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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 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 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:‘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#

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$US-W2-2014. The Variables need to be entered in this form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in Standard format.
• Use the supplied form code 'HL$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#

Please note that the following ‘Not Required’ fields may or may not always contain blanks. 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. 0913 for third quarter of 2013)
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. 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 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#

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