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Illinois Annual and Quarterly Reporting#

What's New for Tax Year 2011#

There are no file format changes in wage reporting for the state of Massachusetts in tax year 2011.

However, the following file format changes in the standard EFW2 file are noted in the SSA bulletin which may affect clients using the standard EFW2 format to report wages to the state:

• (W2 File) A new field, 'Kind of Employer' has been added to the RE Employer Record (position 174). This is a required field.
• (W2 File) A new field, 'Cost of Employer-Sponsored Health Coverage' has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
• (W2 File) A new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan' has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

Set Up#

This document contains abbreviated set up requirement for the state of Massachusetts only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration#

• The IDGV Definitiontab must be set up for ‘State Registration’ for State/Province: Massachusetts.
• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Massachusetts.
• ‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate MA state magnetic media file for MA state only.

IDGV - State SUI Registration#

• The IDGV Definitiontab must be set up with ‘State SUI Registration’ for State/Province: Massachusetts
• The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Massachusetts
  • ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Massachusetts.

State File Procedures#

• The Massachusetts Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media using the ICESA format.
• Records required for the W2 reporting are: Codes RA,RE,RS,RT; and for the UI wage reporting: Codes S.
• The State of Massachusetts requires to file the MA state file by itself, therefore IDGV must be set up as follows:
  • for State Registration of Massachusetts, the IDGV Variable:
    • ‘W2 STATE MEDIA FILING’ 02 – Massachusetts state requires its own file, do not include other state information in the state file

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run and the following selected to generate Massachusetts state file information:

Report List Filters, Select State:	Massachusetts, 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 Media Magnetic Media Reporting – EFW2 File Format#

Record name

Header Record – Must be the first record in the EFW2 file

Quarterly UI Wage Reporting – ICESA format#

RPYEU must be run and the following selected to generate Illinois state file information:

• The state of Illinois must be selected in the ‘Report List Filters’.

• Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this 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.

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

Record name: Code A – Transmitter Record Note: Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.

ICESA for the State of Illinois#

• The format details are found at the Illinois Department of Employment Security

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Notes#

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STATE MAGNETIC MEDIA REPORTING – EFW2 Format

Record name: Code RA - Transmitter Record

State Quarterly UI Wage Reporting – ICESA format

- The user must run RPYEU and select the following to generate Massachusetts state file information:

The state of Massachusetts only reads the ‘S’ record in UI Wage Reporting.

- You must select state MASSACHUSETTS in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your 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.

QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA format