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!!!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-FL2010 – 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|
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![Notes|Edit:Internal.Tax Reporting - FL]
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