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Michigan Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirements for the State of Michigan 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: Michigan.
• The IDGV Variables 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 tab must be set up with ‘State SUI Registration’ for State/Province: Michigan.
• The IDGV Variables 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, RS, RT and RF. Record Code RO, RU, RV are optional.
• Record Codes E, S, T and Z are required for the UI wage reporting.
• 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 with the following report parameters and filters defined to generate Michigan 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: Michigan, USA

State Media Magnetic Media Reporting – EFW2 File Format#

Record Name: Code RA – Submitter 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 RO - Employee Wage Record #

Optional for State Reporting

Record Name: Code RS - State Wage Record#

Specific to the State of Michigan only

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State code	Enter the appropriate FIPS postal numeric code. Numeric code for Michigan is ‘26’ Derived from the State being reported, from IDFDV sequence 7000
5-9	Taxing Entity Code	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 Field Identifier: ‘W2-EE-SSN’ (seq 2500) If an invalid SSN is encountered, this field is entered with zeroes.
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)
146-149	Employee ZIP Code Extension	If applicable, enter the four digit extension of ZIP code. Derived from IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-247	Blank	Fill with blanks. Not required by the State of Michigan for W2 Wage Reporting
248-267	State Employer Account Number	Enter the 9-digit Michigan Withholding Tax number FEIN. 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 of the State
268-275	Blank
276-286	State Taxable Wages	Enter the total Taxable Wages for Michigan. 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 Michigan Income Tax Withheld. Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-304 MI	Blank	Fill with blanks
305-307 MI	City of Detriot Code	Constant "170"
308 MI	Tax Type Code	Constant "C"
309-319 MI	Detriot City Taxable Wages	Enter the total Detroit City Taxable Wages
320-330 MI	Detriot City Tax Withheld	Enter the total Detroit City Tax Withheld
331-512 MI	Blank	Fill with blanks

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

Record Name: Code RU - Total Record #

Optional for State Reporting

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 #

The State of Michigan accepts quarterly UIA reporting in a State specific format. Required records are Codes E and S. Optional records are Codes O and V

RPYEU must be run with the following report parameters and filters defined to generate Michigan State file information: RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'. The Variables need to be entered in this form code for specific use in the installation.
Quarterly Form Code	Mandatory. Quarterly Form Code HL$US-QTR-20YY, defined on the IDFDV form. Must be entered in order to produce the UI wage file in ICESA format. NOTE: Always use the current year form code. DO NOT use a prior year form code as the Identifiers may be obsolete.
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 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: Michigan, USA

Quarterly UI Wage Magnetic Media Reporting #

NOTE: The following ‘Not Required’ fields may or may not always contain blanks.
NOTE: Columns marked with MI indicates a Michigan specific requirement which is not the standard record format.

Record Name: Code E - Employer Record (Specific to the State of Michigan)#

Column	Description	Source
1-1	Record Identifier	Constant ‘E’
2-8 MI	Employer Number	Enter the employer's UIA account number
9-11 MI	Location/Multi Unit Number	Enter the UA Multi Unit Number
12-15 MI	Year	Enter the year that is being reported, in YYYY format
16 MI	Quarter	Enter the quarter number that is being reported. Options are 1, 2, 3, 4
17-40 MI	Not Required	Fill with blanks
41-47 MI	Number of Employees	Enter the number of employees on this file. This should match the number of wage details records, codes S, O and V Right justify and fill with zeroes Cannot be zeroes
48-60 MI	Total Wages	Enter the total amount of wages reported on the wage details records. This should match the total of Employee Gross Wages from record codes S, O and V Right justify and fill with zeroes Cannot be negative

Record Name: Code S – Employee Wage Record (Specific to the State of Michigan)#

Column	Description	Source
1-1	Record Identifier	Constant ‘S’
2-8 MI	Employer Number	Enter the employer's UIA account number
9-11 MI	Location/Multi Unit Number	Enter the UIA Multi Unit Number
12-15 MI	Year	Enter the year that is being reported, in YYYY format
16 MI	Quarter	Enter the quarter number that is being reported. Options are 1, 2, 3, 4
17-25 MI	Social Security Number	Enter the employee's SSN
26-32 MI	Blank	Fill with blanks
33-48 MI	Employee Last Name	Enter the employee's last name
49-60 MI	Employee First Name	Enter the employee's first name
61 MI	Employee Middle Initial	Enter the employee's middle inital, if applicable
62-71 MI	Employee Gross Wages	Enter the employee's total quarterly gross wages. Right justify and fill with zeroes Cannot be negative
72 MI	Family Status Indicator	Enter "F" is employee is a family member. Otherwise fill with a blank

Record Name: Code O – Out of State Employee Wage Record (Specific to the State of Michigan)#

Column	Description	Source
1-1	Record Identifier	Constant ‘O’
2-8 MI	Employer Number	Enter the employer's UIA account number
9-11 MI	Location/Multi Unit Number	Enter the UA Multi Unit Number
12-15 MI	Year	Enter the year that is being reported, in YYYY format
16 MI	Quarter	Enter the quarter number that is being reported. Options are 1, 2, 3, 4
17-25 MI	Social Security Number	Enter the employee's SSN
26-31 MI	Blank	Fill with blanks
32-47 MI	Employee Last Name	Enter the employee's last name
48-59 MI	Employee First Name	Enter the employee's first name
60 MI	Employee Middle Initial	Enter the employee's middle inital, if applicable
61-62 MI	State	Defines the State/region the wages were earned prior to Michigan. Includes District of Columbia, Virgin Islands and Puerto Rico Cannot be blank
63-72 MI	Employee Gross Out of State Wages	Enter the employee's total quarterly gross Out of State wages. Right justify and fill with zeroes Cannot be negative

Record Name: Code V – Visa Employee Wage Record (Specific to the State of Michigan)#

Column	Description	Source
1-1	Record Identifier	Constant ‘V’
2-8 MI	Employer Number	Enter the employer's UIA account number
9-11 MI	Location/Multi Unit Number	Enter the UIA Multi Unit Number
12-15 MI	Year	Enter the year that is being reported, in YYYY format
16 MI	Quarter	Enter the quarter number that is being reported. Options are 1, 2, 3, 4
17-25 MI	Social Security Number	Enter the employee's SSN
26-31 MI	Blank	Fill with blanks
32-47 MI	Employee Last Name	Enter the employee's last name
48-59 MI	Employee First Name	Enter the employee's first name
60 MI	Employee Middle Initial	Enter the employee's middle inital, if applicable
61-62 MI	Visa Type	Enter "01" for an employee with a J-1 visa. Enter "02" for an employee with a H-2B visa. Cannot be zero filled
63-72 MI	Employee Quarterly Wages	Enter the employee's total quarterly gross wages. Right justify and fill with zeroes Cannot be negative

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Notes#

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