Table of Contents
- ALABAMA ANNUAL AND QUARTERLY REPORTING
- Set Up
- IDGV - State Registration
- State File Procedures
- Annual W2 Wage Reporting – EFW2 Format
- State Magnetic Media Reporting - EFW2 Format
- Record Name: Code RS - State Record (Specific to the State of Alabama)
- State Quarterly UI Wage Reporting - ICESA Format
- State UI Wage Magnetic Media Reporting - ICESA Format
- Record Name: Code A - Transmitter Record (Specific to the State of Alabama)
- Record Name: Code E - Employer Record
- Record Name: Code S Employee Wage Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Notes
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 Code | Use standard form code, such as 'HL$US-W2-YYYY' |
Period Type | Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting. |
Period End Date | Mandatory. Defines the end date of the reporting period. |
Media Format | Mandatory. 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 Name | Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced |
RPYEU Report Filters
Select State: 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 formatRecord Name: Code RS - State Record (Specific to the State of Alabama)#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RS" |
3-4 | State Code | Enter the appropriate FIPS postal numeric code. Derived from the State being reported, from IDFDV sequence 7000 |
5-9 | Taxing Entity Code | Defined by State/local agency. |
10-18 | Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
19-33 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
34-48 | Employee Middle Name or Initial | If 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. |
49-68 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
69-72 | Employee Suffix | If 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. |
73-94 | Employee Location Address | Enter 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. |
95-116 | Employee Delivery Address | Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier. |
117-138 | Employee City | Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier. |
139-140 | Employee State Abbreviation | Enter 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. |
141-145 | Employee ZIP Code | Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier. |
146-149 | Employee ZIP Code Extension | Enter 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. |
150-154 | Blank | Fill with blanks. Reserved for SSA use. |
155-177 | Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
178-192 | Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
193-194 | Country Code | If 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.
195-196 | Optional Code | Defined by State/local agency. Applies to unemployment reporting. |
197-202 | Reporting Period | Enter the last month and four-digit year for the calendar quarter that this report applies. Applies to unemployment reporting. |
203-213 | State Quarterly Unemployment Insurance Total Wages | Enter the total State QTR UI total wages Right justify and zero fill. Applies to unemployment reporting. |
214-224 | State Quarterly Unemployment Insurance Total Taxable Wages | Enter the total QTR UI total taxable wages Right justify and zero fill. Applies to unemployment reporting. |
225-226 | Number of Weeks Worked | Defined by State/local agency. Applies to unemployment reporting. |
227-234 | Date First Employed | Enter the month, day and four-digit year. Applies to unemployment reporting. |
235-242 | Date of Separation | Enter the month, day and four-digit year. Applies to unemployment reporting. |
243-247 | Blank | Fill with blanks. Reserved for SSA use. |
248-257 AL | State Employer Account Number | Enter the Alabama Withholding Tax Account Number. |
258-266 AL | Federal Employer Identification Number | Enter the employer's FEIN |
267-273 | Blank | Fill 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.
274-275 | State code | Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’ Derived from the State being reported. Applies to income tax reporting. |
276-286 | State Taxable Wages | Right justify and zero fill. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
287-297 | State Income Tax Withheld | Right 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 AL | Federal Income Tax Withheld | Enter the total federal income tax withheld |
308 | Tax Type Code | Enter 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. |
309-319 | Local Taxable Wages | To be defined by State/local agency. Applies to income tax reporting. |
320-330 | Local Income Tax Withheld | To be defined by State/local agency. Applies to income tax reporting. |
331-337 | State Control Number | Optional. Applies to income tax reporting. |
338-348 AL | Other Income | Only 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 AL | Blank | Fill with blanks |
393-396 AL | Payment Year | Enter the year that is being reported, in YYYY format |
397-412 | Supplemental Data 1 | To be defined by user. |
413-487 | Supplemental Data 2 | To be defined by user. |
488-512 | Blank | Fill 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 Code | Use standard form code, such as 'HL$US-W2-20YY' |
Quarterly Form Code | Use the standard form code ‘HL$US-QTR-20YY. Must be entered in order to generate the Alabama UI wage file in the ICESA format |
Govt Interface Format | Mandatory. Enter HL$US-QTR-MM20YY |
Period Type | Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting. |
Period End Date | Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format |
Media Format | Mandatory. 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 Name | Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced |
RPYEU Report Filters
Select State: 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)#
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant "A" |
2-5 AL | Blank | Fill with blanks |
6-14 | Transmitters Federal EIN | Enter 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 AL | Taxing Entity Code | Constant "UTAX" |
19-23 AL | Blank | Fill with blanks |
24-73 | Transmitter Name | Enter the transmitter's name of the organization submitting the file Derived from IDFDV Field Identifier: 'TRAN NAME' |
74-275 AL | Blank | Fill with blanks |
Record Name: Code E - Employer Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant "E" |
2-5 AL | Year | Enter the year that is being reported, in YYYY format |
6-14 | Federal EIN | Enter the employer's FEIN Numeric characters only Derived from the IDGV State SUI Registration |
15-23 | Blank | |
24-73 | Employer Name | Enter the employer's name exactly as registered with the State UI agency Derived from the Entity |
74-138 AL | Blank | Fill with blanks |
139-140 AL | State Code | Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’ |
141-166 AL | Blank | Fill with blanks |
167-170 AL | Taxing Entity Code | Constant "UTAX" |
171-172 AL | Blank | Fill with blanks |
173-182 AL | Employer Account Number | Enter the employer's UI account number |
183-187 AL | Blank | Fill with blanks |
188-189 AL | Quarter | Enter the quarter number that is being reported. Options are: 03, 06, 09 or 12 |
190-275 AL | Blank | Fill with blanks |
Record Name: Code S Employee Wage Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant "S" |
2-10 | Social Security Number | Enter 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 AL | Employee Last Name | Enter the employee's last name Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ |
31-42 AL | Employee First Name | Enter the employee's first name Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ |
43 AL | Employee Middle Initial | Enter the employee's middle initial, if applicable. Leave blank if no middle initial Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ |
44-45 AL | State Code | Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’ |
46-49 AL | Quarter and Year | Enter the quarter number and the last two digits of the year being reported. Example: 0620 = second quarter of 2020 |
50-63 AL | Wages | Enter the total State QTR gross wages Right justify and zero fill Derived from the total Quarterly wages subject to all taxes |
64-146 AL | Blank | Fill with blanks |
147-156 AL | Employer Account Number | Enter the employer's UC account number Derived from the SUI Registration Number defined on IDGV |
157-275 AL | Blank | Fill with blanks |
Record Name: Code T - Total Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant "T" |
2-8 | Reported Total Employees | Enter the total number of S records since the last 'E' record |
9-12 AL | Blank | Fill with blanks |
13-26 AL | Reported Total Wages | Enter 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 AL | Blank | Fill with blanks |
Record Name: Code F - Final Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant "F" |
2-11 AL | Reported Total Employees | Enter the total number of 'S' records in the entire file |
12-275 AL | Blank | Fill with blanks |