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US W2 ANNUAL AND QUARTERLY PROCESSING - FLORIDA#

Set Up #

This document contains abbreviated set up requirements for the State of Florida only. Please refer to the general document (Tax Reporting - US General) for other setup procedures that may also be required.

IDGV - State Registration#

• IDGV must be set up with ‘State Registration’ for State/Province: Florida
• IDGV Variables tab must be set up with ‘State Registration’ for State/Province: Florida
  • ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate the Florida State magnetic media file for Florida 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 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.
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
• Users must register with State of Florida to obtain a 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#

RPYEU #

RPYEU must be run with the following report parameters and filters selected to generate the Florida State file information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-20YY'
Quarterly Form Code	Use the standard form code ‘HL$US-QTR-FL20YY. Must be entered in order to generate the Florida UI wage file in the XML format
Govt Interface Format	Mandatory. Enter HL$US-QTR-MM20YY
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: Florida, USA

RPYEU – Sample Files Generated#

When RPYEU is run, if the ‘Govt Interface Format’ is defined, 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

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:

1. Verify the govt xml document is properly created according to the XML syntax rules, such as the file is well formed, no missing xml tags, etc.
2. Verify the govt xml document conforms to the schema downloaded from the government web site

• The validating parser software is not provided by High Line. Organizations must use their own validating parser
  
  

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 a validating parser, such as 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 must 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 CORPORATION</BusinessName>
<AddressLine>283 MAJOR ELLIOT WAY UNIT 200</AddressLine>
<City>LINDENBERG</City>
<StateOrProvince>OH</StateOrProvince>
<ZipCode>937433333</ZipCode>
</BusinessAddress>

Quarterly UI Wage Reporting – XML Format#

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

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

NOTE: The following ‘Not Required’ fields may or may not always contain blanks.
NOTE: Columns with FL indicates it is a Florida specific requirement which is not the standard record format.

State Magnetic Media Reporting - XML Specification #

Please note that only mandatory tags are provided with 'Source'. Most optional tags, if required, can be populated with constant values.

• If an organization has more than one State Registration Number, High Line recommends that RPYEU be run with one state registration number at a time, as the XML file does not appear to allow more than one state registration number to be submitted at the same time.

XML Record Specifications#

XML tag	Description	Source

<Jurisdiction> <Transmission Id> <Transmission Timestamp> <Tranmitter ETIN> <Processing Type> <Origin Id> <Originator Timestamp> <OriginManifest itemCount> <ItemReference contentLocation> <Agent/Employer ID Number> <Origintor EFIN> <EFIN Type> <Quarter Ending> <Quarter Year> <Software Id> <Return Type> <Form Type> <Filing Action> <Filing Reason> <Employer's FEI Type> <Employer's FEI Number> <State EIN Type> <RT Account Number> <Employer's Name> <Mailing Address> <City> <State> <ZIP Code> <Telephone Number> <Contact First Name> <Contact Middle Name> <Contact Last Name> <Contact Name Suffix> <Contact Phone> <Contact Email Address> <Final Return> <Gross wages paid this quarter> <Excess wages paid this quarter> <Taxable wages paid this quarter> <Contribution Rate> <Contribution Due (Tax Due)> <Interest due> <Penalty due> <Total amount due> <Employee's Social Security Number> <Employee First Name> <Employee Middle Initial> <Employee Last Name> <Employee Name Suffix> <Employee's Gross Wages Paid This Quarter> <Employee's Taxable Wages Paid This Quarter> <Out of State Total Wages> <Out of State Taxable Wages Paid Year to Date> <Tax State> <Educational Wages> <Number of Employees> <Covered Workers - 1st Month> <Covered Workers - 2nd Month> <Covered Workers - 3rd Month> <Payment Method> <ACH Routing Transit> <Account Number> <Account Type> <Corporate or Personal Account Type> <Payment type> <Payment Amount> <Settlement Date>

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Notes#

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