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Tax Reporting - US General
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[{TableOfContents }]
!!!US W2 ANNUAL AND QUARTERLY PROCESSING
!!US W2 ANNUAL AND QUARTERLY PROCESSING
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W2 Annual and Quarterly Processing reports from the employees' QTD information according to the user defined selection criteria to produce Quarterly Wage Reports for individual State filing. Most States accept either the EFW2 or the [ICESA] wage reporting format.
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For additional information and detailed field descriptions of the [RPYEU] process, please refer to the [W2 Process] document.
!!Steps
The following steps outline the sequence of events to produce the Quarterly Wage Report File. \\ \\
__RPREGT__: Produce QTD Register for Quarterly Reporting \\ \\
__IDFD__: Set up Form and File Definition
*This form defines the default values for users to enter on [IDFDV].
*The information on this form is provided by High Line using a script. Users only need to execute the script to load in the most current information for the year.
*Do NOT alter this information in any way without the permission and guidance of High Line Support or a Consultant. \\ \\
__IDFDV__: Enter the Variables
*Organizations must enter the [IDFDV] variables for the supplied script file ‘HL$US-W2-YYYY’ (YYYY denotes the tax year and is updated each year), where applicable.
*In addition, for organizations who report quarterly wages in the [ICESA] format, the [IDFDV] variables for the second quarterly supplied script file ‘HL$US-QTR-2014’ . Note: The name of this file remains the same for year 2004 onwards, is also required to be entered, where applicable. \\ \\
__RDFD__: To Report the File Definition from IDFD and IDFDV \\ \\
__RPYEU__: Produce US Year/Quarter End Summary Report for the Reporting Year or Quarter
*This report must be used to balance to the QTD Register report (RPREGT) for quarterly reporting
*Exception messages from this Summary Report must be checked and the exceptions corrected
*Generate State/Local File in the federal file format for States that accept the federal file format
*Generate State/Local File for States with specific file format requirements
*[RPYEU] must be run, one State at a time, to generate the State specific files
*Each State may have its own requirements. Users must check with High Line to confirm if the State is supported, prior to running [RPYEU] for a specific State file
*Generate the XML file to feed into the RPW2XX programs to print W2 forms for year end reporting
*In utility trace mode, [RPYEU] generates a dynamic SQL select statement and a trace file for debugging
!!General Set Up
Only employees in entities with a government registration set up for ‘State SUI Registration’ will be processed.
!IMUF – Define User Fields
__Define User Fields for P2K_CM_GOVT_REGISTRATIONS (IDGV)__\\The following user fields are used on the [IDGV Variables|IDGV#VariablesTab] tab and must be set up on [IMUF].
*W2 STATE MEDIA FILING
*W2 TAX TYPE CODE
*W2 TAXING ENTITY
*W2 WAGE PLAN CODE
*W2 BRANCH CODE
For Quarterly Reporting in non-EFW2 file format, these User Defined Fields (UDF) are used when organizations are using the ‘HL$US-QTR-20YY’ form code.
The following UDFs must be set up on [IMUF]:
||Table||User Field Name||Prompt||Field Type||Field Sequence
|[P2K_CM_GOVT_REGISTRATIONS]|QTR TAXES DUE|QTR Taxes Due|Char|1000
|[P2K_CM_GOVT_REGISTRATIONS]|QTR PREV UNDERPAYMENT|QTR Prev Underpayment|Char|1010
|[P2K_CM_GOVT_REGISTRATIONS]|QTR INTEREST|QTR Interest|Char|1020
|[P2K_CM_GOVT_REGISTRATIONS]|QTR PENALTY| QTR Penalty|Char|1030
|[P2K_CM_GOVT_REGISTRATIONS]|QTR CR OVERPAYMENT|QTR CR Overpayment|Char|1040
|[P2K_CM_GOVT_REGISTRATIONS]|QTR ER ACCESS RATE|QTR ER Access Rate|Char|1050
|[P2K_CM_GOVT_REGISTRATIONS]|QTR ER ACCESS AMT|QTR ER Access Amt|Char|1060
|[P2K_CM_GOVT_REGISTRATIONS]|QTR EE ACCESS RATE|QTR EE Access Rate|Char|1070
|[P2K_CM_GOVT_REGISTRATIONS]|QTR EE ACCESS AMT|QTR EE Access Amt|Char|1080
|[P2K_CM_GOVT_REGISTRATIONS]|QTR PAYMENT DUE|QTR Payment Due|Char|1090
|[P2K_CM_GOVT_REGISTRATIONS]|QTR ALLOCATION AMT|QTR Allocation Amt|Char|1100
|[P2K_CM_GOVT_REGISTRATIONS]|QTR REFERENCE NUMBER|QTR Reference Number|Char|1110
\\
__Define User Fields for P2K_CM_DEPARTMENT_DETAILS (IDDP)__\\The following user fields are used on [IDDP] and must be set up on [IMUF].
*SUI ER NUMBER
*W2 DESTINATION \\
||Table||User Field Name||Prompt||Field Type||Field Sequence
|[P2K_CM_DEPARTMENT_DETAILS]|SUI ER NUMBER|SUI ER Number|Char|20
|[P2K_CM_DEPARTMENT_DETAILS]|W2 DESTINATION|W2Destination|Char|30
\\
Some States require the SUI ER Number by department. In this case, the [IDDP] User Field ‘SUI ER Number’ may be required.
Example: The State of Minnesota requires the Quarterly file to be reported by MN State Unemployment Insurance Account Number and MN Employer Unit Number. These two numbers are defined at the Department level, therefore, users must set up the UDF ‘SUI ER Number’ for each department.
Example: For the ‘Planning & Zoning’ department, the MN number is ‘7977999-004’. Therefore on [IDDP], users should set the UDF ‘SUI ER Number’ to '7977999-004' on [IDDP]
*If the ‘SUI ER Number’ is not set up for a Department, then the SUI ER Number from [IDGV] is used.
*Note: On [IDDP], users must click on the detail section of the form first, then click the UDF button to get to the UDF screen.
* ‘W2 Destination’ can be entered for distributing the W2 forms by department.\\ \\
__Define User Fields for P2K_HR_IDENTITIES (IEID screen)__\\The following user fields are used on [IEID] and must be set up on [IMUF]:
*W2 DESTINATION
*MMREF PROBATIONARY
*MMREF OFFICER CODE
\\
||Table||User Field Name||Prompt||Field Type||Field Sequence
|[P2K_HR_IDENTITIES]|W2 DESTINATION|W2 Destination|Char|50
|[P2K_HR_IDENTITIES]|MMREF PROBATIONARY MMREF|Probationary| |60
|[P2K_HR_IDENTITIES]|MMREF OFFICER CODE MMREF|Officer Code|Char|70
!IEID – Employee Identity Screen User Field
The W2 Destination ‘MMREF Officer Code’ can be entered for an employee.
*The MMREF Probationary code is not used by all States. Example: The State of Minnesota does not require this code.
*The MMREF Officer code is not required by all States. Example: The RS record, position 341, the State of Minnesota requires reporting of the Officer Code for an employee. If an employee qualifies as an Officer for the State of Minnesota, users should enter ‘Y’ on the ‘MMREF Officer Code’ field.
!IDGV - Define Government Registrations
The 'Federal Registration' must be set up on [IDGV] for the Country ‘USA’ with a valid ‘Employer Identification Number’ by ‘Government Registration Set’, by Entity.
\\
__Organizations with One Federal Registration__\\
If your organization has one Federal registration, users must define one Government Registration Set, such as a Main Registration Set. \\
Then within this Government Registration Set, users should set up the Federal, State and Local Registrations on IDGV. \\ \\
Example: On IDGV, users should set up the Federal Registration with the Registration Type defined as US Fed Regist 1.
__NOTE:__ If Registration Type US Fed Regist 1 is used, then:\\*The FICA registration should be defined using the Registration Type US FICA Regist 1\\*The MEDICARE registration should be defined using Registration Type US MEDI Regist 1, etc. The last digit of the Registration Type must match each type of registration. \\ \\For each Group, at the Federal level, the Federal Registration number is retrieved according to the Fed Regist Set and Fed Regist Type from the IDGV form and is displayed on the IDGR form.
\\
__Organizations with Multiple Federal Registrations__\\
If your organization has multiple Federal Registrations, users have two options:\\
1. One Registration Set can be set up, then set up the Registration Types of Fed Regist 1, Fed Regist 2, up to Fed Regist 9. This allows up to nine Federal Registrations.\\
2. Multiple Registration Sets can be set up, then set up Registration Types of Fed Regist 1, Fed Regist 2, up to Fed Regist 9, for each Registration Set. This allows an unlimited number of Federal Registrations.
\\
NOTE: If the Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’. \\If ‘US Fed Regist 2’ is used, then use ‘US FICA Regist 2’. \\If ‘US Fed Regist 3’ is used, then use ‘US FICA Regist 3’, etc.\\ \\Example: At the Federal level, always match the last digit of the registration type. This is similar to ‘Regist Type’ at State/Local Registration levels.
The ‘Govt Registration Set’ can be used to group similar Registrations together. For Example:
||Govt Registration Set||Notes
|MAIN REGIST|Use as a default to group all registrations initially
|REGIST 2|Users can define another for all level of registrations
|FED REGIST|Users can define Federal level registrations for this set
|STATE REGIST|Users can define State level registrations for this set
|LOCAL REGIST|Users can define Local level registrations for this set
|FULLTIME REGIST|Users can define Registrations for Full time employees for this set
|PARTTIME REGIST|Users can define Registrations for Part time employees for this set
|SEASONAL REG|Users can define Registrations for Seasonal employees for this set may be defined
|STATE OHIO|Users can define Registrations for Ohio may be defined for this set only
\\
__Important Note for IDGV set up:__\\
The IDGV 'Govt Registration Set' and 'Registration Types' are used on the [IDGR] form, 'Registration' tab for each of the Federal, State and Local level set up. \\ \\
On the IDGV form, users must [match the last digit of the Registration Type|] for the same Federal, State and Local level of registrations.
[Example 1:|]
If the Registration Type is defined as US Fed Regist 1, then:
*FICA Registration Type must be US FICA Regist 1
*MEDI Registration Type must be US MEDI Regist 1
\\
If Registration Type is defined as US State Regist 1, then:
*SUI Registration Type must be US SUI Regist 1
*SDI Registration Type must be US SDI Regist 1
\\ \\
[Example 2:|]
If Registration Type is defined as US Fed Regist 2, then:
*FICA Registration Type must be US FICA Regist 2
*MEDI Registration Type must be US MEDI Regist 2
\\
If Registration Type is defined as US State Regist 2, then:
*SUI Registration Type must be US SUI Regist 2
*SDI Registration Type must be US SDI Regist 2
!IDGR - Define Group for Federal/State/Local Govt Registration
The Federal/State/Local Government Registrations are entered on the [IDGR Registration|IDGR#RegistrationTab] tab.
%%warning IMPORTANT: Federal/State/Local Registration MUST not be changed for a Group for different effective date records.%%\\
The [UPCLOZ] process will __not__ cut new YTD records if the group changes effective date. Therefore, if a group requires a change to the registration numbers, either a new group should be created or all the effective records should be changed to the same registration number.
For each group, at Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ from [IDGV] and is displayed on [IDGR].
For each group, at State/Prov level, a ‘State/Prov Set’ and ‘State/Prov Type’ can be pointed to. Since each group can be paid in many different States or Provinces, the State/Prov Registration number cannot be displayed on [IDGR]. For each employee belonging to this group, the State/Prov Registration Number is retrieved from [IDGV] by ‘State/Prov Set’, ‘State/Prov Type’ and the 'State/Prov' of the employee.
At local level, the Local Registration number is retrieved from [IDGV] by ‘Local Regist Set’, ‘Local Regist Type’ and the GEO Local of the employee.
!!State Level Set Up
The following levels of Government Registration must be set up for the State to be reported.
!IDSP- Define States
*A State must be defined on [IDSP] in order for the State to be reported.
*A State must be defined on [IDGV] for an Entity with the State Registration by Govt Regist Set and Registration Type in order for the State to be reported.
*If a State is missing on [IDGV], [RPYEU] will create a default entry for that State with the Registration Number set to '0' and issue a warning. The correct State Registration Number must be defined for that State in order to file to the State government.
*When the State Registration is defined, the Variables tab must also be set up. See the State Media Filing section below.
*The RPYEU process automatically uses the UDF defined on the [IDGV] Variables tab for P2K_CM_GOVT_REGISTRATIONS.\\ \\
||State/Prov Code||State/Prov Name||Country
|FL|FLORIDA|USA
|GA|GEORGIA|USA
|HI|HAWAII|USA
!IDCN - Define Counties
*If County tax is applicable for a State, the County must be defined on the Define Counties (IDCN) form in order for the County tax to be reported.
*The County code is the first two segments of the GEO code. Example: In Indiana, GEO code ‘15-097-0670’ is for the City of Indianapolis and the County Code ‘15-097-0000’ is for Marion County. Therefore, users should define the Marion County Code as 15-097-0000 on the IDCN form.
*The GEO and County codes are provided by Symmetry for US taxation.
*A County Tax Jurisdiction must be defined on [IDGV] with the Local Registration in order for the County tax to be reported.\\ \\
||County||County Code||State/Province
|MARIN|05-041-0000|CALIFORNIA, USA
|MARION|01-093-0000|ALABAMA, USA
|MARION|15-097-0000|INDIANA, USA
|MARIPOSA|05-043-0000|CALIFORNIA, USA
!IDSD - Define School Districts
The School Registration must be defined on [IDGV] in order for the School District tax to be reported.
||School District||School District Name||County||State/Province
|2504|Grandview Heights City S.D.|FRANKLIN, OH, USA|OHIO, USA
|40140|Crestwood|LUZERINE, PA, USA|PENNSYLVANIA, USA
|40160|Dallas|LUZERINE, PA, USA|PENNSYLVANIA, USA
|40260|Greater Nanticoke Area|LUZERINE, PA, USA|PENNSYLVANIA, USA
!IDTX - Define Tax Jurisdictions
*Each State must be defined in order for the State tax to be reported. Note: The ‘State Level’ GEO code entry must end with ‘000-0000’, such as 05-000-000 for the State of California.
*A City’s Tax Jurisdiction must be defined [IDTX] in order for the City tax to be reported.
*A County Tax Jurisdiction must be defined [IDGV] with the Local Registration in order for the County tax to be reported.
*The FIPS code on [IDTX] is currently not being used by the [RPYEU] program. The [RPYEU] program derives the FIPS code automatically.
!IDGV - Define Government Registrations
__Define State Government Registrations for the State in the ‘Definition’ Tab__\\
Example: For the State of Arizona:
*Enter the Arizona State Employer Account Number in the ‘Regist #’ field
*Enter the various State Government W2 (Quarter) information for the State in the [Variables|IDGV#VariablesTab] tab.
**Define the 'W2 State Media Filing' variable as ‘02’ if the wage information is for the State only and contains no other State info.
The following levels of Government Registration must be set up for the Federal, State, County, City and School tax reporting.
__Federal Level__\\
One or multiple Federal Government Registrations must exist for each entity with ‘Govt Regist Set’, ‘US Fed Regist 1’, etc.\\
__State Level__\\
A State must be defined on IDGV for an Entity with the State Registration by Govt Regist Set and Registration Type in order for the State to be reported.\\
When the State Registration is defined, the Variables tab must also be set up. \\
The fields on the [IDGV Variables|IDGV#VariablesTab] tab are first defined on [IMUF] for [P2K_CM_GOVT_REGISTRATIONS].\\
*The RPYEU process automatically uses the UDF defined on the IDGV Variables tab for P2K_CM_GOVT_REGISTRATIONS. \\
Many fields on the [IDGV Variables|IDGV#VariablesTab] tab apply to different States at the State level and/or Local level. These variables must be defined at the State/Local levels, whenever applicable. \\
On [IDGV Variables|IDGV#VariablesTab] tab, the ‘W2 State Media Filing’ variable must be defined if a State requires to produce a W2 File (or Quarterly File) for the State. \\
The ‘W2 State Media Filing’ values are:
||Value||Description
|00|Not required to file Magnetic Media to the State.
|01|Include State Code RS Records in the Federal File. Users can send the federal file to the State. \\ \\If the State file layout is conforming to the standard federal SSA Code RS format and the State accepts a copy of the federal file that includes the Code RW records, users should set the W2 State Media Filing variable to ‘01’. \\ \\When the RPYEU process is run, the State Code RS record will automatically be generated in the federal file. Users only need to send a copy of the federal file to the State.
|02|State requires its own file. Do not include other State information in the State file. \\ \\If the State does not accept other State’s information in their State file, users should set the W2 State Media Filing variable to ‘02’. \\ \\ Users should run the RPYEU process, one State at a time, and set the Media Format field to 'State File Format'. \\ \\If the State has its own specific State file layout, the RPYEU process will generate the State File in the specific file layout, otherwise the generic Federal Code RS format layout is used. \\ \\If the State requires its own State file layout, please check with High Line for a list of States that are supported.
\\
__Local Level__\\
A County Tax Jurisdiction must be defined on [IDGV] with the Local Registration in order for the County tax to be reported. \\
A City Tax Jurisdiction must be defined on [IDGV] with the Local Registration in order for the City tax to be reported. \\
When users are defining the Local Registration, users should also set up the Variables tab. See the section on 'State Media for Local Filing' for more details. \\
On the IDGV form, Variables tab, the W2 State Media Filing variable can be defined (optional) to indicate if this Local requires to be filed with magnetic media on the W2 File.
*W2 STATE MEDIA FILING
*W2 TAX TYPE CODE
*W2 TAXING ENTITY
\\ \\
The ‘W2 State Media Filing’ values are:
||Value||Description
|00|Not Required to File Magnetic Media
|01|Include Local Federal Code RS records in the Federal File format. \\ If the Local information is to be reported along with the Federal Code RS information, users should set the W2 State Media Filing variable to ‘01’ for this Local. \\When RPYEU is run, the State Code RS records will be generated along with the Local information.
|02|Include Local State Code RS records in the State File format. \\ If the Local information is to be reported along with the State Code RS information, users should set the W2 State Media Filing variable to ‘02’ for this Local.\\ When RPYEU is run, the State Code RS records will be generated along with the Local information.
|03|Local requires its own File, do not include other Local information in the File. \\If the Local requires its own format, users should set the W2 State Media Filing variable to ‘03’ for this Local. \\ When the RPYEU process is run and a user selects to generate the Local File format, users must also select the specific City or County and the Local file format will be generated. \\ __NOTE:__ This feature requires specific program logic for each Local. Please check with High Line to ensure the Local is supported.
\\
If W2 State Media Filing is defined for a Local, the IDGV Variables tab must be set up for:\\
1. W2 TAX TYPE CODE should contain one of the following values:
*C-City Income Tax
*D-School District Income Tax
*E-County Income Tax
2. W2 TAXING ENTITY must be set up to define the Taxing Entity Code for each Local. Example:\\
*Ohio Cleveland would be 200. Refer to Cleveland filing requirement
*Indiana would be defined with the County Code provided by Indiana
\\
__School Level__\\
The School Registration must be defined on [IDGV] for the School in order for the school tax to be reported. \\
When the School Registration is defined, the IDGV Variables tab should be set up with:
*W2 STATE MEDIA FILING
*W2 TAX TYPE CODE
*W2 TAXING ENTITY
The ‘W2 State Media Filing’ values are:
||Value||Description
|00|Not Required to File Magnetic Media
|01|Include School Code RS records in the Federal File format. \\If the School information is to be reported along with the Federal Code RS information, users should set the W2 State Media Filing variable to ‘01’ for this Local.\\When RPYEU is run, the State Code RS records will be generated along with the School information.
|02|Include School Code RS record in the State File format. \\ If the School information is to be reported along with the State Code RS information, users should set the W2 State Media Filing variable to ‘02’ for this Local.\\Then when RPYEU is run, the State Code RS records will be generated along with the School information.
|03|School requires its own File, do not include other Local information in the File.\\ If the School requires its own format, users should set the W2 State Media Filing variable to ‘03’ for this Local. \\ NOTE: This feature requires specific program logic for each Local. Please check with High Line to ensure the Local is supported.
When the W2 State Media Filing is defined, the IDGV Variables tab should be set up with:
*W2 TAX TYPE CODE: E – School District Income Tax
*W2 TAXING ENTITY: The five character School District code
\\
!IDGV - Define State SUI Registrations for Quarterly Filing
When running RPYEU with the Calendar Type defined as ‘Q’ for a quarter, each State must be set up with the US SUI Regist. The last digit of US SUI Regist Registration type must match the last digit of US State Regist Registration type. \\
Example:
If Registration Type is defined as US State Regist 1, then:
*SUI Registration Type must be US SUI Regist 1
\\
If Registration Type is defined as US State Regist 2, then:
*SUI Registration Type must be US SUI Regist 2
\\
According to each State’s quarterly filing format, some States may require to submit Taxes Due, Previous Underpayment, etc. For each quarter, users must define the IDGV Variables tab for these quarterly amounts with the proper US SUI Regist, prior to running RPYEU.
Example: If the QTR Penalty is $590.26; then enter ‘590.26’ in the 'QTR Penalty' field on the [IDGV Variables|IDGV#VariablesTab] tab. \\
%%information Please note each QTR field’s decimal point and enter in the above format. Also note that each applicable ‘Govt Rate Type’ in the bottom part of the form must also be setup, including the SUI maximum base amount, SUI ER rate, etc.%% \\
__Define SUI Registration__\\
The ‘US SUI Regist 1’ Registration Type must be defined for the State in order to run the UI report file.
*An SUI entry must exist for each state within an entity with ‘State Registration’
*The ‘W2 Taxing Entity’ entry in the [Variables|IDGV#VariablesTab] tab of the US SUI Registration form is used to populate the ‘Taxing Entity Code’ column in the State Record for Quarterly UI Wage reporting.
!IDGV – Government Registration for SDI (Optional)
Define the ‘US SDI Registration’ for each State, if required, such as in California.
Enter the California State Employer Account Number (SEAN) for SDI in the ‘Regist #’ field, if applicable.
||Variable||Description
|W2 STATE MEDIA FILING|Enter ‘02’ to generate the State Magnetic Media file for each State only
|W2 WAGE PLAN CODE|Enter the Wage Plan Code for the State Employer Account Numbers (SEANs)\\ \\For ‘US SDI Registration’, enter the SDI (SDI Reporting) Wage Plan Code.
|W2 BRANCH CODE|If your organization is registered with the Department as a branch coded Employer, enter the three character branch code.\\ \\If not applicable, ‘000’ should be entered.
!!Local Level Set Up
!IDGV - Local Registration
To report the Ohio City tax, the [IDGV] [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘US Local Registration 1’ for each city, in the Jurisdiction field:
||Variable||Description
|W2 STATE MEDIA FILING|Must be set to ‘03’ to generate City tax information in the Local File format
|W2 TAX TYPE CODE|Must be set to ‘C’ for City Tax
|W2 TAXING ENTITY|Enter the City Code for the State, if required, such as Ohio
!!IPUTR - Maintain US Tax Rates
The [IPUTR] forms holds all of the US Tax Rates that are generated by the [Symmetry] Tax Engine.
If the [IMST] site preference US TAX SERIES is set to 1, this means the [Symmetry] Tax Engine is used for US Taxation.
*The Symmetry Tax Engine allows users to load the US tax rates into the [IPUTR] form with the [UPUTR] load process, for Federal and State tax rates by effective date.
*The Annual and Quarterly reporting of [RPYEU] will retrieve the US tax rates from [IPUTR] according to the [RPYEU] ‘Period End Date’ parameter.
** Example: On April 30, a user runs RPYEU for Q1 that ends on March 31, therefore the RPYEU Period End Date = ‘Mar-31-2017’ and the As Of Date = ‘Apr-30-2017’. In this case, the IPUTR Tax rates are retrieved for the Period End Date ‘Mar-31-2017’
*Users can override the [IPUTR] Tax Rates or Wage Base on the [IPUTR] form be defining the ‘Override Tax Rate’ or ‘Override Wage Base’ fields.
*Users can also override the [IPUTR] Tax Rates or Wage Base on the [IDGV] form by Government Registrations. Therefore if [IDGV] has a specific entry with the ‘Govt Rate Type’ that overrides the Tax Rate or Wage Base amount, then this [IDGV] entry is used.
\\
__The following IPUTR entries are retrieved by RPYEU__\\
[Federal level|]:
*00-000-0000-ER_FICA-000: the Wage Base is retrieved. This Wage Base is used to report the Annual Maximum Wage Base on the W2 form \\
[State level|]:
*XX-000-0000-ER_SUTA-000: the Tax Rate and Wage Base are retrieved, where XX is the FIPS code for each State
** The ER_SUTA Tax Rate and Wage Base are used to calculate SUI Excess Wages and SUI Taxable Wages for quarterly reporting
** If the [IDGV] ‘Govt Rate Type’ = ‘US SUI ER Rate’ or ‘US SUI Max Base Amt’, then the IDGV entry is used, otherwise the [IPUTR] entry is used.
!!IDFDV- Define Table Column Values
The ‘Field Variable’ column must be set up on [IDFDV] for the Form Definition that is being used for the [RPYEU] reporting. The following example shows what could be setup in that column.
%%Information: Note that all the other columns are all predefined on the [IDFD] form and cannot be changed on [IDFDV].%% \\
||Seq||Field Identifier||Description||Level||Prompt||Field Source||Field Variable
|1010|TRAN EIN|Transmitter EIN|Transmittal|TRAN EIN|Constant|9876542103
|1020|TRAN ADDR IND|Trans Foreign Address|Transmittal|TRAN ADDR IND|Constant|
|1030|TRAN NAME|Transmitter Name|Transmittal|TRAN NAME|Constant|HIGH LINE CORP
|1040|TRAN ADDRESS|Transmitter Address|Transmittal|TRAN ADDRESS|Constant|145 RENFREW DRIVE
|1050|TRAN CITY|Transmitter City|Transmittal|TRAN CITY|Constant|MARKHAM
!IDFDV – City Tax Set Up
If City tax applies, [IDFDV] must be set up. The following example shows a sample setup for the ‘Field Variable' column.
%%Information Note that all the other columns are all predefined on the [IDFD] form and can not be changed on [IDFDV].%%
||Seq||Field Identifier||Description||Level||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)|Local|18-Home City Wage|Element|W2-CI-WAGE-RES
|8520|W2-CI-WAGE-WORK|Local Wage (Work)|Local|18-Work City Wage|Element|W2-CI-WAGE-WORK
|8530|W2-CI-TAX-HOME|Local Tax (Home)|Local|19-Home City Tax|Element|W2-CI-TAX-RES
|8540|W2-CI-TAX-WORK|Local Tax (Work)|Local|19-Work City Tax|Element|W2-CI-TAX-WORK
*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
!IDFDV – Form Definition Variables
__Definition for file HL$US-W2-YYYY (Mandatory for all Quarterly Report Filers)__
|IDFD FORM|HL$US-W2-YYYY|System supplied. ‘YYYY’ denotes the tax reporting year
|IDFD FORM TYPE|US EFW2 definition|Defines the W2 definition for EFW2 filing format
\\
[{InsertPage page='IDFDV_Form_Definitions'}]
\\
For California SDI reporting, there are two options to print SDI on W2 forms:
#For California, if [IDFDV] Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee's SDI contribution and Box 20 will print the description ‘CASDI’ (This option is only available to clients who are running the W2 report in Oracle, it is not available to clients running W2 in the Windard platform).
#For California, if [IDFDV] Identifier Seq 7260 W2-SDI-TAX-EE is not set up, Box 14 can be set up to print ‘CASDI’ and the SDI amount.
!IDFDV – Employer Primary Address and Mailing Address
*In order to use the Employer Primary Address, Identifiers 2020 – 2070 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default
*In order to use the Employer Mailing Address, the following Identifiers need to be defined:
||Seq||Field Identifier||Description||Field Variable
|2020|W2-ER-LOCN-ADDR|Employer Location Address|MAIL
|2030|W2-ER-DELIV-ADDR|Employer Delivery Address|blank
|2040|W2-ER-CITY|Employer City|blank
|2050|W2-ER-STATE|Employer State Abbrev|blank
|2060|W2-ER-ZIP|Employer Zip Code|blank
|2070|W2-ER-ZIP-EXT|Employer Zip Code Extension|blank
|2100|W2-ER-COUNTRY|Employer country|blank
*The Reference Text field will guide the set up of each Address Identifier.
*If the mailing address is not defined for the employer on [IDLN] or [IDEN] location field, the [IDLN] primary address will be used.
*If the user has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.
\\
__Foreign Employer Country Primary and Mailing Address set up:__
||Seq||Field Identifier||Description||Field Variable
|2080|W2-ER-F-STATE|Employer foreign State Abbrev|Blank or enter the word NAME\\ \\If ‘NAME’ is entered, the State name is used, otherwise the State code is used. This foreign state description is printed on W2 and reported on EFW2 file
|2090|W2-ER-F-POSTAL|Employer foreign postal Code|Blank
|2105|W2-ER-F-COUNTRY|Employer foreign country|Blank or enter the word NAME, or ISO\\ \\If ‘NAME’ is entered, the Country name is used\\If ‘ISO’ is entered, the ISO Country code from [IDCO] UDF ‘ISO COUNTRY CODE’ is used, otherwise the [IDCO] Country code is used
!IDFDV – Employee Primary Address and Mailing Address
*In order to use the Primary Address, Identifiers 2600 – 2650 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as default
*In order to use the Mailing Address, the following Identifiers need to be defined:
||Seq||Field Identifier||Description||Field Variable
|2600|W2-EE-LOCN-ADDR|Employer Location Address|MAIL
|2610|W2-EE-DELIV-ADDR|Employer Delivery Address|Blank
|2620|W2-EE-CITY|Employer City|Blank
|2630|W2-EE-STATE|Employer State Abbrev|Blank
|2640|W2-EE-ZIP|Employer Zip Code|Blank
|2650|W2-EE-ZIP-EXT|Employer Zip Code Extension|Blank
|2680|W2-EE-COUNTRY|Employer country|Blank
*The Reference Text field will guide the set up of each Address Identifier.
*If the mailing address for the employee is not defined on [IEPI], the primary address on [IEPI] will be used.
*If the user a has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, then the mailing address will be used, otherwise the primary address will be used.
\\
__Foreign Employee Country Primary and Mailing Address set up:__
||Seq||Field Identifier||Description||Field Variable
|2660|W2-EE-F-STATE|Employee foreign State Abbrev|Blank or enter the word NAME\\ If ‘NAME’ is entered, the State name is used, otherwise the State code is used. This foreign State description is printed on W2 and reported on EFW2 file.
|2670|W2-EE-F-POSTAL|Employee foreign postal code|Blank
|2685|W2-EE-F-COUNTRY|Employee foreign country|Blank or enter the word NAME, or ISO\\ \\If ‘NAME’ is entered, the Country name is used\\If ‘ISO’ is entered, the ISO Country code from [IDCO] UDF ‘ISO COUNTRY CODE’ is used, otherwise the [IDCO] Country code is used
\\
!Definition for file HL$US-QTY-YYYY (Mandatory for Filers NOT using the EFW2 Reporting Format)
;IDFD FORM: HL$US-QTR-2017: Supplied, file name remains the same for year 2011 onwards
;IDFD FORM TYPE: US UI Quarterly definition: Defines the QTR definition is for non-EFW2 filing format
||Field Identifier||Description||Suggested Source||Suggested Variable
|TRAN EIN|Transmitter EIN|Constant|Transmitter 9 characters EIN
|TRAN ADDR IND|Trans Foreign Address Indicator|Constant|Blank if not Foreign Transmitter
|TRAN NAME|Transmitter Name|Constant|Enter transmitter name
|TRAN ADDRESS|Transmitter Address|Constant|Enter transmitter address
|TRAN CITY|Transmitter City|Constant|Enter transmitter city
|TRAN STATE|Transmitter State|Constant|Enter transmitter state abbreviation
|TRAN ZIP EXTN|Transmitter ZIP code extension|Constant|Transmitter ZIP extension, including the hyphen.
|TRAN ZIP CODE|Transmitter ZIP code|Constant|Transmitter ZIP code
|TRAN CONTACT|Transmitter Contact Person|Constant|Name of Contact Person
|TRAN CONTACT PHON|Contact Phone Extension|Constant|Phone Number of Contact Person
|TRAN CONTACT EXTN|Contact Phone Extension |Constant|Contact Phone extension
|TRAN MEDIA NUMBE|Transmitter Media Number|Constant|Media Number as assigned
|EMPLOYER SEAN|Employer SEAN (Ohio)|Constant|Phone extension
|THIRD PARTY ADMIN ID|Third Party ID (Ohio)|Constant|ID Number as assigned
|| || || || ||
|BASIC EIN|Organization EIN|Constant|Enter Organization EIN|
|BASIC COMPUTER|Computer|Constant|Name of Computer
|BASIC ADDR IND|Organization Address Indicator|Constant|Leave blank if not Foreign
|BASIC NAME|Organization Name|Constant|Organization Name
|BASIC ADDRESS|Organization Address|Constant|Organization Address
|BASIC CITY|Organization City|Constant|Organization City
|BASIC STATE|Organization State|Constant|Organization State
|BASIC ZIP EXTN|Organization ZIP code extension|Constant|Organization ZIP extension, including the hyphen.
|BASIC ZIP CODE|Organization ZIP code|Constant|Organization ZIP code
|BASIC INTERNAL LAB|Internal Label|Constant|The first 2 characters for Internal label; the 3rd and 4th characters for Filing Type (if required by state)
|BASIC DENSITY|Density|Constant|
|BASIC RECORDING M|Recoding Mode|Constant|Basic Recording Mode and Number of tracks. ‘ASC09’ for ASCII 9-track
|| || || || ||
|ER MAIL ADDR|Use Employer Mailing Address|Constant|
|TYPE OF EMPLOYMEN|Employer Type of Employment|Constant|
|ESTABLISHMENT NU|Establishment Number|Constant|
|FOREIGN ADDR INDIC|Foreign Address Indicator|Constant|
|BLOCKING FACTOR|Maximum Blocking Factor|Constant|
|OTHER EIN|Employer Other EIN|Constant|
|WAGE PLAN CODE|Wage Plan Code|Constant|
|NUMBER OF WEEKS|Weeks Worked|Element|
|TOTAL GROSS WAGES|Total Gross Wages|Element|
|SUI TOTAL WAGES|SUI Total Wages|Not Required|Not Required. The system will derive this amount from W2-STATE-WAGE-HOME (Seq #7020) and W2-STATE-WAGE-WORK (Seq #7030) in HL$US-W2-YYYY.
|SUI TAXABLE WAGES|SUITaxable Wages|Not Required|Not Required. The system will derive this amount from SUI total wages and the Maximum SUI wage base.
|SDI TAXABLE WAGES|SDITaxable Wages|Not Required|Not Required. The system will derive this amount from W2-SDI-WAGE-EE (Seq #7240) in HL$US-W2-YYYY.
|TIP WAGES|Tip Wages|Element|
|TAXES DUE SUI|Tax Remittance Amount|Element|
|PREVIOUS UNDERPAY|Previous Quarter Underpayment|Element|
|INTEREST|Interest on Overdue UI|Element|
|PENALTY|Penalty on Overdue UI|Element|
|CREDIT OVERPAYME|Credit/Overpayment|Element|
|ER ASSESSMENT RAT|Employer Assessment Rate|Constant|
|ER ASSESSMENT AMO|Employer Assessment Amount|Element|
|EE ASSESSMENT RAT|Employee Assessment Rate|Element|
|EE ASSESSMENT AMO|Employee Assessment Amount|Element|
|PAYMENT DUE|Payment Due|Element|
|ALLOCATION AMOUN|Allocation Amount|Element|
|STATE TAX WAGES|Wages subject to St Income Tax|Not Required|Not Required. The system will derive this amount from W2-STATE-WAGE-HOME (Seq #7020) and W2-STATE-WAGE-WORK (Seq #7030) in HL$US-W2-YYYY.
|STATE TAX|State Income Tax|Element|
|SEASONAL INDICATO|Seasonal Indicator|Constant|
|SEPARATE SUI SIT|Separate SUI and SIT in the file|Constant|
|RS REFERENCE NUM|Employment Security Ref Number|Constant|
|HOURS ELEMENT|Element Code for Hours Worked|Element|
|ROUTING NUMBER|Bank Routing Number|Constant|Enter your company data
|BANK ACCOUNT NUMBER|Bank Account Number|Constant|Enter your company data
|ACCOUNT TYPE|Bank Account Type|Constant|Enter your company data
|NAME ON BANK ACCOUNT|Name on Bank Account|Constant|Enter your company data
|OUT OF STATE WAGE|Out of State Wage Indicator|Constant|Enter your company data
!!State File Procedures
Most States accept quarterly filing information via magnetic media using either the EFW2 or the [ICESA] format. The record codes that are generally required for the EFW2 reporting are RA, RE, RS, RT, and RF, however, some record codes may be optional for some States. The record codes generally required for the [ICESA] reporting are A, B, E, S, T, and F. \\
When running [RPYEU] (the Year End Wage Report and File Formatter program), the EFW2 reporting format is automatically triggered when the values in both the ‘Annual Form Code’ column and the’ Quarterly Form Code’ column are identical (or the ‘Quarterly Form Code’ column is left blank). To create a State Reporting format other than the EFW2 format, the ‘Quarterly Form Code’ MUST be entered, and it MUST be different than that of the ‘Annual Form Code’. \\
In addition to the EFW2/ICESA reporting formats, many States also accept other reporting formats. The reporting formats that are supported for each State are listed in Section II. Please note that the supported State information is informational only and is current at the time this document was prepared. It is subject to change without notice by each of the State governments. \\
In addition to the State magnetic media filing, employers may be required to manually fill in the State form to report additional information for SUI. \\
The ‘Total Wages Paid’, ‘Wages in Excess of SUI Wage Base’, ‘SUI Taxable Wages’ and/or the 'Employee Count' information may be required to be filled in for employees who have been paid on the 12th day of each month of the quarter. When [RPYEU] is run for quarterly information, it produces a report at the ‘SUI Registration’ level that contains this information. The required information can then be manually entered on the Form to file for the State. \\
!!Using RPYEU for State Quarterly Wage Reporting
For quarterly reporting, depending on the State, some states accept the EFW2 format and other states accept [ICESA] format.\\
__For states that accept EFW2 format:__
*Enter the Annual Form Code: HL$US-W2-YYYY
*The Quarterly Form Code must either be blank or the same as the Annual Form code.
%%information Note: Do not enter HL$US-QTR-YYYY in this code field, or the program will produce the quarterly wage report file in the [ICESA] format, regardless of the State selected.%%
__For states that accept ICESA or another state specific format:__
*Enter the Annual Form Code: HL$US-W2-YYYY
*Enter the Quarterly Form Code: HL$US-QTR-YYYY
%%information Note: Leaving this code field blank will trigger the program to generate the quarterly wage report file in the EFW2 format, regardless of the State selected.%% \\
When the Quarterly Form Code is for the [ICESA] format, [RPYEU] will call the quarterly logic and use the Identifiers from the Quarterly Form Code=HL$US-QTR-YYYY to generate the [ICESA] format. The State Wages, Taxes, SUI. etc. are retrieved from the Annual Form Code=HL$US-W2-YYYY for the proper Work/Res GEO. \\ \\
__RPYEU REPORT PARAMETERS__
||Field||Description
|Form Code:|HL$US-W2-YYYY
|Federal Regist Number:|Enter the Federal Registration Number
|Period Type:|Enter ‘Quarter’
|Period End Date:|Enter the Quarter Ending Date
|As of Date:|Defines the start date of the reporting period
|Sort by Level:|Users must enter ‘DEPT SUI ER Number’, if required, such as for Minnesota
|Provide Sort Level Totals:|Optional. When set to YES, the totals are generated by ‘DEPT SUI ER Number’
|Combine Employment Type:|Users must set this field to YES because the Code RE record is not reported by ‘Employment Type’
|Media Format:|Select either ‘State File Format’ or ‘State SUI File Format’ for Quarterly MMREF1 File
|Select State:|Select the State to be reported, such as Minnesota, USA’
Please enter other prompts accordingly. \\
[RPYEU] will generate the State Quarterly File Format (EFW2/ICESA) according to the State specifications. A text file and an XML file, as defined on the ‘Media File Name’ field, will be created for submission to the government. In addition, if the 'Trace Level' (set to anything other than Exceptions Only) is used, then a ‘_trace.csv’ and a ‘_select.txt’ file will be created for the purpose of tracing and/or system problems.\\ \\
!!City File Procedures
There will be as many Code RS records as needed per employee for each city that has tax information, as required by each State. Below is an example of selecting an OHIO city when running [RPYEU].\\ \\
[RPYEU] must be run and the following selected to generate the Ohio City file information:
|Media Format: Local File Format
|Select State: Ohio, USA
!!State Format Details - Notes on All State Formats:
%%warning The information contained in this section is for information only, is current at the time this document is prepared and is subject to change without notice, by each State. For the latest State UI wage report information, please contact the Unemployment Insurance department of each respective State.%% \\
*Most States accept either the EFW2 or the [ICESA] quarterly wage reporting formats with a slight variation from the supplied Standard SSA format that is described in earlier sections of this page.
*The record length for the [ICESA] wage reporting format can be either 275 bytes or 276 bytes in length, although most States that accept this format prefer a 275 byte record. However, a 276 byte record is acceptable from those installations that cannot produce an odd number record length file.
*Many States only read the columns (within each record type) that are applicable for their State and will ignore data that may be present in other columns.
*To minimize inconsistencies for all States, the program will compare the State specific format to the Standard SSA supplied format. As long as all the State required columns are present, and in the same positions, in the same record type as defined in the Standard SSA format, then a record with the Standard SSA format will be created for that State.
*Other columns that are not required by the State may or may not be blank, or zero filled. Consequently, these columns may contain some data that is defined in the Standard SSA format but is not used by the State.
*For States where a file column is different than those of the Standard SSA format, those columns will be highlighted with the State abbreviated code for easy identification.
*Refer to the ICESA Formatting section for a more detailed description of each record type and the values required for each column, for States that accept the [ICESA] wage reporting format.
*Refer to the [EFW2 Formatting|Tax Reporting - US General#StandardEFW2FormerlyMMREF1MagneticFormatForQuarterlyWageReporting] section for a more detailed description of each record type and the values required for each column, for States that accept the EFW2 wage reporting format.
*Unless there are marked differences in the setup procedure required for running quarterly wage report for any particular State, refer to the [General Set Up Procedure|Tax Reporting - US General#GeneralSetUp] for further information.
\\
!!State Media Magnetic Media Reporting - SSA EFW2 File Format
!Code RA - Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\ \\
!Code RE - Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE}]
\\ \\
!Code RW - Employee Wage Record (Optional for State Quarterly Reporting)
[{InsertPage page='W2_EFW2_RECORD_RW}]
\\ \\
!Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
[{InsertPage page='W2_EFW2_RECORD_RO}]
\\ \\
!Code RS - Supplemental Record (Use for State Wage Reporting)
[{InsertPage page='W2_EFW2_RECORD_RS}]
\\ \\
__Multiple Code RS records:__ \\Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the State wages and tax will be zero for the subsequent code RS records.
\\ \\
!Code RT - Total Record
[{InsertPage page='W2_EFW2_RECORD_RT}]
\\ \\
!Code RU - Total Record (Optional for State Quarterly Reporting)
[{InsertPage page='W2_EFW2_RECORD_RU}]
\\ \\
!Code RF - Final Record
[{InsertPage page='W2_EFW2_RECORD_RF}]
\\ \\
!!Standard ICESA Magnetic Format for Quarterly Wage Reporting
!Record Name: Code A - Transmitter Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘A’
|2-5|Payment Year|Defines the year this report is being prepared for. \\Derived from the user defined FROM-TO period, converted to YYYY
|6-14|Transmitter’s Federal EIN|Enter only numeric characters. Omit hyphens, prefixes and suffixes. \\Derived from [IDFDV] 'TRAN EIN’ Field Identifier.
|15-18|Taxing Entity Code|Constant ‘UTAX’
|19-23|Blank|Fill with blanks
|24-73|Transmitter Name|Enter the transmitter name of the organization submitting the file. \\Derived from [IDFDV] ‘TRAN NAME’ Field Identifier.
|74-113|Transmitter Street Address|Enter the street address of the organization submitting the file. \\Derived from [IDFDV] ‘TRAN ADDRESS’ Field Identifier.
|114-138|Transmitter City|Enter the City of the organization submitting the file. \\Derived from [IDFDV] ‘TRAN CITY’ Field Identifier.
|139-140|Transmitter State|Enter the standard two character FIPS postal abbreviation. \\Derived from [IDFDV] ‘TRAN STATE’ Field Identifier.
|141-153|Blank|Fill with blanks
|154-158|Transmitter ZIP Code|Enter a valid ZIP Code \\Derived from [IDFDV] ‘TRAN ZIP CODE’ Field Identifier.
|159-163|Transmitter ZIP Code extension|Enter the four digit extension of ZIP code, if applicable. \\Include a hyphen in position 159. \\Derived from [IDFDV] ‘TRAN ZIP EXTN’ Field Identifier
|164-193|Transmitter Contact|Enter the name of the individual from transmitter's organization responsible for the accuracy of the wage report. \\Derived from [IDFDV] ‘TRAN CONTACT’ Field Identifier.
|194-203|Transmitter Contact Telephone Number|Enter telephone number for the transmitter's contact. \\Derived from [IDFDV] ‘TRAN CONTACT PHONE’ Field Identifier.
|204-207|Telephone Extension|Enter the transmitter's contact telephone extension. \\Derived from [IDFDV] ‘TRAN CONTACT EXTN’ Field Identifier.
|208-213|Media Transmitter/Authorization Number|Enter the Identifier assigned to the entity transmitting the media. \\Derived from [IDFDV] ‘TRAN MEDIA NUMBER’ Field Identifier.
|214-214|C-3 Data|State Specific Data. If not used, fill with blanks
|215-219|Suffix Code|State Specific Data. If not used, fill with blanks
|220-220|Allocation Lists|State Specific Data. If not used, fill with blanks
|221-229|Service Agent ID|State Specific Data. If not used, fill with blanks
|230-242|Total Remittance Amount|State Specific Data. If not used, fill with blanks
|243-250|Media Creation Date|Enter the date in the MMDDYYYY format. \\Derived from the System Date
|251-275|Blank|Fill with blanks
|276-276|Blank|Used only for systems that cannot produce an odd number record length file.
\\
!Record Name: Code B - Authorization Record
||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. Omit hyphens, prefixes and suffixes. \\Derived from [IDFDV] 'BASIC EIN' Field Identifier.
|15-22|Computer|Enter the manufacturer’s name \\Derived from [IDFDV] ‘BASIC COMPUTER’ Field Identifier.
|23-24|Internal Label|Enter SL, NS, NL or AL \\Derived from [IDFDV] ‘BASIC INTERNAL LABEL’ Field Identifier.
|25-25|Blank|Fill with blanks
|26-27|Density|Enter 16, 62 or 38 \\Derived from [IDFDV] ‘BASIC DESITY’ Field Identifier.
|28-30|Recording Code (Character Set)|Enter EBC \\Derived from [IDFDV] ‘BASIC RECOEDING MODE’ Field Identifier.
|31-32|Number of Tracks|Enter 09 or 18 \\Derived from [IDFDV] ‘BASIC RECORDING MODE’ Field Identifier.
|33-34|Blocking Factor|Enter the blocking factor of the file. Not to exceed 85. \\Derived from [IDFDV] ‘BLOCKING FACTOR’ Field Identifier.
|35-38|Taxing Entity Code|Constant ‘UTAX’
|39-146|Blank|Fill with blanks
|147-190|Organization Name|The name of the organization the media should be returned to \\Derived from [IDFDV] ‘BASIC NAME’ Field Identifier.
|191-225|Street Address|Enter the street address of the organization the media should be returned to \\Derived from [IDFDV] ‘BASIC ADDRESS’ Field Identifier.
|226-245|City|The City of the organization the media should be returned to \\Derived from [IDFDV] ‘BASIC CITY’ Field Identifier.
|246-247|State|Enter the standard two character FIPS postal abbreviation \\Derived from [IDFDV] ‘BASIC STATE’ Field Identifier.
|248-252|Blank|Fill with blanks
|253-257|ZIP Code|Enter a valid ZIP code \\Derived from [IDFDV] ‘BASIC ZIP CODE’ Field Identifier.
|258-262|ZIP Code extension|Enter the four digit ZIP code extension, if applicable. Include the hyphen in position 258.\\The hyphen (‘-‘) must be included when defining the BASIC ZIP EXTN’ Field Identifier on IDFDV. \\Derived from [IDFDV] ‘BASIC ZIP EXTN’ Field Identifier.
|263-275|Blank|Fill with blanks
|276-276|Blank|Used only for systems that cannot produce an odd number record length file.
\\
!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Payment Year|Enter the year the report is being prepared for
|6-14|Federal EIN|Enter only numeric characters. Omit hyphens, prefixes and suffixes. \\Derived from [IDFDV] 'BASIC EIN' Field Identifier.
|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 \\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 standard two character FIPS postal abbreviation of the employer’s address \\Derived from the Entity Location.
|141-148|Blank|Fill with blanks
|149-153|ZIP Code Extension|Enter the four digit ZIP code extension, if applicable. Include 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|Fill with blanks
|160-160|Type of Employment|Enter the type of employment. Options are: \\A: Agriculture \\F: Federal \\H: Household \\M: Military \\Q: Medicare Qualified Government Employees \\R: Regular, all others \\X: Railroad|Derived from [IDFDV] ‘TYPE OF EMPLOYMENT’ Field Identifier.
|161-162|Blocking Factor|Enter the blocking factor of the file. Not to exceed 85. \\Enter blanks for diskette \\Derived from [IDFDV] ‘BLOCKING FACTOR’ Field Identifier.
|163-166|Establishment Number or Coverage Group/PRU|Enter either the establishment number of the coverage group/PRU, or fill with blanks \\Derived from [IDFDV] ‘ESTABLISHMENT NUMBER’ Field Identifier.
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Identifier Code|Enter the State FIPS postal numeric code for the State that is being reported
|173-187|State Unemployment Insurance Account Number|Enter the State UI employer account number \\Derived from the IDGV State SUI Registration.
|188-189|Reporting Period|Etner 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
|191-191|Tax Type Code|State Specific Data. If not used, fill with blanks
|192-196|Taxing Entity Code|State Specific Data. If not used, fill with blanks
|197-203|State Control Number|State Specific Data. If not used, fill with blanks
|204-208|Unit Number|State Specific Data. If not used, fill with blanks
|209-255|Blank|Fill with blanks
|256-256|Foreign Indicator|If data in positions 74-158 is for a foreign address, enter the letter ‘X’, otherwise, leave it blank \\Derived from [IDFDV] ‘FOREIGN ADDR INDICATOR’ Field Identifier.
|257-257|Blank|Fill with blanks
|258-266|Other EIN|Enter blanks if no other EIN was used \\Derived from [IDFDV] ‘OTHER EIN’ Field Identifier.
|267-275|Blank|Fill with blanks
|276-276|Blank|Used only for systems that cannot produce an odd number record length file.
\\
!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 social security number. If not known, enter ‘I’ in position 2 and blanks in position 3-10
|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, if applicable. \\Leave blank if no middle initial.
|44-45|State Code|Enter the state FIPS postal numeric code for the State being reported.
|46-49|Blank|Fill with blanks
|50-63|State QTR Total Gross Wages|Quarterly wages subject to all taxes. \\Derived from [IDFDV] 'TOTAL GROSS WAGES' Field Identifier.
|64-77|State QTR Unemployment Insurance Total Wages|Quarterly wages subject to unemployment taxes. \\Derived from [IDFDV] Field Identifier: Sequence 7200
|78-91|State QTR Unemployment Insurance Excess Wages|Quarterly wages in excess of the State UI taxable wage base.
|92-105|State QTR Unemployment Insurance Taxable Wages|State QTR UI total wages less State QTR UI excess wages.
|106-120|Quarterly State Disability Insurance Taxable Wages|Sate Specific Data. If not used, fill with zeroes.
|121-129|Quarterly Tip Wages|Include all tip wages
|130-131|Number of Weeks Worked|Enter the number of weeks worked in the reporting period \\This can either be defined as a constant, be picked up from a pay component that was previously populated by a UserCalc, or, if left null, the system will compute the value. \\Derived from [IDFDV] 'NUMBER OF WEEKS' Field Identifier.
|132-134|Number of Hours Worked|Enter the number of hours worked in the reporting period \\Derived from [IDFDV] 'HOURS ELEMENT' Field Identifier.
|135-142|Blank|Fill with blanks
|143-146|Taxing Entity Code|Constant ‘UTAX’
|147-161|State Unemployment Insurance Account Number|The SUI Registration Number from [IDGV]
|162-176|Unit/Division Location/Plant Code|The ID assigned to identify wages by work site.
|177-190|State Taxable Wages|Enter wages subject to State income tax.
|191-204|State Income Tax withheld|Enter wages subject to State income tax.
|205-206|Seasonal Indicator|State Specific Data. If not used, fill with blanks. \\Derived from [IDFDV] 'SEASONAL INDICATOR' Field Identifier.
|207-207|Employer Health Insurance Code|State Specific Data. If not used, fill with blanks.
|208-208|Employee Health Insurance Code|State Specific Data. If not used, fill with blanks.
|209-209|Probationary Code|State Specific Data. If not used, fill with blanks.
|210-210|Officer Code|Enter ‘1’ for Officers of the corporation. Otherwise enter ‘0’.
|211-211|Wage Plan Code|State Specific Data. If not used, fill with blanks.
|212-212|Month-1 Employment|Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the first reporting month. Otherwise enter ‘0’.|
|213-213|Month-2 Employment|Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the second reporting month. Otherwise enter ‘0’.|
|214-214|Month-3 Employment|Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the third reporting month. Otherwise enter ‘0’.|
|215-220|Reporting Quarter and Year|Enter the last month and year for the calendar period for the reporting period, in MMYYYY format. Example: 0620YY for Apr-June 20YY
|221-226|Date First Employed|Enter the month and year the employee was first employed, in DDYYYY format
|227-232|Date of Separation|Enter the month and year the employee separated, in DDYYYY format
|233-275|Blank|Fill with blanks
|276-276|Blank|Used only for systems that cannot produce an odd number record length file.
!Record Name: Code T - Total Record
||Column||Description||Source
|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|State QTR Total Gross Wages for employer|QTR gross wages subject to all taxes. \\Total of this field on all ‘S’ records since the last ‘E’ record.
|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.
|41-54|State QTR Unemployment Insurance Excess Wages for employer|QTR wages in excess of the State UI taxable wage base. \\Total of all ‘S’ records since the last ‘E’ record.
|55-68|State QTR Unemployment Insurance Taxable Wages for employer|QTR UI total wages less State QTR UI excess wages. \\Total of all ‘S’ records since the last ‘E’ record.
|69-81|Quarterly tip wages for employer|Enter all tip income. \\Total of this field on all ‘S’ records since the last ‘E’ record.
|82-87|UI tax rate this quarter|Enter the employer UI rate for this reporting period. Format: One decimal point followed by 5 digits, such as 2.8% =.02800
|88-100|State QTR UI taxes due|UI taxes due|QTR State UI taxable wages multiplied by the UI tax rate
|101-111|Previous Quarter(s) underpayment|State Specific Data. If not used, fill with blanks.
|112-122|Interest|State Specific Data. If not used, fill with blanks.
|123-133|Penalty|State Specific Data. If not used, fill with blanks.
|134-144|Credit/Overpayment|State Specific Data. If not used, fill with blanks.
|145-148|Employer Assessment Rate|State Specific Data. If not used, fill with blanks.
|149-159|Employer Assessment Amount|State Specific Data. If not used, fill with blanks.
|160-163|Employee Assessment Rate|State Specific Data. If not used, fill with blanks.
|164-174|Employee Assessment Amount|State Specific Data. If not used, fill with blanks.
|175-185|Total Payment Due|State Specific Data. If not used, fill with blanks.
|186-198|Allocation Amount|State Specific Data. If not used, fill with blanks.
|199-212|Wages subject to State Income Tax|State Specific Data. If not used, fill with blanks.
|213-226|State Income Tax withheld|State Specific Data. If not used, fill with blanks.
|227-233|Month-1 Employment|Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first reporting month. \\Total for all ‘S’ records after the last ‘E’ record.
|234-240|Month-2 Employment \\Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the second reporting month. \\Total for all ‘S’ records after the last ‘E’ record.
|241-247|Month-3 Employment \\Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the third reporting month. \\Total for all ‘S’ records after the last ‘E’ record.
|248-250|Country Code|State Specific Data. If not used, fill with blanks.
|251-257|Outside Country Employees|State Specific Data. If not used, fill with blanks.
|258-267|Document Control Number|State Specific Data. If not used, fill withh blanks.
|268-275|Blank| Fill with blanks
|276-276|Blank|Used only for systems that cannot produce an odd number record length file.
\\
!Record Name: Code F - Final Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘F’
|2-11|Total Number of Employees in File.|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’
|26-40|Quarterly Total Gross Wages in File|QTR gross wages subject to all taxes. \\Total of this field for all ‘S’ records in the file.
|41-55|Quarterly State Unemployment Insurance Total Wages in File|QTR wages subject to State UI tax. \\Total of this field for all ‘S’ records in the file.
|56-70|Quarterly State Unemployment Insurance Excess Wages in File|QTR wages in excess of the State UI taxable wage base. \\Total of this field for all ‘S’ records in the file.
|71-85|Quarterly State Unemployment Insurance Taxable Wages in File|State UI gross/total wage less quarterly State UI excess wages. \\Total of this field for all ‘S’ records in the file.
|86-100|Quarterly State Disability Insurance Taxable Wages in File|State Specific Data. If not used, fill with zeroes.
|101-115|Quarterly Tip Wages in File|All tip income. \\Total of this field on all ‘S’ records in the file.
|116-123|Month-1 Employment|Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first reporting month. \\Total of this field on all ‘S’ records in the file.
|124-131|Month-2 Employment|Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the second reporting month. \\Total of this field on all ‘S’ records in the file.
|132-139|Month-3 Employment|Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the third reporting month. \\Total of this field on all ‘S’ records in the file.
|140-275|Blank|Fill with blanks
|276-276|Blank|Used only systems that cannot produce an odd number record length file.
!!Appendix: State Reporting documents
|Alabama|Wage File Due Date is January-31|State FIPS code is 01|[Tax Reporting - AL]
|Alaska| |State FIPS code is 02|[Tax Reporting - AK]
|American Samoa| |State FIPS code is 03 \\(FIPS 5-1 Reserved Code)
|Arizona|Wage File Due Date is February-28|State FIPS code is 04|[Tax Reporting - AZ]
|Arkansas|Wage File Due Date is February-28|State FIPS code is 05|[Tax Reporting - AR]
|California|Wage File Due Date is January-31|State FIPS code is 06|[Tax Reporting - CA]
|Canal Zone| |State FIPS code is 07 \\(FIPS 5-1 Reserved Code)
|Colorado|Wage File Due Date is March-31|State FIPS code is 08|[Tax Reporting - CO]
|Connecticut|Wage File Due Date is January-31|State FIPS code is 09|[Tax Reporting - CT]
|Delaware|Wage File Due Date is January-31|State FIPS code is 10|[Tax Reporting - DE]
|District of Columbia|Wage File Due Date is January-31|State FIPS code is 11|[Tax Reporting - DC]
|Florida| |State FIPS code is 12|[Tax Reporting - FL]
|Georgia|Wage File Due Date is January-31|State FIPS code is 13|[Tax Reporting - GA]
|Guam| |State FIPS code is 14 \\(FIPS 5-1 Reserved Code)
|Hawaii|Wage File Due Date is February-28|State FIPS code is 15|[Tax Reporting - HI]
|Idaho|Wage File Due Date is January-31|State FIPS code is 16|[Tax Reporting - ID]
|Illinois|Wage File Due Date is February-15|State FIPS code is 17|[Tax Reporting - IL]
|Indiana|Wage File Due Date is January-31|State FIPS code is 18|[Tax Reporting - IN]
|Iowa|Wage File Due Date is January-31|State FIPS code is 19|[Tax Reporting - IA]
|Kansas|Wage File Due Date is February-28|State FIPS code is 20|[Tax Reporting - KS]
|Kentucky|Wage File Due Date is January-31|State FIPS code is 21|[Tax Reporting - KY]
|Louisiana|Wage File Due Date is February-28|State FIPS code is 22|[Tax Reporting - LA]
|Maine|Wage File Due Date is January-31|State FIPS code is 23|[Tax Reporting - ME]
|Maryland|Wage File Due Date is January-31|State FIPS code is 24|[Tax Reporting - MD]
|Massachusetts|Wage File Due Date is January-31|State FIPS code is 25|[Tax Reporting - MA]
|Michigan|Wage File Due Date is February-28|State FIPS code is 26|[Tax Reporting - MI]
|Minnesota|Wage File Due Date is January-31|State FIPS code is 27|[Tax Reporting - MN]
|Mississippi|Wage File Due Date is January-31|State FIPS code is 28|[Tax Reporting - MS]
|Missouri|Wage File Due Date is January-31|State FIPS code is 29|[Tax Reporting - MO]
|Montana|Wage File Due Date is February-28|State FIPS code is 30|[Tax Reporting - MT]
|Nebraska|Wage File Due Date is January-31|State FIPS code is 31|[Tax Reporting - NE]
|Nevada| |State FIPS code is 32|[Tax Reporting - NV]
|New Hampshire| |State FIPS code is 33|[Tax Reporting - NH]
|New Jersey|Wage File Due Date is February-28|State FIPS code is 34|[Tax Reporting - NJ]
|New Mexico|Wage File Due Date is February-28|State FIPS code is 35|[Tax Reporting - NM]
|New York|Wage File Due Date is February-28|State FIPS code is 36|[Tax Reporting - NY]
|North Carolina|Wage File Due Date is January-31|State FIPS code is 37|[Tax Reporting - NC]
|North Dakota|Wage File Due Date is January-31|State FIPS code is 38|[Tax Reporting - ND]
|Ohio|Wage File Due Date is January-31|State FIPS code is 39|[Tax Reporting - OH]
|Okalahoma|Wage File Due Date is February-28|State FIPS code is 40|[Tax Reporting - OK]
|Oregon|Wsge File Due Date is January-31|State FIPS code is 41|[Tax Reporting - OR]
|Pennsylvania|Wage File Due Date is January-31|State FIPS code is 42|[Tax Reporting - PA]
|Puerto Rico|Wage File Due Date is January-31|State FIPS code is 72|[Tax Reporting - PR]
|Rhode Island|Wage File Due Date is January-31|State FIPS code is 44|[Tax Reporting - RI]
|South Carolina|Wage File Due Date is January-31|State FIPS code is 45|[Tax Reporting - SC]
|South Dakota| |State FIPS code is 46|[Tax Reporting - SD]
|Tennessee| |State FIPS code is 47|[Tax Reporting - TN]
|Texas| |State FIPS code is 48|[Tax Reporting - TX]
|Utah|Wage File Due Date is January-31|State FIPS code is 49|[Tax Reporting - UT]
|Vermont|Wage File Due Date is January-31|State FIPS code is 50|[Tax Reporting - VT]
|Virginia|Wage File Due Date is January-31|State FIPS code is 51|[Tax Reporting - VA]
|Virgin Islands| |State FIPS code is 52 \\(FIPS 5-1 Reserved Code)
|Washington| |State FIPS code is 53|[Tax Reporting - WA]
|West Virginia|Wage File Due Date is February-28|State FIPS code is 54|[Tax Reporting - WV]
|Wisconsin|Wage File Due Date is January-31|State FIPS code is 55|[Tax Reporting - WI]
|Wyoming| |State FIPS code is 56|[Tax Reporting - WY]
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![Notes|Edit:Internal.US_Annual_Qtrly_Reporting_GEN]
[{InsertPage page='Internal.US_Annual_Qtrly_Reporting_GEN' default='Click to create a new notes page'}]
This page (revision-96) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop