Table of Contents
- ALABAMA ANNUAL AND QUARTERLY REPORTING
- Set Up
- IDGV - State Registration
- State File Procedures
- Annual W2 Magentic Media Wage Reporting - EFW2 Format
- Annual W2 Electronic File Specifications
- Record Name: Code RS - State Record
- State Quarterly UI Wage Reporting - ICESA Format
- State UI Magnetic Media Wage Reporting - ICESA 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 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#
1. The only required Record Code for W2 filing is RS2. 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 | 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 | Other Income | Use to report 1099 income from which Alabama tax was withheld. Zero fill if not applicable | |
| 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 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#
1. Please note that the following 'Not Required' fields may or may not always contain blanks.2. 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. Derived from the 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 |
