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Tax Reporting - PA
Tax Reporting - PA

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!!What's New for W2 Wage Reporting for Tax Year 2011
The following changes have been noted for reporting W2 wages to the Federal Government using the standard EFW2 format:
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*(W2 Form) The ‘Advance Earned Income Credit Payment’ field 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, a new field, 'Designated Roth Contributions Under a Governmental 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)
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This document contains abbreviated set up requirement 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.
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.
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*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 to generate file for State of Pennsylvania and then [RPYEU] needs to be run again to generate 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 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: 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.
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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’- Must be ‘02’ to generate UI wage magnetic media file for state of Pennsylvania.
*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.
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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
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To report Philadelphia City File:
!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:
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- IDGV Definition Tab must be set up with ‘US Local Registration’ for each City in the Jurisdiction field:
||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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%%information: Note that all other columns are pre-defined in [IDFD] and can not be altered on the [IDFDV] form.%%
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- IDGV Variables Tab must be set up for ‘US Local Registration’ for Philadelphia:
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‘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
!!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.
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!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: \\ \\
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
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!!State File Procedures
*The Montana Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media using the [ICESA] format.
*Records required for the W2 reporting are: Codes RA,RE,RW,RS,RT,RF; and for the UI wage reporting: Code A,B,E,S,T,F.
*The State of Montana requires to file the MT state file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of Montana, the IDGV Variable:
***‘W2 STATE MEDIA FILING’ 02 – Montana state requires its own file, do not include other state information in the state file.
__RPYEU Report Filters__
|Select State: Pennsylvania, USA
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!Annual W2 Wage Reporting – EFW2 File Format
[RPYEU] must be run and the following selected to generate Montana state file information:
|Report List Filters, Select State:|Montana, USA
|Parameters, Annual Form Code:|(example: use standard form code‘HL$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.
!!State Media Magnetic Media Reporting - EFW2 File Format
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!!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.
!Record Name: Code RA – Transmitter Record (Required)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
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!!Quarterly UI Wage Magnetic Media Reporting - ICESA Format
;Record name: Code A - Transmitter Record
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!!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'}]
!Record Name: Code RE – Employer Record (Required)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
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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
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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.
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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.
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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.
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IDFDV – City Tax Set Up
|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.
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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 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
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Seq Identifier Description Level O/R Prompt Field Source Field Variable
8500 W2-CITY-NAME City Name Local 20-CITY NAME DB column DTX.JURISDICTION_NAME
8510 W2-CI-WAGE-HOME Local Wage, Home city Local 18-HOME CITY WAGE Element W2-CI-WAGE-RES
8520 W2-CI-WAGE-WORK Local Wage, Work city Local 18-WORK CITY WAGE Element W2-CI-WAGE-WORK
8530 W2-CI-TAX-HOME Local Tax, Home city Local 19-HOME CITY TAX Element W2-CI-TAX-RES
8540 W2-CI-TAX-WORK Local Tax, Work city Local 19-WORK CITY TAX Element W2-CI-TAX-WORK
At line 136 added 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
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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
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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]
\\
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STATE FILE PROCEDURE
!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
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- The Pennsylvania Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format
!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
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- 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:
\\
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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- 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
*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
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ANNUAL W2 WAGE REPORTING – EFW2 format
\\
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
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- TClient must run RPYEU and select the following to generate Pennsylvania State file information:
Media Format: - State File Format
Select State: - Pennsylvania, USA
\\ \\
!!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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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
!Record Name: Code RE - Employer Record (Same as Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
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The Directory and Media File Name parameters must be populated or an output file will not be produced.
!Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
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STATE MAGNETIC MEDIA REPORTING – EFW2 Format
!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.
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Record name: Code RA - Transmitter Record
;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.
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PHILADELPHIA CITY WEB SITE
;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.
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- For W2 city filing: http://www.phila.gov/revenue/pdfs/w2_instructions_for_.pdf
PHILADELPHIA CITY FILE PROCEDURES
|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.
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- For 2005 reporting, the Philadelphia City Tax Magnetic Media reporting is reported using the EFW2 format
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- Record Codes required are: Code RA,RE,RW,RS
!!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: \\ \\
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PHILADELPHIA City Wage Reporting
__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
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- 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
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!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.%%
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PHILADELPHIA CITY MAGNETIC MEDIA REPORTING – EFW2 Format
!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)
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Record name: Code RA - Transmitter Record (same as federal code RA)
!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
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!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
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STATE QUARTERLY UI WAGE REPORTING – ICESA format
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- 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
!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
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- The ‘Quarterly Form Code’ field must be entered in order to produce the UI file in the ICESA format.
!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
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- 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.
!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
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Quarterly UI Wage Magnetic Media Reporting – ICESA Format
----
![Notes|Edit:Internal.Tax Reporting - PA]
[{InsertPage page='Internal.Tax Reporting - PA' default='Click to create a new notes page'}]
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(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
This page (revision-50) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop