Table of Contents
- IOWA State Annual and Quarterly Wage and Tax Reporting - IOWA
- Set Up
- IDGV - State Registration
- State SUI Wage File Procedures
- Annual W2 Wage Reporting for State – EFW2 File Format
- State Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
- Record Name: Code RE – Employer Record (Same as the Federal Code RE)
- Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)
- Record Name: Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
- Record Name: Code RS - State Wage Record (Follows the same Federal Specified Code RS, except as noted)
- Record Name: Code RT - Total Record (Same as Federal Code RT)
- Record Name: Code RU - Total Record (Optional for State Quarterly Reporting)
- Record Name: Code RV – State Total Record (required for state of Iowa)
- Record Name: Code RF - Final Record (Same as Federal Code RF)
- State Quarterly UI Wage Reporting – .CSV File Format
- Quarterly UI Wage Magnetic Media Reporting - .CSV File Format
- Notes
IOWA State Annual and Quarterly Wage and Tax Reporting - IOWA#
Set Up#
This document contains abbreviated set up requirements for the State of Iowa only. Please refer to the general document Tax Reporting - US General for other setup procedures that may also be required.IDGV - State Registration#
- The IDGV Definition tab must be set up for ‘State Registration’ for State/Province: Iowa.
- The IDGV Variables tab must be set up for ‘State Registration’ for the State of IA. The ‘W2 State Media Filing’ must also be setup with value of ‘01’ to generate the IA State magnetic media file for Iowa State which includes the Federal wage records ('RW').
State SUI Wage File Procedures#
- The State of Iowa Department of Revenue accepts filing of Quarterly UI wages via magnetic media using the .csv file format.
- If the standard IDIF file definition 'HL$US-QTR-IA2018' is used, then the Pay Element 'SUI WAGES' must exist and contains the Employee wages.
Annual W2 Wage Reporting for State – EFW2 File Format#
RPYEU must be run and the following fields defined to generate the Iowa State file information:| Report List Filters, Select State: | Iowa, USA |
| Parameters, Annual Form Code: | (example: use standard form code‘HL$US-W2-2018’) |
| Parameters, Period Type: | Year |
| Parameters, Period End Date: | Year End Date (31-Dec-2017) |
| Parameters, Media Format: | Federal File Format (includes 'RW' records as well as 'RS' records). |
State Magnetic Media Reporting – EFW2 Format#
Record Name: Code RA – Submitter Record (Same as the Federal Code RA)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RA - Submitter Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RA" |
| 3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
| 12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
| 20-23 | Software Vendor Code | Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks. |
| 24-28 | Blank | Fill with blanks. Reserved for SSA use. |
| 29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
| 30-35 | Resub Wage File Identifier (WFID) | If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks. |
| 36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
| 38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
| 95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
| 117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
| 139-160 | City | Enter the company's city. Left justify and fill with blanks |
| 161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
| 163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
| 168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
| 172-176 | Blank | Fill with blanks. Reserved for SSA use. |
| 177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 215-216 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 217-273 | Submitter Name | Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150). |
| 274-295 | Submitter Location Address | Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160). |
| 296-317 | Submitter Delivery Address | Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170). |
| 318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
| 340-341 | Submitter State Abbreviation | Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190). |
| 342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
| 347-350 | Submitter ZIP Code extension | Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210). |
| 351-355 | Blank | Fill with blanks. Reserved for SSA use |
| 356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 394-395 | Country Code | If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 396-422 | Contact Name | Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250). |
| 423-437 | Contact Phone Number | Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260). |
| 438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
| 443-445 | Blank | Fill with blanks. Reserved for SSA use. |
| 446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
| 486-488 | Blank | Fill with blanks. Reserved for SSA use. |
| 489-498 | Contact Fax | If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290). |
| 499 | Blank | Fill with blanks. Reserved for SSA use. |
| 500 | Preparer Code | Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other If more than one code applies, use the code that best describes who prepared this file. |
| 501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RE – Employer Record (Same as the Federal Code RE)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
| 7 | Agent Indicator Code | If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank. |
| 8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
| 17-25 | Agent for EIN | If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks. |
| 26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
| 27-30 | Establishment Number | For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks. |
| 31-39 | Other EIN | For this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks. |
| 40-96 | Employer Name | Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010). |
| 97-118 | Employer Location Address | Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020). |
| 119-140 | Employer Delivery Address | Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030). |
| 141-162 | Employer City | Enter the employer's city. Left justify and fill with blanks. Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040). |
| 163-164 | Employer State Abbreviation | Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050). |
| 165-169 | Employer ZIP Code | Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060). |
| 170-173 | Employer ZIP Code Extension | Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070). |
| 174 | Kind of Employer | Required. Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c * T = 501c non-government * Y = State/local 501c * N = None apply NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico). |
| 175-178 | Blank | Fill with blanks. Reserved for SSA use. |
| 179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 202-216 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 217-218 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 219 | Employment Code | Required. Enter the appropriate employment code: * A = Agriculture (Form 943) * H = Household (Schedule H) * M = Military (Form 941) * Q = Medicare Qualified Government Employment (Form 941) * X = Railroad (CT-1) * F = Regular (Form 944) * R = Regular (all others) (Form 941). NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers. |
| 220 | Tax Jurisdiction Code | Required. Enter the code that identifies the type of income tax withheld from the employee's earnings: * Blank (W-2) * V = Virgin Islands (W-2VI) * G = Guam (W-2GU) * S = American Samoa (W-2AS) * N = Northern Mariana Islands (W-2CM) * P = Puerto Rico (W-2PR/499R-2) |
| 221 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
| 222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
| 249-263 | Employer Contact Phone Number | Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks. |
| 264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
| 269-278 | Employer Contact Fax Number | If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only |
| 279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
| 319-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RW" |
| 3-11 | Social Security Number | Derived from IDFDV, Field Identifier:‘W2-EE-SSN’ (seq 2500) If an invalid SSN is encountered, this field is entered with zeroes. |
| 12-26 | Employee First Name | Derived from IDFDV, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |
| 27-41 | Employee Middle Name or Initial | Derived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |
| 42-61 | Employee Last Name | Derived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |
| 62-65 | Employee Suffix | Derived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |
| 66-87 | Employee Location Address | Derived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |
| 88-109 | Employee Delivery Address | Derived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |
| 110-131 | Employee City | Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620) |
| 132-133 | Employee State Abbreviation | Derived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630) |
| 134-138 | Employee ZIP Code | Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |
| 139-142 | Employee ZIP Code Extension | Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650) |
| 143-147 | Blank | |
| 148-170 | Employee Foreign State/Province | Derived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660) |
| 171-185 | Employee Foreign Postal Code | Derived from IDFDV, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670) |
| 186-187 | Employee Country Code | Derived from IDFDV, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680) |
| 188-198 | Wages, Tips and other compensation | Derived from IDFDV, Field Identifier:: ‘W2-FIT-WAGE’ (seq 3000) |
| 199-209 | Federal Income Tax Withheld | Derived from IDFDV, Field Identifier: ‘W2-FIT-TAX’ (seq 3010) |
| 210-220 | Social Security Wages | Derived from IDFDV, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020) |
| 221-231 | Social Security Tax Withheld | Derived from IDFDV, Field Identifier: ‘W2-SSN-TAX’ (seq 3030) |
| 232-242 | Medicare Wages & Tips | Derived from IDFDV, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040) |
| 243-253 | Medicare Tax Withheld | Derived from IDFDV, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050) |
| 254-264 | Social Security Tips | Derived from IDFDV, Field Identifier: ‘W2-SSN-TIP’ (seq 3060) |
| 265-275 | Advanced Earned Income Credit | Derived from IDFDV, Field Identifier: ‘W2-EIC’ (seq 3080) |
| 276-286 | Dependent Care Benefits | Derived from IDFDV, Field Identifier: ‘W2-DEP-CARE’ (seq 3090) |
| 287-297 | Deferred Compensation contribution to Section 401(k) | Derived from IDFDV, Field Identifier: ‘W2-CODE-D’ (seq 4030) |
| 298-308 | Deferred Compensation contribution to Section 403(b) | Derived from IDFDV, Field Identifier: ‘W2-CODE-E’ (seq 4040) |
| 309-319 | Deferred Compensation contribution to Section 408(k)(6) | Derived from IDFDV, Field Identifier: ‘W2-CODE-F’ (seq 4050) |
| 320-330 | Deferred Compensation contribution to Section 457(b) | Derived from IDFDV, Field Identifier: ‘W2-CODE-G’ (seq 4060) |
| 331-341 | Deferred Compensation contribution to Section 501(c)(18)(D) | Derived from IDFDV, Field Identifier: ‘W2-CODE-H’ (seq 4070) |
| 342-352 | Filler | |
| 353-363 | Non-qualified Plan section 457 | Derived from IDFDV, Field Identifier: ‘W2-NQUAL-457’ (seq 3102) |
| 364-374 | Employer Contribution to a Health Savings Account | Derived from IDFDV, Field Identifier: ‘W2-CODE-W’ (seq 4190) |
| 375-385 | Non-qualified Plan Not section 457 | Derived from IDFDV, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104) |
| 386-407 | Blank | |
| 408-418 | Employer cost of premiums for Group Term Life insurance over $50000 | Derived from IDFDV, Field Identifier: ‘W2-CODE-C’ (seq 4020) |
| 419-429 | Income from Non-statutory Stock Options | Derived from IDFDV, Field Identifier: ‘W2-CODE-V’ (seq 4180) |
| 430-462 | Blank | |
| 463-473 | Cost of Employer-Sponsored Health Coverage | Derived from IDFDV, Field Identifier: ‘W2-CODE-DD’ (seq 4250) |
| 474-485 | Blank | |
| 486 | Statutory Employee Indicator | Derived from IDFDV, Field Identifier: ‘W2-STAT-EE’ (seq 6000) If the amount is not zero, then ‘1’ is entered, otherwise ‘0’ is entered |
| 487 | Blank | |
| 488 | Retirement Plan Indicator | Derived from IDFDV, Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020) If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered |
| 489 | Third-Party Sick Pay Indicator | Derived from IDFDV, Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060) If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered |
| 490-512 | Blank |
Record Name: Code RO - Employee Wage Record (Optional for State Quarterly Reporting)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant ‘RO’ |
| 3-11 | Blank |
- Location 12 to 264
- Not applicable to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
| Column | Description | Source |
|---|---|---|
| 12-22 | Allocated Tips | Derived from IDFDV, Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |
| 23-33 | Uncollected Employee Tax on Tips The combination of the uncollected social security tax and the uncollected medicare tax | Derived from IDFDV, Field Identifier:‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010) |
| 34-44 | Medical Savings Account | Derived from IDFDV, Field Identifier:‘W2-CODE-R’ (seq 4150) |
| 45-55 | Simple Retirement Account | Derived from IDFDV, Field Identifier: ‘W2-CODE-S’ (seq 4160) |
| 56-66 | Qualified Adoption Expenses | Derived from IDFDV, Field Identifier: ‘W2-CODE-T’ (seq 4170) |
| 67-77 | Uncollected SSA tax on Group Ins > 50000 | Derived from IDFDV, Field Identifier: ‘W2-CODE-M’ (seq 4110) |
| 78-88 | Uncollected Medicare tax on Group Ins > 50000 | Derived from IDFDV, Field Identifier: ‘W2-CODE-N’ (seq 4120) |
| 89-110 | Blank | |
| 111-121 | Designated Roth Contribution under section 457(b) | Derived from IDFDV, Field Identifier: ‘W2-CODE-EE’ (seq 4260) |
| 122-264 | Blank |
- Location 265 to 362
- For Puerto Rico employees only
| Column | Description | Source |
|---|---|---|
| 265 | Civil Status | |
| 266-274 | Spouse’s SSN | Blank |
| 275-285 | Wages Subject to Puerto Rico Tax | Stored as zeroes |
| 286-296 | Commissions Subject to Puerto Rico Tax | Stored as zeroes |
| 297-307 | Allowances Subject to Puerto Rico Tax | Stored as zeroes |
| 308-318 | Tips Subject to Puerto Rico Tax | Stored as zeroes |
| 319-329 | Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax | Stored as zeroes |
| 330-340 | Puerto Rico Tax Withheld | Stored as zeroes |
| 341-351 | Retirement Fund Subject to Puerto Rico Tax | Stored as zeroes |
| 352-362 | Blank |
- Location 363 to 384
- For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
| Column | Description | Source |
|---|---|---|
| 363-373 | Total wages, tips and other compensation subject to Virgin Islands income tax | Stored as zeroes |
| 374-384 | Virgin Islands, etc… Income Tax Withheld | Stored as zeroes |
| 385-512 | Blank |
Record Name: Code RS - State Wage Record (Follows the same Federal Specified Code RS, except as noted)#
| 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 Example: Iowa is code "19" |
| 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, otherwise leave blank. |
| 10-18 | Social Security Number | Derived from IDFDV, Field Identifier:‘W2-EE-SSN’ (seq 2500) 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’ (seq 2510) |
| 34-48 | Employee Middle Name or Initial | Derived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |
| 49-68 | Employee Last Name | Derived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |
| 69-72 | Employee Suffix | Derived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |
| 73-94 | Employee Location Address | Derived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |
| 95-116 | Employee Delivery Address | Derived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |
| 117-138 | Employee City | Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620) |
| 139-140 | Employee State Abbreviation | Derived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630) |
| 141-145 | Employee ZIP Code | Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |
| 146-149 | Employee ZIP Code Extension | Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650) |
| 150-154 | Blank | |
| 155-177 | Employee Foreign State/Province | Derived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660) |
| 178-192 | Employee Foreign Postal Code | Derived from IDFDV, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670) |
| 193-194 | Employee Country Code | Derived from IDFDV, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680) |
- Location 195 to 267
- Apply to Quarterly Unemployment Reporting
If the user defined ‘Period Type’ = ‘Quarter’, then locations 195 to 267 will be filled. Please see Tax Reporting - US General for quarterly reporting details
| Column | Description | Source |
|---|---|---|
| 195-247 | Varies | If not used, enter blanks or follow SSA standard. |
| 248-256 | Blank | |
| 256-267 | 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 |
| 268-273 | Blank |
- Location 274 to 337
- Apply to Income Tax Reporting
If the user defined ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
| Column | Description | Source | |
|---|---|---|---|
| 274-275 | State code | FIPS (Federal Information Processing Standard) postal numeric code System Derived from the State being reported (Example: Iowa is ‘19’) | |
| 276-286 | State Taxable Wages | Derived from IDFDV, Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030) | |
| 287-297 | State Income Tax Withheld | Derived from IDFDV, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) | |
| 298-307 | Various | Not Used | |
| 308 | Tax Type Code | Not used in Iowa | |
| 309-330 | Local Taxable Wages and Taxes | Not used in Iowa | |
| 331-337 | State Control Number (optional) | Blank | |
| 338-512 | 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 (Same as Federal Code RT)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RT" |
| 3-9 | Number of RW Records Total number of code "RW" records reported since last code "RE" record | |
| 10-24 | Wages, Tips and Other Compensation | Derived from IDFDV, Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record |
| 25-39 | Federal Income Tax Withheld | Derived from IDFDV, Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record |
| 40-54 | Social Security Wages | Derived from IDFDV, Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record |
| 55-69 | Social Security Tax Withheld | Derived from IDFDV, Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record |
| 70-84 | Medicare Wages and Tips | Derived from IDFDV, Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record |
| 85-99 | Medicare Tax Withheld | Derived from IDFDV, Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record |
| 100-114 | Social Security Tips | Derived from IDFDV, Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record |
| 115-129 | Advanced Earned Income Credit | Derived from IDFDV, Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record |
| 130-144 | Dependent Care Benefits | Derived from IDFDV, Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record |
| 145-159 | Deferred Compensation Contributions to Section 401(k) | Derived from IDFDV, Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record |
| 160-174 | Deferred Compensation Contributions to Section 403(b) | Derived from IDFDV, Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record |
| 175-189 | Deferred Compensation Contributions to Section 408(k)(6) | Derived from IDFDV, Field Identifier: ‘W2-CODE-F’, total of all code "RW" records since last "RE" record |
| 190-204 | Deferred Compensation Contributions to Section 457(b | Derived from IDFDV, Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record |
| 205-219 | Deferred Compensation Contributions to Section 501(c)(18)(D) | Derived from IDFDV, Field Identifier: ‘W2-CODE-H’, total of all code "RW" records since last "RE" record |
| 220-234 | Filler | |
| 235-249 | Non-Qualified Plan Section 457 | Derived from IDFDV, Field Identifier:‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record |
| 250-264 | Employer Contribution to a Health Savings Account | Derived from IDFDV, Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record |
| 265-279 | Non-Qualified Plan Not Section 457 | Derived from IDFDV, Field Identifier:‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record |
| 280-294 | Blank | |
| 295-309 | Cost of Employer-Sponsored Health Coverage | Derived from IDFDV, Field Identifier: ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record |
| 310-324 | Employer Cost of Premiums for Group Term Life Insurance over $50000 | Derived from IDFDV, Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record |
| 325-339 | Income Tax Withheld by Third-Party Payer | Derived from IDFDV, Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record |
| 340-354 | Income from Non-statutory Stock options | Derived from IDFDV, Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record |
| 355-512 | Blank |
Record Name: Code RU - Total Record (Optional for State Quarterly Reporting)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RU" |
| 3-9 | Number of RO Records Total number of code "RO" records reported since last code "RE" record | |
| 10-24 | Allocated Tips | Derived from IDFDV, Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record |
| 25-39 | Uncollected Employee Tax on Tips | Derived from IDFDV, Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record |
| 40-54 | Medical Savings Account | Derived from IDFDV, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record |
| 55-69 | Simple Retirement Account | Derived from IDFDV, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record |
| 70-84 | Qualified Adoption Expenses | Derived from IDFDV, Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record |
| 85-99 | Uncollected SSA tax on Group Ins > 50000 | Derived from IDFDV, Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record |
| 100-114 | Uncollected Medicare tax on Group Ins > 50000 | Derived from IDFDV, Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record |
| 115-144 | Blank | |
| 145-159 | Designated Roth Contribution under section 457(b) | Derived from IDFDV, Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record |
| 160-354 | Blank | |
| 355-369 | Wages Subject to Puerto Rico Tax | Stored as zeroes |
| 370-384 | Commissions Subject to Puerto Rico Tax | Stored as zeroes |
| 385-399 | Allowances Subject to Puerto Rico Tax | Stored as zeroes |
| 400-414 | Tips Subject to Puerto Rico Tax | Stored as zeroes |
| 415-429 | Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax | Stored as zeroes |
| 430-444 | Puerto Rico Tax Withheld | Stored as zeroes |
| 445-459 | Retirement Fund Subject to Puerto Rico Tax | Stored as zeroes |
| 460-474 | Total wages, tips and other compensation subject to Virgin Islands income tax | Stored as zeroes |
| 475-489 | Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld | Stored as zeroes |
| 490-512 | Blank |
Record Name: Code RV – State Total Record (required for state of Iowa)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RV" |
| 3-9 | Number of Iowa RS records | |
| 10-24 | Iowa Wages and Tips | |
| 25-39 | Iowa income tax withheld | |
| 40-47 | Employer's BEN number | Business eFile Number, if applicable |
| 48-57 | Not used | Enter zeros |
| 58-512 | Not used | Enter blanks |
Record Name: Code RF - Final Record (Same as Federal Code RF)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RF" |
| 3-7 | Blank | |
| 8-16 | Number of RW Records Total number of code "RW" records on file | |
| 17-512 | Blank |
State Quarterly UI Wage Reporting – .CSV File Format#
UEEF must be run and the following selected to the generate Iowa State file information.To produce a Quartely wage file format in .CSV format, the following should be observed.
- Interface Format Code – Use the standard supplied form code, such as 'HL$US-QTR-IA2018'. The Variables need to be entered on this form code for specific use in the installation.
- As Of Date: Enter the quarter end date, such as 30-Jun-2017
Quarterly UI Wage Magnetic Media Reporting - .CSV File Format#
| Column | Description | Source | |
|---|---|---|---|
| 1 | Sequence Nuber | Maximum 1500 records per file | |
| 2 | UI Account Number | Including leading zero | |
| 3 | Federal EIN | Enter only numeric characters of the Federal EIN | |
| 4 | Year and Quarter (YYYYQ) | Example: 20172 | |
| 5 | Employee’s social security number | numeric only | |
| 6 | Employee Last Name | maximum 30 characters | |
| 7 | Employee First Name | maximum 15 characters | |
| 8 | Employee Middle Initial | blank if no middle initial | |
| 9 | State QTR Unemployment Insurance Total Wages | Enter quarterly wages subject to unemployment taxes (from Pay Element 'SUI WAGES' if the standard IDIF file definition 'HL$US-QTR-IA2018' is used) | |
| 10 | Reporting Unit Number | 4 digits, including leading zero |
