[{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.

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|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 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 beset to ‘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 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|IDGV#VariablesTab] 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
[{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 "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
[{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 
||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
[{InsertPage page='W2_EFW2_RECORD_RF'}]

!!Quarterly UI Wage Reporting for the State of Indiana
The State of Indiana UI Wage Magnetic Media reporting is reported using the [ICESA] format.
*Record Codes required are: Code E and S


!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 
%%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 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|Edit:Internal.Tax Reporting - IN]
[{InsertPage page='Internal.Tax Reporting - IN' default='Click to create a new notes page'}]