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!!!ALABAMA ANNUAL AND QUARTERLY REPORTING
!!What's New for Tax Year 2013
The following changes have been noted for reporting W2 wages to the Federal government:
*W2 File - RA Record – Submitter Record: New specifications have been added to the ‘Contact
E-Mail/Internet’ (positions 446-485) field.
* W2 File - RE Record – Employer Record: The ‘Other EIN’ (positions 31-39) is now applicable
to all tax jurisdiction codes.
* W2 File - RE Record – Employer Record: Five new fields have been added to the RE Employer
Record (position 222-218)
\\o Employer Contact Name (positions 222-248)
\\o Employer Contact Phone Number (positions 249-263)
\\o Employer Contact Phone Extension (positions 264-268)
\\o Employer Contact Fax Number (positions 269-278)
\\o Employer Contact E-Mail/Internet (positions 279-318)
!!Set Up
This document contains abbreviated set up requirement for the state of Vermont only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required.
!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Alabama.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Alabama.
*'W2 STATE MEDIA FILING' - Must be '02' to generate AL State magnetic media file for AL State only.
!!State File Procedures
*For 2013 reporting, the Alabama Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format
*The Alabama Department of Labor also accepts UI wage filing via media using the [ICESA] format.
*Records required for the W2 reporting are: Code A,E,S,T,F.
*The only required Record code for W2 filing is RS
*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|IDGV#VariablesTab]:W2 STATE MEDIA FILING 02 State requires its own file, do not include other State information in the State file.
!Annual W2 Wage Reporting EFW2
[RPYEU] must be run and the following selected to generate Alabama State UI Wage file information:
|Media Format|State File Format
|Select State|Alabama, USA
|Report List Filters, Select State|Alabama, USA
|Parameters, Annual Form Code|(must be left blank in order to produce the EFW2 file format)
|Parameters, Period Type|Year
|Parameters, Period End Date|Year End Date (i.e. 31-Dec-2013)
|Parameters, Media Format|State File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
!!State Magnetic Media Reporting EFW2 Format
%%information Note: Columns coded with AL indicates it is a Alabama specific requirement which is not the standard record format%%
!Record Name: Code RS - State Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-9 AL|Varies Fields\\ \\Not required|
|10-18 AL|Social Security Number|Derived from [IDFDV] Field Identifier: W2-EE-SSN\\ \\If an invalid SSN is encountered, this field is entered with zeroes
|19-33 AL|Employee First Name|Derived from [IDFDV] Field Identifier: W2-EE-FIRST-NAME
|34-48 AL|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: W2-EE-MIDDLE
|49-68 AL|Employee Last Name|Derived from [IDFDV] Field Identifier: W2-EE-LAST-NAME
|69-247 AL|Varies Fields\\ \\Not required|
|248-266 AL|State Employer Account Number and Federal Employer Identification Number|Derived from [IDFDV] Field Identifier: W2-STATE-REGIST for the reporting state\\ \\For the state of Alabama, this number should contain the State ER Number in columns 248-257 (right justify and zero fill, and the Federal ER ID Number in columns 258-266)
|267-273|Not Required|
|274-275|State code, or the appropriate FIPS postal numeric code|Derived from the State being reported\\ \e.g. Alabama state code is AL, FIPS postal numeric code is "01" (either is acceptable)
|276-286|State Taxable Wages|Derived from [IDFDV] Field Identifier: W2-ST-WAGE-HOME and W2-ST-WAGE-WORK
|287-297|State Income Tax Withheld|Derived from [IDFDV] Field Identifier: W2-ST-TAX-HOME and W2-ST-TAX-WORK
|298-307 AL|Federal Income Tax withheld|
|308-337 AL|Blank|
|338-348 AL|Use to report 1099 income from which Alabama tax was withheld\\ \\Zeros|
|349-392 AL|Blank|
|393-396 AL|Payment Year\\ \\Enter year for which this report is being prepared|
|397-512 AL|Not required|
!!State Quarterly UI Wage Reporting Standard Format
[RPYEU] must be run and the following selected to generate Alabama State file information:
|Media Format|State SUI File Format
|Select State|Alabama, USA
* The state of Alabama must be selected in the 'Report List Filters'.
*Annual Form Code - Use the standard supplied form code HL$US-W2-2014. The Variables need to be entered in this form code for specific use in the installation.
*The âQuarterly Form Codeâ must be entered in order to produce UI wage file in Standard format.
*Use the supplied form code 'HL$US-QTR-2013'. The Variables need to be entered in this form code for specific use in the installation.
*Period Type:Quarter
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2013
*Media File Type:State SUI File Format\\ \\
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
!!State UI UI Wage Magnetic Media Reporting Standard File Format
%%information Please note that the following Not Required fields may or may not always contain blanks.%%
%%information Note: Columns coded with 'AL' indicate that the column is a Alabama specific requirement which is not the standard record format%%
!Record Name: Code A - Transmitter Record
||Column||Description||Source
|1-1|Record Identifier|Constant A
|2-5 AL|Year\\ \\Enter year for which this report is being prepared |From user specified FROM-TO period converted to YYYY
|6-14|Transmitters Federal EIN\\ \\Enter only numeric characters; omit hyphens, prefixes and suffixes\\ \\This is always obtained from the State SUI registration|Derived from [IDFDV] Field Identifier: TRAN EIN
|15-18 AL|Taxing Entity Code|Constant UTAX
|19-23 AL|Blank|
|24-73|Transmitter Name\\ \\Enter the transmitter name of the organization submitting the file|Derived from [IDFDV] Field Identifier: TRAN NAME
|74-113|Transmitter Street Address\\ \\Enter the street address of the organization submitting the file|Derived from [IDFDV] Field Identifier: TRAN ADDRESS
|114-138|Transmitter City\\ \\Enter the city of the organization submitting the file|Derived from [IDFDV] Field Identifier: TRAN CITY
|139-140|Transmitter State\\ \\Enter the standard two character FIPS postal abbreviation|Derived from [IDFDV] Field Identifier: TRAN STATE
|141-153 AL|Blank|
|154-158|Transmitter ZIP Code\\ \\Enter a valid ZIP code|Derived from [IDFDV] Field Identifier: TRAN ZIP CODE
|159-275 AL|Blank|
!Record Name: Code B - Authorization Record (not required)
||Column||Description||Source
|1-1|Record Identifier|Constant B
|2-5 |Reporting Period\\ \\Month end date of the quarter for which this report is being prepared (i.e. 0913 for third quarter of 2013)|
|6-14|Transmitters Federal EIN\\ \\Enter only numeric characters\\ \\BASIC EIN|
|15-22|Computer\\ \\Enter the manufacturers name|Derived from [IDFDV] Field Identifier: BASIC COMPUTER
|23-24|Internal Label\\ \\ SL, NS, NL, AL, or blank for diskette|Derived from [IDFDV] Field Identifier: BASIC INTERNAL LABEL (seq 2100, first 2 characters)
|25-25|Blank|
|26-27|Density\\ \\16, 62, 38, or blank for diskette|Derived from [IDFDV] Field Identifier: BASIC DENSITY (seq 2110)
|28-30|Recording Code (Character Set)\\ \\EBC, or ASC. Always ASC for diskette|Derived from [IDFDV] Field Identifier: BASIC RECORDING MODE (seq 2120, first 3 characters)
|31-275 |Blank|
!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant E
|2-5 AL|Reporting Period\\ \\Month end date of the quarter for which this report is being prepared (i.e. 0913 for third quarter of 2013)|
|6-14|Federal EIN\\ \\Enter only numeric characters|Derived from the [IDGV] State SUI Registration
|15-23|Blank|
|24-73|Employer Name\\ \\Enter the first 50 positions of the employers name exactly as registered with the state UI agency|Derived from the Entity
|74-158 AL|Blank|
|159-159 AL|Name Code|Constant S to indicate that surname appears first
|160-160|Type of Employment\\ \\A, F, H, M, Q, R, or X|Derived from [IDFDV] Field Identifier: TYPE OF EMPLOYMENT
|161-162|Blocking Factor\\ \\Enter blocking factor of the file, not to exceed 85\\ \\Enter blanks for diskette.
|163-27 AL|Blank|
!Record Name: Code S Employee Wage Record
||Column||Description||Source
|1-1|Record Identifier|Constant S
|2-10|Social Security Number\\ \\Employees social security number; if not known, enter I in position 2 and blanks in position 3-10|
|11-37 AL|Employee Name\\ \\Enter employee name as per Name Code S (surname first, followed by first name)|
|38-123 AL|Blank|
|124-125 AL|State Code\\ \\Use standard FIPS postal abbreviation |Constant AL for Alabama
|126-127 AL|Blank|
|128-131 AL|Reporting Period\\ \\Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003)|
|132-140 AL|State Quarterly Total Wages\\ \\Enter total wages subject to state tax|
|141-150 AL|State Unemployment Insurance Account Number\\ \\Enter the DIR tax account number\\ \\SUI Registration Number from [IDGV]|
|151-275 AL|Blank|
!Record Name: Code T - Total Record
||Column||Description||Source
|1-1|Record Identifier|Constant T
|2-8|Total Number of Employees\\ \\The total number of S records since the last E record|
|9-21 AL|State QTR Total Gross Wages for employer\\ \\QTR gross wages subject to all taxes\\ \\Total of this field on all S records since the last E record|
|22-275 AL|Blank|
!Record Name: Code F - Final Record
||Column||Description||Source
|1-1|Record Identifier|Constant âFâ
|2-8 AL|Total Number of Employees in File\\ \\Enter the total number of âSâ records in the entire file|
|9-275 AL|Blank|
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![Notes|Edit:Internal.Tax Reporting - AL]
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