Table of Contents
- Illinois Annual and Quarterly Reporting
- What's New for Tax Year 2013
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- IDLN – Location Plant Code
- State File Procedures
- Annual W2 Wage Reporting – EFW2 File Format
- State Media Magnetic Media Reporting – EFW2 File Format
- Record Name: Header Record – Must be the First Record in the EFW2 File
- 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 the Federal Code RW)
- Record Name: Code RO - Employee Wage Record (Optional, Same as the Federal Code RO)
- Record Name: Code RS - State Wage Record (Same as Federal Code RS)
- Record Name: Code RT - Total Record (Same as Federal Code RT)
- Record Name: Code RU - Total Record (Optional, Same as Federal Code RU)
- Record Name: Code RV – State Total Record
- Record Name: Code RF - Final Record (same as federal code RF)
- Quarterly UI Wage Reporting – ICESA format
- Quarterly UI Wage Magnetic Media Reporting - ICESA Format
- Record Name: Code A – Transmitter Record
- Record Name: Code B - Authorization Record
- Record Name: Code E - Employer Record
- Record Name: Code S – Employee Wage Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Monthly UI Wage Reporting - CSV Format
- Set Up
- Record Name: Code E - Employer Record
- Record Name: Code S – Employee Record
- Notes
Illinois Annual and Quarterly Reporting#
What's New for Tax Year 2013#
The following changes have been noted for reporting W2 wages to the Federal government:- W2 File - RA Record – Submitter Record: New specifications have been added to the ‘Contact E-Mail/Internet’ (positions 446-485) field.
- W2 File - RE Record – Employer Record: The ‘Other EIN’ (positions 31-39) is now applicable to all tax jurisdiction codes.
- W2 File - RE Record – Employer Record: Five new fields have been added to the RE Employer
Record (position 222-318)
o Employer Contact Name (positions 222-248)
o Employer Contact Phone Number (positions 249-263)
o Employer Contact Phone Extension (positions 264-268)
o Employer Contact Fax Number (positions 269-278)
o Employer Contact E-Mail/Internet (positions 279-318)
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.
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.
- for State Registration of Illinois, the IDGV Variables:
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-W2-2014’) |
| Parameters, Period Type: | Year |
| Parameters, Period End Date: | Year End Date (i.e. 31-Dec-2013) |
| 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 – 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 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 | 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 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 see Tax Reporting - US General 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-2013’, then reporting period is ‘122013’ |
| 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 see Tax Reporting - US General 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 | 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, 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-W2-2014. 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-2013
- 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 2013 = ‘032013’ | |
| 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 |
Monthly UI Wage Reporting - CSV Format#
Note: The Monthly Wage reporting in CSV format is required to be submitted each month when a Quarterly Wage report is not applicable.Set Up#
Monthly UI Wage File Procedures, using function 'UEEF'. (If the standard form code 'HL$US-MTH-IL2013' is to be used, then the Pay Element 'SUI WAGES' must exist and contains the Employee wages. As well, those constant values, such as FEIN and State UI Account Number, must be entered into the standard form code first before running 'UEEF').UEEF must be run and the following selected to generate Illinois monthly file information:
| Parameters, As Of Date: | Month End Date |
| Parameters, Interface Format Code: | (example: use standard form code‘HL$US-MTH-IL2013’) |
The Directory and Media File Name parameters must be populated or an output file will not be produced.
Record Name: Code E - Employer Record#
Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant ‘E’. |
| 2 | Federal EIN Enter only numeric characters | |
| 3 | UI Account Number | |
| 4 | Total Wages Paid | |
| 5 | Wages Not Allocated |
Record Name: Code S – Employee Record #
| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant ‘S’ |
| 2 | Employee First Name | |
| 3 | Employee Last Name | |
| 4 | Social Security Number Employee’s social security number; | |
| 5 | State QTR Total Gross Wages From Pay Element ('SUI WAGES' if standard IDIF form code 'HL$US-MTH-IL2013' is used) |
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