Table of Contents
- ALABAMA ANNUAL AND QUARTERLY REPORTING
- Set Up
- IDGV - State Registration
- State File Procedures
- Annual W2 Wage Reporting EFW2
- State Magnetic Media Reporting EFW2 Format
- Record Name: Code RS - State Record
- State Quarterly UI Wage Reporting Standard Format
- State UI UI Wage Magnetic Media Reporting Standard File Format
- Record Name: Code A - Transmitter Record
- Record Name: Code B - Authorization Record (not required)
- Record Name: Code E - Employer Record
- Record Name: Code S Employee Wage Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Notes
ALABAMA ANNUAL AND QUARTERLY REPORTING#
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-2016) |
| 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 formatRecord 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 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$US-W2-2017. The Variables need to be entered in this form code for specific use in the installation.
- The Quarterly Form Code must be entered in order to produce UI wage file in Standard format.
- Use the supplied form code 'HL$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-2016
- 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 formatRecord 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 | 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 Month end date of the quarter for which this report is being prepared (i.e. 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 | Reporting Period Month end date of the quarter for which this report is being prepared (i.e. 0916 for third quarter of 2016) | |
| 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 employers 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 Employees 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. 0916 for third quarter of 2016) | |
| 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 |
