IDFDV – Form Definitions US W2 Only#
NOTE: Fields marked with an asterisk (*) are mandatory.
- Form Code ‘HL$US-W2-20YY’ Identifiers
| Field Identifier | Description | Suggested Field Source | Suggested Variable |
|---|---|---|---|
| * SUB-ER-EIN | Submitter’s Employer EIN | Constant | 9 character EIN |
| * SUB-USER-ID | Submitter User Identification | Constant | 8 character 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 resubmitted, 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 receives EFW2 |
| SUB-COMP-LOCN | Company Location Address | Constant | Enter company’s location address such as Attention, Suite, Room # etc |
| SUB-COMP-DELIV | Company Delivery Address | Constant | Enter company’s delivery address such as 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 extension |
| 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 such as Attention, Suite, Room # etc |
| * SUB-SUBM-DELIV | Submitter Delivery Address | Constant | Enter submitter delivery address such as 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 | MUST be BLANK |
| 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 | Enter appropriate code, if applicable |
| 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 such as 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 such as 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, ISO or blank |
| W2-ER-TAX-JURIS | Tax Jurisdiction Code | Constant | Enter appropriate code or null |
| 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 such as 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 such as 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 – 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(~,113700.00) may be used for year 2013 max System verify Box 3 + Box 7 does not exceed annual max, otherwise issue message |
| W2-SSN-TAX | Social Security Tax Withheld | Element | W2-BOX-04 Derivation expression LEAST(~,7049.40)may be used for year 2013 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 (obsoleted since Tax Year 2012) |
| W2-CODE-R | Employer Contributions 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 Contributions 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 Contributions 401(k) | Pay Component | Enter your company data |
| W2-CODE-BB | Roth Contributions 403(b) | Pay Component | Enter your company data |
| W2-CODE-CC | HIRE Act Wages | Pay Component | Enter your company data |
| W2-CODE-DD | ER sponsored Health Coverage | Pay Component | Enter your company data |
| W2-CODE-EE | Designated Roth Contributions 457(b) | Pay Component | Enter your company data |
| W2-CODE-FF | Permitted benefits under a qualified small employer health reimbursement arrangement | Pay Component | Enter your company data |
| W2-CODE-GG | Income from qualified equity grants | Pay Component | Enter your company data |
| W2-CODE-HH | Aggregate deferrals | 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 to obtain amounts to show on the RPYEU Summary report. Example: 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 by High Line only. These identifiers are used to obtain amounts to show on RPYEU Summary report or for other purposes. These are reserved areas for High Line to define additional new variables that are not available or defined when the programming is done. If needed, High Line will give instructions for users to set these up.
| Field Identifier | Description | Suggested Field Source | Suggested Variable |
|---|---|---|---|
| W2-HL-01 | High Line defined description | Pay Component | Enter your company data |
| W2-HL-nn | High Line defined description | Pay Component | Enter your company data |
| W2-HL-10 | High Line 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 contribution) | Element | W2-SUI-TAX-EE |
| W2-SUI-TAX-ER | State SUI Tax (Employer contribution) | 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 contribution) | Element | W2-SDI-TAX-EE |
| W2-SDI-TAX-ER | State SDI Tax (Employer contribution) | 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 |
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