Table of Contents
- ALABAMA ANNUAL AND QUARTERLY REPORTING
- What's New for Tax Year 2011
- 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
- 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#
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#
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-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 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 | ||
| 248-266 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$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in Standard format.
- Use the supplied form code 'HL$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.
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 - 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#
| Column | Description | Source |
|---|
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 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 DESITY’ (seq 2110)
28-30 - Recording Code (Character Set). - “EBC’, or ‘ASC’. Always ‘ASC’ for diskette|Derived from IDFDV Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters).
31-275 AL|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. 0903 for third quarter of 2003).
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.
163-275 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|
