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.
Must be ‘02’ to generate UI wage magnetic media file for the State of Louisiana.

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

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 CodeUse standard form code, such as 'HL$US-W2-YYYY'
Period TypeMandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
Media FormatMandatory. 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 NameMandatory. 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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter 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.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub 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.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf 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.
217-273Submitter NameRequired.
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).
274-295Submitter Location AddressEnter 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).
296-317Submitter Delivery AddressRequired.
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).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
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).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter 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).
351-355BlankFill with blanks. Reserved for SSA use
IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), Foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf 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.
396-422Contact NameRequired.
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).
423-437Contact Phone NumberRequired.
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).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf 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).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter 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.
501-512BlankFill 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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf 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.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "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.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor 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.
31-39Other EINFor 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.
IMPORTANT NOTE: The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
40-96Employer NameRequired.
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).
97-118Employer Location AddressEnter 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).
119-140Employer Delivery AddressEnter 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).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter 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).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter 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).
174Kind of EmployerRequired.
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).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf 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.
219Employment CodeRequired.
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.
220Tax Jurisdiction CodeRequired.
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)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter 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.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf 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
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill 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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State CodeEnter the appropriate postal numeric code.
Derived from the State being reported.
5-9Taxing Entity CodeDefined by State/local agency.
10-18Social Security NumberEnter the employee's SSN. If no SSN is available, enter zeros.
Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
19-33Employee First NameEnter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier.
34-48Employee Middle Name or InitialIf 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.
49-68Employee Last NameEnter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier.
69-72Employee SuffixIf 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.
73-94Employee Location AddressEnter 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.
95-116Employee Delivery AddressEnter the employee's delivery address.
Left justify and fill with blanks.
Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier.
117-138Employee CityEnter the employee's city.
Left justify and fill with blanks.
Derived from the 'W2-EE-CITY’ IDFDV Field Identifier.
139-140Employee State AbbreviationEnter 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.
141-145Employee ZIP CodeEnter the employee's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier.
146-149Employee ZIP Code ExtensionEnter 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.
150-154BlankFill with blanks. Reserved for SSA use.
155-177Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
178-192Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
193-194Country CodeIf 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.

195-196Optional CodeDefined by State/local agency.
Applies to unemployment reporting.
197-202Reporting PeriodEnter the last month and four-digit year for the calendar quarter that this report applies.
Applies to unemployment reporting.
203-213State Quarterly Unemployment Insurance Total WagesRight justify and zero fill.
Applies to unemployment reporting.
214-224State Quarterly Unemployment Insurance Total Taxable WagesRight justify and zero fill.
Applies to unemployment reporting.
225-226Number of Weeks WorkedDefined by State/local agency.
Applies to unemployment reporting.
227-234Date First EmployedEnter the month, day and four-digit year.
Applies to unemployment reporting.
235-242Date of SeparationEnter the month, day and four-digit year.
Applies to unemployment reporting.
243-247BlankFill with blanks. Reserved for SSA use.
248-267State Employer Account NumberEnter the State's Employer Account Number.
Applies to unemployment reporting.
268-273BlankFill 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.

274-275State codeEnter the appropriate postal numeric code.
Derived from the State being reported.
Applies to income tax reporting.
276-286State Taxable WagesRight justify and zero fill.
Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
287-297State Income Tax WithheldRight justify and zero fill.
Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
298-307Other State DataDefined by State/local agency.
Applies to income tax reporting.
308Tax Type CodeEnter 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.
309-319Local Taxable WagesTo be defined by State/local agency.
Applies to income tax reporting.
320-330Local Income Tax WithheldTo be defined by State/local agency.
Applies to income tax reporting.
331-337State Control NumberOptional.
Applies to income tax reporting.
338-412Supplemental Data 1To be defined by user.
413-487Supplemental Data 2To be defined by user.
488-512BlankFill 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#

ColumnDescriptionSource
1-2Record IndentifierConstant "RV"
3-512Supplemental DataTo 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 CodeUse standard form code, such as 'HL$US-W2-20YY'
Quarterly Form CodeUse the standard form code ‘HL$US-QTR-20YY.
Must be entered in order to generate the Louisiana UI wage file in the ICESA format
Govt Interface FormatMandatory. Enter HL$US-QTR-MM20YY
Period TypeMandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
Media FormatMandatory. 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 NameMandatory. 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)#

ColumnDescriptionSource
1-2 Record IdentifierConstant “RA”
3-216 LABlankFill with blanks
217-273 LASubmitter NameEnter 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 LASubmitter Location AddressEnter the location address of the organization submitting the file.
Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’
296-317 LASubmitter Delivery AddressEnter the delivery address of the organization submitting the file.
Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’
318-339 LASubmitter CityEnter the city of the organization submitting the file.
Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’
340-341 LASubmitter State AbbreviationEnter the standard two character FIPS postal abbreviation.
342-346 LASubmitter Zip CodeEnter a valid zip code
Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’
347-350 LASubmitter Zip Code ExtensionEnter 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 LASubmitter Contact NameEnter 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 LASubmitter Contact Telephone NumberEnter the telephone number where the submitter's contact can be reached
Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’
438-442 LASubmitter Telephone ExtensionEnter submitter's contact telephone extension number
Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’
443-488BlankFill with blanks
489-498Submitter Contact FAXEnter submitter's contact fax number
Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’
499-512BlankFill with blanks

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2 LARecord IdentifierConstant "RE"
3-6 LATax YearEnter the year this report is being prepared for
Derived from the user defined FROM-TO period converted to YYYY
7Agent Indicator CodeEnter the agent indicator code
Derived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’
8-16 LAEmployer/Agent EINEnter the employer/agent EIN
Derived from the applicable Federal reporting EIN, defined on IDGV or IDGR
17-25Agent for EINEnter the agent for the EIN number defined in position 8-16, if applicable
Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’
26Terminating Business IndicatorEnter the terminating business indicator
Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’
27-30Establishment NumberEnter the esablishment number
Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’
31-39Other EINEnter other EIN, if applicable
Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’
40-96 LAEmployer NameEnter the employer name of the organization submitting the file.
Derived from IDFDV Field Identifier: ‘W2-ER-NAME’
97-118 LAEmployer Location AddressEnter the employer location address of the organization submitting the file.
Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’
119-140 LAEmployer Delivery AddressEnter the employer delivery address of the organization submitting the file.
Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’
141-162 LAEmployer CityEnter the city of the employer submitting the file.
Derived from IDFDV Field Identifier: ‘W2-ER-CITY’
163-164 LAEmployer State AbbreviationEnter the standard two character FIPS postal abbreviation.
Derived from IDFDV Field Identifier: ‘W2-ER-STATE’
165-169 LAEmployer ZIP CodeEnter a valid zip code
Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’
170-173 LAEmployer ZIP Code ExtensionEnter the four digit extension of the zip code, if applicable.
Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’
174-178BlankFill with blanks
179-201Employer Foreign State/ProvinceEnter the employer's Foreign State/Province, if applicable.
Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’
202-216Employer Foreign Postal CodeEnter the employer's Foreign Postal Code, if applicable.
Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’
217-218Employer Country CodeEnter the employer's country code
Derived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’
219-219Employment CodeEnter 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
220-220Tax Jurisdiction CodeEnter the tax jurisdiction code
Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’
221-221 LATax TypeConstant ‘B’
222-223 LAState CodeEnter the Numeric FIPS postal code. Louisiana's code is ‘22’
224-229 LAReporting PeriodEnter the month End Date for the Quarter this report applies Example: 0920YY for third quarter of 20YY
230-231 LABlocking FactorEnter the blocking factor
232-234BlankFill with blanks
235-246 LAState UI Employer NumberEnter the State UI Employer Number
Derived from the IDGV State SUI Registration
247-249BlankFill with blanks
250-250 LAMultiple County IndustryOnly required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020
251-251 LAMultiple Worksite LocationOnly required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020
252-252 LAMultiple Worksite IndicatorOnly required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020
253-253 LAElectronic Funds Transfer IndicatorOnly required if your organization participates in Electronic Fund Transfer of Quarterly UI Payroll taxes
254-512BlankFill with blanks

Record Name: Code RS - Supplemental Record#

ColumnDescriptionSource
1-2 LARecord IdentifierConstant "RS"
3-4 LAState codeEnter the appropriate FIPS postal numeric code. Louisiana's code is ‘22’
Derived from the state being reported, from IDFDV sequence 7000
5-9Taxing Entity CodeFill with blanks
10-18 LASocial Security NumberEnter 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 LAEmployee Last NameEnter the employee's last name.
Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
39-53 LAEmployee First NameEnter the employee's first name.
Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
54-68 LAEmployee Middle Name or InitialEnter the employee's middle initial, if applicable. Leave blank if no middle initial
Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
69-72Employee SuffixEnter the employee's suffix
Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94Employee Location AddressEnter the employee's location address
Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116Employee Delivery AddressEnter the employee's delivery address
Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138Employee CityEnter the employee's city
Derived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140Employee State AbbreviationEnter the employee's State abbreviation
Derived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145Employee ZIP CodeEnter the employee's zip code
Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149Employee ZIP Code ExtensionEnter the employee's zip code extension, if applicable
Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-154BlankFill with blanks
155-177Employee Foreign State/ProvinceEnter the employee's Foreign State/Province, if applicable
Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’
178-192Employee Foreign Postal CodeEnter the employee's Foreign postal code, if applicable
Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’
193-196BlankFill with blanks
197-202 LAReporting PeriodEnter 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 LAState QTR Unemployment Insurance Total WagesEnter 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’
214-224State QTR Unemployment Insurance Taxable WagesEnter 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
225-226Number of Weeks WorkedEnter 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
227-234Date First EmployedEnter the date the employee was first employed in the MMDDYYY format
Derived from the system derived latest Employment Hired Date
235-242Date of SeparationEnter 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
243-247BlankFill with blanks
248-267State Employer Account NumberEnter 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
268-273BlankFill with blanks
274-275State codeEnter the appropriate FIPS Postal Numeric Code. Louisiana's Code is "22"
Derived from the state being reported, from IDFDV sequence 7000
276-286State Taxable WagesEnter the total State taxable wages
Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 LABlankFill with blanks
298-307 LAState Excess WagesEnter the State total excess wages.
NOTE: This amount must be rounded to the nearest dollar Example: 1081.49 = 1081.0
308-337BlankFill with blanks
338-347 LAReporting Unit NumberOnly required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020
348-350 LACounty CodeOnly required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020
351-356 LAIndustry CodeOnly required for Multiple Worksite Reporter who has chosen to submit Form BLS-3020
357-357 LAMonth 1 EmploymentEnter ‘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 LAMonth 2 EmploymentEnter ‘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 LAMonth 3 EmploymentEnter ‘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
360-366Hourly WagesEnter the total hourly wages. Optional.
Fill with zeroes
367-372OES CodeOptional. Fill with blanks
373-512BlankFill 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#

ColumnDescriptionSource
1-2 LARecord IdentifierConstant ‘RF’
3-512Blank

Notes#

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