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[{TableOfContents }]

!!!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.

e.g. St Joseph County 15-141-0000 is a county and also the tax jurisdiction that the employee is being paid, therefore the user must set up [IDTX] with 15-141-0000 that points to County with ‘St Joseph Cnty’.
 
!IDGV - State Registration
[IDGV] must be set up for ‘State Registration’ for State/Province: Indiana.
*The [IDGV Variables|IDGV#VariablesTab] 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 ‘RW’,’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 MMREF1 file Code RS record.
*IDGV Variables Tab must be set up for Marion County as follow:
|‘W2 STATE MEDIA FILING’|Must be ‘02’ to generate County tax information in Indiana State File 
|‘W2 TAX TYPE CODE’|Must enter ‘D’ for County Tax
|‘W2 TAXING ENTITY’|enter the County Code assigned from 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 MMREF1 file Code RS record.
**e.g. Indianapolis Jurisdiction must be set up and point to Jurisdiction: ‘INDIANAPOLIS, IN, USA’
**There is no need to set up [IDGV Variables|IDGV#VariablesTab] tab for Jurisdictions in Indiana since only County tax is reported

!IDFDV – County Tax Set Up
If County tax applies, [IDFDV] must be set up as follows:
|Identifier ‘W2-CNTY-NAME’|Must be set up
|Identifier ‘W2-CN-WAGE-HOME’|Must be set up
|Identifier ‘W2-CN-WAGE-WORK’|Must be set up
|Identifier ‘W2-CN-TAX-HOME’|Must be set up
|Identifier ‘W2-CN-TAX-WORK’|Must be set up

!IDFDV – State EIC Set Up
*For Indiana State, if the State EIC amount is required to be reported, Seq#5190 Field Identifier W2-OTHER-20 needs to be set up.
*If the value of Seq#5190 is not zero, this State EIC amount will be printed on W2 Form Box 14 and also reported on MMREF1 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 is reported using the EFW2 format
*Record Codes required are: Code RA,RE,RW,RO,RS,RT,RU,RV,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 and the following selected to generate Indiana State file information:
|Media Format|Federal File Format (set [IDGV] state media filing to ‘01’).
|Select State|Indiana, USA
 
!Code RA - Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]

!Code RE - Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE'}]

!Code RW - Employee Wage Record
[{InsertPage page='W2_EFW2_RECORD_RW'}]

!Code RO - Employee Wage Record 
(Optional for State Reporting)
[{InsertPage page='W2_EFW2_RECORD_RO'}]


!Code RS - State Record
Unique to the State of Indiana \\
||Column||Description||Source
|1-2|Record Identifier|Constant &quot;RS&quot;|
|3-4|State Code|Constant 18|
|5-9|Taxing Entity Code|Leave blank|
|10-18|Social Security Number|Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’\\  \\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’
|34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|69-72|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’
|73-94|Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’
|95-116|Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’
|117-138|Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’
|139-140|Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’
|141-145|Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’
|146-149|Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’
|150-154|Blank|
|155-177|Employee Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’
|178-192|Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’
|193-194|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|Right justify and zero fill.  \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total 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.  \\ __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|243-247|Blank|
|248-267|State Employer Account Number|__Applies to unemployment reporting.__
|268-273|Blank|Fil with blanks.  Reserved for SSA.
|274-275|State Code|Constant 18
|276-286|State Taxable Wages|Right justify and zero fill.\\ \\If State [IDGV] ‘W2 STATE MEDIA FILING’ = ‘02’, then State Taxable Wages is reported. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297|State Income Tax Withheld|Right justify and zero fill.\\   \\If State IDGV ‘W2 STATE MEDIA FILING’ = ‘02’, then State Taxable Wages is reported. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298-305|Blank|
|306-307|County Code|Derived from [IDFDV] Field Identifier: 'W2 TAXING ENTITY' for the county\\  \\e.g. ‘49’ for Marion
|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|Derived from [IDFDV] Field Identifier: ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’
|320-330|County Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’
|331-340|Employer Taxpayer ID (TID)|Indiana Employer Taxpayer ID. 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. \\Derived from [IDFDV] Field Identifier: ‘Local Registration’ Regist# posn 11-13 for the County being reported
|344-512|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.


!Code RT - Total Record
[{InsertPage page='W2_EFW2_RECORD_RT'}]

!Code RU - Total Record
(Optional for State Reporting)
[{InsertPage page='W2_EFW2_RECORD_RU'}]



!Code RV – State Total Record (Required)
||Column||Description||Source
|1-2|Record Identifier|Constant &quot;RV&quot;|
|3-4|State Code|Constant ‘18’|
|5-17|Total of RS Record|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|The total state tax withheld for this employer| 
|31-43|Total County Tax Withheld|The total county tax withheld for this employer| 
|44-512|Blank|

!Code RF - Final Record
[{InsertPage page='W2_EFW2_RECORD_RF'}]



!!Quarterly UI Wage Reporting for INDIANA State
*For 2005 reporting, the Indiana State UI Wage Magnetic Media reporting is reported using the [ICESA] format.
*Record Codes required are: Code A, B, E, S, T, F

!RPYEU
[RPYEU] must be run and the following selected to generate Indiana State file information:
|Media Format|State SUI File Format
|Select State|Indiana, USA
 
!!ICESA File Format for Indiana 
%%information Please note that the following ‘Not Required’ fields may or may not always contain blanks.%%
%%information Note: Columns with  IN  indicates it is a Indiana specific requirement which is not the standard record format.%%

!Record Name: Code A - Transmitter Record 	
||Column||Description||Source
|1-1|Record Identifier|Constant ‘A’|
|2-5 IN|Payment Year|Not Required|
|6-14|Transmitter’s Federal EIN|Enter only numeric characters, omit hyphens, prefixes and suffixes. \\Derived from [IDFDV] Field Identifier: ‘TRAN EIN’ (seq 1010).
|15-23|Not Required|
|24-7|Transmitter Name|The transmitter name of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN NAME’ (seq 1030)
|74-113|Transmitter Street Address|The street address of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
|114-138|Transmitter City|The city of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN CITY’ (seq 1050)
|139-140|Transmitter State|The standard two character FIPS postal abbreviation.\\Derived from [IDFDV] Field Identifier: ‘TRAN STATE’ (seq 1060)
|141-153|Not Required|
|154-158|Transmitter ZIP Code|The transmitter's zip code. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
|159-163|Transmitter ZIP Code extension|The transmitter's zip code extension.  \\Use this field as necessary for the four digit extension of ZIP code. \\Includes a hyphen in position 159. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
|164-193|Transmitter Contact|Title of the individual from transmitter's organization responsible for the accuracy of the wage report. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’(seq 1090)
|194-203|Transmitter Contact Telephone Number|The transitter's contact tlephone number. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
|204-207|Telephone Extension/Box|The transmitter's telephone extension or message box. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
|208-250 IN|Not Required|
|251-275 IN|Blank|

!Record Name: Code B - Authorization Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘B’|
|2-146 IN|Not Required| |
|147-190|Organization Name|The name of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC NAME’ (seq 2040)
|191-225|Street Address|The street address of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
|226-245|City|The city of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC CITY’ (seq 2060)
|246-247|State|The standard two character FIPS postal abbreviation. \\Derived from [IDFDV] Field Identifier: ‘BASIC STATE’ (seq 2070)
|248-252|Blank|
|253-257|ZIP Code|The organization's zip code. \\Derived from [IDFDV] Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
|258-262|ZIP Code extension|The organization's ZIP code extension|The four digit extension of ZIP code.  \\Includes a  hyphen in position 258. \\Derived from [IDFDV] Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)
|263-275|Blank|

!Record Name: Code E - Employer Record 	
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Payment Year|The year the report is being prepared for
|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 
|74-172 IN|Not Required
|173-187|State Unemployment Insurance Account 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
|190-266 IN|Not Required|
|267-275|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 wages are being reported for\\   \\Indiana numeric code is ‘18’|
|46-63 IN|Not Required|
|64-77|State QTR Unemployment Insurance Total Wages|The quarterly wages subject to unemployment taxes.  \\Derived from [IDFDV] Field Identifier: sequence 7200
|78-91 IN|Not Required|
|92-105|State QTR Unemployment Insurance Taxable Wages|State QTR UI total wages less state QTR UI excess wages
|106-146 IN|Not Required|
|147-161|State Unemployment Insurance Account Number|SUI Registration Number from IDGV
|162-204 IN|Not Required|
|205-206|Seasonal Indicator|Derived from IDFDV screen, Field sequence 3270
|207-214 IN|Not Required|
|215-220|Reporting Quarter and Year|Enter the last month and year for the reporting period.  Example: MMYYY
|221-232 IN|Not Required|
|233-275|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
|9-26 IN|Not Required|
|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 IN|Not Required|
|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
|69-267	IN|Not Required|
|268-275|Blanks|

!Record Name: Code F - Final Record	
||Column||Description||Source
|1-1|Record Identifier|Constant ‘F’
|2-11|Total Number of Employees in File|The total number of ‘S’ records in the entire file
|12-21|Total Number of Employers in File|The total number of ‘E’ records in the entire file
|22-40 IN|Not Required|
|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 entire file
|56-139	IN|Not Required|
|140-275|Blank|

----
![Notes|Edit:Internal.Tax Reporting - IN]
[{InsertPage page='Internal.Tax Reporting - IN' default='Click to create a new notes page'}]


 

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