Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - LOUISIANA
- What's New in Wage Reporting for Tax Year 2011
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting – EFW2 Format
- State Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
- Record Name: Code RE - Employer Record (Same as Federal Code RE)
- Record Name: Code RS - State Wage Record (Same as Federal Specified Code RS)
- State Quarterly UI Wage Reporting – EFW2 format
- State Quarterly UI Wage Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record
- 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#
What's New in Wage Reporting for Tax Year 2011#
There are no wage reporting file format changes.Set Up #
This document contains abbreviated set up requirement for the state of Louisiana only, please refer to the general document (Tax Reporting - US General) for other setup procedure 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 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 and the following selected to generate Louisiana state file information:| Report List Filters, Select State | Louisiana, USA |
| Parameters, Annual Form Code | (example: use standard form code‘HL$US-W2-2012’) |
| Parameters, Period Type | Year |
| Parameters, Period End Date | Year End Date (i.e. 31-Dec-2011) |
| Parameters, Media Format | State File Format |
The Directory and Media File Name parameters must be populated or an output file will not be produced.
State Magnetic Media Reporting – EFW2 Format#
Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns with LA indicates it is required by the state of Louisiana.Record Name: Code RA - Transmitter Record (Same as the Federal Code RA) #
| Column | Description | Source |
|---|---|---|
| 1-2 LA | Record Identifier | Constant "RA" |
| 3-11 LA | Submitter’s Employer ID number (EIN) Numeric only | Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000) |
| 12-28 | Personal Identification Number (PIN) | Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010) |
| 29 | Resub Indicator | Derived from IDFDV Field Identifier:‘SUB-RESUB-IND’ (seq 1020) |
| 30-35 | Resub WFID | Derived from IDFDV Field Identifier:‘SUB-RESUB-WFID’ (seq 1030) |
| 36-37 | Software Code | Derived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040) |
| 38-94 | Company Name | Derived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050) |
| 95-116 | Location Address | Derived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060) |
| 117-138 | Delivery Address | Derived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070) |
| 139-160 | Company City | Derived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080) |
| 161-162 | Company State Abbreviation | Derived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090) |
| 163-167 | Company ZIP Code | Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100) |
| 168-171 | Company ZIP code extension | Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110) |
| 172-176 | Blank | |
| 177-199 | Company Foreign State/Province | Derived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120) |
| 200-214 | Company Foreign Postal Code | Derived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130) |
| 215-216 | Company Country Code | Derived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140) |
| 217-273 LA | Submitter Name | Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150) |
| 274-295 | Submitter Location Address | Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160) |
| 296-317 LA | Submitter Delivery Address | Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170) |
| 318-339 LA | Submitter City | Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180) |
| 340-341 LA | Submitter State Abbreviation | Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190) |
| 342-346 LA | Submitter ZIP code | Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200) |
| 347-350 LA | Submitter ZIP code extension | Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210) |
| 351-355 | Blank | |
| 356-378 | Submitter Foreign State/Province | Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220) |
| 379-393 | Submitter Foreign Postal Code | Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230) |
| 394-395 | Submitter Country Code | Derived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240) |
| 396-422 | Contact Name | Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250) |
| 423-437 | Contact Phone Number | Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260) |
| 438-442 | Contact Phone Extension | Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270) |
| 443-445 | Blank | |
| 446-485 | Contact E-mail | Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280) |
| 486-488 | Blank | |
| 489-498 | Contact FAX | Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290) |
| 499-499 | Preferred Method of Problem Notification Code | Derived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300) |
| 500-500 | Preparer Code | Derived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310) |
| 501-512 | Blank |
Record Name: Code RE - Employer Record (Same as Federal Code RE)#
| Column | Description | Source |
|---|---|---|
| 1-2 LA | Record Identifier | Constant "RE" |
| 3-6 LA | Tax year CCYY | From user specified FROM-TO period converted to CCYY |
| 7 | Agent Indicator Code | Derived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500) |
| 8-16 LA | Employer/Agent EIN | System derived the applicable Federal reporting EIN, from IDGV or IDGR |
| 17-25 | Agent for EIN | Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510) |
| 26 | Terminating Business Indicator | Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520) |
| 27-30 | Establishment Number | Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530) |
| 31-39 | Other EIN | Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540) |
| 40-96 LA | Employer Name | Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010) |
| 97-118 | Employer Location Address | Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020) |
| 119-140 LA | Employer Delivery Address | Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030) |
| 141-162 LA | Employer City | Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040) |
| 163-164 LA | Employer State Abbreviation | Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050) |
| 165-169 LA | Employer ZIP Code | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060) |
| 170-173 LA | Employer ZIP Code Extension | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070) |
| 174-178 | Blank | |
| 179-201 | Employer Foreign State/Province | Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080) |
| 202-216 | Employer Foreign Postal Code | Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090) |
| 217-218 | Employer Country Code | Derived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100) |
| 219 | Employment Code | 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 | Tax Jurisdiction Code | Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110) |
| 221 | Third-Party Sick Pay Indicator | Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480) |
| 222-512 | Blank |
Record Name: Code RS - State Wage Record (Same as Federal Specified Code RS)#
| Column | Description | Source |
|---|---|---|
| 1-2 LA | Record Identifier | Constant "RS" |
| 3-4 LA | State code, appropriate FIPS postal numeric code | Derived from the State being reported, from IDFDV sequence 7000 e.g. Louisiana is code "22" |
| 5-9 | Taxing Entity Code | If County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported |
| 10-18 LA | Social Security Number | Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500) If an invalid SSN is encountered, this field is entered with zeroes |
| 19-33 LA | Employee First Name | Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |
| 34-48 LA | Employee Middle Name or Initial | Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |
| 49-68 LA | Employee Last Name | Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |
| 69-72 LA | Employee Suffix | Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |
| 73-94 | Employee Location Address | Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |
| 95-116 LA | Employee Delivery Address | Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |
| 117-138 LA | Employee City | Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620) |
| 139-140 LA | Employee State Abbreviation | Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630) |
| 141-145 LA | Employee ZIP Code | Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |
| 146-149 LA | Employee ZIP Code Extension | Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650) |
| 150-154 | Blank | |
| 155-177 | Employee Foreign State/Province | Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660) |
| 178-192 | Employee Foreign Postal Code | Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670) |
| 193-194 | Employee Country Code | Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680) |
| 195-196 | Optional Code State Specific Data If not used, enter blanks | |
| 197-202 | Reporting Period MMCCYY | From user specified Period End Date converted to MMCCYY for the quarter e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’ |
| 203-213 | State Quarterly Unemployment Insurance Total Wages | Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Note that 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 Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages. RPYEU would then be using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages |
| 214-224 | State Quarterly Unemployment Insurance 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 detail for quarterly reporting |
| 225-226 | Number of Weeks Worked | From system derived number of Weeks Worked for the Reporting State The system reads all pay headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date 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 MMDDCCYY | From system derived latest Employment Hired Date |
| 235-242 | Date of Separation MMDDCCYY | From system derived latest Employment Termination Date that is greater than the Employment Hired Date |
| 243-247 | Blank | |
| 248-267 LA | State Employer Account Number | Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State 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 |
| 268-273 | Blank | |
| 274-275 | State code, appropriate FIPS postal numeric code | Derived from the State being reported e.g. California is code "06" |
| 276-286 LA | State Taxable Wages | Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030) |
| 287-297 LA | State Income Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) |
| 298-307 | Other State Data, to be defined by each state | |
| 308 | Tax Type Code Not required by state of Louisiana | |
| 309-330 | Local Taxable Wages and Taxes withheld Not required by the state of Louisiana | |
| 331-337 | State Control Number (optional) Blank | |
| 338-412 | Supplemental Data 1 State Specific Data If not used, enter blanks | |
| 413-487 | Supplemental Data 2 State Specific Data If not used, enter blanks | |
| 488-512 | 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.
State Quarterly UI Wage Reporting – EFW2 format#
RPYEU must be run and the following selected to generate Louisiana state file information:- The state of Louisiana must be selected in the ‘Report List Filters’.
- Annual Form Code’ – use the standard supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. The supplied Form code ‘HL$US-QTR-2012’is to be used. The ‘Variables’ will need to be entered in the Form Code for specific use in the installation.
| Period Type | Quarter. |
| Period End Date | Enter the quarter end date, i.e. 30-Jun-2011. |
| Media File Type | State SUI File Format. |
- If the Directory Name/Media File Name is not supplied, an output file will not be produced.
State Quarterly UI Wage Magnetic Media Reporting – EFW2 Format#
Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns marked with LA indicates it is required by the state of LouisianaRecord Name: Code RA - Transmitter Record #
| Column | Description | Source |
|---|---|---|
| 1-2 LA | Record Identifier | Constant "RA" |
| 3-216 | Blank | |
| 217-273 LA | Submitter Name | Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ |
| 274-295 LA | Submitter Location Address | Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ |
| 296-317 LA | Submitter Delivery Address | Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ |
| 318-339 LA | Submitter City | Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ |
| 340-341 LA | Submitter State Abbreviation | Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ |
| 342-346 LA | Submitter ZIP code | Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ |
| 347-350 LA | Submitter ZIP code extension | Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ |
| 351-395 | Blank | |
| 396-422 LA | Contact Name | Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ |
| 423-437 LA | Contact Phone Number | Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ |
| 438-442 LA | Contact Phone Extension | Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ |
| 443-488 | Blank | |
| 489-498 | Contact FAX | Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ |
| 499-512 | Blank |
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 LA | Record Identifier | Constant "RE" |
| 3-6 LA | Tax year CCYY | From user specified FROM-TO period converted to CCYY |
| 7 | Agent Indicator Code | Derived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ |
| 8-16 LA | Employer/Agent EIN | System derived the applicable Federal reporting EIN, from IDGV or IDGR |
| 17-25 | Agent for EIN | Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ |
| 26 | Terminating Business Indicator | Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ |
| 27-30 | Establishment Number | Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ |
| 31-39 | Other EIN | Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ |
| 40-96 LA | Employer Name | Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ |
| 97-118 LA | Employer Location Address | Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ |
| 119-140 LA | Employer Delivery Address | Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ |
| 141-162 LA | Employer City | Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ |
| 163-164 LA | Employer State Abbreviation | Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ |
| 165-169 LA | Employer ZIP Code | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ |
| 170-173 LA | Employer ZIP Code Extension | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ |
| 174-178 | Blank | |
| 179-201 | Employer Foreign State/Province | Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ |
| 202-216 | Employer Foreign Postal Code | Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ |
| 217-218 | Employer Country Code | Derived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ |
| 219-219 | Employment Code | 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 | Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ |
| 221-221 LA | Tax Type | Constant ‘B’ |
| 222-223 LA | State Code Use the Numeric FIPS postal code (Louisiana is ‘22’) | |
| 224-229 LA | Reporting Period The Month End Date for the Quarter this report applies (i.e. ‘092003’ for third quarter of 2003) | |
| 230-231 LA | Blocking Factor | |
| 232-234 | Blank | |
| 235-246 LA | State UI Employer Number | Derived from the IDGV State SUI Registration |
| 247-249 | Blank | |
| 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 this firm participates in Electronic Fund Transfer of Quarterly UI Payroll taxes | |
| 254-512 | Blank |
Record Name: Code RS - Supplemental Record#
| Column | Description | Source |
|---|---|---|
| 1-2 LA | Record Identifier | Constant "RS" |
| 3-4 LA | State code, appropriate FIPS postal numeric code | Derived from the state being reported, from IDFDV sequence 7000 Louisiana Code is "22" |
| 5-9 | Taxing Entity Code Blank | |
| 10-18 LA | Social Security Number | Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ If an invalid SSN is encountered, this field is entered with zeroes |
| 19-38 LA | Employee Last Name | Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ |
| 39-53 LA | Employee First Name | Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ |
| 54-68 LA | Employee Middle Name or Initial | Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ |
| 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’ |
| 193-196 | Blank | |
| 197-202 LA | Reporting Period MMCCYY | From user specified Period End Date converted to MMCCYY for the quarter e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’ |
| 203-213 LA | State Quarterly Unemployment Insurance Total Wages | Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ This amount must be rounded to the nearest dollar (i.e. 1081.49=1081.00; 1081.50=1082.00) Note that 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 Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this identifier will contain no SUI Insurance wages. RPYEU will then be using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages |
| 214-224 | State Quarterly Unemployment Insurance 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 detail for quarterly reporting |
| 225-226 | Number of Weeks Worked | From system derived number of Weeks Worked for the Reporting State The system reads all pay headers with pay category = ‘Regular Pay’ that are not reversed with the Pay Issue Date that falls within the user specified Quarter begin and end date 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 MMDDCCYY | From system derived latest Employment Hired Date |
| 235-242 | Date of Separation MMDDCCYY | From system derived latest Employment Termination Date that is greater than the Employment Hired Date |
| 243-247 | Blank | |
| 248-267 | State Employer Account Number | Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State 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 |
| 268-273 | Blank | |
| 274-275 | State code, Appropriate FIPS Postal Numeric Code | Derived from the state being reported, from IDFDV sequence 7000 Louisiana Code is "22" |
| 276-286 | State Taxable Wages | Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ |
| 287-297 LA | Blank | |
| 298-307 LA | State Excess Wages This amount must be rounded to the nearest dollar (i.e. 1081.49=1081.00; 1081.50=1082.00) | |
| 308-337 | Blank | |
| 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 this firm 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 this firm 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 this firm participates in Electronic Fund Transfer of Quarterly UI Payroll taxes | |
| 360-366 | Hourly Wages Optional, enter zeroes | |
| 367-372 | OES Code Optional, enter blanks | |
| 373-512 | 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.
Record Name: Code RF - Final Record#
| Column | Description | Source |
|---|---|---|
| 1-2 LA | Record Identifier | Constant ‘RF’ |
| 3-512 | Blank |
Notes#
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