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District of Columbia Annual and Quarterly Reporting#

What's New for Tax Year 2011#

The following changes have been noted for reporting W2 wages to the Federal Government:

• (W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
• (W2 Form) Code DD is added to box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
• (W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in box 12 of Form W2.
• (W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
• (W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
• (W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

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#

IDGV - State Registration

• The IDGV Definitiontab 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 (formerly MMREF1) 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 (formerly MMREF-1) format#

RPYEU must be run and the following selected to generate Colorado State file information:

Media Format:	State File Format
Select State:	Colorado, USA

State Media Magnetic Media Reporting – EFW2 (Formerly MMREF1) Format#

Colorado state accepts W2 Wage Reporting in the standard Social Administration MMREF-1 specification.

Record name

Code RA - Transmitter Record

Quarterly UI Wage Reporting – ICESA format#

RPYEU must be run and the following selected to generate Colorado State file information:

Media Format:	State SUI File Format
Select State:	Colorado, USA

• Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format. – Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
• Period Type:Quarter
• Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

ICESA for Colorado#

• The format details are found at the Colorado Department of Labor and Employment

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Notes#

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WHAT’S NEW FOR TAX YEAR 2011

SET UP

- This document contains abbreviated set up requirement for DC only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration

- IDGV Definition Tab must be set up with ‘State Registration’ for State/Province: District of Columbia

- IDGV Variables Tab must be set up with ‘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

- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia

- IDGV Variables 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 (formerly MMREF-1) 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

- The user must run RPYEU and select the following to generate DC file information:

Report List Filters, Select State: - District of Columbia, USA Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’) Parameters, Period Type: - Year Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011) 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 MAGNETIC MEDIA REPORTING – EFW2 Format

Record name: Code RA - Transmitter Record (same as the federal code RA)

Quarterly UI Wage Reporting – DC State format or ICESA format

- The user must run RPYEU and select the following to generate DC State file information:

- (Please note that DOES still accepts the 80-byte file format for quarterly wage reporting until further notice, but it has recommended that companies should begin reporting quarterly wages in the ICESA format from now on).

- Client must select state District of Columbia in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - Period Type: Quarter. - Period End Date: Enter the quarter end date, i.e. 30-Jun-2011. - Media File Type: State SUI File Format.

- If the Directory Name/Media File Name is not supplied, an output file will not be produced.

QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – DC State 80-byte format (supported by HLC until further notice)

Detail Record Format

Column Description

1-1 - Quarter Ending Code - (M, J, S, or D)

2-3 - Reporting Year

4-9 - Employer Account Number - Derived from the IDGV State SUI Registration

10-13 - First Four significant characters of Company Name

14-17 - Constant “0000”

18-26 - Employee Social Security Number

27-31 - First Five characters of Employee Last Name

32-40 - Total Wages paid this quarter (assumes 2 decimal places)

41-41 - Blank

42-42 - Constant Letter “X”

43-80 - Blank

QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA/NASWA format (recommended by DOES but not yet supported by HLC)

Record name: Code A - Transmitter Record