ALABAMA ANNUAL AND QUARTERLY REPORTING#

Set Up#

This document contains abbreviated set up requirements for the State of Alabama only. Please refer to the general document (Tax Reporting - US General) for other setup procedures that may also be required.

IDGV - State Registration#

  • The IDGV Definition tab must be set up for 'State Registration' for State/Province: Alabama
  • The IDGV Variables tab must be set up for 'State Registration' for State/Province: Alabama
  • 'W2 STATE MEDIA FILING' - Must be '02' to generate Alabama State magnetic media file for Alabama State only.

State File Procedures#

The Alabama Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format
  • The only required Record code for W2 filing is RS

The Alabama Department of Labor also accepts UI wage filing via media using the ICESA format.
  • Records required for the UI reporting are: Code A, E, S, T and F.

Alabama State requires to file the AL State file by itself, therefore IDGV must be set up as follows:
  • For State Registration of Alabama, the IDGV Variables:
    • 'W2 STATE MEDIA FILING' must be set to '02' State requires its own file, do not include other State information in the State file.

Annual W2 Wage Reporting – EFW2 Format#

RPYEU must be run with the following report parameters and filters selected to generate the Alabama State file information:

RPYEU Report Parameters

Annual Form CodeUse standard form code, such as 'HL$US-W2-YYYY'
Period TypeMandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period.
Media FormatMandatory. Set to State File Format
Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File NameMandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Alabama, USA

State Magnetic Media Reporting - EFW2 Format#

NOTE: Columns coded with AL indicate it is an Alabama specific requirement which is not the standard record format

Record Name: Code RS - State Record (Specific to the State of Alabama)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State CodeEnter the appropriate FIPS postal numeric code.
Derived from the State being reported, from IDFDV sequence 7000
5-9Taxing Entity CodeDefined by State/local agency.
10-18Social Security NumberEnter the employee's SSN. If no SSN is available, enter zeros.
Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
19-33Employee First NameEnter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier.
34-48Employee Middle Name or InitialIf applicable, enter the employee's middle name or initial.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier.
49-68Employee Last NameEnter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier.
69-72Employee SuffixIf applicable, enter the employee's alphabetic suffix.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier.
73-94Employee Location AddressEnter the employee's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier.
95-116Employee Delivery AddressEnter the employee's delivery address.
Left justify and fill with blanks.
Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier.
117-138Employee CityEnter the employee's city.
Left justify and fill with blanks.
Derived from the 'W2-EE-CITY’ IDFDV Field Identifier.
139-140Employee State AbbreviationEnter the employee's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier.
141-145Employee ZIP CodeEnter the employee's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier.
146-149Employee ZIP Code ExtensionEnter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier.
150-154BlankFill with blanks. Reserved for SSA use.
155-177Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
178-192Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
193-194Country CodeIf one of the following applies, fill with blanks:

* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
Derived from IDFDV, Field Identifier: ‘W2-EE-COUNTRY
Locations 195 to 267
Apply to Quarterly Unemployment Reporting
If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.
Please read the document Tax Reporting - US General for details on quarterly reporting.

195-196Optional CodeDefined by State/local agency.
Applies to unemployment reporting.
197-202Reporting PeriodEnter the last month and four-digit year for the calendar quarter that this report applies.
Applies to unemployment reporting.
203-213State Quarterly Unemployment Insurance Total WagesEnter the total State QTR UI total wages
Right justify and zero fill.
Applies to unemployment reporting.
214-224State Quarterly Unemployment Insurance Total Taxable WagesEnter the total QTR UI total taxable wages
Right justify and zero fill.
Applies to unemployment reporting.
225-226Number of Weeks WorkedDefined by State/local agency.
Applies to unemployment reporting.
227-234Date First EmployedEnter the month, day and four-digit year.
Applies to unemployment reporting.
235-242Date of SeparationEnter the month, day and four-digit year.
Applies to unemployment reporting.
243-247BlankFill with blanks. Reserved for SSA use.
248-257 ALState Employer Account NumberEnter the Alabama Withholding Tax Account Number.
258-266 ALFederal Employer Identification NumberEnter the employer's FEIN
267-273BlankFill with blanks. Reserved for SSA use.
Locations 274 to 337
Apply to Income Tax Reporting
If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.

274-275State codeEnter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’
Derived from the State being reported.
Applies to income tax reporting.
276-286State Taxable WagesRight justify and zero fill.
Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
287-297State Income Tax WithheldRight justify and zero fill.
Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
298-307 ALFederal Income Tax WithheldEnter the total federal income tax withheld
308Tax Type CodeEnter the appropriate code for entries in fields 309-330:
* C = City Income Tac
* D = County Income Tax
* E = School District Income Tax
* F = Other Income Tax.
Applies to income tax reporting.
309-319Local Taxable WagesTo be defined by State/local agency.
Applies to income tax reporting.
320-330Local Income Tax WithheldTo be defined by State/local agency.
Applies to income tax reporting.
331-337State Control NumberOptional.
Applies to income tax reporting.
338-348 ALOther IncomeOnly use this field to report other income reported on 1099, W2G, etc. from which Alabama tax was withheld.
Zero fill if not applicable.
349-392 ALBlankFill with blanks
393-396 ALPayment YearEnter the year that is being reported, in YYYY format
397-412Supplemental Data 1To be defined by user.
413-487Supplemental Data 2To be defined by user.
488-512BlankFill with blanks. Reserved for SSA use.

State Quarterly UI Wage Reporting - ICESA Format#

The State of Alabama Department of Labor accepts filing of Quarterly UI wages via magnetic media using the ICESA format.
  • The Records required the UI wage reporting are Codes: A, E, S, T and F

RPYEU must be run with the following report parameters and filters selected to generate the Alabama UI wage file information:

RPYEU Report Parameters

Annual Form CodeUse standard form code, such as 'HL$US-W2-20YY'
Quarterly Form CodeUse the standard form code ‘HL$US-QTR-20YY.
Must be entered in order to generate the Alabama UI wage file in the ICESA format
Govt Interface FormatMandatory. Enter HL$US-QTR-MM20YY
Period TypeMandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
Media FormatMandatory. Set to State SUI File Format
Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File NameMandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Alabama, USA

State UI Wage Magnetic Media Reporting - ICESA Format#

NOTE: The following 'Not Required' fields may or may not always contain blanks.
NOTE: Columns coded with 'AL' indicate that it is an Alabama specific requirement which is not the standard record format

Record Name: Code A - Transmitter Record (Specific to the State of Alabama)#

ColumnDescriptionSource
1-1Record IdentifierConstant "A"
2-5 ALBlankFill with blanks
6-14Transmitters Federal EINEnter the transmitter's FEIN.
Numeric characters only. Omit hyphens, prefixes and suffixes
Derived from the State SUI registration, from IDFDV Field Identifier: 'TRAN EIN'
15-18 ALTaxing Entity CodeConstant "UTAX"
19-23 ALBlankFill with blanks
24-73Transmitter NameEnter the transmitter's name of the organization submitting the file
Derived from IDFDV Field Identifier: 'TRAN NAME'
74-275 ALBlankFill with blanks

Record Name: Code E - Employer Record #

ColumnDescriptionSource
1-1Record IdentifierConstant "E"
2-5 ALYearEnter the year that is being reported, in YYYY format
6-14Federal EINEnter the employer's FEIN
Numeric characters only
Derived from the IDGV State SUI Registration
15-23Blank
24-73Employer NameEnter the employer's name exactly as registered with the State UI agency
Derived from the Entity
74-138 ALBlankFill with blanks
139-140 ALState CodeEnter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’
141-166 ALBlankFill with blanks
167-170 ALTaxing Entity CodeConstant "UTAX"
171-172 ALBlankFill with blanks
173-182 ALEmployer Account NumberEnter the employer's UI account number
183-187 ALBlankFill with blanks
188-189 ALQuarterEnter the quarter number that is being reported.
Options are: 03, 06, 09 or 12
190-275 ALBlankFill with blanks

Record Name: Code S Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant "S"
2-10Social Security NumberEnter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeroes
Omit hyphens
Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
11-30 ALEmployee Last NameEnter the employee's last name
Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
31-42 ALEmployee First NameEnter the employee's first name
Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
43 ALEmployee Middle InitialEnter the employee's middle initial, if applicable. Leave blank if no middle initial
Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
44-45 ALState CodeEnter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’
46-49 ALQuarter and YearEnter the quarter number and the last two digits of the year being reported.
Example: 0620 = second quarter of 2020
50-63 ALWagesEnter the total State QTR gross wages
Right justify and zero fill
Derived from the total Quarterly wages subject to all taxes
64-146 ALBlankFill with blanks
147-156 ALEmployer Account NumberEnter the employer's UC account number
Derived from the SUI Registration Number defined on IDGV
157-275 ALBlankFill with blanks

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1Record IdentifierConstant "T"
2-8Reported Total EmployeesEnter the total number of S records since the last 'E' record
9-12 ALBlankFill with blanks
13-26 ALReported Total WagesEnter the State QTR Total Gross Wages for employer subject to all taxes
Derived from the total of this field on all 'S' records since the last 'E' record
27-275 ALBlankFill with blanks

Record Name: Code F - Final Record #

ColumnDescriptionSource
1-1Record IdentifierConstant "F"
2-11 ALReported Total EmployeesEnter the total number of 'S' records in the entire file
12-275 ALBlankFill with blanks

Notes#

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