
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
- Pennsylvania numeric code is "42"
5-9 - Taxing Entity Code
- Not read by PA Revenue
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’
150-267 PA - Variety.
- Not read by PA Revenue
268-273 - blank
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- Pennsylvania is code "42"
- Not read by PA Revenue
276-286 - PA State Taxable Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 - PA State Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-487 PA - Variety
- Not read by PA Revenue
488-512 - blank
Record name: Code RT - Total Record
Position Description
1-2 - Record Identifier
- Constant "RT"
3-339 PA - Variety
- Not read by PA Revenue
340-475 PA - blank
476-482 Number of Code RS Record when State Code equals ‘42’ in previous Code RE Records
- system derived number of all Code RS records in previous Code RE record
483-497 Total PA Taxable Wages when State Code equals ‘42’ in previous Code RE Records
- system derived Total PA Taxable Wages of all Code RS records in previous Code RE record
498-512 Total PA Taxes Withheld when State Code equals ‘42’ in previous Code RE Records
- system derived Total PA Taxes of all Code RS records in previous Code RE record
Record name: Code RF - Final Record
Position Description
1-2 - Record Identifier
- Constant "RF"
3-7 - blank
8-475 PA - Variety
- Not read by PA Revenue
476-482 Number of Code RS Record when State Code equals ‘42’ in all previous Code RE Records
- system derived number of all Code RS records in State File
483-497 Total PA Taxable Wages when State Code equals ‘42’ in all previous Code RE Records
- system derived Total PA Taxable Wages of all Code RS records in State File
498-512 Total PA Taxes Withheld when State Code equals ‘42’ in all previous Code RE Records
- system derived Total PA Taxes of all Code RS records in State File
At line 405 added 17 lines
PHILADELPHIA CITY WEB SITE
- For W2 city filing: http://www.phila.gov/revenue/pdfs/w2_instructions_for_.pdf
PHILADELPHIA CITY FILE PROCEDURES
- For 2005 reporting, the Philadelphia City Tax Magnetic Media reporting is reported using the EFW2 format
- Record Codes required are: Code RA,RE,RW,RS
PHILADELPHIA City Wage Reporting
- The user must run RPYEU and select the following to generate Philadelphia City file information:
Media Format: - Local File Format
Select State: - Pennsylvania, USA
Select City: - Philadelphia, PA, USA
At line 423 added 456 lines
PHILADELPHIA CITY MAGNETIC MEDIA REPORTING – EFW2 Format
Record name: Code RA - Transmitter Record (same as federal code RA)
Column Description
1-2 - Record Identifier
- Constant "RA"
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28 - Personal Identification Number (PIN) and Software Vendor Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- Please note that this field consists of an 8-character PIN code in positions 12-19, a
4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28.
29 - Resub Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35 - Resub WFID
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37 - Software Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116 - Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138 - Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160 - Company City
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162 - Company State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167 - Company ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171 - Company ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176 - Blanks
177-199 - Company Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214 - Company Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216 - Company Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355 - Blanks.
356-378 - Submitter Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512 - Blanks
Record name: Code RE - Employer Record (same as federal code RE)
Column Description
1-2 - Record Identifier
- Constant "RE"
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25 - Agent for EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-178 - Blanks
179-201 - Employer Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219 - Employment Code
- from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
- If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of employment is derived from IDGR screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512 - Blanks.
Record name: Code RW - Employee Wage Record (same as federal code RW)
Column Description
1-2 - Record Identifier
- Constant "RW"
3-11 - Social Security Number
- Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147 - Blanks
148-170 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198 - Wages, Tips and other compensation
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209 - Federal Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220 - Social Security Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231 - Social Security Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242 - Medicare Wages & Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253 - Medicare Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264 - Social Security Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275 - Advanced Earned Income Credit
- Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286 - Dependent Care Benefits
- Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297 - Deferred Compensation contribution to Section 401(k)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308 - Deferred Compensation contribution to Section 403(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319 - Deferred Compensation contribution to Section 408(k)(6)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330 - Deferred Compensation contribution to Section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341 - Deferred Compensation contribution to Section 501(c)(18)(D)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352 - Military Employee’s Basic Quarters and Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363 - Non-qualified Plan section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374 - Employer Contribution to a Health Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385 - Non-qualified Plan Not section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407 - Blanks
408-418 - Employer cost of premiums for Group Term Life insurance over $50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429 - Income from Non-statutory Stock Options
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-485 - blank
486 - Statutory Employee Indicator
- Derived from IDFDV screen, 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 screen, 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 screen, 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 RS – Philadelphia City 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, from IDFDV sequence 7000.
- Pennsylvania numeric code is “42"
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’ (seq 2500)
- 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’ (seq 2510)
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154 - Blanks.
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Employee Country Code
- Derived from IDFDV screen, 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 read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting.
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-2003’, then reporting period is ‘122003’
203-213 - State Quarterly Unemployment Insurance Total Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
- note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224 - State Quarterly Unemployment Insurance Taxable Wages
- this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government
- please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting
225-226 - 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 - Blanks
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
- When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-273 - Blanks
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.
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. California is code "06"
276-286 - State Taxable Wages
- Derived from IDFDV screen,
- Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297 - State Income Tax Withheld
- Derived from IDFDV screen, 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
- Derived from IDGV screen 'W2 TAX TYPE CODE'
- must be ‘C’ for Philadelphia City Tax
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 - Philadelphia Business Tax Account number
- Derived from IDGV screen Registration number with ‘US Local Registration’ for Philadelphia City
338-512 - blank
At line 387 changed 3 lines
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![Notes|Edit:Internal.Tax Reporting - PA]
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STATE QUARTERLY UI WAGE REPORTING – ICESA format
At line 882 added 15 lines
- The user must run RPYEU and select the following to generate Pennsylvania State file information:
Media Format: - State SUI File Format
Select State: - Pennsylvania, USA
- The ‘Quarterly Form Code’ field must be entered in order to produce the UI file in the ICESA format.
- Client must select state PENNSYLVANIA 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.
At line 898 added 327 lines
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 marked with PA indicates it is a Pennsylvania specific requirement which is not the standard record format
Record name: Code A - Transmitter Record
Column Description
1-1 - Record Identifier.
- Constant ‘A’.
2-5 - Payment Year.
- Enter 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’ (seq 1010).
15-18 - Taxing Entity Code.
- Constant ‘UTAX’
19-23 - Blanks.
24-73 - Transmitter Name.
- Enter the transmitter name of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113 - Transmitter Street Address.
- Enter the street address of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138 - Transmitter City.
- Enter the city of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140 - Transmitter State.
- Enter the standard two character FIPS postal abbreviation.
- Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153 - Blanks.
154-158 - Transmitter ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163 - Transmitter ZIP Code extension.
- Use this field as necessary for the four digit extension of ZIP code. Includes a hyphen in position 159
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include hyphen in position 159)
164-193 - Transmitter Contact.
- Title of individual from transmitter organization responsible for the accuracy of the wage report
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT’ (seq 1090)
194-203 - Transmitter Contact Telephone Number
- Telephone number at which the transmitter contact can be telephoned
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT PHONE’(seq 1100)
204-207 - Telephone Extension/Box.
- Enter transmitter telephone extension or message box
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213 PA - Tape Transmitter Authorization Number
214-248 PA - Not Required
249-275 PA - Transmitter Contact Person
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT’ (seq 1090)
Record name: Code B - Authorization Record
Column Description
1-1 - Record Identifier.
- Constant ‘B’
2-5 - Payment Year.
- Enter the year for which this report is being prepared
6-14 - Transmitter’s Federal EIN.
- Enter only numeric characters
- Derived from IDFDV screen, Field Identifier: BASIC EIN (seq 2010)
15-22 - Computer.
- Enter the manufacturer’s name
- Derived from IDFDV screen, Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24 - Internal Label.
- ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25 - Blank.
26-27 - Density.
- ‘16’, ‘62’, ‘38’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30 - Recording Code (Character Set).
- “EBC’, or ‘ASC’. Always ‘ASC’ for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters)
31-32 - Number of Tracks.
- ‘09’, or ‘18’, or blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, fourth and fifth character)
33-34 - Blocking Factor.
- Enter the blocking factor of the file, not to exceed 85. Enter blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38 - Taxing Entity Code.
- Constant ‘UTAX’
39-96 - Blanks.
97-146 PA - Individual Name
- Enter Blank
147-190 - Organization Name.
- The name of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225 - Street Address.
- The street address of the organization to which the media should be returned.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245 - City.
- The city of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247 - State.
- Enter the standard two character FIPS postal abbreviation
- Derived from IDFDV screen, Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252 - Blanks.
253-257 - ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262 - ZIP Code extension.
- Enter four digit extension of ZIP code, including the hyphen in position 258.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)
- Client must include the hyphen (‘-‘) when defining the IDFDV seq 2080.
263-275 - Blanks
Record name: Code E - Employer Record
Column Description
1-1 - Record Identifier.
- Constant ‘E’.
2-5 - Payment Year.
- Enter the year for which the report is being prepared
6-14 - Federal EIN
- Enter only numeric characters of the Federal EIN
15-23 - 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
74-113 - Employer Street Address
- Enter the street address of the Employer
- Derived from the Entity Location
114-138 - Employer City
- Enter the city of employer’s mailing address
- Derived from the Entity Location
139-140 - Employer State
- Enter the standard two character FIPS postal abbreviation of the employer’s address
- Derived from the Entity Location
141-148 - Blanks.
149-153 - ZIP code extension
- Enter four digit extension of ZIP code, including the hyphen in position 149.
- Derived from the Entity Location
154-158 - ZIP code.
- Enter a 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 screen, Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162 PA - Blocking Factor
- Not Required.
163-166 PA .- Establishment Number Coverage Group/PRU
- Not Required.
167-170 - Taxing Entity Code.
- Constant ‘UTAX’
171-172 - State Identifier Code.
- Enter the state FIPS postal numeric code for the state to which wages are being reported.
173-187 - State Unemployment Insurance Account Number.
- Enter state UI employer 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.
191-208 PA - Not Required.
209-210 PA - Plant Number.
- Enter blanks.
211-275 PA - Not Required.
Record name: Code S – Employee Wage Record
Column Description
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.
- Enter employee last name.
31-42 - Employee First Name.
- Enter employee first name
43-43 - Employee Middle Initial.
- Enter employee middle initial. Leave blank if no middle initial
44-45 - State Code
- Enter the state FIPS postal numeric code for the state to which wages are being reported
46-49 PA - Reporting Quarter and Year.
- Enter the last month and year for the quarter for which this wage report applies (i.e. 0603 for Apr-June 2003).
50-63 PA - State QTR Total Gross Wages.
- Not Required.
64-77 - State QTR Unemployment Insurance Total Wages.
- Enter quarterly wages subject to unemployment taxes.
- Derived from IDFDV screen, Field sequence 7200
78-91 - State QTR Unemployment Insurance Excess Wages.
- Not Required.
92-105 - State QTR Unemployment Insurance Taxable Wages
- Not Required.
121-129 - State QTR Tip Wages
- Not Required.
130-131 - Number of Weeks Worked.
- The number of weeks worked in the reporting period.
- Derived from IDFDV screen, Field sequence 3080
- This can either be ‘Plugged’ as a constant, be picked up from a Pay Component that is previously populated by a UserCalc, or if left null the P2K will compute the value.
132-134 - Number of Hours Worked.
- Not Required.
135-138 - Date First Employed.
- Not Required.
139-142 - Date of Separation
- Not Required.
143-146 - Taxing Entity Code.
- Constant ‘UTAX’.
147-161 - State Unemployment Insurance Account Number.
- Enter state UI employer account number
- SUI Registration Number from IDGV
162-275 PA - Not Required.
Record name: Code T - Total Record
Column Description
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 PA - Not Required.
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.
41-275 PA - Not Required.
Record name: Code F - Final Record
Column Description
1-1 - Record Identifier.
- Constant ‘F’.
2-11 - Total Number of Employees in File
- Enter the total number of ‘S’ records in the entire file
12-21 - Total Number of Employers in File
- Enter the total number of ‘E’ records in the entire file
22-25 - Taxing Entity Code.
- Constant ‘UTAX’
26-275 PA - Not Required.
This page (revision-50) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop