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Delaware 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)

Set Up#

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

IDGV - State Registration#

• The IDGV Definitiontab must be set up for ‘State Registration’ for State/Province: Delaware.
• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Delaware.
  • ‘W2 STATE MEDIA FILING’ - Delaware state 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 the state of DE only.)

IDGV - State SUI Registration#

• The IDGV Definitiontab must be set up with ‘State SUI Registration’ for State/Province: Delaware
• The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Delaware
  • ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for Delaware

State File Procedures#

• The state of Delaware Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 (formerly MMREF-1) file format supplied by the SSA. The required records are RA,RE,RS and RF.
• The Delaware Department of Labor accepts filing of Quarterly UI wages via magnetic media using the ICESA format. The required record codes are ‘E’, and ‘S’.
• When using the MMREF-1 format to file wage report for the state of Delaware, IDGV must be set up as follows:
  • for State Registration of Delaware, the IDGV Variables:
    • ‘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 MMREF1) format#

RPYEU must be run and the following selected to generate Delaware state file information:

Media Format:	State File Format
Select State:	Delaware, 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)

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

Record name

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

Quarterly UI Wage Reporting – ICESA format#

RPYEU must be run and the following selected to generate Delaware State file information: Media Format: - State SUI File Format Select State: - Delaware, 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 District of Columbia#

• The format details are found at the District of Columbia Department of Employment Services

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Notes#

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QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA format

(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).

Note: Columns marked with DE indicates it is a Delaware specific requirement which is not the standard record format

Record name: Code E - Employer Record Column Description

1-1 - Record Identifier - Constant "E"

2-3 DE - Last Month of the Quarter 03,06,09,12

4-5 DE - Two digit Year

6-14 - Federal EIN - Numeric only

15-16 DE - Blanks

17-22 DE - Unemployment Compensation Number - Derived from the IDGV State SUI Registration

23-23 DE - Blanks

24-73 - Employer name - Derived from the Entity

74-160 DE - Blanks

161-162 - Blocking Factor - Constant ‘25’

163-275 DE - Blanks

Record name: Code S - Supplemental Record

Column Description

1-1 - Record Identifier - Constant ‘S’

2-10 - Employee SSN Number

11-11 DE - Employee Name - First Initial only

12-12 DE - Employee Middle Name - Second Initial only

13-13 DE - Blank

14-37 DE - Employee Last Name - Last Name 38-123 DE - Blanks

124-125 DE - Delaware Employee Fips Code - Constant ‘10’

126-127 DE - Blanks

128-131 DE - Reporting Period - MMYY (Month and Year)

132-140 DE - State Quarterly SUI Gross Wages - Derived from ‘SUI TOTAL WAGES’

141-149 DE - Blanks

150-151 DE - Number weeks worked/quarter

152-275 DE - Blanks