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!!!ARIZONA ANNUAL AND QUARTERLY REPORTING
!!What's New for Tax Year 2013
The following changes have been noted for reporting W2 wages to the Federal Government:
*W2 File - RA Record – Submitter Record: New specifications have been added to the ‘Contact
E-Mail/Internet’ (positions 446-485) field.
* W2 File - RE Record – Employer Record: The ‘Other EIN’ (positions 31-39) is now applicable
to all tax jurisdiction codes.
* W2 File - RE Record – Employer Record: Five new fields have been added to the RE Employer
Record (position 222-318)
\\o Employer Contact Name (positions 222-248)
\\o Employer Contact Phone Number (positions 249-263)
\\o Employer Contact Phone Extension (positions 264-268)
\\o Employer Contact Fax Number (positions 269-278)
\\o Employer Contact E-Mail/Internet (positions 279-318)
!!Set Up
This document contains abbreviated set up requirement for the state of Arizona 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|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Arizona.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Arizona.
*'W2 STATE MEDIA FILING' - AZ state accepts W2 wage report with Federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of AZ only)
!!State File Procedures
*The Arizona Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 (formerly MMREF1) format.
*Records required for the W2 reporting are: Code RA,RB,RE,RS,RT,RF.
*Arizona State requires to file the AZ State file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of Arizona, the [IDGV Variable|IDGV#VariablesTab]:
***'W2 STATE MEDIA FILING' 02 – State requires its own file, do not include other State information in the State File.
!!Annual W2 and Quarterly UI Wage Reporting – EFW2 Format
[RPYEU] must be run and the following selected to generate Arizona State file information:
|Media Format|State SUI File Format
|Select State|Arizona, USA
|Report List Filters, Select State|Arizona USA
|Parameters, Annual Form Code|(example: use standard form code‘HL$US-W2-2014’)
|Parameters, Period Type|Year
|Parameters, Period End Date|Year End Date (i.e. 31-Dec-2013)
|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 W2 Wage Magnetic Media Reporting – EFW2 Format
Arizona accepts Annual W2 wage report in the standard Social Security Administration EFW2 specification.
!Record Name: Code RA – Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\ \\
;Multiple Code RS Records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the State wages and tax will be zero for the subsequent code RS records.
!Record Name: Code RT - Total Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RT"
|3-9|Number of RS Records\\ \\Total number of code "RS" records reported since last code "RE" record|
|10-24|Wages, Tips and Other Compensation|Derived from [IDFDV] Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
|25-39|Federal Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
|40-54|Social Security Wages|Derived from [IDFDV] Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
|55-69|Social Security Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
|70-84|Medicare Wages and Tips|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
|85-99|Medicare Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
|100-114|Social Security Tips|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
|115-129|Advanced Earned Income Credit|Derived from [IDFDV] Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
|130-144|Dependent Care Benefits|Derived from [IDFDV] Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
|145-159|Deferred Compensation Contributions to Section 401(k)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
|160-174|Deferred Compensation Contributions to Section 403(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
|175-189|Deferred Compensation Contributions to Section 408(k)(6)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-F’, total of all code "RW" records since last "RE" record
|190-204|Deferred Compensation Contributions to Section 457(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
|205-219|Deferred Compensation Contributions to Section 501(c)(18)(D)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-H’, total of all code "RW" records since last "RE" record
|220-234|Filler|
|235-249|Non-Qualified Plan Section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
|250-264|Employer Contribution to a Health Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
|265-279|Non-Qualified Plan Not Section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
|280-309|Blank|
|310-324|Employer Cost of Premiums for Group Term Life Insurance over $50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
|325-339|Income Tax Withheld by Third-Party Payer|Derived from [IDFDV] Field Identifier: SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
|340-354|Income from Non-statutory Stock options|Derived from [IDFDV] Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
|355-512|Blank|
!Record Name: Code RF - Final Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RF"
|3-7|Blank|
|8-16|Number of RS Records\\ \\Total number of code "RW" records on file|
|17-512|Blank|
!!State Quarterly UI Wage Magnetic Media Reporting – EFW2 Format
[RPYEU] must be run and the following selected to generate Arizona State file information:
|Media Format|State SUI File Format
|Select State|Arizona, USA
*Annual Form Code’ – use the standard supplied form code HL$US-W2-2014. The ‘Variables’ will need to be entered in this Form Code for use specifically in the installation.
*The ‘Quarterly Form Code’ must be blank in order to produce UI wage file in EFW2 format.
*Period Type: Quarter.
*Period End Date: Enter the quarter end date, i.e. 30-Jun-2013.
*Media File Type: State SUI File Format.
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
*Only record codes ‘RS’ and ‘RF’ are required for Arizona UI reporting, the other record codes are optional.
%%information: Please note that the following ‘Not Required’ fields may or may not always contain blanks.%%
%%information:Note: Columns coded with AZ indicates it is an Arizona specific requirement which is not the standard record format.%%
!Record Name: Code RS - Supplemental Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code, appropriate FIPS postal numeric code|Derived from the State being reported, from [IDFDV] 7000\\ \\Arizona is code ‘04’
|5-9|Taxing Entity Code\\ \\Constant ‘UITAX’\\ \\[IDGV] setup for SUI registration ‘variables’ tab ‘Taxing Entity’ field|
|10-18|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|Employee First Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|69-72|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’
|73-94|Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’
|95-116|Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’
|117-138|Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’
|139-140|Employee State Numeric Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’\\ \\The system will convert the State Abbreviation into the required Numeric State Code (i.e. Arizona is ’04’).
|141-145|Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’
|146-149|Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’
|150-196 AZ|Blank|
|197-202|Reporting Period MMCCYY|From user specified Period End Date converted to MMCCYY for the quarter\\ \\e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
|203-213|State Quarterly Unemployment Insurance Total Wages|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’\\ \\Note that the [IDFDV] Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in [UPCALC] and therefore for employees who exceed the maximum wage base, this identifier will contain no SUI Insurance wages, therefore [RPYEU] is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
|214-224|State Quarterly Unemployment Insurance Taxable Wages|This amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government\\ \\Please see [Tax Reporting - US General] for detail for quarterly reporting
|225-247 AZ|Blank|
|248-267|State Employer Account Number, including the Branch Number|Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State\\ \\When [RPYEU] is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from [IDGV] for the SUI Registration of the State
|268-512 AZ|Blank|
;Multiple Code RS records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records.
!Record Name: Code RF - Final Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RF"
|3-512 AZ|Blank|
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![Notes|Edit:Internal.Tax Reporting - AZ]
[{InsertPage page='Internal.Tax Reporting - AZ' default='Click to create a new notes page'}]