Mississippi Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirements for the State of Mississippi 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: Mississippi.
• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Mississippi.
• ‘W2 STATE MEDIA FILING’- State of Mississippi accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of Mississippi only)

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with ‘State SUI Registration’ for State/Province: Mississippi.
• The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Mississippi.
  • ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Mississippi.

State File Procedures#

• The Mississippi Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media using the ICESA format.
• Records required for the W2 reporting are: Codes RA, RE, RW, RS, RT and RF (RO, RU, and RV are not required). Record Code 'S' is required for the UI wage reporting.
• The State of Mississippi requires to file the MS State file by itself, therefore IDGV must be set up as follows:
  • for State Registration of Mississippi, the IDGV Variable:
    • ‘W2 STATE MEDIA FILING’ 02 – Mississippi state requires its own file, do not include other state information in the state file

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run with the following report parameters and filters defined to generate the Mississippi 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: Mississippi, USA

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State Media Magnetic Media Reporting – EFW2 File 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 RS - State Record (Specific to Mississippi State only)#

1-2	Record Identifier	Constant "RS"
3-4	State Code	Enter the appropriate FIPS code. Mississippi is code "28". 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 an invalid SSN is encountered, this field is entered with zeroes. Derived from IDFDV W2-EE-SSN Field Identifier
19-33	Employee First Name	Enter the employee's first name. Left justify and fill with blanks. Derived from IDFDV W2-EE-FIRST-NAME Field Identifier
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68	Employee Last Name	Enter the employee's last name. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72	Suffix	If applicable, enter the employee's alphabetic suffix. Example: SR, JR. Left justify and fill with blanks. Otherwise, fill with blanks.
73-94	Employee Location Address	Enter the employee’s location address (Attention, Suite, Room Number, etc.). Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116	Employee Delivery Address	Enter the employee’s delivery address Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138	Employee City	Enter the employee’s city Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140	Employee State Abbreviation	Enter the employee’s State Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145	Employee ZIP Code	Enter the employee’s zip code Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149	Employee ZIP Code Extension	If applicable, enter the four digit extension of ZIP code. Derived from IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154	Blank	Fill with blanks. Reserved for SSA use
155-177	Employee Foreign State/Province	Enter the employee's foreign State/Province, if applicable. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’
178-192	Employee Foreign Postal Code	Enter the employee's foreign postal code, if applicable. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’
193-194	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 IDFDV Field Identifier: ‘W2-EE-COUNTRY’
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 this report applies to. Example: 0320YY for January through March of 20YY. 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. Example: 013120YY Applies to unemployment reporting
235-242	Date of Separation	Enter the month, day and four-digit year. Example: 013120YY Applies to unemployment reporting
243-247	Blank	Fill with blanks. Reserved for SSA use
248-267	State Employer Account Number	Applies to unemployment reporting
268-273	Blank	Fill with blanks. Reserved for SSA use
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 Tax * 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)#

Record Name: Code RF - Final Record (Same as the Federal Code RF)#

Quarterly UI Wage Reporting – ICESA Format#

RPYEU must be run with the following report parameters and filters defined to generate the Mississippi State UI Wage File information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'. The Variables need to be entered in this form code for specific use in the installation.
Quarterly Form Code	Use standard form code, such as HL$US-QTR-20YY. Must be entered in order to produce the UI wage file in ICESA format. The Variables need to be entered in 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 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: Mississippi, USA

ICESA for the State of Mississippi#

• The format details are found at the State of Mississippi Department of Employment Security at https://mdes.ms.gov/media/10474/wagereport.pdf

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Notes#

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