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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 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/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#

Code RE - Employer Record#

Code RW - Employee Wage Record#

Code RO - Employee Wage Record #

(Optional for State Reporting)

Code RS - State Record#

Unique to the State of Indiana

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State Code	Constant 18
5-9	Taxing Entity Code	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#

Code RU - Total Record#

(Optional for State Reporting)

Code RV – State Total Record (Required)#

Column	Description	Source
1-2	Record Identifier	Constant "RV"
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#

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 #

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	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

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Notes#

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