Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - INDIANA
- What's New For Tax Year 2009
- Set Up
- IDCN – County Set Up
- IDTX – Tax Jurisdiction Set Up
- IDGV - State Registration
- IDGV - Local Registration for County
- IDGV - Local Registration for Tax Jurisdiction
- IDFDV – County Tax Set Up
- IDFDV – State EIC Set Up
- State Web Sites
- State File Procedures
- Annual W2 Wage Reporting for Indiana State
- State Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record (same as federal record code RA)
- Record Name: Code RE - Employer Record (same as federal record code RE)
- Record Name: Code RW – Employee Wage Record (same as federal record code RW)
- Record Name: Code RO - Employee Wage Record (Optional for State Reporting)
- Record Name: Code RS - State Record
- Record Name: Code RT – Total Record (same as federal record code RT)
- Record Name: Code RU - Total Record (Optional for State Reporting)
- Record Name: Code RV – State Total Record (required)
- Record Name: Code RF - Final Record
- Quarterly UI Wage Reporting for INDIANA State
- ICESA File Format for Indiana
- 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
- Notes
US W2 ANNUAL AND QUARTERLY PROCESSING - INDIANA#
What's New For Tax Year 2009#
According to the information noted in http://www.in.gov/dor/files/w-2book.pdf
(dated 09Dec2009) and http://www.in.gov/dwd/files/ESS_Quarterly_Wage_Report_Upload_Instructions.pdf, there are no wage reporting format changes for tax year 2009.
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’ as follows:
Tax Reporting IN_01.jpg
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 ‘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 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/taxforms/pdfs/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 Reporting for Indiana State#
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 |
State Magnetic Media Reporting – EFW2 Format#
Record Name: Code RA - Transmitter Record (same as federal record code RA)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RA" |
| 3-11 | Submitter’s Employer ID number (EIN) Numeric only | Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (Seq 1000) |
| 12-28 | Personal Identification Number (PIN) and Software Vendor Code | Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010) Please note that this field contains an eight character PIN in positions 12-19, a four character Software Vendor Code in positions 20-23, and five blank characters in positions 24-29 |
| 29 | Resub Indicator | Derived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020) |
| 30-35 | Resub WFID | Derived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030) |
| 36-37 | Software Code | Derived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040) |
| 38-94 | Company Name | Derived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050) |
| 95-116 | Location Address | Derived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060) |
| 117-138 | Delivery Address | Derived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070) |
| 139-160 | Company City | Derived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080) |
| 161-162 | Company State Abbreviation | Derived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090) |
| 163-167 | Company ZIP code | Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100) |
| 168-171 | Company ZIP code extension | Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110) |
| 172-176 | Blank | |
| 177-199 | Company Foreign State/Province | Derived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120) |
| 200-214 | Company Foreign Postal Code | Derived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130) |
| 215-216 | Company Country Code | Derived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140) |
| 217-273 | Submitter Name | Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150) |
| 274-295 | Submitter Location Address | Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160) |
| 296-317 | Submitter Delivery Address | Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170) |
| 318-339 | Submitter City | Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180) |
| 340-341 | Submitter State Abbreviation | Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190) |
| 342-346 | Submitter ZIP code | Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200) |
| 347-350 | Submitter ZIP code extension | Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210) |
| 351-355 | Blank | |
| 356-378 | Submitter Foreign State/Province | Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220) |
| 379-393 | Submitter Foreign Postal Code | Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230) |
| 394-395 | Submitter Country Code | Derived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240) |
| 396-422 | Contact Name | Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250) |
| 423-437 | Contact Phone Number | Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260) |
| 438-442 | Contact Phone Extension | Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270) |
| 443-445 | Blank | |
| 446-485 | Contact E-mail | Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280) |
| 486-488 | Blank | |
| 489-498 | Contact FAX | Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290) |
| 499-499 | Preferred Method of Problem Notification Code | Derived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300) |
| 500-500 | Preparer Code | Derived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310) |
| 501-512 | Blank |
Record Name: Code RE - Employer Record (same as federal record code RE)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax year CCYY | From user specified FROM-TO period converted to CCYY |
| 7 | Agent Indicator Code | Derived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500) |
| 8-16 | Employer/Agent EIN | System derived the applicable Federal reporting EIN, from IDGV or IDGR |
| 17-25 | Agent for EIN | Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510) |
| 26 | Terminating Business Indicator | Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520) |
| 27-30 | Establishment Number | Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530) |
| 31-39 | Other EIN | Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540) |
| 40-96 | Employer Name | Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010) |
| 97-118 | Employer Location Address | Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020) |
| 119-140 | Employer Delivery Address | Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030) |
| 141-162 | Employer City | Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040) |
| 163-164 | Employer State Abbreviation | Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050) |
| 165-169 | Employer ZIP Code | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060) |
| 170-173 | Employer ZIP Code Extension | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070) |
| 174-178 | Blank | |
| 179-201 | Employer Foreign State/Province | Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080) |
| 202-216 | Employer Foreign Postal Code | Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090) |
| 217-218 | Employer Country Code | Derived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100) |
| 219 | Employment Code | From IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting, otherwise the W2 Type of employment is derived from IDGR A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment |
| 220 | Tax Jurisdiction Code | Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110) |
| 221 | Third-Party Sick Pay Indicator | Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480) |
| 222-512 | Blank |
Record Name: Code RW – Employee Wage Record (same as federal record code RW)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RW" |
| 3-11 | Social Security Number | Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)\ If an invalid SSN is encountered, this field is entered with zeroes |
| 12-26 | Employee First Name | Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |
| 27-41 | Employee Middle Name or Initial | Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |
| 42-61 | Employee Last Name | Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |
| 62-65 | Employee Suffix | Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |
| 66-87 | Employee Location Address | Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |
| 88-109 | Employee Delivery Address | Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |
| 110-131 | Employee City | Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620) |
| 132-133 | Employee State Abbreviation | Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630) |
| 134-138 | Employee ZIP Code | Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |
| 139-142 | Employee ZIP Code Extension | Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650) |
| 143-147 | Blank | |
| 148-170 | Employee Foreign State/Province | Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660) |
| 171-185 | Employee Foreign Postal Code | Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670) |
| 186-187 | Employee Country Code | Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680) |
| 188-198 | Wages, Tips and other compensation | Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000) |
| 199-209 | Federal Income Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010) |
| 210-220 | Social Security Wages | Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020) |
| 221-231 | Social Security Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030) |
| 232-242 | Medicare Wages & Tips | Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040) |
| 243-253 | Medicare Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050) |
| 254-264 | Social Security Tips | Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060) |
| 265-275 | Advanced Earned Income Credit | Derived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080) |
| 276-286 | Dependent Care Benefits | Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090) |
| 287-297 | Deferred Compensation contribution to Section 401(k) | Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030) |
| 298-308 | Deferred Compensation contribution to Section 403(b) | Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040) |
| 309-319 | Deferred Compensation contribution to Section 408(k)(6) | Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050) |
| 320-330 | Deferred Compensation contribution to Section 457(b) | Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060) |
| 331-341 | Deferred Compensation contribution to Section 501(c)(18)(D) | Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070) |
| 342-352 | Military Employee’s Basic Quarters and Combat Pay | Derived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140) |
| 353-363 | Non-qualified Plan section 457 | Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102) |
| 364-374 | Employer Contribution to a Health Savings Account | Derived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190) |
| 375-385 | Non-qualified Plan Not section 457 | Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104) |
| 386-407 | Blank | |
| 408-418 | Employer cost of premiums for Group Term Life insurance over $50000 | Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020) |
| 419-429 | Income from Non-statutory Stock Options | Derived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180) |
| 430-485 | 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 for State Reporting)#
| 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.
| Column | Description | Source |
|---|---|---|
| 12-22 | Allocated Tips | Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |
| 23-33 | Uncollected Employee Tax on Tips A combination of 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) |
| 89-264 | Blank |
Location 265 to 362 are 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 are 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 Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RS" |
| 3-4 | State code, appropriate FIPS postal numeric code | Derived from the State being reported e.g. Indiana is code "18" |
| 5-9 | 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’ |
| 193-203 IN | Advanced Federal EIC amount, Box 9 | Derived from IDFDV Field Identifier: Seq# 3080 ‘W2-EIC’ |
| 204-273 | Blank | |
| 274-275 | State code, appropriate FIPS postal numeric code | Derived from the State being reported e.g. Indiana is code "18" |
| 276-286 | State Taxable Wages 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 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’ |
| 298-306 | Blank | |
| 307-308 | County Code | Derived from IDFDV Field Identifier: 'W2 TAXING ENTITY' for the county e.g. ‘49’ for Marion |
| 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) | Derived from IDFDV Field Identifier: ‘Local Registration’ Regist# posn 1-10 for the County being reported |
| 341-343 | Employer TID Location | Derived from IDFDV Field Identifier: ‘Local Registration’ Regist# posn 11-13 for the County being reported |
| 344-354 | State Advance EIC, Box 19b | Derived from IDFDV Field Identifier: Seq# 5190 ‘W2-OTHER-20’ |
| 355-359 | Advance EIC ID, Box 20b If IDFDV Field Identifier: Seq# 5190 ‘W2-OTHER-20’ is not zero, this fields contains ‘INADV’ | |
| 360 512 | 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 record code RT)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RT" |
| 3-9 | Number of RW Records Total number of code "RW" records reported since last code "RE" record | |
| 10-24 | Wages, Tips and Other Compensation | Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record |
| 25-39 | Federal Income Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record |
| 40-54 | Social Security Wages | Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record |
| 55-69 | Social Security Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record |
| 70-84 | Medicare Wages and Tips | Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record |
| 85-99 | Medicare Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record |
| 100-114 | Social Security Tips | Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record |
| 115-129 | Advanced Earned Income Credit | Derived from IDFDV Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record |
| 130-144 | Dependent Care Benefits | Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record |
| 145-159 | Deferred Compensation Contributions to Section 401(k) | Derived from IDFDV Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record |
| 160-174 | Deferred Compensation Contributions to Section 403(b) | Derived from IDFDV Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record |
| 175-189 | Deferred Compensation Contributions to Section 408(k)(6) | Derived from IDFDV Field Identifier: ‘W2-CODE-F’, total of all code "RW" records since last "RE" record |
| 190-204 | Deferred Compensation Contributions to Section 457(b) | Derived from IDFDV Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record |
| 205-219 | Deferred Compensation Contributions to Section 501(c)(18)(D) | Derived from IDFDV Field Identifier: ‘W2-CODE-H’, total of all code "RW" records since last "RE" record |
| 220-234 | Military Employee’s Basic Quarters and Combat Pay | Derived from IDFDV Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record |
| 235-249 | Non-Qualified Plan Section 457 | Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record |
| 250-264 | Employer Contribution to a Health Savings Account | Derived from IDFDV Field Identifier: ‘W2-CODE-W’, total fo 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 |
| 280-309 | Blank | |
| 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 for State Reporting)#
| 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 Identifier: ‘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 |
| 115-354 | 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 (required)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RV" |
| 3-4 | State Code | Constant value ‘18’ |
| 5-17 | 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 | |
| 44-56 | Box 19b, State Advance EIC The total state advance EIC for this employer | |
| 57-512 | Blank |
Record Name: Code RF - Final Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RF" |
| 3-7 | Blank | |
| 8-16 | Number of Code RW Record in entire file | System derived number of all Code RW records reported in the file |
| 17-512 | Blank |
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 must be run and the following selected to generate Indiana State file information:
| Media Format | State SUI File Format |
| Select State | Indiana, USA |
| Quarterly Form Code | Must be entered in order to produce the ICESA format |
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 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 | Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080) |
| 159-163 | Transmitter 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 individual from transmitter organization responsible for the accuracy of the wage report | Derived from IDFDV Field Identifier: ‘TRAN CONTACT’(seq 1090) |
| 194-203 | Transmitter Contact Telephone Number | Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100) |
| 204-207 | Telephone Extension/Box Enter transmitter 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 to which the media should be returned | Derived from IDFDV Field Identifier: ‘BASIC NAME’ (seq 2040) |
| 191-225 | Street Address The street address of the organization to which the media should be returned. | Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ (seq 2050) |
| 226-245 | City The city of the organization to which the media should be returned | 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 | Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’ (seq 2090) |
| 258-262 | ZIP Code extension The four digit extension of ZIP code, including the 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 for which the report is being prepared | |
| 6-14 IN | Federal EIN Enter only numeric characters of the Federal EIN | |
| 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 ‘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 to which wages are being reported 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 calendar period for which this report applies (i.e. 062003 for Apr-June 2003) | |
| 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 file | |
| 56-139 IN | Not Required | |
| 140-275 | Blank |
Notes#
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