TAX REPORTING - DC 2019 

[{TableOfContents }]

!!!District of Columbia Annual and Quarterly Reporting
 

%%information Note that while DC has indicated that it will migrate to the [ICESA] file format for UI reporting in the future, we continue to support the UI wage reporting for the District of Columbia in the special DC-80 byte file format until further notice.%%
 
!!Set Up
This document contains abbreviated set up requirements for DC only.  Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.

!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
**‘W2 STATE MEDIA FILING’ - DC 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 DC only)

!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
**‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for DC

!!State File Procedures
*The DC Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 file supplied by the SSA.
*The DC Department of Labor accepts filing of Quarterly UI wages via the DC state format.
*When using the EFW2 format to file wage report for DC, the user must set up [IDGV] as follows:
**for State Registration of DC, 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: District of Columbia, USA

!State Media Magnetic Media Reporting – EFW2 Format
!Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\

!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\ 

!Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\

!Record Name: Code RO -Employee Wage Record (Same as the Federal Code RO, Optional)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\


!Record Name: Code RS - State W2 Wage Record (Same as the Federal Code RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
\\
!Record Name: Code RT - State Total Record (Same as the Federal Code RT)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\

!Record Name: Code RU - Total Record (Same as the Federal Code RU, Optional)
[{InsertPage page='W2_EFW2_RECORD_RU'}]
\\

!Record Name: Code RV - State Total Record (Same as the Federal Code RV, Optional)
[{InsertPage page='W2_EFW2_RECORD_RV'}]
\\

!Record Name: Code RF - Final Record (Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]


!!Quarterly UI Wage Magnetic Media Reporting – ICESA Format
%%information Note that while DC has indicated that it will migrate to the [ICESA] file format for UI reporting in the future, we continue to support the UI wage reporting for the District of Columbia in the special DC-80 byte file format until further notice.%%
\\ \\
[RPYEU] must be run with the following report parameters and filters selected to generate the District of Columbia 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 District of Columbia 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: District of Columbia, USA



!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.
|208-242 DC|Not Required for the District of Columbia|Fill with blanks
|243-250|Media Creation Date|Enter the date in MMDDYYYY format \\Derived from the System date
|251-275|Blank|


!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. \\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 DC|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|Blank|Fill with blanks
|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.  \\
|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 DC|Not required|Fill with blanks
|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’
|257-276 DC|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.  
|46-49 DC|Not Required for District of Columbia|Fill with blanks
|64-77|State QTR Unemployment Insurance Total Wages|Enter the total quarterly gross wages paid.  Include all tip income.  \\Derived from the 7200 [IDFDV] Field Identifier.
|78-91|State QTR Unemployment Insurance Excess Wages|Enter the total State quarterly Unemployment Insurance Excess Wages \\Derived from the State quarterly UI total wages less the State quarterly UI excess wages.
|92-105|State QTR Unemployment Insurance Taxable Wages|Enter the State quarterly UI total wages \\Derived from the State quarterly UI total wages less state quarterly UI excess wages.
|106-134 DC|Not required for the District of Columbia|Fill with blanks
|135-142|Blank|Fill with blanks
|143-146|Taxing Entity Code|Constant ‘UTAX’
|147-161|State Unemployment Insurance Account Number|SUI Registration Number from [IDGV]
|162-214 DC|Not required for the District of Columbia|Fill with blanks
|215-220|Reporting Quarter and Year|Enter the last month and year for the calendar quarter this report applies to.  Example: 0320YY for first quarter of 20YY
|221-276 DC|Not Required for District of Columbia|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 DC|Not required for the District of Columbia|Fill with blanks
|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 DC|Not required for the District of Columbia|Fill with blanks
|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 quarterly UI taxes due.  \\Derived from the quartertly state UI taxable wages multiplied by the UI tax rate
|101-111|Previous Quarter(s) underpayment|State Specific Data\\If not used, fill with zeroes
|112-122|Interest|State Specific Data \\If not used, fill with zeroes
|123-133|Penalty|State Specific Data \\If not used, fill with zeroes
|134-148 DC|Not required for the District of Columbia|Fill with blanks
|149-159|Employer Assessment Amount|State Specific Data \If not used, fill with zeroes
|160-174 DC|Not required for the District of Columbia|Fill with blanks
|175-185|Total Payment Due|State Specific Data \\If not used, fill with zeroes
|186-226 DC|Not required for the District of Columbia|Fill with blanks
|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
|12-21|Total Number of Employers in File|The total number of ‘E’ records in the entire file
|22-25|Taxing Entity Code|Constant ‘UTAX’
|26-40 DC|Not required for the District of Columbia|Fill with blanks
|41-55|Quarterly State Unemployment Insurance Total Wages in File|Enter the total quarterly wages subject to state UI tax  \\Total of this field for all ‘S’ records in the file
|56-70|Quarterly State Unemployment Insurance Excess Wages in File|Enter the total quarterly wages in excess of the state UI taxable wage base \\Total of this field for all ‘S’ records in the file
|71-115 DC|Not required for the District of Columbia|Fill with blanks
|116-123|Month-1 Employment for employers in file|Enter the total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month \\Total of this field on all ‘S’ records in the file
|124-131|Month-2 Employment for employers in file|Enter the total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month \\Total of this field on all ‘S’ records in the file
|132-139|Month-3 Employment for employers in file|Enter the total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month \\Total of this field on all ‘S’ records in the file
|140-275|Blank|

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![Notes|Edit:Internal.Tax Reporting - DC]
[{InsertPage page='Internal.Tax Reporting - DC' default='Click to create a new notes page'}]