Table of Contents

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 (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 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 FormatState File Format
Select StateAlabama, USA
Report List Filters, Select StateAlabama, USA
Parameters, Annual Form Code(must be left blank in order to produce the EFW2 file format)
Parameters, Period TypeYear
Parameters, Period End DateYear End Date (i.e. 31-Dec-2011)
Parameters, Media FormatState 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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-9 ALVaries Fields

Not required
10-18 ALSocial Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’

If an invalid SSN is encountered, this field is entered with zeroes
19-33 ALEmployee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
34-48 ALEmployee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68 ALEmployee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-247 ALVaries Fields

Not required
248-266 ALState Employer Account Number and Federal Employer Identification NumberDerived 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)
267-273Not Required
274-275State code, or the appropriate FIPS postal numeric codeDerived from the State being reported
\e.g. Alabama state code is “AL”, FIPS postal numeric code is "01" (either is acceptable)
276-286State Taxable WagesDerived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297State Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-307 ALFederal Income Tax withheld
308-337 ALBlank
338-348 ALUse to report 1099 income from which Alabama tax was withheld

Zeros
349-392 ALBlank
393-396 ALPayment Year

Enter year for which this report is being prepared
397-512 ALNot required

State Quarterly UI Wage Reporting – Standard Format#

RPYEU must be run and the following selected to generate Alabama State file information:
Media FormatState SUI File Format
Select StateAlabama, 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 format

Record Name: Code A - Transmitter Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5 ALYear

Enter year for which this report is being prepared 		From user specified FROM-TO period converted to YYYY
6-14Transmitter’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 ALTaxing Entity CodeConstant ‘UTAX’
19-23 ALBlank
24-73Transmitter Name

Enter the transmitter name of the organization submitting the file		Derived from IDFDV Field Identifier: ‘TRAN NAME’
74-113Transmitter Street Address

Enter the street address of the organization submitting the file		Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’
114-138Transmitter City

Enter the city of the organization submitting the file		Derived from IDFDV Field Identifier: ‘TRAN CITY’
139-140Transmitter State

Enter the standard two character FIPS postal abbreviation		Derived from IDFDV Field Identifier: ‘TRAN STATE’
141-153 ALBlank
154-158Transmitter ZIP Code

Enter a valid ZIP code		Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’
159-275 ALBlank

Record Name: Code B - Authorization Record#

ColumnDescriptionSource
1-1Record IdentifierConstant ‘B’
2-5 ALReporting Period

Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003)
6-14Transmitter’s Federal EIN

Enter only numeric characters

BASIC EIN
15-22Computer

Enter the manufacturer’s name		Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’
23-24Internal Label

‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette		Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25Blank
26-27Density

‘16’, ‘62’, ‘38’, or blank for diskette		Derived from IDFDV Field Identifier: ‘BASIC DENSITY’ (seq 2110)
28-30Recording 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 ALBlank

Record Name: Code E - Employer Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘E’
2-5 ALReporting Period

Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003)
6-14Federal EIN

Enter only numeric characters		Derived from the IDGV State SUI Registration
15-23Blank
24-73Employer 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 ALBlank
159-159 ALName CodeConstant ‘S’ to indicate that surname appears first
160-160Type of Employment

‘A’, ‘F’, ‘H’, ‘M’, ‘Q’, ‘R’, or ‘X’		Derived from IDFDV Field Identifier: ‘TYPE OF EMPLOYMENT’
161-162Blocking Factor

Enter blocking factor of the file, not to exceed 85

Enter blanks for diskette.
163-27 ALBlank

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security Number

Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-37 ALEmployee Name

Enter employee name as per Name Code ‘S’ (surname first, followed by first name)
38-123 ALBlank
124-125 ALState Code

Use standard FIPS postal abbreviation 		Constant ‘AL’ for Alabama
126-127 ALBlank
128-131 ALReporting Period

Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003)
132-140 ALState Quarterly Total Wages

Enter total wages subject to state tax
141-150 ALState Unemployment Insurance Account Number

Enter the DIR tax account number

SUI Registration Number from IDGV
151-275 ALBlank

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘T’
2-8Total Number of Employees

The total number of ‘S’ records since the last ‘E’ record
9-21 ALState 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 ALBlank

Record Name: Code F - Final Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘F’
2-8 ALTotal Number of Employees in File

Enter the total number of ‘S’ records in the entire file
9-275 ALBlank

Notes#

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This particular version was published on 26-Nov-2021 10:22 by kparrott.Top