Tax Reporting - FL
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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 - State SUI Registration#

State File Procedures#

IDIF – HL$US-QTR-FL2008 – XML Format#

Quarterly UI Wage Reporting - XML Format (Starting 2007 Quarterly Reporting) #

Select Statemandatory, must be Florida
Annual Form Codemandatory, must specify the most current year’s W2 Form Code from IDFDV
Govt Interface Formatmandatory, must specify the IDIF format that is available for Florida quarterly reporting
Period Typemandatory, must be ‘Quarter’, and the user must enter the appropriate Period End Date
Media Formatmandatory, must be ‘State SUI File Format’ for quarterly reporting

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(info)
FL_QTR_SUI_222601_idif.xmlAn interface govt file according to IDIF format
FL_QTR_SUI_222601.xmlAn xml file available to print by RPW2
FL_QTR_SUI_222601.txtThe govt file in EFW2 format (used prior to 2007 XML file)

Validating Florida XML Files#

In XMLSPY, if this message is encountered, click ‘DTD/Schema’ and choose ‘Assign Schema’ and select the schema location.
Tax Reporting FL_02.jpg(info)

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 CharactersValue in xml FileMeaning
<<less than
"double quote
>>greater than
'apostrophe
&&ampersand

Example from govt xml file:
Tax Reporting FL_03.jpg(info)

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)#

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 #

ColumnDescriptionSourceColumnDescriptionSource

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 - Blanks

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

95-395 FL - Blanks

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 - Blanks

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

486-488 - Blanks

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

499-512 FL - Blanks

Record Name: Code RE - Employer Record#

ColumnDescriptionSource

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 Field Identifier: ‘W2-ER-NAME’

97-118 FL - Blanks

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 - Blanks

Record Name: Code RS - Supplemental Record#

ColumnDescriptionSource

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 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 - 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#

ColumnDescriptionSource

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.


Notes#

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