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Tax Reporting - WV
Tax Reporting - WV

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At line 3 added 2 lines
!!What's New for Tax Year 2011
The state of West Virginia uses the current EFW2 file format for W2 wage reporting.
At line 4 changed 2 lines
!!Set Up
This document contains abbreviated set up requirements for the State of West Virginia only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.
The following changes have been noted for reporting W2 wages to the Federal Government using the standard EFW2 format:
*(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 11 added 3 lines
We found no file format changes in UI wage reporting for tax year 2011
!!Set Up
At line 8 changed 3 lines
The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: West Virginia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: West Virginia
*W2 STATE MEDIA FILING’- Must be ‘01’ in order to generate the Federal File layout used to send to both the federal and state governments.
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: West Virginia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: West Virginia
*‘W2 STATE MEDIA FILING’ - Must be ‘01’ to generate Federal magnetic media layout for WV State only
At line 12 changed 5 lines
!!State Procedures
The State of West Virginia Department of Revenue accepts filing of W2s via magnetic media using the EFW2 format
*The required Record codes are: Code RA, RE, RW, RS, RT and RF
*State of West Virginia allows for filing of the Wisconsin state information along with the federal file and other states’ information. Therefore, [IDGV] must be set up for State Registration of Wisconsin with the [IDGV] Variable:
**W2 STATE MEDIA FILING: 01 – Federal File format
!IDFDV – ‘HL$US-W2-2012’ Form Set Up
*[IDFDV] Form code ‘HL$US-W2-2012’ is used for West Virginia W2 MMREF1 reporting for tax year 2011.
*For a complete list of ‘HL$US-W2-2012’ identifiers, please read document [US W2 Process eP|W2 Process].
At line 23 added 6 lines
!!State File Procedures
*The state of West Virginia accepts filing of W-2s via magnetic media using the EFW2 file format
*The Record codes required are: Code RA,RE,RW,RS,RT (other record codes are optional)
*West Virginia State requires specific Code RS information, therefore, [IDGV] must be set up so that for State Registration of West Virginia, the [IDGV Variables|IDGV#VariablesTab]:
**‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the state file.
At line 19 changed one line
[RPYEU] must be run with the following report parameters and filters defined to generate the Federal file information: \\ \\
[RPYEU] must be run and the following selected to generate West Virginia State file information:
|Report List Filters, Select State:|West Virginia, USA
|Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2012’)
|Parameters, Period Type:| Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|Federal File Format (to include the required code RW for state reporting)
%%warning The Directory and Media File Name parameters must be populated or an output file will not be produced.%%
At line 21 removed 13 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.
|Media Format|Mandatory. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
__RPYEU Report Filters__
|Select State: West Virginia, USA
----
At line 35 changed one line
%%information NOTE: Optional Data not required by the State of West Virginia may or may not always be filled with blanks.%%
%%information Please note that Optional Data not require by the state of West Virginia may or may not always be filled with blanks.%%
At line 41 added 40 lines
!Record Name: Code RA - Transmitter Record (Same as the Federal Record)
||Position||Description||Source
|1-2|Record Identifier|Constant "RA"
|3-11|Submitter’s Employer ID number (EIN)\\ \\Numeric only|Derived from [IDFDV] Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
|12-28|Personal Identification Number (PIN)|Derived from [IDFDV] Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
|29|Resub Indicator|Derived from [IDFDV] Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
|30-35|Resub WFID|Derived from [IDFDV] Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
|36-37|Software Code|Derived from [IDFDV] Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
|38-94|Company Name|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
|95-116|Location Address|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
|117-138|Delivery Address|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
|139-160|Company City|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
|161-162|Company State Abbreviation|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
|163-167|Company ZIP Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
|168-171|Company ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
|172-176|Blank|
|177-199|Company Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
|200-214|Company Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
|215-216|Company Country Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
|217-273|Submitter Name|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
|274-295|Submitter Location Address|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
|296-317|Submitter Delivery Address|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
|318-339|Submitter City|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
|340-341|Submitter State Abbreviation|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
|342-346|Submitter ZIP Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
|347-350|Submitter ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
|351-355|Blank|
|356-378|Submitter Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
|379-393|Submitter Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
|394-395|Submitter Country Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
|396-422|Contact Name|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
|423-437|Contact Phone Number|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
|438-442|Contact Phone Extension|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
|443-445|Blank|
|446-485|Contact E-mail|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
|486-488|Blank|
|489-498|Contact Fax|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
|499-499|Preferred Method of Problem Notification Code|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
|500-500|Preparer Code|Derived from [IDFDV] Field Identifier: ‘SUB-PREPARER’ (seq 1310)
|501-512|Blank|
At line 82 added 19 lines
!Record Name: Code RE - Employer Record
||Position||Description||Source
|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] 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] Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
|26|Terminating Business Indicator|Derived from [IDFDV] Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
|27-30|Establishment Number|Derived from [IDFDV] Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
|31-39|Other EIN|Derived from [IDFDV] Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
|40-96|Employer Name|Derived from [IDFDV] Field Identifier: ‘W2-ER-NAME’ (seq 2010)
|97-118|Employer Location Address|Derived from [IDFDV] Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
|119-140|Employer Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
|141-162|Employer City|Derived from [IDFDV] Field Identifier: ‘W2-ER-CITY’ (seq 2040)
|163-164|Employer State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-ER-STATE’ (seq 2050)
|165-169|Employer ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
|170-173|Employer ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
|174-174|Kind of Employer|Derived from [IDFDV] Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
|175-512 WV|Optional Data\\ \\Not Require by the state of West Virginia|
At line 39 changed 8 lines
!Record Name: Code RA – Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Record Name: Code RW – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RW'}]
!Record Name: Code RW - Employee Wage Record
||Position||Description||Source
|1-2|Record Identifier|Constant "RW"
|3-11|Social Security Number|Derived from [IDFDV] 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] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|27-41|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|42-61|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|62-65|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
|66-87|Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|88-109|Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|110-131|Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|132-133|Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|134-138|Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|139-142|Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|143-187 WV|Optional Data\\ \\Not Require by the state of West Virginia|
|188-198|Wages, Tips and Other Compensation|Derived from [IDFDV] Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
|199-209|Federal Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
|210-462 WV|Optional Data\\ \\Not Require by the state of West Virginia|
|463-473|Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV] Field Identifier: ‘W2-CODE-DD’ (seq 4250)
|474-512 WV|Blank|
At line 48 changed 6 lines
!Record Name: Code RS - State Record (Required)
__Generates State of West Virginia records only__ \\
||Column||Description||Source
!Record Name: Code RS - State Record
||Position||Description||Source
At line 55 changed 13 lines
|3-4|State Code|Enter the appropriate FIPS code. West Virginia is code "54". \\Derived from the State being reported
|5-9|Taxing Entity Code|Not applicable for West Virginia Reporting. Fill with blanks.
|10-18|Social Security Number|Enter the employee's SSN.\\If an invalid SSN is encountered, this field is entered with zeroes. \\Derived from [IDFDV] W2-EE-SSN Field Identifier
|19-33|Employee First Name|Enter the employee's first name. Left justify and fill with blanks.\\Derived from [IDFDV] W2-EE-FIRST-NAME Field Identifier
|34-48|Employee Middle Name or Initial|Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|Enter the employee's last name. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|69-247 WV|Optional Data|Not required by the State of West Virginia
|248-267 WV|State Employer Withholding Account Number|Enter the 9-digit West Virginia Withholding Tax number FEIN. Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
|268-273|Blank|Reserved for SSA use. Fill with blanks.
|274-275|State code|Enter the appropriate FIPS state code where state income tax should be reported. West Virginia is code "54". \\Derived from the state being reported
|276-286 WV|State Taxable Wages|Taxable Wages for West Virginia. Use Whole Dollars only. Right justify and zero fill. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297 WV|State Income Tax Withheld|West Virginia Income Tax Withheld. Use Whole Dollars only. Right justify and zero fill. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298-512|Blank|Fill with blanks.
|3-4 WV|State Code|Constant 54’ for West Virginia
|5-9 WV|Optional Data\\ \\Not Require by the state of West Virginia|
|10-18|Social Security Number|Derived from [IDFDV] 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] Field Identifier: ‘W2-EE-FIRST-NAME’
|34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|69-247 WV|Optional Data\\ \\Not Require by the state of West Virginia|
|248-267 WV|State Employer Account Number|Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
|268-273 WV|Optional Data\\ \\Not Require by the state of West Virginia|
|274-275|State code, appropriate FIPS postal numeric code|Derived from the State being reported\\ \\e.g. West Virginia numeric code is "54"
|276-286|State Taxable Wages|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297|State Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298-512 WV|Optional Data\\ \\Not Require by the state of West Virginia|
At line 69 changed 3 lines
\\
!Record Name: Code RT – Total Record (Required)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
!Record Name: Code RT - Total Record
||Position||Description||Source
|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] Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
|25-39|Federal Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
|40-54|Social Security Wages|Derived from [IDFDV] Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
|55-69|Social Security Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
|70-84|Medicare Wages and Tips|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
|85-99|Medicare Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
|100-114|Social Security Tips|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
|115-129|Advanced Earned Income Credit|Derived from [IDFDV] Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
|130-144|Dependent Care Benefits|Derived from [IDFDV] Field 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] 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] 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] 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] 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] 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] 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] Field 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] 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] Field 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] 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] 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] Field 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] Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
|355-512|Blank|
At line 73 changed 37 lines
!Record Name: Code RV - Employer Record (Required)
||Column||Description||Source
|1-2|Record Identifier|Required. Constant "RV"
|3-4|State Code|Required. Enter the appropriate FIPS code. West Virginia is code "54". \\Derived from the State being reported
|5-11|Form Identification|Required. Enter "WVIT103". Omit hyphens
|12-15|Tax Year|Required. Enter current year in YYYY format
|16-24|FEIN|Required. Numeric values only. Omit hyphens
|25-32|WV Account Number|Required. Enter the 8-digit West Virginia account number. Omit hyphens
|33-44|1st Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|45-56|2nd Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|57-68|3rd Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|69-80|4th Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|81-92|Total Tax Due for the Year|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|93-104|Number Of Tax Statements Transmitted|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|105-116|Total Tax Withheld|Required. Numeric. Use Whole Dollars only. No decimals. Right justify and zero fill.
|117-512|Blank|Fill with blanks
!!State Quarterly UI Wage Reporting – ICESA Format\\
__State Format (80-character Special Format)__\\ \\
The State of West Virginia requires Records Codes A, B, E, S, T and F only.
[RPYEU] must be run with the following report parameters and filters defined to generate the West Virginia State file information: \\ \\
__RPYEU Report Parameters__
|Quarterly Form Code|Mandatory. Quarterly Form Code HL$US-W2-20YY, defined on the IDFDV form. \\Must be entered in order to produce the UI wage file in [ICESA] format. \\NOTE: Always use the current year form code. __DO NOT__ use a prior year form code as the Identifiers may be obsolete. \\
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. Enter 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
\\
__RPYEU Report Filters__
|Select State: West Virginia, USA
!!State Quarterly UI Wage Reporting – ICESA Format
[RPYEU] must be run and the following selected to generate West Virginia State file information:
*West Virginia state must be selected in the ‘Report List Filters’.
*'Annual Form Code’ – use the standard supplied form code HL$US-W2-2012. The ‘Variables’ will need to be entered into this Form code for specific use in the installation.
*Only Record codes ‘A’,’B’,’E’,‘S’,’T’ and ‘F’ are required for the state of West Virginia.
*The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in [ICESA] format. Use the supplied Form Code ‘HL$US-QTR-2012’. The ‘Variables’ will need to be entered into this Form code for specific use in the installation.
|Period Type|Quarter
|Period End Date|Enter the quarter end date, i.e. 30-Jun-2011
|Media File Type|State SUI File Format
%%warning If the Directory Name/Media File Name is not supplied, an output file will not be produced.%%
At line 113 changed 12 lines
|2-5|Payment Year|Enter the year this report is being prepared for. \\Derived from the user defined FROM-TO period, converted to YYYY
|6-23 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|24-73|Transmitter Name|Enter the 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 the ‘TRAN ADDRESS’ (seq 1040) [IDFDV] Field Identifier.
|114-138|Transmitter City|Enter the City of the organization submitting the file. \\Derived from the ‘TRAN CITY’ (seq 1050) [IDFDV] Field Identifier.
|139-140|Transmitter State|Enter the standard two-character FIPS postal abbreviation of the organization submitting the file. \\Derived from the ‘TRAN STATE’ (seq 1060) [IDFDV] Field Identifier.
|141-153|Blank|Not used by the State of West Virginia. Fill with blanks
|154-158|Transmitter ZIP Code|Enter the ZIP code of the organization submitting the file, with the hyphen in position 159. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
|159-163|Transmitter ZIP Code extension|Enter the ZIP code extension of the organization submitting the file, if applicable.\\ Includes a hyphen in position 159. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
|164-193 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|194-203|Transmitter Contact Telephone Number| Enter the telephone number where the transmitter contact can be reached. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
|204-275 WV|Blank|Not required by the State of West Virginia. Fill with blanks.
|2-5|Payment Year\\ \\Enter year for which this report is being prepared\\ \\From user specified FROM-TO period converted to YYYY|
|6-23 WV|Blank\\ \\Not used by the state of West Virginia|
|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\ \\Enter a valid 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 WV|Blank\\ \\Not used by the state of West Virginia|
|194-203|Transmitter Contact Telephone Number\\ \\Telephone number at which the transmitter contact can be telephoned|Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
|204-275 WV|Blank\\ \\Not used by the state of West Virginia|
At line 126 removed one line
At line 130 changed 18 lines
|2-5|Payment Year|Enter the year the report is being prepared for.
|6-14 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|15-22|Computer|Enter the manufacturer’s name of the computer used to create the file. \\Derived from [IDFDV] Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
|23-24|Internal Label|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
|25-25|Blank|Not required by the State of West Virginia. Fill with blanks.
|26-27|Density|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC DENSITY’ (seq 2110)
|28-30|Character Set| Enter ‘ASC’ for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
|31-32|Number of Tracks|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character)
|33-34|Blocking Factor|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
|35-146 WV|Blanks|Not used by the State of West Virginia. Fill with blanks
|147-190|Organization Name|Enter the name of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC NAME’ (seq 2040)
|191-225|Street Address|Enter the street address of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
|226-245|City|Enter the city of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC CITY’ (seq 2060)
|246-247|State|Enter the standard two-character FIPS postal abbreviation the file should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC STATE’ (seq 2070)
|248-252|Blank|Not used by the State of West Virginia. Fill with blanks
|253-257|ZIP Code|Enter a valid ZIP code. \\ Derived from [IDFDV] Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
|258-262|ZIP Code Extension|Enter the four-digit extension of ZIP code, with the hyphen in position 258. \\Derived from [IDFDV] Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)\\The hyphen (‘-‘) must be included when defining the [IDFDV] seq. 2080
|263-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|2-5|Payment Year\\ \\Enter the year for which this report is being prepared|
|6-14 WV|Blank\\ \\Not used by the state of West Virginia|
|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)
|25-25|Blank|
|26-27|Density\\ \\‘16’, ‘62’, ‘38’, or blank for diskette|Derived from [IDFDV] Field Identifier: ‘BASIC DENSITY’ (seq 2110)
|28-30|Recording Code (Character Set)\\ \\“EBC’ or ‘ASC’; always ‘ASC’ for diskette|Derived from [IDFDV] Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
|31-32|Number of Tracks\\ \\‘09’, or ‘18’, or blanks for diskette|Derived from [IDFDV] Field Identifier: ‘BASIC RECORDING 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] Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
|35-146 WV|Blanks\\ \\Not used by the state of West Virginia|
|147-190|Organization Name\\ \\The name of the organization to which the media should be returned|Derived from [IDFDV] 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] Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
|226-245|City\\ \\The city of the organization to which the media should be returned|Derived from [IDFDV] Field Identifier: ‘BASIC CITY’ (seq 2060)
|246-247|State\\ \\Enter the standard two character FIPS postal abbreviation|Derived from [IDFDV] Field Identifier: ‘BASIC STATE’ (seq 2070)
|248-252|Blank|
|253-257|ZIP Code\\ \\Enter a valid ZIP code|Derived from [IDFDV] 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] Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)\\ \\The hyphen (‘-‘) must be included when defining the [IDFDV] seq. 2080
|263-275 WV|Blank\\ \\Not used by the state of West Virginia|
At line 152 changed 6 lines
|2-5|Payment Year|Enter the year the report is being prepared for
|6-170 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|171-172|State Identifier Code|Enter the state FIPS numeric code for the state the wages are being reported for. \\West Virginia code is ‘54’
|173-187|State Unemployment Insurance Account Number|Enter the West Virginia Unemployment Insurance Account Number. \\Derived from the [IDGV] State SUI Registration
|188-189|Reporting Period|Enter the two-digit code for the last month of the quarter being reported for. \\* 03: 1st Quarter \\* 06: 2nd Quarter \\* 09: 3rd Quarter \\* 12: 4th Quarter
|190-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|2-5|Payment Year\\ \\Enter the year for which the report is being prepared|
|6-170 WV|Blank\\ \\Not used by the state of West Virginia|
|171-172|State Identifier Code\\ \\Enter the state FIPS postal numeric code for the state to which wages are being reported\\ \\West Virginia code is ‘54’|
|173-187|State Unemployment Insurance Account Number|Derived from the [IDGV] State SUI Registration
|188-189|Reporting Period\\ \\‘03’, ‘06’, ‘09’, or ‘12’|
|190-275 WV|Blank\\ \\Not used by the state of West Virginia|
At line 162 changed 12 lines
|2-10|Social Security Number|Enter the employee’s social security number. Do not enter dashes or any other special characters. \\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. Leave blank if no middle initial
|44-45|State Identifier Code|Enter the state FIPS numeric code for the state the wages are being reported for. \\West Virginia code is ‘54’
|46-49|Blank|Not used by the State of West Virginia. Fill with blanks
|50-63|State QTR Total Gross Wages|Enter quarter total gross wages paid to the employee. \\Enter dollar and cents with no decimal point. \\Derived from [IDFDV] Field Identifier: sequence 3090
|64-146 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|147-161|State Unemployment Insurance Account Number|Enter the West Virginia Unemployment Insurance Account Number. \\Derived from the [IDGV] State SUI Registration
|162-214 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|215-220|Reporting Period and Year|Enter the two-digit code for the last month of the quarter being reported for. \\* 03: 1st Quarter \\* 06: 2nd Quarter \\* 09: 3rd Quarter \\* 12: 4th Quarter
|221-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|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\\ \\West Virginia code is ‘54’|
|46-49|Blank|
|50-63|State QTR Total Gross Wages\\ \\Enter quarterly wages subject to all taxes|Derived from [IDFDV] Field Identifier: sequence 3090
|64-146 WV|Blank\\ \\Not used by the state of West Virginia|
|147-161|State Unemployment Insurance Account Number|SUI Registration Number from [IDGV]
|162-214 WV|Blank\\ \\Not used by the state of West Virginia|
|215-220|Reporting Quarter and Year\\ \\Enter the last month and year for the calendar period for which this report applies (i.e. 062007 for Apr-June 2007)|
|221-275 WV|Blank\\ \\Not used by the state of West Virginia|
At line 178 changed 3 lines
|2-12 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|13-26|State QTR Total Gross Wages|Enter quarter total gross wages paid by the employer. \\Enter dollar and cents with no decimal point. QTR gross wages subject to all taxes\\Total of this field on all ‘S’ records since the last ‘E’ record
|27-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|2-12 WV|Blank\\ \\Not used by the state of West Virginia|
|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|
|27-275 WV|Blank\\ \\Not used by the state of West Virginia|
At line 185 changed 5 lines
|2-11|Total Number of Employees|Enter the total number of ‘S’ records in the entire file
|12-21|Total Number of Employers|Enter the total number of ‘E’ records in the entire file
|22-25 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|26-40|Quarterly Total Gross Wages|Enter the total gross wages for all 'S' records in the entire file
|41-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|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 WV|Blank\\ \\Not used by the state of West Virginia|
|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|
|41-275 WV|Blank\\ \\Not used by the state of West Virginia|
At line 191 removed 14 lines
!UI Wage Reporting Detail Record Format
||Column||Description||Source
|1-10|Employer UI Account Number|Enter the 10-digit UI Account Number
|11-13|Reporting Period Quarter Year|Enter in QYY format
|14-22|Social Security Number|
|23-32|Employee Last Name|
|33-40|Employee First Name|
|41-49|Employee Quarterly UI Total Gross Wages|Include dollars and cents. Right justify and zero fill. Omit commas, decimal points and dollar signs. \\Derived from the [IDFDV] SUI Total Wages
|50-51|Record Code|Constant ‘01’
|52-80|Blank|Blank fill positions 52 - 80, and place carriage return in position 81.
|81|Carriage Return
%%NOTE: Each line in the file is an 80 byte record, terminated by a carriage return. Files may be rejected if carriage returns are not placed in the correct position within the file.
This page (revision-6) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop