[{TableOfContents }] !!!US W2 ANNUAL AND QUARTERLY PROCESSING - FLORIDA !!Set Up This document contains abbreviated set up requirement for the specific state only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required. !IDGV - State Registration *[IDGV] must be set up with ‘State Registration’ for State/Province: Florida *[IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State Registration’ for State/Province: Florida **‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate FL State magnetic media file for FL State only !IDGV - State SUI Registration *[IDGV] must be set up with ‘State SUI Registration’ for State/Province: Florida **The Regist# field must contain the Florida UI Account Number (7 characters) **‘Govt Rate Type’ must be entered with ‘US SUI Max Base Amt’ in order to calculate the UI Taxable Earnings and UI Excess Earnings *[IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Florida *The ‘W2 State Media Filing’ values are: **00 – Not Required to file magnetic media to the State **01 – Include State Code RS record in the Federal File, the user can send federal file to the State **02 – State requires its own File, do not include other State information in the State File *‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for state of Florida *For each quarter, the user must manually enter the applicable QTR amounts prior to running [RPYEU] to report for that quarter *If an existing amount is not applicable for that quarter, that amount should be deleted. !!State File Procedures *Florida State does not have State Personal Income Tax. *Starting 2007 quarterly reporting, the Florida Department of Revenue accepts the filing of UI quarterly wages via XML format *The previous filing of UI quarterly wages via magnetic media using MMREF-1 format for record codes: RA,RE,RS,RT are not used *The quarterly Florida XML file format is defined on [IDIF] and is provided to users similar to [IDFD] Form Code *The user must register with State of Florida to obtain the User Name and password [http://dor.myflorida.com/dor/eservices/] *After login, the user should download the ‘Florida XML Schema’ in order to validate the XML file generated by [RPYEU] prior to submission to the government !!IDIF – HL$US-QTR-FL2008 – XML Format *The ‘Variable Name’ field indicates where the data is coming from for each XML tag *This ‘Variable Name’ should be referred to for each tag and [IDFDV] Identifiers should be set up appropriately *This [IDIF] Florida XML file supports the filing of quarterly wages only, the payment information is not supported in this [IDIF] layout !!Quarterly UI Wage Reporting - XML Format (Starting 2007 Quarterly Reporting) |Select State|mandatory, must be Florida |Annual Form Code|mandatory, must specify the most current year’s W2 Form Code from [IDFDV] |Govt Interface Format|mandatory, must specify the [IDIF] format that is available for Florida quarterly reporting |Period Type|mandatory, must be ‘Quarter’, and the user must enter the appropriate Period End Date |Media Format|mandatory, must be ‘State SUI File Format’ for quarterly reporting *Please enter the other parameters appropriately. !!RPYEU – Sample Files Generated When [RPYEU] is run, if the ‘Govt Interface Format’ is specified, an [IDIF] interface file will be generated with file name ‘_idif’\\[Tax Reporting FL_01.jpg]\\ |FL_QTR_SUI_222601_idif.xml|An interface govt file according to [IDIF] format |FL_QTR_SUI_222601.xml|An xml file available to print by RPW2 |FL_QTR_SUI_222601.txt|The govt file in EFW2 format (used prior to 2007 XML file) !!Validating Florida XML Files *The govt xml file must be validated according to the downloaded government xml schema using a validating parser prior to sending to the government *A validating parser from any third party tool will perform the following checks to the govt xml file generated by [RPYEU]: *# verify the govt xml document is properly created according to the XML syntax rules, i.e. the file is well formed, no missing xml tags etc *# verify the govt xml document conforms to the schema downloaded from the government web site *The validating parser software will not be provided, the user must use the validating parser of their own *The following is a list of some of the parsers available on the market: **XML editors that provide a validating parser: ***XML Spy ([http://www.altova.com/products_ide.html]) ***Stylus ([http://www.stylusstudio.com/]) ***XRay ([http://architag.com/xray/]) ***XMLMind ([http://www.xmlmind.com/xmleditor/]) ***Cooktop ([http://www.xmlcooktop.com/]) *The XMLSPY editor is being used to validate the xml file for the following validation *The Florida XML schema should be downloaded into a directory, e.g. C:\US States Downloads *Move the RPYEU generated file FL_QTR_SUI_222601_idif.xml to the schema directory *Open FL_QTR_SUI_222601_idif.xml with the validating parser, e.g. XMPSPY In XMLSPY, if this message is encountered, click ‘DTD/Schema’ and choose ‘Assign Schema’ and select the schema location.\\[Tax Reporting FL_02.jpg]\\ *Follow the XMLSPY instructions to select the schema location. *After the Schema location is assigned, then click ‘Revalidate’. *Click the ‘Yellow Tick’ toggle to check if the file is well-formed. *Click the ‘Green Tick’ toggle to check if the file is valid according to the Assigned Schema. *After the XML file is validated it may be sent to the State government. !!XML – Special Characters The following special characters are not allowed to be stored in the xml file directly, these characters require to be translated when writing to the xml file ||Special Characters||Value in xml File||Meaning |<|<|less than |“|"|double quote |>|>|greater than |‘|'|apostrophe |&|&|ampersand Example from govt xml file:\\[Tax Reporting FL_03.jpg]\\ The text written to tags are: <BusinessAddress>\\ <BusinessName>HIGH LINE & CATHY'S USA CORPORATION</BusinessName>\\ <AddressLine>283 MAJOR ELLIOT WAY UNIT 200</AddressLine>\\ <City>LINDENBERG</City>\\ <StateOrProvince>OH</StateOrProvince>\\ <ZipCode>937433333</ZipCode>\\ </BusinessAddress> !!Quarterly UI Wage Reporting – MMREF-1 Format (Not Used After 2007) [RPYEU] must be run and the following selected to generate Florida State file information: |Media Format:|State SUI File Format |Select State:|Florida, USA !!Quarterly UI Wage Magnetic Media MMREF-1 Format (Not Used after 2007) %%information Please note that the following ‘Not Required’ fields may or may not always contain blanks.%% %%information Note: Columns with FL indicates it is a Florida specific requirement which is not the standard record format.%% !Record Name: Code RA - Transmitter Record ||Column||Description||Source |1-2|Record Identifier|Constant "RA" |3-11|Submitter’s Employer ID number (EIN)\\ \\Numeric only|Derived from [IDFDV] Field Identifier: ‘SUB-ER-EIN’ |12-19 FL|Agent or Employer Identification Number|Derived from [IDFDV] Field Identifier: ‘SUB-PIN-NUMBER’ |20-37 FL|Blank| |38-94|Company Name|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-NAME’ |95-395 FL|Blank| |396-422|Contact Name|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-NAME’ |423-437|Contact Phone Number|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL’ |438-442|Contact Phone Extension|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL-EXT’ |443-445|Blank| |446-485|Contact E-mail|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-EMAIL’ |486-488|Blank| |489-498|Contact FAX|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-FAX’ |499-512 FL|Blank| !Record Name: Code RE - Employer Record ||Column||Description||Source |1-2|Record Identifier|Constant "RE" |3-7 FL|Blank| |8-16|Employer/Agent EIN|System derived the applicable Federal reporting EIN, from [IDGV] or [IDGR] |17-39 FL|Blank| |40-96|Employer Name|Derived from [IDFDV] Field Identifier: ‘W2-ER-NAME’ |97-118 FL|Blank| |119-140|Employer Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-ER-DELIV-ADDR’ |141-162|Employer City|Derived from [IDFDV] Field Identifier: ‘W2-ER-CITY’ |163-164|Employer State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-ER-STATE’ |165-169|Employer ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP’ |170-173|Employer ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP-EXT’ |174-512|Blank| !Record Name: Code RS - Supplemental Record ||Column||Description||Source |1-2|Record Identifier|Constant "RS" |3-4|State code, appropriate FIPS postal numeric code|Derived from the State being reported, from [IDFDV] sequence 7000\\ \\e.g. Florida is code "12" |5-9|Taxing Entity Code|If County, City or School district tax is reported, this field is derived from [IDGV] 'W2 TAXING ENTITY' field for the County, City or School district tax being reported |10-18|Social Security Number|Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’\\ \\If an invalid SSN is encountered, this field is entered with zeroes. |19-33|Employee First Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’ |34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ |49-68|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ |69-72|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’ |73-196 FL|Blank| |197-202|Reporting Period MMCCYY|From user specified Period End Date converted to MMCCYY for the quarter\\ \\e.g. Period End Date = ‘31-Dec-2016’, then reporting period is ‘122016’ |203-213|State Quarterly Unemployment Insurance Total Wages|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’\\ \\Note that the [IDFDV] Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in [UPCALC] and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages. [RPYEU] will then be using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages |214-224|State Quarterly Unemployment Insurance Taxable Wages|This amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government\\ \\Please see [Tax Reporting - US General] for detail for quarterly reporting |225-247 FL|Blank| |248-267|State Employer Account Number|Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State\\ \\When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from [IDGV] for the SUI Registration of the State |268-512 FL|Blank| ;Multiple Code RS records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records. !Record Name: Code RT - Total Record ||Column||Description||Source |1-2|Record Identifier|Constant "RT" |3-9 FL|Blank| |10-24|Wages, Tips and Other Compensation|Derived from [IDFDV] Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record |25-480 FL|Blank| |481-491 FL|Total Payment Due| |492-498 FL|Month-1 Employment for employer\\ \\Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month| |499-505 FL|Month-2 Employment\\ \\Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month| |506-512 FL|Month-3 Employment\\ \\Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month| ---- ![Notes|Edit:Internal.Tax Reporting - FL] [{InsertPage page='Internal.Tax Reporting - FL' default='Click to create a new notes page'}]