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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 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 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:'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#

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
248-257 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	Use to report 1099 income from which Alabama tax was withheld Zeros
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#

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#

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 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 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#

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