This is version 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 . It is not the current version, and thus it cannot be edited.

Back to current versionRestore this version

District of Columbia Annual and Quarterly Reporting#

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 tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
• The IDGV Variables 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 tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
• The 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 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)#

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

Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)#

Record Name: Code RO -Employee Wage Record (Same as the Federal Code RO, Optional)#

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

Record Name: Code RT - State Total Record (Same as the Federal Code RT)#

Record Name: Code RU - Total Record (Same as the Federal Code RU, Optional)#

Record Name: Code RV - State Total Record (Same as the Federal Code RV, Optional)#

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

Quarterly UI Wage Magnetic Media Reporting – ICESA Format#

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 #

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	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	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	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

---

Notes#

Click to create a new notes page