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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$US-W2-2017' for the EFW2 format
• IDFDV Form code 'HL$US-W2-2017' is used for California EFW2 wage reporting for tax year 2017.
• For complete list of 'HL$US-W2-2017' 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 EFW2 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, RST

Regular Employer Reporting#

• If the Employer has one 'Wage Plan Code' only, the Quarterly State File will contain one set of Code RE/RS/RST records
• On the State File Code RS and RST 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 Employer Account Numbers, such as for PIT, SUI and SDI
• Each Employer State Employer Account Number may be tied to a 'Wage Plan Code' and each 'Wage Plan Code' is 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 Series	Wage Plan Code	Wages to be Reported	Zero Out Following Fields
944	A	SUI	PIT Wage and Withholding
776	J	SDI	PIT Wage and Withholding
800	P	PIT	SUI Wage

• Users need 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/RST records will be 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 IDGV 'SUI Registration' 'Wage Plan Code' is different than the State 'Wage Plan Code', then another set of Code RE/RS/RST records will be 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 'casui' tagged to it. Example: If the value in 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/RST records will be 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 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 Code	HL$US-W2-2017
Federal Regist Number	Select the Federal Registration Number
Period Type	Enter 'Year' for W2 reporting
Period End Date	Enter the Year Ending Date
As of Date	This 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

Tax Reporting - CA_01.jpg

When RPW2 is run, 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'

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 Code	HL$US-W2-2017
Quarterly Form Code	Leave Blank
Govt Interface Format	HL$US-DE9C-2016
Federal Regist Number	Select the Federal Registration Number
Period Type	Enter 'Quarter' for UI reporting, and 'Year' for W2 reporting
Period End Date	Enter the Quarter Ending Date or the Year Ending Date
As of Date	Defines the start date of the reporting period.
Combine Employment Type	Must be Checked because the Employer record is not reported by 'Employment Type'
Media Format	Must be 'State File Format' for California Quarterly XML File
Select State	Must be 'California, USA'

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

Month1, Month2, Month3 Employment Processing#

• The EFW2 Code RST record requires to report the Month1, Month2 and Month3 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 user-defined Quarter Ending date, determine 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
  • Determine the Payroll Period that the First Month Date 'Jan-12-2016' falls within the Period Start and End date
    Example: For Jan-12-2016, it falls into Period 201602 with Period Start date Dec-30-2016 and End date Jan-13-2016
  • For each employee, read pay headers for the First Month Period 201602 that are with Pay Stage = '70' or '80'
  • With each pay header that qualifies, retrieve 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 - XML Specification #

Please note that only mandatory tags are provided with 'Source', most optional tags, if required, could 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 numbers to be submitted at the same time.

Record Specifications#

XML tag	Description	Source
<ReturnData>	Parent Tag
<Content_Location>	Location	Constant Value
<RetrunHeaderState>	Parent Tag
<ElectronicPostmark>	Post Mark	Not Used by EDD
<TaxPeriodBeginDate>	First Date of tax period	Not Used for DE6 filing
<TaxPeriodEndDate>	Last Date of tax period	Not Used for DE6 filing
<PreparerFirm>	Parent Tag
<Address>	Employer Address	Derived from IDFDV Field Identifier sequence #8050, optional
<City>	Employer City	Derived from IDFDV Field Identifier sequence #8070, optional.
<StateOrProvince>	Employer state	Derived from IDFDV Field Identifier sequence #8080, optional.
<ZipCode>	Employer ZIP Code	Derived from IDFDV Field Identifier sequence #8090, optional.
<PhoneNumber>	Employer Phone	Constant Value, optional.
<TIN>	Parent Tag
<TypeTIN>	Preparer firm FEIN or SSN	Derived from IDFDV Field Identifier sequence #8110, optional.
<TINTypeValue>	Preparer firm FEIN or SSN	Derived from IDIF variable 'Calendar Period', mandatory.
</TIN>	End Tag
</PreparerFirm>	End Tag
<ReturnQuarter>	Filing Quarter	Derived from IDIF variable 'Calendar Period', mandatory.
<TaxYear>	Filing Year	Derived from IDIF variable 'Calendar Period', mandatory.
<SoftwareID>	Otional	Constant Value.
<ReturnType>	Type of Return being submitted	Constant Value, mandatory.
<Form>	Tax Form ID	Constant Value, optional.
<FilingAction>	Parent Tag
<Action>	Original or Spplemental return designator	Constant Value, mandatory.
<Reason>	Optional	Constant Value.
</FilingAction>	End Tag
<TIN>	Parent Tag
<TypeTIN>	Enumeration values can be FEIN or SSN	Constant Value, optional.
<TINTypeValue>	Business FEIN or SSN number	Derived from IDFDV Field Identifier sequence #2000, optional.
</TIN>	End Tag
<OtherTIN>	Parent Tag
<OtherTypeTIN>	Enumeration values can be Other, Parent TIN, or Previous TIN	Constant Value, optional.
<OtherTINTypeValue>	Other preparer firm FEIN or SSN	Constant Value, optional.
</OtherTIN>	End Tag
<StateEIN>	Parent Tag
<TypeStateEIN>	Enumeration for State EIN Type	Constant Value, mandatory.
<StateEINValue>	Employer Account Number	Derived from IDIF variable 'SUI Regist Number, mandatory.
<StateEINExtension>	Branch Code	Constant Value, optional.
</StateEIN>	End Tag
<StateCode>	Enumeration for state receiving return	Constant Value, must be 'CA', mandatory.
<BusinessAddress>	Parent Tag
<BusinessName>	Business Name	Derived from IDFDV Field Identifier sequence #2010, mandatory.
<AddressLine>	Business Address	Derived from IDFDV Field Identifier sequence #2030
<City>	Business City	Derived from IDFDV Field Identifier sequence #2040.
<StateOrProvince>	Business state	Derived from IDFDV Field Identifier sequence #2050.
<ZipCode>	Business ZIP Code	Derived from IDFDV Field Identifier sequence #2060.
<PhoneNumber>	Business Phone	Constant Value, optional.
<TIN>	Parent Tag
<TypeTIN>	Enumeration values can be FEIN or SSN	Constant Value, optional.
<TINTypeValue>	Business FEIN or SSN	Constant Value, optional.
</TIN>	End Tag
</BusinessAddress>	End Tag
<AddressChangeElect>	Change of Address Indicator	Constant Value, optional.
<Contact>	Parent Tag
<ContactName>	Parent Tag
<FirstName>	First Name	Derived from IDFDV Field Identifier sequence #1250, optional.
<MiddleName>	Middle Name	Constant Value, optional.
<LastName>	Last Name	Derived from IDFDV Field Identifier sequence #1250, optional.
<StreetAddress>	Address	Constant Value, optional.
<City>	Business City	Constant Value, optional.
<StateOrProvince>	Constant Value, optional.
<ZipCode>	Business ZIP Code	Constant Value, optional.
<PhoneNumber>	Business Phone	Derived from IDFDV Field Identifier sequence #1260, optional.
</ContactName>	End Tag
<Phone>	Business Phone	Constant Value, optional.
<Fax>	Business Phone	Constant Value, optional.
<EmailAddress>	Business Phone	Derived from IDFDV Field Identifier sequence #1280, optional.
</Contact>	End Tag
<TaxType>	Enumeration value is Employment	Constant Value, optional.
<TaxTypeCode>	5 digit FTA code	Constant Value, optional.
<PaymentIncludedElect>	Optional	Constant Value, not used for DE6 reporting.
<AckAddress>	Optional	Constant Value, not used for DE6 reporting.
</ReturnHeaderState>	End Tag
<StateReturn>	Parent Tag
<StateCombined>	Parent Tag
<FinalReturnElect>	Out of Business Indicator	Constant value, optional.
<DateFinalWagesPaid	Out of Business Date	Constant value, optional.
<NumberOfEmployees>	Wage Items being reported	Derived from IDIF variable 'SUI Total EE Count', mandatory.
<NoPayrollElect>	No Payroll Indicator	Constant value, optional.
<WHTotalWages>	Grand Total subject wages	Derived from IDIF variable 'SUI Tot Grs Wages', mandatory.
<TotalIncomeTaxWithheld>	Grand Total PIT Withheld>	Derived from IDIF variable 'SUI Tot State Tx', mandatory.
<WHTaxabeWages>	Grand Total PIT Wages	Derived from IDIF variable 'SUI Tot Txble Wg', mandatory.
<Payroll>	Parent Tag
<Employee>	Parent Tag
<SSN>	Employee Social Security Number	Derived from IDFDV Field Identifier sequence #2500
<FirstName>	Employee First Name	Derived from IDFDV Field Identifier sequence #2510
<MiddleName>	Employee Middle Name	Derived from IDFDV Field Identifier sequence #2520
<LastName>	Employee Last Name	Derived from IDFDV Field Identifier sequence #2530
<Employee>	Parent Tag
<StreetAddress>	Address	Optional
<City>	City	Optional
<StateOrProvince>	State	Optional
<ZipCode>	Zip Code	Optional
<PhoneNuamber>	Phone Number	Optional
</Employee>	End Tag
<TotalWages>	Subject Wages	Derived from IDIF variable 'SUI Gross Wages', mandatory.
<TaxableWages>	PIT Wages	Derived from IDIF variable 'SUI Taxable Wages', mandatory.
<TaxWithheld>	PIT Withheld	Derived from IDIF variable 'State Taxes', mandatory.
<WagePlan>	Wage Plan Code	Derived from IDIF variable 'CA Wage Plan Code', mandatory.
</Employee>	End Tag
</Payroll>	End Tag
<Month1Employees>	Month 1 Employees	Derived from IDIF variable 'SUI Tot Mth1', mandatory.
<Month2Employees>	Month 2 Employees	Derived from IDIF variable 'SUI Tot Mth2', mandatory.
<Month3Employees>	Month 3 Employees	Derived from IDIF variable 'SUI Tot Mth3', mandatory.
</StateCombined>	End Tag
</StateReturn>	End Tag
</ReturnData>	End Tag

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Notes#

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