Table of Contents
- Maine Annual and Quarterly Reporting
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting – EFW2 File Format
- State Media Magnetic Media Reporting – EFW2 File Format
- Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
- Record Name: Code RE - Employer Record (Same as the Federal Code RE)
- Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)
- Record Name: Code RS - State Wage Record
- Quarterly UI Wage Reporting – ICESA Format
- Quarterly UI Wage Magnetic Media Reporting - ICESA Format
- Record Name: Code A - Transmitter Record
- Record Name: Code B - Authorization Record (optional)
- Record Name:Code E - Employer Record
- Record Name: Code S – Employee Wage Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Notes
Maine Annual and Quarterly Reporting#
Set Up#
This document contains abbreviated set up requirements for the State of Maine 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: Maine.
- The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Maine.
- ‘W2 STATE MEDIA FILING’- ME state accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of ME only.)
IDGV - State SUI Registration#
- The IDGV Definition tab must be set up with ‘State SUI Registration’ for State/Province: Maine
- The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Maine
- ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Maine.
State File Procedures#
- The State of Maine Department of Revenue accepts filing of Quarterly UI wages via magnetic media using the ICESA format.
- Records required for the UI wage reporting: Code A, B, E, S, T and F.
- When using the EFW2 format to file for the state of Maine, IDGV must set up as follows:
- for State Registration of Maine, 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 Maine, the IDGV Variable:
Annual W2 Wage Reporting – EFW2 File Format#
RPYEU must be run with the following report parameters and filters defined to generate the Maine 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. |
Media Format | Mandatory. 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: Maine, USA |
State Media Magnetic Media Reporting – EFW2 File Format#
Record Name: Code RA - Transmitter Record (Same as the 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 the 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 RW - Employee Wage Record (Same as the Federal Code RW)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RW - Employee Wage Record #
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RW" |
3-11 | Social Security Number | Required. Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeros. Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier. |
12-26 | Employee First Name | Required. Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier. |
27-41 | 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’ (seq 2520) IDFDV Field Identifier. |
42-61 | Employee Last Name | Required. Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier. |
62-65 | 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’ (seq 2540) IDFDV Field Identifier. |
66-87 | 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’ (seq 2600) IDFDV Field Identifier. |
88-109 | Employee Delivery Address | Enter the employee's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier. |
110-131 | Employee City | Enter the employee's City. Left justify and fill with blanks. Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier. |
132-133 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier. |
134-138 | Employee ZIP Code | Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier. |
139-142 | Employee ZIP Code Extension | Enter the employee's four-digit ZIP code extension. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier. |
143-147 | Blank | Fill with blanks. Reserved for SSA use. |
148-170 | Employee Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier. |
171-185 | Employee Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier. |
186-187 | Employee 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. Derived from the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier. |
188-198 | Wages, Tips and Other Compensation | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
199-209 | Federal Income Tax Withheld | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
210-220 | Social Security Wages | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros. The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier. |
221-231 | Social Security Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'. If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier. |
232-242 | Medicare Wages and Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier. |
243-253 | Medicare Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier. |
254-264 | Social Security Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier. |
265-275 | Blank | Fill with blanks. Reserved for SSA use. |
276-286 | Dependent Care Benefits | No negative amounts. Right justify and zero fill. Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
287-297 | Deferred Compensation Contributions to Section 401(k) (Code D) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
298-308 | Deferred Compensation Contributions to Section 403(b) (Code E) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
309-319 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
320-330 | Deferred Compensation Contributions to Section 457(b) (Code G) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
331-341 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
342-352 | Blank | Fill with blanks. Reserved for SSA use. |
353-363 | Nonqualified Plan Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
364-374 | Employer Contributions to a Health Savings Account (Code W) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
375-385 | Nonqualified Plan Not Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
386-396 | Nontaxable Combat Pay (Code Q) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
397-407 | Blank | Fill with blanks. Reserved for SSA use. |
408-418 | Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
419-429 | Income from the Exercise of Non-Statutory Stock Options (Code V) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
430-440 | Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
441-451 | Designated Roth Contributions to a Section 401 (k) Plan (Code AA) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
452-462 | Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
463-473 | Cost of Employer-Sponsored Health Coverage (Code DD) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
474-484 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | No negative amounts. Right justify and zero fill. |
485 | Blank | Fill with blanks. Reserved for SSA use. |
486 | Statutory Employee Indicator | Enter "1" for statutory employee. Otherwise, enter "0" (zero). Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier. |
487 | Blank | Fill with blanks. Reserved for SSA use. |
488 | Retirement Plan Indicator | Enter "1" for a retirement plan. Otherwise, enter "0" (zero). Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier. |
489 | Third-Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier. |
490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RS - State Wage Record #
Specific for the State of MaineColumn | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RS" |
3-4 | State code | Enter the appropriate FIPS postal numeric code. Numeric Code for Maine is "23" System Derived from the State being reported, from IDFDV sequence 7000 |
5-9 ME | Blank | Fill with blanks |
10-18 | Social Security Number | Enter the employee's SSN If an invalid SSN is encountered, this field is entered with zeroes. Derived from IDFDV W2-EE-SSN Field Identifier (seq 2500) |
19-33 | Employee First Name | Enter the employee’s first name Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |
34-48 | Employee Middle Name or Initial | If applicable, enter the employee’s middle name or initial Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |
49-68 | Employee Last Name | Enter the employee’s last name Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |
69-72 | Employee Suffix | If applicable, enter the employee’s alphabetic suffix Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |
73-94 | Employee Location Address | Enter the employee’s location address (Attention, Suite, Room Number, etc.). Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |
95-116 | Employee Delivery Address | Enter the employee’s delivery address Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |
117-138 | Employee City | Enter the employee’s city Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620) |
139-140 | Employee State Abbreviation | Enter the employee’s State Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630) |
141-145 | Employee ZIP Code | Enter the employee’s zip code Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |
146-192 ME | Blank | Fill with blanks |
193-194 | Employee 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. Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ |
195-247 ME | Blank | Fill with blanks |
248-258 | Maine Withholding Account Number | If Maine withholding reported in position 287-297 is greater than zero, enter the employer’s 11 digit Maine State Withholding Account Number. No hyphen. Left justify and fill with blanks. |
259-273 ME | Blank | Fill with blanks |
274-275 | State code | Enter the appropriate FIPS postal numeric code. Maine is “23” Left justify and fill with blanks System Derived from the State being reported |
276-286 | State Taxable Wages | Enter the compensation paid to the employee for services performed in Maine Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030) |
287-297 | State Income Tax Withheld | Enter the total of the employee's Maine Income Tax Withheld Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) |
298-307 | For public employers who participate in the MEPERS, enter the amount of pick-up contributions deducted from the employee’s salary and contributed to MEPERS on behalf of the employee. | |
308-512 ME | Blank | Fill with blanks |
- Multiple Code RS records
- Multiple code RS records are generated for an employee if there is 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.
Quarterly UI Wage Reporting – ICESA Format#
RPYEU must be run with the following report parameters and filters defined to generate the Maine State file information:RPYEU Report Parameters
Annual Form Code | Use standard form code, such as 'HL$US-W2-20YY'. The Variables need to be entered in this form code for specific use in the installation. |
Quarterly Form Code | Mandatory. Use standard form code, such as 'HL$US-QTR-20YY'. Required to produce the UI wage file in the ICESA format. |
Period Type | Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting. |
Period End Date | Mandatory. Defines the end date of the reporting period. |
Media Format | Mandatory. State SUI File Format |
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: Maine, USA |
Quarterly UI Wage Magnetic Media Reporting - ICESA Format#
NOTE: The following ‘Not Required’ fields may or may not always contain blanks.NOTE: Columns marked with 'ME' indicate it is a Maine specific requirement which is not the standard record format
Record Name: Code A - Transmitter Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘A’ |
2-5 | Payment Year | Enter the year this report is being prepared for Derived user specified FROM-TO period converted to YYYY |
6-14 | Transmitter’s Federal EIN | Enter the transmitter's EIN Enter numeric characters only. Omit hyphens, prefixes and suffixes Derived from IDFDV Field Identifier: ‘TRAN EIN’ |
15-1 | Taxing Entity Code | Constant ‘UTAX’ |
19-23 | Not Required | Any information entered in these positions will be ignored |
24-73 | Transmitter Name | Enter the transmitter's name of the organization submitting the file Derived from IDFDV Field Identifier: ‘TRAN NAME’ |
74-113 | Transmitter Street Address | Enter the street address of the organization submitting the file Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ |
114-138 | Transmitter City | Enter the city of the organization submitting the file Derived from IDFDV Field Identifier: ‘TRAN CITY’ |
139-140 | Transmitter State | Enter the standard two character FIPS postal abbreviation Derived from IDFDV Field Identifier: ‘TRAN STATE’ |
141-153 | Not Required | Any information entered in these positions will be ignored |
154-158 | Transmitter ZIP Code | Enter a valid ZIP code Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ |
159-163 | Transmitter ZIP Code extension | If applicable, enter the four digit extension of ZIP code. Include hyphen in position 159 Derived from IDFDV Field Identifier: ‘TRAN ZIP EXTN’ (include ‘-‘ in position 159) |
164-193 | Transmitter Contact | Enter the title of the individual from transmitter's organization responsible for the accuracy of the wage report Derived from IDFDV Field Identifier: ‘TRAN CONTACT’ |
194-203 | Transmitter Contact Telephone Number | Enter the telephone number the transmitter's contact can be reached at Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’ |
204-207 | Telephone Extension | Enter the transmitter's contact telephone extension Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ |
208-275 ME | Not Required | Any information entered in these positions will be ignored |
Record Name: Code B - Authorization Record (optional)#
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘B’ |
2-5 | Payment Year | Enter the year this report is being prepared for |
6-14 | Transmitter’s Federal EIN | Enter the transmitter's EIN Enter numeric characters only. Omit hyphens, prefixes and suffixes |
15-22 | Computer | Enter the manufacturer’s name Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ |
23-24 | Internal Label | Enter SL, NS, NL, AL or blank for diskette Derived from IDFDV Field Identifier: BASIC INTERNAL LABEL’ (seq 2100, first 2 characters) |
25-25 | Not Required | Any information entered in these positions will be ignored |
26-27 | Density | Enter 16, 62, 38 or blank for diskette |
28-30 | Recording Code (Character Set) | Enter EBC or ASC Always ‘ASC’ for diskette |
31-32 | Number of Tracks | Enter 09, 18 or blanks for diskette |
33-34 | Blocking Factor | Enter the blocking factor of the file. Not to exceed 85 Enter blanks for diskette |
35-38 | Taxing Entity Code | Constant ‘UTAX’ |
39-146 ME | Not Required | Any information entered in these positions will be ignored |
147-190 | Organization Name | Enter the name of the organization the media should be returned to Derived from IDFDV Field Identifier: ‘BASIC NAME’ |
191-225 | Street Address | Enter the street address of the organization the media should be returned to Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ |
226-245 | City | Enter the city of the organization the media should be returned to Derived from IDFDV Field Identifier: ‘BASIC CITY’ |
246-247 | State | Enter the standard two character FIPS postal abbreviation Derived from IDFDV Field Identifier: ‘BASIC STATE’ |
248-252 ME | Not Required | Any information entered in these positions will be ignored |
253-257 | ZIP Code | Enter a valid ZIP code Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’ |
258-262 | ZIP Code extension | If applicable, enter the four digit extension of ZIP code. Include the hyphen in position 258 Derived from IDFDV Field Identifier: ‘BASIC ZIP EXTN’ |
263-275 | Not Required | Any information entered in these positions will be ignored |
Record Name:Code E - Employer Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘E’ |
2-5 | Payment Year | Enter the year this report is being prepared for |
6-14 | Federal EIN | Enter the Federal EIN Numeric characters only. Derived from the IDGV State SUI Registration |
15-23 ME | Not Required | Any information entered in these positions will be ignored |
24-73 | Employer Name | Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency Derived from the Entity |
74-113 | Employer Street Address | Enter the employer's street address Derived from the Entity Location |
114-138 | Employer City | Enter the employer’s City Derived from the Entity Location |
139-140 | Employer State | Enter the standard two character FIPS postal abbreviation of the employer’s address Derived from the Entity Location |
141-148 ME | Not Required | Any information entered in these positions will be ignored |
149-153 | ZIP code extension | If applicable, enter four digit extension of ZIP code. Include the hyphen in position 149 Derived from the Entity Location |
154-158 | ZIP code | Enter a valid ZIP code Derived from the Entity Location. |
159-166 ME | Not Required | Any information entered in these positions will be ignored |
167-170 | Taxing Entity Code | Constant ‘UTAX’ |
171-172 | State Identifier Code | Enter the state FIPS postal numeric code for the state the wages are being reported for The Code for Maine is ‘23’ |
173-187 | UC Employer Account Number | Enter the UC Employer account number Derived from the IDGV State SUI Registration |
188-189 | Reporting Period | Enter 03, 06, 09 or 12 |
190-190 | No Workers/No Wages | Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record Enter ‘1’ to indicate otherwise |
191-208 ME | Not Required | Any information entered in these positions will be ignored |
209-217 ME | Preparer EIN | |
218-224 ME | Processor License Code | |
225-228 ME | Total Number of Employees subject to Maine withholding | Enter the total of all employees in the ‘S’ record who are subject to Maine withholding tax |
229-257 ME | Not Required | Any information entered in these positions will be ignored |
258-268 ME | Withholding Account ID Number | Enter the Maine Withholding Account ID Number Derived from IDFDV Field Identifier: ‘OTHER EIN’ |
269-275 ME | Not Required | Any information entered in these positions will be ignored |
Record Name: Code S – Employee Wage Record #
Column | Description | Source | |
---|---|---|---|
1-1 | Record Identifier | Constant ‘S’ | |
2-10 | Social Security Number | Enter the employee's SSN. If not known, enter ‘I’ and fill with blanks If an invalid SSN is encountered, this field is entered with zeroes. | |
11-30 | Employee Last Name | Enter the employee’s last name Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) | |
31-42 | Employee First Name | Enter the employee’s first name Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) | |
43-43 | Employee Middle Initial | If applicable, enter employee's middle initial Leave blank if no middle initial | |
44-45 | State Code | Enter the state FIPS postal numeric code for the state wages are being reported for. Maine is code ‘23’ | |
46-51 ME | Reporting Quarter and Year | Enter the last month of the quarter this report applies to. Example: 0620YY for 2nd quarter of 20YY | |
52-63 ME | Not Required | Any information entered in these positions will be ignored | |
64-77 | State QTR Unemployment Insurance Total Wages | Enter the total Quarterly wages subject to unemployment taxes | |
78-91 | State QTR Unemployment Insurance Excess Wages | Enter the total Quarterly wages in excess of the state UI taxable wage base This field is not mandatory | |
92-105 | State QTR Unemployment Insurance Taxable Wages | Enter the total State QTR UI total wages less state QTR UI excess wages This field is not mandatory | |
106-142 ME | Not Required | Any information entered in these positions will be ignored | |
143-146 | Taxing Entity Code | Constant ‘UTAX’ | |
147-156 ME | State Unemployment Insurance Account Number | Enter the State Unemployment Insurance Account Number Derived from the SUI Registration Number from IDGV | |
157-176 ME | Not Required | ||
177-190 ME | Quarterly Wage subject to Maine state income tax | Not required | |
191-204 ME | Quarterly Maine income tax withheld | Enter the total Quarterly income tax withheld | |
205-205 ME | Seasonal Indicator | ||
206-210 ME | Not Required | Any information entered in these positions will be ignored | |
211-211 ME | Wage Plan Code | Enter zeroes | |
212-212 | Month-1 Employment | Enter ‘1’ if the employee, covered by UI, worked or receive pay for the pay period including the 12th day of the first reporting month, else enter ‘0’ Not required | |
213-213 | Month-2 Employment | Enter ‘1’ if the employee, covered by UI, worked or receive pay for the pay period including the 12th day of the second reporting month, else enter ‘0’ Not Required | |
214-214 | Month-3 Employment | Enter ‘1’ if the employee, covered by UI, worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’ Not Required | |
215-225 ME | Withholding Account ID Number | Enter the Withholding Account ID Number Derived from IDFDV, Field Identifier: ‘OTHER EIN’ | |
226-226 ME | Female Employment | Enter ‘1’ for Female, ‘0’ for Male | |
227-234 ME | Seasonal Period Start | Not used. Fill with zeroes | |
235-242 ME | Seasonal Period End | Not used. Fill with zeroes | |
243-275 ME | Not Required | Any information entered in these positions will be ignored |
Record Name: Code T - Total Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘T’ |
2-8 | Total Number of Employees | Enter the total number of ‘S’ records since the last ‘E’ record |
9-12 | Taxing Entity Code | Constant ‘UTAX’ |
13-22 ME | UC Employer Account Number | Enter the UC Employer account number Derived from the SUI Registration Number from IDGV |
23-26 ME | Not Required | Any information entered in these positions will be ignored |
27-40 | State QTR Unemployment Insurance Total Wages for employer | Enter the QTR wages subject to state unemployment taxes Total of this field on all ‘S’ records since the last ‘E’ record |
41-54 | State QTR Unemployment Insurance Excess Wages for employer | Enter the QTR wages in excess of the State UI taxable wage base Total of all ‘S’ records since the last ‘E’ record |
55-68 | State QTR Unemployment Insurance Taxable Wages for employer | Enter the QTR UI total wages less the State QTR UI excess wages Total of all ‘S’ records since the last ‘E’ record |
69-87 ME | Not Required | Any information entered in these positions will be ignored |
88-100 | UI Contributions Due | Enter the total UI taxes due QTR State UI taxable wages times UI tax rate |
101-111 ME | Competitive Skills Scholarship Fund Assessment Due | Fill with zeroes |
112-122 ME | Voucher Payments | Enter the total Income Tax Withholding Payments made |
123-133 ME | Income Tax Withholding Due | Tax Withheld – (Credit + Voucher Payment) |
134-144 ME | Blanks | Fill ith blanks |
145-148 ME | Adjusted UC Contribution Rate | Required. Enter the Adjusted UC Contribution Rate |
149-152 ME | Competitive Skills Scholarship Fund assessment rate | Fill with zeroes |
153-173 ME | Not Required | Any information entered in these positions will be ignored |
174-174 ME | ACH Debit Election | Fill with blanks |
175-185 | Total Payment Due | Enter the total Amount Due with this Return (Total Income Tax Withholding + UC Contributions) |
186-186 ME | ACH Account Type | Fill with blanks |
187-195 ME | ACH Bank Routing Number | Fill with blanks |
196-212 ME | ACH Bank Account Number | Fill with blanks |
213-226 | State Income Tax withheld | Enter the Maine Income Tax Withheld this quarter |
227-233 | Month-1 Employment for Employer | Enter the total number of employees, covered by UI, who worked or receive pay for the pay period including the 12th day of the first reporting month Total of all ‘S’ records after the last ‘E’ record Right justify and fill with zeroes |
234-240 | Month-2 Employment | Enter the total number of employees, covered by UI, who worked or receive pay for the pay period including the 12th day of the second reporting month. Total of all ‘S’ records after the last ‘E’ record Right justify and fill with zeroes |
241-247 | Month-3 Employment | Enter the total number of employees, covered by UI, who worked or receive pay for the pay period including the 12th day of the third reporting month. Total for all ‘S’ records after the last ‘E’ record Right justify and fill with zeroes |
248-254 ME | Female Employment Month-1 | Right justify and fill with zeroes |
255-261 ME | Female Employment Month-2 | Right justify and fill with zeroes |
262-268 ME | Female Employment Month-3 | Right justify and fill with zeroes |
269-275 ME | Blanks | Any information entered in these positions will be ignored |
Record Name: Code F - Final Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘F’ |
2-11 | Total Number of Employees in File | Enter the total number of ‘S’ records in the entire file |
12-21 | Total Number of Employers in File | Enter the total number of ‘E’ records in the entire file |
22-25 | Taxing Entity Code | Constant ‘UTAX’ |
26-40 ME | Not Required | Any information entered in these positions will be ignored |
41-55 | Quarterly State Unemployment Insurance Total Wages in File | Enter the total QTR wages subject to State UI tax Total of this field for all ‘S’ records in the file |
56-275 ME | Not Required | Any information entered in these positions will be ignored |
Notes#
Click to create a new notes page