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!!!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|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 defined as '02' to generate the State magnetic media file for AL State only

!!State File Procedures
*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.
*The only required Record Code for W2 filing is RS
*Optional Record Codes for W2 reporting are: RA, RE, RT, RF

*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' must be defined as '02 State requires its own file'.  Do not include other State information in the State file.

!Annual W2 Magentic Media Wage Reporting - EFW2 Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama State file information: \\ \\
__Report Parameters__
|Annual Form Code|Use the standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Year
|Period End Date|Year End Date, such as 31-Dec-YYYY
|Media Format|State File Format
|Directory Name|__Must be defined or an output file will not be generated__
|Media File Name|__Must be defined or an output file will not be generated__

\\
__Report Filters__
|Select State|Alabama, USA


!!Annual W2 Electronic File Specifications
%%information 1. __The only required Record Code for W2 filing is RS__ \\2. 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|Not required|
|248-257 AL|State Employer Account Number|Derived from [IDFDV] Field Identifier: W2-STATE-REGIST for the reporting state|
|258-266 AL|Federal Employer Identification Number|Derived from [IDFDV] Field Identifier: W2-FED-REGIST for the reporting federal government|
|267-273|Not Required|
|274-275|State code, or the appropriate FIPS postal numeric code|Derived from the State being reported\\   Example: 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|Other Income|Use to report 1099 income from which Alabama tax was withheld. \\Zero fill if not applicable|
|349-392 AL|Blank|
|393-396 AL|Payment Year\\Enter year this report is being prepared for|
|397-512 AL|Not required|

!!State Quarterly UI Wage Reporting  - ICESA Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama State file information: \\ \\
__Report Parameters__
|Annual Form Code|Use the standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Quarter
|Period End Date|Enter the quarter end date, such as 30-Jun-20YY
|Media Format|State SUI File Format
|Directory Name|__Must be defined or an output file will not be generated__
|Media File Name|__Must be defined or an output file will not be generated__

\\
__Report Filters__
|Select State|Alabama, USA


!!State UI Magnetic Media Wage Reporting - ICESA File Format
%%information 1. Please note that the following 'Not Required' fields may or may not always contain blanks. \\2. Columns coded with 'AL' indicate that the column is a Alabama State 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 the year this report is being prepared for|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|Enter the month end date of the quarter this report is being prepared for.  Example: 0916 for third quarter of 2016
|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|Year|Enter the year this quarterly report is being prepared for (YYYY).  
|6-15|Federal EIN|Enter only numeric characters. \\Derived from the [IDGV] State SUI Registration
|16-23|Blank|
|24-74|Employer Name|Enter the first 50 positions of the employer's name exactly as registered with the state UI agency. \\Derived from the Entity 
|74-138	AL|Blank|
|139-140 AL|State Code|Constant "01"
|141-166|Blank|
|167-171 AL|Taxing Entity Code|Constant "UTAX"
|172 AL|Blank|
|173-183 AL|Employer Account Number| |
|184-187 AL|Blank|
|188-190|Quarter|Enter the two digit month of the last quarter this report is being prepared for.  Example: '09' means 3rd quarter
|191-275|Blank|

!Record Name: Code S - Employee Wage Record 
||Column||Description||Source    
|1-1|Record Identifier|Constant "S"
|2-10|Social Security Number|Employee's social security number.  If not known, enter 'I' in position 2 and blanks in position 3-10
|11-30 AL|Employee Last Name| |
|31-42 AL|Employee First Name| |
|43 AL|Middle Initial| |
|44-45 AL|State Code|Use the standard FIPS postal abbreviation. \\Constant "AL" for Alabama
|46-49|Quarter and Year|Enter the two digit month of the last quarter followed by the last two digits of the year this report is being prepared for.  \\Example 0916 means 3rd quarter 2016
|50-63 AL|Wages|Enter total wages subject to state tax.  No decimals
|64-146|Blank
|147-156 AL|State Unemployment Insurance Account Number|Enter the DIR tax account number.  Derived from the SUI Registration Number from [IDGV]|
|157-275 AL|Blank| |

!Record Name: Code T - Total Record	
||Column||Description||Source
|1-1|Record Identifier|Constant "T"
|2-8|Reported Total Number of Employees|The total number of 'S' records since the last 'E' record
|13-26 AL|State QTR Total Gross Wages for employer|QTR gross wages subject to all taxes. No decimals.\\Total of this field on all 'S' records since the last 'E' record
|27-275	AL|Blank|		

!Record Name: Code F - Final Record	
||Column||Description||Source
|1-1|Record Identifier|Constant "F"
|2-11 AL|Reported Total Number of Employees|Enter the total number of 'S' records in the entire file
|12-275 AL|Blank|
 
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![Notes|Edit:Internal.Tax Reporting - AL]
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