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 format

Record 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

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Notes#

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