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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.

RPYEU needs to be run twice to generate:

1. The file for the State of Missouri
2. 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’|Must be set up
• Identifier ‘W2-CI-WAGE-HOME’|Must be set up
• Identifier ‘W2-CI-WAGE-WORK’|Must be set up
• Identifier ‘W2-CI-TAX-HOME’|Must be set up
• Identifier ‘W2-CI-TAX-WORK’|Must be set up

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 RS

RPYEU 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

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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)#

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)#

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)#

St. Louis City File Procedures#

The St. Louis City Tax Magnetic Media reporting uses the EFW2 file format

The 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

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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

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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

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Notes#

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