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Page References

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Tax Reporting - US General
Tax Reporting - US General

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At line 4 changed one line
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.
W2 Annual and Quarterly Processing reports from the employees' QTD information according to client selection criteria to produce Quarterly Wage Report for individual states filing. Most states accept either the EFW2 or the [ICESA]/[NASWA] wage reporting format.
At line 6 changed one line
For additional information and detailed field descriptions of the [RPYEU] process, please refer to the [W2 Process] document.
For additional information and detailed field description of the [RPYEU] function, please refer to W2 Year End procedure document [PR_US_W2_PROCESS_20yy].
At line 9 changed 2 lines
The following steps outline the sequence of events to produce the Quarterly Wage Report File. \\ \\
__RPREGT__: Produce QTD Register for Quarterly Reporting \\ \\
The following steps outline the sequence of events to produce the Quarterly Wage Report File:
*RPREGT - Produce QTD Register for Quarterly Reporting
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__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. \\ \\
*IDFD - Set up Form and File Definition
**This screen specifies the default values for client to enter on [IDFDV].
**The information on this screen is provided using a script, the client only needs to execute the script to load in the most current information for the year.
**Do NOT alter this information in any way without guidance and permission from Support.
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__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. \\ \\
*IDFDV- Enter the Variables
**All clients must enter the [IDFDV] variables for the supplied script file ‘HL$US-W2-ccyy’ (where ccyy denotes the tax year and will be updated each year) must be entered where applicable. In addition, for the clients who report quarterly wages in the [ICESA]/[NASWA] format, then the [IDFDV] variables for a second supplied script file ‘HL$US-QTR-20yy’ (note the name of this file remains the same for year 2004 onwards) is also required to be entered where applicable.
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__RDFD__: To Report the File Definition from IDFD and IDFDV \\ \\
*RDFD - To Report the File Definition from IDFD and IDFDV
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__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
*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 quarter report.
**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 requirement
**[RPYEU] must be run one state at a time to generate state specific files
**Each state may have its own requirement, you must check with Support to verify if the state is supported prior to running [RPYEU] for a specific state file
**Generate XML file to feed into RPW2 program to print W2 forms for year end reporting
**In utility trace mode, [RPYEU] generates dynamic SQL Select statement and trace file for debugging
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Only employees in entities with a government registration set up for ‘State SUI Registration’ will be processed.
Only employees in entities with a government registration set up for ‘State SUI Registration’ will be selected.
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For Quarterly Reporting in Non-EFW2 file format, these User Defined Fields (UDF) are used when client is using ‘HL$US-QTR-20yy’ form code.
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For Quarterly Reporting in non-EFW2 file format, these User Defined Fields (UDF) are used when organizations are using the ‘HL$US-QTR-20YY’ form code.
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\\
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*W2 DESTINATION \\
*W2 DESTINATION
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|[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.
|[P2K_CM_DEPARTMENT_DETAILS]|W2 DESTINATIONW2|Destination|Char|30
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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]
Some states require SUI ER Number by department, in this case, the [IDDP] User Field ‘SUI ER Number’ may be required.
At line 75 changed 3 lines
*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.\\ \\
For example, the State of Minnesota requires the Quarterly file to be reported by MN State Unemployment Insurance Account Number and MN Employer Unit Number, and these two numbers are defined at the department level, therefore, the client must set up the UDF ‘SUI ER Number’ for each department
e.g. For ‘Planning & Zoning’ department, the MN number is ‘7977999-004’. Therefore on [IDDP], the client should set the UDF ‘SUI ER Number’ = 7977999-004 on [IDDP]
At line 72 added 3 lines
*If the ‘SUI ER Number’ is not set up for a department, then the SUI ER Number from [IDGV] is used.
*Note that on [IDDP], the detail section of the screen must be clicked first and then the UDF button must be clicked in order to get to the UDF screen.
* ‘W2 Destination’ may be entered for distributing the W2 forms by department.\\ \\
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*W2 DESTINATION
*MMREF PROBATIONARY
*MMREF OFFICER CODE
\\
*‘W2 DESTINATION’
*‘MMREF PROBATIONARY’
*‘MMREF OFFICER CODE’
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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.
The W2 Destination ‘MMREF Officer Code’ may be entered for the employee
*MMREF Probationary code is not used by all states (i.e. the state of Minnesota does not require this code)
*MMREF Officer code is not required by all states (i.e. The file code RS record position 341, State of Minnesota requires reporting of the Officer Code for the employee. If then the employee qualifies as an Officer for the state of Minnesota, the client should enter ‘Y’ on ‘MMREF Officer Code’ field).
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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.
\\
‘Federal Registration’ must be set up on [IDGV] for Country ‘USA’ with valid ‘Employer Identification Number’ by ‘Government Registration Set’ by Entity.
\\ \\
__Clients with One Federal Registration__
If you have one Federal registration, one government set of registrations should be defined, e.g. ‘Main Registration Set’.
Then within this set of Government Registrations, the Federal/State/Local Registrations will need to be set up on [IDGV].
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__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. \\
On [IDGV], Federal Registration should be set up with Registration Type = ‘US Fed Regist 1’.
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Then within this Government Registration Set, users should set up the Federal, State and Local Registrations on IDGV. \\ \\
%%information Note, if Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’.%%
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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.
\\
__Clients with Multiple Federal Registrations__
For client with multiple federal registrations, there are two options:
#‘Main Registration Set’ can be used; in this case Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ need to be set up. This allows for up to nine federal registrations.
#Multiple ‘Registration Set’ can also be used, in this case Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ need to be set up. This allows for unlimited number of Federal Registrations.
At line 108 changed 5 lines
__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.
\\
%%information Note, if 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.\\ \\i.e. At Federal level, always match the last digit of the registration type. This is similar to ‘Regist Type’ at State/Local Registration levels .%%
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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.
‘Govt Registration Set’ may be used to group similar Registrations together. For Example:
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The ‘Govt Registration Set’ can be used to group similar Registrations together. For Example:
||Govt Registration Set||Meaning
|MAIN REGIST|Used as a default to group all registrations initially
|REGIST 2|Another set may be defined for all level of registrations for this set
|FED REGIST|Federal level registrations for this set may be defined
|STATE REGIST|State level registrations for this set may be defined
|LOCAL REGIST|Local level registrations for this set may be defined
|FULLTIME REGIST|Registrations for Full time employees for this set may be defined
|PARTTIME REGIST|Registrations for Part time employees for this set may be defined
|SEASONAL REG|Registrations for Seasonal employees for this set may be defined
|STATE OHIO|Registrations for Ohio may be defined for this set only
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||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. \\ \\
The [IDGV] ‘Govt Registration Set’ is then used on the [IDGR Registration|IDGR#RegistrationTab] tab for each of the Federal/State/Local levels.
At line 132 removed 22 lines
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
At line 157 changed 2 lines
%%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.
%%warning IMPORTANT: Federal/State/Local Registration MUST not be changed for a Group for different effective date records.%%
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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].
[UPCLOZ] program 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 numbers.
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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.
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 then displayed on [IDGR].
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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.
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 belong to this group, the State/Prov Registration Number is retrieved from [IDGV] by ‘State/Prov Set’, ‘State/Prov Type’ and the State/Prov of this employee.
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At local level, the Local Registration number is retrieved from [IDGV] by ‘Local Regist Set’, ‘Local Regist Type’ and the GEO Local of this employee.
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The following levels of Government Registration must be set up for the State to be reported.
The following levels of Government Registration must be set up for the state to be reported
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*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.\\ \\
*An entry must exist for a state on [IDSP] in order for the state to be reported.
*An entry must exist on [IDGV] for a state with the ‘State Registration’ 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 Regist Number 0 and issue a warning. The correct State Registration Number must be provided for that State in order to file to the State government
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*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.\\ \\
*If there is county tax applicable for a state, an entry must exist for the County code on the [IDCN] in order for the county tax to be reported
*The County code is the first two segments of the GEO code. For example, in Indiana, GEO code ‘15-097-0670’ is for the city of Indianapolis, the County Code ‘15-097-0000’ is for Marion county, therefore set up County code ‘15-097-0000’ ‘Marion’ on [IDCN].
*The GEO and County codes are provided by Vertex for US taxation, please refer to the 'Vertex GEO Codes List' booklet and enter the required county codes on [IDCN].
*An entry must exist on [IDGV] with ‘Local Registration’ for a county in order for the County tax to be reported
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The School Registration must be defined on [IDGV] in order for the School District tax to be reported.
An entry must exist for a school district in order for the School District tax to be reported
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*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.
*An entry must exist at the ‘State Level’ in order for the state tax to be reported. Note that the ‘State Level’ GEO code entry must end with ‘000-0000’ (i.e. 05-000-000 for the state of California).
*An entry must exist at the ‘City level’ for a tax jurisdiction in order for the city tax to be reported
*An entry must exist on [IDGV] with ‘Local Registration’ for a city in order for the City tax to be reported
*The FIPS code in this [IDTX]screen is currently not being used by the [RPYEU] program. (The [RPYEU] program derives the FIPS code automatically.)
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!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.
!IDGV - Define Government Registrations
__Define State Government Registrations for the State in the ‘Definition’ Tab__
For example, the state of Arizona:
*Enter the Arizona State Employer Account Number on the ‘Number’ field
*Then enter the various State Government W2 (Quarter) information for the State in the [Variables|IDGV#VariablesTab] tab.
*Use ‘02’ for W2 State Media Filing if the wage information is for a state only and contains no other state info.
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__Federal Level__\\
One or multiple Federal Government Registrations must exist for each entity with ‘Govt Regist Set’, ‘US Fed Regist 1’, etc.\\
;Federal Level:
One or multiple Federal Government Registrations must exist for each entity with ‘Govt Regist Set’, ‘US Fed Regist 1’, etc.
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__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.\\
;State Level:
*An entry must exist for each state for an entity with ‘State Registration’.
*When clients are defining the ‘State Registration’, the client must also set up the ‘Variables’ tab.
*The fields on the [IDGV Variables|IDGV#VariablesTab] tab are first defined on [IMUF] for [P2K_CM_GOVT_REGISTRATIONS] automatically by [RPYEU].
*Many fields in the [IDGV Variables|IDGV#VariablesTab] tab applies to different states at the State level and/or Local level. These variables must be defined at the State/Local levels whenever applicable.
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When the State Registration is defined, the Variables tab must also be set up. \\
*On [IDGV Variables|IDGV#VariablesTab] tab, the variable ‘W2 State Media Filing’ must be set up to indicate if this state requires to produce a W2 File (or Quarterly File) for the state.
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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. \\
*The ‘W2 State Media Filing’ values are:
**00 – Not required to file magnetic media to the state
**01 – Include State code RS record in the federal file, federal file can be sent to the state
**02 – State requires its own file, do not include other state information in the state file
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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. \\
*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, the ‘W2 State Media Filing’ variable = ‘01’ should be set up
*When [RPYEU] is run, the State Information code RS record will automatically be generated in the federal file, a copy of the federal file needs only to be sent to the state
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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. \\
*If the state does not accept other state’s information in their state file, ‘W2 State Media Filing’ variable = ‘02’ should be set up.
*When [RPYEU] is run, it should be selected to run by one state at a time and the Media Format = ‘State File Format’.
*Then if the state has its own specific state file layout, [RPYEU] 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 section IV for a list of States that are supported
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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:
*For an entity with ‘Local Registration’, an entry must exist for each county in order for the County tax to be reported
*For an Entity with ‘Local Registration’, an entry must exist for each city in order for the City tax to be reported
*Many fields in 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.
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__Local Level__\\
A County Tax Jurisdiction must be defined on [IDGV] with the Local Registration in order for the County tax to be reported. \\
*When the ‘Local Registration’ is defined, the [IDGV Variables|IDGV#VariablesTab] tab can be optionally set up to indicate if this Local requires to be filed via magnetic media on a W2 File:
**'W2 STATE MEDIA FILING'
**'W2 TAX TYPE CODE'
**'W2 TAXING ENTITY'
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A City Tax Jurisdiction must be defined on [IDGV] with the Local Registration in order for the City tax to be reported. \\
*The ‘W2 State Media Filing’ values are:
**00 – Not Required to File Magnetic Media
**01 – Include Local Information in Code RS Record for Federal File Format
**02 – Include Local Information in Code RS Record for the State File Format
**03 – Local Requires Its Own File, Do Not Include Other Local Information in the File
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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. \\
*If the Local information is to be reported along with the Federal File Code RS information, the ‘W2 State Media Filing’ variable should be set to ‘01’ for this local.
*Then when [RPYEU] is run, the State Information Code RS record will be generated along with the Local information
At line 229 added 2 lines
*If the Local information is to be reported along with the State File Code RS information, the ‘W2 State Media Filing’ variable should be set to ‘02’ for this Local
*Then when [RPYEU] is run for a state, the State Information Code RS record will be generated along with the Local information.
At line 248 changed 11 lines
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 the Local requires its own format, the ‘W2 State Media Filing’ variable should be set to ‘03’
*Then when [RPYEU] is run and the client selects to generate ‘Local File format’, the client must also select the specific City or County, then the Local file format will be generated
%%information NOTE: This feature requires specific program logic for each Local, please check with Support to see if the local is supported.%%
At line 260 changed 10 lines
\\
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
\\
If ‘W2 State Media Filing’ is set up for a Local, then the [IDGV Variables|IDGV#VariablesTab] tab must also be set up:
*‘W2 TAX TYPE CODE’ - to contain one of the following values:
**C – City Income Tax
**D – County Income Tax
**E – School District Income Tax
*‘W2 TAXING ENTITY’- to define the five characters Taxing Entity code for each Local.
**e.g. Ohio Cleveland would be ‘200’, refer to Cleveland filing requirement
**e.g. Indiana would contain the two digits County code supplied by Indiana
At line 271 changed 2 lines
__School Level__\\
The School Registration must be defined on [IDGV] for the School in order for the school tax to be reported. \\
;School Level:
*For an entity with ‘School Registration’, an entry must exist for each school district for the school tax to be reported
*When clients are defining the ‘School Registration’, the [IDGV Variables|IDGV#VariablesTab] tab must be set up for:
**'W2 STATE MEDIA FILING'
**'W2 TAX TYPE CODE'
**'W2 TAXING ENTITY'
At line 274 changed 4 lines
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:
**00 – Not Required to File Magnetic Media
**01 – Include School Information in Code RS Record for Federal File Format
**02 – Include School Information in Code RS Record for the State for State File Format
**03 – Include School Information in Code RS Record for the Local File Format
At line 258 added 2 lines
*If the School information is to be reported along with the Federal File Code RS information, the ‘W2 State Media Filing’ variable should be set to ‘01’ for this Local
*Then when [RPYEU] is run, the State Information Code RS record will be generated along with the School information
At line 280 changed 6 lines
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.
*If the School information is to be reported along with the State File Code RS information, the ‘W2 State Media Filing’ variable should be set to ‘02’ for this Local
*Then when [RPYEU] is run, the State Information Code RS record will be generated along with the School information
At line 287 changed 4 lines
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
\\
*If the School requires its own format, the ‘W2 State Media Filing’ variable should be set to ‘03’
%%information Note: This feature requires specific program logic for each school, please check with Support to see if the local is supported.%%
At line 267 added 5 lines
If ‘W2 State Media Filing’ is set up for a school, then the [IDGV Variables|IDGV#VariablesTab] tab must also be set up:
*‘W2 TAX TYPE CODE’ to contain one of the following values:
**E – School District Income Tax
*‘W2 TAXING ENTITY’ to define the five characters School District code
At line 293 changed one line
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. \\
When running [RPYEU] with Calendar Type = ‘Q’ for a quarter, each State must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type. i.e. ‘US State Regist 1’ should also define ‘US SUI Regist 1’, ‘US State Regist 2’ should also define ‘US SUI Regist 2’, etc.
At line 295 changed 9 lines
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. \\
According to each state’s quarterly filing format, some states may require submission of Taxes Due, Previous Underpayment etc. For each quarter, the [IDGV Variables|IDGV#VariablesTab] tab must be defined for these quarterly amount for the proper ‘US SUI Regist’ prior to running [RPYEU].
*For example, if ‘QTR Penalty is $590.26; then enter ‘590.26’ in the ‘QTR Penalty’ field in the [IDGV Variables|IDGV#VariablesTab] tab.
At line 305 changed one line
%%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.%% \\
%%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 screen must also be setup, these includes the SUI maximum base amount, SUI ER rate, etc..%%
At line 307 changed 2 lines
__Define SUI Registration__\\
The ‘US SUI Regist 1’ Registration Type must be defined for the State in order to run the UI report file.
Define SUI Registration, the ‘US SUI Regist 1’ Registration Type must be defined for the state in order to run the UI report file.
At line 310 changed one line
*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.
*The ‘W2 Taxing Entity’ entry in the [Variables|IDGV#VariablesTab] tab of the US SUI Registration screen is used to populate the ‘Taxing Entity Code’ column in the State Record for Quarterly UI Wage reporting.
At line 313 changed 6 lines
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.
Define ‘US SDI Registration’ for each state, if required (such as in California).
Enter the California State Employer Account Number (SEAN) for SDI on the ‘Number’ field if applicable
|‘W2 STATE MEDIA FILING’|Enter ‘02’ to generate 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 the client is registered with the Department as a branch coded Employer, then enter the three character branch code\\ \\If not applicable, ‘000’ should be entered
At line 322 changed one line
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:
To report the Ohio City tax, [IDGV] must be set up with ‘US Local Registration 1’ for each city in the Jurisdiction field:
At line 324 changed 4 lines
||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
The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘US Local Registration 1’ for each city:
|‘W2 STATE MEDIA FILING’|Must be ‘03’ to generate City tax information in Local File format
|‘W2 TAX TYPE CODE’|Must enter ‘C’ for City Tax
|‘W2 TAXING ENTITY’|enter the City Code for state if required (i.e. Ohio)
At line 329 changed 23 lines
!!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].%% \\
!IDFDV- Define Table Column Values
The ‘Field Variable’ column must be set up in [IDFDV] for the Form Definition that is being used for [RPYEU] reporting. The following example shows what might be setup in that column.
%%Information: Note that all the other columns are all predefined in [IDFD] and may not be changed in [IDFDV].%%
At line 356 changed one line
|1040|TRAN ADDRESS|Transmitter Address|Transmittal|TRAN ADDRESS|Constant|145 RENFREW DRIVE
|1040|TRAN ADDRESS|Transmitter Address|Transmittal|TRAN ADDRESS|Constant|100 WOODBINE AVENUE
At line 360 changed 2 lines
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].%%
If City tax applies, [IDFDV] must be set up. The following example shows a possible setup in the ‘Field Variable' column.
%%Information Note that all the other columns are all predefined in [IDFD] and may not be changed in [IDFDV].%%
At line 369 changed 5 lines
*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
*Identifier ‘W2-CITY-NAME’ - must be set up
*Identifier ‘W2-CI-WAGE-HOME’ - must be set up
*Identifier ‘W2-CI-WAGE-WORK’ - must be set up
*Identifier ‘W2-CI-TAX-HOME’ - must be set up
*Identifier ‘W2-CI-TAX-WORK’ - must be set up
At line 376 changed one line
__Definition for file HL$US-W2-YYYY (Mandatory for all Quarterly Report Filers)__
__Definition for file HL$US-W2-ccyy (Mandatory for all Quarterly Report Filers)__
At line 378 changed 3 lines
|IDFD FORM|HL$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
\\
;IDFD FORM:HL$US-W2-ccyy - supplied, where ‘ccyy’ denotes the tax reporting year
;IDFD FORM TYPE:US EFW2 definition - indicate the W2 definition is for EFW2 filing format
At line 382 changed one line
[{InsertPage page='IDFDV_Form_Definitions'}]
||Seq||Field Identifier||Description||Suggested Source||Suggested Variable
|1000|SUB-ER-EIN|Submitter’s Employer EIN|Constant|9 characters EIN
|1010|SUB-PIN-NUMBER|Personal Identification Number|Constant|17 characters assigned to you as PIN#
|1020|SUB-RESUB-IND|Resubmit Indicator|Constant|Enter 1 if file is resubmitted, else 0
|1030|SUB-RESUB-WFID|Resubmit SSA WFID from notice|Constant|If resubmit, enter SSA WFID from notice.
|1040|SUB-SOFTWARE|Submitter Software Code|Constant|Enter your company data
|1050|SUB-COMP-NAME|Company Name receive EFW2|Constant|Enter Company name who receive EFW2
|| || || || ||
|1060|SUB-COMP-LOCN|Company Location Address|Constant|Enter company’s location address. i.e. Attention, Suite, Room Num, etc.
|1070|SUB-COMP-DELIV|Company Delivery Address|Constant|Enter company’s delivery address i.e. Street or Post Office Box
|1080|SUB-COMP-CITY|Company’s City|Constant|Enter company’s city
|1090|SUB-COMP-STATE|Company’s State Abbrev|Constant|Enter company’s State Abbreviation
|1100|SUB-COMP-ZIP|Company’s ZIP Code|Constant|Enter company’s ZIP code
|1110|SUB-COMP-ZIP-EXT|Company’s ZIP Code Extension|Constant|Enter company’s ZIP code extension
|1120|SUB-COMP-F-STATE|Company’s foreign State/province|Constant|Enter company’s foreign state
|1130|SUB-COMP-F-POST|Company’s country if applicable|Constant|Enter company’s foreign postal code
|1140|SUB-COMP-COUNTRY|Company’s country if applicable|Constant|Enter company’s country if applicable
|1150|SUB-SUBM-NAME|Submitter Organization Name|Constant|Organization Name to receive
|1160|SUB-SUBM-LOCN|Submitter Location Address|Constant|Enter submitter location address (i.e. Attention, Suite, Room Num etc.)
|1170|SUB-SUBM-DELIV|Submitter Delivery Address|Constant|Enter submitter delivery address (i.e. Street or Post Office Box)
|1180|SUB-SUBM-CITY|Submitter City|Constant|Enter submitter city
|1190|SUB-SUBM-STATE|Submitter State Abbrev|Constant|Enter submitter State Abbreviation
|1200|SUB-SUBM-ZIP|Submitter ZIP Code|Constant|Enter submitter ZIP code
|1210|SUB-SUBM-ZIP-EXT|Submitter ZIP Code Extension|Constant|Enter submitter ZIP code extension, including the hyphen.
|1220|SUB-SUBM-F-STATE|Submitter foreign State/province|Constant|Enter submitter foreign state/province
|1230|SUB-SUBM-F-POST|Submitter foreign postal code|Constant|Enter submitter foreign postal code
|1240|SUB-SUBM-COUNTRY|Submitter country if applicable|Constant|Enter submitter country if applicable
|1250|SUB-CONT-NAME|Contact name for SSA|Constant|Enter your company data
|1260|SUB-CONT-TEL|Contact telephone # for SSA|Constant|Enter your company data
|1270|SUB-CONT-TEL-EXT|Contact telephone extension|Constant|Enter your company data
|1280|SUB-CONT-EMAIL|Contact e-mail address for SSA|Constant|Enter your company data
|1290|SUB-CONT-FAX|Contact FAX phone # for SSA|Constant|Enter your company data
|1300|SUB-CONT-METH|Preferred Contact method|Constant|Enter your company data
|1310|SUB-PREPARER|Preparer Code|Constant|Enter your company data
|1480|SUB-3RD-PARTY-SICK|Third-Party Sick Pay Indicator|Constant|Enter your company data
|1490|SUB-3RD-PARTY-TAX|Income Tax Withheld by 3rd Party|Constant|Enter your company data
|1500|W2-ER-AGENT-IND|Agent Indicator Code|Constant|If applicable, enter appropriate code
|1510|W2-ER-FOR-EIN|Agent for which EIN|Constant|If you are an agent, enter the EIN for
|1520|W2-ER-TERM-BUS|Terminating business indicator|Constant|Enter appropriate code from SSA
|1530|W2-ER-ESTAB|Establishment Number|Constant|Further identify within EIN
|1540|W2-ER-OTHER-EIN|Other EIN|Constant|Other EIN used
|| || || || ||
|2000|W2-ER-EIN|Employer Identification Number|Data Base Column|DGV.GOVT_REGIST_NUMBER
|2010|W2-ER-NAME|Employer Name|Data Base Column|DED.ENTITY_NAME
|2020|W2-ER-LOCN-ADDR|Employer Location Address|Data Base Column|Enter employer’s location address (i.e. Attention, Suite, Room Num etc. use DLN.ADDRESS_LINE_1 or DLN.ADDRESS_LINE_2)
|2030|W2-ER-DELIV-ADDR|Employer Delivery Address|Data Base Column|Enter employer’s delivery address (i.e. Street or Post Office Box, use DLN.ADDRESS_LINE_1 or DLN.ADDRESS_LINE_2)
|2040|W2-ER-CITY|Employer City|Data Base Column|Enter employer’s city DLN. LOCALITY
|2050|W2-ER-STATE|Employer State Abbrev|Data Base Column|Enter employer’s State abbreviation
|2060|W2-ER-ZIP|Employer ZIP Code|Data Base Column|Enter employer’s ZIP Code DLN.ZIP_POSTAL
|2070|W2-ER-ZIP-EXT|Employer ZIP Extension|Data Base Column|Enter employer’s ZIP Code DLN.ZIP_POSTAL, use derivation expression substr(~,6) for ZIP extension
|2080|W2-ER-F-STATE|Employer foreign State/province|Data Base Column or Constant|Enter Employer foreign state
|2090|W2-ER-F-POSTAL|Employer foreign postal code|Data Base Column or Constant|Enter Employer foreign state
|2100|W2-ER-COUNTRY|Employer country if applicable|Constant|Enter Employer country if applicable
|2110|W2-ER-TAX-JURIS|Tax Jurisdiction Code|Constant|Enter Employer country if applicable
|2120|W2-KIND-OF-EMPLOYER|Kind of Employer|Constant|
|| || || || ||
|2500|W2-EE-SSN|Employee Social Security Number|Data Base Column|EID.GOVERNMENT_CODE
|2510|W2-EE-FIRST-NAME|Employee First Name|Data Base Column|EID.FIRST_NAME
|2520|W2-EE-MIDDLE|Employee Middle Name|Data Base Column|EID.MIDDLE_NAME
|2530|W2-EE-LAST-NAME|Employee Last Name|Data Base Column|EID.LAST_NAME
|2540|W2-EE-SUFFIX|Employee Suffix Name|Data Base Column|EID.RANK with derivation expression Decode(~,’01’,’JR’,’02’,’SR’,NULL)
|2600|W2-EE-LOCN-ADDR|Employee Location Address|Data Base Column|Enter employee’s location address (i.e. Attention, Suite, Room Num etc., use EPS.ADDRESS_LINE_1 or EPS.ADDRESS_LINE_2)
|2610|W2-EE-DELIV-ADDR|Employee Delivery Address|Data Base Column|Enter employee’s delivery address (i.e. Street or Post Office Box, use EPS.ADDRESS_LINE_1 or EPS.ADDRESS_LINE_2)
|2620|W2-EE-CITY|Employee City|Data Base Column|Enter employee’s city EPS.LOCALITY
|2630|W2-EE-STATE|Employee State Abbrev|Data Base Column|Enter employee’s State abbreviation DSP.STATE_PROVINCE_CODE
|2640|W2-EE-ZIP|Employee ZIP Code|Data Base Column|Enter employee’s ZIP Code EPS.ZIP_POSTAL
|2650|W2-EE-ZIP-EXT|Employee ZIP Extension|Data Base Column|Enter employee’s ZIP Code EPS.ZIP_POSTAL-use derivation expression substr(~,6) for ZIP extension
|2660|W2-EE-F-STATE|Employee foreign State/province|Data Base Column or Constant|Enter Employee foreign state
|2670|W2-EE-F-POSTAL|Employee foreign postal code|Data Base Column or Constant|Enter Employee foreign postal code
|2680|W2-EE-COUNTRY|Employee country if applicable|Constant|Enter Employee country if applicable
|2800|W2-CONTROL-PRT|Print Control Number on Form|Constant|
|2810|W2-CONTROL-NUM|Control Number on Form|Data Base Column|Person Code
|2900|W2-EXCLUDE-EE|Exclude Employee|Data Base Column|Enter your company data
|| || || || ||
|3000|W2-FIT-WAGE|Wages, Tips, Other Compensation|Element|W2-BOX-01
|3010|W2-FIT-TAX|Federal Income Tax Withheld|Element|W2-BOX-02
|3020|W2-SSN-WAGE|Social Security Wages|Element|W2-BOX-03,- use derivation expression LEAST(~,80400.00) for year 2001 max
|3030|W2-SSN-TAX|Social Security Tax Withheld|Element|W2-BOX-04,- use derivation expression LEAST(~,4984.80) for year 2001 max
|3040|W2-MEDI-WAGE|Medicare Wages and Tips|Element|W2-BOX-05
|3050|W2-MEDI-TAX|Medicare Tax Withheld|Element|W2-BOX-06
|3060|W2-SSN-TIP|Social Security Tips|Element|W2-BOX-07
|3070|W2-ALLOC-TIP|Allocated Tips|Element|W2-BOX-08
|3080|W2-EIC|Advanced EIC Credit|Element|W2-BOX-09
|3090|W2-DEP-CARE|Dependent Care Benefit|Element|W2-BOX-10
|3100|W2-NQUAL|Non Qualified Plans|Element|W2-BOX-11
|3102|W2-NQUAL-457|Non Qualified Plans Sect 457|Element|W2-BOX-11-457
|3104|W2-NQUAL-N457|Non Qualified Plans Not Sect 457|Element|W2-BOX-11-N457
|| || || || ||
|4000|W2-CODE-A|Un-collect SSA/RRTA tax on tips|Pay Component|Enter your company data
|4010|W2-CODE-B|Un-collect Medicare tax on tips|Pay Component|Enter your company data
|4020|W2-CODE-C|Group Term Life Ins > 50000|Pay Component|Enter your company data
|4030|W2-CODE-D|Deferred 401(k) cash|Pay Component|Enter your company data
|4040|W2-CODE-E|Deferred 401(b) Salary reduction|Pay Component|Enter your company data
|4050|W2-CODE-F|Deferred 408(k)(6) Salary reduction|Pay Component|Enter your company data
|4060|W2-CODE-G|Deferred 457(b) compensation|Pay Component|Enter your company data
|4070|W2-CODE-H|Deferred 501(c)18(D) tax exempt|Pay Component|Enter your company data
|4080|W2-CODE-J|Non taxable sick pay|Pay Component|Pay Component|Pay Component|Enter your company data
|4090|W2-CODE-K|20% excise parachute payment|Pay Component|Enter your company data
|4100|W2-CODE-L|EE business expense reimbursement|Pay Component|Enter your company data
|4110|W2-CODE-M|Un-collect SSA/RRTA group ins|Pay Component|Enter your company data
|4120|W2-CODE-N|Un-collect Medicare group insurance|Pay Component|Enter your company data
|4130|W2-CODE-P|Moving expense|Pay Component|Enter your company data
|4140|W2-CODE-Q|Military compensation|Pay Component|Enter your company data
|4150|W2-CODE-R|Employer Contribution to MSA|Pay Component|Enter your company data
|4160|W2-CODE-S|Salary reduction to 408(p)|Pay Component|Enter your company data
|4170|W2-CODE-T|Adoption benefits|Pay Component|Enter your company data
|4180|W2-CODE-V|Income of nonstat stock option|Pay Component|Enter your company data
|4190|W2-CODE-W|ER cont. to Health Savings Acct|Pay Component|Enter your company data
|4200|W2-CODE-Y|Deferrals 409A Non-qualify plan|Pay Component|Enter your company data
|4210|W2-CODE-Z|Income 409A Non-qualify plan|Pay Component|Enter your company data
|4220|W2-CODE-AA|Roth Contribution 401(k)|Pay Component|Enter your company data
|4230|W2-CODE-BB|Roth Contribution 403(b)|Pay Component|Enter your company data
|4240|W2-CODE-CC|HIRE Act Wages|Pay Component|Enter your company data
|4250|W2-CODE-DD|ER sponsored Health Coverage|Pay Component|Enter your company data
|4260|W2-CODE-EE|Roth Contribution 457(b)|Pay Component|Enter your company data
|| || || || ||
|5000|W2-OTHER-01|Your company description|Pay Component|Enter your company data
|5nnn|W2-OTHER-02/19|Your company description|Pay Component|Enter your company data
|5190|W2-OTHER-20|Your company description|Pay Component|Enter your company data
|| || || || ||
|5500|W2-USER-01|User Amount|Pay Component|Enter your company data
|5xxx|W2-USER-02/19|User Amount|Pay Component|Enter your company data
|5690|W2-USER-20|User Amount|Pay Component|Enter your company data
|| || || || ||
|5700|W2-HL-01|HL Reserved Amount|Pay Component|Enter your company data
|57yy|W2-HL-02/19|HL Reserved Amount|Pay Component|Enter your company data
|5790|W2-HL-20|HL Reserved Amount|Pay Component|Enter your company data
|| || || || ||
|6000|W2-STAT-EE|Statutory employee|Statistics|Enter your company data
|6020|W2-RETIRE-PLAN|Retirement plan employee|Statistics|Enter your company data
|6060|W2-3PARTY-SICK|Third-party sick pay|Statistics|Enter your company data
|| || || || ||
|6500|W2-SCHL-WAGE|School Taxable Wages|Element|W2-SCHL-WAGE
|6510|W2-SCHL-TAX|School Tax|Element|W2-SCHL-TAX
|| || || || ||
|7000|W2-STATE-CODE|State Code|Data Base Column|DSP.STATE_PROVINCE_CODE
|7010|W2-STATE-REGIST|State Registration I.D. No|Data Base Column|DGV.GOVT_REGIST_NUMBER
|7020|W2-STATE-WAGE-HO|State Wages and Tips (Home State)|Element|W2-STATE-WAGE-H
|7030|W2-STATE-WAGE-WO|State Wages and Tips (Work State)|Element|W2-STATE-WAGE-W
|7040|W2-STATE-TAX-HOM|State Income Tax (Home State)|Element|W2-STATE-TAX-H
|7050|W2-STATE-TAX-WOR|State Income Tax (Work State)|Element|W2-STATE-TAX-W
|| || || || ||
|7200|W2-SUI-WAGE-EE|State SUI Wages (Employee)|Element|W2-SUI-WAGE-EE
|7210|W2-SUI-WAGE-ER|State SUI Wages (Employer)|Element|W2-SUI-WAGE-ER
|7220|W2-SUI-TAX-EE|SUI Tax (Employee contribution)|Element|W2-SUI-TAX-EE
|7230|W2-SUI-TAX-ER|State SUI Tax (Employer contribution)|Element|W2-SUI-TAX-ER
|7240|W2-SDI-WAGE-EE|State SDI Wages (Employee)|Element|W2-SDI-WAGE-EE
|7250|W2-SDI-WAGE-ER|State SDI Wages (Employer)|Element|W2-SDI-WAGE-ER
|7260|W2-SDI-TAX-EE|State SDI Tax (Employee contribution)|Element|W2-SDI-TAX-EE
|7270|W2-SDI-TAX-ER|State SDI Tax (Employer contribution)|Element|W2-SDI-TAX-ER
|7280|W2-SUI-HRS-WRK|Regular Hours|Element|
|7500|W2-TIP-WAGE-WORK|Work State Tip Wages|Element|
|7510|W2-ST-TIP-WORK|Work State Tips|Element|
|7600|W2-WC-WORK|Workers Compensation Contribution|Element|
|| || || || ||
|8000|W2-CNTY-NAME|County Name|Data Base Column|DCN.COUNTY_NAME
|8010|W2-CN-WAGE-HOME|County Wages (Home County)|Element|W2-CNTY-WAGE-H
|8020|W2-CN-WAGE-WORK|County Wages (Work County)|Element|W2-CNTY-WAGE-W
|8030|W2-CN-TAX-HOME|County Tax (Home County) Element|Element|W2-CNTY-TAX-H
|8040|W2-CN-TAX-WORK|County Tax (Work County) Element|Element|W2-CNTY-TAX-W
|| || || || ||
|8500|W2-CITY-NAME|City Name|Data Base Column|DTX.JURISDICTION_NAME
|8510|W2-CI-WAGE-HOME|City Wages (Home City)|Element|W2-CITY-WAGE-H
|8520|W2-CI-WAGE-WORK|City Wages (Work City)|Element|W2-CITY-WAGE-W
|8530|W2-CI-TAX-HOME|City Tax (Home City)|Element|W2-CITY-TAX-H
|8540|W2-CI-TAX-WORK|City Tax (Work City)|Element|W2-CITY-TAX-W
At line 384 changed 8 lines
\\
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:
!IDFDV Mailing Address Set Up
*For Employer and Employee Address, the primary address or the mailing address may be used for reporting. i.e. derived from [IDFDV].
At line 393 changed 8 lines
||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
||Field Identifier||Suggested Field Variable
|W2-ER-LOCN-ADDR|DLN.ADDRESS_LINE_2
|W2-ER-DELIV-ADDR|DLN.ADDRESS_LINE_1
|W2-ER-CITY|DLN.LOCALITY
|W2-ER-STATE|DSP.STATE_PROVINCE_CODE
|W2-ER-ZIP|DLN.ZIP_POSTAL
|W2-ER-ZIP-EXT|DLN.ZIP_POSTAL
|W2-ER-F-STATE|DSP.STATE_PROVINCE_CODE
|W2-ER-F-POSTAL|DLN.ZIP_POSTAL’ or null
|W2-ER-COUNTRY|DCO.COUNTRY_CODE’ or null
|| ||
|W2-EE-LOCN-ADDR|EPS.ADDRESS_LINE_2
|W2-EE-DELIV-ADDR|EPS.ADDRESS_LINE_1
|W2-EE-CITY|EPS.LOCALITY
|W2-EE-STATE|DSP.STATE_PROVINCE_CODE
|W2-EE-ZIP|EPS.ZIP_POSTAL
|W2-EE-ZIP-EXT|EPS.ZIP_POSTAL
|W2-EE-F-STATE|DSP.STATE_PROVINCE_CODE
|W2-EE-F-POSTAL|EPS.ZIP_POSTAL’ or null
|W2-EE-COUNTRY|DCO.COUNTRY_CODE’ or null
At line 402 changed 9 lines
*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
If Mailing Address is used, the Identifiers ‘W2-ER-STATE’, ‘W2-ER-F-STATE ‘, ‘W2-ER-COUNTRY’ or for ‘W2-EE-STATE’, ‘W2-EE-F-STATE ‘, ‘W2-EE-COUNTRY’ must be set up to contain the word ‘MAIL’ as Constant so that the program can pick up the Mailing State and Country for the address. This is because the DSP and DCO cannot be distinguished if the Mailing Address or primary address has been used.
At line 412 changed 11 lines
!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
||Field Identifier||Suggested Field Variable
|W2-ER-LOCN-ADDR|DLN.MAIL_ADDRESS_LINE_2
|W2-ER-DELIV-ADDR|DLN.MAIL_ADDRESS_LINE_1
|W2-ER-CITY|DLN.MAIL_LOCALITY
|W2-ER-STATE|Constant ‘MAIL’
|W2-ER-ZIP|DLN.MAIL_ZIP_POSTAL
|W2-ER-ZIP-EXT|DLN.MAIL_ZIP_POSTAL
|W2-ER-F-STATE|Constant ‘MAIL’
|W2-ER-F-POSTAL|DLN.MAIL_ZIP_POSTAL’ or null
|W2-ER-COUNTRY|Constant ‘MAIL’
|| ||
|W2-EE-LOCN-ADDR|EPS.MAIL_ADDRESS_LINE_2
|W2-EE-DELIV-ADDR|EPS.MAIL_ADDRESS_LINE_1
|W2-EE-CITY|EPS.MAIL_LOCALITY
|W2-EE-STATE|Constant ‘MAIL’
|W2-EE-ZIP|EPS.MAIL_ZIP_POSTAL
|W2-EE-ZIP-EXT|EPS.MAIL_ZIP_POSTAL
|W2-EE-F-STATE|Constant ‘MAIL’
|W2-EE-F-POSTAL|EPS.MAIL_ZIP_POSTAL’ or null
|W2-EE-COUNTRY|Constant ‘MAIL’
At line 424 changed 10 lines
*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
\\
The derivation expression ‘REPLACE('MAIL',~)’ does not need to be set up, please remove any derivation expression
At line 435 changed 3 lines
!Definition for file HL$US-QTY-YYYY (Mandatory for Filers NOT using the EFW2 Reporting Format)
;IDFD FORM: HL$US-QTR-2017: Supplied, file name remains the same for year 2011 onwards
;IDFD FORM TYPE: US UI Quarterly definition: Defines the QTR definition is for non-EFW2 filing format
If the Mailing addresses are used in the [IDFDV] set up, and the Mailing Addresses are not set up, the Primary Addresses will be used
At line 439 changed 15 lines
||Field Identifier||Description||Suggested Source||Suggested Variable
|TRAN EIN|Transmitter EIN|Constant|Transmitter 9 characters EIN
|TRAN ADDR IND|Trans Foreign Address Indicator|Constant|Blank if not Foreign Transmitter
|TRAN NAME|Transmitter Name|Constant|Enter transmitter name
|TRAN ADDRESS|Transmitter Address|Constant|Enter transmitter address
|TRAN CITY|Transmitter City|Constant|Enter transmitter city
|TRAN STATE|Transmitter State|Constant|Enter transmitter state abbreviation
|TRAN ZIP EXTN|Transmitter ZIP code extension|Constant|Transmitter ZIP extension, including the hyphen.
|TRAN ZIP CODE|Transmitter ZIP code|Constant|Transmitter ZIP code
|TRAN CONTACT|Transmitter Contact Person|Constant|Name of Contact Person
|TRAN CONTACT PHON|Contact Phone Extension|Constant|Phone Number of Contact Person
|TRAN CONTACT EXTN|Contact Phone Extension |Constant|Contact Phone extension
|TRAN MEDIA NUMBE|Transmitter Media Number|Constant|Media Number as assigned
|EMPLOYER SEAN|Employer SEAN (Ohio)|Constant|Phone extension
|THIRD PARTY ADMIN ID|Third Party ID (Ohio)|Constant|ID Number as assigned
__Definition for file HL$US-QTY-20yy (Mandatory for Filers NOT using the EFW2 Reporting Format)__
;IDFD FORM:HL$US-QTR-2012- supplied, file name remains the same for year 2011 onwards
;IDFD FORM TYPE:US UI Quarterly definition - indicate the QTR definition is for Non EFW2 filing format
||Seq||Field Identifier||Description||Suggested Source||Suggested Variable
|1010|TRAN EIN|Transmitter EIN|Constant|Transmitter 9 characters EIN
|1020|TRAN ADDR IND|Trans Foreign Address Indicator|Constant|Blank if not Foreign Transmitter
|1030|TRAN NAME|Transmitter Name|Constant|Enter transmitter name
|1040|TRAN ADDRESS|Transmitter Address|Constant|Enter transmitter address
|1050|TRAN CITY|Transmitter City|Constant|Enter transmitter city
|1060|TRAN STATE|Transmitter State|Constant|Enter transmitter state abbreviation
|1070|TRAN ZIP EXTN|Transmitter ZIP code extension|Constant|Transmitter ZIP extension, including the hyphen.
|1080|TRAN ZIP CODE|Transmitter ZIP code|Constant|Transmitter ZIP code
|1090|TRAN CONTACT|Transmitter Contact Person|Constant|Name of Contact Person
|1100|TRAN CONTACT PHON|Contact Phone Extension|Constant|Phone Number of Contact Person
|1110|TRAN CONTACT EXTN|Contact Phone Extension |Constant|Contact Phone extension
|1120|TRAN MEDIA NUMBE|Transmitter Media Number|Constant|Media Number as assigned
|1130|EMPLOYER SEAN|Employer SEAN (Ohio)|Constant|Constant|Phone extension
|1140|THIRD PARTY ADMIN ID|Third Party ID (Ohio)|Constant|ID Number as assigned
At line 455 changed 12 lines
|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
|2010|BASIC EIN Organization EIN|Constant|Enter Organization EIN
|2020|BASIC COMPUTER|Computer|Constant|Name of Computer
|2030|BASIC ADDR IND|Organization Address Indicator|Constant|Leave blank if not Foreign
|2040|BASIC NAME|Organization Name|Constant|Organization Name
|2050|BASIC ADDRESS|Organization Address|Constant|Organization Address
|2060|BASIC CITY|Organization City|Constant|Organization City
|2070|BASIC STATE|Organization State|Constant|Organization State
|2080|BASIC ZIP EXTN|Organization ZIP code extension|Constant|Organization ZIP extension, including the hyphen.
|2090|BASIC ZIP CODE|Organization ZIP code|Constant|Organization ZIP code
|2100|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)
|2110|BASIC DENSITY|Density|Constant|
|2120|BASIC RECORDING M Recoding Mode|Constant|Basic Recording Mode and Number of tracks. ‘ASC09’ for ASCII 9-track
At line 468 changed 35 lines
|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
|3010|ER MAIL ADDR|Use Employer Mailing Address|Constant|
|3020|TYPE OF EMPLOYMEN|Employer Type of Employment|Constant|
|3030|ESTABLISHMENT NU|Establishment Number|Constant|
|3040|FOREIGN ADDR INDIC|Foreign Address Indicator|Constant|
|3050|BLOCKING FACTOR|Maximum Blocking Factor|Constant|
|3060|OTHER EIN|Employer Other EIN|Constant|
|3070|WAGE PLAN CODE|Wage Plan Code|Constant|
|3080|NUMBER OF WEEKS|Weeks Worked|Element|
|3090|TOTAL GROSS WAGES|Total Gross Wages|Element|
|3100|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$US-W2-ccyy.
|3110|SUI TAXABLE WAGES SUI|Taxable Wages|Not Required|Not Required. The system will derive this amount from SUI total wages and the Maximum SUI wage base
|3120|SDI TAXABLE WAGES SDI|Taxable Wages|Not Required|Not Required. The system will derive this amount from W2-sdi-wage-ee (seq 7240) in HL$US-W2-ccyy
|3130|TIP WAGES|Tip Wages|Element|
|3140|TAXES DUE SUI|Tax Remittance Amount|Element|
|3150|PREVIOUS UNDERPAY|Previous Quarter Underpayment|Element|
|3160|INTEREST|Interest on Overdue UI|Element|
|3170|PENALTY|Penalty on Overdue UI|Element|
|3180|CREDIT OVERPAYME|Credit/Overpayment|Element|
|3190|ER ASSESSMENT RAT|Employer Assessment Rate|Constant|
|3200|ER ASSESSMENT AMO|Employer Assessment Amount|Element|
|3210|EE ASSESSMENT RAT|Employee Assessment Rate|Element|
|3220|EE ASSESSMENT AMO|Employee Assessment Amount|Element|
|3230|PAYMENT DUE|Payment Due|Element|
|3240|ALLOCATION AMOUN|Allocation Amount|Element|
|3250|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-ccyy
|3260|STATE TAX|State Income Tax|Element|
|3270|SEASONAL INDICATO|Seasonal Indicator|Constant|
|3280|SEPARATE SUI SIT|Separate SUI and SIT in the file|Constant|
|3290|RS REFERENCE NUM|Employment Security Ref Number|Constant|
|3300|HOURS ELEMENT|Element Code for Hours Worked|Element|
|3310|ROUTING NUMBER|Bank Routing Number|Constant|Enter your company data
|3320|BANK ACCOUNT NUMBER|Bank Account Number|Constant|Enter your company data
|3330|ACCOUNT TYPE|Bank Account Type|Constant|Enter your company data
|3340|NAME ON BANK ACCOUNT|Name on Bank Account|Constant|Enter your company data
|3350|OUT OF STATE WAGE|Out of State Wage Indicator|Constant|Enter your company data
At line 505 changed one line
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. \\
For 2002 onward reporting, most states accept filing of quarterly information via magnetic media using either the EFW2 or the [ICESA] format. The record codes that 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’.
At line 507 changed one line
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’. \\
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’.
At line 509 changed one line
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 EFW2/ICESA reporting formats, many States also accept other reporting formats. The reporting formats that High Line supports for each state are listed in Section II. Please note that the High Line supported state information is informational only and is current at the time this document is prepared, it is subject to change without notice by each of the state government.
At line 511 changed one line
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. \\
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.
At line 513 changed one line
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. \\
‘Total Wages Paid’, ‘Wages in Excess of SUI Wage Base’, ‘SUI Taxable Wages’ and/or also 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.
At line 630 added 2 lines
When [RPYEU] is run for quarterly information, RPYEU produces a level of 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
At line 516 changed one line
For quarterly reporting, depending on the State, some states accept the EFW2 format and other states accept [ICESA] format.\\
For quarterly reporting depending on the state, some states accept the EFW2 format and other states accept [ICESA], TIB4 format etc.
At line 518 changed 3 lines
__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.
__For states that accept EFW2 format,__
*Enter Annual Form Code: HL$US-W2-ccyy
*The Quarterly Form Code must either be blank or the same as the Annual Form code. %%information Note: Do not enter HL$US-QTR-2012 in this code field, or the program will produce the quarterly wage report file in the [ICESA] format regardless of the state selected).%%
At line 522 changed one line
%%information Note: Do not enter HL$US-QTR-YYYY in this code field, or the program will produce the quarterly wage report file in the [ICESA] format, regardless of the State selected.%%
__For states that accept ICESA, TIB4, or other state specific format,__
*Enter Annual Form Code: HL$US-W2-ccyy
*Enter Quarterly Form Code: HL$US-QTR-2012 %%information Note: Leaving this code field blank will trigger the program to generate the quarterly wage report file in EFW2 format regardless of the state selected).%%
At line 524 changed 3 lines
__For states that accept ICESA or another state specific format:__
*Enter the Annual Form Code: HL$US-W2-YYYY
*Enter the Quarterly Form Code: HL$US-QTR-YYYY
When the Quarterly Form code is for [ICESA], TIB4 format, [RPYEU] will call the quarterly logic and use the identifiers from the Quarterly Form code: HL$US-QTR-20yy to generate the [ICESA]. TIB4 format, the State Wages/Taxes/SUI etc. are retrieved by the Annual Form code: HL$US-W2-ccyy for the proper Work/Res GEO.
At line 528 changed one line
%%information Note: Leaving this code field blank will trigger the program to generate the quarterly wage report file in the EFW2 format, regardless of the State selected.%% \\
Form Code: - HL$US-W2-ccyy
Federal Regist Number: - enter the Federal Registration Number
Period Type: - enter ‘Quarter’
Period End Date: - enter the Quarter Ending Date
As of Date: - this date is used to retrieve employee information such as Name and address etc
Sort by Level: - must enter ‘DEPT SUI ER Number’ (if required. i.e. for Minnesota)
Provide Sort Level Totals: - this is optional, if yes, the total is generated by ‘DEPT SUI ER Number’
Combine Employment Type: - Must be ‘Yes’ because Code RE record is not reported by ‘Employment Type’
Media Format: - select ‘State File Format’ or ‘State SUI File Format’ for Quarterly MMREF1 File
Select State: - must be the state where wage reports are to be filed (i.e. Minnesota, USA’)
Please enter other prompts accordingly.
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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 will generate the State Quarterly File Format (EFW2/ICESA/TIB-4 etc.) according to the State Specification. A text file and an XTML file by the name of the ‘Media File Name’ prompt input will be created for sending to the government. In addition, if ‘Trace Level’ (other then exception only) is used, then a ‘_trace.csv’ and a ‘_select.txt’ file will be created for the purpose of tracing program and/or system problems.
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__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. \\
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[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.\\ \\
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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].\\ \\
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[RPYEU] must be run and the following selected to generate the Ohio City file information:
|Media Format: Local File Format
|Select State: Ohio, USA
There will be as many Code RS records as needed per employee for each City that has tax information as required by each state
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!!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.%% \\
Below shows as an example in Selecting an OHIO city when running RPYEU.
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*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.
- The client must run RPYEU and select the following to generate Ohio City file information:
Media Format: - Local File Format
Select State: - Ohio, USA
!!State Format Details
!Notes on all State Formats:
(The information contained in this section is informational only and is current at the time this document is prepared, and is subject to change without notice by each of the state government. For the latest state UI wage report information, please contact the Unemployment Insurance department of each respective state).
- Most state accepts either the ICESA or EFW2 quarterly wage reporting format with a slight variation from the Standard SSA supplied format that is describer in Sections III and IV in this document.
- The record length for the ICESA wage reporting format can either be 275 bytes or 276 bytes in length, although most states that accept this format prefers a 275 byte record, but 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 is applicable for their state, and will ignore data that may be present in other columns.
- To minimize inconsistence for all states, the program will compare the state specific format to the SSA supplied Standard format, and 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 states may or may not be blank (or zero) filled. In other words, those columns may contain some left over data that is specified 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, then those columns will be highlighted with the state abbreviated code for easy identification.
- Please refer to Section III for a more detailed description of each record type and the values required for each columns for states that accepts the ICESA wage reporting format.
- Please refer to Section IV for a more detailed description of each record type and the values required for each columns for states that accepts the EFW2 wage reporting format.
- Unless there are marked difference in setup procedure required for running quarterly wage report for any particular states, otherwise please refer to the General Set Up procedure in Section I for further information.
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\\
!!State Media Magnetic Media Reporting - SSA EFW2 File Format
!!Standard ICESA/NASWA Magnetic Format for Quarterly Wage Reporting
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!Code RA - Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\ \\
!Record Name:Code A - Transmitter Record
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!Code RE - Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE}]
Column Description
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\\ \\
!Code RW - Employee Wage Record (Optional for State Quarterly Reporting)
[{InsertPage page='W2_EFW2_RECORD_RW}]
1-1 - Record Identifier.
- Constant ‘A’.
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2-5 - Payment Year.
- Enter year for which this report is being prepared
- From user specified FROM-TO period converted to YYYY
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\\ \\
!Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
[{InsertPage page='W2_EFW2_RECORD_RO}]
6-14 - Transmitter’s Federal EIN
- Enter only numeric characters; omit hyphens, prefixes and suffixes
- Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’ (seq 1010).
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\\ \\
!Code RS - Supplemental Record (Use for State Wage Reporting)
[{InsertPage page='W2_EFW2_RECORD_RS}]
15-18 - Taxing Entity Code.
- Constant ‘UTAX’
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\\ \\
__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.
19-23|Blank|
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\\ \\
!Code RT - Total Record
[{InsertPage page='W2_EFW2_RECORD_RT}]
24-73 - Transmitter Name.
- Enter the transmitter name of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’ (seq 1030)
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\\ \\
!Code RU - Total Record (Optional for State Quarterly Reporting)
[{InsertPage page='W2_EFW2_RECORD_RU}]
74-113 - Transmitter Street Address.
- Enter the street address of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
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\\ \\
!Code RF - Final Record
[{InsertPage page='W2_EFW2_RECORD_RF}]
114-138 - Transmitter City.
- Enter the city of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’ (seq 1050)
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\\ \\
!!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.
\\
139-140 - Transmitter State.
- Enter the standard two character FIPS postal abbreviation.
- Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’ (seq 1060)
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!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.
\\
141-153|Blank|
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!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Payment Year|Enter the year the report is being prepared for
|6-14|Federal EIN|Enter 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.
\\
154-158 - Transmitter ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
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!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.
159-163 - Transmitter ZIP Code extension.
- Use this field as necessary for the four digit extension of ZIP code. Includes a hyphen in position 159
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
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!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.
\\
164-193 - Transmitter Contact.
- Title of individual from transmitter organization responsible for the accuracy of the wage report
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT’(seq 1090)
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!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.
194-203 - Transmitter Contact Telephone Number
- Telephone number at which the transmitter contact can be telephoned
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
At line 741 added 3 lines
204-207 - Telephone Extension/Box.
- Enter transmitter telephone extension or message box
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
At line 786 changed one line
!!Appendix: State Reporting documents
208-213 - Media Transmitter/Authorization Number.
- Identifier assigned to the entity transmitting the media
- Derived from IDFDV screen, Field Identifier: ‘TRAN MEDIA NUMBER’ (seq 1120)
At line 788 changed 56 lines
|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]
214-214 - C-3 Data.
- State Specific Data. If not used, enter blanks.
At line 752 added 1,188 lines
215-219 - Suffix Code.
- State Specific Data. If not used, enter blanks
220-220 - Allocation Lists.
- State Specific Data. If not used, enter blanks.
221-229 - Service Agent ID.
- State Specific Data. If not used, enter blanks.
230-242 - Total Remittance Amount.
- State Specific Data. If not used, enter blanks.
243-250 - Media Creation Date.
- Enter date in MMDDYYYY format
- Derived from the System Date
251-275|Blank|
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code B - Authorization Record
Column Description
1-1 - Record Identifier.
- Constant ‘B’
2-5 - Payment Year.
- Enter the year for which this report is being prepared
6-14 - Transmitter’s Federal EIN.
- Enter only numeric characters
- Derived from IDFDV screen, Field Identifier: BASIC EIN (seq 2010)
15-22 - Computer.
- Enter the manufacturer’s name
- Derived from IDFDV screen, Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24 - Internal Label.
- ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25|Blank|
26-27 - Density.
- ‘16’, ‘62’, ‘38’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30 - Recording Code (Character Set).
- “EBC’, or ‘ASC’. Always ‘ASC’ for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters)
31-32 - Number of Tracks.
- ‘09’, or ‘18’, or blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, fourth and fifth character)
33-34 - Blocking Factor.
- Enter the blocking factor of the file, not to exceed 85. Enter blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38 - Taxing Entity Code.
- Constant ‘UTAX’
39-146|Blank|
147-190 - Organization Name.
- The name of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225 - Street Address.
- The street address of the organization to which the media should be returned.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245 - City.
- The city of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247 - State.
- Enter the standard two character FIPS postal abbreviation
- Derived from IDFDV screen, Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252|Blank|
253-257 - ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262 - ZIP Code extension.
- Enter four digit extension of ZIP code, including the hyphen in position 258.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)
- Client must include the hyphen (‘-‘) when defining the IDFDV seq 2080.
263-275|Blank|
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code E - Employer Record
Column Description
1-1 - Record Identifier.
- Constant ‘E’.
2-5 - Payment Year.
- Enter the year for which the report is being prepared
6-14 - Federal EIN
- Enter only numeric characters of the Federal EIN
15-23|Blank|
24-73 - Employer Name.
- Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency
- Derived from the Entity
74-113 - Employer Street Address
- Enter the street address of the Employer
- Derived from the Entity Location
114-138 - Employer City
- Enter the city of employer’s mailing address
- Derived from the Entity Location
139-140 - Employer State
- Enter the standard two character FIPS postal abbreviation of the employer’s address
- Derived from the Entity Location
141-148|Blank|
149-153 - ZIP code extension
- Enter four digit extension of ZIP code, including the hyphen in position 149.
- Derived from the Entity Location
154-158 - ZIP code.
- Enter a valid ZIP code
- Derived from the Entity Location.
159-159|Blank|
160-160 - Type of Employment.
- ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military),
‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad).
- Derived from IDFDV screen, Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162 - Blocking Factor.
- Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
163-166 - Establishment Number or Coverage Group/PRU.
- Enter either the establishment number of the coverage group/PRU, or blank.
- Derived from IDFDV screen, Field Identifier: ‘ESTABLISHMENT NUMBER’ (seq 3030)
167-170 - Taxing Entity Code.
- Constant ‘UTAX’
171-172 - State Identifier Code.
- Enter the state FIPS postal numeric code for the state to which wages are being reported.
173-187 - State Unemployment Insurance Account Number.
- Enter state UI employer account number.
- Derived from the IDGV State SUI Registration
188-189 - Reporting Period.
- ‘03’, ‘06’, ‘09’, or ‘12’.
190-190 - No Workers/No Wages.
- Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record. Enter ‘1’ to indicate otherwise.
191-191 - Tax Type Code
- State Specific Data. If not used, enter blanks.
192-196 - Taxing Entity Code
- State Specific Data. If not used, enter blanks.
197-203 - State Control Number.
State Specific Data. If not used, enter blanks.
204-208 - Unit Number.
- State Specific Data. If not used, enter blanks.
209-255|Blank|
256-256 - Foreign Indicator.
- If data in positions 74-158 is for a foreign address, enter the letter ‘X’, else leave it blank.
- Derived from IDFDV screen, Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)
257-257|Blank|
258-266 - Other EIN.
- Enter Blanks if no other EIN was used.
- Derived from IDFDV screen, Field Identifier: ‘OTHER EIN’ (seq 3060)
267-275|Blank|
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code S – Employee Wage Record
Column Description
1-1 - Record Identifier.
- Constant ‘S’
2-10 - Social Security Number
- Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30 - Employee Last Name.
- Enter employee last name.
31-42 - Employee First Name.
- Enter employee first name
43-43 - Employee Middle Initial.
- Enter employee middle initial. Leave blank if no middle initial
44-45 - State Code
- Enter the state FIPS postal numeric code for the state to which wages are being reported
46-49|Blank|
50-63 - State QTR Total Gross Wages.
- Enter quarterly wages subject to all taxes.
- Derived from IDFDV screen, Field sequence 3090
64-77 - State QTR Unemployment Insurance Total Wages.
- Enter quarterly wages subject to unemployment taxes.
- Derived from IDFDV screen, Field sequence 7200
78-91 - State QTR Unemployment Insurance Excess Wages
- 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.
- State Specific Data. If not used, enter zero.
121-129 - Quarterly Tip Wages
- Include all tip wages
130-131 - Number of Weeks Worked.
- The number of weeks worked in the reporting period.
- Derived from IDFDV screen, Field sequence 3080
- This can either be ‘Plugged’ as a constant, be picked up from a Pay Component that is previously populated by a UserCalc, or if left null the P2K will compute the value.
132-134 - Number of Hours Worked.
- The number of hours worked in the reporting period.
- Derived from IDFDV screen, Field sequence 3300
135-142|Blank|
143-146 - Taxing Entity Code.
- Constant ‘UTAX’.
147-161 - State Unemployment Insurance Account Number.
- Enter state UI employer account number
- SUI Registration Number from IDGV
162-176 - 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
- Derived from IDFDV screen, Field sequence 3270
- State Specific Data. If not used, enter blanks.
207-207 - Employer Health Insurance Code
- State Specific Data. If not used, enter blank.
208-208 - Employee Health Insurance Code.
- State Specific Data. If not used, enter blank.
209-209 - Probationary Code.
- State Specific Data. If not used, enter blank.
210-210 - Officer Code.
- Enter ‘1’ for officers of the corporation, else enter ‘0’.
211-211 - Wage Plan Code.
- State Specific Data. If not used, enter blank.
212-212 - Month-1 Employment.
- Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month, else enter ‘0’.
213-213 - Month-2 Employment.
- Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month, else enter ‘0’.
214-214 - Month-3 Employment.
- Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’.
215-220 - Reporting Quarter and Year.
- Enter the last month and year for the calendar period for which this report applies (i.e. 062003 for Apr-June 2003).
221-226 - Date First Employed.
- Enter the month and year (i.e. 072003).
227-232 - Date of Separation.
- Enter the month and year (i.e. 112003).
233-275|Blank|
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code T - Total Record
Column Description
1-1 - Record Identifier.
- Constant ‘T’
2-8 - Total Number of Employees.
- The total number of ‘S’ records since the last ‘E’ record
9-12 - Taxing Entity Code.
- Constant ‘UTAX’.
13-26 - 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.
- The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 2.8%=’.02800’.
88-100 - State QTR UI taxes due
- UI taxes due. QTR state UI taxable wages times UI tax rate.
101-111 - Previous Quarter(s) underpayment.
- State Specific Data. If not used, enter zero.
112-122 - Interest.
- State Specific Data. If not used, enter zero.
123-133 - Penalty.
- State Specific Data. If not used, enter zero.
134-144 - Credit/Overpayment.
- State Specific Data. If not used, enter zero.
145-148 - Employer Assessment Rate.
- State Specific Data. If not used, enter blank.
149-159 - Employer Assessment Amount.
- State Specific Data. If not used, enter zero.
160-163 - Employee Assessment Rate.
- State Specific Data. If not used, enter blanks.
164-174 - Employee Assessment Amount.
- State Specific Data. If not used, enter zero.
175-185 - Total Payment Due.
- State Specific Data. If not used, enter zero.
186-198 - Allocation Amount.
- State Specific Data. If not used, enter zero.
199-212 - Wages subject to State Income Tax.
- State Specific Data. If not used, enter zero.
213-226 - State Income Tax withheld.
- State Specific Data. If not used, enter zero.
227-233 - Month-1 Employment for employer.
- Total number of employee covered by UI 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 employee covered by UI worked or receive 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 employee covered by UI worked or receive 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, enter blanks.
251-257 - Outside Country Employees.
- State Specific Data. If not used, enter blanks.
258-267 - Document Control Number.
- State Specific Data. If not used, enter blanks.
268-275|Blank|
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code F - Final Record
Column Description
1-1 - Record Identifier.
- Constant ‘F’.
2-11 - Total Number of Employees in File
- Enter the total number of ‘S’ records in the entire file
12-21 - Total Number of Employers in File
- Enter the total number of ‘E’ records in the entire file
22-25 - Taxing Entity Code.
- Constant ‘UTAX’
26-40 - 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, enter zero.
101-115 - Quarterly Tip Wages in File.
- Enter all tip income. Total of this field on all ‘S’ records in the file.
116-123 - Month-1 Employment for employers in File.
- Total number of employees covered by UI worked or receive 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 for employers in File.
- Total number of employees covered by UI worked or receive 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 for employers in File.
- Total number of employees covered by UI worked or receive 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|
276-276|Blank (For system that cannot produce an odd number record length file only)|
!!Standard EFW2 (formerly MMREF-1) Magnetic Format for Quarterly Wage Reporting
!Record Name:Code RA - Transmitter Record
Column Description
1-2 - Record Identifier
- Constant "RA"
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28 - Personal Identification Number (PIN)
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
29 - Resub Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35 - Resub WFID
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37 - Software Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116 - Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138 - Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160 - Company City
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162 - Company State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167 - Company ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171 - Company ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176|Blank|
177-199 - Company Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214 - Company Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216 - Company Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355|Blank|
356-378 - Submitter Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445|Blank|
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488|Blank|
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512|Blank|
!Record Name:Code RE - Employer Record
Column Description
1-2 - Record Identifier
- Constant "RE"
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25 - Agent for EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174 - Kind of Employer
- Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178|Blank|
179-201 - Employer Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219 - Employment Code
- from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
- If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of employment is derived from IDGR screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512|Blank|
!Record Name:Code RW - Employee Wage Record (Optional for State Quarterly Reporting)
Column Description
1-2 - Record Identifier
- Constant "RW"
3-11 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500)
- if an invalid SSN is encountered, this field is entered with zeroes.
12-26 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147|Blank|
148-170 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198 - Wages, Tips and other compensation
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209 - Federal Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220 - Social Security Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231 - Social Security Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242 - Medicare Wages & Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253 - Medicare Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264 - Social Security Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275 - Advanced Earned Income Credit
- Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286 - Dependent Care Benefits
- Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297 - Deferred Compensation contribution to Section 401(k)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308 - Deferred Compensation contribution to Section 403(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319 - Deferred Compensation contribution to Section 408(k)(6)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330 - Deferred Compensation contribution to Section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341 - Deferred Compensation contribution to Section 501(c)(18)(D)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352 - Military Employee’s Basic Quarters and Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363 - Non-qualified Plan section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374 - Employer Contribution to a Health Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385 - Non-qualified Plan Not section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407|Blank|
408-418 - Employer cost of premiums for Group Term Life insurance over $50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429 - Income from Non-statutory Stock Options
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462|Blank|
463-473 - Cost of Employer-Sponsored Health Coverage
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485|Blank|
486 - Statutory Employee Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-STAT-EE’ (seq 6000)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487|Blank|
488 - Retirement Plan Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512 |Blank|
!Record Name:Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
Column Description
1-2 - Record Identifier
- Constant ‘RO’
3-11|Blank|
;Location 12 to 264:Not applicable to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
12-22 - Allocated Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33 - Uncollected Employee Tax on Tips
- combined the uncollected social security tax and the uncollected medicare tax
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44 - Medical Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55 - Simple Retirement Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66 - Qualified Adoption Expenses
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77 - Uncollected SSA tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88 - Uncollected Medicare tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110|Blank|
111-121 - Designated Roth Contribution under section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264|Blank|
;Location 265 to 362: For Puerto Rico employees only.
265 - Civil Status
266-274 - Spouse’s SSN
- blank
275-285 - Wages Subject to Puerto Rico Tax
- stored as zeroes
286-296 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
297-307 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
308-318 - Tips Subject to Puerto Rico Tax
- stored as zeroes
319-329 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
330-340 - Puerto Rico Tax Withheld
- stored as zeroes
341-351 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
352-362|Blank|
Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
363-373 - Total wages, tips and other compensation subject to Virgin Islands, income tax
- stored as zeroes
374-384 - Virgin Islands, etc… Income Tax Withheld
- stored as zeroes
385-512|Blank|
!Record Name:Code RS - Supplemental Record (Use for State Wage Reporting)
Column Description
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported, from IDFDV sequence 7000.
- e.g. California is code "06"
5-9 - Taxing Entity Code
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500)
- if an invalid SSN is encountered, this field is entered with zeroes.
19-33 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154|Blank|
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
;Location 195 to 267:Applicable to Quarterly Unemployment Reporting
If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.
Please read document [PR_US_QTR_MMREF_Generic.doc] for detail for quarterly reporting.
195-196 - Optional code
- State Specific Data. If not used, enter blanks.
197-202 - Reporting Period MMCCYY
- From user specified Period End Date converted to MMCCYY for the quarter
- e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213 - State Quarterly Unemployment Insurance Total Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
- note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224 - State Quarterly Unemployment Insurance Taxable Wages
- this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government
- please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting
225-226 - Number of Weeks Worked
- From system derived number of Weeks Worked for the Reporting State
- the system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date
- if the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234 - Date First Employed MMDDCCYY
- From system derived latest Employment Hired Date
235-242 - Date of Separation MMDDCCYY
- From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247|Blank|
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
- When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-273|Blank|
;Location 274 to 337:Applicable to INCOME TAX REPORTING.
If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. California is code "06"
276-286 - State Taxable Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297 - State Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307 - Other State Data, to be defined by each State
State: California
298-302 - State data SUI Tax
- Derived from IDFDV screen, Field Identifier: ‘W2-SUI-TAX-ER’ (seq 7230)
303-307 - State data SDI Tax
- Derived from IDFDV screen, Field Identifier: ‘W2-SDI-TAX-EE’ (seq 7240)
308 - Tax Type Code
- this field is used to report County, City or School district tax
- if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field:
C – City Income Tax
D – County Income Tax
E – School District Income Tax
F – Other Income Tax
- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab:
- 'W2 STATE MEDIA FILING'
- 'W2 TAX TYPE CODE'
- 'W2 TAXING ENTITY'
- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not
- 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above
- 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field
309-319 - Local Taxable Wages
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500)
- if County Tax is reported, this field is derived from Identifier
‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’
- if City Tax is reported, this field is derived from :
‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330 - Local Income Tax Withheld
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510)
- if County Tax is reported, this field is derived from Identifier
‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’
- if City Tax is reported, this field is derived from :
‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337 - State Control Number (optional)
- blank
338-412 - Supplemental Data 1
- State Specific Data. If not used, enter blanks.
413-487 - Supplemental Data 2
- State Specific Data. If not used, enter blanks.
488-512|Blank|
;Multiple Code RS records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the state wages and tax will be zero for the subsequent code RS records.
!Record Name:Code RT - Total Record
Column Description
1-2 - Record Identifier
- Constant "RT"
3-9 - Number of RW Records
- Total number of code "RW" records reported since last code "RE" record
10-24 - Wages, Tips and Other Compensation
- Derived from IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39 - Federal Income Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54 - Social Security Wages
- Derived from IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69 - Social Security Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84 - Medicare Wages and Tips
- Derived from IDFDV screen, Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99 - Medicare Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114 - Social Security Tips
- Derived from IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129 - Advanced Earned Income Credit
- Derived from IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144 - Dependent Care Benefits
- Derived from IDFDV screen, Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159 - Deferred Compensation Contributions to Section 401(k)
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174 - Deferred Compensation Contributions to Section 403(b)
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189 - Deferred Compensation Contributions to Section 408(k)(6)
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-F’, total of all code "RW" records since last "RE" record
190-204 - Deferred Compensation Contributions to Section 457(b)
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219 - Deferred Compensation Contributions to Section 501(c)(18)(D)
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-H’, total of all code "RW" records since last "RE" record
220-234 - Military Employee’s Basic Quarters and Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249 - Non-Qualified Plan Section 457
- Derived from IDFDV Identifier ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264 - Employer Contribution to a Health Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279 - Non-Qualified Plan Not Section 457
- Derived from IDFDV Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294|Blank|
295-309 - Cost of Employer-Sponsored Health Coverage
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324 - Employer Cost of Premiums for Group Term Life Insurance over $50000
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339 - Income Tax Withheld by Third-Party Payer
- Derived from IDFDV Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354 - Income from Non-statutory Stock options
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512|Blank|
!Record Name:Code RU - Total Record (Optional for State Quarterly Reporting)
Column Description
1-2 - Record Identifier
- Constant "RU"
3-9 - Number of RO Records
- Total number of code "RO" records reported since last code "RE" record
10-24 - Allocated Tips
- Derived from IDFDV screen, Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39 - Uncollected Employee Tax on Tips
- Derived from IDFDV ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54 - Medical Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69 - Simple Retirement Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84 - Qualified Adoption Expenses
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99 - Uncollected SSA tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114 - Uncollected Medicare tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-144 |Blank|
145-159 - Designated Roth Contribution under section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
160-354|Blank|
355-369 - Wages Subject to Puerto Rico Tax
- stored as zeroes
370-384 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
385-399 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
400-414 - Tips Subject to Puerto Rico Tax
- stored as zeroes
415-429 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
430-444 - Puerto Rico Tax Withheld
- stored as zeroes
445-459 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
460-474 - Total wages, tips and other compensation subject to Virgin Islands, income tax
- stored as zeroes
475-489 - Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld
- stored as zeroes
490-512|Blank|
!Record Name:Code RF - Final Record
Column Description
1-2 - Record Identifier
- Constant "RF"
3-7|Blank|
8-16 - Number of RW Records
- Total number of code "RW" records on file
|17-512|Blank|
This page (revision-96) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop