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Tax Reporting - WV
Tax Reporting - WV

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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.
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*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
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.
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!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].
!!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
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!!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.
!Annual W2 Wage Reporting – EFW2 Format
[RPYEU] must be run with the following report parameters and filters defined to generate the Federal file information: \\ \\
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!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run with the following report parameters and filters selected to generate the West Virginia State file information: \\ \\
__Report Parameters__
__RPYEU Report Parameters__
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|Period Type|Year
|Period End Date|Year End Date, such as 31-Dec-YYYY
|Media Format|State File Format
|Directory Name|Must be defined or an output file will not be generated
|Media File Name|Must be defined or an output file will not be generated
|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
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\\
__Report Filters__
|Select State|Pennsylvania, USA
__RPYEU Report Filters__
|Select State: West Virginia, USA
----
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%%information Please note that Optional Data not required by the state of West Virginia may or may not always be filled with blanks.%%
%%information NOTE: Optional Data not required by the State of West Virginia may or may not always be filled with blanks.%%
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!Record Name: Code RA - Submitter Record (Same as the Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
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!Record Name: Code RE - Employer Record
!Record Name: Code RA – Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record
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\\
!Record Name: Code RW – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RW'}]
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!Record Name: Code RW - Employee Wage Record
[{InsertPage page='W2_EFW2_RECORD_RW'}]
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!Record Name: Code RS - State Record
||Position||Description||Source
!Record Name: Code RS - State Record (Required)
__Generates State of West Virginia records only__ \\
||Column||Description||Source
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|3-4 WV|State Code|Constant "54" for West Virginia
|5-9 WV|Optional Data|Not required 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’
|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’
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|248-267 WV|State Employer Account Number|Enter the 9 digit FEIN. \\Left justify. No spaces or dashes. \\Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
|268-273 WV|Optional Data|Not required by the State of West Virginia
|274-275|State code|Constant "54" for West Virginia \\ Derived from the State being reported
|276-286|State Taxable Wages|Required. \\Right justify and fill with zeros. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297|State Income Tax Withheld|Required. \\Right justify and fill with zeros. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298-512 WV|Blank|Fill with Blanks. \\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.
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!Record Name: Code RT - Total Record
\\
!Record Name: Code RT – Total Record (Required)
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!!State Quarterly UI Wage Reporting – ICESA Format
!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)__\\ \\
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[RPYEU] must be run with the following report parameters and filters selected to generate the West Virginia State file information: \\ \\
__Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Quarterly Form Code|Must be defined to produce the UI Wage file in ICESA format.
|Period Type|Quarter
|Period End Date|Quarter End Date, such as 31-Dec-YYYY
|Media Format|State SUI File Format
|Directory Name|Must be defined or an output file will not be generated
|Media File Name|Must be defined or an output file will not be generated
[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
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__Report Filters__
|Select State|West Virginia, USA
__RPYEU Report Filters__
|Select State: West Virginia, USA
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|6-23 WV|Blank|Not used by the State of West Virginia. \\Fill with blanks
|6-23 WV|Blank|Not used by the State of West Virginia. Fill with blanks
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|141-153|Blank|Not used by the State of West Virginia. \\Fill with blanks
|141-153|Blank|Not used by the State of West Virginia. Fill with blanks
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|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
|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
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|204-275 WV|Blank|Not required by the State of West Virginia. \\ Fill with blanks.
|204-275 WV|Blank|Not required by the State of West Virginia. Fill with blanks.
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|2-5|Payment Year|Enter the year this 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)
|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)
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|25-25|Blank|Not required by the State of West Virginia. \\ Fill with blanks.
|25-25|Blank|Not required by the State of West Virginia. Fill with blanks.
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|35-146 WV|Blanks|Not used by the State of West Virginia. \\Fill with blanks
|35-146 WV|Blanks|Not used by the State of West Virginia. Fill with blanks
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|248-252|Blank|Not used by the State of West Virginia. \\Fill with blanks
|248-252|Blank|Not used by the State of West Virginia. Fill with blanks
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|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
|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
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|6-170 WV|Blank|Not used by the State of West Virginia. \\Fill with blanks
|6-170 WV|Blank|Not used by the State of West Virginia. Fill with blanks
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|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
|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
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|43-43|Employee Middle Initial|Enter the employee's middle initial. \\ \\Leave blank if no middle initial
|43-43|Employee Middle Initial|Enter the employee's middle initial. Leave blank if no middle initial
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|46-49|Blank|Not used by the State of West Virginia. \\Fill with blanks
|46-49|Blank|Not used by the State of West Virginia. Fill with blanks
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|64-146 WV|Blank|Not used by the State of West Virginia. \\Fill with blanks
|64-146 WV|Blank|Not used by the State of West Virginia. Fill with blanks
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|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
|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
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|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. 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
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|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 on file.
|41-275 WV|Blank|Not used by the State of West Virginia. \\Fill with blanks
|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
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!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