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.

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 CodeUse standard form code, such as 'HL$US-W2-YYYY'
Period TypeMandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period.
Media FormatMandatory. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File NameMandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: 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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP).

If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code.
Otherwise, fill with blanks.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub Wage File Identifier (WFID)If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf one of the following applies, fill with blanks:
* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
217-273Submitter NameRequired.
Enter the name of the organization's submitter to receive error notification if this file cannot be processed.
Left Justify and fill with blanks.
Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150).
274-295Submitter Location AddressEnter the submitter's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160).
296-317Submitter Delivery AddressRequired.
Enter the submitter's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
Enter the submitter's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210).
351-355BlankFill with blanks. Reserved for SSA use
IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), Foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf one of the following applies, fill with blanks
* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
396-422Contact NameRequired.
Enter the name of the person to be contacted by SSA concerning processing problems.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250).
423-437Contact Phone NumberRequired.
Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters.
Left justify and fill with blanks.

NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file.

Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks.
Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter one of the following codes to indicate who prepared this file:
* A = Accounting Firm
* L = Self Prepared
* S = Service Bureau
* P = Parent Company
* O = Other

If more than one code applies, use the code that best describes who prepared this file.
501-512BlankFill with blanks. Reserved for SSA use.

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

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf applicable, enter one of the following codes:
* 1 = 2678 Agent
* 2 = Common Paymaster
* 3 = 3504 Agent
If more than one code applies, use the one that best describes your status as an agent.
Otherwise, fill with a blank.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks.
31-39Other EINFor this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks.
IMPORTANT NOTE: The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
40-96Employer NameRequired.
Enter the name associated with the EIN entered in positions 8 - 16.
Left justify and fill with blanks.
Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010).
97-118Employer Location AddressEnter the employer's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020).
119-140Employer Delivery AddressEnter the employer's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter the employer's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070).
174Kind of EmployerRequired.
Enter the appropriate kind of employer:

* F = Federal Government
* State/local non-501c
* T = 501c non-government
* Y = State/local 501c
* N = None apply

NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf one of the following applies, fill with blanks:

* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
219Employment CodeRequired.
Enter the appropriate employment code:

* A = Agriculture (Form 943)
* H = Household (Schedule H)
* M = Military (Form 941)
* Q = Medicare Qualified Government Employment (Form 941)
* X = Railroad (CT-1)
* F = Regular (Form 944)
* R = Regular (all others) (Form 941).
NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers.
220Tax Jurisdiction CodeRequired.
Enter the code that identifies the type of income tax withheld from the employee's earnings:

* Blank (W-2)
* V = Virgin Islands (W-2VI)
* G = Guam (W-2GU)
* S = American Samoa (W-2AS)
* N = Northern Mariana Islands (W-2CM)
* P = Puerto Rico (W-2PR/499R-2)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters.
Left justify and fill with blanks.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters.
Otherwise, fill with blanks.
For US and US Territories only
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code 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 #

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberRequired.
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.
12-26Employee First NameRequired.
Enter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier.
27-41Employee Middle Name or InitialIf applicable, enter the employee's middle name or initial.
Left Justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier.
42-61Employee Last NameRequired.
Enter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier.
62-65Employee SuffixIf 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.
66-87Employee Location AddressEnter the employee's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier.
88-109Employee Delivery AddressEnter 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.
110-131Employee CityEnter the employee's City.
Left justify and fill with blanks.
Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier.
132-133Employee State AbbreviationEnter 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.
134-138Employee ZIP CodeEnter the employee's ZIP code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier.
139-142Employee ZIP Code ExtensionEnter 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.
143-147BlankFill with blanks. Reserved for SSA use.
148-170Employee Foreign State/ProvinceIf 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.
171-185Employee Foreign Postal CodeIf 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.
186-187Employee Country CodeIf one of the following applies, fill with blanks:

* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
Derived from the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier.
188-198Wages, Tips and Other CompensationNo 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.
199-209Federal Income Tax WithheldNo 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.
210-220Social Security WagesZero 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.
221-231Social Security Tax WithheldZero 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.
232-242Medicare Wages and TipsZero 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.
243-253Medicare Tax WithheldZero 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.
254-264Social Security TipsZero 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.
265-275BlankFill with blanks. Reserved for SSA use.
276-286Dependent Care BenefitsNo 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.
287-297Deferred 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.
298-308Deferred 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.
309-319Deferred 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.
320-330Deferred 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.
331-341Deferred 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.
342-352BlankFill with blanks. Reserved for SSA use.
353-363Nonqualified Plan Section 457 Distributions or ContributionsNo 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.
364-374Employer 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.
375-385Nonqualified Plan Not Section 457 Distributions or ContributionsNo 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.
386-396Nontaxable Combat Pay (Code Q)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
397-407BlankFill with blanks. Reserved for SSA use.
408-418Employer 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.
419-429Income 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.
430-440Deferrals 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.
441-451Designated 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.
452-462Designated 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.
463-473Cost 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.
474-484Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)No negative amounts.
Right justify and zero fill.
485BlankFill with blanks. Reserved for SSA use.
486Statutory Employee IndicatorEnter "1" for statutory employee. Otherwise, enter "0" (zero).
Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier.
487BlankFill with blanks. Reserved for SSA use.
488Retirement Plan IndicatorEnter "1" for a retirement plan. Otherwise, enter "0" (zero).
Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier.
489Third-Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier.
490-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RS - State Wage Record #

Specific for the State of Maine
ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State codeEnter 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 MEBlankFill with blanks
10-18Social Security NumberEnter 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)
19-33Employee First NameEnter the employee’s first name
Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialIf 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)
49-68Employee Last NameEnter the employee’s last name
Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72Employee SuffixIf applicable, enter the employee’s alphabetic suffix
Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94Employee Location AddressEnter 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)
95-116Employee Delivery AddressEnter the employee’s delivery address
Left justify and fill with blanks
Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138Employee CityEnter the employee’s city
Left justify and fill with blanks
Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationEnter the employee’s State
Left justify and fill with blanks
Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145Employee ZIP CodeEnter the employee’s zip code
Left justify and fill with blanks
Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-192 MEBlankFill with blanks
193-194Employee Country CodeIf one of the following applies, fill with blanks:

* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands
Otherwise, enter the applicable Country Code.
Left justify and fill with blanks
Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’
195-247 MEBlankFill with blanks
248-258Maine Withholding Account NumberIf 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 MEBlankFill with blanks
274-275State codeEnter the appropriate FIPS postal numeric code. Maine is “23”
Left justify and fill with blanks
System Derived from the State being reported
276-286State Taxable WagesEnter 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)
287-297State Income Tax WithheldEnter 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)
298-307For 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 MEBlankFill 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 CodeUse standard form code, such as 'HL$US-W2-20YY'. The Variables need to be entered in this form code for specific use in the installation.
Quarterly Form CodeMandatory. Use standard form code, such as 'HL$US-QTR-20YY'. Required to produce the UI wage file in the ICESA format.
Period TypeMandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period.
Media FormatMandatory. 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 NameMandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: 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 #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5Payment YearEnter the year this report is being prepared for
Derived user specified FROM-TO period converted to YYYY
6-14Transmitter’s Federal EINEnter the transmitter's EIN
Enter numeric characters only. Omit hyphens, prefixes and suffixes
Derived from IDFDV Field Identifier: ‘TRAN EIN’
15-1Taxing Entity CodeConstant ‘UTAX’
19-23Not RequiredAny information entered in these positions will be ignored
24-73Transmitter NameEnter the transmitter's name of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN NAME’
74-113Transmitter Street AddressEnter the street address of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’
114-138Transmitter CityEnter the city of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN CITY’
139-140Transmitter StateEnter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘TRAN STATE’
141-153Not RequiredAny information entered in these positions will be ignored
154-158Transmitter ZIP CodeEnter a valid ZIP code
Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’
159-163Transmitter ZIP Code extensionIf 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)
164-193Transmitter ContactEnter the title of the individual from transmitter's organization responsible for the accuracy of the wage report
Derived from IDFDV Field Identifier: ‘TRAN CONTACT’
194-203Transmitter Contact Telephone NumberEnter the telephone number the transmitter's contact can be reached at
Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’
204-207Telephone ExtensionEnter the transmitter's contact telephone extension
Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’
208-275 MENot RequiredAny information entered in these positions will be ignored

Record Name: Code B - Authorization Record (optional)#

ColumnDescriptionSource
1-1Record IdentifierConstant ‘B’
2-5Payment YearEnter the year this report is being prepared for
6-14Transmitter’s Federal EINEnter the transmitter's EIN
Enter numeric characters only. Omit hyphens, prefixes and suffixes
15-22ComputerEnter the manufacturer’s name
Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’
23-24Internal LabelEnter SL, NS, NL, AL or blank for diskette
Derived from IDFDV Field Identifier: BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25Not RequiredAny information entered in these positions will be ignored
26-27DensityEnter 16, 62, 38 or blank for diskette
28-30Recording Code (Character Set)Enter EBC or ASC
Always ‘ASC’ for diskette
31-32Number of TracksEnter 09, 18 or blanks for diskette
33-34Blocking FactorEnter the blocking factor of the file.
Not to exceed 85
Enter blanks for diskette
35-38Taxing Entity CodeConstant ‘UTAX’
39-146 MENot RequiredAny information entered in these positions will be ignored
147-190Organization NameEnter the name of the organization the media should be returned to
Derived from IDFDV Field Identifier: ‘BASIC NAME’
191-225Street AddressEnter the street address of the organization the media should be returned to
Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’
226-245CityEnter the city of the organization the media should be returned to
Derived from IDFDV Field Identifier: ‘BASIC CITY’
246-247StateEnter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘BASIC STATE’
248-252 MENot RequiredAny information entered in these positions will be ignored
253-257ZIP CodeEnter a valid ZIP code
Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’
258-262ZIP Code extensionIf applicable, enter the four digit extension of ZIP code. Include the hyphen in position 258
Derived from IDFDV Field Identifier: ‘BASIC ZIP EXTN’
263-275Not RequiredAny information entered in these positions will be ignored

Record Name:Code E - Employer Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘E’
2-5Payment YearEnter the year this report is being prepared for
6-14Federal EINEnter the Federal EIN
Numeric characters only.
Derived from the IDGV State SUI Registration
15-23 MENot RequiredAny information entered in these positions will be ignored
24-73Employer NameEnter the first 50 positions of the employer’s name exactly as registered with the state UI agency
Derived from the Entity
74-113Employer Street AddressEnter the employer's street address
Derived from the Entity Location
114-138Employer CityEnter the employer’s City
Derived from the Entity Location
139-140Employer StateEnter the standard two character FIPS postal abbreviation of the employer’s address
Derived from the Entity Location
141-148 MENot RequiredAny information entered in these positions will be ignored
149-153ZIP code extensionIf applicable, enter four digit extension of ZIP code. Include the hyphen in position 149
Derived from the Entity Location
154-158ZIP codeEnter a valid ZIP code
Derived from the Entity Location.
159-166 MENot RequiredAny information entered in these positions will be ignored
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State Identifier CodeEnter the state FIPS postal numeric code for the state the wages are being reported for
The Code for Maine is ‘23’
173-187UC Employer Account NumberEnter the UC Employer account number
Derived from the IDGV State SUI Registration
188-189Reporting PeriodEnter 03, 06, 09 or 12
190-190No Workers/No WagesEnter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record
Enter ‘1’ to indicate otherwise
191-208 MENot RequiredAny information entered in these positions will be ignored
209-217 MEPreparer EIN
218-224 MEProcessor License Code
225-228 METotal Number of Employees subject to Maine withholdingEnter the total of all employees in the ‘S’ record who are subject to Maine withholding tax
229-257 MENot RequiredAny information entered in these positions will be ignored
258-268 MEWithholding Account ID NumberEnter the Maine Withholding Account ID Number
Derived from IDFDV Field Identifier: ‘OTHER EIN’
269-275 MENot RequiredAny information entered in these positions will be ignored

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security NumberEnter 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.
11-30Employee Last NameEnter the employee’s last name
Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
31-42Employee First NameEnter the employee’s first name
Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
43-43Employee Middle InitialIf applicable, enter employee's middle initial
Leave blank if no middle initial
44-45State CodeEnter the state FIPS postal numeric code for the state wages are being reported for. Maine is code ‘23’
46-51 MEReporting Quarter and YearEnter the last month of the quarter this report applies to.
Example: 0620YY for 2nd quarter of 20YY
52-63 MENot RequiredAny information entered in these positions will be ignored
64-77State QTR Unemployment Insurance Total WagesEnter the total Quarterly wages subject to unemployment taxes
78-91State QTR Unemployment Insurance Excess WagesEnter the total Quarterly wages in excess of the state UI taxable wage base
This field is not mandatory
92-105State QTR Unemployment Insurance Taxable WagesEnter the total State QTR UI total wages less state QTR UI excess wages
This field is not mandatory
106-142 MENot RequiredAny information entered in these positions will be ignored
143-146Taxing Entity CodeConstant ‘UTAX’
147-156 MEState Unemployment Insurance Account NumberEnter the State Unemployment Insurance Account Number
Derived from the SUI Registration Number from IDGV
157-176 MENot Required
177-190 MEQuarterly Wage subject to Maine state income taxNot required
191-204 MEQuarterly Maine income tax withheldEnter the total Quarterly income tax withheld
205-205 MESeasonal Indicator
206-210 MENot RequiredAny information entered in these positions will be ignored
211-211 MEWage Plan CodeEnter zeroes
212-212Month-1 EmploymentEnter ‘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
213-213Month-2 EmploymentEnter ‘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
214-214Month-3 EmploymentEnter ‘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 MEWithholding Account ID NumberEnter the Withholding Account ID Number
Derived from IDFDV, Field Identifier: ‘OTHER EIN’
226-226 MEFemale EmploymentEnter ‘1’ for Female, ‘0’ for Male
227-234 MESeasonal Period StartNot used. Fill with zeroes
235-242 MESeasonal Period EndNot used. Fill with zeroes
243-275 MENot RequiredAny information entered in these positions will be ignored

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘T’
2-8Total Number of EmployeesEnter the total number of ‘S’ records since the last ‘E’ record
9-12Taxing Entity CodeConstant ‘UTAX’
13-22 MEUC Employer Account NumberEnter the UC Employer account number
Derived from the SUI Registration Number from IDGV
23-26 MENot RequiredAny information entered in these positions will be ignored
27-40State QTR Unemployment Insurance Total Wages for employerEnter the QTR wages subject to state unemployment taxes
Total of this field on all ‘S’ records since the last ‘E’ record
41-54State QTR Unemployment Insurance Excess Wages for employerEnter the QTR wages in excess of the State UI taxable wage base
Total of all ‘S’ records since the last ‘E’ record
55-68State QTR Unemployment Insurance Taxable Wages for employerEnter the QTR UI total wages less the State QTR UI excess wages
Total of all ‘S’ records since the last ‘E’ record
69-87 MENot RequiredAny information entered in these positions will be ignored
88-100UI Contributions DueEnter the total UI taxes due
QTR State UI taxable wages times UI tax rate
101-111 MECompetitive Skills Scholarship Fund Assessment DueFill with zeroes
112-122 ME Voucher PaymentsEnter the total Income Tax Withholding Payments made
123-133 MEIncome Tax Withholding DueTax Withheld – (Credit + Voucher Payment)
134-144 MEBlanksFill ith blanks
145-148 MEAdjusted UC Contribution RateRequired. Enter the Adjusted UC Contribution Rate
149-152 MECompetitive Skills Scholarship Fund assessment rateFill with zeroes
153-173 ME Not RequiredAny information entered in these positions will be ignored
174-174 MEACH Debit ElectionFill with blanks
175-185Total Payment DueEnter the total Amount Due with this Return
(Total Income Tax Withholding + UC Contributions)
186-186 MEACH Account TypeFill with blanks
187-195 MEACH Bank Routing NumberFill with blanks
196-212 MEACH Bank Account NumberFill with blanks
213-226State Income Tax withheldEnter the Maine Income Tax Withheld this quarter
227-233Month-1 Employment for EmployerEnter 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
234-240Month-2 EmploymentEnter 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
241-247Month-3 EmploymentEnter 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 MEFemale Employment Month-1Right justify and fill with zeroes
255-261 MEFemale Employment Month-2Right justify and fill with zeroes
262-268 MEFemale Employment Month-3Right justify and fill with zeroes
269-275 MEBlanksAny information entered in these positions will be ignored

Record Name: Code F - Final Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘F’
2-11Total Number of Employees in FileEnter the total number of ‘S’ records in the entire file
12-21Total Number of Employers in FileEnter the total number of ‘E’ records in the entire file
22-25Taxing Entity CodeConstant ‘UTAX’
26-40 MENot RequiredAny information entered in these positions will be ignored
41-55Quarterly State Unemployment Insurance Total Wages in FileEnter the total QTR wages subject to State UI tax
Total of this field for all ‘S’ records in the file
56-275 MENot RequiredAny information entered in these positions will be ignored

Notes#

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