US W2 ANNUAL AND QUARTERLY PROCESSING - INDIANA#

Set Up#

IDCN – County Set Up#

IDCN must be set up for all Indiana counties.

IDTX – Tax Jurisdiction Set Up#

IDTX must be set up for all tax jurisdictions in Indiana and the county of the IDTX must be defined.

Example: St Joseph County, 15-141-0000, is a county and also the tax jurisdiction that the employee is being paid for.
Therefore the user must set up IDTX with 15-141-0000 that points to the County with ‘St Joseph Cnty’.

IDGV - State Registration#

IDGV must be set up for ‘State Registration’ for State/Province: Indiana.

• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Indiana
• 'W2 STATE MEDIA FILING’ - Enter ‘01’ to generate a state file that includes Federal Code RW and RO records.

IDGV - Local Registration for County#

To report Indiana County tax, IDGV must be set up with ‘US Local Registration’ for all counties in Indiana.
The Regist # should be entered at County level (this is the Employer Taxpayer ID (TID) on the EFW2 file Code RS record).

• IDGV Variables Tab must be set up for Marion County as follows:

‘W2 STATE MEDIA FILING’	Must be set to ‘02’ to generate the County tax information in the Indiana State File
‘W2 TAX TYPE CODE’	Must be set to ‘D’ for County Tax
‘W2 TAXING ENTITY’	Enter the County Code assigned by Indiana State (2 characters only)

IDGV - Local Registration for Tax Jurisdiction#

• To report Indiana County tax, IDGV must be set up with ‘US Local Registration’ for all tax jurisdictions in Indiana.
• The Regist # at Jurisdiction level is optional. This is not used for the Employer Taxpayer ID (TID) on the EFW2 file Code RS record.
  Example: Indianapolis Jurisdiction must be set up and point to Jurisdiction: ‘INDIANAPOLIS, IN, USA’
• There is no need to set up IDGV Variables tab for Jurisdictions in Indiana since only County tax is reported

IDFDV – County Tax Set Up#

If County tax applies, the following IDFDV Identifiers must be set up:

• W2-CNTY-NAME
• W2-CN-WAGE-HOME
• W2-CN-WAGE-WORK
• W2-CN-TAX-HOME
• W2-CN-TAX-WORK

IDFDV – State EIC Set Up#

• For the State of Indiana, if the State EIC amount is required to be reported, Field Identifier W2-OTHER-20 Seq #5190 must be set up.
• If the value of W2-OTHER-20 Seq #5190 is not zero, the State EIC amount will be printed on the W2 Form, Box 14, and also reported on EFW2 file code RS record.

State Web Sites#

• For state W2 Wage Reporting: http://www.in.gov/dor/files/w-2book.pdf
• For state UI Wage Reporting: http://www.in.gov/dwd/files/UploadingQuarterlyWageFile.pdf

State File Procedures#

• The State of Indiana accepts W2 wage Magnetic Media reporting using the EFW2 format
• Record Codes required are: Code RA, RE, RW, RO, RS, RT, RU, RV and RF
• There will be as many Code RS records as needed per employee for each county that has tax information in the State of Indiana

Annual W2 Wage Magnetic Media Reporting for Indiana State - EFW2 Format#

RPYEU#

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

Media Format	Federal File Format (set IDGV state media filing to ‘01’).
Select State	Indiana, USA

Code RA - Submitter Record#

Code RE - Employer Record#

Code RW - Employee Wage Record#

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

Code RS - State Record#

Unique to the State of Indiana

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State Code	Constant 18
5-9	Taxing Entity Code	Fill with blanks
10-18	Social Security Number	Enter the employee's social security number. If an invalid SSN is encountered, this field is entered with zeroes. Derived from IDFDV Field Identifier: ‘W2-EE-SSN’
19-33	Employee First Name	Enter the employee's first name Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68	Employee Last Name	Enter the employee's last name Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72	Employee Suffix	Enter the employee's suffix Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94	Employee Location Address	Enter the employee's location address Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116	Employee Delivery Address	Enter the employee's delivery address Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138	Employee City	Enter the employee's city Derived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140	Employee State Abbreviation	Enter the employee's State Derived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145	Employee ZIP Code	Enter the employee's Zip Code Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149	Employee ZIP Code Extension	Enter the employee's Zip Code extension, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-154	Blank	Fill with blanks
155-177	Employee Foreign State/Province	Enter the employee's foreign State/Province, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’
178-192	Employee Foreign Postal Code	Enter the employee's foreign postal code, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’
193-194	Country Code	Enter the appropriate 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.
195-196	Optional Code	Defined by State/Local Agency. Applies to unemployment reporting.
197-202	Reporting Period	Enter the last month and four-digit year for the calendar quarter this report applies to. Applies to unemployment reporting.
203-213	State Quarterly Unemployment Insurance Total Wages	Enter the total quarterly UI wages Right justify and zero fill. Applies to unemployment reporting.
214-224	State Quarterly Unemployment Insurance Total Taxable Wages	Enter the total quarterly UI taxable wages Right justify and zero fill. Applies to unemployment reporting.
225-226	Number of Weeks Worked	Defined by State/Local Agency. Applies to unemployment reporting.
227-234	Date First Employed	Enter the month, day and four-digit year the employee was first employed. Applies to unemployment reporting.
235-242	Date of Separation	Enter the month, day and four-digit year the employee separated from your organization Applies to unemployment reporting.
243-247	Blank	Fill with blanks
248-267	State Employer Account Number	Enter the State employer account number. Applies to unemployment reporting.
268-273	Blank	Fill with blanks. Reserved for SSA.
274-275	State Code	Constant 18
276-286	State Taxable Wages	Enter the total State taxable wages Right justify and zero fill. If State IDGV ‘W2 STATE MEDIA FILING’ = ‘02’, then State Taxable Wages are reported. Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297	State Income Tax Withheld	Enter the total State income tax withheld Right justify and zero fill. If State IDGV ‘W2 STATE MEDIA FILING’ = ‘02’, then State Taxable Wages are reported. Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-305	Blank	Fill with blanks
306-307	County Code	Enter the appropriate County code, such as ‘49’ for Marion Derived from IDFDV Field Identifier: 'W2 TAXING ENTITY' for the county
308	Tax Type Code	Enter the appropriate code for entries in fields 309-330: C=City Income Tax D=County Income Tax E=School District Income Tax F=Other Income Tax. Applies to income tax reporting.
309-319	County Taxable Wages	Enter the total County taxable wages Derived from IDFDV Field Identifier: ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’
320-330	County Income Tax Withheld	Enter the total County income tax withheld Derived from IDFDV Field Identifier: ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’
331-340	Employer Taxpayer ID (TID)	Enter the Indiana Employer Taxpayer ID number. Does not include the 3-digit location. Derived from IDFDV Field Identifier: ‘Local Registration’ Regist# posn 1-10 for the County being reported
341-343	Employer TID Location	Enter the 3-digit Indiana Employer TID location number. Derived from IDFDV Field Identifier: ‘Local Registration’ Regist# posn 11-13 for the County being reported
344-512	Blank	Fill with blanks

Multiple Code RS Records

Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records.

Code RT - Total Record#

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

Code RV – State Total Record #

Column	Description	Source
1-2	Record Identifier	Constant "RV"
3-4	State Code	Constant ‘18’
5-17	Total of RS Record	Enter the total number of Code RS Record in entire file. System derived number of all Code RS records for this Employer
18-30	Total State Tax Withheld	Enter the total state tax withheld
31-43	Total County Tax Withheld	Enter the total county tax withheld
44-512	Blank	Fill with blanks

Code RF - Final Record#

Quarterly UI Wage Reporting for the State of Indiana#

The State of Indiana accepts filing of Quarterly UI wages via Magnetic Media using the ICESA format.
Record Codes E and S are required

RPYEU#

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

Media Format	State SUI File Format
Select State	Indiana, USA

ICESA File Format for Indiana #

Please note that the following ‘Not Required’ fields may or may not always contain blanks.
Note: Columns with IN indicates it is a Indiana specific requirement which is not the standard record format.

Record Name: Code E - Employer Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘E’
2-5	Payment Year	Enter the year the report is being prepared for, in YYYY format
6-14 IN	Federal EIN	Federal EIN. Enter only numeric characters
15-23 IN	Not Required
24-73	Employer Name	Enter the first 50 positions of the employer’s name exactly as registered with the State UI agency. Derived from the Entity
74-113 IN	Employer Street Address	Enter the employer's street address
114-138 IN	Employer City	Enter the employer's city
139-140 IN	Employer State	Enter the employer's State
141-148 IN	Blank	Fill with blanks
149-153	Zip Code Extension	Enter the employer's zip code extension, if applicable
154-158 IN	Zip Code	Enter the employer's zip code
159-172 IN	Blank	Fill with blanks
173-187	State Unemployment Insurance Account Number	Enter the Indiana SUTA Number Derived from the IDGV State SUI Registration
188-189	Reporting Period	Enter the last month of the reporting period. Options are: 03, 06, 09, or 12
190-275 IN	Blank	Fill with blanks

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	Enter the employee's last name
31-42	Employee First Name	Enter the employee's first name
43-43	Employee Middle Initial	Enter the employee's middle initial name. If no middle initial, fill with blanks
44-45	State Code	Enter the state FIPS postal numeric code for the State wages are being reported for Indiana's numeric code is ‘18’
46-53 IN	Employee Start Date	Enter the first date the employee worked, in MMDDYYYY format
54-58 IN	Zip Code of Primary Work Location	Enter the zip code of the employee's primary work location
59-63 IN	Blank	Fill with blanks
64-77	State QTR Unemployment Insurance Total Gross Wages	Enter the total quarterly gross wages subject to unemployment taxes. Derived from IDFDV Field Identifier: sequence 7200
78-105 IN	Blank	Fill with blanks
106-111 IN	Standard Occupation Classification Code	Enter the Standard Occupation Classification Code. Numeric values only
112-146 IN	Blank	Fill with blanks
147-152 IN	State Unemployment Insurance Account Number	Enter the SUTA number Derived from the SUI Registration Number on IDGV
153-204 IN	Blank	Fill with blanks
205-206 IN	Full Time/Part Time/Seasonal	Enter FT for Full Time, PT for Part Time and a two digit numeric code for Seasonal Derived from IDFDV screen, Field sequence 3270
207-211 IN	Blank	Fill with blanks
212 IN	Month 1 Employment	Enter “Y” if the employee worked during or received pay for pay period including the 12th day of the first month. Enter “N” if the employee did not work and received no pay for pay period including the 12th day of the first month.
213 IN	Month 2 Employment	Enter “Y” if the employee worked during or received pay for pay period including the 12th day of the second month. Enter “N” if the employee did not work and received no pay for pay period including the 12th day of the second month.
214 IN	Month 3 Employment	Enter “Y” if the employee worked during or received pay for pay period including the 12th day of the third month. Enter “N” if the employee did not work and received no pay for pay period including the 12th day of the third month.
215-220	Reporting Quarter and Year	Enter the last month and year for the reporting period. Example: MMYYYY
221-275	Blank	Fill with blanks

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Notes#

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