[{TableOfContents }] !!!Michigan Annual and Quarterly Reporting !!What's New for Tax Year 2013 The following changes have been noted for reporting W2 wages to the Federal government: *W2 File - RA Record – Submitter Record: New specifications have been added to the ‘Contact E-Mail/Internet’ (positions 446-485) field. * W2 File - RE Record – Employer Record: The ‘Other EIN’ (positions 31-39) is now applicable to all tax jurisdiction codes. * W2 File - RE Record – Employer Record: Five new fields have been added to the RE Employer Record (position 222-318) \\o Employer Contact Name (positions 222-248) \\o Employer Contact Phone Number (positions 249-263) \\o Employer Contact Phone Extension (positions 264-268) \\o Employer Contact Fax Number (positions 269-278) \\o Employer Contact E-Mail/Internet (positions 279-318) !!Set Up This document contains abbreviated set up requirement for the state of Michigan only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required. !IDGV - State Registration *The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: Michigan. *The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: Michigan. *‘W2 STATE MEDIA FILING’- MI 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 MI only.) !IDGV - State SUI Registration *The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Michigan. *The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Michigan. **‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Michigan. !!State File Procedures *The Michigan 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,RW/RO,RS,RT/RU,RF; and for the UI wage reporting: Code E,S,T,Z. *The State of Michigan requires to file the MI state file by itself, therefore [IDGV] must be set up as follows: **for State Registration of Michigan, the IDGV Variable: ***‘W2 STATE MEDIA FILING’ 02 – Michigan 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 Michigan state file information: |Report List Filters, Select State:|Michigan, USA |Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2014’) |Parameters, Period Type:|Year |Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2013) |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: Code RA – Submitter Record (Same as the Federal Code RA) [{InsertPage page='W2_EFW2_RECORD_RA'}] \\ !Record Name: Code RE – Employer Record (Same as the Federal Code RE) [{InsertPage page='W2_EFW2_RECORD_RE'}] \\ !Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW) ||Column||Description||Source |1-2|Record Identifier|Constant "RW" |3-11|Social Security Number|Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’ (seq 2500)\\ \\If an invalid SSN is encountered, this field is entered with zeroes |12-26|Employee First Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |27-41|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |42-61|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |62-65|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |66-87|Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |88-109|Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |110-131|Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620) |132-133|Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630) |134-138|Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |139-142|Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier:‘W2-EE-ZIP-EXT’ (seq 2650) |143-147|Blank| |148-170|Employee Foreign State/Province|Derived from [IDFDV] Field Identifier:‘W2-EE-F-STATE’ (seq 2660) |171-185|Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670) |186-187|Employee Country Code|Derived from [IDFDV] Field Identifier:‘W2-EE-COUNTRY’ (seq 2680) |188-198|Wages, Tips and other compensation|Derived from [IDFDV] Field Identifier: ‘W2-FIT-WAGE’ (seq 3000) |199-209|Federal Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-FIT-TAX’ (seq 3010) |210-220|Social Security Wages|Derived from [IDFDV] Field Identifier: ‘W2-SSN-WAGE’ (seq 3020) |221-231|Social Security Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TAX’ (seq 3030) |232-242|Medicare Wages & Tips|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040) |243-253|Medicare Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-TAX’ (seq 3050) |254-264|Social Security Tips|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TIP’ (seq 3060) |265-275|Advanced Earned Income Credit|Derived from [IDFDV] Field Identifier: ‘W2-EIC’ (seq 3080) |276-286|Dependent Care Benefits|Derived from [IDFDV] Field Identifier: ‘W2-DEP-CARE’ (seq 3090) |287-297|Deferred Compensation contribution to Section 401(k)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-D’ (seq 4030) |298-308|Deferred Compensation contribution to Section 403(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-E’ (seq 4040) |309-319|Deferred Compensation contribution to Section 408(k)(6)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-F’ (seq 4050) |320-330|Deferred Compensation contribution to Section 457(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-G’ (seq 4060) |331-341|Deferred Compensation contribution to Section 501(c)(18)(D)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-H’ (seq 4070) |342-352|Filler |353-363|Non-qualified Plan section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-457’ (seq 3102) |364-374|Employer Contribution to a Health Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-W’ (seq 4190) |375-385|Non-qualified Plan Not section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-N457’ (seq 3104) |386-407|Blank| |408-418|Employer cost of premiums for Group Term Life insurance over $50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-C’ (seq 4020) |419-429|Income from Non-statutory Stock Options|Derived from [IDFDV] Field Identifier: ‘W2-CODE-V’ (seq 4180) |430-485|Blank| |486|Statutory Employee Indicator|Derived from [IDFDV] Field Identifier: ‘W2-STAT-EE’ (seq 6000)\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered |487|Blank| |488|Retirement Plan Indicator|Derived from [IDFDV] Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)\\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered |489|Third-Party Sick Pay Indicator|Derived from [IDFDV] Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)\\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered |490-512|Blank| !Record Name: Code RO - Employee Wage Record (Optional for State Reporting) ||Column||Description||Source |1-2|Record Identifier|Constant ‘RO’ |3-11|Blank| ;Location 12 to 264:Do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees. ||Column||Description||Source |12-22|Allocated Tips|Derived from [IDFDV] Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |23-33|Uncollected Employee Tax on Tips\\ \\the combination of the uncollected social security tax and the uncollected medicare tax|Derived from [IDFDV] Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010) |34-44|Medical Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-R’ (seq 4150) |45-55|Simple Retirement Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-S’ (seq 4160) |56-66|Qualified Adoption Expenses|Derived from [IDFDV] Field Identifier: ‘W2-CODE-T’ (seq 4170) |67-77|Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-M’ (seq 4110) |78-88|Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-N’ (seq 4120) |89-264|Blank| ;Location 265 to 362:For Puerto Rico employees only. ||Column||Description||Source |265| Civil Status| |266-274|Spouse’s SSN|Blank |275-285|Wages Subject to Puerto Rico Tax|Stored as zeroes |286-296|Commissions Subject to Puerto Rico Tax|Stored as zeroes |297-307|Allowances Subject to Puerto Rico Tax|Stored as zeroes |308-318|Tips Subject to Puerto Rico Tax|Stored as zeroes |319-329|Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax|Stored as zeroes |330-340|Puerto Rico Tax Withheld|Stored as zeroes |341-351|Retirement Fund Subject to Puerto Rico Tax|Stored as zeroes |352-362|Blank| ;Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees. ||Column||Description||Source |363-373|Total wages, tips and other compensation subject to Virgin Islands income tax|Stored as zeroes |374-384|Virgin Islands, etc… Income Tax Withheld|Stored as zeroes |385-512|Blank| !Record Name: Code RS - State Wage Record ||Column||Description||Source |1-2|Record Identifier|Constant "RS" |3-4|State code, appropriate FIPS postal numeric code|Derived from the State being reported, from [IDFDV] sequence 7000\\ \\Numeric code for Michigan is ‘26’ |5-9|Taxing Entity Code\\ \\Blanks| |10-18|Social Security Number|Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’ (seq 2500)\\ \\If an invalid SSN is encountered, this field is entered with zeroes. |19-33|Employee First Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |49-68|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |69-72|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |73-94|Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |95-116|Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |117-138|Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620) |139-140|Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630) |141-145|Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |146-149|Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650) |150-154|Blank| |155-177|Employee Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’ (seq 2660) |178-192|Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670) |193-247|Not required by the state of Michigan for W2 Wage Reporting| |248-267|State Employer Account Number|Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State\\ \\When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from [IDGV] for the SUI Registration of the State |268-273|Blank| |274-275|State code, appropriate FIPS postal numeric code|Derived from the State being reported\\ \\Michigan numeric code is "26" |276-286|State Taxable Wages|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030) |287-297|State Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) |298-512|Not required by the state of Michigan| ;Multiple Code RS records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records. !Record Name: Code RT - Total Record (Same as the Federal Code RT) ||Column||Description||Source |1-2|Record Identifier|Constant "RT" |3-9|Number of RW Records|Total number of code "RW" records reported since last code "RE" record |10-24|Wages, Tips and Other Compensation|Derived from [IDFDV] Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record |25-39|Federal Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record |40-54|Social Security Wages|Derived from [IDFDV] Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record |55-69|Social Security Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record |70-84|Medicare Wages and Tips|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record |85-99|Medicare Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record |100-114|Social Security Tips|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record |115-129|Advanced Earned Income Credit|Derived from [IDFDV] Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record |130-144|Dependent Care Benefits|Derived from [IDFDV] Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record |145-159|Deferred Compensation Contributions to Section 401(k)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record |160-174|Deferred Compensation Contributions to Section 403(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record |175-189|Deferred Compensation Contributions to Section 408(k)(6)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-F’, total of all code "RW" records since last "RE" record |190-204|Deferred Compensation Contributions to Section 457(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record |205-219|Deferred Compensation Contributions to Section 501(c)(18)(D)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-H’, total of all code "RW" records since last "RE" record |220-234|Filler |235-249|Non-Qualified Plan Section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record |250-264|Employer Contribution to a Health Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record |265-279|Non-Qualified Plan Not Section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record |280-294|Blank| |295-309|Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV] Field Identifier: ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record |310-324|Employer Cost of Premiums for Group Term Life Insurance over $50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record |325-339|Income Tax Withheld by Third-Party Payer|Derived from [IDFDV] Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record |340-354|Income from Non-statutory Stock Options|Derived from [IDFDV] Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record |355-512|Blank| !Record Name: Code RU - Total Record (Optional for State Reporting) ||Column||Description||Source |1-2|Record Identifier|Constant "RU" |3-9|Number of RO Records|Total number of code "RO" records reported since last code "RE" record |10-24|Allocated Tips|Derived from [IDFDV] Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record |25-39|Uncollected Employee Tax on Tips|Derived from [IDFDV] Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record |40-54|Medical Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record |55-69|Simple Retirement Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record |70-84|Qualified Adoption Expenses|Derived from [IDFDV] Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record |85-99|Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record |100-114|Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record |115-144|Blank| |145-159|Designated Roth Contribution under section 457(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record |160-354|Blank| |355-369|Wages Subject to Puerto Rico Tax\\ \\Stored as zeroes| |370-384|Commissions Subject to Puerto Rico Tax\\ \\Stored as zeroes| |385-399|Allowances Subject to Puerto Rico Tax\\ \\Stored as zeroes| |400-414|Tips Subject to Puerto Rico Tax\\ \\Stored as zeroes| |415-429|Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax\\ \\Stored as zeroes| |430-444|Puerto Rico Tax Withheld\\ \\Stored as zeroes| |445-459|Retirement Fund Subject to Puerto Rico Tax\\ \\Stored as zeroes| |460-474|Total wages, tips and other compensation subject to Virgin Islands income tax\\ \\Stored as zeroes| |475-489|Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld\\ \\Stored as zeroes| |490-512|Blank| !Record Name: Code RV – Total State Record (Optional, to be Defined by Participating States) ||Column||Description||Source |1-2|Record Identifier|Constant "RV" |3-512|To be defined by participating states| !Record Name: Code RF - Final Record (Same as the Federal Code RF) ||Column||Description||Source |1-2|Record Identifier|Constant "RF" |3-7|Blank| |8-16|Number of RW Records\\ \\Total number of code "RW" records on file| |17-512|Blank| !Quarterly UI Wage Reporting – ICESA Format [RPYEU] must be run and the following selected to generate Michigan state file information: * The state of Michigan must be selected in the ‘Report List Filters’. *Annual Form Code – Use the standard supplied form code HL$US-W2-2013. 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-2012 *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 %%information Please note that the following ‘Not Required’ fields may or may not always contain blanks.%% %%information Note: Columns marked with MI indicates a Michigan specific requirement which is not the standard record format.%% !Record Name: Code E - Employer Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘E’ |2-23 MI|Not Required| |24-73|Employer Name|Left justify and fill with blanks |74-113|Employer Street Address|Left justify and fill with blanks |114-138|Employer City|Left justify and fill with blanks |139-148|Employer State|Left justify and fill with blanks |149-153|Filler|Not Required |154-158|Employer ZIP code|A valid ZIP code\\ \\Derived from the Entity Location |159-175 MI|Not Required| |176-185 MI|State Unemployment Insurance Account Number|Derived from the [IDGV] State SUI Registration |186-190 MI|Not required| |191-199 MI|Federal Employer Identification Number (FEIN)| |200-276 MI|Not required| !Record Name: Code S – Employee Wage Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘S’ |2-10|Social Security Number| |11-26 MI|Employee Last Name| |27-37 MI|Employee First Name| |38-127 MI|Not Required| |128-133 MI|Reporting Period|Last month end date of the quarter for which this report applies (i.e. ‘092013’ for Jul-Sept 2013) |134-142 MI|State QTR Total Gross Wages|Quarterly wages subject to all taxes |143-143 MI|Status|Enter ‘F’ if employee is a family member, else enter a blank |144-276 MI|Not Required| !Record Name: Code T - Total Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘T’ |2-8|Total Number of Employees|Total number of ‘S’ records since the last ‘E’ record |9-34 MI|Not Required| |35-47 MI| State QTR Total Gross Wages for employer|QTR gross wages subject to all taxes\\ \\Total of this field on all ‘S’ records since the last ‘E’ record |48-276 MI|Not required| !Record Name: Code Z - Final Record ||Column||Description||Source |1-1 MI|Record Identifier|Constant ‘Z’ |2-276 MI|Filler|Not required ---- ![Notes|Edit:Internal.Tax Reporting - MI] [{InsertPage page='Internal.Tax Reporting - MI' default='Click to create a new notes page'}]