Tax Reporting - ID
Back to current versionRestore this version

Idaho Annual and Quarterly Reporting#

Set Up#

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

IDGV - State Registration#

IDGV - State SUI Registration#

State File Procedures#

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run with the following parameters and filters defined to generate the Idaho State file information:

RPYEU Report Parameters
Annual Form CodeMandatory. Annual Form Code HL$US-W2-20YY, defined on the IDFDV form. Must be entered in order to produce the UI wage file in ICESA format. The ‘Variables’ must be entered into this Form code for specific use in the installation.
NOTE: Always use the current year form code. DO NOT use a prior year form code as the Identifiers may be obsolete.
Period TypeMandatory. Defines the period type. Enter "Year" for annual reporting.
Period End DateMandatory. Defines the end date of the reporting period.
Media FormatMandatory. 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 NameMandatory. 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: Idaho, USA

State Media Magnetic Media Reporting – EFW2 File 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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter 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.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub 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.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf 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.
217-273Submitter NameRequired.
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).
274-295Submitter Location AddressEnter 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).
296-317Submitter Delivery AddressRequired.
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).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
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).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter 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).
351-355BlankFill with blanks. Reserved for SSA use
IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), Foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf 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.
396-422Contact NameRequired.
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).
423-437Contact Phone NumberRequired.
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).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf 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).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter 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.
501-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RE – Employer Record (Same as Federal Code RE)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf 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.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "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.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor 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.
31-39Other EINFor 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.
IMPORTANT NOTE: The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
40-96Employer NameRequired.
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).
97-118Employer Location AddressEnter 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).
119-140Employer Delivery AddressEnter 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).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter 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).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter 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).
174Kind of EmployerRequired.
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).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf 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.
219Employment CodeRequired.
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.
220Tax Jurisdiction CodeRequired.
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)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter 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.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf 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
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RW – Employer Record (Same as Federal Code RW)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RW - Employee Wage Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberRequired.
Enter the employee's SSN.
If an invalid SSN is encountered, this field is filled with zeros.
Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier.
12-26Employee First NameRequired.
Enter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier.
27-41Employee Middle Name or InitialIf applicable, enter the employee's middle name or initial.
Left Justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier.
42-61Employee Last NameRequired.
Enter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier.
62-65Employee SuffixIf applicable, enter the employee's alphabetic suffix.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-SUFFIX’ (seq 2540) IDFDV Field Identifier.
66-87Employee Location AddressEnter the employee's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier.
88-109Employee Delivery AddressEnter the employee's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier.
110-131Employee CityEnter the employee's City.
Left justify and fill with blanks.
Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier.
132-133Employee State AbbreviationEnter the employee's State or commonwealth/territory.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier.
134-138Employee ZIP CodeEnter the employee's ZIP code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier.
139-142Employee ZIP Code ExtensionEnter the employee's four-digit ZIP code extension.
If not applicable, fill with blanks.
Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier.
143-147BlankFill with blanks. Reserved for SSA use.
148-170Employee Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier.
171-185Employee Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier.
186-187Employee Country CodeIf 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.
Derived from the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier.
188-198Wages, Tips and Other CompensationNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
199-209Federal Income Tax WithheldNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
210-220Social Security WagesZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros.

The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier.
221-231Social Security Tax WithheldZero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'.

If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier.
232-242Medicare Wages and TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier.
243-253Medicare Tax WithheldZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier.
254-264Social Security TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier.
265-275BlankFill with blanks. Reserved for SSA use.
276-286Dependent Care BenefitsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
287-297Deferred Compensation Contributions to Section 401(k) (Code D)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
298-308Deferred Compensation Contributions to Section 403(b) (Code E)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
309-319Deferred Compensation Contributions to Section 408(k)(6) (Code F)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
320-330Deferred Compensation Contributions to Section 457(b) (Code G)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
331-341Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
342-352BlankFill with blanks. Reserved for SSA use.
353-363Nonqualified Plan Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
364-374Employer Contributions to a Health Savings Account (Code W)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
375-385Nonqualified Plan Not Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
386-396Nontaxable Combat Pay (Code Q)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
397-407BlankFill with blanks. Reserved for SSA use.
408-418Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
419-429Income from the Exercise of Non-Statutory Stock Options (Code V)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
430-440Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
441-451Designated Roth Contributions to a Section 401 (k) Plan (Code AA)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
452-462Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
463-473Cost of Employer-Sponsored Health Coverage (Code DD)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
474-484Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)No negative amounts.
Right justify and zero fill.
485BlankFill with blanks. Reserved for SSA use.
486Statutory Employee IndicatorEnter "1" for statutory employee. Otherwise, enter "0" (zero).
Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier.
487BlankFill with blanks. Reserved for SSA use.
488Retirement Plan IndicatorEnter "1" for a retirement plan. Otherwise, enter "0" (zero).
Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier.
489Third-Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier.
490-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RO - Employee Wage Record (Optional for State Quarterly Reporting)#

ColumnDescriptionSource
1-2Record IdentifierConstant ‘RO’
3-11Blank
Location 12 to 264
These do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
ColumnDescriptionSource
12-22Allocated TipsDerived from the IDFDV ‘W2-ALLOC-TIP’ (seq 3070) Field Identifier
23-33Uncollected Employee Tax on TipsA combination of the uncollected social security tax and the uncollected medicare tax.
Derived from the IDFDV ‘W2-CODE-A’ + ‘W2-CODE-B’ (seq 4010) Field Identifiers
34-44Medical Savings AccountDerived from the IDFDV ‘W2-CODE-R’ (seq 4150) Field Identifier
45-55Simple Retirement AccountDerived from the IDFDV ‘W2-CODE-S’ (seq 4160) Field Identifier
56-66Qualified Adoption ExpensesDerived from the IDFDV ‘W2-CODE-T’ (seq 4170) Field Identifier
67-77Uncollected SSA tax on Group Ins > 50000Derived from the IDFDV ‘W2-CODE-M’ (seq 4110) Field Identifier
78-88Uncollected Medicare tax on Group Ins > 50000Derived from the IDFDV 'W2-CODE-N’ (seq 4120) Field Identifier
89-110Blank
111-121Designated Roth Contribution under section 457(b)Derived from the IDFDV ‘W2-CODE-EE’ (seq 4260) Field Identifier
122-264Blank
Location 265 to 362
For Puerto Rico employees only.
ColumnDescriptionSource
265Civil Status
266-274Spouse’s SSNBlank
275-285Wages Subject to Puerto Rico TaxStored as zeroes
286-296Commissions Subject to Puerto Rico TaxStored as zeroes
297-307Allowances Subject to Puerto Rico TaxStored as zeroes
308-318Tips Subject to Puerto Rico TaxStored as zeroes
319-329Total Wages, commissions, tips, and allowances subject to Puerto Rico TaxStored as zeroes
330-340Puerto Rico Tax WithheldStored as zeroes
341-351Retirement Fund Subject to Puerto Rico TaxStored as zeroes
352-362Blank
Location 363 to 384
For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
ColumnDescriptionSource
363-373Total wages, tips and other compensation subject to Virgin Islands income taxStored as zeroes
374-384Virgin Islands, etc… Income Tax WithheldStored as zeroes
385-512Blank

Record Name: Code RS - State Record (Required)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State CodeEnter the appropriate FIPS code. Idaho is code "16".
Derived from the State being reported
5-9Taxing Entity CodeNot applicable for Idaho Reporting. Fill with blanks.
10-18Social Security NumberEnter the employee's SSN.
If an invalid SSN is encountered, this field is entered with zeroes.
Derived from IDFDV W2-EE-SSN Field Identifier
19-33Employee First NameEnter the employee's first name. Left justify and fill with blanks.
Derived from IDFDV W2-EE-FIRST-NAME Field Identifier
34-48Employee Middle Name or InitialEnter the employee's middle name or initial, if applicable. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68Employee Last NameEnter the employee's last name. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72Employee SuffixEnter the employee's alphabetical suffix, if applicable. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94Employee Location AddressEnter the employee's location address. Include suite, room number, etc. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116Employee Delivery AddressEnter the employee's delivery address. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138Employee CityEnter the employee's city. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140Employee State AbbreviationEnter the employee's State postal abbreviation. Left justify and fill with blanks. For a foreign address, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145Employee ZIP CodeEnter the employee's zip code. For a foreign address, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149Employee ZIP Code ExtensionEnter the employee's four-digit zip code extension. If not applicable, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-154BlankReserved for SSA use. Fill with blanks.
155-177Employee Foreign State/ProvinceEnter the employee's foreign State/Province, if applicable. Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’
178-192Employee Foreign Postal CodeEnter the employee's foreign postal code, if applicable. Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’
193-194Employee Country CodeNot read by PA Revenue. 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.
Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’
195-196BlankFill with blanks.
197-202 IDReporting PeriodIf applicable, enter the last month and 4-digit year for the calendar quarter for the reporting period. Example: “03YYYY” for January through March.
203-213State Quarterly Unemployment Insurance Total WagesRight justify and zero fill.
Applies to unemployment reporting.
214-224State Quarterly Unemployment Insurance Total Taxable WagesRight justify and zero fill.
Applies to unemployment reporting.
225-226Number of Weeks WorkedDefined by State/local agency.
Applies to unemployment reporting.
227-234Date First EmployedEnter the month, day and four-digit year.
Applies to unemployment reporting.
235-242Date of SeparationEnter the month, day and four-digit year.
Applies to unemployment reporting.
243-247BlankFill with blanks.
248-255 ID Employer Withholding Account NumberEnter 8-digit employer withholding account number
256-267BlankFill with blanks.
268-273BlankFill with blanks. Reserved for SSA use.
274-275State codeEnter the appropriate FIPS state code where state income tax should be reported. Idaho is code "16".
276-286 IDState Taxable WagesTaxable Wages for Idaho. Use Whole Dollars only. Omit decimals. Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 IDState Tax WithheldIdaho Tax Withheld. Use Whole Dollars only. Omit decimals. Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-307BlankFill with blanks.
308Tax Type CodeEnter the appropriate code for entries in fields 309-330:
* C = City Income Tax
* D = County Income Tax
* E = School District Income Tax
* F = Other Income Tax.
Applies to income tax reporting.
309-319Local Taxable WagesTo be defined by State/local agency. If applicable, right justify and zero fill.
Applies to income tax reporting.
320-330Local Income Tax WithheldTo be defined by State/local agency. If applicable, right justify and zero fill.
Applies to income tax reporting.
331-337State Control NumberOptional. If applicable, right justify and zero fill.
Applies to income tax reporting.
338-412Supplemental Data 1Optional field. If not applicable, fill with blanks.
413-487Supplemental Data 2Optional field. If not applicable, fill with blanks
488-512BlankFill with blanks.

Record Name: Code RT – Employer Record (Same as Federal Code RT)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RT - Total Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW RecordsTotal number of "RW" records reported since last "RE" record.
Right justify and zero fill.
10-24Wages, Tips and Other CompensationTotal of all "RW" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees.
Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’
25-39Federal Income Tax WithheldTotal of all "RW" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees.
Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’
40-54Social Security WagesTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’
55-69Social Security Tax WithheldTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’
70-84Medicare Wages and TipsTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’
85-99Medicare Tax WithheldTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’
100-114Social Security TipsTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’
115-129BlankFill with blanks. Reserved for SSA use.
130-144Dependent Care BenefitsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’
145-159Deferred Compensation Contributions to
Section 401(k) (Code D)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-D’
160-174Deferred Compensation Contributions to
Section 403(b)(Code E)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-E’
175-189Deferred Compensation Contributions to
Section 408(k)(6) (Code F)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-F’
190-204Deferred Compensation Contributions to
Section 457(b) (Code G)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-G’
205-219Deferred Compensation Contributions to
Section 501(c)(18)(D) (Code H)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-H’
220-234BlankFill with blanks. Reserved for SSA use.
235-249Nonqualified Plan Section 457 Distributions or ContributionsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’
250-264Employer Contribution to a Health Savings Account
(Code W)
Total of all "RW" records since last "RE" record.
No negative amounts.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-W’
265-279Nonqualified Plan Not Section 457 Distributions or ContributionsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’
280-294Nontaxable Combat Pay (Code Q)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
295-309Cost of Employer-Sponsored Health Coverage
(Code DD)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
310-324Employer Cost of Premiums for Group Term Life Insurance over $50,000 (Code C)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-C’
325-339Income Tax Withheld by Payer of Third-Party Sick PayTotal of all "RW" records since last "RE" record.
Total Federal Income Tax withheld by third-parties (generally insurance companies) from sick or disability payments made to your employees.
Does not apply to Puerto Rico employees.
Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’
340-354Income from the Exercise of Non-statutory Stock Options (Code V)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-V’
355-369Deferrals Under a Section 409A Nonqualified Deferred Compensation Plan (Code Y)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
370-384Designated Roth Contributions to a Section
401(k) Plan (Code AA)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
385-399Designated Roth Contributions to a Section
403(b) Salary Reduction Agreement (Code BB)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
400-414Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)Total of all "RW" records since last "RE" record.
Right justify and zero fill.
415-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RU - Total Record (Optional for State Quarterly Reporting)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RU"
3-9 Number of RO RecordsTotal number of code "RO" records reported since last code "RE" record
10-24Allocated TipsTotal of all code "RO" records since last "RE" record.
Derived from IDFDV, Field Identifier:‘W2-ALLOC-TIP’,
25-39Uncollected Employee Tax on TipsTotal of all code "RO" records since last code "RE" record.
Derived from IDFDV, Field Identifier:‘W2-CODE-A’ and ‘W2-CODE-B’,
40-54Medical Savings AccountTotal of all code "RO" records since last code "RE" record.
Derived from IDFDV, Field Identifier:‘W2-CODE-R’,
55-69Simple Retirement AccountTotal of all code "RO" records since last code "RE" record.
Derived from IDFDV, Field Identifier:‘W2-CODE-S’,
70-84Qualified Adoption ExpensesTotal of all code "RO" records since last code "RE" record.
Derived from IDFDV, Field Identifier:‘W2-CODE-T’,
85-99Uncollected SSA tax on Group Ins > 50000Total of all code "RO" records since last code "RE" record.
Derived from IDFDV, Field Identifier: ‘W2-CODE-M’,
100-114Uncollected Medicare tax on Group Ins > 50000Total of all code "RO" records since last code "RE" record.
Derived from IDFDV, Field Identifier: ‘W2-CODE-N’,
115-144Blank
145-159Designated Roth Contribution under section 457(b)Total of all code "RO" records since last code "RE" record.
Derived from IDFDV, Field Identifier:‘W2-CODE-EE’,
160-354Blank
355-369Wages Subject to Puerto Rico TaxStored as zeroes
370-384Commissions Subject to Puerto Rico TaxStored as zeroes
385-399Allowances Subject to Puerto Rico TaxStored as zeroes
400-414Tips Subject to Puerto Rico TaxStored as zeroes
415-429Total Wages, commissions, tips, and allowances subject to Puerto Rico TaxStored as zeroes
430-444Puerto Rico Tax WithheldStored as zeroes
445-459Retirement Fund Subject to Puerto Rico TaxStored as zeroes
460-474Total wages, tips and other compensation subject to Virgin Islands, … income taxStored as zeroes
475-489Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax WithheldStored as zeroes
490-512Blank

Record Name: Code RV - Employer Record (Required)#

State Specific
ColumnDescriptionSource
1-2Record IdentifierConstant "RV"
3-11Federal Employer Identification Number (EIN)Enter the employer’s federal Employer Identification Number (EIN). Numeric characters only. Omit hyphens.
Derived from the applicable Federal reporting EIN, defined on IDGV or IDGR
12-15Name ControlEnter the first four letters of the legal business name. Left justify and fill with blanks.
16-24Idaho Withholding Account NumberEnter the 9-digit Idaho withholding account number. Numeric characters only. Omit hyphens. Right justify and zero fill.
Derived from the IDFDV ‘W2-STATE-REGIST’ Field Identifier for the reporting State
25Filing CycleEnter M, B, Q or Y to define the payment frequency of the withholding account. M-Monthly, Q-Quarterly, B-Semimonthly, Y-Yearly. NOTE: Y-yearly is the only option supported
26-31Tax PeriodEnter in format of MMYYYY for the reporting period
32-42Total Idaho Taxable WagesOmit decimals. Right justify and zero fill.
Derived from the IDFDV ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030) Field Identifiers
43-53Total Idaho Tax Withheld on W-2Omit decimals. Right justify and zero fill.
Derived from the IDFDV ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) Field Identifiers
54-64Withholding Payments Made During the YearPayments made from January 1 to December 31 of the current reporting year. Omit decimals. Right justify and zero fill.
65-86BlankFill with blanks.
87-97Remaining Tax Due or RefundTotal of positions “43-53” minus “54-64”. Omit decimals. Right justify and zero fill.
Derived from the total of ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) Field Identifiers
98Tax Due SignEnter negative sign (-) if there is a refund. Leave blank if zero or if there is a tax due.
99-109Penalty on Balance DueOmit decimals. Right justify and zero fill.
110-120Interest on Balance DueOmit decimals. Right justify and zero fill.
121-131Total Amount Due or RefundTotal amounts in positions “87-97” plus positions “99-109” plus positions “110-120”.
Omit decimals. Right justify and zero fill. Derived from the total of ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) Field Identifiers
132Tax Due SignEnter negative sign (-) if there is a refund. Leave blank if zero or if there is a tax due.
133-139Total Number of Idaho W-2sRight justify and zero fill.
140-146Total Number of 1099sRight justify and zero fill.
147Fed/State Combined 1099 ParticipantEnter “1” for Yes, “0” for No
148-154Total Number of W-2s & 1099sTotal of positions “133-139” plus positions “140-146”. Right justify and zero fill.
155-165Penalty for Late FilingOmit decimals. Right justify and zero fill.
166-176Total of positions “121-131” plus positions “155-165”. Omit decimals. Right justify and zero fill.
177Tax Due SignEnter negative sign (-) if there is a refund. Leave blank if zero or if there is a tax due.
178-512BlankFill with Blanks

Record Name: Code RF – Employer Record (Same as Federal Code RF)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RF - Final Record#

ColumnDescriptionSource
1-2Record IndentifierConstant "RF"
3-7BlankFill with blanks. Reserved for SSA use
8-16Number of RW RecordsTotal number of RW (Employee) Records reported on the entire file.
Right justify and zero fill
17-512BlankFill with blanks. Reserved for SSA use

Quarterly UI Wage Magnetic Media Reporting – ICESA Format#

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

RPYEU must be run with the following parameters and filters defined to generate the State UI File information:

RPYEU Report Parameters

Quarterly Form CodeMandatory. Quarterly Form Code HL$US-QTR-20YY, defined on the IDFDV form.
Must be entered in order to produce the UI wage file in ICESA format.
The ‘Variables’ must be entered into this Form code for specific use in the installation.
NOTE: Always use the current year form code. DO NOT use a prior year form code as the Identifiers may be obsolete.
Period TypeMandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period.
Media FormatMandatory. Enter 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 NameMandatory. 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:Idaho, USA

Record Name: Code S - State Record#

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security NumberEmployee’s social security number. If not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30Employee Last NameEnter the employee's last name.
31-45 IDEmployee First NameEnter the employee's first name.
46-46 IDEmployee Middle InitialEnter the employee's middle initial. Leave blank if there is no middle initial
47-123 IDBlankFill with blanks
124-125 IDState CodeEnter the State FIPS postal numeric code for the state the wages are being reported. The Idaho Code is ‘16’
126-127 IDBlankFill with blanks
128-133 IDReporting PeriodEnter the quarter (2-digits) and the year (4-digits) that is being reported. Example: 01YYYY for January-March
134-140 IDBlankFill with blanks
141-150 IDState QTR Unemployment Insurance Total WagesEnter the Quarterly wages subject to unemployment taxes
151-164 IDBlankFill with blanks
165-214 IDEmployer NameDerived from the Entity
215-230 IDBlankFill with blanks
231-240 IDState Unemployment Insurance Account NumberEnter the 10 digit account number assigned by Idaho Department of Labor for Unemployment Insurance
Derived from the SUI Registration Number defined on IDGV
241-275 IDBlankFill with blanks

Notes#

Click to create a new notes page