CALIFORNIA ANNUAL AND QUARTERLY REPORTING#

Set Up#

This document contains abbreviated set up requirements for the State of California only. Please refer to the Tax Reporting - US General document for other setup procedures that may also be required.

IDTX - Tax Jurisdiction#

  • An entry must exist for California with GEO code '05-000-0000' with FIPS Code '06'

IMUF - Define User Fields#

Define User Fields for P2K_CM_GOVT_REGISTRATIONS

  • The following user fields are used on the IDGV Variables tab. If these user fields do not exist on IMUF, RPYEU will automatically generate these UDF
    • W2 STATE MEDIA FILING
    • W2 TAX TYPE CODE
    • W2 TAXING ENTITY
    • W2 WAGE PLAN CODE
    • W2 BRANCH CODE

IDGV - Government Registration for the State (Mandatory)#

Define State Government Registrations for California State
  • Enter the California State Employer Account Number (SEAN) on the 'Regist #' field
  • W2 STATE MEDIA FILING: Enter '02' to generate CA State magnetic media file for CA State only
  • W2 WAGE PLAN CODE:
    • Enter the Wage Plan Code for the State Employer Account Numbers (SEANs)
    • For 'US State Registration', enter the PIT (Personal Income Tax) Wage Plan Code
  • W2 BRANCH CODE:
    • If the user is registered with the Department as a branch coded Employer, enter the 3 character branch code
    • If not applicable, users should enter as '000'

IDGV - Government Registration for SUI (Optional)#

Define 'US SUI Registration' for California State
  • Enter the California State Employer Account Number (SEAN) for SUI on the 'Number' field, if applicable
  • W2 STATE MEDIA FILING: Enter '02' to generate CA State magnetic media file for CA State only
  • W2 WAGE PLAN CODE:
    • Enter the Wage Plan Code for the State Employer Account Numbers (SEANs)
    • For 'US SUI Registration', enter the SUI (UI Reporting) Wage Plan Code
  • W2 BRANCH CODE:
    • If the user is registered with the Department as a branch coded Employer, enter the 3 character branch code
    • If not applicable, users should enter as '000'

IDGV - Government Registration for SDI (Optional)#

Define 'US SDI Registration' for California State
  • Enter the California State Employer Account Number (SEAN) for SDI on the 'Number' field, if applicable
  • W2 STATE MEDIA FILING: Enter '02' to generate CA State magnetic media file for CA State only
  • W2 WAGE PLAN CODE:
    • Enter the Wage Plan Code for the State Employer Account Numbers (SEANs)
    • For 'US SDI Registration', please enter the SDI (SDI Reporting) Wage Plan Code
  • W2 BRANCH CODE:
    • If the user is registered with the Department as a branch coded Employer, enter the three character branch code
    • If not applicable, users should enter as '000'

IDFDV - Define Form Code#

Define Form Code 'HL$US-W2-20YY' for the EFW2 format
  • IDFDV Form code 'HL$US-W2-20YY' is used for California EFW2 wage reporting for each tax year.
  • For complete list of 'HL$US-W2-20YY' identifiers, please read the W2 Process document for details

For California SDI reporting, there are 2 options to print SDI on W2 Forms:

  1. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description 'CASDI'
  2. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, users can set up Box 14 to print 'CASDI' and the SDI amount

State File Procedures#

The State of California accepts filing of quarterly information via magnetic media using the ICESA format.

Annual W2 Wage reports can be submitted together with the 4th Quarter UI Wage reports in one file.

Record Codes required are: Code RE, RS and RT

Regular Employer Reporting#

  • If the Employer has only one 'Wage Plan Code', the Quarterly State File will contain one set of Code RE/RS/RT records
  • On the State File Code RS and RT records, the SUI and PIT (Personal State Income Tax) information are reported
  • IDGV only needs to be set up for 'State Registration'. There is no need to set up the IDGV 'SUI Registration' and 'SDI Registration'

State and Local Government Employer Reporting#

  • Many governmental entities have separate State Employer Account Numbers (SEAN) due to different bargaining units' coverage
  • In many cases, a governmental entity will have several Employer State Account Numbers, such as for PIT, SUI and SDI
  • Each Employer State Employer Account Number may be tied to a 'Wage Plan Code'. Each 'Wage Plan Code' is used for different types of reporting, such as PIT, SUI, SDI
    • When reporting only for the PIT 'Wage Plan Code', the government requires that the SUI information be filled with zeroes
    • When reporting only for the SUI 'Wage Plan Code', the government requires that the PIT information be filled with zeroes
    • When reporting only for the SDI 'Wage Plan Code', the government requires that the PIT information be filled with zeroes

Examples:

SEAN SeriesWage Plan CodeWages to be ReportedZero Out Following Fields
944ASUIPIT Wage and Withholding
776JSDIPIT Wage and Withholding
800PPITSUI Wage

Users should to set up IDGV for 'State Registration', 'SUI Registration', and/or 'SDI Registration', if applicable:

  • From IDGV 'State Registration', one set of Code RE/RS/RT records are generated for PIT information for all employees.
    • The SUI information will be zeroes.
    • This set of PIT records will be written to the File Name defined on the RPYEU parameter 'Media File Name'.
  • If the IDGV 'SUI Registration' 'Wage Plan Code' is different than the State 'Wage Plan Code', then another set of Code RE/RS/RT records are generated for SUI information for all employees. **
The PIT information will be zeroed.
    • This set of SUI records will be written to the File Name defined on the RPYEU parameter 'Media File Name', with a suffix of 'casdi' tagged to it.

Example: If the value in the RPYEU parameter 'Media File Name' is 'STATE_WAGE_FILE.txt', then the file name for the SUI records will be called 'STATE_WAGE_FILE_CASUI.txt'.
  • If IDGV 'SDI Registration' 'Wage Plan Code' is different than the State 'Wage Plan Code', then another set of Code RE/RS/RT records are generated for SDI information for all employees.
    • The PIT information will be zeroed.
    • This set of SDI records will be written to the File Name identified in the RPYEU parameter 'Media File Name', with a suffix of 'casdi' tagged to it.

Example: If the value in the RPYEU parameter 'Media File Name' is 'STATE_WAGE_FILE.txt', then the file name for the SDI records will be called 'STATE_WAGE_FILE_CASDI.txt'.

Annual W2 RPYEU Selection Criteria#

Form CodeHL$US-W2-20YY
Federal Regist NumberSelect the Federal Registration Number
Period TypeEnter 'Year' for W2 reporting
Period End DateEnter the Year Ending Date
As of DateThis date is used to retrieve employee information such as Name and address etc

When running RPYEU for Annual W2 reporting, RPYEU should be run for all States so the W2 forms can be printed for employees for all States.

  • RPW2 - Box 19 CASDI


When RPW2 is run, if IDFDV W2-SDI-TAX-EE Identifier (Seq 7260) is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description 'CASDI'

Annual W2 and Quarterly UI Wage Reporting XML File Specification#

RPYEU must be run and the following field information selected to generate the California State file information:
Annual Form CodeHL$US-W2-20YY
Quarterly Form CodeLeave Blank
Govt Interface FormatHL$US-DE9C-20YY
Federal Regist NumberSelect the Federal Registration Number
Period TypeEnter 'Quarter' for UI reporting, and 'Year' for W2 reporting
Period End DateEnter the Quarter Ending Date or the Year Ending Date
As of DateDefines the start date of the reporting period.
Combine Employment TypeMust be Checked because the Employer record is not reported by 'Employment Type'
Media FormatMust be 'State File Format' for California Quarterly XML File
Select StateMust be 'California, USA'

RPYEU will generate the California State Quarterly XML File Format according to the State Specifications.

Month 1, Month 2 and Month 3 Employment Processing #

The EFW2 Code RT record requires to report the Month 1, Month 2 and Month 3 Employment for the Employer.
Each Month requires to report the total number of employees, full time and part time, who worked during, or received pay subject to UI wages, for the payroll period that includes the 12th day of the first month of the reporting period.

The following logic is used to retrieve each Month's Employment information:

  • From the user-defined Quarter Ending date, determines the First Month Date that includes the 12th of the month.
    Example: Quarter Ending Date Mar-31-2016, then the First Month Date is Jan-12-2016
  • Determines the Payroll Period that the First Month Date (Jan-12-20YY) falls within the Period Start and End date
    Example: For Jan-12-2016, it falls into Period 201602 with Period Start date of Dec-30-2016 and End date of Jan-13-2016
  • For each employee, reads the pay headers for the First Month Period (201602) with a Pay Stage = '70' or '80'
  • For each pay header that qualifies, retrieves the amount according to IDFDV 'W2-SUI-WAGE-ER' set up to see if the employee has wages that are subject to UI
  • As long as an employee has one Pay Header that qualifies and has UI wages, the employee is counted for that Month of Employment
    • The above logic is repeated for the Second Month and Third Month of the reporting quarter

State Magnetic Media Reporting - ICESA FORMAT for Annual and Quarterly Reporting#

The following record types are mandatory when reporting quarterly DE 9C wage and withholding information to California:

  • Code E - Employer Record
  • Code S - Employee Record
  • Code T - Total Record

Code A, B and F Records are not required for California reporting. Their presence on the California file is optional.

California State Requirements - ICESA Format#

Record Name: Code E - Employer Record#

ColumnDescriptionSource
1Record IdentifierConstant "E"
2-23Not applicable for California ReportingFill with blanks.
24-73Employer NameEnter the employer's exactly as the employer is registered with EDD. Left justify and fill with blanks.
Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010)
74-113Employer Street AddresEnter the employer's street address, including, Suite, PO Box number, etc.)
Left justify and fill with blanks.
Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020).
114-138Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
139-140Employer StateEnter the FIPS postal abbreviation.
For a foreign address, enter the two character country code.
Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050).
141-148Not applicable for California ReportingFill with blanks.
149-153ZIP Code ExtensionEnter the employer's four-digit extension of the ZIP code. Hyphen must be in position 149.
If not applicable, fill with blanks.
Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070).
154-158Zip CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
159-275Not applicable for California ReportingFill with blanks.

Record Name: Code S - Employee Record#

ColumnDescriptionSource
1Record IdentifierConstant "S"
2-10Social Security NumberEnter the employee's SSN. Omit hyphens. If no SSN is available, enter zeros.
Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
11-30Employee Last NameEnter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier.
31-42Employee First NameEnter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier.
43Employee Middle InitialIf applicable, enter the employee's middle initial.
Left justify and fill with blanks. If no middle initial, fill with blanks.
Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier.
44-45State CodeConstant "06" for California.
46-63Not applicable for California ReportingFill with blanks.
64-77State Quarterly Unemployment Insurance (UI)/Disability Insurance (SDI) Total WagesNumeric characters only. Enter the amount of employee's quarterly wages paid during the period that are subject to UI/SDI taxes.
Taxable limitations do not apply. Include dollars and cents. Omit commas and decimals. Right justify and zero fill. Negative amounts are not acceptable.
78-146Not applicable for California ReportingFill with blanks.
147-154State Employer Account NumberEnter the State's Employer Account Number assigned by EDD. Numeric characters only
Omit hyphens
155-157Branch CodeIf registered with the Department as a branch coded employer, enter the applicable branch code for each employee. If not a branch coded employer, zero fill. Do not leave blank.
158-176Not applicable for California ReportingFill with blanks.
177-190Quarterly Personal Income Tax (PIT) Wages (State Taxable Wages)Numeric characters only. Enter the amount of employee's quarterly PIT wages paid during the period that are subject to California PIT even if they are not subject to PIT withholding.
Include dollars and cents. Omit commas and decimals. Right justify and zero fill. Negative amounts are not acceptable.
Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers.
191-204Quarterly Personal Income Tax Withheld (State Income Tax Withheld)Numeric characters only. Enter the amount of employee's quarterly PIT withheld.
Include dollars and cents. Omit commas and decimals. Right justify and zero fill. Negative amounts are not acceptable.
Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers.
205-210Not applicable for California ReportingFill with blanks.
211Wage Plan CodeAlpha characters only. Enter appropriate Wage Plan Code. Do not leave blank
212-214Not applicable for California ReportingFill with blanks.
215-220Reporting PeriodNumeric characters only. Enter the last month and the four digit year of the calendar quarter.
221-275Not applicable for California ReportingFill with blanks.

Record Name: Code T - Total Record#

ColumnDescriptionSource
1Record IdentifierConstant "T"
2-8Number of EmployeesNumeric characters only. Enter the total number of Code S records from proceeding Code E record.
Right justify and zero fill.
9-26Not applicable for California ReportingFill with blanks.
27-40State Quarterly Unemployment Insurance/Disability Insurance Total Wages by EmployerNumeric characters only. Enter the total of the amounts in positions 64-77 of Code S records from the preceding Code E record.
Include dollars and cents. Omit commas and decimals. Right justify and zero fill. Negative amounts are not acceptable.
41-198Not applicable for California ReportingFill with blanks.
199-212Quarterly Personal Income Tax Wages by Employer (State Taxable Wages)Numeric characters only. Enter the total of the amounts in positions 177-190 of Code S records from the preceding Code E record.
Include dollars and cents. Omit commas and decimals. Right justify and zero fill. Negative amounts are not acceptable.
213-226Quarterly Personal Income Tax Withheld by Employer (State Income Tax Withheld)Numeric characters only. Enter the total of the amounts in positions 191-204 of Code S records from the preceding Code E record.
Include dollars and cents. Omit commas and decimals. Right justify and zero fill. Negative amounts are not acceptable.
227-233Month 1 Employment for EmployerEnter the total amount of employees, full time and part time, who worked during or receiving pay subject to the UI wages for the payroll period that includes the 12th day of the first month of the reporting period.
Right justify and zero fill.
234-240Month 2 Employment for EmployerEnter the total amount of employees, full time and part time, who worked during or receiving pay subject to the UI wages for the payroll period that includes the 12th day of the second month of the reporting period.
Right justify and zero fill.
241-247Month 3 Employment for EmployerEnter the total amount of employees, full time and part time, who worked during or receiving pay subject to the UI wages for the payroll period that includes the 12th day of the third month of the reporting period.
Right justify and zero fill.
248-275Not applicable for California ReportingFill with blanks.

State Magnetic Media Reporting - XML Specification #

Please note that only mandatory tags are provided with 'Source'. Most optional tags, if required, can be populated with constant values.
  • If an organization has more than one State Registration Number, High Line recommends that RPYEU be run with one state registration number at a time, as the XML file does not appear to allow more than one state registration number to be submitted at the same time.

Record Specifications#

XML tagDescriptionSource
Return DataParent Tag
Content_LocationLocationConstant Value
Return Header StateParent Tag
Electronic PostmarkPost MarkNot Used by EDD
Tax Period Begin DateFirst Date of tax periodNot Used for DE6 filing
Tax Period End DateLast Date of tax periodNot Used for DE6 filing
Preparer FirmParent Tag
AddressEmployer AddressDerived from IDFDV Field Identifier sequence #8050, optional
CityEmployer CityDerived from IDFDV Field Identifier sequence #8070, optional.
State Or ProvinceEmployer stateDerived from IDFDV Field Identifier sequence #8080, optional.
Zip CodeEmployer ZIP CodeDerived from IDFDV Field Identifier sequence #8090, optional.
Phone NumberEmployer PhoneConstant Value, optional.
TINParent Tag
Type TINPreparer firm FEIN or SSNDerived from IDFDV Field Identifier sequence #8110, optional.
TIN Type ValuePreparer firm FEIN or SSNDerived from IDIF variable 'Calendar Period', mandatory.
TINEnd Tag
Preparer FirmEnd Tag
Return QuarterFiling QuarterDerived from IDIF variable 'Calendar Period', mandatory.
Tax YearFiling YearDerived from IDIF variable 'Calendar Period', mandatory.
Software IDOptionalConstant Value.
Return TypeType of Return being submittedConstant Value, mandatory.
FormTax Form IDConstant Value, optional.
Filing ActionParent Tag
ActionOriginal or Spplemental return designatorConstant Value, mandatory.
ReasonOptionalConstant Value.
/Filing ActionEnd Tag
TINParent Tag
Type TINEnumeration values can be FEIN or SSNConstant Value, optional.
TIN Type ValueBusiness FEIN or SSN numberDerived from IDFDV Field Identifier sequence #2000, optional.
TINEnd Tag
Other TINParent Tag
Other Type TINEnumeration values can be Other, Parent TIN, or Previous TINConstant Value, optional.
Other TIN Type ValueOther preparer firm FEIN or SSNConstant Value, optional.
Other TINEnd Tag
State EINParent Tag
Type State EINEnumeration for State EIN TypeConstant Value, mandatory.
State EIN ValueEmployer Account NumberDerived from IDIF variable 'SUI Regist Number, mandatory.
State EIN ExtensionBranch CodeConstant Value, optional.
State EINEnd Tag
State CodeEnumeration for state receiving returnConstant Value, must be 'CA', mandatory.
Business AddressParent Tag
Business NameBusiness NameDerived from IDFDV Field Identifier sequence #2010, mandatory.
Address LineBusiness AddressDerived from IDFDV Field Identifier sequence #2030
CityBusiness CityDerived from IDFDV Field Identifier sequence #2040.
State Or ProvinceBusiness StateDerived from IDFDV Field Identifier sequence #2050.
Zip CodeBusiness ZIP CodeDerived from IDFDV Field Identifier sequence #2060.
Phone NumberBusiness PhoneConstant Value, optional.
TINParent Tag
Type TINEnumeration values can be FEIN or SSNConstant Value, optional.
TIN Type ValueBusiness FEIN or SSNConstant Value, optional.
TINEnd Tag
Business AddressEnd Tag
Address Change ElectChange of Address IndicatorConstant Value, optional.
ContactParent Tag
Contact NameParent Tag
First NameFirst NameDerived from IDFDV Field Identifier sequence #1250, optional.
Middle NameMiddle NameConstant Value, optional.
Last NameLast NameDerived from IDFDV Field Identifier sequence #1250, optional.
Street AddressAddressConstant Value, optional.
CityBusiness CityConstant Value, optional.
State Or ProvinceConstant Value, optional.
Zip CodeBusiness ZIP CodeConstant Value, optional.
Phone NumberBusiness PhoneDerived from IDFDV Field Identifier sequence #1260, optional.
Contact NameEnd Tag
PhoneBusiness PhoneConstant Value, optional.
FaxBusiness PhoneConstant Value, optional.
Email AddressBusiness PhoneDerived from IDFDV Field Identifier sequence #1280, optional.
ContactEnd Tag
Tax TypeEnumeration value is EmploymentConstant Value, optional.
Tax Type Code5 digit FTA codeConstant Value, optional.
Payment Included ElectOptionalConstant Value, not used for DE6 reporting.
Ack AddressOptionalConstant Value, not used for DE6 reporting.
Return Header StateEnd Tag
State ReturnParent Tag
State CombinedParent Tag
Final Return ElectOut of Business IndicatorConstant value, optional.
Date Final Wages PaidOut of Business DateConstant value, optional.
Number Of EmployeesWage Items being reportedDerived from IDIF variable 'SUI Total EE Count', mandatory.
No Payroll ElectNo Payroll IndicatorConstant value, optional.
WH Total WagesGrand Total subject wagesDerived from IDIF variable 'SUI Tot Grs Wages', mandatory.
Total Income Tax WithheldGrand Total PIT Withheld>Derived from IDIF variable 'SUI Tot State Tx', mandatory.
WH Taxabe WagesGrand Total PIT WagesDerived from IDIF variable 'SUI Tot Txble Wg', mandatory.
PayrollParent Tag
EmployeeParent Tag
SSNEmployee Social Security NumberDerived from IDFDV Field Identifier sequence #2500
First NameEmployee First NameDerived from IDFDV Field Identifier sequence #2510
Middle NameEmployee Middle NameDerived from IDFDV Field Identifier sequence #2520
Last NameEmployee Last NameDerived from IDFDV Field Identifier sequence #2530
EmployeeParent Tag
Street AddressAddressOptional
CityCityOptional
State Or ProvinceStateOptional
Zip CodeZip CodeOptional
Phone NuamberPhone NumberOptional
EmployeeEnd Tag
Total WagesSubject WagesDerived from IDIF variable 'SUI Gross Wages', mandatory.
Taxable WagesPIT WagesDerived from IDIF variable 'SUI Taxable Wages', mandatory.
Tax WithheldPIT WithheldDerived from IDIF variable 'State Taxes', mandatory.
Wage PlanWage Plan CodeDerived from IDIF variable 'CA Wage Plan Code', mandatory.
EmployeeEnd Tag
PayrollEnd Tag
Month1 EmployeesMonth 1 EmployeesDerived from IDIF variable 'SUI Tot Mth1', mandatory.
Month2 EmployeesMonth 2 EmployeesDerived from IDIF variable 'SUI Tot Mth2', mandatory.
Month3 EmployeesMonth 3 EmployeesDerived from IDIF variable 'SUI Tot Mth3', mandatory.
State CombinedEnd Tag
State ReturnEnd Tag
Return DataEnd Tag


Notes#

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