Colorado Annual and Quarterly Reporting#

Set Up#

IDGV - State Registration

• The IDGV Definition tab must be set up for ‘State Registration’ for State/Province: Colorado.
• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Colorado.
  • ‘W2 STATE MEDIA FILING’ must be ‘02’ to generate CO State magnetic media file for CO State only.

State File Procedures#

• The Colorado Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format
• Record Codes required are: Code RA, RE, RS, RF
• Colorado State requires to file the CO State file by itself, therefore IDGV must be set up as follows:
  • for State Registration of Colorado, the IDGV Variable:
    • ‘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 Format#

RPYEU must be run with the following report parameters and filters selected to generate the Colorado State file information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'
Period Type	Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
Media Format	Mandatory. Set to State File Format Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name	Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File Name	Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Colorado, USA

State Media Magnetic Media Reporting – EFW2 Format#

Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)#

Record Name: Code RE – Employer Record (Same as the Federal Code RE)#

Record Name: Code RS - State W2 Wage Record (Same as the Federal Code RS)#

Record Name: Code RF - Final Record ((Same as the Federal Code RF)#

Quarterly UI Wage Reporting – ICESA Format#

RPYEU must be run with the following report parameters and filters selected to generate the Colorado State file information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'
Quarterly Form Code	Use the standard form code ‘HL$US-QTR-20YY. Must be entered in order to generate the Colorado UI wage file in the ICESA format
Govt Interface Format	Mandatory. Enter HL$US-QTR-NM20YY
Period Type	Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
Media Format	Mandatory. Set to State SUI File Format Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name	Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File Name	Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Colorado, USA

NOTE: The following ‘Not Required’ fields may or may not always contain blanks.
NOTE: Columns marked with 'CO' indicate it is a Colorado specific requirement which is not the standard record format.

Record Name: Code A - Transmitter Record (Required) #

Column	Description	Source
1	Record Identifier	Constant “A”
2-5	Year	Enter the year this report is prepared for Derived from the user specified FROM-TO period converted to YYYY
6-14	Transmitter’s Federal Employer Identification Number (FEIN)	Enter the transmitter’s Federal Employer ID number. Enter only numeric characters. Omit hyphen, prefixes & suffixes.
15-18	Taxing Entity Code	Constant “UTAX”
19-23	Blank	Fill with blanks
24-73	Transmitter Name	Enter the name of the organization submitting the file. Enter the name exactly as the Employer is registered with the state Unemployment Insurance agency.
74-113	Transmitter Street	Enter the street address of the organizationsubmitting the file.
114-138	Transmitter City	Enter the city of the organization submitting the file.
139-140	Transmitter State	Enter the standard two character FIPS postal abbreviation.
141-153	Blank	Fill with blanks
154-158	Transmitter Zip Code	Enter a valid zip code
159-163	Transmitter Zip Code Extension	Use this field as necessary for the four digit extension of the zip code. Include hyphen in position 159. If unknown, fill with blanks.
164-193	Transmitter Contact	Enter the title of individual from transmitter's organization who is responsible for the accuracy and completeness of the wage report.
194-203	Transmitter Contact Telephone Number	Enter the telephone number where the transmitter's contact can be reached
204-207	Telephone Extension/Box	Enter transmitter's telephone extension or message box.
208-276 CO	Not required by the State of Colorado

Record Name: Code B - Authorization Record#

Column	Description	Source
1-1	Record Identifier	Constant ‘B’
2-5	Payment Year	Enter the year this report is being prepared for
6-14	Transmitter’s Federal EIN	Enter only numeric characters. Derived from the BASIC EIN (seq 2010) IDFDV Field Identifier.
15-22	Computer	Enter the manufacturer’s name. Derived from the ‘BASIC COMPUTER’ (seq 2020) IDFDV Field Identifier.
23-24	Internal Label	Enter SL, NS, NL, AL or blank for diskette. Derived from the ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters) IDFDV Field Identifier.
25-25	Blank	Fill with blanks
26-27	Density	Enter 16, 62, 38 or blank for diskette. Derived from the ‘BASIC DENSITY’ (seq 2110) IDFDV Field Identifier.
28-30	Recording Code (Character Set)	Enter EBC or ASC. Always enter ASC for diskette. Derived from the ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters) IDFDV Field Identifier.
31-32	Number of Tracks	Enter 09 or 18 or blanks for diskette. Derived from the ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character) IDFDV Field Identifier.
33-34	Blocking Factor	Enter the blocking factor of the file. Not to exceed 85. Enter blanks for diskette. Derived from the ‘BLOCKING FACTOR’ (seq 3050) IDFDV Field Identifier.
35-38	Taxing Entity Code	Constant ‘UTAX’
39-146	Blank	Fill with blanks
147-190	Organization Name	Enter the name of the organization who the media should be returned to. Derived from the ‘BASIC NAME’ (seq 2040) IDFDV Field Identifier.
191-225	Street Address	Enter the street address of the organization who the media should be returned to. Derived from the ‘BASIC ADDRESS’ (seq 2050) IDFDV Field Identifier.
226-245	City	Enter the City of the organization who the media should be returned to. Derived from the ‘BASIC CITY’ (seq 2060) IDFDV Field Identifier.
246-247	State	Enter the standard two-character FIPS postal abbreviation. Colorado's Code is 08 Derived from the ‘BASIC STATE’ (seq 2070) IDFDV Field Identifier.
248-252	Blank	Fill with blanks
253-257	ZIP Code	Enter a valid ZIP code. Derived from the ‘BASIC ZIP CODE’ (seq 2090) IDFDV Field Identifier.
258-262	ZIP Code extension	Enter the four-digit extension of ZIP code, including the hyphen, in position 258. Derived from the ‘BASIC ZIP EXTN’ (seq 2080) IDFDV Field Identifier. Clients must include the hyphen (‘-‘) when defining the IDFDV Seq 2080
263-275	Blank	Fill with blanks

Record Name: Code E - Employer Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘E’
2-5	Reporting Year	Enter the year the report is being prepared for
6-14	Federal Identification Number (FEIN)	Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes. Derived from the IDGV State SUI Registration
15-23	Blank	Fill with blanks
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.
74-113	Employer Street Address	Enter the street address of the employer's mailing address. Derived from the Entity Location.
114-138	Employer City	Enter the City of the employer's mailing address. Derived from the Entity Location
139-140	Employer State	Enter the appropriate FIPS postal numeric code. Derived from the Entity Location
141-148 CO	Blank	Fill with blanks
149-153	ZIP code extension	Enter the four digit extension of ZIP code, if applicable. Include the hyphen in position 149 Derived from the Entity Location
154-158	ZIP code	Enter a valid ZIP code Derived from the Entity Location.
159-159	Blank	Fill with blanks
160-160	Type of Employment	Enter A, H, M, Q, R, or X Derived from IDFDV Field Identifier ‘TYPE OF EMPLOYMENT’
161-162	Blocking Factor	Enter the blocking factor of the file. Not to exceed 85. Enter blanks for diskette
163-166	Establishment Number or Coverage Group/PRU	Enter either the establishment number of the coverage group/PRU, or fill with blanks Derived from the Field Identifier ESTABLISHMENT NUMBER
167-170	Taxing Entity Code	Constant ‘UTAX’
171-172	State Code	Enter the appropriate FIPS postal numeric code. Colorado's Code is 08
173-187	State Unemployment Insurance Account Number	Enter the State UI employer account number Derived from the IDGV State SUI Registration.
188-189	Reporting Period	Enter the last month of the calendar quarter the report applies to. Such as: 03, 06, 09, or 12
190-190	No Workers/No Wages	Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ employee records. Enter ‘1’ to indicate that the E record will be followed by ‘S’ employee records.
191-255 CO	Not required	Fill with blanks
256-256	Foreign Indicator	If data in positions 74-158 is for a foreign address, enter the letter ‘X’, otherwise leave it blank. Derived from IDFDV, Field Identifier: ‘FOREIGN ADDR INDICATOR’
257-257	Blank	Fill with blanks
258-266	Other EIN	Enter Blanks if no other EIN was used \Derived from IDFDV, Field Identifier: ‘OTHER EIN’
267-276	Blank	Fill with blanks

Record Name: Code S – Employee Wage Record (Required)#

Column	Description	Source
1-1	Record Identifier	Constant ‘S’
2-10	Social Security Number	Enter the employee’s full nine-digit SSN. Do not drop the leading zeros. If not known, enter ‘I’ in position 2 and fill with blanks
11-30	Employee Last Name	Enter the employee's last name.
31-42	Employee First Name	Enter the employee's first name.
43-43	Employee Middle Initial	Enter the employee's middle initial. Leave blank if no middle initial
44-45	State Code	Enter the appropriate FIPS postal numeric code. Colorado's Code is 08
46-63 CO	Not Required	Fill with blanks
64-77	State QTR Unemployment Insurance Total Wages	Enter the quarterly gross wages paid. Include all tip income. Derived from the 7200 IDFDV Field Identifier.
78-142 CO	Not Required	Fill with blanks
143-146	Taxing Entity Code	Constant ‘UTAX’.
147-161	State Unemployment Insurance Account Number	Enter the State UI employer account number Derived from the SUI Registration Number defined on IDGV.
162-176	Unit/Division Location/Plant Code	Enter the ID assigned to identify wages by work site
177-204 CO	Not Required	Fill with blanks
205-206	Seasonal Indicator	State Specific Data. If not used, enter blanks
207-214 CO	Not Required	Fill with blanks
215-220	Reporting Quarter and Year	Enter the last month and year for the calendar period this report applies to. Example: 0620YY for Apr-June 20YY
221-276 CO	Not Required	Fill with blanks

Record Name: Code T - Total Record #

Column	Description	Source
1	Record Identifier	Constant ‘T’
2-8	Total Number of Employees	Enter the total number of ‘S’ records reported since the last ‘E’ record
9-12	Taxing Entity Code	Constant ‘UTAX’
13-26	State QTR Total Gross Wages for employer	Enter the total quartertly gross wages subject to all taxes. Total of this field on all ‘S’ records since the last ‘E’ record
27-40	State QTR Unemployment Insurance Total Wages for Employer	Enter the total quarterly gross wages subject to State unemployment tax. Include all tip income. The total of this field on all ‘S’ records since the last ‘E’ record
41-54	State QTR Unemployment Insurance Excess Wages for employer	Enter the total quartertly wages in excess of the State UI taxable wage base. Total of all ‘S’ records since the last ‘E’ record
55-68	State QTR Unemployment Insurance Taxable Wages for Employer	Enter the quartertly UI total wages less state quartertly UI excess wages. Total of all ‘S’ records since the last ‘E’ record
69-81	Quarterly Tip Wages for Employer	Enter all tip income. Total of this field on all ‘S’ records since the last ‘E’ record
82-87	UI tax rate this quarter	Enter the employer UI rate for this reporting period. Format: One decimal point followed by 5 digits, such as 2.8% = .02800
88-100	State QTR UI taxes due	Enter the total UI taxes due. Derived from the quartertly state UI taxable wages multiplied by the UI tax rate
101-144	Not required	Fill with zeroes
145-148	Not required	Fill with blanks
149-159	Not required	Fill with zeroes
160-163	Not required	Fill with blanks
164-226	Not required	Fill with zeroes
227-233	Month 1 Employment for Employer	Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period.
234-240	Month 2 Employment for Employer	Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period.
241-247	Month 3 Employment for Employer	Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period.
248-276	Not required	Fill with blanks

Record Name: Code F - Final Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘F’
2-11	Total Number of Employees in File	Enter the total number of ‘S’ records in the entire file
12-276	Not required	Fill with blanks

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Notes#

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