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Illinois Annual and Quarterly Reporting#

What's New for Tax Year 2011#

The following changes have been noted for reporting W2 wages to the Federal government:

• (W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
• (W2 Form) Code DD is added to box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
• (W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in Box 12 of Form W2.
• (W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
• (W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
• (W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

Set Up#

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

IDGV - State Registration#

• The IDGV Definition tab must be set up for ‘State Registration’ for State/Province: Illinois
• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Illinois
  • ‘W2 STATE MEDIA FILING’ - The State of Illinois accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of Illinois only)

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with ‘State SUI Registration’ for State/Province: Illinois
• The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Illinois
  • ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate Quarterly UI wage magnetic media file for state of Illinois
• For every quarter, the IDGV Variables tab amounts must be reviewed for all the QTR amounts to reflect the current reporting quarter’s correct amounts.
• The IDGV QTR amounts are reported on ICESA code T Total record.
• The IDGV Govt Rate Type ‘US SUI ER Rate’ may need to be set up if Code T ‘US Tax Rate’ is reported. Please read ICESA Code T record for detail.

IDLN – Location Plant Code#

• If the Location Plant code needs to be reported on the ICESA code S record, the Location Plant code can be set up on the IDLNscreen User Defined field.

When RPYEU is run the first time, this UDF will be generated on IMUF for P2K_CM_LOCATIONS ‘LOCATION PLANT CODE’; this does not be set up manually.

State File Procedures#

• The Illinois Department of Revenue accepts magnetic media filing of State W2 wage information using the EFW2 file format (required records are RA,RE,RW,RS,RT,RV and RF), and the Quarterly UI wages via magnetic media using the ICESA format.
• When using the EFW2 file format to file for the state of Illinois, the IDGV must be set up as follows:
  • for State Registration of Illinois, the IDGV Variables:
    • ‘W2 STATE MEDIA FILING’ 01 – State requires media file in SSA format, which includes the ‘RW’,’RO’,’RU’ record types.

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run and the following selected to generate Illinois state file information:

Report List Filters, Select State:	Illinois, USA
Parameters, Annual Form Code:	(example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format:	Federal File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

Media Format: Use ‘Federal File Format’ (in combination of the state selection of ‘Illinois’) to produce an EFW2 file for the state of Illinois that includes ‘RW’,’RO’,’RU’ records.

State Media Magnetic Media Reporting – EFW2 File Format#

Record Name: Header Record – Must be the First Record in the EFW2 File#

Column	Description	Source
1-12	Record Identifier	Constant "***HEADER***"
13-21	Tax Form	Constant "ILEFW2***"
22-512	Blank

Record Name: Code RA - Transmitter Record (Same as the Federal Code RA) #

Column	Description	Source
1-2	Record Identifier	Constant "RA"
3-11	Submitter’s Employer ID number (EIN) Numeric only	Derived from IDFDV, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28	Personal Identification Number (PIN) and Software Vendor Code	Derived from IDFDV, Field Identifier:‘SUB-PIN-NUMBER’ (seq 1010) Please note that this field consists of an 8-character PIN code in positions 12-19, a 4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28
29	Resub Indicator	Derived from IDFDV, Field Identifier:‘SUB-RESUB-IND’ (seq 1020)
30-35	Resub WFID	Derived from IDFDV, Field Identifier:‘SUB-RESUB-WFID’ (seq 1030)
36-37	Software Code	Derived from IDFDV, Field Identifier:‘SUB-SOFTWARE’ (seq 1040)
38-94	Company Name	Derived from IDFDV, Field Identifier:‘SUB-COMP-NAME’ (seq 1050)
95-116	Location Address	Derived from IDFDV, Field Identifier:‘SUB-COMP-LOCN’ (seq 1060)
117-138	Delivery Address	Derived from IDFDV, Field Identifier:‘SUB-COMP-DELIV’ (seq 1070)
139-160	Company City	Derived from IDFDV, Field Identifier:‘SUB-COMP-CITY’ (seq 1080)
161-162	Company State Abbreviation	Derived from IDFDV, Field Identifier:‘SUB-COMP-STATE’ (seq 1090)
163-167	Company ZIP code	Derived from IDFDV, Field Identifier:‘SUB-COMP-ZIP’ (seq 1100)
168-171	Company ZIP code extension	Derived from IDFDV, Field Identifier:‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176	Blank
177-199	Company Foreign State/Province	Derived from IDFDV, Field Identifier:‘SUB-COMP-F-STATE’ (seq 1120)
200-214	Company Foreign Postal Code	Derived from IDFDV, Field Identifier:‘SUB-COMP-F-POST’ (seq 1130)
215-216	Company Country Code	Derived from IDFDV, Field Identifier:‘SUB-COMP-COUNTRY’ (seq 1140)
217-273	Submitter Name	Derived from IDFDV, Field Identifier:‘SUB-SUBM-NAME’ (seq 1150)
274-295	Submitter Location Address	Derived from IDFDV, Field Identifier:‘SUB-SUBM-LOCN’ (seq 1160)
296-317	Submitter Delivery Address	Derived from IDFDV, Field Identifier:‘SUB-SUBM-DELIV’ (seq 1170)
318-339	Submitter City	Derived from IDFDV, Field Identifier:‘SUB-SUBM-CITY’ (seq 1180)
340-341	Submitter State Abbreviation	Derived from IDFDV, Field Identifier:‘SUB-SUBM-STATE’ (seq 1190)
342-346	Submitter ZIP code	Derived from IDFDV, Field Identifier:‘SUB-SUBM-ZIP’ (seq 1200)
347-350	Submitter ZIP code extension	Derived from IDFDV, Field Identifier:‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355	Blank
356-378	Submitter Foreign State/Province	Derived from IDFDV, Field Identifier:‘SUB-SUBM-F-STATE’ (seq 1220)
379-393	Submitter Foreign Postal Code	Derived from IDFDV, Field Identifier:‘SUB-SUBM-F-POST’ (seq 1230)
394-395	Submitter Country Code	Derived from IDFDV, Field Identifier:‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422	Contact Name	Derived from IDFDV, Field Identifier:‘SUB-CONT-NAME’ (seq 1250)
423-437	Contact Phone Number	Derived from IDFDV, Field Identifier:‘SUB-CONT-TEL’ (seq 1260)
438-442	Contact Phone Extension	Derived from IDFDV, Field Identifier:‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445	Blank
446-485	Contact E-mail	Derived from IDFDV, Field Identifier:‘SUB-CONT-EMAIL’ (seq 1280)
486-488	Blank
489-498	Contact FAX	Derived from IDFDV, Field Identifier:‘SUB-CONT-FAX’ (seq 1290)
499-499	Preferred Method of Problem Notification Code	Derived from IDFDV, Field Identifier:‘SUB-CONT-METH’ (seq 1300)
500-500	Preparer Code	Derived from IDFDV, Field Identifier:‘SUB-PREPARER’ (seq 1310)
501-512	Blank

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

Column	Description	Source
1-2	Record Identifier	Constant "RE"
3-6	Tax year CCYY	From user specified FROM-TO period converted to CCYY
7	Agent Indicator Code	Derived from IDFDV, Field Identifier:‘W2-ER-AGENT-IND’ (seq 1500)
8-16	Employer/Agent EIN	System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25	Agent for EIN	Derived from IDFDV, Field Identifier:‘W2-ER-FOR-EIN’ (seq 1510)
26	Terminating Business Indicator	Derived from IDFDV, Field Identifier:‘W2-ER-TERM-BUS’ (seq 1520)
27-30	Establishment Number	Derived from IDFDV, Field Identifier:‘W2-ER-ESTAB’ (seq 1530)
31-39	Other EIN	Derived from IDFDV, Field Identifier:‘W2-ER-OTHER-EIN’ (seq 1540)
40-96	Employer Name	Derived from IDFDV, Field Identifier:‘W2-ER-NAME’ (seq 2010)
97-118	Employer Location Address	Derived from IDFDV, Field Identifier:‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140	Employer Delivery Address	Derived from IDFDV, Field Identifier:‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162	Employer City	Derived from IDFDV, Field Identifier:‘W2-ER-CITY’ (seq 2040)
163-164	Employer State Abbreviation	Derived from IDFDV, Field Identifier:‘W2-ER-STATE’ (seq 2050)
165-169	Employer ZIP Code	Derived from IDFDV, Field Identifier:‘W2-ER-ZIP’ (seq 2060)
170-173	Employer ZIP Code Extension	Derived from IDFDV, Field Identifier:‘W2-ER-ZIP-EXT’ (seq 2070)
174-174	Kind of Employer	Derived from IDFDV, Field Identifier:‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178	Blank
179-201	Employer Foreign State/Province	Derived from IDFDV, Field Identifier:‘W2-ER-F-STATE’ (seq 2080)
202-216	Employer Foreign Postal Code	Derived from IDFDV, Field Identifier:‘W2-ER-F-POSTAL’ (seq 2090)
217-218	Employer Country Code	Derived from IDFDV, Field Identifier:‘W2-ER-COUNTRY’ (seq 2100)
219	Employment Code	From IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting, otherwise the W2 Type of employment is derived from IDGR screen. A set of code RE, RW/RO/RS, RT/RU records will be generated for different type of employment
220	Tax Jurisdiction Code	Derived from IDFDV, Field Identifier:‘W2-ER-TAX-JURIS’ (seq 2110)
221	Third-Party Sick Pay Indicator	Derived from IDFDV, Field Identifier:‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512	Blank

Record Name: Code RW - Employee Wage Record (Same as the 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	Military Employee’s Basic Quarters and Combat Pay	Derived from IDFDV, Field Identifier:‘W2-CODE-Q’ (seq 4140)
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 non-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, Same as the Federal Code RO)#

Column	Description	Source
1-2	Record Identifier	Constant ‘RO’
3-11	Blank

Location 12 to 264

Do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

12-22	Allocated Tips	Derived from IDFDV, Field Identifier:‘W2-ALLOC-TIP’ (seq 3070)
23-33	Uncollected Employee Tax on Tips Combined 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	Blank
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 (Same as Federal Code RS)#

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 e.g. Illinois is code "17"
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’ (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-specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.

Please read document US_ANNUAL_QTRLY_REPORTING_GEN for detail for quarterly reporting.

Column	Description	Source
195-196	Optional code State Specific Data If not used, enter 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-2003’, then reporting period is ‘122003’
203-213	State Quarterly Unemployment Insurance Total Wages	Derived from IDFDV, 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. For this reason, 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	Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government Please read document US_ANNUAL_QTRLY_REPORTING_GEN for detail for quarterly reporting
225-226	Number of Weeks Worked	From system derived number of Weeks Worked for the Reporting State The system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date If the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234	Date First Employed MMDDCCYY	From system derived latest Employment Hired Date
235-242	Date of Separation MMDDCCYY	From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247	Blank
248-267	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 screen for the SUI Registration of the State
268-273	Blank

Location 274 to 337

Apply to Income Tax Reporting

If the user-specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.

Column	Description	Source
274-275	State code, appropriate FIPS postal numeric code	Derived from the State being reported e.g. Illinois is code "17"
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	Other State Data, to be defined by each state
308	Tax Type Code This field is used to report County, City or School district tax If the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field: C – City Income Tax D – County Income Tax E – School District Income Tax F – Other Income Tax IDGV screen must be set up for the Local or School Registration by County/City or School district for the following fields on the IDGV Variables tab: 'W2 STATE MEDIA FILING' 'W2 TAX TYPE CODE' 'W2 TAXING ENTITY' 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet If County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field
309-319	Local Taxable Wages	If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500) If County Tax is reported, this field is derived from Identifier: 'W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’ If City Tax is reported, this field is derived from:‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330	Local Income Tax Withheld	If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510) If County Tax is reported, this field is derived from Identifier: ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’ If City Tax is reported, this field is derived from:‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337	State Control Number (optional) Blank
338-412	Supplemental Data 1 State Specific Data If not used, enter blanks
413-487	Supplemental Data 2 State Specific Data If not used, enter blanks
488-512	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	Military Employee’s Basic Quarters and Combat Pay	Derived from IDFDV, Field Identifier:‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
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, Same as Federal Code RU)#

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 Identifiers:‘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#

Column	Description	Source
1-2	Record Identifier	Constant "RV"
3-9	Number of RS Records Total of Employee Records (RS) reported since the last Employer Record (RE) Right justify and zero fill
10-24	Total State Taxable Wages (all states) Total of Employee Records (RS) reported since the last Employer Record (RE) Right justify and zero fill Dollars and cents
25-39	Total State Income Tax Withheld (all states) Total of Employee Records (RS) reported since the last Employer Record (RE) Right justify and zero fill Dollars and cents
40-512	Blank

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

Quarterly UI Wage Reporting – ICESA format#

RPYEU must be run and the following selected to generate Illinois state file information:

• The state of Illinois must be selected in the ‘Report List Filters’.

• Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
• Period Type:Quarter
• Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

Note: Columns coded with IL indicates it is a Illinois specific requirement which is not the standard record format.

Record Name: Code A – Transmitter Record#

Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.

Column	Description	Source
1-1	Record Identifier	Constant ‘A’
2-5	Payment Year The year for which this report is being prepared	From user-specified FROM-TO period converted to YYYY
6-14	Transmitter’s Federal EIN Enter only numeric characters; omit hyphens, prefixes and suffixes	Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’
15-18	Taxing Entity Code	Constant ‘UTAX’
19-23	Blank
24-73	Transmitter Name The transmitter name of the organization submitting the file	Derived from IDFDV, Field Identifier:‘TRAN NAME’
74-113	Transmitter Street Address The street address of the organization submitting the file	Derived from IDFDV, Field Identifier:‘TRAN ADDRESS’
114-138	Transmitter City The city of the organization submitting the file	Derived from IDFDV, Field Identifier:‘TRAN CITY’
139-140	Transmitter State The standard two character FIPS postal abbreviation	Derived from IDFDV, Field Identifier:‘TRAN STATE’
141-153	Blank
154-158	Transmitter ZIP Code A valid ZIP code	Derived from IDFDV, Field Identifier:‘TRAN ZIP CODE’
159-163	Transmitter ZIP Code extension Use this field as necessary for the four digit extension of ZIP code. Include hypen in position 159	Derived from IDFDV, Field Identifier:‘TRAN ZIP EXTN’ (include ‘-‘ in position 159)
164-193	Transmitter Contact Title of individual from transmitter organization responsible for the accuracy of the wage report	Derived from IDFDV, Field Identifier:‘TRAN CONTACT’
194-203	Transmitter Contact Telephone Number The transmitter contact's telephone number	Derived from IDFDV, Field Identifier:‘TRAN CONTACT PHONE’
204-207	Telephone Extension/Box The Transmitter telephone extension or message box	Derived from IDFDV, Field Identifier:‘TRAN CONTACT EXTN’
208-213	Media Transmitter/Authorization Number Identifier assigned to the entity transmitting the media	Derived from IDFDV, Field Identifier:‘TRAN MEDIA NUMBER’
214-242 IL	Not Used Enter blanks
243-250	Media Creation Date. Enter date in MMDDYYYY format	Derived from the System Date
251-276	Blank

Record Name: Code B - Authorization Record#

Column	Description	Source
1-1	Record Identifier	Constant ‘B’
2-5	Payment Year The year for which this report is being prepared
6-14	Transmitter’s Federal EIN. Enter only numeric characters	Derived from IDFDV, Field Identifier:BASIC EIN
15-22	Computer The manufacturer’s name	Derived from IDFDV, Field Identifier: ‘BASIC COMPUTER’
23-24	Internal Label ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette	Derived from IDFDV, Field Identifier:‘BASIC INTERNAL LABEL’ (first 2 characters)
25-25	Blank
26-27	Density ‘16’, ‘62’, ‘38’, or blank for diskette
28-30	Recording Code (Character Set) “EBC’, or ‘ASC’. Always ‘ASC’ for diskette
31-32	Number of Tracks ‘09’, or ‘18’, or blanks for diskette
33-34	Blocking Factor The blocking factor of the file, not to exceed 85 Enter blanks for diskette
35-38	Taxing Entity Code	Constant ‘UTAX’
39-146	Blank
147-190	Organization Name The name of the organization to which the media should be returned	Derived from IDFDV, Field Identifier:‘BASIC NAME’
191-225	Street Address The street address of the organization to which the media should be returned	Derived from IDFDV, Field Identifier:‘BASIC ADDRESS’
226-245	City The city of the organization to which the media should be returned	Derived from IDFDV, Field Identifier:‘BASIC CITY’
246-247	State The standard two character FIPS postal abbreviation	Derived from IDFDV, Field Identifier:‘BASIC STATE’
248-252	Blank
253-257	ZIP Code A valid ZIP code	Derived from IDFDV, Field Identifier:‘BASIC ZIP CODE’
258-262	ZIP Code extension Four digit extension of ZIP code, including the hypen in position 258	Derived from IDFDV, Field Identifier:‘BASIC ZIP EXTN’
263-264 IL	Filing Type ‘MC’ for Magnetic Cartridge ‘D3’ for 3.5 inch Diskette ‘ED’ for Modem	Derived from IDFDV, Field Identifier:‘BASIC INTERNAL LABEL’ (3rd and 4th characters)
265-276 IL	Blank

Record Name: Code E - Employer Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘E’.
2-5	Payment Year The year for which the report is being prepared
6-14	Federal EIN Enter only numeric characters	Derived from the IDGV State SUI Registration
15-23	Blank
24-73	Employer Name The first 50 positions of the employer’s name exactly as registered with the state UI agency	Derived from the Entity
74-113	Employer Street Address	Derived from the Entity Location
114-138	Employer City The city of employer’s mailing address	Derived from the Entity Location
139-140	Employer State The standard two character FIPS postal abbreviation of the employer’s address	Derived from the Entity Location
141-148	Blank
149-153	ZIP code extension Four digit extension of ZIP code, including the hyphen in position 149	Derived from the Entity Location
154-158	ZIP code Valid ZIP code	Derived from the Entity Location.
159-159	Blank
160-160	Type of Employment ‘A’, “H’, ‘M’, ‘Q’, ‘R’, or ‘X’	Derived from IDFDV, Field Identifier:‘TYPE OF EMPLOYMENT’ Not used by IDES
161-162	Blocking Factor The blocking factor of the file, not to exceed 85 Enter blanks for diskette
163-166	Establishment Number or Coverage Group/PRU Enter either the establishment number of the coverage group/PRU, or blank Field Identifier ESTABLISHMENT NUMBER’ Not used by IDES
167-170	Taxing Entity Code	Constant ‘UTAX’
171-172	State Identifier Code The state FIPS postal numeric code for the state to which wages are being reported FIPS numeric code for Illinois is ‘17’
173-187	State Unemployment Insurance Account Number	Derived from the IDGV State SUI Registration
188-189	Reporting Period ‘03’, ‘06’, ‘09’, or ‘12’
190-190	No Workers/No Wages Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record, enter ‘1’ to indicate otherwise Since Code S records will be generated, this field is default to ‘1’
191-191	Tax Type Code - ‘R’ for Reimbursable Employer ‘T’ for Taxable Employers This field is defaulted to ‘T’
192-208 IL	Not Used Enter blanks
209-255	Blank
256-256	Foreign Indicator If data in positions 74-158 is for a foreign address, enter the letter ‘X’, otherwise else leave it blank Not used by IDES	Derived from IDFDV, Field Identifier:‘FOREIGN ADDR INDICATOR’
257-257	Blank
258-266	Other EIN Enter Blanks if no other EIN was used Not used by IDES	Derived from IDFDV, Field Identifier:‘OTHER EIN’
267-267	Report Type Not used, fill with blanks
268-269	Report Number Not used, fill with blanks
270-276	Blank

Record Name: Code S – Employee Wage Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘S’
2-10	Social Security Number Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30	Employee Last Name
31-42	Employee First Name
43-43	Employee Middle Initial Leave blank if no middle initial
44-45	State Code The state FIPS postal numeric code for the state to which wages are being reported Illinois Code is ‘17’
46-49	Blank
50-63	State QTR Total Gross Wages Not used by IDES
64-77	State QTR Unemployment Insurance Total Wages Quarterly wages subject to unemployment taxes
78-91	State QTR Unemployment Insurance Excess Wages Not used by IDES
92-105	State QTR Unemployment Insurance Taxable Wages Not used by IDES
106-120	Quarterly State Disability Insurance Taxable Wages Not used by IDES
121-129	Quarterly Tip Wages Not used by IDES
130-131	Number of Weeks Worked Not used by IDES
132-134	Number of Hours Worked Not used by IDES
135-142	Blank
143-146	Taxing Entity Code	Constant ‘UTAX’.
147-15	State Unemployment Insurance Account Number	SUI Registration Number from IDGV
154-161	Blank
162-164	Unit/Division Location/Plant Code Enter the plant Code if applicable	From the employee’s prime assignment IEAS location code. Then in IDLN the applicable plant code for this location can be specified on the UDF ‘LOCATION PLANT CODE’ to be reported. If the IDLN UDF ‘LOCATION PLANT CODE’ is not specified, then this field is filled with zeroes
165-176	Blank
177-211 IL	Not Required
212-212	Month 1 Employment 1 if an employee worked or received pay for the pay period including the 12th day of the first month, otherwise 0 This field is not used by IDES However, the Total T record requires reporting the Total Number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first month, this field is reported for auditing purpose
213-213	Month 2 Employment 1 if an employee worked or received pay for the pay period including the 12th day of the second month, otherwise 0 Same logic as Month 1 Employment
214-214	Month 3 Employment 1 if an employee worked or received pay for the pay period including the 12th day of the third month, otherwise 0 Same logic as Month 1 Employment
215-220	Reporting Quarter and Year The last month and year for the calendar period for which this report applies (i.e. 062006 for Apr-June 2006)
221-232 IL	Not Required
233-276 IL	Blank

Record Name: Code T - Total Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘T’
2-8	Total Number of Employees The total number of ‘S’ records since the last ‘E’ record
9-12	Taxing Entity Code	Constant ‘UTAX’
13-26	State QTR Total Gross Wages for employer Not used by IDES
27-40	State QTR Unemployment Insurance Total Wages for Employer QTR wages subject to state unemployment taxes. Total of this field on all ‘S’ records since the last ‘E’ record.
41-54	State QTR Unemployment Insurance Excess Wages for employer QTR wages in excess of the state UI taxable wage base Total of all ‘S’ records since the last ‘E’ record.
55-68	State QTR Unemployment Insurance Taxable Wages for employer QTR UI total wages less state QTR UI excess wages Total of all ‘S’ records since the last ‘E’ record.
69-81	Quarterly tip wages for employer Not used by IDES
82-87	UI tax rate this quarter The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 3.1%=’.03100’	From IDGV ‘US SUI Registration’ with Govt Rate Type ‘US SUI ER Rate’
88-100	State QTR UI taxes due QTR state UI taxable wages times UI tax rate	From IDGV ‘US SUI Registration’ Variables tab ‘QTR TAXES DUE’
101-111	Previous Quarter(s) underpayment	From IDGV ‘US SUI Registration’ Variables tab ‘QTR PREV UNDERPAYMENT’
112-122	Interest	From IDGV ‘US SUI Registration’ Variables tab ‘QTR INTEREST’
123-133	Penalty	From IDGV ‘US SUI Registration’ Variables tab ‘QTR PENALTY’
134-144	Credit/Overpayment Previous overpayment being applied to balance	From IDGV ‘US SUI Registration’ Variables tab ‘QTR CR OVERPAYMENT’
145-174 IL	Not Required
175-185	Total Payment Due	From IDGV ‘US SUI Registration’ Variables tab ‘QTR PAYMENT DUE’
186-226 IL	Not Required
227-233	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 Total of all ‘S’ records after the last ‘E’ record
234-240	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 Total of all ‘S’ records after the last ‘E’ record
241-247	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 Total for all ‘S’ records after the last ‘E’ record
248-250	Country Code Not used by IDES
251-256	Reporting Quarter and Year e.g 1st quarter of 2007 = ‘032007’
257-257	Blank
258-267	Document Control Number Document Control Number from the Quarterly Filing Notice	From IDGV ‘US SUI Registration’ Variables tab ‘QTR REFERENCE NUMBER’ If ‘QTR REFERENCE NUMBER’ is not specified, this field defaults to 1
268-274 IL	State Unemployment Insurance Account Number	SUI Registration Number from IDGV
275-276 IL	Blank

Record Name: Code F - Final Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘F’
2-11	Total Number of Employees in File
12-21	Total Number of Employers in File
22-25	Taxing Entity Code	Constant ‘UTAX’
26-40	Quarterly Total Gross Wages in File Not used by IDES
41-55	Quarterly State Unemployment Insurance Total Wages in File QTR wages subject to state UI tax Total of this field for all ‘S’ records in the file
56-70	Quarterly State Unemployment Insurance Excess Wages in File QTR wages in excess of the state UI taxable wage base Total of this field for all ‘S’ records in the file
71-85	Quarterly State Unemployment Insurance Taxable Wages in File State UI gross/total wage less quarterly state UI excess wages Total of this field for all ‘S’ records in the file
86-100	Quarterly State Disability Insurance Taxable Wages in File. Not used by IDES
101-124 IL	Not Required
124-276	Blank

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Notes#

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