Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - LOUISIANA
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting – EFW2 Format
- State Media Magnetic Media Reporting – EFW2 File Format
- Record Name: Code RA - Transmitter Record (Same as Federal Code RA)
- Record Name: Code RE - Employer Record (Same as Federal Code RE)
- Record Name: Code RS - State Wage Record (Same as Federal Code RS)
- Record Name: Code RV – State Total Record (Same as Federal Code RV)
- State Quarterly UI Wage Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record (Required)
- Record Name: Code RE - Employer Record
- Record Name: Code RS - Supplemental Record
- Record Name: Code RF - Final Record
- Notes
US W2 ANNUAL AND QUARTERLY PROCESSING - LOUISIANA#
Set Up #
This document contains abbreviated set up requirements for the State of Louisiana only. Please refer to the general document (Tax Reporting - US General) for other setup procedures that may also be required.IDGV - State Registration#
- The IDGV Definition tab must be set up for 'State Registration' for State/Province: Louisiana.
- The IDGV Variables tab must be set up for 'State Registration' for State/Province: Louisiana.
- 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate LA state magnetic media file for LA state only.
IDGV - State SUI Registration#
- The IDGV Definition tab must be set up for ‘SUI Registration’ for State/Province: Louisiana
- The IDGV Variables tab must be set up for ‘SUI Registration’ for State/Province: Louisiana
- ‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for state of Louisiana.
State File Procedures#
- The state of Louisiana Department of Revenue accepts filing of annual W2 wages and Quarterly UI wages via magnetic media using the EFW2 format.
- Records required for the W2 wage reporting are codes RA, RE, RS and RV.
- Records required for UI wage reporting are codes RA, RE, RS, RF.
- EFW2 format is used to file for the State of Louisiana, therefore IDGV must be set up as follows:
- for State Registration of Louisiana, the IDGV Variable:
- ‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the state file
- for State Registration of Louisiana, the IDGV Variable:
Annual W2 Wage Reporting – EFW2 Format#
RPYEU must be run with the following report parameters and filters defined to generate the Louisiana State file information:RPYEU Report Parameters
Annual Form Code | Use standard form code, such as 'HL$US-W2-YYYY' |
Period Type | Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting. |
Period End Date | Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format |
Media Format | Mandatory. Set to State File Format Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records). |
Directory Name | Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced |
Media File Name | Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced |
RPYEU Report Filters
Select State: Louisiana, USA |
State Media Magnetic Media Reporting – EFW2 File Format#
NOTE: The following ‘Not Required’ fields may or may not always contain blanks.NOTE: Columns with LA indicate it is required by the State of Louisiana which is not the standard record format.
Record Name: Code RA - Transmitter Record (Same as Federal Code RA) #
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RA - Submitter Record#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RA" |
3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
20-23 | Software Vendor Code | Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks. |
24-28 | Blank | Fill with blanks. Reserved for SSA use. |
29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
30-35 | Resub Wage File Identifier (WFID) | If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks. |
36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
139-160 | City | Enter the company's city. Left justify and fill with blanks |
161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
172-176 | Blank | Fill with blanks. Reserved for SSA use. |
177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
215-216 | 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. |
217-273 | Submitter Name | Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150). |
274-295 | Submitter Location Address | Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160). |
296-317 | Submitter Delivery Address | Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170). |
318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
340-341 | Submitter State Abbreviation | Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190). |
342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
347-350 | Submitter ZIP Code extension | Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210). |
351-355 | Blank | Fill with blanks. Reserved for SSA use |
356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
394-395 | 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. |
396-422 | Contact Name | Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250). |
423-437 | Contact Phone Number | Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260). |
438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
443-445 | Blank | Fill with blanks. Reserved for SSA use. |
446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
486-488 | Blank | Fill with blanks. Reserved for SSA use. |
489-498 | Contact Fax | If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290). |
499 | Blank | Fill with blanks. Reserved for SSA use. |
500 | Preparer Code | Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other If more than one code applies, use the code that best describes who prepared this file. |
501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RE - Employer Record (Same as Federal Code RE)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RE - Employer Record#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RE" |
3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
7 | Agent Indicator Code | If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank. |
8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
17-25 | Agent for EIN | If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks. |
26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
27-30 | Establishment Number | For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks. |
31-39 | Other EIN | For this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks. |
40-96 | Employer Name | Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010). |
97-118 | Employer Location Address | Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020). |
119-140 | Employer Delivery Address | Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030). |
141-162 | Employer City | Enter the employer's city. Left justify and fill with blanks. Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040). |
163-164 | Employer State Abbreviation | Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050). |
165-169 | Employer ZIP Code | Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060). |
170-173 | Employer ZIP Code Extension | Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070). |
174 | Kind of Employer | Required. Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c * T = 501c non-government * Y = State/local 501c * N = None apply NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico). |
175-178 | Blank | Fill with blanks. Reserved for SSA use. |
179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
202-216 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
217-218 | 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. |
219 | Employment Code | Required. Enter the appropriate employment code: * A = Agriculture (Form 943) * H = Household (Schedule H) * M = Military (Form 941) * Q = Medicare Qualified Government Employment (Form 941) * X = Railroad (CT-1) * F = Regular (Form 944) * R = Regular (all others) (Form 941). NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers. |
220 | Tax Jurisdiction Code | Required. Enter the code that identifies the type of income tax withheld from the employee's earnings: * Blank (W-2) * V = Virgin Islands (W-2VI) * G = Guam (W-2GU) * S = American Samoa (W-2AS) * N = Northern Mariana Islands (W-2CM) * P = Puerto Rico (W-2PR/499R-2) |
221 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
249-263 | Employer Contact Phone Number | Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks. |
264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
269-278 | Employer Contact Fax Number | If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only |
279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
319-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RS - State Wage Record (Same as Federal Code RS)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RS - State Record#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RS" |
3-4 | State Code | Enter the appropriate postal numeric code. Derived from the State being reported. |
5-9 | Taxing Entity Code | Defined by State/local agency. |
10-18 | Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
19-33 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
34-48 | Employee Middle Name or Initial | If applicable, enter the employee's middle name or initial. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier. |
49-68 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
69-72 | Employee Suffix | If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier. |
73-94 | Employee Location Address | Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier. |
95-116 | Employee Delivery Address | Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier. |
117-138 | Employee City | Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier. |
139-140 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier. |
141-145 | Employee ZIP Code | Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier. |
146-149 | Employee ZIP Code Extension | Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier. |
150-154 | Blank | Fill with blanks. Reserved for SSA use. |
155-177 | Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
178-192 | Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
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. |
- Locations 195 to 267
- Apply to Quarterly Unemployment Reporting
If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.
Please read the document Tax Reporting - US General for details on quarterly reporting.
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 that this report applies. 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 | Fill with blanks. Reserved for SSA use. |
248-267 | State Employer Account Number | Enter the State's Employer Account Number. Applies to unemployment reporting. |
268-273 | Blank | Fill with blanks. Reserved for SSA use. |
- Locations 274 to 337
- Apply to Income Tax Reporting
If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
274-275 | State code | Enter the appropriate postal numeric code. Derived from the State being reported. Applies to income tax reporting. |
276-286 | State Taxable Wages | Right justify and zero fill. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
287-297 | State Income Tax Withheld | Right justify and zero fill. Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
298-307 | Other State Data | Defined by State/local agency. Applies to income tax reporting. |
308 | Tax Type Code | Enter the appropriate code for entries in fields 309-330: * C = City Income Tac * D = County Income Tax * E = School District Income Tax * F = Other Income Tax. Applies to income tax reporting. |
309-319 | Local Taxable Wages | To be defined by State/local agency. Applies to income tax reporting. |
320-330 | Local Income Tax Withheld | To be defined by State/local agency. Applies to income tax reporting. |
331-337 | State Control Number | Optional. Applies to income tax reporting. |
338-412 | Supplemental Data 1 | To be defined by user. |
413-487 | Supplemental Data 2 | To be defined by user. |
488-512 | Blank | Fill with blanks. Reserved for SSA use. |
- 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 RV – State Total Record (Same as Federal Code RV)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RV - State Total Record#
Column | Description | Source |
---|---|---|
1-2 | Record Indentifier | Constant "RV" |
3-512 | Supplemental Data | To be Defined by user |
State Quarterly UI Wage Magnetic Media Reporting – EFW2 Format#
NOTE: The following ‘Not Required’ fields may or may not always contain blanks.NOTE: Columns with LA indicate it is required by the State of Louisiana which is not the standard record format.
RPYEU must be run with the following report parameters and filters selected to generate the Louisiana State file information:
RPYEU Report Parameters
Annual Form Code | Use standard form code, such as 'HL$US-W2-20YY' |
Quarterly Form Code | Use the standard form code ‘HL$US-QTR-20YY. Must be entered in order to generate the Louisiana UI wage file in the ICESA format |
Govt Interface Format | Mandatory. Enter HL$US-QTR-MM20YY |
Period Type | Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting. |
Period End Date | Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format |
Media Format | Mandatory. Set to State SUI File Format Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records). |
Directory Name | Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced |
Media File Name | Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced |
RPYEU Report Filters
Select State: Louisiana, USA |
Record Name: Code RA - Transmitter Record (Required)#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant “RA” |
3-216 LA | Blank | Fill with blanks |
217-273 LA | Submitter Name | Enter the name of the organization submitting the file. Enter the name exactly as the Employer is registered with the state Unemployment Insurance agency. Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ |
274-295 LA | Submitter Location Address | Enter the location address of the organization submitting the file. Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ |
296-317 LA | Submitter Delivery Address | Enter the delivery address of the organization submitting the file. Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ |
318-339 LA | Submitter City | Enter the city of the organization submitting the file. Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ |
340-341 LA | Submitter State Abbreviation | Enter the standard two character FIPS postal abbreviation. |
342-346 LA | Submitter Zip Code | Enter a valid zip code Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ |
347-350 LA | Submitter Zip Code Extension | Enter the four digit extension of the zip code, if applicable. Include hyphen in position 159. If unknown, fill with blanks. Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ |
396-422 LA | Submitter Contact Name | Enter the name of the individual from submitter's organization who is responsible for the accuracy and completeness of the wage report. Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ |
423-437 LA | Submitter Contact Telephone Number | Enter the telephone number where the submitter's contact can be reached Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ |
438-442 LA | Submitter Telephone Extension | Enter submitter's contact telephone extension number Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ |
443-488 | Blank | Fill with blanks |
489-498 | Submitter Contact FAX | Enter submitter's contact fax number Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ |
499-512 | Blank | Fill with blanks |
Record Name: Code RE - Employer Record#
Column | Description | Source |
---|---|---|
1-2 LA | Record Identifier | Constant "RE" |
3-6 LA | Tax Year | Enter the year this report is being prepared for Derived from the user defined FROM-TO period converted to YYYY |
7 | Agent Indicator Code | Enter the agent indicator code Derived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ |
8-16 LA | Employer/Agent EIN | Enter the employer/agent EIN Derived from the applicable Federal reporting EIN, defined on IDGV or IDGR |
17-25 | Agent for EIN | Enter the agent for the EIN number defined in position 8-16, if applicable Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ |
26 | Terminating Business Indicator | Enter the terminating business indicator Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ |
27-30 | Establishment Number | Enter the esablishment number Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ |
31-39 | Other EIN | Enter other EIN, if applicable Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ |
40-96 LA | Employer Name | Enter the employer name of the organization submitting the file. Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ |
97-118 LA | Employer Location Address | Enter the employer location address of the organization submitting the file. Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ |
119-140 LA | Employer Delivery Address | Enter the employer delivery address of the organization submitting the file. Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ |
141-162 LA | Employer City | Enter the city of the employer submitting the file. Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ |
163-164 LA | Employer State Abbreviation | Enter the standard two character FIPS postal abbreviation. Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ |
165-169 LA | Employer ZIP Code | Enter a valid zip code Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ |
170-173 LA | Employer ZIP Code Extension | Enter the four digit extension of the zip code, if applicable. Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ |
174-178 | Blank | Fill with blanks |
179-201 | Employer Foreign State/Province | Enter the employer's Foreign State/Province, if applicable. Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ |
202-216 | Employer Foreign Postal Code | Enter the employer's Foreign Postal Code, if applicable. Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ |
217-218 | Employer Country Code | Enter the employer's country code Derived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ |
219-219 | Employment Code | Enter the appropriate employment code Derived 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 |
220-220 | Tax Jurisdiction Code | Enter the tax jurisdiction code Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ |
221-221 LA | Tax Type | Constant ‘B’ |
222-223 LA | State Code | Enter the Numeric FIPS postal code. Louisiana's code is ‘22’ |
224-229 LA | Reporting Period | Enter the month End Date for the Quarter this report applies Example: 0920YY for third quarter of 20YY |
230-231 LA | Blocking Factor | Enter the blocking factor |
232-234 | Blank | Fill with blanks |
235-246 LA | State UI Employer Number | Enter the State UI Employer Number Derived from the IDGV State SUI Registration |
247-249 | Blank | Fill with blanks |
250-250 LA | Multiple County Industry | Only required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020 |
251-251 LA | Multiple Worksite Location | Only required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020 |
252-252 LA | Multiple Worksite Indicator | Only required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020 |
253-253 LA | Electronic Funds Transfer Indicator | Only required if your organization participates in Electronic Fund Transfer of Quarterly UI Payroll taxes |
254-512 | Blank | Fill with blanks |
Record Name: Code RS - Supplemental Record#
Column | Description | Source |
---|---|---|
1-2 LA | Record Identifier | Constant "RS" |
3-4 LA | State code | Enter the appropriate FIPS postal numeric code. Louisiana's code is ‘22’ Derived from the state being reported, from IDFDV sequence 7000 |
5-9 | Taxing Entity Code | Fill with blanks |
10-18 LA | Social Security Number | Enter the employee’s full nine-digit SSN. If not known, enter ‘I’ in position 2 and fill with blanks If an invalid SSN is encountered, this field is entered with zeroes Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ |
19-38 LA | Employee Last Name | Enter the employee's last name. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ |
39-53 LA | Employee First Name | Enter the employee's first name. Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ |
54-68 LA | Employee Middle Name or Initial | Enter the employee's middle initial, if applicable. Leave blank if no middle initial Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ |
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 abbreviation 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’ |
193-196 | Blank | Fill with blanks |
197-202 LA | Reporting Period | Enter the last month quarter and the year of the reporting period. Derived from the user defined Period End Date Example: 1220YY for the Period End Date of 31-Dec-20YY |
203-213 LA | State QTR Unemployment Insurance Total Wages | Enter the total quarterly gross wages paid. NOTE: This amount must be rounded to the nearest dollar. Example: 1081.49 = 1081.00 NOTE: The IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Symmetry during the US Tax calculation in UPCALC. Therefore, for employees who exceed the maximum wage base, this identifier will contain no SUI Insurance wages. RPYEU uses the State Taxable wages from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Identifiers, that are related to the employee Home GEO and Work GEO codes, to report SUI Total Wages Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ |
214-224 | State QTR Unemployment Insurance Taxable Wages | Enter the State quarterly UI total taxable wages Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government Please see Tax Reporting - US General for quarterly reporting details |
225-226 | Number of Weeks Worked | Enter the number of weeks worked in the reporting period. Derived the Number of Weeks Worked for the Reporting State NOTE: The system reads all pay headers with pay category defined as ‘Regular Pay’, that are not reversed, with the Pay Issue Date that falls within the user defined Quarter begin and end dates. If the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated |
227-234 | Date First Employed | Enter the date the employee was first employed in the MMDDYYY format Derived from the system derived latest Employment Hired Date |
235-242 | Date of Separation | Enter the employee's date of separation in the MMDDYYY format Derived from the system derived latest Employment Termination Date, and is greater than the Employment Hired Date |
243-247 | Blank | Fill with blanks |
248-267 | State Employer Account Number | Enter the State employer account number When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV for the SUI Registration of the State Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State |
268-273 | Blank | Fill with blanks |
274-275 | State code | Enter the appropriate FIPS Postal Numeric Code. Louisiana's Code is "22" Derived from the state being reported, from IDFDV sequence 7000 |
276-286 | State Taxable Wages | Enter the total State taxable wages Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ |
287-297 LA | Blank | Fill with blanks |
298-307 LA | State Excess Wages | Enter the State total excess wages. NOTE: This amount must be rounded to the nearest dollar Example: 1081.49 = 1081.0 |
308-337 | Blank | Fill with blanks |
338-347 LA | Reporting Unit Number | Only required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020 |
348-350 LA | County Code | Only required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020 |
351-356 LA | Industry Code | Only required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020 |
357-357 LA | Month 1 Employment | Enter ‘1’ if the employee worked during or received pay for the Pay Period including the 12th day of the first month in the quarter Only required if your organization participates in Electronic Fund Transfer of Quarterly UI Payroll taxes |
358-358 LA | Month 2 Employment | Enter ‘1’ if the employee worked during or received pay for the Pay Period including the 12th day of the second month in the quarter Only required if your organization participates in Electronic Fund Transfer of Quarterly UI Payroll taxes |
359-359 LA | Month 3 Employment | Enter ‘1’ if the employee worked during or received pay for the Pay Period including the 12th day of the third month in the quarter Only required if your organization participates in Electronic Fund Transfer of Quarterly UI Payroll taxes |
360-366 | Hourly Wages | Enter the total hourly wages. Optional. Fill with zeroes |
367-372 | OES Code | Optional. Fill with blanks |
373-512 | 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.
Record Name: Code RF - Final Record#
Column | Description | Source |
---|---|---|
1-2 LA | Record Identifier | Constant ‘RF’ |
3-512 | Blank |