This page (revision-21) was last changed on 15-Feb-2023 15:08 by Karen Parrott

This page was created on 26-Nov-2021 10:22 by jmyers

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21 15-Feb-2023 15:08 15 KB Karen Parrott to previous

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Tax Reporting - WA
Tax Reporting - WA

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!!!Vermont Annual and Quarterly Reporting
!!What's New for Tax Year 2011
The state of Vermont accepts W2 wage reporting via the standard SSA EFW2 file format.
!!!Washington Annual and Quarterly Reporting
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The following changes have been noted for reporting W2 wages to the Federal Government:
*(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) [Record codes ‘RO’ and ‘RU’ are not required by the state of Vermont for wage reporting]
There are no file format changes in UI wage reporting for tax year 2011.
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This document contains abbreviated set up requirement for the state of Vermont only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) for other setup procedure that may also be required.
This document contains abbreviated set up requirement for the state of Washington only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required.
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*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for 'State Registration' for State/Province: Vermont.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Vermont.
*'W2 STATE MEDIA FILING' - Must be ‘02’ to generate VT State magnetic media file for VT State only.
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Washington.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Washington.
*'W2 STATE MEDIA FILING' - Must be ‘02’ to generate WA State magnetic media file for WA State only.
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*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with 'State SUI Registration' for State/Province: Vermont.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: Vermont.
**'W2 STATE MEDIA FILING' - Must be '02' to generate State UI wage file for state of Vermont.
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with 'State SUI Registration' for State/Province: Washington.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: Washington.
**'W2 STATE MEDIA FILING' - Must be ‘02’ to generate UI wage magnetic media file for Washington.
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*The state of Vermont Department of Revenue accepts filing of Quarterly UI wages via magnetic media using the [ICESA] format.
*Records required for the W2 reporting are: Code E,S,F.
*Washington does not have state personal income tax.
*The state of Washington Department of Labor accepts filing of Quarterly UI wages via magnetic media using the [ICESA] format.
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!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run and the following selected to generate Vermont state file information:
|Report List Filters, Select State:|Vermont, USA
|Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2012’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|State File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
-Required record codes are ‘RA’, ‘RE’, ‘RW’, ‘RS’, ‘RT’, and ‘RF’.
!!State Magnetic Media Reporting - EFW2 File Format
;Record name:Code RA - Transmitter Record (same as the federal code RA)
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[RPYEU] must be run and the following selected to generate Vermont state UI Wage file information:
[RPYEU] must be run and the following selected to generate Washington state UI Wage file information:
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|Select State:|Vermont, USA
* The state of Vermont must be selected in the 'Report List Filters'.
*Annual Form Code - Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
|Select State:|Washington, USA
* The state of Washington must be selected in the 'Report List Filters'.
*Annual Form Code - Use the standard supplied form code HL$US-W2-2017. The Variables need to be entered in this form code for specific use in the installation.
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*Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
*Period End Date:Enter the quarter end date, i.e. 30-Mar-2016
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!Quarterly UI Wage Magnetic Media Reporting – ICESA format
Record name: Code E - Employer Record
!!Quarterly UI Wage Magnetic Media Reporting – ICESA format
%%information Please note that the following ‘Not Required’ fields may or may not always contain blanks.%%
%%information Note: Columns marked with WA indicates it is a Washington state specific requirement which is not the standard record format%%
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!!ICESA for the State of Oklahoma
* The format details are found at the [Vermont Department of Labor|http://www.labor.vermont.gov/Portals/0/UI/C-19%20Qtrly%20Wage%20Rep%20Mag%20Tap%20Instructions.pdf] website.
!Record Name: Code A - Transmitter Record
||Column||Description||Course
|1-1|Record Identifier|Constant ‘A’
|2-5|Payment Year|Enter year for which this report is being prepared\\ \\From user specified FROM-TO period converted to YYYY
|6-14|Transmitter’s Federal EIN|Enter only numeric characters; omit hyphens, prefixes and suffixes\\ \\Derived from [IDFDV] Field Identifier:‘TRAN EIN’ (seq 1010).
|15-18|Taxing Entity Code|Constant ‘UTAX’
|19-23|Blank|
|24-73|Transmitter Name|Enter the transmitter name of the organization submitting the file\\ \\Derived from [IDFDV] Field Identifier: ‘TRAN NAME’ (seq 1030)
|74-113|Transmitter Street Address|Enter the street address of the organization submitting the file\\ \\Derived from [IDFDV] Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
|114-138|Transmitter City|Enter the city of the organization submitting the file\\ \\Derived from [IDFDV] Field Identifier: ‘TRAN CITY’ (seq 1050)
|139-140|Transmitter State|Enter the standard two character FIPS postal abbreviation\\ \\Derived from [IDFDV] Field Identifier: ‘TRAN STATE’ (seq 1060)
|141-153|Blank|
|154-158|Transmitter ZIP Code|Derived from [IDFDV] Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
|159-163|Transmitter ZIP Code extension|Use this field as necessary for the four digit extension of ZIP code\\ \\Includes a hyphen in position 159\\ \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
|164-193|Transmitter Contact|Title of individual from transmitter organization responsible for the accuracy of the wage report\\ \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’(seq 1090)
|194-203|Transmitter Contact Telephone Number|Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
|204-207|Telephone Extension/Box|Enter transmitter telephone extension or message box\\ \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
|208-242 WA|Blank|
|243-250|Media Creation Date|Enter date in MMDDYYYY format\\ \\Derived from the System Date
|251-275|Blank|
!Record Name: Code B - Authorization Record
||Column||Description||Course
|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] Field Identifier: BASIC EIN (seq 2010)
|15-22|Computer|Enter the manufacturer’s name\\ \\Derived from [IDFDV] Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
|23-24|Internal Label|‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette\\ \\Derived from [IDFDV] Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
|25-225 WA|Blank|
|226-275 WA|Transmitter contact email address|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
!Record Name: Code E - Employer Record
||Column||Description||Course
|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|Derived from the Entity Location
|114-138|Employer City|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|Derived from the Entity Location.
|159-166 WA|Blank|
|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\\ \\Numeric Code for Washington is ‘53’
|173-187|State Unemployment Insurance 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 WA|Blank|
|192-201 WA|Agent Code|Blank
|202-255 WA|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] Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)
|257-257|Blank|
|258-269 WA|Other EIN|Enter Blanks if no other EIN was used\\ \\Derived from [IDFDV] Field Identifier: ‘OTHER EIN’ (seq 3060)
|270-275|Blank|
!Record Name: Code S – Employee Wage Record
||Column||Description||Course
|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|
|31-42|Employee First Name|
|43-43|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\\ \\Use ‘53’ for Washington state
|46-49|Blank|
|50-63 WA|Employee’s Exercised Stock Options for this quarter|Derived from [IDFDV] Field Identifier:Sequence 4180
|64-77|State QTR Unemployment Insurance Total Wages|Enter quarterly wages subject to unemployment taxes\\ \\Derived from [IDFDV] Field Identifier: 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
|106-107 WA|Zero-hour Reason Blank|A numeric code to be entered only when a wage is reported but the employee has zero hours
|108-113|Standard Occupational Classification (SOC) Code|A 6-digit numeric SOC code that corresponds to the employee’s occupation. This field should come from the IDJB table (for the employee’s Job Code) - Occupation Code (IDOC)
|114-131| Blank|
|132-135 WA|Number of Hours Worked|The number of hours worked in the reporting period\\ \\Derived from [IDFDV] Field Sequence 3300
|136-142 WA|Blank|
|143-146|Taxing Entity Code|Constant ‘UTAX’
|147-161|Employment Security Reference Number|Enter state UI employer account number\\ \\SUI Registration Number from IDGV
|162-209 WA|Blank|
|210-210|Officer Code|Enter ‘1’ for officers of the corporation, else enter ‘0’
|211-211 WA|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. 062008 for Apr-June 2008)
|221-275|Blank|
!Record Name: Code T - Total Record
||Column||Description||Course
|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 WA|Total amount of exercised stock options for this employer|Derived from [IDFDV] Field Identifier: Sequence 4180
|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|Blank|
|82-87 WA|UI tax rate this quarter|The employer UI rate for this reporting period\\ \\Six digits with one assumed decimal point (e.g. 2.8%=’028000’)
|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 WA|Employment Administration Fund Tax Rate|Right Justify, Zero fill\\ \\Decimal point is assumed (e.g. 0.03%=0003)
|149-159|Employment Administration Fund Assessment Amount|State Specific Data\\ \\If not used, enter zero
|160-163 WA|Total Exempt Corporate Officers|State Specific Data\\ \\If not used, enter zero|
|164-174|Employee Assessment Amount\\ \\Blank
|175-185|Total Payment Due|State Specific Data\\ \\If not used, enter zero
|186-196 WA|Amount Remitted|State Specific Data\\ \\If not used, enter zero
|197-200 WA|Additional 4 Digit Decimal Position for Amount Remitted|Blank
|201-226 WA|Blank|
|227-233|Month-1 Employment for employer|Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month\\ \\Total of 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 of 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
|248-267 WA|Blank|
|268-268 WA|Reason Code for entering Excess Wages|Constant ‘0’
|269-275|Blank|
!Record Name: Code F - Final Record
||Column||Description||Course
|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 WA|Blank|
|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 WA|Total Remittance Amount|
|101-139 WA|Blank|
|140-154 WA|Total Amount Remitted for All Employers in This File|
|155-158 WA|Total Amount Remitted Extension, Additional 4 Digit Decimal Position for Amount Remitted.\\ \\Blank|
|159-275|Blank|
!!State Quarterly UI Wage Reporting – .CSV File Format
[UEEF] must be run with the following report parameters defined to generate the Washington State Quarterly file information in the .CSV format. \\
||Parameter||Description||Source
|As Of Date|Enter the quarter end date, such as 30-Jun-20YY
|Interface Format Code|Use the annual supplied form code, such as 'HL$US-QTR-WA-20YY'. The 'Variables' need to be entered on this form code for specific use in the installation.
|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
!!Quarterly UI Wage Magnetic Media Reporting - .CSV File Format
||Column||Description||Source
|1|Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) |This field must be numeric and may be formatted (i.e., 3 digits, dash, 2 digits, dash, 4 digits) or unformatted (nine digits) e.g., — ?123-45-6789? or — ?123456789? or blank, no spaces. \\ An ITIN is a 9-digit number issued by the IRS to identify an individual who is not eligible to receive an SSN.
|2|Last Name|Up to 30 characters
|3|First Name|Up to 30 characters
|4|Middle Name|Up to 30 characters
|5|Suffix|Optional, Up to 4 characters
|6|*Hours|Enter Quarterly hours subject to unemployment taxes \\ (from Pay Element 'REG HOURS' if the standard IDIF file definition 'HL$US-QTR-WA-20YY' is used)
|7|*Gross|Enter quarterly wages subject to unemployment taxes \\ (from Pay Element 'SUI WAGES' if the standard IDIF file definition 'HL$US-QTR-WA-20YY' is used)
|8|SOC|6 digits, Occupation Code from IDJB for the employee's Job
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This page (revision-21) was last changed on 15-Feb-2023 15:08 by Karen ParrottTop