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(info)

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#

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 FormatFederal File Format (set IDGV state media filing to ‘01’).
Select StateIndiana, USA

State Magnetic Media Reporting – EFW2 Format#

Record Name: Code RA - Transmitter Record (same as federal record code RA)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (Seq 1000)
12-28Personal Identification Number (PIN) and Software Vendor CodeDerived 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
29Resub IndicatorDerived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP codeDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP code extensionDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP codeDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP code extensionDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512Blank

Record Name: Code RE - Employer Record (same as federal record code RE)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7Agent Indicator CodeDerived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16Employer/Agent EINSystem derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26Terminating Business IndicatorDerived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30Establishment NumberDerived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39Other EINDerived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96Employer NameDerived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-178Blank
179-201Employer Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216Employer Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218Employer Country CodeDerived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219Employment CodeFrom 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
220Tax Jurisdiction CodeDerived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

Record Name: Code RW – Employee Wage Record (same as federal record code RW)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)\
If an invalid SSN is encountered, this field is entered with zeroes
12-26Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147Blank
148-170Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185Employee Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187Employee Country CodeDerived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198Wages, Tips and other compensationDerived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209Federal Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220Social Security WagesDerived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231Social Security Tax WithheldDerived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242Medicare Wages & TipsDerived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253Medicare Tax WithheldDerived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264Social Security TipsDerived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275Advanced Earned Income CreditDerived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)
276-286Dependent Care BenefitsDerived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297Deferred Compensation contribution to Section 401(k)Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308Deferred Compensation contribution to Section 403(b)Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330Deferred Compensation contribution to Section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352Military Employee’s Basic Quarters and Combat PayDerived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363Non-qualified Plan section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374Employer Contribution to a Health Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385Non-qualified Plan Not section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407Blank
408-418Employer cost of premiums for Group Term Life insurance over $50000Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429Income from Non-statutory Stock OptionsDerived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-485Blank
486Statutory Employee IndicatorDerived from IDFDV Field Identifier: ‘W2-STAT-EE’ (seq 6000)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from IDFDV Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant ‘RO’
3-11Blank

Location 12 to 264 do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

ColumnDescriptionSource
12-22Allocated TipsDerived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33Uncollected 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)
34-44Medical Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55Simple Retirement AccountDerived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66Qualified Adoption ExpensesDerived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77Uncollected SSA tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-264Blank

Location 265 to 362 are for Puerto Rico Employees only.

ColumnDescriptionSource
265Blank
266-274Spouse’s SSN

Blank
275-285Wages Subject to Puerto Rico Tax

Stored as zeroes
286-296Commissions Subject to Puerto Rico Tax

Stored as zeroes
297-307Allowances Subject to Puerto Rico Tax

Stored as zeroes
308-318Tips Subject to Puerto Rico Tax

Stored as zeroes
319-329Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax

Stored as zeroes
330-340Puerto Rico Tax Withheld

Stored as zeroes
341-351Retirement Fund Subject to Puerto Rico Tax

Stored as zeroes
352-362Blank

Location 363 to 384 are for Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

ColumnDescriptionSource
363-373Total wages, tips and other compensation subject to Virgin Islands income tax

Stored as zeroes
374-384Virgin Islands, etc… Income Tax Withheld

Stored as zeroes
385-512Blank

Record Name: Code RS - State Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. Indiana is code "18"
5-9Blank
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’

If an invalid SSN is encountered, this field is entered with zeroes.
19-33Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
34-48Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-154Blank
155-177Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’
178-192Employee Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’
193-203 INAdvanced Federal EIC amount, Box 9Derived from IDFDV Field Identifier: Seq# 3080 ‘W2-EIC’
204-273Blank
274-275State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. Indiana is code "18"
276-286State 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’
287-297State 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’
298-306Blank
307-308County CodeDerived from IDFDV Field Identifier: 'W2 TAXING ENTITY' for the county

e.g. ‘49’ for Marion
309-319County Taxable WagesDerived from IDFDV Field Identifier: ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’
320-330County Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’
331-340Employer Taxpayer ID (TID)Derived from IDFDV Field Identifier: ‘Local Registration’ Regist# posn 1-10 for the County being reported
341-343Employer TID LocationDerived from IDFDV Field Identifier: ‘Local Registration’ Regist# posn 11-13 for the County being reported
344-354State Advance EIC, Box 19bDerived from IDFDV Field Identifier: Seq# 5190 ‘W2-OTHER-20’
355-359Advance EIC ID, Box 20b

If IDFDV Field Identifier: Seq# 5190 ‘W2-OTHER-20’ is not zero, this fields contains ‘INADV’
360 512Blank
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)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW Records

Total number of code "RW" records reported since last code "RE" record
10-24Wages, Tips and Other CompensationDerived from IDFDV Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39Federal Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54Social Security WagesDerived from IDFDV Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69Social Security Tax WithheldDerived from IDFDV Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84Medicare Wages and TipsDerived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99Medicare Tax WithheldDerived from IDFDV Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114Social Security TipsDerived from IDFDV Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129Advanced Earned Income CreditDerived from IDFDV Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144Dependent Care BenefitsDerived from IDFDV Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159Deferred Compensation Contributions to Section 401(k)Derived from IDFDV Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174Deferred Compensation Contributions to Section 403(b)Derived from IDFDV Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189Deferred 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
190-204Deferred Compensation Contributions to Section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219Deferred 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
220-234Military Employee’s Basic Quarters and Combat PayDerived from IDFDV Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249Non-Qualified Plan Section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264Employer Contribution to a Health Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record
265-279Non-Qualified Plan Not Section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-309Blank
310-324Employer Cost of Premiums for Group Term Life Insurance over $50000Derived from IDFDV Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339Income Tax Withheld by Third-Party PayerDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354Income from Non-statutory Stock optionsDerived from IDFDV Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RU"
3-9Number of RO Records

Total number of code "RO" records reported since last code "RE" record
10-24Allocated TipsDerived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39Uncollected Employee Tax on TipsDerived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54Medical Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69Simple Retirement AccountDerived from IDFDV Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84Qualified Adoption ExpensesDerived from IDFDV Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99Uncollected SSA tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-354Blank
355-369Wages Subject to Puerto Rico Tax

Stored as zeroes
370-384Commissions Subject to Puerto Rico Tax

Stored as zeroes
385-399Allowances Subject to Puerto Rico Tax

Stored as zeroes
400-414Tips Subject to Puerto Rico Tax

Stored as zeroes
415-429Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax

Stored as zeroes
430-444Puerto Rico Tax Withheld

Stored as zeroes
445-459Retirement Fund Subject to Puerto Rico Tax

Stored as zeroes
460-474Total wages, tips and other compensation subject to Virgin Islands, … income tax

Stored as zeroes
475-489Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld

Stored as zeroes
490-512Blank

Record Name: Code RV – State Total Record (required)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RV"
3-4State CodeConstant value ‘18’
5-17Number of Code RS Record in entire fileSystem derived number of all Code RS records for this Employer
18-30Total State Tax Withheld

The total state tax withheld for this employer
31-43Total County Tax Withheld

The total county tax withheld for this employer
44-56Box 19b, State Advance EIC

The total state advance EIC for this employer
57-512Blank

Record Name: Code RF - Final Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-7Blank
8-16Number of Code RW Record in entire fileSystem derived number of all Code RW records reported in the file
17-512Blank

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 FormatState SUI File Format
Select StateIndiana, USA
Quarterly Form CodeMust 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 #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5 INPayment YearNot Required
6-14Transmitter’s Federal EIN

Enter only numeric characters; omit hyphens, prefixes and suffixes
Derived from IDFDV Field Identifier: ‘TRAN EIN’ (seq 1010).
15-23Not Required
24-7Transmitter Name

The transmitter name of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113Transmitter Street Address

The street address of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138Transmitter City

The city of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140Transmitter State.

The standard two character FIPS postal abbreviation.
Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153Not Required
154-158Transmitter ZIP CodeDerived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163Transmitter 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)
164-193Transmitter Contact

Title of individual from transmitter organization responsible for the accuracy of the wage report
Derived from IDFDV Field Identifier: ‘TRAN CONTACT’(seq 1090)
194-203Transmitter Contact Telephone NumberDerived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
204-207Telephone Extension/Box

Enter transmitter telephone extension or message box
Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-250 INNot Required
251-275 INBlank

Record Name: Code B - Authorization Record#

ColumnDescriptionSource
1-1Record IdentifierConstant ‘B’
2-146 INNot Required
147-190Organization Name

The name of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225Street Address

The street address of the organization to which the media should be returned.
Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245City

The city of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247State

The standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252Blank
253-257ZIP CodeDerived from IDFDV Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262ZIP 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)
263-275Blank

Record Name: Code E - Employer Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘E’
2-5Payment Year

The year for which the report is being prepared
6-14 INFederal EIN

Enter only numeric characters of the Federal EIN
15-23 INNot Required
24-73Employer 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 INNot Required
173-187State Unemployment Insurance Account NumberDerived from the IDGV State SUI Registration
188-189Reporting Period

‘03’, ‘06’, ‘09’, or ‘12’
190-266 INNot Required
267-275Blank

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security Number

Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30Employee Last Name
31-42Employee First Name
43-43Employee Middle Initial

Leave blank if no middle initial
44-45State Code

The state FIPS postal numeric code for the state to which wages are being reported

Indiana numeric code is ‘18’
46-63 INNot Required
64-77State QTR Unemployment Insurance Total Wages

The quarterly wages subject to unemployment taxes
Derived from IDFDV Field Identifier: sequence 7200
78-91 INNot Required
92-105State QTR Unemployment Insurance Taxable Wages

State QTR UI total wages less state QTR UI excess wages
106-146 INNot Required
147-161State Unemployment Insurance Account NumberSUI Registration Number from IDGV
162-204 INNot Required
205-206Seasonal IndicatorDerived from IDFDV screen, Field sequence 3270
207-214 INNot Required
215-220Reporting 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 INNot Required
233-275Blank

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘T’
2-8Total Number of Employees

The total number of ‘S’ records since the last ‘E’ record
9-26 INNot Required
27-40State 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 INNot Required
55-68State 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 INNot Required
268-275Blanks

Record Name: Code F - Final Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘F’
2-11Total Number of Employees in File

The total number of ‘S’ records in the entire file
12-21Total Number of Employers in File

The total number of ‘E’ records in the entire file
22-40 INNot Required
41-55Quarterly 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 INNot Required
140-275Blank

Notes#

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