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!!!ALABAMA ANNUAL AND QUARTERLY REPORTING
 
!!What's New for Tax Year 2012
The following changes have been noted for reporting W2 wages to the Federal government:
*(W2 File) The 'Preferred Method of Problem Notification Code' field inthe 'RA' record (position 499) has been removed and now shown as filler.
*(W2 File) The 'Military Employee Basic Quarters, Subsistence and Combat Pay' field in the 'RW' record (positions 342-352) has been removed.
*(W2 File) The 'Military Employee Basic Quarters, Subsistence and Combat Pay' field in the 'RT' record (positions 220-234) has been removed.
 
!!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 2012 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-2012)
|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$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
*The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in Standard format. 
*Use the  supplied form code 'HL$US-QTR-2012'. 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-2012
*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|Transmitter’s 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. 0903 for third quarter of 2003)|
|6-14|Transmitter’s Federal EIN\\   \\Enter only numeric characters\\   \\BASIC EIN|
|15-22|Computer\\   \\Enter the manufacturer’s 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. 0903 for third quarter of 2003)|
|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 employer’s 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\\   \\Employee’s 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 ‘F’
|2-8 AL|Total Number of Employees in File\\   \\Enter the total number of ‘S’ records in the entire file|
|9-275 AL|Blank|
 
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![Notes|Edit:Internal.Tax Reporting - AL]
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