Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - MINNESOTA
- Set Up
- IMUF – Define User Fields for IDGV
- IMUF – Define User Fields for IDDP
- IMUF – Define User Fields for IEID
- IDGV – Government Registration for the State
- IDGV – Government Registration for SUI
- IDDP – Define Departments
- IEID – Employee Identity Screen User Field
- IDFDV – Define Form Code
- State File Procedures
- Annual W2 Wage Reporting – EFW2 Format
- State Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record
- Record Name: Code RE - Employer Record
- Record Name: Code RW – Employee Wage Record
- Record Name: Code RS - State Record
- Record Name: Code RT - Total Record
- Record Name: Code RV – State Total Record (Specific to the State of Minnesota
- Record Name: Code RF - Final Record
- Quarterly UI Wage Reporting - EFW2 Format
- Record Name: Code RS - State Record
- Calculate State SUI Taxable Wages, Excess Wages
- Example – SUI Taxable Wages, SUI Excess Wages Calculation
- Month1, Month2, Month3 Employment Processing
- Notes
US W2 ANNUAL AND QUARTERLY PROCESSING - MINNESOTA#
Set Up #
This document contains abbreviated set up requirements for the State of Minnesota only. Please refer to the general document (Tax Reporting - US General) for other setup procedures that may also be required.IMUF – Define User Fields for IDGV#
Define the user fields for P2K_CM_GOVT_REGISTRATIONS. The following user fields are used on the IDGV Definition tab, therefore they must set up on IMUF:- W2 STATE MEDIA FILING
- W2 TAX TYPE CODE
- W2 TAXING ENTITY
- W2 WAGE PLAN CODE
- W2 BRANCH CODE
IMUF – Define User Fields for IDDP #
Define user fields for P2K_CM_DEPARTMENT_DETAILS. The following user fields are used on IDDP, therefore they must set up on IMUF:- SUI ER NUMBER
- W2 DESTINATION
IMUF – Define User Fields for IEID #
Define User Fields for P2K_HR_IDENTITIES. The following user fields are used on IEID for Minnesota, therefore they must set up on IMUF:- W2 DESTINATION
- MMREF PROBATIONARY
- MMREF OFFICER CODE
IDGV – Government Registration for the State#
Define state government registrations for the State of Minnesota.- Enter the Minnesota State Employer Account Number on the ‘Number’ field
- ‘W2 STATE MEDIA FILING’ - enter ‘02’ to generate the State of Minnesota Magnetic Media file for MN State only
IDGV – Government Registration for SUI#
Define ‘US SUI Registration’ for Minnesota State- Enter the State of Minnesota SUI Employer Account Number in the ‘Number’ field. This number may be the same or different than the State Employer Account Number defined with ‘State Registration’
- On the ‘Govt Rate Type’ field, select ‘US SUI Max Base Amt’ and enter the Minnesota SUI Wage Base in the Amount field
- The SUI Wage Base amount must be updated every year to reflect the most current Wage Base amount from the State of Minnesota
- This SUI Wage Base amount is used to calculate SUI Excess Wages and Taxable Wages
- Effective date record, enter ’01-Jan-20YY’ to define the SUI Wage Base amount. This field must be updated annually
- There is no need to set up the IDGV Definition tab for ‘US SUI Registration’ for Minnesota
- When RPYEU is run, if the Period Type = ‘Q’ Quarterly Reporting, the SUI information will automatically be derived and written on the Code RS record for the magnetic media file
IDDP – Define Departments#
- The State of Minnesota requires reporting of the Quarterly file by MN State Unemployment Insurance Account Number and MN Employer Unit Number. These two numbers are defined at the department level. For this reason, the UDF ‘SUI ER Number’ must be set up for each department
Example: For the Department ‘Planning & Zoning’, the MN number is ‘7977999-004’, then UDF ‘SUI ER Number’ = 7977999-004 should be entered on IDDP. - If the ‘SUI ER Number’ is not set up for a department, then the SUI ER Number from IDGV is used
- Note that on IDDP, the detail section of the screen must be clicked and then the UDF button must be clicked to get to UDF screen
- ‘W2 Destination’ can be entered for distributing the W2 forms by department
IEID – Employee Identity Screen User Field#
- The ‘W2 Destination’, ‘MMREF Officer Code’ can be entered for an employee.
- On the MMREF1 file, the Code RS record position 341, the State of Minnesota requires reporting of the Officer Code for the employee.
- If an employee qualifies as an Officer for State of Minnesota, ‘Y’ should be entered on ‘MMREF Officer Code’ field.
- ‘W2 Destination’ can be entered for distributing the W2 forms for the employee
- ‘MMREF Probationary’ code is not used for State of Minnesota
IDFDV – Define Form Code#
- Define form code ‘HL$US-W2-20YY’ for MMREF1 format. This code is used for Minnesota quarterly MMREF1 reporting
- For a complete list of ‘HL$US-W2-20YY’ identifiers, please refer to the W2 Process Processing and W2 Process Set up documents in this Knowledge base.
State File Procedures#
The State of Minnesota accepts filing of quarterly information using the EFW2 format- Record Codes required are: Code RA, RE, RW, RS, RT and RF
- In addition to the quarterly State Magnetic Media filing in the EFW2 format, employers are required to manually fill in Minnesota State Form MDES-1406 form
- The ‘Total Gross Wages’ and the Employee Count information are required to be filled in for employees who have been paid on the 12th day of each month of the quarter
- When RPYEU is run for quarterly reporting information, RPYEU produces a report at the ‘SUI Registration’ level that contains this information. The required information should be manually entered on the State form.
- For the State of Minnesota, the EFW2 file Code RS record positions 248-259 are required to be reported by the MN State Unemployment Insurance Account Number and Employer Unit Number. The MN Employer Unit Number is defined at the department level and therefore the MN State Unemployment Insurance Account Number and MN Employer Unit Number must be set up on IDDP UDF ‘Dept SUI ER Number’ field
- When RPYEU is run:
- Define the ‘Sort Level By’ field as ‘DEPT SUI ER Number’, and
- Define the ‘Provide Sort Level Total’ as ‘Yes’. These fields must be defined in order to obtain the department totals by MN Employer Unit Number
- The employee’s prime assignment detail record, that is effective as of the period end date, is used to retrieve the department, and the department is used to retrieve the UDF ‘DEPT SUI ER Number’ for reporting.
Therefore, the employee is reported under the employee's prime assignment detail's department for SUI purpose.
- When an employee changes department during the quarter, the employee is only reported under the last department that they have worked, effective as of the period end date. The employee is not reported under multiple departments since the quarterly information from the 'ToDate' headers are not kept by department.
Annual W2 Wage Reporting – EFW2 Format#
RPYEU must be run with the following report parameters and filters defined to generate the Minnesota State file information.RPYEU will generate the Minnesota State W2 EFW2 File Format according to the State specifications
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. Enter in DD-MMM-YYYY format |
| As of Date | This date is used to retrieve employee information such as name, address, etc. |
| Combine Employment Type | Set to ‘Yes’ since Code RE records are not reported by ‘Employment Type’ |
| Media Format | Mandatory. Set to State 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: Minnesota, USA |
| Federal Regist Number: Enter the Federal Registration Number |
RPYEU Run Options
| Provide Sort Level Totals: Optional. When set to YES, the totals are generated by ‘DEPT SUI ER Number’ |
Please enter other prompts accordingly.
State Magnetic Media Reporting – EFW2 Format#
Record Name: Code RA - Transmitter Record#
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#
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#
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 Record#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RS - State Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RS" |
| 3-4 | State Code | Enter the appropriate postal numeric code. Derived from the State being reported. |
| 5-9 | Taxing Entity Code | Defined by State/local agency. |
| 10-18 | Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
| 19-33 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
| 34-48 | 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’ IDFDV Field Identifier. |
| 49-68 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
| 69-72 | 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’ IDFDV Field Identifier. |
| 73-94 | 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’ IDFDV Field Identifier. |
| 95-116 | Employee Delivery Address | Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier. |
| 117-138 | Employee City | Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier. |
| 139-140 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier. |
| 141-145 | Employee ZIP Code | Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier. |
| 146-149 | Employee ZIP Code Extension | Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier. |
| 150-154 | Blank | Fill with blanks. Reserved for SSA use. |
| 155-177 | Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 178-192 | Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 193-194 | 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. |
- Locations 195 to 267
- Apply to Quarterly Unemployment Reporting
If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.
Please read the document Tax Reporting - US General for details on quarterly reporting.
| 195-196 | Optional Code | Defined by State/local agency. Applies to unemployment reporting. |
| 197-202 | Reporting Period | Enter the last month and four-digit year for the calendar quarter that this report applies. Applies to unemployment reporting. |
| 203-213 | State Quarterly Unemployment Insurance Total Wages | Right justify and zero fill. Applies to unemployment reporting. |
| 214-224 | State Quarterly Unemployment Insurance Total Taxable Wages | Right justify and zero fill. Applies to unemployment reporting. |
| 225-226 | Number of Weeks Worked | Defined by State/local agency. Applies to unemployment reporting. |
| 227-234 | Date First Employed | Enter the month, day and four-digit year. Applies to unemployment reporting. |
| 235-242 | Date of Separation | Enter the month, day and four-digit year. Applies to unemployment reporting. |
| 243-247 | Blank | Fill with blanks. Reserved for SSA use. |
| 248-267 | State Employer Account Number | Enter the State's Employer Account Number. Applies to unemployment reporting. |
| 268-273 | Blank | Fill with blanks. Reserved for SSA use. |
- Locations 274 to 337
- Apply to Income Tax Reporting
If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
| 274-275 | State code | Enter the appropriate postal numeric code. Derived from the State being reported. Applies to income tax reporting. |
| 276-286 | State Taxable Wages | Right justify and zero fill. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
| 287-297 | State Income Tax Withheld | Right justify and zero fill. Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
| 298-307 | Other State Data | Defined by State/local agency. Applies to income tax reporting. |
| 308 | Tax Type Code | Enter the appropriate code for entries in fields 309-330: * C = City Income Tac * D = County Income Tax * E = School District Income Tax * F = Other Income Tax. Applies to income tax reporting. |
| 309-319 | Local Taxable Wages | To be defined by State/local agency. Applies to income tax reporting. |
| 320-330 | Local Income Tax Withheld | To be defined by State/local agency. Applies to income tax reporting. |
| 331-337 | State Control Number | Optional. Applies to income tax reporting. |
| 338-412 | Supplemental Data 1 | To be defined by user. |
| 413-487 | Supplemental Data 2 | To be defined by user. |
| 488-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RT - Total Record#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RT - Total Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RT" |
| 3-9 | Number of RW Records | Total number of "RW" records reported since last "RE" record. Right justify and zero fill. |
| 10-24 | Wages, Tips and Other Compensation | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ |
| 25-39 | Federal Income Tax Withheld | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ |
| 40-54 | Social Security Wages | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ |
| 55-69 | Social Security Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ |
| 70-84 | Medicare Wages and Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ |
| 85-99 | Medicare Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ |
| 100-114 | Social Security Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ |
| 115-129 | Blank | Fill with blanks. Reserved for SSA use. |
| 130-144 | Dependent Care Benefits | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ |
| 145-159 | Deferred Compensation Contributions to Section 401(k) (Code D) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-D’ |
| 160-174 | Deferred Compensation Contributions to Section 403(b)(Code E) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-E’ |
| 175-189 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-F’ |
| 190-204 | Deferred Compensation Contributions to Section 457(b) (Code G) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-G’ |
| 205-219 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-H’ |
| 220-234 | Blank | Fill with blanks. Reserved for SSA use. |
| 235-249 | Nonqualified Plan Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ |
| 250-264 | Employer Contribution to a Health Savings Account (Code W) | Total of all "RW" records since last "RE" record. No negative amounts. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-W’ |
| 265-279 | Nonqualified Plan Not Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ |
| 280-294 | Nontaxable Combat Pay (Code Q) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 295-309 | Cost of Employer-Sponsored Health Coverage (Code DD) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 310-324 | Employer Cost of Premiums for Group Term Life Insurance over $50,000 (Code C) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-C’ |
| 325-339 | Income Tax Withheld by Payer of Third-Party Sick Pay | Total of all "RW" records since last "RE" record. Total Federal Income Tax withheld by third-parties (generally insurance companies) from sick or disability payments made to your employees. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’ |
| 340-354 | Income from the Exercise of Non-statutory Stock Options (Code V) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-V’ |
| 355-369 | Deferrals Under a Section 409A Nonqualified Deferred Compensation Plan (Code Y) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 370-384 | Designated Roth Contributions to a Section 401(k) Plan (Code AA) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
| 385-399 | Designated Roth Contributions to a Section 403(b) Salary Reduction Agreement (Code BB) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
| 400-414 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | Total of all "RW" records since last "RE" record. Right justify and zero fill. |
| 415-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RV – State Total Record (Specific to the State of Minnesota#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RV" |
| 3-29 | Not used by Department of Revenue | Fill with blanks |
| 30-36 | Total RS Records | Total number of RS Records since the last RE record, regardless of State code. Right justify and fill. |
| 37-72 | Not used by Department of Revenue | Fill with blanks |
| 73-87 | State Taxable Wages | Total of all RS records since the last RE record, regardless of the State code. Right justify and fill. |
| 88-102 | State Income Tax Withheld | Total of all RS records since the last RE record, regardless of the State code. Right justify and fill. |
| 103-133 | Not used by Department of Revenue | Fill with blanks |
| 134-512 | Blank | Fill with blanks |
Record Name: Code RF - Final Record#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RF - Final Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Indentifier | Constant "RF" |
| 3-7 | Blank | Fill with blanks. Reserved for SSA use |
| 8-16 | Number of RW Records | Total number of RW (Employee) Records reported on the entire file. Right justify and zero fill |
| 17-512 | Blank | Fill with blanks. Reserved for SSA use |
Quarterly UI Wage Reporting - EFW2 Format #
RPYEU must be run with the following report parameters and filters selected to generate the Minnesota State quarterly file information.* RPYEU will generate the Minnesota State Quarterly EFW2 File Format according to the State specifications
RPYEU Report Parameters
| Annual Form Code | Use standard form code, such as 'HL$US-W2-20YY' |
| Quarterly Form Code | Use the standard form code ‘HL$US-QTR-20YY. Must be entered in order to generate the STATE UI wage file in the ICESA format |
| Govt Interface Format | Mandatory. Enter HL$US-QTR-MM20YY |
| Period Type | Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting. |
| Period End Date | Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format |
| As of Date | This date is used to retrieve employee information such as name, address, etc. |
| Combine Employment Type | Set to ‘Yes’ since Code RE records are not reported by ‘Employment Type’ |
| Media Format | Mandatory. Set to 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: Minnesota, USA |
| Federal Regist Number: Enter the Federal Registration Number |
RPYEU Run Options
| Sort by Level: Must enter ‘DEPT SUI ER Number’ for Minnesota |
| Provide Sort Level Totals: Optional. When set to YES, the totals are generated by ‘DEPT SUI ER Number’ |
Please enter other prompts accordingly.
Record Name: Code RS - State Record#
NOTE: All record locations designated by “MN” are read by the Minnesota Department of Economic Security.| Column | Description | Source |
|---|---|---|
| 1-2 MN | Record Identifier | Constant "RS" |
| 3-4 MN | State code | Enter the appropriate FIPS postal numeric code. Minnesota's code is ‘27’ Derived from the state being reported, from IDFDV sequence 7000 |
| 5-9 | Blank | Fill with blanks |
| 10-18 MN | Social Security Number | Enter the employee’s full nine-digit SSN. If not known, enter ‘I’ in position 2 and fill with blanks If an invalid SSN is encountered, this field is entered with zeroes Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ |
| 19-33 MN | Employee First Name | Enter the employee's last name. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ |
| 34-48 MN | Employee Middle Name or Initial | Enter the employee's middle initial, if applicable. Leave blank if no middle initial Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ |
| 49-68 MN | Employee Last Name | Enter the employee's last name. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ |
| 69-72 | Employee Suffix | Enter the employee's suffix Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ |
| 73-94 | Employee Location Address | Enter the employee's location address Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ |
| 95-116 | Employee Delivery Address | Enter the employee's delivery address Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ |
| 117-138 | Employee City | Enter the employee's city Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ |
| 139-140 | Employee State Abbreviation | Enter the employee's State abbreviation Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ |
| 141-145 | Employee ZIP Code | Enter the employee's zip code Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ |
| 146-149 | Employee ZIP Code Extension | Enter the employee's zip code extension Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ |
| 150-154 | Blank | Fill with blanks |
| 155-177 | Employee Foreign State/Province | Enter the employee's Foreign State/Province, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ |
| 178-192 | Employee Foreign Postal Code | Enter the employee's Foreign postal code, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ |
| 193-194 | Employee Country Code | Enter the employee's Country code, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ |
| 195-196 | Optional | Fill with blanks |
| 197-202 MN | Reporting Period | Derived from the user defined Period End Date converted to MMYYYY for the reporting quarter. Example: If Period End Date = ‘31-Mar-YYYY’, then reporting period is ‘03YYYY’ |
| 203-213 MN | State Quarterly Unemployment Insurance Total (gross) Wages | Enter the total State quarterly UI gross wages. Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ NOTE: The IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Symmetry during the US Tax calculation, UPCALC. For employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages. RPYEU will then use the State Taxable wages from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Identifiers, that are related to the employee's Home GEO and Work GEO code, to report SUI Total Wages |
| 214-224 | State Quarterly Unemployment Insurance Taxable Wages | Enter the total State quarterly UI taxable wages. Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government. Please see example below for calculation details. |
| 225-226 | Number of Weeks Worked | Total number of weeks worked. From the system derived number of Weeks Worked for the Reporting State The system reads all Pay Headers with the pay category defined as ‘Regular Pay’, that are not reversed, with a Pay Issue Date that falls within the user defined Quarter begin and end dates. If the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header's Tax Weeks are accumulated into this field. |
| 227-234 | Date First Employed | From the system derived latest Employment Hired Date, in MMDDYYYY format |
| 235-242 | Date of Separation | Enter the employee's separation date, in MMDDYYYY format If this employee’s Probationary Code = ‘01’, (from IEID User Field ‘MMREF PROBATIONARY’), then this field contains the employee’s termination date. Otherwise fill with zeros |
| 243-247 | Blank | Fill with blanks |
| 248-259 MN | MN State Unemployment Insurance Account Number and MN Employer Unit Number | This field is derived from IDDP, UDF ‘SUI ER Number’ field according to the employee’s Prime Assignment Detail Department, that is effective as of the period end date *If ‘DEPT SUI ER Number’ = 7977999-004, then ‘-’ will be replaced with zeroes *If ‘DEPT SUI ER Number’ is not defined for a department, then the IDGV SUI ER Number is used |
| 260-260 MN | Month-1 Employment | Enter ‘1’ if the employee was covered by UI, and worked or received pay, for the pay period including the 12th day of the first reporting month. Otherwise enter ‘0’ |
| 261-261 MN | Month-2 Employment | Enter ‘1’ if the employee was covered by UI, and worked or received pay, for the pay period including the 12th day of the second reporting month. Otherwise enter ‘0’ |
| 262-262 MN | Month-3 Employment | Enter ‘1’ if the employee was covered by UI, and worked or received pay, for the pay period including the 12th day of the third reporting month. Otherwise enter ‘0’ |
| 263-273 | Blank | Fill with blanks |
| 274-275 | State code | Enter the appropriate FIPS postal numeric code. Minnesota's code is "27" Derived from the State being reported |
| 276-286 | State Taxable Wages | Enter the total State taxable wages Derived from IDFDV Field Identifier: ‘W2-STATE-WAGE-HOME’ and ‘W2-STATE-WAGE-WORK’ |
| 287-297 | State Income Tax Withheld | Enter the total State income tax withheld Derived from IDFDV Field Identifier: ‘W2-STATE-TAX-HOME’ and ‘W2-STATE-TAX-WORK’ |
| 298-337 | Blank | Fill with blanks |
| 338-340 MN | Hours Worked | Enter the total hours worked Derived from IDFDV Field Identifier: ‘W2-SUI-HRS-WRK’ |
| 341 MN | Officer Code | Enter the appropriate Officer Code Derived from IEID UDF ‘MMREF Officer Code’ if defined. Otherwise, fill with blank |
| 342-511 | Blank | Fill with blanks |
| 512-512 MN | Constant ‘X’ | Recommended for Minnesota State process only |
Calculate State SUI Taxable Wages, Excess Wages#
All wages paid to an employee up to the SUI Wage Base Amount are taxable for SUI purposes.When an employee’s State Taxable earnings exceed the SUI Wage Base for a calendar year, then the exceeded portion of the earnings are considered as SUI Excess Wages and are not taxable for SUI purposes.
Some states require to report the following 3 items:
- State Quarterly Unemployment Insurance Total Wages
- This is the State Gross wages paid to an employee for the quarter, less 125 Plan contributions and/or 401 exemptions
- The Total Wages are retrieved from the IDFDV ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Identifiers
- NOTE: the IDFDV ‘W2-SUI-WAGE-ER’ Identifier is not used to report this field because the value of the ‘W2-SUI-WAGE-ER’ Identifier may have already been capped by Symmetry during the US Tax calculation process, UPCALC. Therefore, for employees who exceed the maximum wage base, the ‘W2-SUI-WAGE-ER’ field will contain no SUI Insurance wages.
*RPYEU will use the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee's Home GEO and Work GEO codes to derive the SUI Total Wages
- SUI Excess Wages
- This is the SUI Total wages paid to an employee in the reporting quarter that are in excess of the SUI Wage Base
Example: Employee SUI Total Wages for the quarter: $8500
Maximum SUI Wage Base: $7000
Therefore, SUI Excess Wages: $1500
- This is the SUI Total wages paid to an employee in the reporting quarter that are in excess of the SUI Wage Base
- State Quarterly Unemployment Insurance Taxable Wages
- This is the SUI Total wages that does not exceed the SUI Wage Base Amount for the calendar year
Example: Employee SUI Total Wages for the quarter: $8500
Maximum SUI Wage Base: $7000
SUI Excess Wages: $1500
SUI Excess Wages = Employee SUI Total Wages – SUI Excess Wages
SUI Excess Wages = $8500 – $1500 = $7000
- This is the SUI Total wages that does not exceed the SUI Wage Base Amount for the calendar year
Example – SUI Taxable Wages, SUI Excess Wages Calculation#
| Quarter 1 | Person Code: 1000 | Person Code: 1001 | Total this Quarter for all Employees |
|---|---|---|---|
| Total Wages for the Quarter | $9000 | $3000 | $12000 |
| SUI Excess of Wage Base (Year 2000 Wage Base $7000) | YTD Wages – Wage Base: $9000 – $7000, up to max of current quarter Wages = $2000 | YTD Wages – Wage Base: $3000 – $7000, up to max of current quarter Wages = $0 | $2000 |
| SUI Taxable Wages | Total Wages – Excess Wage: $9000 - $2000 = $7000 | Total Wages – Excess Wage = $3000 - $0 = $3000 | $10000 |
| Quarter 2 | Person Code: 1000 | Person Code: 1001 | Total this Quarter for all Employees |
|---|---|---|---|
| Total Wages for the Quarter | $9000 | $3000 | $12000 |
| SUI Excess of Wage Base (Year 2000 Wage Base $7000) | YTD Wages – Wage Base: $18000 – $7000, up to max of current quarter Wages = $9000 | YTD Wages – Wage Base: $6000 – $7000, up to max of current quarter wages $0 | $9000 |
| SUI Taxable Wages | Total Wages – Excess Wage: $9000 - $9000 = $0 | Total Wages – Excess Wage = $3000 - $0 = $3000 | $3000 |
| Quarter 3 | Person Code: 1000 | Person Code: 1001 | Total this Quarter for all Employees |
|---|---|---|---|
| Total Wages for the Quarter | $9000 | $3000 | $12000 |
| SUI Excess of Wage Base (Year 2000 Wage Base $7000) | YTD Wages – Wage Base: $27000 – $7000, up to max of current quarter Wages = $9000 | YTD Wages – Wage Base: $9000 – $7000, up to max of current quarter Wages = $2000 | $11000 |
| SUI Taxable Wages | Total Wages – Excess Wage: $9000 - $9000 = $0 | Total Wages – Excess Wage = $3000 - $2000\= $1000 | $1000 |
| Quarter 4 | Person Code: 1000 | Person Code: 1001 | Total this Quarter for all Employees |
|---|---|---|---|
| Total Wages for the Quarter | $9000 | $3000 | $12000 |
| SUI Excess of Wage Base (Year 2000 Wage Base $7000) | YTD Wages – Wage Base: $36000 – $7000 up to max of current quarter Wages = $9000 | YTD Wages – Wage Base: $12000 – $7000, up to max of current quarter Wages = $3000 | $12000 |
| SUI Taxable Wages | Total Wages – Excess Wage: $9000 - $9000 = $0 | Total Wages – Excess Wage = $3000 - $3000 = $0 | $0 |
Month1, Month2, Month3 Employment Processing#
The State of Minnesota requires the reporting of the Month1, Month2, Month3 Employment for the employer.Each Month requires the reporting of the total number of employees, full time and part time, who worked during or received pay subject to UI wages, for the payroll period that includes the 12th day of the first month of the reporting period.
The following logic is used to retrieve each Month’s Employment information:
- From the user-specified Quarter Ending date, determine the First Month Date that includes the 12th of the month
Example: Quarter Ending Date Mar-31-YYYY, then the First Month Date is Jan-12-YYYY - Determine the Payroll Period that the First Month Date ‘Jan-12-YYYY’ falls within the reporting period Start and End dates
Example: For Jan-12-YYYY, falls into Period YYYY02, with Period Start date Dec-30-YYYY and End date Jan-13-YYYY - For each employee, read the Pay Headers for the First Month Period that have the Pay Stage defined as ‘70’ or ‘80’
- With each Pay Header that qualifies, retrieve the amount according to IDFDV ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ values to determine if the employee has wages that are subject to UI
- As long as an employee has one pay header that qualifies and has UI wages, the employee is counted for that Month of Employment
- The above logic is repeated for the Second Month and Third Month of the reporting quarter
