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US W2 ANNUAL AND QUARTERLY PROCESSING - FLORIDA#

What's New for Tax Year 2009?#

Florida State does not have State Personal Income Tax.

There were no format change in wage reporting for tax year 2009.

Set Up #

This document contains abbreviated set up requirement for the specific state only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) 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 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 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:
  1. 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
  2. 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’.

The user may click the ‘Yellow Tick’ toggle to check if the file is well-formed.

The user may click the ‘Green Tick’ toggle to check if the file is valid according to the Assigned Schema.

After the XML file is validated, the user can send 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:

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)

- The user must run RPYEU and select the following 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)

(Please note that 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

Record name: Code RA - Transmitter Record

Column Description

1-2 - Record Identifier - Constant "RA"

3-11 - Submitter’s Employer ID number (EIN) - Numeric only - Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’

12-19 FL - Agent or Employer Identification Number - Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’

20-37 FL - Blanks

38-94 - Company Name - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’

95-395 FL - Blanks

396-422 - Contact Name - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’

423-437 - Contact Phone Number - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’

438-442 - Contact Phone Extension - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’

443-445 - Blanks

446-485 - Contact E-mail - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’

486-488 - Blanks

489-498 - Contact FAX - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’

499-512 FL - Blanks

Record name: Code RE - Employer Record

Column Description

1-2 - Record Identifier - Constant "RE"

3-7 FL - Blanks.

8-16 -Employer/Agent EIN - System derived the applicable Federal reporting EIN, from IDGV or IDGR

17-39 FL - Blanks

40-96 - Employer Name - Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’

97-118 FL - Blanks

119-140 - Employer Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’

141-162 - Employer City - Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’

163-164 - Employer State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’

165-169 - Employer ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’

170-173 - Employer ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’

174-512 - Blanks

Record name: Code RS - Supplemental Record

Column Description

1-2 - Record Identifier - Constant "RS"

3-4 - State code, appropriate FIPS postal numeric code - system 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 screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’

34-48 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’

49-68 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’

69-72 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’

73-196 FL - Blanks

197-202 - Reporting Period MMCCYY - From user specified Period End Date converted to MMCCYY for the quarter - e.g. Period End Date = ‘31-Dec-2005’, then reporting period is ‘122005’

203-213 - State Quarterly Unemployment Insurance Total Wages - Derived from IDFDV screen, 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, therefore RPYEU is 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 read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting

225-247 FL - Blanks

248-267 - State Employer Account Number - Derived from IDFDV screen, 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 screen for the SUI Registration of the State

268-512 FL - Blanks

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

1-2 - Record Identifier - Constant "RT"

3-9 FL - Blanks

10-24 - Wages, Tips and Other Compensation - Derived from IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-480 FL - Blanks

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#

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