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ALABAMA ANNUAL AND QUARTERLY REPORTING#

What's New for Tax Year 2011#

There are no noted file format changes in wage reporting for tax year 2011 for the state of Alabama.

Set Up#

This document contains abbreviated set up requirement for the state of Vermont only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration#

• The IDGV Definitiontab 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 20xx 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 E,S,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 File Format#

RPYEU must be run and the following selected to generate Vermont state file information:

Report List Filters, Select State:	Vermont, USA
Parameters, Annual Form Code:	(example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format:	State File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

Required record codes are ‘RA’, ‘RE’, ‘RW’, ‘RS’, ‘RT’, and ‘RF’.

State Magnetic Media Reporting - EFW2 File Format#

Record Name: Code RA - Transmitter Record (Same as the Federal Code RA) #

Column	Description	Source
1-2	Record Id

State Quarterly UI Wage Reporting - ICESA File Format#

RPYEU must be run and the following selected to generate Vermont state UI Wage file information:

Media Format:	State SUI File Format
Select State:	Vermont, USA

• The state of Vermont must be selected in the 'Report List Filters'.
• Annual Form Code - Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$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-2011
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting – ICESA format#

Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns with VT indicates it is a Vermont specific requirement which is not the standard record format

Record Name: Code E - Employer Record #

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Notes#

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Annual W2 wage reporting – EFW2

- The user must run RPYEU and select the following to generate Alabama State 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-2011) 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

Position Description

1-2 - Record Identifier - Constant "RS"

3-9 AL - Varies Fields - Not required

10-18 AL - Social Security Number - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’

34-48 AL - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’

49-68 AL - Employee Last Name - Derived from IDFDV screen, 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 screen, 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 - system 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 screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’

287-297 - State Income Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’

298-307 AL - Federal Income Tax withheld

308-337 AL - Blanks

338-348 AL - Use to report 1099 income from which Alabama tax was withheld. - zeros.

349-392 AL - Blanks

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

- The user must run RPYEU and select the following to generate Alabama State file information: Media Format: - State SUI File Format Select State: - Alabama, USA

- Client must select state ALABAMA in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in Standard format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - Period Type: Quarter. - Period End Date: Enter the quarter end date, i.e. 30-Jun-2011. - 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 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 indicates it is a Alabama specific requirement which is not the standard record format

Record name: Code A - Transmitter Record

Column Description

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 screen, Field Identifier: ‘TRAN EIN’

15-18 AL - Taxing Entity Code - Constant ‘UTAX’.

19-23 AL - Blanks.

24-73 - Transmitter Name. - Enter the transmitter name of the organization submitting the file - Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’

74-113 - Transmitter Street Address. - Enter the street address of the organization submitting the file - Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’

114-138 - Transmitter City. - Enter the city of the organization submitting the file - Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’

139-140 - Transmitter State. - Enter the standard two character FIPS postal abbreviation. - Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’

141-153 AL - Blanks.

154-158 - Transmitter ZIP Code. - Enter a valid ZIP code - Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’

159-275 AL - Blanks Record name: Code B - Authorization Record

Column Description

1-1 - Record Identifier. - Constant ‘B’

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 - Transmitter’s Federal EIN. - Enter only numeric characters - BASIC EIN

15-22 - Computer. - Enter the manufacturer’s name - Derived from IDFDV screen, Field Identifier: ‘BASIC COMPUTER’

23-24 - Internal Label. - ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette - Derived from IDFDV screen, 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 screen, Field Identifier: ‘BASIC DESITY’ (seq 2110)

28-30 - Recording Code (Character Set). - “EBC’, or ‘ASC’. Always ‘ASC’ for diskette - Derived from IDFDV screen, Field Identifier ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters).

31-275 AL - Blanks.

Record name: Code E - Employer Record

Column Description

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 - Blanks.

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 - Blanks.

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 screen, Field Identifier: ‘TYPE OF EMPLOYMENT’

161-162 - Blocking Factor. - Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.

163-275 AL - Blanks.

Record name: Code S – Employee Wage Record

Column Description

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 - Blanks.

124-125 AL - State Code - Use standard FIPS postal abbreviation - Constant ‘AL’ for Alabama.

126-127 AL - Blanks.

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 - Blanks.

Record name: Code T - Total Record

Column Description

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 - Blanks.

Record name: Code F - Final Record

Column Description

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 - Blanks.