Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - MISSOURI
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- IDGV - Local Registration
- IDFDV – City Tax Set Up
- Annual W2 Wage Reporting Procedure
- State Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
- Record Name: Code RE - Employer Record (Same as the Federal Code RE)
- Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)
- Record Name: Code RO - Employee Wage Record (Same as the Federal Code RO)
- Record Name: Code RS - State Record (Same as the Federal Code RS)
- Record Name: Code RT - Total Record (Same as the Federal Code RT)
- Record Name: Code RU - Total Record (Same as the Federal Code RU)
- Record Name: Code RV – Total State Record (Specific to the State of Missouri only)
- Record Name: Code RF - Final Record (Same as the Federal Code RF)
- St. Louis City File Procedures
- St. Louis City Wage Reporting – EFW2 file format
- St. Louis City Magnetic Media Reporting – EFW2 File Format
- Record Name: Code RA - Transmitter Record
- Record Name: Code RE - Employer Record
- Record Name: Code RW - Employee Wage Record
- Record Name: Code RS – St. Louis City Record
- State Quarterly UI Wage Reporting – EFW2 file format
- State Quarterly UI Wage Magnetic Media Reporting – EFW2 File Format
- Record Code RS - State Record (Required)
- Notes
US W2 ANNUAL AND QUARTERLY PROCESSING - MISSOURI#
Set Up#
This document contains abbreviated set up requirements for the state of Missouri 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: Missouri.
- The IDGV Variables tab must be set up for 'State Registration' for State/Province: Missouri.
- 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate MO State magnetic media file, then change to ‘03’ for City file.
- The file for the State of Missouri
- The city file for St. Louis.
After the State Magnetic media file is generated, to generate the St. Louis City File that includes the State Earnings and Taxes, the following must changed:
- ‘W2 STATE MEDIA FILING’ - change to ‘03’ to include State information in the City File when St. Louis file is run
IDGV - State SUI Registration#
- The IDGV Definition tab must be set up for ‘SUI Registration’ for State/Province: Missouri
- The IDGV Variables tab must be set up for ‘SUI Registration’ for State/Province: Missouri
- ‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI Wage magnetic media file for the state of Missouri
IDGV - Local Registration#
To generate St. Louis City File, IDGV must be set up with ‘US Local Registration’ for St. Louis as follow:- The IDGV Variables tab must be set up for ‘US Local Registration’ for St. Louis:
| ‘W2 STATE MEDIA FILING’ | Must be ‘03’ to generate City tax information in Local File format |
| ‘W2 TAX TYPE CODE’ | Must enter ‘C’ for City Tax |
| ‘W2 TAXING ENTITY’ | Must be ‘STLW2’ to generate St. Louis City File |
IDFDV – City Tax Set Up#
If City tax applies, the following IDFDV Field Identifiers must be set up:- Identifier ‘W2-CITY-NAME’
- Identifier ‘W2-CI-WAGE-HOME’
- Identifier ‘W2-CI-WAGE-WORK’
- Identifier ‘W2-CI-TAX-HOME’
- Identifier ‘W2-CI-TAX-WORK’
Annual W2 Wage Reporting Procedure #
The Missouri Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format. The department follows the Federal EFW2 record format but will only read Record Codes RE and RSRPYEU must be run with the following report parameters and filters defined to generate the Missouri 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. 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: Missouri, USA |
State Magnetic Media Reporting – EFW2 Format#
NOTE: The following ‘Not Required’ fields may or may not always contain blanks.NOTE: Columns with 'MO' indicate it is a Missouri specific requirement which is not the standard record format.
Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RA - Submitter Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RA" |
| 3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
| 12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
| 20-23 | Software Vendor Code | Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks. |
| 24-28 | Blank | Fill with blanks. Reserved for SSA use. |
| 29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
| 30-35 | Resub Wage File Identifier (WFID) | If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks. |
| 36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
| 38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
| 95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
| 117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
| 139-160 | City | Enter the company's city. Left justify and fill with blanks |
| 161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
| 163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
| 168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
| 172-176 | Blank | Fill with blanks. Reserved for SSA use. |
| 177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 215-216 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 217-273 | Submitter Name | Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150). |
| 274-295 | Submitter Location Address | Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160). |
| 296-317 | Submitter Delivery Address | Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170). |
| 318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
| 340-341 | Submitter State Abbreviation | Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190). |
| 342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
| 347-350 | Submitter ZIP Code extension | Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210). |
| 351-355 | Blank | Fill with blanks. Reserved for SSA use |
| 356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 394-395 | Country Code | If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 396-422 | Contact Name | Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250). |
| 423-437 | Contact Phone Number | Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260). |
| 438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
| 443-445 | Blank | Fill with blanks. Reserved for SSA use. |
| 446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
| 486-488 | Blank | Fill with blanks. Reserved for SSA use. |
| 489-498 | Contact Fax | If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290). |
| 499 | Blank | Fill with blanks. Reserved for SSA use. |
| 500 | Preparer Code | Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other If more than one code applies, use the code that best describes who prepared this file. |
| 501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RE - Employer Record (Same as the Federal Code RE)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
| 7 | Agent Indicator Code | If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank. |
| 8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
| 17-25 | Agent for EIN | If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks. |
| 26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
| 27-30 | Establishment Number | For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks. |
| 31-39 | Other EIN | For this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks. |
| 40-96 | Employer Name | Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010). |
| 97-118 | Employer Location Address | Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020). |
| 119-140 | Employer Delivery Address | Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030). |
| 141-162 | Employer City | Enter the employer's city. Left justify and fill with blanks. Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040). |
| 163-164 | Employer State Abbreviation | Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050). |
| 165-169 | Employer ZIP Code | Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060). |
| 170-173 | Employer ZIP Code Extension | Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070). |
| 174 | Kind of Employer | Required. Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c * T = 501c non-government * Y = State/local 501c * N = None apply NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico). |
| 175-178 | Blank | Fill with blanks. Reserved for SSA use. |
| 179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 202-216 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 217-218 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 219 | Employment Code | Required. Enter the appropriate employment code: * A = Agriculture (Form 943) * H = Household (Schedule H) * M = Military (Form 941) * Q = Medicare Qualified Government Employment (Form 941) * X = Railroad (CT-1) * F = Regular (Form 944) * R = Regular (all others) (Form 941). NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers. |
| 220 | Tax Jurisdiction Code | Required. Enter the code that identifies the type of income tax withheld from the employee's earnings: * Blank (W-2) * V = Virgin Islands (W-2VI) * G = Guam (W-2GU) * S = American Samoa (W-2AS) * N = Northern Mariana Islands (W-2CM) * P = Puerto Rico (W-2PR/499R-2) |
| 221 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
| 222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
| 249-263 | Employer Contact Phone Number | Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks. |
| 264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
| 269-278 | Employer Contact Fax Number | If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only |
| 279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
| 319-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RW - Employee Wage Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RW" |
| 3-11 | Social Security Number | Required. Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeros. Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier. |
| 12-26 | Employee First Name | Required. Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier. |
| 27-41 | Employee Middle Name or Initial | If applicable, enter the employee's middle name or initial. Left Justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier. |
| 42-61 | Employee Last Name | Required. Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier. |
| 62-65 | Employee Suffix | If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ (seq 2540) IDFDV Field Identifier. |
| 66-87 | Employee Location Address | Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier. |
| 88-109 | Employee Delivery Address | Enter the employee's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier. |
| 110-131 | Employee City | Enter the employee's City. Left justify and fill with blanks. Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier. |
| 132-133 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier. |
| 134-138 | Employee ZIP Code | Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier. |
| 139-142 | Employee ZIP Code Extension | Enter the employee's four-digit ZIP code extension. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier. |
| 143-147 | Blank | Fill with blanks. Reserved for SSA use. |
| 148-170 | Employee Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier. |
| 171-185 | Employee Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier. |
| 186-187 | Employee Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. Derived from the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier. |
| 188-198 | Wages, Tips and Other Compensation | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
| 199-209 | Federal Income Tax Withheld | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
| 210-220 | Social Security Wages | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros. The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier. |
| 221-231 | Social Security Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'. If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier. |
| 232-242 | Medicare Wages and Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier. |
| 243-253 | Medicare Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier. |
| 254-264 | Social Security Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier. |
| 265-275 | Blank | Fill with blanks. Reserved for SSA use. |
| 276-286 | Dependent Care Benefits | No negative amounts. Right justify and zero fill. Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
| 287-297 | Deferred Compensation Contributions to Section 401(k) (Code D) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 298-308 | Deferred Compensation Contributions to Section 403(b) (Code E) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 309-319 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 320-330 | Deferred Compensation Contributions to Section 457(b) (Code G) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 331-341 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 342-352 | Blank | Fill with blanks. Reserved for SSA use. |
| 353-363 | Nonqualified Plan Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 364-374 | Employer Contributions to a Health Savings Account (Code W) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 375-385 | Nonqualified Plan Not Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 386-396 | Nontaxable Combat Pay (Code Q) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 397-407 | Blank | Fill with blanks. Reserved for SSA use. |
| 408-418 | Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 419-429 | Income from the Exercise of Non-Statutory Stock Options (Code V) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 430-440 | Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 441-451 | Designated Roth Contributions to a Section 401 (k) Plan (Code AA) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
| 452-462 | Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
| 463-473 | Cost of Employer-Sponsored Health Coverage (Code DD) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 474-484 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | No negative amounts. Right justify and zero fill. |
| 485 | Blank | Fill with blanks. Reserved for SSA use. |
| 486 | Statutory Employee Indicator | Enter "1" for statutory employee. Otherwise, enter "0" (zero). Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier. |
| 487 | Blank | Fill with blanks. Reserved for SSA use. |
| 488 | Retirement Plan Indicator | Enter "1" for a retirement plan. Otherwise, enter "0" (zero). Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier. |
| 489 | Third-Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier. |
| 490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RO - Employee Wage Record (Same as the Federal Code RO)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RO - Employee Wage Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant ‘RO’ |
| 3-11 | Blank | Fill with blanks. Reserved for SSA use. |
| 12-22 | Allocated Tips | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |
| 23-33 | Uncollected Employee Tax on Tips (Codes A and B) | Combine the uncollected Social Security tax and the uncollected Medicare tax. No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010) |
| 34-44 | Medical Savings Account (Code R) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150). Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 45-55 | Simple Retirement Account (Code S) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160). Does not apply to Puerto Rico employees. |
| 56-66 | Qualified Adoption Expenses (Code T) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170). Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 67-77 | Uncollected Social Security or RRTA Tax on Cost of Group Term Life Insurance over $50,000 (Code M) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110). Does not apply to Puerto Rico employees. |
| 78-88 | Uncollected Medicare Tax on Cost of Group Term Life Insurance over $50,000 (Code N) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120). Does not apply to Puerto Rico employees. |
| 89-99 | Income Under a Nonqualified Deferred Compensation Plan That Fails to Satisfy Section 409A (Code Z) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 100-110 | Blank | Fill with blanks. Reserved for SSA use. |
| 111-121 | Designated Roth Contributions Under a Governmental Section 457(b) Plan )(Code EE) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 122-132 | Income from Qualified Grants Under Section 83(i) (Code GG) | No negative amounts. Right justify and zero fill. |
| 133-143 | Aggregate Deferrals Under Section 83(i) Elections as of the Close of the Calendar Year (Code HH) | No negative amounts. Right justify and zero fill. |
| 144-274 | Blank | Fill with blanks. Reserved for SSA use. |
| 275-285 | Wages Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 286-296 | Commissions Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 297-307 | Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 308-318 | Tips Subject to Puerto Rico Tax | SNo negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 319-329 | Total Wages, Commissions, Tips, and Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 330-340 | Puerto Rico Tax Withheld | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 341-351 | Retirement Fund Annual Contributions | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 352-362 | Blank | Fill with blanks. Reserved for SSA use. |
| 363-373 | Total Wages, Tips and Other Compensation Subject to Virgin Islands, Guam, American Samoa or Northern Mariana Islands Income Tax | No negative amounts. Right justify and zero fill. For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only. |
| 374-384 | Virgin Islands, American Samoa, Guam, or Northern Mariana Islands Income Tax Withheld | No negative amounts. Right justify and zero fill. For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only. |
| 385-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RS - State Record (Same as the Federal Code RS)#
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 (Same as the Federal Code RT)#
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 RU - Total Record (Same as the Federal Code RU)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RU - Total Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RU" |
| 3-9 | Number of RO Records | Total number of "RO" records reported since last "RE" record. Right justify and zero fill. |
| 10-24 | Allocated Tips | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Maraina Islands employees. Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ |
| 25-39 | Uncollected Employee Tax on Tips (Code A and B) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’ |
| 40-54 | Medical Savings Account (Code R) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. Derived from IDFDV Field Identifier: ‘W2-CODE-R’ |
| 55-69 | Simple Retirement Account (Code S) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘W2-CODE-S’ |
| 70-84 | Qualified Adoption Expenses (Code T) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. Derived from IDFDV Field Identifier: ‘W2-CODE-T’ |
| 85-99 | Uncollected SSA tax or RRTA Tax on Cost of Group Term Life Insurance over $50,000 (Code M) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘W2-CODE-M’ |
| 100-114 | Uncollected Medicare Tax on Cost of Group Term Life Insurance over $50,000 (Code N) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘W2-CODE-N’ |
| 115-129 | Income Under a Nonqualified Deferred Compensation Plan That Fails to Satisfy Section 409A (Code Z) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. |
| 130-144 | Blank | Fill with blanks. Reserved for SSA use. |
| 145-159 | Designated Roth Contributions Under a Governmental Section 457(b) Plan (Code EE) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. |
| 160-174 | Income from Qualified Equity Grants Under Section 83(i) (Code GG) | Total of all "RO" records since last "RE" record. Right justify and zero fill. |
| 175-189 | Aggregate Deferrals Under Section 83(i) Elections as of the Close of the Calendar Year (Code HH) | Total of all "RO" records since last "RE" record. Right justify and zero fill. |
| 190-354 | Blank | Fill with blanks. Reserved for SSA use. |
| 355-369 | Wages Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
| 370-384 | Commissions Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
| 385-399 | Allowances Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
| 400-414 | Tips Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
| 415-429 | Total Wages, Commissions, Tips and Allowances Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
| 430-444 | Puerto Rico Tax Withheld | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
| 445-459 | Retirement Fund Annual Contributions | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
| 460-474 | Total Wages, Tips and Other Compensation Subject to Virgin Islands, Guam, American Samoa or Northern Mariana Islands Income Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Virgin Islands, Guam, American Samoa or Northern Mariana Islands employees only. |
| 475-489 | Virgin Islands, Guam, American Samoa, or Northern Mariana Islands Income Tax Withheld | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Virgin Islands, Guam, American Samoa or Northern Mariana Islands employees only. |
| 490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RV – Total State Record (Specific to the State of Missouri only)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RV" |
| 3-6 | Tax Year | Required. Enter the tax year for this report |
| 7-15 | Federal Employer Identification Number | Required. Enter the EIN under which tax payments were submitted. Enter only numeric values. Omit hyphens |
| 16-23 | State ID Number | Required. Enter the eight-digit Missouri Identification Number (Tax Withholding Account Number) |
| 24-80 | Employer Name | Required. Enter the name associated with the State ID entered in positions 16-23. Left justify and fill with blanks |
| 81-86 | Employer Number of W-2s | Required. Enter total number W- 2s coded for Missouri. Right justify and zero fill. |
| 87-98 | Employer Total Tax Withheld as shown on W-2s | Required. Enter the total state withholding tax for all Missouri employee records in the file. Right justify and zero fill |
| 99-512 | Blank | Fill with blanks |
Record Name: Code RF - Final Record (Same as the Federal Code RF)#
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 |
St. Louis City File Procedures#
The St. Louis City Tax Magnetic Media reporting uses the EFW2 file formatThe Record Codes required for St. Louis City are: Code RA, RE, RW and RS (other record codes are optional and may be present)
St. Louis City Wage Reporting – EFW2 file format#
RPYEU must be run with the following report parameters and filters defined to generate the Missouri City 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. Set to Local 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: Missouri, USA |
| Select City: St. Louis, MO, USA |
St. Louis City Magnetic Media Reporting – EFW2 File Format#
Record Name: Code RA - Transmitter Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant ‘RA’ |
| 3-11 | Submitter’s Employer ID number (EIN) | Enter the Employer's ID number Numeric values only Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ |
| 12-37 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 38-94 | Company Name | Enter the Company Name Derived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ |
| 95-116 MO | Blank | Not Required by St Louis City. Fill with blanks |
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax Year | Enter the tax year for this report Derived from user specified FROM-TO period converted to YYYY |
| 7 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 8-16 | Employer/Agent EIN | Enter the Employer's/Agent's EIN Derived from the applicable Federal reporting EIN, from IDGV or IDGR |
| 17-39 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 40-96 | Employer Name | Enter the Employer Name Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ |
| 97-5127 MO | Blank | Not Required by St Louis City. Fill with blanks |
Record Name: Code RW - Employee Wage Record#
| 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 |
| 12-187 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 188-198 | Wages, Tips and other compensation | Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ |
| 199-286 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 287-297 | Deferred Compensation contribution to Section 401(k) | Derived from IDFDV Field Identifier: ‘W2-CODE-D’ |
| 298-308 | Deferred Compensation contribution to Section 403(b) | Derived from IDFDV Field Identifier: ‘W2-CODE-E’ |
| 309-319 | Deferred Compensation contribution to Section 408(k)(6) | Derived from IDFDV Field Identifier: ‘W2-CODE-F’ |
| 320-330 | Deferred Compensation contribution to Section 457(b) | Derived from IDFDV Field Identifier: ‘W2-CODE-G’ |
| 331-341 | Deferred Compensation contribution to Section 501(c)(18)(D) | Derived from IDFDV Field Identifier: ‘W2-CODE-H’ |
| 342-512 MO | Blank | Not Required by St Louis City. Fill with blanks |
Record Name: Code RS – St. Louis City Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RS" |
| 3-9 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 10-18 | Social Security Number | Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ If an invalid SSN is encountered, this field is entered with zeroes |
| 19-33 | Employee First Name | Enter the employee's first name Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ |
| 34-48 | Employee Middle Name or Initial | Enter the employee's middle name or initial, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ |
| 49-68 | 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 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’ |
| 146-275 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 276-286 | State Taxable Wages | Enter the total State taxable wages Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ |
| 287-307 MO | Blank | Not Required by St Louis City. Fill with blanks |
| 308 | Tax Type Code | Must be ‘C’ for St. Louis City Tax Derived from IDFDV Field Identifier: 'W2 TAX TYPE CODE' for St. Louis |
| 309-319 | St. Louis Taxable Wages | Enter the total St. Louis taxable wages Derived from IDFDV Field Identifier: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’ |
| 320-330 | St. Louis Tax Withheld | Enter the total St. Louis tax withheld Derived from IDFDV Field Identifier: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’ |
| 331-512 MO | Blank | Not Required by St Louis City. Fill with blanks |
State Quarterly UI Wage Reporting – EFW2 file format#
RPYEU must be run with the following report parameters and filters defined to generate the Missouri State UI file information:RPYEU Report Parameters
| Annual Form Code | Use standard form code, such as 'HL$US-W2-YYYY'. The ‘Variables’ will need to be entered into this Form Code for specific use in the installation. |
| Quarterly Form Code | Required to generate the UI wage file in ICESA format. Use the supplied Form Code ‘HL$US-QTR-20YY’. The ‘Variables’ will need to be entered into this Form Code for specific use in the installation. |
| 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. Set to State SUI 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: Missouri, USA |
State Quarterly UI Wage Magnetic Media Reporting – EFW2 File Format#
NOTE: The following ‘Not Required’ fields may or may not always contain blanks.NOTE: Columns with MO indicate it is a Missouri specific requirement which is not the standard record format.
Record Code RS - State Record (Required)#
| Column | Description | Source | |
|---|---|---|---|
| 1-2 | Record Identifier | Constant "RS" | |
| 3-4 | State Code | Enter the apropriate FIPS postal numeric code. Missouri is code is "29" Derived from the State being reported, from IDFDVsequence 7000 | |
| 5-9 MO | Not Required | Fill with blanks | |
| 10-18 | Social Security Number | Enter the employee's Social Security Number If an invalid SSN is encountered, this field is entered with zeroes Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ | |
| 19-33 | Employee First Name | Enter the employee's first name Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ | |
| 34-48 | Employee Middle Name or Initial | Enter the employee's middle name or initial, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ | |
| 49-68 | Employee Last Name | Enter the employee's last name Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ | |
| 69-194 MO | Not Required | Fill with blanks | |
| 195-196 MO | Probationary Code | Enter ‘1’ if employed less than 28 days, else enter ‘0’ | |
| 197-202 | Reporting Period | Enter the month end date and year of the Quarter being reported. Example: 0620YY for Apr-June 20YY | |
| 203-213 MO | State QTR Unemployment Insurance Total Wages | Enter the total Quarterly wages subject to unemployment taxes | |
| 214-234 MO | Not Required | Fill with blanks | |
| 235-242 MO | probationary Date | Enter ‘00000000’ or Termination date in MMDDYYYY format for a probationary employee (Probationary Code = ‘1’) | |
| 243-247 MO | Not Required | Fill with blanks | |
| 248-262 MO | State Employer Account Number | Enter the State Employer Account Number Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting state | |
| 263-512 MO | Not Required | Fill with blanks |
Notes#
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