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Tax Reporting - VA
Tax Reporting - VA

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[{TableOfContents }]
!!!US W2 ANNUAL AND QUARTERLY PROCESSING - VIRGINIA
WHAT’S NEW FOR TAX YEAR 2011
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!!Set Up
This document contains abbreviated set up requirements for the State of Virgina only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.
There are no wage reporting file format changes for tax year 2011.
At line 7 changed 9 lines
!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Virginia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Virginia
*‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate VA State magnetic media file for VA State only
!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Virginia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Virginia
*‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for the State of Virginia
However, the SSA has made the following changes to the EFW2 file format which could affect clients using the SSA version of the EFW2 file for reporting their state wages.
At line 17 changed 9 lines
!!State File Procedures
*The state of Virginia Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media also using the EFW2 file format.
*Records required for the W2 reporting are: Codes RA, RE, RS, RF.
*For the UI wage reporting the required records are: Code RA, RE, RS, RF.
*Virginia State requires filing of the VA state file by itself, therefore, [IDGV] must be set up so that for State Registration of Virginia, the [IDGV Variables|IDGV#VariablesTab]:
**‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other State information in the State file.
!Annual W2 Wage Reporting – EFW2 Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Virginia State file information: \\ \\
- (W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
-
- (W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
-
- (W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)
At line 27 removed 7 lines
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYY format
|Media Format|Mandatory. Set to State File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
At line 35 removed 2 lines
__RPYEU Report Filters__
|Select State: Virginia, USA
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!!State Magnetic Media Reporting – EFW2 Format
SET UP
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!Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
- This document contains abbreviated set up requirement for the specific state only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.
At line 48 changed 3 lines
!Record Name: Code RS - State W2 Wage Record (Same as the Federal Code RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
\\
IDGV - State Registration
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!Record Name: Code RF - Final Record ((Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
At line 24 added one line
- IDGV Definition Tab must be set up with ‘State Registration’ for State/Province: Virginia
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!!Quarterly UI Wage Reporting – EFW2 format
[RPYEU] must be run with the following report parameters and filters selected to generate the Virginia State file information: \\ \\
- IDGV Variables Tab must be set up with ‘State Registration’ for State/Province: Virginia
At line 60 changed 9 lines
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Quarterly Form Code|Leave blank
|Govt Interface Format|Mandatory. Enter HL$US-QTR-NM20YY
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYY format
|Media Format|Mandatory. Set to State SUI File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate VA State magnetic media file for VA State only
At line 70 removed 2 lines
__RPYEU Report Filters__
|Select State: Virginia, USA
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!!Quarterly UI Wage Magnetic Media Reporting – EFW2 File Format
!Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
IDGV - State SUI Registration
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!Record Name: Code RE - Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
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!Record Name: Code RS – State Supplemental Record (Same as the Federal Code RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
\\
- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: Virginia
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- IDGV Variables Tab must be set up with ‘State SUI Registration’ for State/Province: Virginia
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!Record Name: Code RT - Total Record (Same as the Federal Code RT)
* Required for Multiple Accounts Only
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for state of Virginia
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!Record Name: Code RF - Final Record (Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
\\
STATE FILE PROCEDURES
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- The state of Virginia Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media also using the same file format.
- Records required for the W2 reporting are: Codes RA,RE,RS,RF; and for the UI wage reporting: code RA,RE,RS,RF .
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----
![Notes|Edit:Internal.Tax Reporting - VA]
[{InsertPage page='Internal.Tax Reporting - VA' default='Click to create a new notes page'}]
- Virginia State requires to file the VA State file by itself, therefore the user must set up IDGV as follows:
- for State Registration of Virginia, the IDGV Variable:
‘W2 STATE MEDIA FILING’
02 – State requires its own File, do not include other State information in the State File
ANNUAL W2 WAGE REPORTING – EFW2 format
- The user must run RPYEU and select the following to generate Virginia State file information:
Report List Filters, Select State: - Virginia, USA
Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type: - Year
Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format: - State File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
STATE MAGNETIC MEDIA REPORTING – EFW2 Format
Record name: Code RA - Transmitter Record (same as the federal code RA)
Column Description
1-2 - Record Identifier
- Constant "RA"
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28 - Personal Identification Number (PIN) and Software Vendor Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- Please note that this field consists of an 8-character PIN code in positions 12-19, a
4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28.
29 - Resub Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35 - Resub WFID
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37 - Software Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116 - Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138 - Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160 - Company City
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162 - Company State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167 - Company ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171 - Company ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176 - Blanks
177-199 - Company Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214 - Company Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216 - Company Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355 - Blanks.
356-378 - Submitter Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512 - Blanks
Record name: Code RE - Employer Record (same as federal code RE)
Column Description
1-2 - Record Identifier
- Constant "RE"
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25 - Agent for EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174 - Kind of Employer
- Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178 - Blanks
179-201 - Employer Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219 - Employment Code
- from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
- If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of employment is derived from IDGR screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512 - Blanks.
Record name: Code RS - State W2 Wage Record
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.
- Numeric code for Virginia is ‘51’
5-9 - Taxing Entity Code
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500)
- if an invalid SSN is encountered, this field is entered with zeroes.
19-33 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154 - Blanks.
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’
195-247 - Blanks
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
- When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-273 - Blanks
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Virginia numeric code is "51"
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)
298-512 - Blanks
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 RF - Final Record (same as federal code RF)
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
Quarterly UI Wage Reporting – EFW2 format
- The user must run RPYEU and select the following to generate Virginia State file information:
Report List Filters, Select State: - Virginia, USA
Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type: - Quarter
Parameters, Period End Date: - Quarter End Date (i.e. 30-June-2011 for second quarter)
Parameters, Media Format: - State SUI File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – EFW2 file format
Record name: Code RA - Transmitter Record (same as federal code RA)
Column Description
1-2 - Record Identifier
- Constant ‘RA’
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’
12-28 - Personal Identification Number (PIN) and Software Vendor Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- Please note that this field consists of an 8-character PIN code in positions 12-19, a
4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28.
29 - Resub Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’
30-35 - Resub WFID
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’
36-37 - Software Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’
95-116 - Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’
117-138 - Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’
139-160 - Company City
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’
161-162 - Company State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’
163-167 - Company ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’
168-171 - Company ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’
172-176 - Blanks
177-199 - Company Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’
200-214 - Company Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’
215-216 - Company Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’
351-355 - Blanks.
356-378 - Submitter Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’
379-393 - Submitter Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’
394-395 - Submitter Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’
499-499 - Preferred Method of Problem Notification Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’
500-500 - Preparer Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’
501-512 - Blanks
Record name: Code RE - Employer Record (same as federal code RE)
Column Description
1-2 - Record Identifier
- Constant ‘RE’
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-AGENT-IND’
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’
26 - Terminating Business Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’
27-30 - Establishment Number
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’
31-39 - Other EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’
174-174 - Kind of Employer
- Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178 - Blanks
179-201 - Employer Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’
202-216 - Employer Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’
217-218 - Employer Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’
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’
221 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’
222-512 - Blanks.
Record name: Code RS – State Supplemental Record
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.
- Virginia is code "51"
5-9 VA - Taxing Entity Code
- Constant ‘B’; from IDGV screen ‘SUI Registration’ variables tab ‘Taxing Entity’.
10-18 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’
- if an invalid SSN is encountered, this field is entered with zeroes.
19-33 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’
150-154 - Blanks.
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’
193-194 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’
195-196 VA - Optional code
- 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-2007’, then reporting period is ‘122007’
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 VA - State Quarterly Unemployment Insurance Taxable Wages
- Not used, enter blanks.
225-226 VA - Number of Weeks Worked
- Not used, enter blanks.
227-234 VA - Date First Employed MMDDCCYY
- Not used, enter blanks.
235-242 VA - Date of Separation MMDDCCYY
- Not used, enter blanks.
243-247 - Blanks
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
- When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-307 VA - Blanks
308 VA - 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:
A – State Tax
B – Unemployment Tax
C – City Income Tax
D – County Income Tax
E – School District Income Tax
F – Other Income Tax
309-512 VA - Not Required.
- Fill with blanks
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 (same as federal code RT, required for multiply account only)
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 fo 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 RF - Final Record (same as federal code RF)
Column Description
1-2 - Record Identifier
- Constant ‘RF’
3-7 - blank
8-16 - Number of RS Records
- Total number of code ‘RS’ records on file
17-512 - blank
This page (revision-20) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop