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155 19-Oct-2022 21:04 1 KB Karen Parrott to previous
154 26-Nov-2021 10:22 1 KB kparrott to previous | to last
153 26-Nov-2021 10:22 1 KB mmcfarland to previous | to last
152 26-Nov-2021 10:22 2 KB mmcfarland to previous | to last
151 26-Nov-2021 10:22 2 KB kparrott to previous | to last
150 26-Nov-2021 10:22 2 KB kparrott to previous | to last
149 26-Nov-2021 10:22 2 KB kparrott to previous | to last
148 26-Nov-2021 10:22 2 KB kparrott to previous | to last
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143 26-Nov-2021 10:22 2 KB rforbes to previous | to last Taxation W2 Process ==> W2 Process
142 26-Nov-2021 10:22 2 KB rforbes to previous | to last W2 Process ==> Taxation W2 Process
141 26-Nov-2021 10:22 2 KB jmyers to previous | to last

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W 2 Process
W2 Process

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!!!W2 PROCESS
!!!US W2 PROCESS EP 2012
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High Line has defined processes to complete US Government Annual and Quarterly Reporting from the employees' YTD information according to the government defined requirements. These processes include:
The US W2 Process allows for reporting to the US government from the employees' YTD information according to the government specified requirement and for generating the magnetic media or electronic files to send to the government.
At line 6 changed 2 lines
* Generating and printing the W2 Wage Statement,
* Generating the W2 Magnetic Media XML file required to electronically submit to the government.
For annual reporting, this allows for reporting from the employees' YTD information according to selected criteria in order to produce the W2 Wage statement and for generating the W2 media file to send to the government.
At line 9 changed one line
For quarterly reporting, these processes are for reporting from the employees' QTD information according to selected criteria and for generating the media file to send to the government.
For quarterly reporting, this allows for reporting from the employees' QTD information according to selected criteria and for generating the media file to send to the government.
At line 12 changed 2 lines
!!!Government Reporting Procedures
[{InsertPage page='W2_GOVERNMENT_REPORTING_PROCEDURES'}]
!!2011-2012 Year End Changes
!Government Websites
[http://www.ssa.gov/employer/pub.htm]
[http://www.irs.gov/pub/irs-prior/iw2w3--2011.pdf]
[http://www.irs.gov/pub/irs-prior/fw2--2011.pdf]
!W2 Forms
|2-on-a-page Form|Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
|4 Corners Form|Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
|4-on-a-page Form|Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
%%information Note:While the W2 form layout itself has no changes, there are two new codes:
*‘DD’ in Box 12 (optional for 2011) used to report the Cost of Employer-Sponsored Health Coverage
*‘EE’ in Box 12 used to report the Designated Roth Contributions under a governmental section 457(b) plan%%
%%warning Important: For Oracle reports, RPW2/RP1099R must be run and the report sent to the PDF file instead of to the previewer. RPW2/RP1099R aligns the W2/1099R government forms in PDF format and allows the user to adjust the parameters of 'Adjust Top Margin' and ‘Between Form Space’ fields when generating the PDF file. Once the PDF file is generated, the Page set up does not need to be adjusted when printing.\\ \\For Windward report, RPW2 supports the 2-on-a-page form only.%%
!EFW2 File
The following record codes contain changes for tax year 2011 reporting.
*A new field, 'Kind of Employer', has been added to the RE Employer Record (position 174). This is a required field.
*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).
*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)
!IDFD Changes
For 2011-2012 reporting, [IDFD] Form Code ‘HL$US-W2-2012’ is used.
!IDFD – Store Option
For 2011-2012 reporting, [IDFD] Form Code ‘HL$US-W2-2012’ has supplied the ‘Store Option’ starting from Seq# 2000 in order for [RPYEU] to store the Employer Name / Addresses, Employee Name / Addresses in the Government Remittance tables.
%%warning Important:[RPYEU] must be run with the new [IDFD] Form Code ‘HL$US-W2-2012’ or a copy of this Form Code that has the ‘Store Option’ set up to store the Names / Addresses and the Amounts in the Government Remittance Tables.\\ \\Any prior year’s Form Codes do not supply this option and therefore will not turn on the Store feature for [RPYEU].%%
!RPYEU – New Capabilities
Since 2010 tax year reporting, [RPYEU] has the following new capabilities:
#[RPYEU] now stores the Employer Name / Addresses, Employee Name / Addresses and the Amounts in the following Government Remittance Tables for historical reference purposes: [P2K_PR_GVT_RUNS] (pgr), [P2K_PR_GVT_HEADERS] (pgh), [P2K_PR_GVT_AMOUNTS] (pga)\\ \\
#After [RPYEU] is run, any release of 3.05.03 or above, will allow you to view the results on [IPGR] and [IPGH].\\Each [RPYEU] generates a GVT Run number to be viewed on [IPGR]. [UPGRUNDO] can be run to undo the GVT Run.\\ \\
#[RPYEU] parameter ‘Sort by Active/Inactive’ has been enhanced from a [X_YES_NO] toggle to use the lexicon value [X_W2_SORT_ACTIVE].\\This allows sorting of terminated employees to be before or after the ‘Sort Level’ that is defined in the prompt. Read the [RPYEU Sort Level|W2 Process#RPYEUSortLevel] section below.
#W2 Form (2-on-a-page) Box D - Control Number field size has lots of space, allowing more information to be printed.\\Box D is derived from the [IDFDV] Field Identifier - W2-CONTROL-PRT; value 3 to 6 are added as below.
;W2-CONTROL-PRT:Specifies if the Control Number should be printed on the form or not
|Null, 0|Do not print Control Number on W2 Form
|1|Print Control Number as defined in W2-CONTROL-NUM Identifier
|2|Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
|3|Print W2-CONTROL-NUM Identifier and Person Code
|4|Print ‘Sort Level By’ prompt and Person Code
|5|Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier
|6|Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
!RPW2 – capabilities (Oracle Report Only)
Since 2010-tax year reporting, RPW2 has the following capabilities in the Oracle version report (but not the Windward version).
*There are different copies of the W2 form that can be distributed to the employees and sent to the government: Copy A, 1, B, C, 2, D.
*RPW2 provides options to print different copies of the W2 forms and the Employee Instructions on the back.
*There is an option to either print the W2 forms on the pre-printed W2 forms or to show Copy A, 1, B, C, 2, D of the W2 forms for printing.
*W2 Form Copy A, 1, B, C, 2, D and instructions are taken directly from the government link above, however, it is the user’s responsibility to ensure these Employee copies are acceptable by the government as substitute for the pre-printed forms prior to distributing to the employees.
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!!!Set Up
[{InsertPage page='W2_PROCESS_SET_UP'}]
!!Government Reporting Procedures
The following steps outline the procedure to produce the W2 Forms and the Government file:
# RPREGT
#*RPREGT
#**For annual reporting , run [RPREGT] to produce YTD Register
#**For quarterly reporting, run [RPREGT] to produce QTD Register
#IDFD/IDFDV/RDFD
#*IDFD
#**Specifies the W2 Form and File Definition for Annual and Quarterly reporting
#**Contains the default values to enter on [IDFDV]
#**The information on this screen is provided at release time using a script. The script only needs to be executed in order to load in the most current information for the year.
#*IDFDV
#**Mandatory set up of Annual W2 Form and File Definition with user information
#**Optional set up of Quarterly Form and File Definition with user information
#*RDFD
#**Used to report the Form and File Definition from [IDFD] and [IDFDV]
#RPYEU
#*RPYEU
#**Produces US Year End Summary Report for the reporting Year or the reporting Quarter
#**Must be used to balance to the YTD Register or QTD Register report ([RPREGT])
#**Exception messages from this Summary Report must be checked and any exceptions corrected
#**Generates the Federal Government file in federal format
#**Generates State File in the federal file format for states that accept the federal file format
#**Generates State File for states with specific State File format requirement
#**[RPYEU] must be run one state at a time to generate state specific file
#**Each state may have its own requirement, it must be verified if that state specific format is supported by [RPYEU] prior to running [RPYEU] for a specific state file
#**Generates an XML file to feed into Oracle version RPW2 in order to print W2 Forms
#**Generates GVT Run and stores information in [IPGR], [IPGH] for Windward RPW2
#**In utility trace mode, [RPYEU] generates a .txt file for SQL Select statement and csv trace file
#**Provides an option to generate data dump file in .csv format for Federal, State, Local, School data for debugging or balancing
#IPGR/IPGH
#*IPGR
#**Screen inquiry by GVT Run Number after [RPYEU]
#*IPGH
#**Screen inquiry by GVT Header for an employee after [RPYEU]
#UPGRUNDO
#*UPGRUNDO
#**Used to undo GVT Run number by employee
#**Used to undo erroneous GVT Run due to set up issues or to remove archived GVT info
#RPW2 (Oracle)/RPW2 (Windward)
#*RPW2 (Oracle)
#**Produces W2 forms (supporting either a 2-on-a-page or 4-on-a-page format)
#**Reads XML file generated from [RPYEU] to print W2 forms
#**Prints W2 on pre-printed W2 forms or prints different copies (Copy A, 1, B, C, 2, D ) of the W2 forms along with an option to print 'Employee Instructions' on the back
#**Generates grand total and exception messages with RPW2 Execution ID as Execution Run Logs
#**It is mandatory to use the Execution ID of the RPW2 and run RMEX to obtain a grand total report
#*RPW2 (Windward)
#**Produces W2 forms (supporting a 2-on-a-page format only)
#**Reads [IPGR]/[IPGH] information generated from [RPYEU] to print W2 Forms
#**Generates grand total and exception messages with RPW2 Execution ID as Execution Run Logs
#RMEX
#*RMEX
#**Produces a grand total report from the [RPW2] run to balance to [RPYEU]
#**It is mandatory to enter the Execution ID of the RPW2 run to obtain a grand total report
#**The [RMEX] grand total report is used to balance to [RPYEU] only, and is not used for government reporting
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!!!Processing
[{InsertPage page='W2_PROCESS_PROCESSING'}]
!!Set Up
!IMUF – Define User Fields for [IDGV]
On [IMUF], define user fields for [P2K_CM_GOVT_REGISTRATIONS]
The following user fields are used on the [IDGV Variables|IDGV#VariablesTab] tab. ([RPYEU] will generate these UDF's if any of the UDF do not exist.)
__For Annual and Quarterly Reporting__
||UDF||Usage
|W2 STATE MEDIA FILING|Used by all states
|W2 TAX TYPE CODE|Used by all states
|W2 TAXING ENTITY|Used by all states
|W2 WAGE PLAN CODE|Used by the state of California
|W2 BRANCH CODE|Used by the state of California
|W2 ER NAME|Used by Federal reporting, this overrides 'Entity Name' on [IDEN]
|W2 LOCN CODE|Used by Federal reporting, this overrides 'Location Code' on [IDEN]
For Quarterly reporting, these UDF's are used when ‘HL$US-QTR-2004’ Form Code is being used:
!IMUF – Define User Fields for [IDDP]
On [IMUF], define the user fields for [P2K_CM_DEPARTMENT_DETAILS].
The following user fields are used on [IDDP]. ([RPYEU] will generate these UDF's if they do not exist.)
||UDF||Usage
|SUI ER NUMBER|
|W2 DESTINATION|
!IMUF – Define User Fields for [IEID]
On [IMUF], define the user fields for [P2K_HR_IDENTITIES].
The following user fields are used on [IEID] for Minnesota. (They be may set up on [IMUF] manually or [RPYEU] will generate these UDF's if they do not exist.)
||UDF||Usage
|W2 DESTINATION|
|MMREF PROBATIONARY|Used by the state of Missouri
|MMREF OFFICER CODE|Used by the state of Missouri
!IMUF – Define User Fields for [IDCO]
On [IMUF], define the user fields for [P2K_CM_COUNTRIES]. ([RPYEU] will generate these UDF's if it does not exist.)
||UDF||Usage
|ISO COUNTRY CODE|
!IDCO – Define ISO Country Code for Foreign Countries
If the employer or employees have addresses that are not within in USA, the EFW2 file need to report the 2 character International Organization for Standardization (ISO) country code.
['Country Code'|COUNTRY_CODE] on [IDCO] is a user-specified country code; usually the three character United Nations code for a specific country, but can be the two character ISO code.
For Example:
||Country||United Nation Code||ISO Country Code
|Mexico|MEX|MX
|Mozambique|MOZ|MZ
The ISO country code needs to be entered on the [IDCO] User Defined field. If it is not entered, then the [IDCO] country code is used as the ISO country code.
Please read the [Employer|W2 Process#IDFDVEmployerPrimaryAddressAndMailingAddress] and [Employee|W2 Process#IDFDVEmployeePrimaryAddressAndMailingAddress] Address sections below.
!IDDP – Department Screen
*The State of Minnesota requires a quarterly file report by MN State Unemployment Insurance Account Number and MN Employer Unit Number. These two numbers are defined at the department level, therefore, the UDF ‘SUI ER Number’ must be set up for each department. (e.g. For Department ‘Planning & Zoning’, the MN number is ‘7977999-004’, UDF ‘SUI ER Number’ = 7977999-004 should be entered on [IDDP])
*If the ‘SUI ER Number’ is not set up for a department, then the SUI ER Number from [IDGV] is used.
*On [IDDP], the detail section of the screen must be clicked, and then the UDF button must be clicked in order to get to the UDF screen.
*For all other states, ‘W2 Destination’ may be entered for distributing the W2 forms by department.
!IEID – Employee Identity Screen User Field
[IEID] is used to enter the ‘W2 Destination’, ‘MMREF Officer Code’ for the employee
*‘W2 Destination’ may be entered for distributing the W2 forms for this employee
!IDGR – Define Group for Govt Registration
%%warning Important: Federal/State/Local Registration MUST not be changed for a Group for different effective date records. The [UPCLOZ] program will not cut new YTD records if the Group changes the effective date. Therefore, if the Group requires a change of Registration numbers, either a new Group should be created or all effective records should be changed to the same Registration numbers.%%
For each group at the Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ from [IDGV] and then displayed on [IDGR].
For each group at the State/Prov/Local level, a ‘State/Prov Set’ and ‘State/Prov Type’ can be pointed to. Since each group can be paid in many different states, the State/Prov Registration number cannot be displayed on [IDGR]. For each employee belongs to this group, the State Registration Number is retrieved from [IDGV] by ‘State/Prov Set’ and ‘State/Prov Type’ and the Pay Header State/Prov of this employee.
At the local level, the Local Registration Number is retrieved from [IDGV] by ‘Local Regist Set’ and ‘Local Regist Type’ and the GEO Local of this employee
Each group must define one of the following ‘W2 Employment Type’ for W2 reporting purpose:
*A - Agriculture
*F – Form 944 filer
*H - Household
*M - Military
*Q – Medicare Qualified Government Employment (MQGE)
*R – Regular (All others)
*X - Railroad
%%information Note:For the ‘Q - MQGE' type employment, it is not required to group all employees under one group. The MQGE employees can belong to a group with ‘R’ type employment, [IPRLU] can specify the proper MEDICARE and FICA method to classify MQGE employees (see below for detail)%%
!IDSP – Define States
*An entry must exist for a state on [IDSP] in order for the state to be reported.
*An entry must exist on [IDGV] for a state with a ‘State Registration’ in order for the state to be reported.
*If a state is missing on [IDGV], [RPYEU] will create a default entry with Regist Number 0 and issue a warning
*There must be a change to the correct State Registration Number for that state in order to file to the state government.
!IDCN – Define Counties
*If there is county tax applicable for a State, an entry must exist for the County Code on [IDCN] in order for the county tax to be reported.
*The County Code is the first two segments of the GEO code. (e.g. In Indiana, GEO code ‘15-097-0670’ is for the city of ‘Indianapolis’, the County Code ‘15-097-0000’ is for County of ‘Marion’, therefore, set up County Code ‘15-097-0000’ ‘Marion’ on (IDCN).
*The GEO and County codes are provided by Vertex for US taxation, please refer to the [VERTEX GEO CODES LIST] booklet and enter the required county codes on [IDCN].
*An entry must exist on [IDGV] with ‘Local Registration’ for a County in order for the County tax to be reported.
!IDTX – Define Tax Jurisdictions
*An entry must exist at the ‘City level’ for a tax jurisdiction in order for the city tax to be reported.
*An entry must exist on [IDGV] with ‘Local Registration’ for a city in order for the city tax to be reported.
!IDSD – Define School Districts
*An entry must exist for a School District in order for the School District tax to be reported.
!IDGV – One or Multiple Government Registrations
For each Entity on [IDGV], the Government Registration Set that is used to collect Federal, State and Local Registrations must first be defined. Under the Registration Set, ‘Federal Registration’ must be set up for Country ‘USA with valid ‘Employer Identification Number’. Then State, Local Registrations may be set up for each State or Local under the same Registration Set.
__User with one Federal Registration__
*If the user has one Federal registration, define one government set of Registrations (e.g. "Main Registration Set").
*Then within this set of Government Registrations, set up Federal/State/Local Registrations on [IDGV] for this set. (For example, on [IDGV], the user should set up Federal Registration with Registration Type = ‘US Fed Regist 1’.
%%information Note:If Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’, for MEDICARE registration, the Registration Type should = ‘US MEDI Regist 1’ etc. The last digit of the Registration Type must be matched.%%
__User with Multiple Federal Registrations__
For a user with multiple Federal Registrations, there are two options:
#One "Main Registration Set" can be used, then Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ can be set up. This allows up to nine Federal Registrations.
#Multiple "Registration Sets" can be used, then set up Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’. This allows for an unlimited number of Federal Registrations.
“Govt Registration Set” may be used to group similar Registrations together.
For Example:
||Govt Registration Set||Usage
|MAIN REGIST|Use as default to group all registrations initially
|REGIST 2|User may define another set for all level of registrations
|FED REGIST|User may define Federal level registrations for this set
|STATE REGIST|User may define State level registrations for this set
|LOCAL REGIST|User may define Local level registrations for this set
|FULLTIME REGIST|User may define Registrations for Full time employees
|PARTTIME REGIST|User may define Registrations for Part time employees
|SEASONAL REG|User may define Registrations for Seasonal employees
|STATE OHIO|User may define Registrations for Ohio for this set only
__Important Note for IDGV set up:__
The [IDGV] “Govt Registration Set” and Registration Types are used on the [IDGR Registration|IDGR#RegistrationTab] tab for each of the Federal, State and Local level set up.
\\
On [IDGV] set up, the last digit of Registration Type must match for the same Federal, State and Local level of registrations.
\\ \\
Example #1\\
If Registration Type = ‘US Fed Regist 1’ is used, then
*FICA Registration Type must = ‘US FICA Regist 1’
*MEDI Registration Type must = ‘US MEDI Regist 1’
If Registration Type = ‘US State Regist 1’ is used, then
*SUI Registration Type must = ‘US SUI Regist 1’
*SDI Registration Type must = ‘US SDI Regist 1’
\\
Example #2\\
If Registration Type = ‘US Fed Regist 2’ is used, then
*FICA Registration Type must = ‘US FICA Regist 2’
*MEDI Registration Type must = ‘US MEDI Regist 2’
If Registration Type = ‘US State Regist 2’ is used, then
*SUI Registration Type must = ‘US SUI Regist 2’
*SDI Registration Type must = ‘US SDI Regist 2’
On the [IDGR Registration|IDGR#RegistrationTab] tab, when the user specifies to use State/Prov Type = ‘US State Regist 1’, this implies all State level registrations with the last digit matching ‘Regist 1’ should be used, thus ‘US SUI Regist 1’ will be used.
!IDGV – Override Employer Name and Address by EIN
On the [IDGV Variables|IDGV#VariablesTab] tab, there is the option to define an override for the Employer’s Name and Address.
\\
This option allows the users who have multiple government registrations for one entity to report a different Employer Name or Address by each Federal Registration Number (EIN).
|W2 ER NAME|Enter the Employer Name to be reported, this overrides the [IDEN] Entity Name
|W2 LOCN CODE|Enter the Location code to be reported, this overrides the [IDEN] Location code\\ \\Note: The exact Location code must be entered in this field, otherwise it will not be used.
!IDGV – Levels of Government Registrations
The following levels of Government Registration must be set up for the Federal, State, County, City and School tax reporting.
__Federal Level__
*One or multiple Federal Registrations must exist for each entity with each Govt Regist Set for Registration Type ‘US Fed Regist 1’, etc.
__State Level__
*An entry must exist for each state for an entity with ‘State Registration’ by Govt Regist Set and Registration Type
*When the ‘State Registration’ are being defined, , the ‘Variables’ tab must also be set up.
*[RPYEU] automatically defines the User Defined fields for the [IDGV Variables|IDGR#VariablesTab] tab on [IMUF] for [P2K_CM_GOVT_REGISTRATIONS].
*On the [IDGV Variables|IDGR#VariablesTab] tab, the variable ‘W2 State Media Filing’ must be set up to indicate if this state is required to produce a W2 File for the state.
*The ‘W2 State Media Filing’ values are:
**00 – Not required to file magnetic media to the state
**01 – Include State Code RS record in the Federal file, the federal file can be sent to the state
**02 – State requires its own file, do not include other state information in the State file
*If the State file layout is conforming to the standard federal SSA code RS format and the state accepts a copy of the federal file that includes the code RW records, ‘W2 State Media Filing’ variable = ‘01’ should be set up
*When [RPYEU] is run, the State Information Code RS record will automatically be generated in the federal file, only a copy of the federal file needs to be sent to the State
*If the state does not accept other state’s information in their State file, ‘W2 State Media Filing’ variable = ‘02’ should be set up.
*When [RPYEU] is run, it should be set to run by one State only and the Media Format = ‘State File Format’ should be selected.
*Then if the state has its own specific State file layout, [RPYEU] will generate the State file in the specific file layout, otherwise the generic Federal Code RS format layout is used.
*If the state requires its own State file layout, please check for a list of states that are supported by [RPYEU].
__Local Level__
*An entry must exist for each County for an Entity with ‘Local Registration’ in order for the County tax to be reported.
*An entry must exist for each City for an Entity with ‘Local Registration’ in order for the City tax to be reported.
*When the ‘Local Registration’ is defined, the ‘Variables’ tab can optionally be set up in order to indicate if this Local requires to be filed via magnetic media on a W2 file:
**'W2 STATE MEDIA FILING'
**'W2 TAX TYPE CODE'
**'W2 TAXING ENTITY'
*The ‘W2 State Media Filing’ values are:
**00 – Not Required to file magnetic media
**01 – Include Local Information in Code RS record for Federal File format
**02 – Include Local Information in Code RS record for the State File format
**03 – Local requires its own File, do not include other Local information in the File
*If the Local information is to be reported along with the Federal File Code RS information, set up ‘W2 State Media Filing’ variable = ‘01’ for this local.
*When [RPYEU] is run, the State Information Code RS record will be generated along with the Local information
*If the Local information is to be reported along with the State File Code RS information, then set up the ‘W2 State Media Filing’ variable = ‘02’ for this local.
*When [RPYEU] is run for a state, the State Information Code RS record will be generated along with the Local information.
*If the Local requires its own format, set up ‘W2 State Media Filing’ variable = ‘03’
*When [RPYEU] is run and ‘Local File format’ has been selected to be generated, then the specific City or County also needs to be selected, then the Local file format will be generated.
**Note, this feature requires specific program logic for each Local, please check if the local is supported by [RPYEU]
*If ‘W2 State Media Filing’ is set up for a Local, then the [IDGV Variables|IDGR#VariablesTab] tab must also be set up for:
**‘W2 TAX TYPE CODE’ - to contain one of the following values:
***C – City Income Tax
***D – County Income Tax
***E – School District Income Tax
**‘W2 TAXING ENTITY’ - to define the five character Taxing Entity Code for each local:
***e.g. Ohio Cleveland would be ‘200’, refer to Cleveland filing requirement
***e.g. Indiana would contain the two digit County Code supplied by Indiana
__School Level__
*An entry must exist for each school district for an Entity with ‘School Registration’ for the school tax to be reported.
*When the ‘School Registration’ is defined, the [IDGV Variables|IDGR#VariablesTab] tab must be set up for:
**'W2 STATE MEDIA FILING'
**'W2 TAX TYPE CODE'
**'W2 TAXING ENTITY'
*The ‘W2 State Media Filing’ values are:
**00 – Not Required to file magnetic media
**01 – Include School Information in Code RS record for Federal File format
**02 – Include School Information in Code RS record for the State for State File format
**03 – Include School Information in Code RS record for the Local File format
*If the School information is to be reported along with the Federal File Code RS information, set up the ‘W2 State Media Filing’ variable = ‘01’ for this Local.
*When [RPYEU] is run, the State Information Code RS record will be generated along with the School information.
*If the School information is to be reported along with the State File Code RS information, set up the ‘W2 State Media Filing’ variable = ‘02’ for this Local.
*When [RPYEU] is run, the State Information Code RS record will be generated along with the School information.
*If the School requires its own format, set up ‘W2 State Media Filing’ variable = ‘03’
**Note, this feature requires specific program logic for each school, please check if the local is supported by [RPYEU].
*If ‘W2 State Media Filing’ is set up for a School, then IDGV Variables Tab must also be set up:
**‘W2 TAX TYPE CODE’ to contain the following value: E – School District Income Tax
**‘W2 TAXING ENTITY’ to define the five character School District code
!IDGV – Define State SUI Registrations for Quarterly Filing
When running [RPYEU] with Calendar Type = ‘Q’ for a quarter, each state must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type, i.e. ‘US State Regist 1’ should also define ‘US SUI Regist 1’, ‘US State Regist 2’ should also define ‘US SUI Regist 2’, etc,
\\
According to each state’s quarterly filing format, some state may require to submit Taxes Due, Previous Underpayment etc. For each quarter, define the [IDGV Variables|IDGR#VariablesTab] tab for these quarterly amount for the proper ‘US SUI Regist’ prior to running [RPYEU].
Please note each QTR field’s decimal point and enter in the above format.
!IDFD – Define Form Code
*Define Form Code ‘HL$US-W2-2012’ for EFW2 format (Year 2011-2012 reporting)
*After loading [IDFD] form codes from starter scripts, set up each Form Code Field Variables on [IDFDV]
!IDFD – Starter Scripts
*When installing the US Year End software, a seed data script is executed to load in the [IDFD] Form Code:
‘HL$US-W2-2012’: SEED_IDFD_HL$US_W2_2012.sql
*This script may be run multiple times and performs the following:
**If Form Code ‘HL$US-W2-2012’ does not exist, the script loads all new identifiers for Form Code ‘HL$US-W2-2012’.
**If Form Code ‘HL$US-W2-2012’ already exists, the script will update Form Code ‘HL$US-W2-2012’ existing identifiers from [IDFD] and leaving the client’s [IDFDV] set up untouched for existing identifiers.
**If Form Code Identifier does not exist, the script will insert new identifier, then set up the content on [IDFDV] for the new identifier.
!IDFD – Store Option
Since 2010-tax year reporting, [IDFD] Form Code ‘HL$US-W2-2011’ has supplied the ‘Store Option’ starting from Seq# 2000 in order for [RPYEU] to store the Employer Name / Addresses, Employee Name / Addresses and the Amounts of the Seq# in the Government Remittance Tables.
%%warning Important: [RPYEU] must be run with the new [IDFD] Form Code ‘HL$US-W2-2012’ or a copy of this Form Code that has the ‘Store Option’ set up to store the Addresses and the Amounts in the Government Remittance Tables.
Any prior year’s Form Codes do not supply this option and therefore will not turn on the store feature for [RPYEU].%%
!IDFDV – Copy Last Year’s Definition to Current Year
*After the script is loaded for ‘HL$US-W2-2012’, the [IDFDV] Variable definition may be copied from last year to current year. Go to [IDFDV] and use the COPY button to copy from last year’s definition as follows:
**On [IDFDV], select last year’s Form Code: ‘HL$US-W2-2011’
**Then press the COPY button on the screen
**The Copying dialog box is displayed, within the box, enter the current year New Form Code: ‘HL$US-W2-2012’
**Press the 'Copy Definition with Variables' button, this will copy the variables set up from ‘HL$US-W2-2011’ to ‘HL$US-W2-2012’ for the same Field Identifier name
!IDFDV – Form Definition Variables
;IDFD FORM:
HL$US-W2-2012 - system supplied
;IDFD FORM TYPE:
US W2 EFW2 Definition - indicates the W2 definition for EFW2 filing format
;Form Code ‘HL$US-W2-2012’ Identifiers:
||Field Identifier||Description||Suggested Field Source||Suggested Variable
|SUB-ER-EIN|Submitter’s Employer EIN|Constant|9 characters EIN
|SUB-USER-ID|Submitter User Identification|Constant|8 characters User ID assigned to the employee who is attesting to the accuracy of the file
|SUB-RESUB-IND|Resubmitt Indicator|Constant|Enter 1 if file is resubmitted, otherwise 0
|SUB-RESUB-WFID|Resubmitt SSA WFID from notice|Constant|If resubmitt, enter SSA WFID from notice
|SUB-VENDOR|Software Vendor Code|Constant|Enter your company data
|SUB-SOFTWARE|Submitter Software Code|Constant|Enter your company data
|SUB-COMP-NAME|Company Name receive EFW2|Constant|Enter Company name who receive EFW2
|SUB-COMP-LOCN|Company Location Address|Constant|Enter company’s location address\\ \\i.e. Attention, Suite, Room # etc
|SUB-COMP-DELIV|Company Delivery Address|Constant|Enter company’s delivery address\\ \\i.e. Street or Post Office Box
|SUB-COMP-CITY|Company’s City|Constant|Enter company’s city
|SUB-COMP-STATE|Company’s State Abbrev|Constant|Enter company’s State Abbreviation
|SUB-COMP-ZIP|Company’s ZIP Code|Constant|Enter company’s ZIP code
|SUB-COMP-ZIP-EXT|Company’s ZIP Code Extension|Constant|Enter company’s ZIP code extn
|SUB-COMP-F-STATE|Company’s foreign State/province|Constant|Enter company’s foreign state/province
|SUB-COMP-F-POST|Company’s foreign postal code|Constant|Enter company’s foreign postal code
|SUB-COMP-COUNTRY|Company’s country if applicable|Constant|Enter company’s country if applicable
|| || || ||
|SUB-SUBM-NAME|Submitter Organization Name|Constant|Organization Name to receive unprocessed data
|SUB-SUBM-LOCN|Submitter Location Address|Constant|Enter submitter location address\\ \\i.e. Attention, Suite, Room # etc
|SUB-SUBM-DELIV|Submitter Delivery Address|Constant|Enter submitter delivery address\\ \\i.e. Street or Post Office Box
|SUB-SUBM-CITY|Submitter City|Constant|Enter submitter city
|SUB-SUBM-STATE|Submitter State Abbrev|Constant|Enter submitter State Abbreviation
|SUB-SUBM-ZIP|Submitter ZIP Code|Constant|Enter submitter ZIP code
|SUB-SUBM-ZIP-EXT|Submitter ZIP Code Extension|Constant|Enter submitter ZIP code extension
|SUB-SUBM-F-STATE|Submitter foreign State/province|Constant|Enter submitter foreign state/province
|SUB-SUBM-F-POST|Submitter foreign postal code|Constant|Enter submitter foreign postal code
|SUB-SUBM-COUNTRY|Submitter country if applicable|Constant|Enter submitter country if applicable
|SUB-CONT-NAME|Contact name for SSA|Constant|Enter your company data
|SUB-CONT-TEL|Contact telephone # for SSA|Constant|Enter your company data
|SUB-CONT-TEL-EXT|Contact telephone extension|Constant|Enter your company data
|SUB-CONT-EMAIL|Contact e-mail address for SSA|Constant|Enter your company data
|SUB-CONT-FAX|Contact FAX phone # for SSA|Constant|Enter your company data
|SUB-CONT-METH|Preferred Contact method|Constant|Enter your company data
|SUB-PREPARER|Preparer Code|Constant|Enter your company data
|SUB-3RD-PARTY-SICK|Third-Party Sick Pay Indicator|Constant|Enter your company data
|SUB-3RD-PARTY-TAX|Income Tax Withheld by 3rd Party|Constant|Enter your company data
|W2-ER-AGENT-IND|Agent Indicator Code|Constant|If applicable, enter appropriate code
|W2-ER-FOR-EIN|Agent for which EIN|Constant|If you are an agent, enter the EIN for which you are an agent for
|W2-ER-TERM-BUS|Terminating business indicator|Constant|Enter appropriate code from SSA
|W2-ER-ESTAB|Establishment Number|Constant|Further identify within EIN
|W2-ER-OTHER-EIN|Other EIN|Constant|Other EIN used
|W2-ER-EIN|Employer Identification Number|Data Base Column|DGV.GOVT_REGIST_NUMBER
|W2-ER-NAME|Employer Name|Data Base Column|DED.ENTITY_NAME
|W2-ER-LOCN-ADDR|Employer Location Address|Constant|Employer’s location address\\ \\i.e. Attention, Suite, Room # etc.\\DLN.ADDRESS_LINE_2 or DLN.MAIL_ADDRESS_LINE_2\\ \\Enter the word MAIL or blank\\To use Primary address, leave this blank\\To use Mailing address, enter the word MAIL\\System will derive the complete primary or mailing address and store in the Address Identifiers.
|W2-ER-DELIV-ADDR|Employer Delivery Address|Constant|Employer’s delivery address\\ \\i.e. Street or Post Office Box\\DLN.ADDRESS_LINE_1 or DLN.MAIL_ADDRESS_LINE_1\\ \\Enter blank, system derived
|W2-ER-CITY|Employer City|Constant|Employer’s city\\DLN.LOCALITY or DLN.MAIL_LOCALITY\\ \\Enter blank, system derived
|W2-ER-STATE|Employer State Abbrev|Constant|Employer’s State abbreviation\\DSP.STATE_PROVINCE_CODE\\ \\Enter blank, system derived
|W2-ER-ZIP|Employer ZIP Code|Constant|Employer’s ZIP Code\\DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL\\ \\Enter blank, system derived
|W2-ER-ZIP-EXT|Employer ZIP Extension|Constant|Employer’s ZIP Code\\DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL\\ \\Enter blank, system derived
|W2-ER-F-STATE|Employer foreign State/province|Constant|Employer foreign state/province or Constant\\ \\Enter the word NAME or blank
|W2-ER-F-POSTAL|Employer foreign postal code|Constant|Enter Employer foreign postal code or Constant
|W2-ER-COUNTRY|Employer country if applicable|Constant|Enter Employer country\\ \\Enter blank, system derived
|W2-ER-F-COUNTRY|Employer foreign country|Constant|Enter the word NAME or the word ISO or blank
|W2-ER-TAX-JURIS|Tax Jurisdiction Code|Constant |Enter appropriate code or null
|W2-KIND-OF-EMPLOYER|Kind of Employer|Constant|
|| || || ||
|W2-EE-SSN|Employee Social Security Number|Data Base Column|EID.GOVERNMENT_CODE
|W2-EE-FIRST-NAME|Employee First Name|Data Base Column|EID.FIRST_NAME
|W2-EE-MIDDLE|Employee Middle Name|Data Base Column|EID.MIDDLE_NAME
|W2-EE-LAST-NAME|Employee Last Name|Data Base Column|EID.LAST_NAME
|W2-EE-SUFFIX|Employee Suffix Name|Data Base Column|EID.RANK with derivation expression\\ \\Decode(~,’01’,’JR’,’02’,’SR’,NULL)
|W2-EE-LOCN-ADDR|Employee Location Address|Constant|Employee’s location address\\ \\i.e. Attention, Suite, Room # etc\\ \\EPS.ADDRESS_LINE_2\\EPS.MAIL_ADDRESS_LINE_2\\\ \\Enter the word MAIL or blank\\To use Primary address, leave this blank.\\To use Mailing address, enter the word MAIL.\\System will derive the complete primary or mailing address and store in the Address Identifiers.
|W2-EE-DELIV-ADDR|Employee Delivery Address|Constant|Employee’s delivery address\\ \\i.e. Street or Post Office Box\\ \\EPS.ADDRESS_LINE_2 or EPS.MAIL_ADDRESS_LINE_2\\ \\Enter blank, system derived
|W2-EE-CITY|Employee City|Constant|Employee’s city\\ \\EPS.LOCALITY or EPS.MAIL_LOCALITY\\ \\Enter blank, system derived
|W2-EE-STATE|Employee State Abbrev|Constant|Employee’s State abbreviation\\ \\DSP.STATE_PROVINCE_CODE\\ \\Enter blank, system derived
|W2-EE-ZIP|Employee ZIP Code|Constant|Employee’s ZIP Code\\ \\EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL\\ \\Enter blank, system derived
|W2-EE-ZIP-EXT|Employee ZIP Extension|Constant|Enter employee’s ZIP Code\\ \\EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL\\ \\Use derivation expression substr(~,6) for ZIP extension
|W2-EE-F-STATE|Employee foreign State/province|Constant|Employee foreign state/province or Constant\\ \\Enter the word NAME or blank
|W2-EE-F-POSTAL|Employee foreign postal code|Constant|Employee foreign postal code\\ \\Enter blank, system derived
|W2-EE-COUNTRY|Employee country if applicable|Constant|Enter Employee country\\ \\Enter blank, system derived
|W2-EE-F-COUNTRY|Employer foreign country|Constant|Enter the word NAME or the word ISO or blank
|W2-CONTROL-PRT|Print Control Number on Form|Constant|Null, 0, 1, 2, 3, 4, 5, 6\\ \\Null, 0 – Do not print Control Number on W2 Form\\1 - Print Control Number as defined in W2-CONTROL-NUM Identifier\\2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt\\3 - Print W2-CONTROL-NUM Identifier and Person Code\\4 - Print ‘Sort Level By’ prompt and Person Code\\5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier\\6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
|W2-CONTROL-NUM|Control Number on Form|Data Base Column|Enter your company data
|W2-EXCLUDE-EE|Exclude Employee|Data Base Column|Enter your company data
|| || || ||
|W2-FIT-WAGE|Wages, Tips, Other Compensation|Element|W2-BOX-01
|W2-FIT-TAX|Federal Income Tax Withheld|Element|W2-BOX-02
|W2-SSN-WAGE|Social Security Wages|Element|W2-BOX-03\\ \\Derivation expression LEAST(~,94200.00) may be used for year 2006 max\\ \\System verify Box 3 + Box 7 does not exceed annual max, otherwise issue msg
|W2-SSN-TAX|Social Security Tax Withheld|Element|W2-BOX-04\\ \\Derivation expression LEAST(~,5840.40)may be used for year 2006 max
|W2-MEDI-WAGE|Medicare Wages and Tips|Element|W2-BOX-05
|W2-MEDI-TAX|Medicare Tax Withheld|Element|W2-BOX-06
|W2-SSN-TIP|Social Security Tips|Element|W2-BOX-07
|W2-ALLOC-TIP|Allocated Tips|Element|W2-BOX-08
|W2-EIC|Advanced EIC Credit|Element|W2-BOX-09
|W2-DEP-CARE|Dependent Care Benefit|Element|W2-BOX-10
|W2-NQUAL|Non Qualified Plans|Element|W2-BOX-11
|W2-NQUAL-457|Non Qualified Plans Sect 457|Element|W2-BOX-11-457
|W2-NQUAL-N457|Non Qualified Plans Not Sect 457|Element|W2-BOX-11-N457
|W2-CODE-A|Uncollect SSA/RRTA tax on tips|Pay Component|Enter your company data
|W2-CODE-B|Uncollect Medicare tax on tips|Pay Component|Enter your company data
|W2-CODE-C|Group Term Life Ins > 50000|Pay Component|Enter your company data
|W2-CODE-D|Deferred 401(k) cash|Pay Component|Enter your company data
|W2-CODE-E|Deferred 401(b) Salary reduction|Pay Component|Enter your company data
|W2-CODE-F|Deferred 408(k)(6) Salary reduct|Pay Component|Enter your company data
|W2-CODE-G|Deferred 457(b) compensation|Pay Component|Enter your company data
|W2-CODE-H|Deferred 501(c)18(D) tax exempt|Pay Component|Enter your company data
|W2-CODE-J|Non taxable sick pay|Pay Component|Enter your company data
|W2-CODE-K|20% excise parachute payment|Pay Component|Enter your company data
|W2-CODE-L|Employee business expense reimburse|Pay Component|Enter your company data
|W2-CODE-M|Uncollect SSA/RRTA group ins|Pay Component|Enter your company data
|W2-CODE-N|Uncollect medicare group ins|Pay Component|Enter your company data
|W2-CODE-P|Moving expense|Pay Component|Enter your company data
|W2-CODE-Q|Nontaxable combat pay|Pay Component|Enter your company data
|W2-CODE-R|Employer Contrib to MSA|Pay Component|Enter your company data
|W2-CODE-S|Salary reduction to 408(p)|Pay Component|Enter your company data
|W2-CODE-T|Adoption benefits|Pay Component|Enter your company data
|W2-CODE-V|Income of nonstat stock opt|Pay Component|Enter your company data
|W2-CODE-W|ER contrib Health Saving Account|Pay Component|Enter your company data
|W2-CODE-Y|Deferrals 409A Nonqual plan|Pay Component|Enter your company data
|W2-CODE-Z|Income 409A Nonqual plan|Pay Component|Enter your company data
|W2-CODE-AA|Roth contrib 401(k)|Pay Component|Enter your company data
|W2-CODE-BB|Roth contrib 403(b)|Pay Component|Enter your company data
|W2-CODE-CC|HIRE exempt wages|Pay Component|Enter your company data
|W2-CODE-DD|ER sponsored Health Coverage|Pay Component|Enter your company data
|W2-CODE-EE|Roth Contribution 457(b)|Pay Component|Enter your company data
The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14.
||Field Identifier||Description||Suggested Field Source||Suggested Variable
|W2-OTHER-01|Your company description|Pay Component|Enter your company data
|W2-OTHER-nn|Your company description|Pay Component|Enter your company data
|W2-OTHER-20|Your company description|Pay Component|Enter your company data
Please enter Box 14 Description in the Prompt field in format of 14-xxxxxxx.
The values from W2-USER-01 to W2-USER-20 are used by CLIENTS only, the values are not printed on the W2 form or file. These identifiers are used by users to obtain amounts to show on RPYEU Summary report. e.g. 125 plan, 401 plan, benefit amounts, or employer portion of certain employee contribution etc.
||Field Identifier||Description||Suggested Field Source||Suggested Variable
|W2-USER-01|Your company description|Pay Component|Enter your company data
|W2-USER-nn|Your company description|Pay Component|Enter your company data
|W2-USER-20|Your company description|Pay Component|Enter your company data
The values from W2-HL-01 to W2-HL-10 are used only internally. These identifiers are used internally to obtain amounts to show on RPYEU Summary report or for other purposes. These are internally reserved areas to allow users to define additional new variables that are not available or defined at time when the programming is done. If needed, Support will give instruction for users to set these up.
||Field Identifier||Description||Suggested Field Source||Suggested Variable
|W2-HL-01|Internally defined description|Pay Component|Enter your company data
|W2-HL-nn|Internally defined description|Pay Component|Enter your company data
|W2-HL-10|Internally defined description|Pay Component|Enter your company data
|| || || ||
|W2-STAT-EE|Statutory employee|Statistics|Enter your company data
|W2-RETIRE-PLAN|Retirement plan employee|Statistics|Enter your company data
|W2-3PARTY-SICK|Third-party sick pay|Statistics|Enter your company data
|| || || ||
|W2-SCHL-WAGE|School Taxable Wages|Element|W2-SCHL-WAGE
|W2-SCHL-TAX|School Tax|Element |W2-SCHL-TAX
|| || || ||
|W2-STATE-CODE|State Code|Data Base Column|DSP.STATE_PROVINCE_CODE
|W2-STATE-REGIST|State Registration I.D. No|Data Base Column|DGV.GOVT_REGIST_NUMBER
|W2-STATE-WAGE-HOME|State Wages and Tips (Home State)|Element|W2-STATE-WAGE-H
|W2-STATE-WAGE-WORK|State Wages and Tips (Work State)|Element|W2-STATE-WAGE-W
|W2-STATE-TAX-HOME|State Income Tax (Home State)|Element|W2-STATE-TAX-H
|W2-STATE-TAX-WORK|State Income Tax (Work State)|Element|W2-STATE-TAX-W
|| || || ||
|W2-SUI-WAGE-EE|State SUI Wages (Employee)|Element|W2-SUI-WAGE-EE
|W2-SUI-WAGE-ER|State SUI Wages (Employer)|Element|W2-SUI-WAGE-ER
|W2-SUI-TAX-EE|State SUI Tax (Employee contrib)|Element|W2-SUI-TAX-EE
|W2-SUI-TAX-ER|State SUI Tax (Employer contrib)|Element|W2-SUI-TAX-ER
|W2-SDI-WAGE-EE|State SDI Wages (Employee)|Element|W2-SDI-WAGE-EE
|W2-SDI-WAGE-ER|State SDI Wages (Employer)|Element|W2-SDI-WAGE-ER
|W2-SDI-TAX-EE|State SDI Tax (Employee contrib)|Element|W2-SDI-TAX-EE
|W2-SDI-TAX-ER|State SDI Tax (Employer contrib)|Element|W2-SDI-TAX-ER
|W2-SUI-HRS-WRK|SUI Hours Worked|Element|W2-SUI-HRS-WORK
|W2-SUI-WK-WRK|SUI Weeks Worked (From User)|Element|W2-SUI-WK-WORK
|W2-SUI-WEEKS-WRK|SUI Weeks Worked (Derived)|Not specified|System Derived, no need to set up
|W2-SUI-TAXABLE-WAGES|SUI Taxable Wages|Not specified|System Derived, no need to set up
|W2-SUI-EXCESS-WAGES|SUI Excess Wages|Not specified|System Derived, no need to set up
|W2-SUI-MTH1-WORK|SUI Worked on 12th day of mth 1|Not specified|System Derived, no need to set up
|W2-SUI-MTH2-WORK|SUI Worked on 12th day of mth 2|Not specified|System Derived, no need to set up
|W2-SUI-MTH3-WORK|SUI Worked on 12th day of mth 3|Not specified|System Derived, no need to set up
|W2-TIP-WAGE-WORK|Work State Tips Wages |Element|Tips Wages for each State
|W2-ST-TIP-WORK|Work State Tips|Pay Component|Tips for each State
|W2-WC-WORK|Workers Compensation Contribution|Element|W2-WC-WORK
|| || || ||
|W2-CNTY-NAME|County Name|Data Base Column|DCN.COUNTY_NAME
|W2-CN-WAGE-HOME|County Wages (Home County)|Element|W2-CNTY-WAGE-H
|W2-CN-WAGE-WORK|County Wages (Work County)|Element|W2-CNTY-WAGE-W
|W2-CN-TAX-HOME|County Tax (Home County)|Element|W2-CNTY-TAX-H
|W2-CN-TAX-WORK|County Tax (Work County)|Element|W2-CNTY-TAX-W
|| || || ||
|W2-CITY-NAME|City Name |Data Base Column|DTX.JURISDICTION_NAME
|W2-CI-WAGE-HOME|City Wages (Home City)|Element|W2-CITY-WAGE-H
|W2-CI-WAGE-WORK|City Wages (Work City)|Element|W2-CITY-WAGE-W
|W2-CI-TAX-HOME|City Tax (Home City)|Element|W2-CITY-TAX-H
|W2-CI-TAX-WORK|City Tax (Work City)|Element|W2-CITY-TAX-W
For California SDI reporting, there are two options to print SDI on W2 forms:
#For California, if [IDFDV] Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’.
#For California, if [IDFDV] Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the Box 14 may be set up to print ‘CASDI’ and the SDI amount.
!IDFDV – Employer Primary Address and Mailing Address
*In order to use the Employer Primary Address, Identifiers 2020 – 2070 does not need to be set up, just leave these Identifiers blank, the system will use the Primary Address as default
*In order to use the Employer Mailing Address, the following needs to:
||Seq||Field Identifier||Description||Field Variable
|2020|W2-ER-LOCN-ADDR|Employer Location Address|MAIL
|2030|W2-ER-DELIV-ADDR|Employer Delivery Address|blank
|2040|W2-ER-CITY|Employer City|blank
|2050|W2-ER-STATE|Employer State Abbrev|blank
|2060|W2-ER-ZIP|Employer Zip Code|blank
|2070|W2-ER-ZIP-EXT|Employer Zip Code Extension|blank
|2100|W2-ER-COUNTRY|Employer country|blank
*The Reference Text field will guide the set up of each Address Identifier.
*If the mailing address is not defined for the employer on [IDLN] of [IDEN] location, the [IDLN] primary address will be used.
*If the user has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.
__Foreign Country Primary and Mailing Address set up:__
||Seq||Field Identifier||Description||Field Variable
|2080|W2-ER-F-STATE|Employer foreign State Abbrev|Blank or enter the word NAME\\ \\If ‘NAME’ is entered, the State name is used, otherwise the State code is used\\ \\This foreign state description is printed on W2 and reported on EFW2 file
|2090|W2-ER-F-POSTAL|Employer foreign postal Code|Blank
|2105|W2-ER-F-COUNTRY|Employer foreign country|Blank or enter the word NAME, or ISO\\ \\If ‘NAME’ is entered, the Country name is used\\If ‘ISO’ is entered, the ISO Country code from [IDCO] UDF ‘ISO COUNTRY CODE’ is used, otherwise the [IDCO] Country code is used
!IDFDV – Employee Primary Address and Mailing Address
*In order to use the Primary Address, Identifiers 2600 – 2650 does not need to be set up, just leave these Identifiers blank, the system will use the Primary Address as default
*In order to use the Mailing Address, the following needs to set up:
||Seq||Field Identifier||Description||Field Variable
|2600|W2-EE-LOCN-ADDR|Employer Location Address|MAIL
|2610|W2-EE-DELIV-ADDR|Employer Delivery Address|Blank
|2620|W2-EE-CITY|Employer City|Blank
|2630|W2-EE-STATE|Employer State Abbrev|Blank
|2640|W2-EE-ZIP|Employer Zip Code|Blank
|2650|W2-EE-ZIP-EXT|Employer Zip Code Extension|Blank
|2680|W2-EE-COUNTRY|Employer country|Blank
*The Reference Text field will guide the set up of each Address Identifier.
*If the mailing address for the employee is not defined on [IEPI], the primary address on [IEPI] will be used.
*If the user a has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, then the mailing address will be used, otherwise the primary address will be used.
__Foreign Country Primary and Mailing Address set up:__
||Seq||Field Identifier||Description||Field Variable
|2660|W2-EE-F-STATE|Employee foreign State Abbrev|Blank or enter the word NAME\\ \If ‘NAME’ is entered, the State name is used, otherwise the State code is used\\ \\This foreign State description is printed on W2 and reported on EFW2 file
|2670|W2-EE-F-POSTAL|Employee foreign postal code|Blank
|2685|W2-EE-F-COUNTRY|Employee foreign country|Blank or enter the word NAME, or ISO\\ \\If ‘NAME’ is entered, the Country name is used\\If ‘ISO’ is entered, the ISO Country code from [IDCO] UDF ‘ISO COUNTRY CODE’ is used, otherwise the [IDCO] Country code is used
At line 24 changed 2 lines
!!!RPREGT – Pay Totals Register
[{InsertPage page='W2_PROCESS_PAY_TOTALS_REGISTER'}]
!!Processing
!Taxation Level Processing
If an employee has worked in and/or lived in multiple tax jurisdictions during one taxation year, the reporting of W2 for this employee is as follows:
__Federal Level__
*Federal information is totaled for all states for all employments for the reporting year by Federal Government Registration, this includes Box 1 to 14.
*The reporting of W2 Form and Government file is sorted and grouped by Federal Government Registration.
*After all federal information is summarized by Federal Government Registration and when W2 Forms are printed, if the employee has information overflow onto multiple W2 Forms, then the first W2 Form will print the Federal Information (Box 1 to 11, with Box 12 first 4 entries, Box 14 first 2 entries).
*Additional Box 12 and 14 information will be printed on subsequent W2 form for the same employee and the federal information (Box 1 to 11) will not be repeated.
__State Level__
*State information is summarized by each individual state regardless of whether the State Tax is generated from Work State Tax or Residence State Tax.
*If an employee has multiple tax jurisdictions within one state, the State tax information is summarized. This includes Box 15 to 17, SUI quarterly information.
*After all the information for states is summarized, the states are printed on the W2 form and overflows onto subsequent W2 form until all states are printed.
__Local Level__
*Local information is reported for County Tax Information and City Tax Information.
*If County tax has been withheld for a GEO code, the County tax information is summarized by the GEO code regardless of whether the tax is generated as Work County or Residence County tax
*If City tax has been withheld for a GEO code, the City tax and wages are summarized by the GEO code regardless of whether the tax is generated as Work City or Residence City tax. This includes Box 18 to 20.
__School Level__
*School District tax information is reported in Box 14 with School Wage Base and School Tax
*On each W2 form, Box 14 - "Other Information" allows up to four lines to be reported. Each Box 14 information requires 2 lines to be printed, first line to print the description and second line to print the amount, School information will be printed using 4 lines, therefore subsequent W2 forms will be used if more Box 14 entries (4 lines) are required.
*On each W2 form, Box 12 code allows for up to four entries to be reported and subsequent W2 forms will be used if more than four entries are required.
!W2 Type of Employment
*On [IDGR], ‘W2 Employment Type’ must be defined on the [Registrations|IDGR#RegistrationsTab] tab for each group
**A - Agriculture
**F – Form 944 filer
**H - Household
**M - Military
**Q – Medicare Qualified Government Employment
**R – Regular (All others)
**X - Railroad
*The ‘W2 Employment Type’ for a group MUST NOT BE CHANGED even if there are multiple effective date records for a group.
*If the ‘W2 Employment Type’ is changed for a group for different effective date, then the W2 reporting will be incorrect because it cannot qualify the YTD information under the proper ‘W2 Employment Type’.
*An employee may work for multiple ‘Types of Employment’ during a year, for example, an employee is a ‘Regular Employment’ employee during the year and is an ‘Agriculture Employment’ employee during the summer. In this case, the Agriculture Employment requires the reporting of the earnings on 943 and the agriculture earnings to be separate from the regular reporting of W2. A different group for Agriculture should be set up and the employees should be paid under the Agriculture group.
*When [RPYEU] is run, the employee will automatically be reported under the proper ‘W2 Type of Employment’ from [IDGR].
*For Medicare Qualified Government Employees, a specific Group with ‘W2 Type of Employment’ = ‘Q’ does not need to be set up in order for the employees to be reported with ‘Q’ type employment. The employee is classified as MQGE by the FICA and Medicare tax method on [IPRLU].
*If [IPRLU] FICA method = ‘Do not Calculate’ and the Medicare method is set up, this employee is qualified as MQGE employee and will be reported under ‘W2 Type of Employment’ ‘Q’ regardless of which group the employee belongs to.
!Government Media File Name
*When [RPYEU] is run, the government media file may be selected to be generated
*A valid directory name must be provided and a magnetic media file name {e.g. W2_2012.txt) specified.
*The [RPYEU] Execution ID may also be attached to the file name by specifying the word ‘mex’ in the file name. For example:
**W2_2012_mex.txt - this will generate magnetic media file W2_2012_67109.txt for Execution ID 67109
**W2_mex_ohio.txt - this will generate magnetic media file W2_67109_ohio.txt for Execution ID 67109
!XML File
*When [RPYEU] is run, a valid File Directory name must be selected in order for the XML file to be generated.
*The XML file contains all employees information to be read by the Oracle W2 Form Print program RPW2.
*RPYEU attaches the ‘.xml’ extension to the specified Media File name for the XML file, for example:
**Media File Name: W2_2012_mex.txt\\XML File Name: W2_2012_mex.xml
**Media File Name: W2_2012_mex\\XML File Name: W2_2012_mex.xml
*After [RPYEU] is run, Notepad or PFE editor can be used to review the XML file content.
*Double click on the .xml file to open the XML file using an xml editor.
*This XML file may be archived for historical purpose or for reprinting purpose by Oracle version RPW2
!RPYEU Trace and Data Dump File
*[RPYEU] should always be run with Trace Level = ‘Exceptions only’ for all employees
*if there is problem in [RPYEU] and there is a need to determine which employee has the problem, [RPYEU] should be run with Trace Level = ‘Program Trace'. This will print a list of processed employees in order to determine which employee has the problem.
*When Trace Level = ‘Program Trace’, the SQL SELECT Statements for Federal, State and Local levels are written as Trace messages.
*When Trace Level = ‘Program Trace’, after each employee is processed, the estimated performance time for this employee is displayed.
*After determining which employee has the problem, [RPYEU] should be run for one employee with Trace Level = ‘Utility Trace’ to determine the problem in detail.
*When [RPYEU] is run with any Trace level, all trace messages are also written to a ‘_trace.csv’ file so that the file can be open with Excel for investigation, the dynamic SQL SELECT statement is written to ‘_select.txt’ file
*When the parameter ‘Create Data Dump’ toggle is checked, [RPYEU] will generate data dump files with .csv extension for any available Federal, State, Local, School information. These data dump files can be opened with an Excel spreadsheet for debugging and balancing purposes. For example, mex id 750234 is run with trace and data dump and following files are generated:
**rpyeu_w2_750234.txt - Government magnetic media file to be sent to the government
**rpyeu_w2_750234.xml - xml file to be read by RPW2 to print W2 forms
**rpyeu_w2_750234_select.txt - SQL SELECT statement, may be used in SQL+
**rpyeu_w2_750234_trace.csv - Trace file for debugging
**rpyeu_w2_750234_fed.csv - Data dump file with Federal information for debugging or balancing
**rpyeu_w2_750234_state.csv - Data dump file with State information for debugging or balancing
**rpyeu_w2_750234_local.csv - Data dump file with Local information for debugging or balancing
**rpyeu_w2_750234_school.csv - Data dump file with School information for debugging or balancing
*If [RPYEU] is not run in Trace mode, then only the first two files are generated:
**rpyeu_w2_150277.txt - Government magnetic media file to be sent to the government
**rpyeu_w2_150277.xml - xml file to be read by RPW2 to print W2 forms
!Government Media File – Code RW, RS when Select by State
- When RPYEU is run and user does not select by State, then the Federal Media File will be generated with Code RW records on the media file
- When RPYEU is run and user selects one State, then RPYEU will be processed for that specific State only, code RW and RS records will be generated according the State government requirement and IDGV Variables tab ‘W2 State Media Filing’ set up
!Exclude Employees
- the user may exclude certain employees from reporting the W2 by setting up IDFDV Identifier ‘W2-EXCLUDE-EE’
- if the value of this ‘W2-EXCLUDE-EE’ Identifier is evaluated to ‘Y’, then the employee is bypassed
e.g. – if user does not want to report employees whose Assignment Title = ‘Election Worker’ or ‘Self Employed’, then:
- for Identifier ‘W2-EXCLUDE-EE’, set up the following:
- Field variable = EASD.ASSIGNMENT_TITLE
- Derivation Expression = decode(UPPER(~),’ELECTION WORKER','Y',‘SELF EMPLOYED’,'Y','N')
Note: User should use UPPER(~) to convert alphanumeric field to compare all Upper case letters.
- if the user has a complex situation to exclude an employee, the user may use a STAT CODE to indicate the employee is excluded
e.g. - an employee is excluded when he works in certain groups or with certain hours, then the user may keep track of
this by using a STAT CODE, if the employee is to be excluded, then set the STAT CODE value to 1.00
- then on IDFDV for Identifier ‘W2-EXCLUDE-EE’, set up the following:
- Field Source = Statistics
- Field variable = the STAT CODE that is used to exclude employee
- Derivation Expression = decode(~,1,'Y','N')
!Election Workers
- the election workers earnings should be reported on W2 if the payment is $600 or more
- if the payment is less than $600 and if social security and medicare taxes are withheld, then the earnings should be reported
- in this situation, that means if the election worker’s earnings is less than $600 and there is no social security and medicare tax withheld, then the payment should not be reported on W2
- the user may handle the Election Worker situation as follows:
1) - use a separate pay component to record the Election Worker payment
- if FICA and Medicare are not calculated for these payments, then the user can exclude election worker payment by not putting the pay component in the element for each W2 Box
2) - if the employee is paid with election worker payment and FICA and Medicare tax are withheld, then determine if the employee should be excluded or not. If employee is excluded, the user may set up a STAT CODE for IDFDV Identifier ‘W2-EXCLUDE-EE’ to exclude the employee from reporting on W2 form
3) - the user may exclude all Election Workers by using the EASD.ASSIGNMENT_TITLE = ‘ELECTION WORKER’
- then the user should use Identifier ‘W2-EXCLUDE-EE’ to exclude EASD.ASSIGNMENT_TITLE = ‘’ELECTION WORKER’
!Reissued / Corrected W2 Form
- if an employee lost the W2 Form, the user can reissue the W2 Form by running RPW2 and select the employee
- for Oracle version RPW2, prior to reissue the W2 Forms by RPW2, the user must have the XML file ready for the RPW2 program
- the XML file can be from one of the followings:
1) - user may re-run RPYEU to generate the XML file for the reissued employees, OR
2) - user may use the archive XML file from the previous RPYEU run and select the employees from XML file
- for Windward version RPW2, the user must select the GVT Run number that the employee belongs to when RPYEU is run
1) - user may re-run RPYEU to generate a new GVT Run number for the employee, OR
2) - user may locate the existing GVT Run number that the employee’s W2 was originally issued
- when RPW2 is run, the user should enter the word ‘REISSUED’ or ‘CORRECTED’ for the prompt ‘Reissued/Corrected:’, then the W2 Form will be printed with word specified
!Void W2 Form
- if user discovers errors on the W2 Forms and the user has not distributed the W2 Forms to the employees yet, the user should fix the problem and re-run RPYEU and RPW2
- if user discovers errors on W2 Form after the employee receives the W2 Forms, the user should still file the error W2 to the government and then manually correct the W2 Forms by completing Form W2-C for corrections, RPYEU and RPW2 do not use the VOID box on W2 Form to indicate error situation
!RPYEU Registration Set Up Audit
- when RPYEU is run, the user can optionally audit and fix the government registrations set up on IDGV screen
- the user can answer the following prompt:
Regist/Set Up Audit: Print and Run
- this prompt is validated from lexicon ‘X_PRINT_AND_RUN’
00 – Do not print, run
01 – Print, do not run
02 – Print and Run
03 – Excp and Run
- ‘00 – Do not print, run’
- after the Government Registration is audited, do not print all registrations, continue to run RPYEU
- this option suppresses all exception messages to be printed
- ‘01 – Print, do not run’
- after the Government Registration is audited, print all registrations, do not run RPYEU
- this is used when user just wants to verify all government registration set up prior to RPYEU run
- this option allows exception messages to be printed
- ‘02 – Print and Run’
- after the Government Registration is audited, print all registrations, continue to run RPYEU
- this should be the default so user can verify all government registration set up and run RPYEU
- this option allows exception messages to be printed
- ‘03 – Excp and Run’
- after the Government Registration is audited, do not print registrations, continue to run RPYEU
- this option allows exception messages to be printed
!RPYEU Exception Messages
- negative (credit) amounts are never allowed for W2 reporting and therefore if negative amounts are encountered, an exception message is printed, the user must resolve the negative amount and re-run
- the following Set Up exception messages are highlighted if the user choose to print ‘Set Up Exceptions’:
IMUF screen - User Field: W2 STATE MEDIA FILING is not set up for P2K_CM_GOVT_REGISTRATIONS
IMUF screen - User Field: W2 TAX TYPE CODE is not set up for P2K_CM_GOVT_REGISTRATIONS
IMUF screen - User Field: W2 TAXING ENTITY is not set up for P2K_CM_GOVT_REGISTRATIONS'
IDGV screen - Federal Registration is not set up for Entity: entity name
IDGR screen - W2 EMP TYPE is not set up for Entity: entity code Unit: unit code Group: group code Effective date
IDGV screen - State Registration is not set up for State: State name
IDGV Variables – State: State name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGV screen - Local Registration is not set up for County Tax Jurisdiction: County name
IDGV Variables – County: county name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGV screen - Local Registration is not set up for City Tax Jurisdiction: City name
IDGV Variables – City: city name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGV screen - School Registration is not set up for School: School name
Warning: IDFDV Identifier Name is not set up
Warning: IDFDV Identifier Name contains CONSTANT
- the following exception messages are always printed for an employee:
Empl nnn - Invalid SSN: ssn, SSN must be 11 positions, position 4 and 7 must be a hyphen (-)
- the user must verify and correct the SSN number, otherwise W2 form and Magnetic media filing will be incorrect for the employee
Empl nnn - Term date CCYYMMDD is prior to reporting year CCYY
- this is a warning to indicate the employee has been terminated in prior years and has YTD information for this calendar year
Empl nnn - Box 3 999999.99 + Box 7 999999.99 = 999999.99 exceeds Annual Max Wage Base 999999.99
- the user must correct either Box 3 or Box 7 set up, the system is not adjusting this number because it does not know if Box 3 or Box 7 is correct
- if this situation is not corrected, the W2 will be rejected because the government does not allow these wage base to exceed the annual maximum
Empl nnn - Employee has no Federal Information for Employment Type R, employee is bypassed
Empl nnn - Identifier Amt 999999.99-, negative amount not allowed, amount change to 0.00
- the user must review this situation and correct the negative amount, otherwise the system reports zero for this field
Empl nnn - Identifier Amt 999999.9999 exceeds 2 decimals, amount change to 999999.99
- this situation may cause a rounding error, the user should review the situation to find out why the amount exceeds 2 decimals and correct if necessary
Empl nnn Identifier Amt 999999999.99 exceeds 11 digits, check printed Form and Govt File size
- the system highlights the amount that exceeds 11 digits, the user should review the printing of W2 for this field and the government file size to report this amount
Empl nnn Error: RS record posn 999 length = nn only, Field size exceeded for Amt 99999999.99
- this Error message is issued when the Length of the Field Size available on the magnetic media file is not large enough to hold the amount
- the field size is always checked for each numeric field prior to writing the amount into the file
- the user MUST correct this situation because Oracle will report ‘#######’ in the field and the government will reject this file
- the ‘#######’ is not corrected to report zero in the file because this will result in an incorrect reporting situation for the W2 between the W2 form print and the W2 file
- the printing of the W2 will probably be large enough to print the field size while the magnetic media reporting could not report this large amount
- the user must find out to see if incorrect data is the cause of the problem, or contact Highline
!RPYEU Summary Report Level
- there are 5 levels of reporting for RPYEU Summary Report:
- Federal, State, County, City and School District Level
- each level of print can be suppressed by selecting the options from the RPYEU run
- however, the Federal level Grand total report is always printed to capture all statistics of the RPYEU run
- the Federal level print is reported and sorted by employee and has all levels of details for an employee
- the State, County, City and School District levels are reported and sorted by State, County, City and School District
- the user may suppress the printing of ‘Set up exceptions’ for IDFDV, IDGV etc, however, the employee level of exception are always printed as error or warning situations are encountered for each employee
!RPYEU Sort Level
There are 3 prompts to allow users to sort employees in RPYEU for distribution of W2 Form purposes:
1) Sort Level By
- the lexicon ‘X_W2_SORT_LEVEL’ is used for this prompt, the values are:
00 – N/A
01 - Department (easd)
02 - Dept W2 Destination
03 - Dept SUI ER Number
04 - Pay Dest (easd)
05 - Location (easd)
06 - W2 Destination (eid)
- the department is the prime assignment details’ department that is effective as of the user specified ‘As of date’
- user may define a special ‘W2 Destination’ at the department level or employee level for W2 distribution purpose
- user may also specify to ‘Provide Sort Level Totals’ if the user has specified a ‘Sort Level By’ level
2) Sort by Active/Inactive
- this prompt is useful for users to sort Terminated employees from Active employees so users can mail the W2 forms for terminated employees
- the lexicon ‘X_W2_SORT_ACTIVE’ is used for this prompt, the values are:
00 - Do not Sort Active/Inactive (default)
01 - Before Sort Level
02 - After Sort Level
- if 00 is selected, the terminated employees will not be sorted before active employees
- if 01 - Before Sort Level, all terminated employees will be sorted Before the Sort Level from the previous prompt
e.g. - if Department A has 2 terminated employees (A1, A2), 3 active employees (A3, A4, A5)
- if Department B has 2 terminated employees (B1, B3), 3 active employees (B3, B4, B5)
- RPYEU will show in this order
Department A Status: Inactive Employee A1
Employee A2
Department B Status: Inactive Employee B1
Employee B2
Department A Status: Active Employee A3
Employee A4
Employee A5
Department B Status: Active Employee B3
Employee B4
Employee B5
- all Inactive employees are grouped together by Department (Sort Level) and then followed by all Active employees
- if 02 - After Sort Level, all terminated employees will be sorted After the Sort Level from the previous prompt
e.g. - RPYEU will show in this order
Department A Status: Inactive Employee A1
Employee A2
Status: Active Employee A3
Employee A4
Employee A5
Department B Status: Inactive Employee B1
Employee B2
Status: Active Employee B3
Employee B4
Employee B5
- Inactive employees are grouped together within each Department (Sort Level) and then followed Active employees of the same Department
3) Sort employees By
- the lexicon ‘X_W2_SORT_PERSON’ is used for this prompt, the values are:
01 – Person Code
02 – Last Name/First Name
03 – Destin/Last/First
04 – Dept/Last/First
- this prompt is sort within the ‘Sort Level By’ and ‘Sort by Active / Inactive’ prompt
!RPYEU Combined Employment Type
- the EFW2 media file Code RE Employer record requires to report one of the following types of employment:
A - Agriculture
F – Form 944 filer
H - Household
M - Military
Q – Medicare Qualified Government Employment
R – Regular (All others)
X - Railroad
- the Employment Code is retrieved from IDGR ‘W2 Employment Type’ or employee’s IPRLU screen FICA and Medicare method
- all employees with the same Employment Code are grouped together under one Code RE record
- if IPRLU FICA method = ‘Do not calculate’ and MEDICARE method is NOT ‘Do not calculate’, then this employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of Employment is derived from IDGR ‘W2 Employment Type’ field
- the Federal Filing of EFW2 requires Code RE records to be reported by Type of Employments, however, some States filing do not require to separate employees by Type of Employments, therefore, on RPYEU selection screen, the following prompt is used:
Combine Employment Types: Yes/No
- the default should be ‘No’ for most RPYEU file reporting, however, if the State filing does not require to file by ‘Types of employment’, then the user may change this to ‘Yes’ to combine all Types of Employment under one Code RE record
- if the user only have ‘Regular’ Types of Employment, then the user can ignore this prompt and default to ‘No’ all the time
!W2 Form Control Number Print
On W2 Form 2-on-1-page Box d, the user may print the Control Number on the Form for reference or distribution purpose, e.g. Person Code. The user must set up the following Identifiers on IDFDV screen:
Seq 2800 W2-CONTROL-PRT Print Control Number on Form Constant
Null, 0 – Do not print Control Number on W2 Form
1 - Print Control Number as defined in W2-CONTROL-NUM Identifier
2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
3 - Print W2-CONTROL-NUM Identifier and Person Code
4 - Print ‘Sort Level By’ prompt and Person Code
5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier
6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
Seq 2810 W2-CONTROL-NUM Control Number on Form Data Base Column
Enter your company data
e.g. ‘EID.PERSON_CODE’, or ‘DLN.LOCALITY’, or ‘PPA.PAYROLL_CODE’ etc
- if Seq 2810 W2-CONTROL-NUM specifies a Data Base Column e.g. ‘PPA.PAYROLL_CODE’, and within this year the employee has been paid by more than one entry of this data base column, e.g. employee is paid under 2 Payroll Codes, if the Government Registrations are the same, the YTD values will be accumulated together, and W2 Form Box d Control Number will be printed with one PAYROLL_CODE only, usually the PAYROLL_CODE with the name that is sorted last is printed
e.g. Employee is paid by PAYROLL_CODE: US CENTRAL BW
Employee is also paid by PAYROLL_CODE: US WEST BW
Then ‘US WEST BW’ will be printed
At line 28 changed 2 lines
!!!RPYEU – US Year End Summary Report
[{InsertPage page='W2_PROCESS_US_YEAR_END_SUMMARY_REPORT'}]
!!RPREGT – Pay Totals Register
!RPREGT – Selection Criteria
- For auditing purpose between RPREGT and RPYEU, the user should select the following when RPREGT is run:
Provide Totals By: Fed Regist Number
At line 32 changed 2 lines
!!!IPGR – Government Reporting Screen
[{InsertPage page='W2_GOVERNMENT_REPORTING_SCREEN'}]
!!RPYEU – US Year End Summary Report
!RPYEU – Selection Criteria – Annual Reporting
Report Criteria Tab:
Report Run Options Tab:
For Annual reporting, RPYEU generates .xml file for RPW2 to print W2 Forms and generates Federal media file for SSA government.
Annual Form Code: - mandatory, HL$US-W2-2012
- NOTE: always use the most current year form code ‘HL$US-W2-2011’
- please enter the most current year’s Form Code because RPYEU is programmed with Identifiers from the most current year information, prior year’s Form Code should not be used because prior year’s Identifiers may be obsolete
- for 2011-2012 reporting, Form Code from current year ‘HL$US-W2-2012’ contains the STORE OPTION field to store the Employer Addresses, Employee Addresses and Amounts in the Government Remittance Tables to be viewed on IPGR/IPGH screens
Quarterly Form Code: - blank for Annual reporting
Govt Interface Format: - blank for Annual reporting
Period Type: - enter ‘Year’ for Annual reporting
Period End Date: - enter the Year Ending Date
As of Date: - this date is used to retrieve employee information such as Name and address etc
Combine Employment Type: - Check this toggle to combine ‘Regular’, ‘Agriculture’ employment etc
Combine Fed Regist - Check this toggle to combine all selected ‘Federal Regist’ for State/Local reporting
- do not check this toggle when generating the Federal File
- when this toggle is checked, RPYEU will not store the Federal Level amounts on IPGH because the Federal Registration Number are combined and will not be linked to a specific Federal Registration Number
Media Format: - Enter ‘Federal File Format’ for SSA reporting
Directory Name: - enter a valid directory name
Media File Name: - enter a file name for govt magnetic media file
Create Data Dump: - optional toggle, if checked, RPYEU will generate data dump files with .csv extension for Federal, State, Local, School information. The user can open the data dump file with excel spreadsheet for debugging and balancing purposes
Trace Level: - user should always run with Exception only unless for tracing
Regist/Set Up Audit: - user can select to audit Govt Registration set up, and continue processing etc
- lexicon X_PRINT_AND_RUN values are:
00 – Do not print,run
01 – Print,do not run
02 – Print and Run
03 – Excp and Run
Entity - optional, enter one or more Entities
Federal Regist Set - optional, enter only if you want to select by different ‘Federal Regist Set’
otherwise do not select Federal Regist Set if run for all employees
Federal Regist Number: - optional, enter one or more Federal Registration Number
People List - optional, specify if People list is to be used
Person - optional, enter one or more Person Codes
Select State: - optional, do not enter any State when generating the Federal File for W2
- if a State is entered, RPYEU automatically switch to report by this State
State Regist Set - optional, enter one or more State Registration Sets
State Regist Number: - optional, enter one or more State Registration Numbers
- enter State Regist Set and State Regist Number only when running for one State
Local Regist Set - optional, enter one or more Local Registration Sets
Local Regist Number: - optional, enter one or more Local Registration Numbers
- enter Local Regist Set and Local Regist Number only when running for one Local
Select County: - optional, enter one or more Counties
- if a County is entered, RPYEU may switch to report by this County
Select City: - optional, enter one or more Cities
- if a City is entered, RPYEU may switch to report by this City
Select School: - optional, enter one or more Schools
- if School list are entered, RPYEU reports for these schools only
User Comment - enter User Comment to be printed on RPYEU report
Sort by Level: - enter ‘Sort by Level’ if necessary
Sort by Active/Inactive - this prompt is used to separate Active and Inactive employees for distribution purpose
Sort People by - enter ‘Sort People by’ if necessary
Provide Sort Level Totals: - optional, if the toggle is ON, the total is generated for ‘Sort by Level’
Federal Level Print - enter ‘Federal Level Print’ to show the amount detail for Federal level
State Level Print - enter ‘State Level Print’ to show the amount detail for State level
SUI Level Print - enter ‘SUI Level Print’ to show the amount detail for SUI level
Local Level Print - enter ‘Local Level Print’ to show the amount detail for County and City level
School Level Print - enter ‘School Level Print’ to show the amount detail for School level
!RPYEU – Selection Criteria – Quarterly Reporting
Federal Regist Set - optional, enter only if you want to select by different ‘Federal Regist Set’
Federal Regist Number: - optional, enter only if you want to select by different Federal Registration Number
Select State: - mandatory for Quarterly State Filing, if State is not entered, then it’s a Federal run
State Regist Set: - optional, enter only if you want to select by different ‘State Regist Set’
State Regist Number: - optional, enter one or more State Registration Numbers
- enter State Regist Set and State Regist Number only when running for one State
Annual Form Code: - mandatory, HL$US-W2-2012, use most current year Form Code
Quarterly Form Code: - optional, if not specified, it defaults to the Annual Form Code with EFW2 format
- if the State is using the format such as the ICESA, TIB-4 and special format for quarterly reporting, enter ‘HL$US-QTR-2012.
- ‘HL$US-QTR-2012’ may not be updated after 2012 because this format code is only used for prior year format ICESA and TIB-4, most States are converted to EFW2
Govt Interface Format: - optional, some States require specific government XML file format that is defined on IDIF screen, e.g. Florida State format HL$US-QTR-FL2008
- please refer to the State document that indicates if this parameter should be used
Period Type: - enter ‘Quarter’ for Quarterly reporting
Period End Date: - enter the Quarter Ending Date
As of Date: - this date is used to retrieve employee information such as Name and address etc
Combine Employment Type: - Check this toggle to combine ‘Regular’, ‘Agriculture’ employment etc
Combine Fed Regist - Check this toggle to combine all selected ‘Federal Regist’ for State/Local reporting
Media Format: - Enter ‘State File Format’ or ‘SUI File Format’ for State reporting
- for ‘SUI File Format’, the IDGV ‘SUI Registration’ number is used
Please enter other prompts accordingly.
!RPYEU – Quarterly Form Code set up
For quarterly filing, the user must set up IDFDV Annual Form Code ‘HL$US-W2-2012’ for all Federal and State identifiers, including SUI/SDI, respecting the Work and Home State pay components. The user may also need to set up Form Code ‘HL$US-QTR-2012’ depending on each State.
- Annual Form code ‘HL$US-W2-2012’ is used to report the Federal File and W2 Form Information for 2011 year end, this Form Code information is also used to report quarterly information for the States for 2012
- the difference for Federal and State Filing is the file format for each State, e.g. EFW2, ICESA, TIB4 or specific State Format
- prior to Jan 1, 2004, if the State is using ICESA, TIB4 or specific State Format, RPQTR program was used to report the quarterly file with Form Code ‘HL$US-QTR-2012’
- effective Jan 1, 2004, RPYEU supports the filing of multiple Government Registrations at Federal/State/Local level, RPYEU and RPQTR program are merged together, therefore RPQTR program is not used after Jan 1, 2004
- the quarterly Form Code ‘HL$US-QTR-2012’ is being used and may not be changed because it contains all necessary Identifiers to support the ICESA, TIB-4 and State specific format, however all main processing are derived from Annual Form Code ‘HL$US-W2-2012’
- when RPYEU is run for quarterly reporting, user MUST enter the Annual Form Code and then optionally enter the Quarterly Form Code to use ‘HL$US-QTR-2012’ or to default to EFW2 ‘HL$US-W2-2012’ format
- all Identifiers from ‘HL$US-QTR-2012’ fields 3100, 3110 etc will be calculated by RPYEU by retrieving values from HL$US-W2-2012 sequence #'s 7010, 7020 etc., the user may enter any values on ‘HL$US-QTR-2012’ sequence 3100, 3110 etc and it will not be used
- HL uses ‘HL$US-QTR-2012’ identifiers to obtain values that are applicable for ICESA, TIB4 formats
- After IDFDV HL$US-W2-2012 State and SUI info are set up, the employees must also be paid in UPCALC with the State/SUI info for that State in order to be reported for the quarterly filing
!RPYEU – Sample Run
- RPYEU produces Summary Total Report by Government Registrations, the user must verify this report with the RPREGT report for balancing purpose
- each RPYEU run generates one GVT Run (Government Run Number)
- all employees processed by this RPYEU run belong to this GVT Run Number
- at the end of RPYEU, the Government Reporting Statistics are printed with the GVT Run Number generated
- after RPYEU is run, user can go into IPGR (Government Run) screen for online inquiry by GVT Run number
- from IPGR (Government Run) screen, the user can then go into the employee’s detail government reporting information on IPGH (Government Header) inquiry screen
- the user may run many RPYEU runs for different sets of employees for testing or auditing purposes
- however the user must run all employees together in one RPYEU by Federal Registration in order to generate the Government Media file, thus this RPYEU GVT Run number or xml file should be used to run RPW2 in order to print W2 for the same set of employees that have been reported on the Government Media file
- in subsequent RPYEU run, the employee’s Government Header (PGH) information are re-generated, the same PGH information will be removed automatically when the new PGH is re-generated
- at the end of each run, RPYEU removes any GVT Run Number that does not have any GVT Header associates with it
- the user may run RPYEU concurrently for different sets of employees
- at the beginning of the RPYEU run, the Execution Run Log is stamped with the Execution Start Date, then at the end of RPYEU, the Execution End Date is stamped
- for concurrent RPYEU Run that has not been finished with the Execution End Date, the other concurrent RPYEU run will not remove the GVT Run Number even if there is no GVT Headers
At line 36 changed 2 lines
!!!IPGH – Employee Government Reporting Screen
[{InsertPage page='W2_PROCESS_EMPLOYEE_GOVERNMENT_REPORTING_SCREEN'}]
!!IPGR – Government Reporting Screen
!IPGR – GVT Run tab
- this screen is a view only screen to display GVT Run numbers
- IPGR displays the Form Code that was used when generating this GVT Run
- the user can click the ‘Gvt Run’ column in order to Sort this column in ascending or descending order of the Gvt Run #
- the user can Drag and Slide the ‘Type’ column or any other columns to display the desired sequence of display
e.g. user may display: Type, Gvt Run, Period, Form Code
Period, Type, Gvt Run, Form Code etc
- the ‘GVT RUN’ tab displays general information for the GVT Run
!IPGR – Header Tab
- this screen is a view only screen to display GVT Headers information by employees for the GVT Run
- the ‘Tax Info’ is displayed from GVT Headers taxation_level_suffix or State/Province, this Taxation Level Suffix is the ‘Type of Employment’ from IDGR screen
- the ‘Employee Remittance’ line stores the Federal Govt Registration information with the Employer’s name and addresses along the Total Amounts, these Employer’s name and address information will be printed on W2 Form by the Windward version of RPW2
- the user can click the ‘Govt Reg – Tax Suffix’ column or ‘Employee Name’ column or ‘Tax Info’ column in order to Sort these columns in ascending or descending order
- the user can Drag and Slide any columns to display the desired sequence of display
e.g. user may display: Tax Info , Govt Reg – Tax Suffix, Employee Name
Employee Name, Tax Info, Govt Reg – Tax Suffix,
Employee Name, Govt Reg – Tax Suffix, Tax Info
At line 40 changed 2 lines
!!!UPGRUNDO – Undo GVT Run
[{InsertPage page='W2_PROCESS_UPGRUNDO_UNDO_GVT_RUN'}]
!!IPGH – Employee Government Reporting Screen
!IPGH – Header tab
- this screen is a view only screen to display GVT Headers information for the selected employee
- the user can click the ‘Tax Level’ column or ‘Type’ column or ‘Period’ column or the ‘Govt Registration’ column in order to Sort these columns in ascending or descending order
- the user can Drag and Slide any columns to display the desired sequence of display
!IPGH – Amount tab
- this screen is a view only screen to display GVT Amount information by employees
- the Seq, Identifiers and Description are from IDFDV definitions
- the amount or the alphanumeric value of the Identifier is displayed
- the employee’s name and address information are stored for historical reference purpose, these name and address information will be printed on W2 Form by the Windward version of RPW2
At line 44 changed 2 lines
!!!RPW2 – W2 Form Print
[{InsertPage page='W2_PROCESS_W2_FORM_PRINT'}]
!!UPGRUNDO – Undo GVT Run
!UPGRUNDO – Selection Criteria
GVT Run Number - mandatory, user must enter at least one GVT Run Number
- user can select list of GVT Run Numbers generated by RPYEU for undo
Person Code - optional, enter one or more Person Codes
- the selected Person codes within the GVT Run Numbers are processed
Trace Level: - the user should always run with Exception only unless for tracing
Trial - optional toggle allows user to review report for verification prior to undo
- in non-trial mode, UPGRUNO removes GVT Headers and GVT Run for the qualified GVT Run
UPGRUNO allows users to undo GVT Run number by employees. This procedure should be used to undo erroneous GVT Run due to set up issues or to remove any archived GVT information that are not needed.
!UPGRUNDO – Sample Run
At line 48 changed 2 lines
!!!W-2 Wage Form Descriptions
[{InsertPage page='W2_PROCESS_W2_WAGE_FORM_DESCRIPTIONS'}]
!!RPW2 – W2 Form Print
!RPW2 – W2 Form Print Selection Criteria
For Oracle version RPW2, the user must run RPW2 and send the report to PDF file instead of to the Previewer. RPW2 aligned the W2 government forms in PDF format with user ability to adjust the parameters for ‘Top Margin’ and the ‘Between Form Space’ when generating the PDF file. Once after the PDF file is generated, the users do not need to adjust the Page Set up when printing.
Report Parameters - this area is needed for Oracle and Windward RPW2
EE/ER Copy - specifies if the Employee Copy or Employer Copy of W2 are to be printed:
From Lexicon: X_W2_COPY
01 – Employer Copy - on one page, print multiple Employees W2 info
- for ‘2 on 1 page’, print 2 employees on one page
- for ‘4 on 1 page’, print 4 employees on one page
02 – Employee Copy - on one page, print one Employee W2 info
- for ‘2 on 1 page’, print 1 employee 2 times
- for ‘4 on 1 page’, print 1 employee 4 times
Show Form - specifies which W2 Form Copy image is to be shown on the background
- this option is for ‘2 On 1 Page’ only, there is no Form image for ‘4 On 1 Page’ from the government
From Lexicon: X_W2_FORM_COPY
00 – Not Specified - do not show W2 Form image
- this option is used to print W2 Forms on the pre-printed W2 Forms
01 – Copy A, SSA copy - this Copy A option is for viewing purpose only
- user should not send Copy A to SSA with this option, Copy A should be printed on the pre-printed Copy A that are machine-readable
02 – Copy 1, State,Local copy
03 – Copy B, EE Federal copy
04 – Copy C, EE Record copy
05 – Copy 2, EE State,Local copy
06 – Copy D, ER copy
20 – Copy B + C (1 Pg) - Show Copy B and Copy C on one Page
21 – Copy C + 2 (1 Pg) - Show Copy C and Copy 2 on one Page
22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one Page follow by
Copy 2 and Copy 2 on the next page
For Windward RPW2
- only ‘2-on-1-page’ Format is supported, the 4-on-1-page Format is not available
- only option ‘01 – Copy A, SSA copy’ is supported, the other options are not available
Employment Type - optional
- user may choose to print specific Employment Type, e.g. Agriculture employees
State - optional, if used, user can enter one State only
- this prompt should not be entered when user is printing the EMPLOYEE copy
- the employee MUST have all the States printed on their W2 forms
- When the user is printing the EMPLOYER copy, user may choose to print by State so they can file the paper W2 copy to the State, if user is filing W2 using magnetic media format, then they should not print W2 forms by State
Reissued/Corrected - optional
- if employees lost their W2 Forms and requested to have a replacement copy, user should run RPW2 by specifying the ‘Person Code’ and enter the word ‘REISSUED’ or ‘CORRECTED’ for this prompt, then RPW2 will print the W2 Form with the exact wording ‘REISSUED’ or ‘CORRECTED’ as entered on the W2 form
Exception Level: - user should always run with Exception only unless for tracing
Test Form Set Up - optional
- all users should test their Printer with this ‘Form Set Up’ toggle to find out the correct Page Set Up for ‘Top Margin Adjustment’ and ‘Between Form Space’ adjustment prior to printing the actual W2 Forms.
- since each Printer’s Page Set Up margin varies differently, each time when the user is printing the W2 forms on a different Printer, the user should do a Printer Set up test
User Comment - enter User Comment to be printed on RPW2 report parameter page
Report Parameters (* Oracle Report Only) - this area is used for Oracle RPW2 only
Directory Name: - Mandatory for Oracle version RPW2, enter a valid directory name
- should be the same Directory Name from the RPYEU run
XML File Name: - Mandatory for Oracle version RPW2
- enter the xml file that is generated from RPYEU with file extension .xm
Print W2 Forms - specifies the W2 Format to be printed:
From Lexicon: X_W2_PRINT
01 – 2 On 1 Page - ‘2 On 1 page’ W2 format is used
02 – 4 Corner Form - ‘4 Corners Form’ W2 format is used
03 – 4 Corner, Addr. Back - ‘4 Corners Form’ W2 format is used with Address printed on the back of form
- user must set Printer to Duplex mode when printing
04 – 4 On 1 Page (Top-bottom) - ‘4 On 1 Page’ W2 Top to Bottom format is used
EE Instruction on back - when the ‘Show Form (2 on 1 pg)’ parameter is selected to print on the Employee’s Copy, (i.e. Copy B, C, 2), the user can also print the associated Employee Instruction on the back of these W2 Forms
- note that for each Employee Copy (i.e. Copy B, C, 2), the EE Instructions are different
- if the user wants to print a complete set of all Employee’s W2 Copies and Instructions, the user can select:
22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one Page follow by
Copy 2 and Copy 2 on the next page
Adjust Top Margin - optional, specifies the Top Margin Adjustment for the printing of the Form
- the user should default to NULL or ‘00 – 0 line’ adjustment to begin testing
- after the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits into the box
- if adjustment is needed, then re-run RPW2 by entering the Top Margin adjustment
From Lexicon: X_TOP_MARGIN_ADJ
00 – 0 line
11 – Up 1/5 line
12 – Up 2/5 line
13 – Up 3/5 line
21 – Down 1/5 line
22 – Down 2/5 line
23 – Down 3/5 line
Between Form Space - optional, specifies the space increment between 2 forms on the same page
- the user should default to NULL or ‘0 – 0 line space’ to begin testing
- after the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits between 2 forms
- if adjustment is needed, then re-run RPW2 by entering the ‘Between Form Space’
From Lexicon: X_BTWN_FORM_SPACE
0 – 0 line space
1 – 1/5 line space
2 – 2/5 line space
3 – 3/5 line space
4 – 4/5 line space
5 – 1 line space
Show Frame - when user is testing the margin set up or to debug a Print Format problem, the user may use this toggle to show the line border of the internal Frames
Report Filters - this area is needed for Oracle and Windward RPW2
GVT Run (WW only) - if user is running Oracle version of RPW2, this GVT Run parameter is not used
- for Windward version of RPW2, user MUST enter one GVT Run number
Person Code - optional, enter one or more Person Codes
NOTE for Oracle RPW2:
If the combination of ‘Top Margin Adjustment’ and ‘Between Form Space’ pushes the Form to go over to the next page, the user should check the alignment with the actual pre-printed form and re-run RPW2 with different ‘Top Margin’ and ‘Between Form Space’ again.
When user is running RPW2 for pre-printed Forms, please do not toggle the ‘Show W2 Form’, ‘Show Frame’ parameters.
RPW2 Example:
Show Form (2 on 1 Pg) Copy B + C (1 Pg)
Show Frame (Test Only) Yes
For Top Margin adjustment, on the top form, the darker Red line above the top form is between several Green lines and it is in the center of these Green lines, the user can adjust Up or Down from the ‘Adjust Top Margin’ parameter.
For ‘Between Form Space’, the Blue line in the middle is the bottom of the Top form, user can increase the space increment for the Bottom form from the ‘Between Form Space’ parameter.
!RPW2 – Printer Set Up
IMPORTANT
When printing from the pdf file, user must set the Page Scaling option to ‘None’ to avoid re-sizing of the Form on a page.
!RPW2 – Form Print Processing
- the P2K Oracle version RPW2 Form Print program prints all information retrieved from RPYEU xml file according to selection criteria
- if an employee has multiple States and Local tax jurisdictions to be printed, each W2 Form is printed with 2 States and 2 Locals information until all State and Local information are printed, the Local information printed may not necessary be coincide with the State Information that the Local resides into
- RPW2 program generates Summary Totals by each Employer Identification Number and Employment Type, at the end of the RPW2 run, a grand total is generated for all Employers
- the user must run RMEX with the RPW2 mex id to obtain the Summary and Grand totals to balance to the RPYEU Summary report
- RPW2 Summary and Grand Totals are accumulated for Federal Level Box 1 to 11 only, Box 12 and 14 are not totaled
- the user should verify RPW2 Box 1 to 11 totals to balance to RPYEU Box 1 to 11
- for Box 12 ‘Code Information’ and Box 14 ‘Other Information’, since the printing on W2 Forms are free format, RPW2 will not total these boxes, RPYEU Summary Report contains the totals for these boxes for user reference
- RPW2 accumulates the Summary Totals and Grand Totals for all States and Locals regardless if the tax is from WORK or HOME tax jurisdiction and regardless of which States and Locals the taxes are in
- RPW2 does not accumulate the State and Local tax totals by each State and each Local, the user should use the RPYEU Summary report to obtain the totals by each State and Local
- if RPW2 cannot select any information from the xml file to print, the user must run RMEX with the RPW2 mex id to review the errors or exception messages to locate the problem, usually the problem is because of an invalid Directory or File name
- from this link http://www.irs.gov/pub/irs-pdf/fw2.pdf, there are different copies of the W2 form that needs to be distributed to the employees and send to the government: Copy A, 1, B, C, 2, D
- RPW2 provides options from Selection criteria parameter ‘Show Form (2 on 1 pg)’ to print different copies of the W2 forms and the Employee Instructions on the back
- user can select to print the W2 forms on the pre-printed W2 forms or to show Copy A, 1, B, C, 2, D of the W2 forms
- W2 Form Copy A, 1, B, C, 2, D and Instructions are taken directly from the government link above, however, it is the user’s responsibility to ensure these Employee Copies are accepted by the government as substitute of the pre-printed forms prior to distributing to the employees
At line 52 changed 2 lines
!!!Government Media Reporting
[{InsertPage page='W2_PROCESS_GOVERNMENT_MEDIA_REPORTING'}]
!!W-2 Wage Form Descriptions
!W-2 Wage Form Descriptions (2011 Format – reporting in 2011)
Users should read the following W-2 WAGE FORM DESCRIPTIONS and refer to "2010 Instructions for Forms W-2 Wages and Tax Statement" prior to setting up IDFDV screen.
Box a - Employee's social security number - derived from IDFDV screen
- Field Identifier: W2-EE-SSN - suggested Field Variable: ‘EID.GOVERNMENT_CODE’
Box b - Employer's Identification Number assigned by IRS - derived from IDFDV screen, handles multiple government registrations
- Field Identifier: ‘W2-ER-EIN - suggested Field Variable:
‘DGV.GOVT_REGIST_NUMBER’
Box c - Employer's name, address and ZIP code - derived from IDFDV screen
- Field Identifier: W2-ER-NAME’ - suggested Field Variable: ‘DED.ENTITY_NAME’
- Field Identifier: W2-ER-LOCN-ADDR - suggested Field Variable: blank or constant ‘MAIL’
- Field Identifier: W2-ER-DELIV-ADDR - suggested Field Variable: blank
- Field Identifier: W2-ER-CITY - suggested Field Variable: blank
- Field Identifier: W2-ER-STATE - suggested Field Variable: blank
- Field Identifier: W2-ER-ZIP - suggested Field Variable: blank
- Field Identifier: W2-ER-ZIP-EXT - suggested Field Variable: blank
- the City State ZIP print format will be conformed with USPS format as follows:
“CITYbbSTbbZIPCD-nnnn”
where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, ‘-nnnn’ = ZIP extension
For foreign country address:
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’
- if Field Identifier: ‘W2-ER-COUNTRY’ = ‘USA’, then this country Identifier field value is changed to blank
- otherwise Field Identifier: ‘W2-ER-COUNTRY’ will be retrieved from IDCO screen UDF ‘ISO COUNTRY CODE’ with the 2 character ISO Country Code
- note that Field Identifier: ‘W2-ER-F-COUNTRY’ is used for printing on W2 Form and EFW2 file, this identifier can specify to use the Country NAME or ISO Country code or leave blank to use the default
- if Field Identifier: ‘W2-ER-F-COUNTRY’ = ‘NAME’, then the Country Name is printed
- if Field Identifier: ‘W2-ER-F-COUNTRY’ = ‘ISO’, then the ISO Country Code is printed from IDCO UDF
- if Field Identifier: ‘W2-ER-F-COUNTRY’ = blank, then the IDCO Screen Country Code is printed
Box d - Control Number
- derived from IDFDV screen Field Identifier:
W2-CONTROL-PRT Specifies if the Control Number should be printed on the Form or not
Null, 0 – Do not print Control Number on W2 Form
1 - Print Control Number as defined in W2-CONTROL-NUM Identifier
2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
3 - Print W2-CONTROL-NUM Identifier and Person Code
4 - Print ‘Sort Level By’ prompt and Person Code
5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier
6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
W2-CONTROL-NUM Control Number on Form, may contain a Data Base Column
Enter your company data
e.g. ‘EID.PERSON_CODE’
- if ‘W2-CONTROL-PRT’ value is specified, then the value of ‘W2-CONTROL-NUM’ is printed on W2 Form Control Number field
Box e - Employee's name (first,middle,last)
- derived from IDFDV screen
- Field Identifier: W2-EE-FIRST-NAME - suggested Field Variable: ‘EID.FIRST_NAME’
- Field Identifier: W2-EE-MIDDLE - suggested Field Variable: ‘EID.MIDDLE_NAME’
- Field Identifier: W2-EE-LAST-NAME - suggested Field Variable: ‘EID.LAST_NAME’
- Field Identifier: W2-EE-SUFFIX - suggested Field Variable: ‘EID.RANK’
derivation expression: Decode(~,'01','JR','02','SR',NULL)
Box f - Employee's address and ZIP code - derived from IDFDV screen
- Field Identifier: W2-EE-LOCN-ADDR - suggested Field Variable: blank or constant ‘MAIL’
- Field Identifier: W2-EE-DELIV-ADDR - suggested Field Variable: blank
- Field Identifier: W2-EE-CITY - suggested Field Variable: blank
- Field Identifier: W2-EE-STATE - suggested Field Variable: blank
- Field Identifier: W2-EE-ZIP - suggested Field Variable: blank
- Field Identifier: W2-EE-ZIP-EXT - suggested Field Variable: blank
- the City State ZIP print format will be conformed with USPS format as follows:
“CITYbbSTbbZIPCD-nnnn”
where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, ‘-nnnn’ = ZIP extension
For foreign country address:
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’
- if Field Identifier: ‘W2-EE-COUNTRY’ = ‘USA’, then this country field value is blank
- otherwise Field Identifier: ‘W2-EE-COUNTRY’ is already retrieved from IDCO screen UDF ‘ISO COUNTRY CODE’ with the 2 character ISO Country Code
- note that Field Identifier: ‘W2-EE-F-COUNTRY’ is used for printing on W2 Form and EFW2 file, this identifier can specify to use the country NAME or ISO code or leave blank to use the default
- if Field Identifier: ‘W2-EE-F-COUNTRY’ = ‘NAME’, then the Country Name is printed
- if Field Identifier: ‘W2-EE-F-COUNTRY’ = ‘ISO’, then the ISO Country Code is printed from IDCO UDF
- if Field Identifier: ‘W2-EE-F-COUNTRY’ = blank, then the IDCO Screen Country Code is printed
Box 1 - Wages, tips, other compensation - derived from IDFDV screen
- Field Identifier: W2-FIT-WAGE - suggested Field Variable (Element): ‘W2-BOX-01’
- this is the taxable earnings applicable for federal income tax withheld
- if users specify an element that derives the wages (i.e. Regular Earnings, O/T earnings etc), the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc.
- if users specify an element that from Federal Earning Pay Components after Vertex calculation, this element should contain Federal Earnings Pay Component and Federal Supplemental Earnings Pay Component
Box 2 - Federal income tax withheld
- derived from IDFDV screen
- Field Identifier: W2-FIT-TAX - suggested Field Variable (Element): ‘W2-BOX-02’
Box 3 - Total social security wages
- derived from IDFDV screen
- Field Identifier: W2-SSN-WAGE - suggested Field Variable (Element): ‘W2-BOX-03’
- The total of Box 3 and 7 cannot exceed the Annual maximum social security wage base specified by the government. RPYEU will automatically supply the annual maximum when the government publish the maximum amount every year. The user does not need to set up on IDGV screen with Registration Type ‘US FICA Registration’ and ‘Govt Rate Type’ = ‘US FICA Max Base Amt’. RPYEU program checks the maximum and an exception message is issued if the wage base is exceeded.
Box 4 - Employment social security tax withheld
- derived from IDFDV screen
- Field Identifier: W2-SSN-TAX - suggested Field Variable (Element): ‘W2-BOX-04’
Box 5 - Medicare wages and tips
- derived from IDFDV screen
- Field Identifier: W2-MEDI-WAGE - suggested Field Variable (Element): ‘W2-BOX-05’
Box 6 - Medicare tax withheld
- derived from IDFDV screen
- Field Identifier: W2-MEDI-TAX - suggested Field Variable (Element): ‘W2-BOX-06’
Box 7 - Social security tips
- derived from IDFDV screen
- Field Identifier: W2-SSN-TIP - suggested Field Variable (Element): ‘W2-BOX-07’
- The total of Box 3 and 7 cannot exceed the Annual maximum social security wage base specified by the government. RPYEU will automatically supply the annual maximum when the government publish the maximum amount every year. The user does not need to set up n IDGV screen with Registration Type ‘US FICA Registration’ and ‘Govt Rate Type’ = ‘US FICA Max Base Amt’. RPYEU program checks the maximum and an exception message is issued if the wage base is exceeded.
Box 8 - Allocated tips
- derived from IDFDV screen
- Field Identifier: W2-ALLOC-TIP - suggested Field Variable (Element): ‘W2-BOX-08’
Box 9 - Deleted
Box 10 - Dependent care benefits
- derived from IDFDV screen
- Field Identifier: W2-DEP-CARE - suggested Field Variable (Element): ‘W2-BOX-10’
Box 11 - Nonqualified plans
- derived from IDFDV screen
- Field Identifier: W2-NQUAL - suggested Field Variable (Element): ‘W2-BOX-11’
- the value for ‘W2-NQUAL’ should include amounts for Identifier ‘W2-NQUAL-457’ and ‘W2-NQUAL-N457’
- the magnetic media file will report amount from ‘W2-NQUAL-457’ and ‘W2-NQUAL-N457’ while the W2 form will print amount from ‘W2-NQUAL’
Box 12 - Codes
- derived from IDFDV screen
- Field Identifier: ‘W2-CODE-A’
- Field Identifier: ‘W2-CODE-B’
- Field Identifier: ‘W2-CODE-C’
- Field Identifier: ‘W2-CODE-D’
- Field Identifier: ‘W2-CODE-E’
- Field Identifier: ‘W2-CODE-F’
- Field Identifier: ‘W2-CODE-G’
- Field Identifier: ‘W2-CODE-H’
- Field Identifier: ‘W2-CODE-J’
- Field Identifier: ‘W2-CODE-K’
- Field Identifier: ‘W2-CODE-L’
- Field Identifier: ‘W2-CODE-M’
- Field Identifier: ‘W2-CODE-N’
- Field Identifier: ‘W2-CODE-P’
- Field Identifier: ‘W2-CODE-Q’
- Field Identifier: ‘W2-CODE-R’
- Field Identifier: ‘W2-CODE-S’
- Field Identifier: ‘W2-CODE-T’
- Field Identifier: ‘W2-CODE-V’
- Field Identifier: ‘W2-CODE-W’
- Field Identifier: ‘W2-CODE-Y’
- Field Identifier: ‘W2-CODE-Z’
- Field Identifier: ‘W2-CODE-AA’
- Field Identifier: ‘W2-CODE-BB’
- Field Identifier: ‘W2-CODE-CC’
- Field Identifier: ‘W2-CODE-DD’
- Field Identifier: ‘W2-CODE-EE’
- up to 4 lines can be printed per W2 form
- if more than 4 lines are required for one employee, subsequent W2 form is used
- each Box 12 entry is associated with a W2 code which will be printed on Box 12 along with the associated amount
- for explanation of each code's usage, please refer to Instructions for Form W-2 Box 12
- when the value of the IDFDV Field Variable is not zero, the W2 code and the value of content is printed
Box 13 - Check boxes that apply:
- Statutory employee
- IDFDV Field Identifier: ‘W2-STAT-EE’
- if the amount is non zero, then this box is checked
- Retirement plan
- IDFDV Field Identifier: ‘W2-RETIRE-PLAN’
- if the amount is non zero, then this box is checked
- Third-party sick pay
- IDFDV Field Identifier: ‘W2-3PARTY-SICK’
- if the amount is non zero, then this box is checked
Box 14 - Other
- derived from IDFDV screen
- Field Identifier: ‘W2-OTHER-01’, ‘W2-OTHER-02’, …. up to ‘W2-OTHER-20’
- Field Identifier: ‘W2-SCHL-WAGE’, for school district taxable wages
- Field Identifier: ‘W2-SCHL-TAX’, for school district tax
- for W2 form ‘2 on 1 page’ format, up to 4 lines (2 Box 14 items) can be printed
- for W2 form ‘4 Corner Form’ format, up to 2 lines (2 Box 14 items) can be printed
- if more than 2 Box 14 items are required for one employee, subsequent W2 form is used
- each Box 14 entry is associated with a W2 description which will be printed on Box 14 along with the associated amount
- example of W2 descriptions are : "UNDUE","MV EXP","HLT INS", "EDUC" etc
- for explanation of each description usage, please refer to Instructions for Form W-2 Box 14
- when the value of the content field is not zero, the W2 Description and the value of content is printed
- if school district tax has been withheld for an employee, the school district tax information will be printed in Box 14 prior to printing other Box 14 information
- Each school district will be printed on one separate W2 Form Box 14 as follows:
e.g. SCHL 02307 WAGE
1484.00
SCHL 02307 TAX
14.84
- the IDFDV ‘W2-SCHL-TAX’ entry should specify an element that contains all the school district tax pay components
e.g. PC 6923 CITY Home School Tax, PC 6903 CITY Work School Tax,
PC 6823 CNTY Home School Tax, PC 6803 CNTY Work School Tax
- the IDFDV ‘W2-SCHL-WAGE’ entry should specify an element that contains all the school district wages pay components
e.g. PC 6907 CITY Work School Earns, PC 6827 CNTY Home School Earns
PC 6807 CNTY Work School Earns, PC 6927 CITY Home School Earns
Box 15 - Name of state
- IDFDV Field Identifier: ‘W2-STATE-CODE’
- IDFDV Field Variable: ‘DSP.STATE_PROVINCE_CODE’
- RPW2 program will print the proper STATE_PROVINCE_CODE according to YTD State information
- Employer's state I.D. Number
- IDFDV Field Identifier: ‘W2-STATE-REGIST’
- IDFDV Field Variable: ‘DGV.GOVT_REGIST_NUMBER’
- RPW2 program will print the GOVT_REGIST_NUMBER of the proper STATE_PROVINCE_CODE according to YTD State information
- the IDGV screen must have an entry exist with ‘State Registration’ for the State to be reported
Box 16 - State wages, tips etc
- IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ - suggested Field Variable (Element): ‘W2-BOX-16-H’
- IDFDV Field Identifier: ‘W2-ST-WAGE-WORK’ - suggested Field Variable (Element): ‘W2-BOX-16-W’
- this is the taxable earnings that are applicable for state income tax withheld
- if users specify an element that derives the State wages (i.e. Regular Earnings, O/T earnings etc), the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc.
- if users specify an element from State Earning Pay Components after Vertex calculation, this element should contain the State Earnings Pay Component and State Supplemental Earnings Pay Component (if these pay components are defined)
- Vertex State tax calculation differentiates state wages by work state wage and residence state wage
- W2 only requires to report state wages by the State regardless if it is from work or residence state
- the system will retrieve the proper work state wages according to the YTD WORK GEO code and the proper residence state wages according to the YTD RES GEO code and report these as state wages only
- IDFDV Field Identifier ‘W2-ST-WAGE-WORK’ is used to set up the WORK State wage information
- this should include all State Wages pay components that are applicable to Work State Tax calculation
- e.g. PC 6301 Work State Earnings, PC 6302 Work State Supplemental Earnings
- IDFDV Field Identifier ‘W2-ST-WAGE-HOME’ is used to set up the Residence State wage information
- this should include all State Wages pay components that are applicable to Residence State Tax calculation
- e.g. PC 6401 Home State Earnings, PC 6402 Home State Supplemental Earnings
- if the user has never withheld State tax according to Residence State, then the IDFDV ‘W2-ST-WAGE-HOME’ entry does not need to be set up, thus this ‘W2-ST-WAGE-HOME’ entry is optional and will be used only when an employee has Residence State tax applicable to the State
Box 17 - State income tax
- IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ - suggested Field Variable (Element): ‘W2-BOX-17-H’
- IDFDV Field Identifier: ‘W2-ST-TAX-WORK’ - suggested Field Variable (Element): ‘W2-BOX-17-W’
- if users specify an element from State Tax Pay Components after Vertex calculation, this element should contain the State Tax Pay Component, State Supplemental Tax Pay Component and State Additional Tax Pay Component (if these pay components are defined)
- Vertex State tax calculation differentiates state taxes withheld by work state tax and residence state tax
- W2 only requires to report state tax by State regardless if it is from work or residence state
- the system will retrieve the proper work state tax according to the YTD WORK GEO code and the proper residence state tax according to the YTD RES GEO code and report these as state tax only
- IDFDV Field Identifier ‘W2-ST-TAX-WORK’ is used to set up the WORK State tax information
- this should include all State tax pay components that are applicable to Work State Tax calculation
- e.g. PC 6311 Work State Tax, PC 6312 Work State Supplemental Tax, 6313 Work State Additional Tax
- IDFDV Field Identifier ‘W2-ST-TAX-HOME’ is used to set up the Residence State tax information
- this should include all State Tax pay components that are applicable to Residence State Tax calculation
- e.g. PC 6411 Home State Tax, PC 6412 Home State Supplemental Tax, 6413 Home State Additional Tax
- if the user has never withheld State tax according to Residence State, then the IDFDV ‘W2-ST-TAX-HOME’ entry does not need to be set up, thus this ‘W2-ST-TAX-HOME’ entry is optional and will be used only when an employee has Residence State tax applicable to the State
Box 18 - Local wages, tips etc
- IDFDV Field Identifier: ‘W2-CN-WAGE-HOME’ - suggested Field Variable (Element): ‘W2-BOX-18-CN-H’
- IDFDV Field Identifier: ‘W2-CN-WAGE-WORK’ - suggested Field Variable (Element): ‘W2-BOX-18-CN-W’
- IDFDV Field Identifier: ‘W2-CI-WAGE-HOME’ - suggested Field Variable (Element): ‘W2-BOX-18-CI-H’
- IDFDV Field Identifier: ‘W2-CI-WAGE-WORK’ - suggested Field Variable (Element): ‘W2-BOX-18-CI-W’
- this is the taxable earnings applicable for County or City tax withheld
- if users specify an element that derives the County or City wages (i.e. Regular Earnings, O/T earnings etc), the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc.
- Vertex County or City tax calculation differentiates wages by work local wage and residence local wage
- W2 only requires to report local wages by Local name regardless if it is from work or residence local
- the system will retrieve the proper work local wages according to the YTD WORK GEO code and the proper residence local wages according to the YTD RES GEO code and report these as local wages only
- IDFDV Field Identifier ‘W2-CI-WAGE-WORK’ is used to set up the WORK City wage information
- this should include all City Wages pay components that are applicable to Work City Tax calculation
- e.g. PC 6905 Work City Earnings, PC 6906 Work City Supplemental Earnings
- IDFDV Field Identifier ‘W2-CN-WAGE-WORK’ is used to set up the WORK County wage information
- this should include all County Wages pay components that are applicable to Work County Tax calculation
- e.g. PC 6805 Work County Earnings, PC 6806 Work County Supplemental Earnings
- IDFDV Field Identifier ‘W2-CI-WAGE-HOME’ is used to set up the Residence City wage information
- this should include all City Wages pay components that are applicable to Residence City Tax calculation
- e.g. PC 6925 Residence City Earnings, PC 6926 Residence City Supplemental Earnings
- IDFDV Field Identifier ‘W2-CN-WAGE-HOME’ is used to set up the Residence County wage information
- this should include all County Wages pay components that are applicable to Residence County Tax calculation
- e.g. PC 6825 Residence County Earnings, PC 6826 Residence County Supplemental Earnings
Box 19 - Local income tax
- IDFDV Field Identifier: ‘W2-CN-TAX-HOME’ - suggested Field Variable (Element): ‘W2-BOX-19-CN-H’
- IDFDV Field Identifier: ‘W2-CN-TAX -WORK’ - suggested Field Variable (Element): ‘W2-BOX-19-CN-W’
- IDFDV Field Identifier: ‘W2-CI-TAX -HOME’ - suggested Field Variable (Element): ‘W2-BOX-19-CI-H’
- IDFDV Field Identifier: ‘W2-CI-TAX -WORK’ - suggested Field Variable (Element): ‘W2-BOX-19-CI-W’
- Vertex County or City tax calculation differentiates City/County tax by work local tax and residence local tax
- W2 only requires to report local income tax by Local name regardless if it is from work or residence local
- the system will retrieve the proper work local tax according to the YTD WORK GEO code and the proper residence local tax according to the YTD RES GEO code and report these as local income tax only
- IDFDV Field Identifier ‘W2-CI-TAX -WORK’ is used to set up the WORK City tax information
- this should include all City tax pay components that are applicable to Work City Tax calculation
- e.g. PC 6901 Work City Tax, PC 6902 Work City Supplemental Tax
- IDFDV Field Identifier ‘W2-CN-TAX -WORK’ is used to set up the WORK County tax information
- this should include all County tax pay components that are applicable to Work County Tax calculation
- e.g. PC 6801 Work County Tax, PC 6802 Work County Supplemental Tax
- IDFDV Field Identifier ‘W2-CI-TAX -HOME’ is used to set up the Residence City tax information
- this should include all City tax pay components that are applicable to Residence City Tax calculation
- e.g. PC 6921 Residence City Tax, PC 6922 Residence City Supplemental Tax
- IDFDV Field Identifier ‘W2-CN-TAX -HOME’ is used to set up the Residence County tax information
- this should include all County tax pay components that are applicable to Residence County Tax calculation
- e.g. PC 6821 Residence County Tax, PC 6822 Residence County Supplemental Tax
For California SDI reporting, there are 2 options to print SDI on W2 Forms:
(1) - For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’
(2) - For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the user may set up Box 14 to print ‘CASDI’ and the SDI amount
Box 20 - Locality Name
- IDFDV Field Identifier: ‘W2-CNTY-NAME’
- IDFDV Field Variable: ‘DCN.COUNTY_NAME’
- IDFDV Field Identifier: ‘W2-CITY-NAME’
- IDFDV Field Variable: ‘DTX.JURISDICTION_NAME’
- RPW2 program will print the proper DTX.JURISDICTION_NAME according to YTD GEO information
- if County tax is reported, the County name is retrieved from the IDCN County screen with GEO code = ‘xx-xxx-0000’
- e.g. In Indiana, GEO code ‘15-097-0670’ is for the city of ‘Indianapolis’, then use County Code ‘15-097-0000’ to retrieve the County name of ‘Marion’ for reporting
- if City tax is reported, the City name is retrieved from the IDTX Tax Jurisdiction screen with GEO code
- an entry must also exist on IDGV screen with ‘Local Registration’ for a County or City in order for the County or City tax to be reported
At line 56 changed 2 lines
!!!SSA ACCU Wage Software
[{InsertPage page='W2_PROCESS_SSA_ACCU_WAGE_SOFTWARE'}]
!!Government Media Reporting
At line 1,841 added 770 lines
!Submitting W-2 Copy A to SSA (EFW2 Format)
The EFW2 Format is used for 2011 Annual and Quarterly Reporting.
!Record Name: Code RA – Submitter Record
||Column||Description||Source
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’
12-19 - User Identification (User ID)
- Derived from IDFDV screen, Field Identifier: ‘SUB-USER-ID’
20-23 - Software Vendor Code
- Derived from IDFDV Seq# 1035 Field Identifier: ‘SUB-VENDOR’
- this optional Vendor Code will not be provided, if the users do not have a Vendor Code, leave this blank
24-28 - blank
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 - blank
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 - blank
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 - blank
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’
486-488 - blank
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 - blank
!Record Name: Code RE – Employer Record
||Column||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 screen, Field Identifier: ‘W2-ER-AGENT-IND’
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
- If on RPYEU selection screen the ‘Combined Fed Regist#’ toggle is ‘checked’, then this Employer/Agent EIN is retrieved from IDFDV screen, Field Identifier: ‘W2-ER-EIN’, otherwise the EIN is derived for every Code RE record
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’
- if Field Identifier: ‘W2-ER-COUNTRY’ = ‘USA’, then this field is blank
- otherwise this is a Foreign Country Code and the Field Identifier: ‘W2-ER-COUNTRY’ is already retrieved from IDCO screen UDF ‘ISO COUNTRY CODE’ with the 2 character ISO Country Code
- note that Field Identifier: ‘W2-ER-F-COUNTRY’ is used for printing on W2 Form, this identifier can specify to use the NAME or ISO or leave blank
- if Field Identifier: ‘W2-ER-F-COUNTRY’ = ‘NAME’, then the Country Name is printed
- if Field Identifier: ‘W2-ER-F-COUNTRY’ = ‘ISO’, then the ISO Country Code is printed
- if Field Identifier: ‘W2-ER-F-COUNTRY’ = blank, then the IDCO Screen Country Code is printed
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 Registration tab ‘W2 Emp Type’
- 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 - blank
!Record Name: Code RW – Employee Wage Record
||Column||Description||Source
1-2 - Record Identifier
- Constant "RW"
3-11 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’
- if an invalid SSN is encountered, this field is entered with zeroes.
12-26 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’
27-41 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’
42-61 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’
62-65 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’
66-87 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’
88-109 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’
110-131 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’
132-133 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’
134-138 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’
139-142 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’
143-147 - blank
148-170 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’
171-185 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’
186-187 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’
- if Field Identifier: ‘W2-EE-COUNTRY’ = ‘USA’, then this field is blank
- otherwise this is a Foreign Country Code and the Field Identifier: ‘W2-EE-COUNTRY’ is already retrieved from IDCO screen UDF ‘ISO COUNTRY CODE’ with the 2 character ISO Country Code
- note that Field Identifier: ‘W2-EE-F-COUNTRY’ is used for printing on W2 Form, this identifier can specify to use the NAME or ISO or leave blank
- if Field Identifier: ‘W2-EE-F-COUNTRY’ = ‘NAME’, then the Country Name is printed
- if Field Identifier: ‘W2-EE-F-COUNTRY’ = ‘ISO’, then the ISO Country Code is printed
- if Field Identifier: ‘W2-EE-F-COUNTRY’ = blank, then the IDCO Screen Country Code is printed
188-198 - Wages, Tips and other compensation
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’
199-209 - Federal Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’
210-220 - Social Security Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’
221-231 - Social Security Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’
232-242 - Medicare Wages & Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’
243-253 - Medicare Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’
254-264 - Social Security Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’
265-275 - Advanced Earned Income Credit
- Derived from IDFDV screen, Field Identifier: ‘W2-EIC’
276-286 - Dependent Care Benefits
- Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’
287-297 - Deferred Compensation contribution to Section 401(k)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’
298-308 - Deferred Compensation contribution to Section 403(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’
309-319 - Deferred Compensation contribution to Section 408(k)(6)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’
320-330 - Deferred Compensation contribution to Section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’
331-341 - Deferred Compensation contribution to Section 501(c)(18)(D)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’
342-352 - Military Employees Basic Quarters, Subsistence and Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’
- This field is valid for tax years 1995-2001 only, not used
353-363 - Non-qualified Plan section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’
364-374 - Employer Contributions to a Health Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’
375-385 - Non-qualified Plan Not section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’
386-396 - Nontaxable Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’
397-407 - blank
408-418 - Employer cost of premiums for Group Term Life insurance over $50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-C’
419-429 - Income from Nonstatutory Stock Options
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’
430-462 - blank
463-473 - Cost of Employer-Sponsored Health Coverage
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485 - blank
486 - Statutory Employee Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-STAT-EE’
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487 - blank
488 - Retirement Plan Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-RETIRE-PLAN’
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-3PARTY-SICK’
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512 - blank
!Record Name: Code RO – Employee Wage Record
||Column||Description||Source
1-2 - Record Identifier
- Constant "RO"
3-11 - blank
12-22 - Allocated Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-ALLOC-TIP’
23-33 - Uncollected Employee Tax on Tips
- combined the uncollected social security tax and the uncollected medicare tax
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’
34-44 - Medical Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’
45-55 - Simple Retirement Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’
56-66 - Qualified Adoption Expenses
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’
67-77 - Uncollected SSA tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’
78-88 - Uncollected Medicare tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’
89-110 - blank
111-121 - Designated Roth Contribution under section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264 - blank
;Location 265 to 362:For Puerto Rico employees only
||Column||Description||Source
265 - blank
266-274 - Spouse’s SSN
- blank
275-285 - Wages Subject to Puerto Rico Tax
- stored as zeroes
286-296 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
297-307 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
308-318 - Tips Subject to Puerto Rico Tax
- stored as zeroes
319-329 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
330-340 - Puerto Rico Tax Withheld
- stored as zeroes
341-351 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
352-362 - blank
;Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
||Column||Description||Source
363-373 - Total wages, tips and other compensation subject to Virgin Islands, … income tax
- stored as zeroes
374-384 - Virgin Islands, … etc Income Tax Withheld
- stored as zeroes
385-512 - blank
!Record Name: Code RS – Supplemental Record
||Column||Description||Source
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. California is code "06"
5-9 - Taxing Entity Code
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’
- 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 - blank
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’
;Location 195 to 267:Apply to Quarterly Unemployment Reporting
If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.
Please read document US_Annual_Qtrly_Reporting_XX.doc for the specific State where XX is the State Code.
If the State document does not exist, please read US_Annual_Qtrly_Reporting_GEN.doc for quarterly reporting.
||Column||Description||Source
195-196 - Optional code
- blank
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 - State Quarterly Unemployment Insurance Taxable Wages
- this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government
- please read document US_Annual_Qtrly_Reporting_XX.doc for detail for quarterly reporting
225-226 - Number of Weeks Worked
- From system derived number of Weeks Worked for the Reporting State
- the system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date
- if the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234 - Date First Employed MMDDCCYY
- From system derived latest Employment Hired Date
235-242 - Date of Separation MMDDCCYY
- From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247 - blank
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
- When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-273 - blank
;Location 274 to 337:Apply to Income Tax Reporting
If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
||Column||Description||Source
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. California is code "06"
276-286 - State Taxable Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 - State Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-307 - Other State Data, to be defined by each State
State: California
298-302 - State data SUI Tax
- Derived from IDFDV screen, Field Identifier: ‘W2-SUI-TAX-ER’
303-307 - State data SDI Tax
- Derived from IDFDV screen, Field Identifier: ‘W2-SDI-TAX-EE’
308 - Tax Type Code
- this field is used to report County, City or School district tax
- if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field:
C – City Income Tax
D – County Income Tax
E – School District Income Tax
F – Other Income Tax
- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab:
- 'W2 STATE MEDIA FILING'
- 'W2 TAX TYPE CODE'
- 'W2 TAXING ENTITY'
- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not
- 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above
- 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field
309-319 - Local Taxable Wages
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’
- if County Tax is reported, this field is derived from Identifier
‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’
- if City Tax is reported, this field is derived from :
‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330 - Local Income Tax Withheld
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’
- if County Tax is reported, this field is derived from Identifier
‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’
- if City Tax is reported, this field is derived from :
‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337 - State Control Number (optional)
- blank
338-412 - Supplemental Data 1
- blank
413-487 - Supplemental Data 2
- blank
488-512 - blank
Multiple Code RS Records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records.
!Record Name: Code RT – Total Record
||Column||Description||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 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 Employees Basic Quarters, Subsistence and Combat pay
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-Q’, total of all code "RW" records since last "RE" record
- This field is valid for tax years 1995-2001 only, not used
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 Contributions to a Health Savings Account
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-W’, total of all code "RW" records since last "RE" record
265-279 - Non-Qualified Plan Not Section 457
- Derived from IDFDV Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294 - blank
295-309 - Cost of Employer-Sponsored Health Coverage
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324 - Employer Cost of Premiums for Group Term Life Insurance over $50000
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339 - Income Tax Withheld by Third-Party Payer
- Derived from IDFDV Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354 - Income from Nonstatutory Stock options
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-369 - Deferrals Under a Section 409A Non-qualified Deferred Compensation Plan
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-Y’, total of all code "RW" records since last "RE" record
370-384 - Designated Roth Contributions to 401(k) plan
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-AA’, total of all code "RW" records since last "RE" record
385-399 - Designated Roth Contributions to 403(b) salary reduction agreement
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-BB’, total of all code "RW" records since last "RE" record
400-512 - blank
!Record Name: Code RU – Total Record
||Column||Description||Source
1-2 - Record Identifier
- Constant "RU"
3-9 - Number of RO Records
- Total number of code "RO" records reported since last code "RE" reocrd
10-24 - Allocated Tips
- Derived from IDFDV screen, Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39 - Uncollected Employee Tax on Tips
- Derived from IDFDV ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54 - Medical Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69 - Simple Retirement
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84 - Qualified Adoption Expenses
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99 - Uncollected SSA tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114 - Uncollected Medicare tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-144 - Blank
145-159 - Designated Roth Contribution under section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
160-354 - Blank
355-369 - Wages Subject to Puerto Rico Tax
- stored as zeroes
370-384 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
385-399 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
400-414 - Tips Subject to Puerto Rico Tax
- stored as zeroes
415-429 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
430-444 - Puerto Rico Tax Withheld
- stored as zeroes
445-459 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
460-474 - Total wages, tips and other compensation subject to Virgin Islands, … income tax
- stored as zeroes
475-489 - Virgin Islands, … etc Income Tax Withheld
- stored as zeroes
490-512 - blank
!Record Name: Code RV – State Total Record
||Column||Description||Source
1-2 - Record Identifier
- Constant "RV"
3-512 - Supplemental Data (optional)
- To be defined by each State
e.g. State of Maryland uses Code RV record to report MW508 information
!Record Name: Code RF – Final Record
||Column||Description||Source
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
\\ \\
At line 60 changed 2 lines
![Notes|Edit:Internal.W2 Process]
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!!SSA ACCU Wage Software
!Validate EFW2 File Format
The Social Security Administration has provided a software program AccuWage for users to download from SSA website to validate the EFW2 file prior to submitting to SSA.
The web link is http://www.ssa.gov/employer/accuwage/index.html#download
Please download the AccuWage software for the current year with this link. Then user should always run AccuWage software with the EFW2 file generated by RPYEU to verify and correct all potential errors prior to sending the EFW2 file to SSA.
AccuWage Error Example:
----
![Notes|Edit:Internal.US W2 Process eP]
[{InsertPage page='Internal.US W2 Process eP' default='Click to create a new notes page'}]
This page (revision-155) was last changed on 19-Oct-2022 21:04 by Karen ParrottTop