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 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) #

Record Name: Code RE - Employer Record (Same as Federal Code RE)#

Record Name: Code RS - State Wage Record (Same as Federal Code RS)#

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 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

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Notes#

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