Table of Contents

Michigan Annual and Quarterly Reporting#

What's New for Tax Year 2011#

There are no file format changes in wage reporting for the state of Michigan in tax year 2011.

However, the following file format changes in the standard EFW2 file are noted in the SSA bulletin which may affect clients using the standard EFW2 format to report wages to the state:

  • (W2 File) A new field, 'Kind of Employer' has been added to the RE Employer Record (position 174). This is a required field.
  • (W2 File) A new field, 'Cost of Employer-Sponsored Health Coverage' has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
  • (W2 File) A new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan' has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

Set Up#

This document contains abbreviated set up requirement for the state of Michigan only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration#

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

IDGV - State SUI Registration#

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

State File Procedures#

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

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run and the following selected to generate Michigan state file information:
Report List Filters, Select State:Michigan, USA
Parameters, Annual Form Code:(example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type:Year
Parameters, Period End Date:Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format: State File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

State Media Magnetic Media Reporting – EFW2 File Format#

Record name
Code RA - Transmitter Record

Quarterly UI Wage Reporting – ICESA Format#

RPYEU must be run and the following selected to generate Michigan state file information:
  • The state of Michigan must be selected in the ‘Report List Filters’.
  • Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
  • The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format.
  • Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
  • Period Type:Quarter
  • Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
  • Media File Type:State SUI File Format

  • If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

Record name
Code E - Employer Record

ICESA for the State of Michigan#

  • The format details are found at the ....

Notes#

Click to create a new notes page

cleanup

WHAT’S NEW FOR TAX YEAR 2011

There are no file format changes in wage reporting requirement for tax year 2011 for the state of Montana.

However, the following file format changes in the standard EFW2 file are noted in the SSA bulletin which may affect clients using the standard EFW2 format to report wages to the state

- (W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field. - - (W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309). - - (W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

SET UP

- This document contains abbreviated set up requirement for the state of Montana only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration

- IDGV Definition Tab must be set up with ‘State Registration’ for State/Province: Montana

- IDGV Variables Tab must be set up with ‘State Registration’ for State/Province: Montana

‘W2 STATE MEDIA FILING’ - MT state accepts W2 wage report with Federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of MT only) IDGV - State SUI Registration

- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: Montana

- IDGV Variables Tab must be set up with ‘State SUI Registration’ for State/Province: Montana

‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for state of Montana

STATE FILE PROCEDURES

- The state of Montana 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,RF; and for the UI wage reporting: Code A,B,E,S,T,F. - Montana state requires to file the MT state file by itself, therefore the user must set up IDGV as follows: - for State Registration of Montana, the IDGV Variable: ‘W2 STATE MEDIA FILING’ 02 – state requires its own File, do not include other state information in the state file

ANNUAL W2 WAGE REPORTING – EFW2 format

- The user must run RPYEU and select the following to generate Montana state file information:

Report List Filters, Select State: - Montana, USA Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’) Parameters, Period Type: - Year Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011) Parameters, Media Format: - State File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

STATE MAGNETIC MEDIA REPORTING – EFW2 Format

Record name: Code RA - Transmitter Record (same as the federal code RA)

Column Description

1-2 - Record Identifier - Constant "RA"

3-11 - Submitter’s Employer ID number (EIN) - Numeric only - Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)

12-28 - Personal Identification Number (PIN) - Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)

29 - Resub Indicator - Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)

30-35 - Resub WFID - Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)

36-37 - Software Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)

38-94 - Company Name - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)

95-116 - Location Address - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)

117-138 - Delivery Address - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)

139-160 - Company City - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)

161-162 - Company State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)

163-167 - Company ZIP code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)

168-171 - Company ZIP code extension - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)

172-176 - Blanks

177-199 - Company Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)

200-214 - Company Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)

215-216 - Company Country Code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)

217-273 - Submitter Name - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)

274-295 - Submitter Location Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)

296-317 - Submitter Delivery Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)

318-339 - Submitter City - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)

340-341 - Submitter State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)

342-346 - Submitter ZIP code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)

347-350 - Submitter ZIP code extension - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)

351-355 - Blanks.

356-378 - Submitter Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)

379-393 - Submitter Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)

394-395 - Submitter Country Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)

396-422 - Contact Name - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)

423-437 - Contact Phone Number - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)

438-442 - Contact Phone Extension - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)

443-445 - Blanks

446-485 - Contact E-mail - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

486-488 - Blanks

489-498 - Contact FAX - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)

499-499 - Preferred Method of Problem Notification Code - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)

500-500 - Preparer Code - Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)

501-512 - Blanks

Record name: Code RE - Employer Record (same as federal code RE)

Column Description

1-2 - Record Identifier - Constant "RE"

3-6 - Tax year CCYY - From user specified FROM-TO period converted to CCYY

7 - Agent Indicator Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)

8-16 -Employer/Agent EIN - System derived the applicable Federal reporting EIN, from IDGV or IDGR

17-25 - Agent for EIN - Derived from IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)

26 - Terminating Business Indicator - Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)

27-30 - Establishment Number - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)

31-39 - Other EIN - Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)

40-96 - Employer Name - Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)

97-118 - Employer Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)

119-140 - Employer Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)

141-162 - Employer City - Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)

163-164 - Employer State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)

165-169 - Employer ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)

170-173 - Employer ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)

174-174 - Kind of Employer - Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)

175-178 - Blanks

179-201 - Employer Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)

202-216 - Employer Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)

217-218 - Employer Country Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)

219 - Employment Code - from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method - If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting - otherwise the W2 Type of employment is derived from IDGR screen

- a set of code RE, RW,RS, RT records will be generated for different Type of employment

220 - Tax Jurisdiction Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)

221 - Third-Party Sick Pay Indicator - Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)

222-512 - Blanks.

Record name: Code RW - Employee Wage Record (same as federal code RW)

Column Description

1-2 - Record Identifier - Constant "RW"

3-11 - Social Security Number - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500) - if an invalid SSN is encountered, this field is entered with zeroes.

12-26 - Employee First Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

27-41 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

42-61 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

62-65 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

66-87 - Employee Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

88-109 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

110-131 - Employee City - Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)

132-133 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)

134-138 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

139-142 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

143-147 - Blanks

148-170 - Employee Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

171-185 - Employee Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

186-187 - Employee Country Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

188-198 - Wages, Tips and other compensation - Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)

199-209 - Federal Income Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)

210-220 - Social Security Wages - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)

221-231 - Social Security Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)

232-242 - Medicare Wages & Tips - Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)

243-253 - Medicare Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)

254-264 - Social Security Tips - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)

265-275 - Advanced Earned Income Credit - Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)

276-286 - Dependent Care Benefits - Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)

287-297 - Deferred Compensation contribution to Section 401(k) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)

298-308 - Deferred Compensation contribution to Section 403(b) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)

309-319 - Deferred Compensation contribution to Section 408(k)(6) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)

320-330 - Deferred Compensation contribution to Section 457(b) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)

331-341 - Deferred Compensation contribution to Section 501(c)(18)(D) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)

342-352 - Military Employee’s Basic Quarters and Combat Pay - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)

353-363 - Non-qualified Plan section 457 - Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)

364-374 - Employer Contribution to a Health Savings Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)

375-385 - Non-qualified Plan Not section 457 - Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)

386-407 - Blanks

408-418 - Employer cost of premiums for Group Term Life insurance over $50000 - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)

419-429 - Income from Non-statutory Stock Options - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)

430-462 - blank

463-473 - Cost of Employer-Sponsored Health Coverage - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)

474-485 - blank

486 - Statutory Employee Indicator - Derived from IDFDV screen, Field Identifier: ‘W2-STAT-EE’ (seq 6000) - if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

487 - Blanks

488 - Retirement Plan Indicator - Derived from IDFDV screen, Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020) - if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

489 - Third-Party Sick Pay Indicator - Derived from IDFDV screen, Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060) - if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

490-512 - Blanks

Record name: Code RS - State Wage Record

Column Description

1-2 - Record Identifier - Constant "RS"

3-4 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported, from IDFDV sequence 7000. - Numeric code for Montana is ‘30’

5-9 MT - Taxing Entity Code - Optional, not required by the state of Montana.

10-18 - Social Security Number - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500) - if an invalid SSN is encountered, this field is entered with zeroes.

19-33 - Employee First Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

34-48 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

49-68 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

69-72 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

73-94 - Employee Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

95-116 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

117-138 - Employee City - Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)

139-140 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)

141-145 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

146-149 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

150-154 - Blanks.

155-177 - Employee Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

178-192 - Employee Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

193-194 - Employee Foreign Country - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2680)

195-196 - State Optional Code, - Not required by the state of Montana.

197-202 - Reporting Period - (i.e. 122005 for tax year 2005)

203-247 MT - Varies - Not required by the state of Montana.

248-267 - State Employer Account Number - Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State - When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State

268-273 - Blanks

274-275 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported - Montana numeric code is "30"

276-286 - State Taxable Wages - Derived from IDFDV screen, - Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)

287-297 - State Income Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)

298-512 MT - Varies. - Not required by the state of Montana

Multiple Code RS records:

Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the State wages and tax will be zero for the subsequent code RS records.

Record name: Code RT - Total Record (same as federal code RT)

Column Description

1-2 - Record Identifier - Constant "RT"

3-9 - Number of RW Records - Total number of code "RS" records reported since last code "RE" record

10-24 - Wages, Tips and Other Compensation - Derived from IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-39 - Federal Income Tax Withheld - Derived from IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record

40-54 - Social Security Wages - Derived from IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record

55-69 - Social Security Tax Withheld - Derived from IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record

70-84 - Medicare Wages and Tips - Derived from IDFDV screen, - Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record

85-99 - Medicare Tax Withheld - Derived from IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record

100-114 - Social Security Tips - Derived from IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record

115-129 - Advanced Earned Income Credit - Derived from IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record

130-144 - Dependent Care Benefits - Derived from IDFDV screen, Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record

145-159 - Deferred Compensation Contributions to Section 401(k) - Derived from IDFDV screen, Field Identifier ‘W2-CODE-D’, total of all code "RW" records since last "RE" record

160-174 - Deferred Compensation Contributions to Section 403(b) - Derived from IDFDV screen, Field Identifier ‘W2-CODE-E’, total of all code "RW" records since last "RE" record

175-189 - Deferred Compensation Contributions to Section 408(k)(6) - Derived from IDFDV screen, Field Identifier ‘W2-CODE-F’, total of all code "RW" records since last "RE" record

190-204 - Deferred Compensation Contributions to Section 457(b) - Derived from IDFDV screen, Field Identifier ‘W2-CODE-G’, total of all code "RW" records since last "RE" record

205-219 - Deferred Compensation Contributions to Section 501(c)(18)(D) - Derived from IDFDV screen, Field Identifier ‘W2-CODE-H’, total of all code "RW" records since last "RE" record

220-234 - Military Employee’s Basic Quarters and Combat Pay - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record

235-249 - Non-Qualified Plan Section 457 - Derived from IDFDV Identifier ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record

250-264 - Employer Contribution to a Health Savings Account - Derived from IDFDV screen, - Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record

265-279 - Non-Qualified Plan Not Section 457 - Derived from IDFDV Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record

280-294 - blank

295-309 - Cost of Employer-Sponsored Health Coverage - Derived from IDFDV screen, Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record

310-324 - Employer Cost of Premiums for Group Term Life Insurance over $50000 - Derived from IDFDV screen, Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record

325-339 - Income Tax Withheld by Third-Party Payer - Derived from IDFDV Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record

340-354 - Income from Non-statutory Stock options - Derived from IDFDV screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record

355-512 - blank

Record name: Code RF - Final Record (same as federal code RF)

Column Description

1-2 - Record Identifier - Constant "RF"

3-7 - blank

8-16 - Number of RS Records - Total number of code "RS" records on file

17-512 - blank

Quarterly UI Wage Reporting – ICESA format

- The user must run RPYEU and select the following to generate Montana state file information: Media Format: - State SUI File Format Select State: - Montana, USA

- The “Quarterly Form Code” must be entered in order to produce the UI Wage file in the ICESA format.

- You must select state Montana in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - Period Type: Quarter. - Period End Date: Enter the quarter end date, i.e. 30-Jun-2012. - Media File Type: State SUI File Format.

- If the Directory Name/Media File Name is not supplied, an output file will not be produced.

QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA format

(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).

Note: Columns with MT indicates it is a Montana specific requirement which is not the standard record format

Record name: Code A - Transmitter Record

Column Description

1-1 - Record Identifier. - Constant ‘A’.

2-5 - Payment Year. - Enter year for which this report is being prepared - From user specified FROM-TO period converted to YYYY

6-14 - Transmitter’s Federal EIN - Enter only numeric characters; omit hyphens, prefixes and suffixes - Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’

15-18 - Taxing Entity Code. - Constant ‘UTAX’

19-23 - Blanks.

24-73 - Transmitter Name. - Enter the transmitter name of the organization submitting the file - Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’

74-113 - Transmitter Street Address. - Enter the street address of the organization submitting the file - Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’

114-138 - Transmitter City. - Enter the city of the organization submitting the file - Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’

139-140 - Transmitter State. - Enter the standard two character FIPS postal abbreviation. - Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’

141-153 - Blanks.

154-158 - Transmitter ZIP Code. - Enter a valid ZIP code - Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’

159-163 - Transmitter ZIP Code extension. - Use this field as necessary for the four digit extension of ZIP code. Include hypen in position 159 - Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP EXTN’ (include ‘-‘ in position 159)

164-193 - Transmitter Contact. - Title of individual from transmitter organization responsible for the accuracy of the wage report - Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT’

194-203 - Transmitter Contact Telephone Number - Telephone number at which the transmitter contact can be telephoned - Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT PHONE’

204-207 - Telephone Extension/Box. - Enter transmitter telephone extension or message box - Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT EXTN’

208-242 MT - Optional Fields. - Not Required.

243-248 MT - Media Creation Date. - Enter date in MMDDYY format - Derived from the System Date

249-275 MT - Blanks

Record name: Code B - Authorization Record

Column Description

1-1 - Record Identifier. - Constant ‘B’

2-5 - Payment Year. - Enter the year for which this report is being prepared

6-14 - Transmitter’s Federal EIN. - Enter only numeric characters - BASIC EIN

15-22 - Computer. - Enter the manufacturer’s name - Derived from IDFDV screen, Field Identifier: ‘BASIC COMPUTER’

23-24 MT - Internal Label. - Not Required.

25-25 - Blank.

26-27 MT - Density. - Not Required.

28-30 - Recording Code (Character Set). - use only ‘ASC’ (ASCII only).

31-32 MT - Number of Tracks. - Not Required.

33-34 MT - Blocking Factor. - Not Required.

35-38 - Taxing Entity Code. - Constant ‘UTAX’

39-146 - Blanks.

147-190 - Organization Name. - The name of the organization to which the media should be returned - Derived from IDFDV screen, Field Identifier: ‘BASIC NAME’

191-225 - Street Address. - The street address of the organization to which the media should be returned. - Derived from IDFDV screen, Field Identifier: ‘BASIC ADDRESS’

226-245 - City. - The city of the organization to which the media should be returned - Derived from IDFDV screen, Field Identifier: ‘BASIC CITY’

246-247 - State. - Enter the standard two character FIPS postal abbreviation - Derived from IDFDV screen, Field Identifier: ‘BASIC STATE’

248-252 - Blanks.

253-257 - ZIP Code. - Enter a valid ZIP code - Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP CODE’

258-262 - ZIP Code extension. - Enter four digit extension of ZIP code, including the hypen in position 258. - Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP EXTN’

263-275 - Blanks

Record name: Code E - Employer Record

Column Description

1-1 - Record Identifier. - Constant ‘E’.

2-5 - Payment Year. - Enter the year for which the report is being prepared

6-14 - Federal EIN - Enter only numeric characters - Derived from the IDGV State SUI Registration

15-23 - Blanks.

24-73 - Employer Name. - Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency - Derived from the Entity

74-113 - Employer Street Address - Enter the street address of the Employer - Derived from the Entity Location

114-138 - Employer City - Enter the city of employer’s mailing address - Derived from the Entity Location

139-140 - Employer State - Enter the standard two character FIPS postal abbreviation of the employer’s address - Derived from the Entity Location

141-148 - Blanks.

149-153 - ZIP code extension - Enter four digit extension of ZIP code, including the hyphen in position 149. - Derived from the Entity Location

154-158 - ZIP code. - Enter a valid ZIP code - Derived from the Entity Location.

159-159 - Blank.

160-160 MT - Type of Employment. - Not Required.

161-162 MT - Blocking Factor. - Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette. - Not Required.

163-166 MT - Establishment Number or Coverage Group/PRU. - Enter either the establishment number of the coverage group/PRU, or blank. - Field Identifier ESTABLISHMENT NUMBER’ - Not Required.

167-170 - Taxing Entity Code. - Constant ‘UTAX’

171-172 - State Identifier Code. - Enter the state FIPS postal numeric code for the state to which wages are being reported. - use ‘30’ for Montana.

173-187 - State Unemployment Insurance Account Number. - Enter state UI employer account number. - Derived from the IDGV State SUI Registration

188-189 - Reporting Period. - ‘03’, ‘06’, ‘09’, or ‘12’.

190-190 - No Workers/No Wages. - Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record. Enter ‘1’ to indicate otherwise.

191-208 MT - Optional Fields - Not Required.

209-255 - Blanks.

256-256 MT - Foreign Indicator. - Not Required.

257-257 MT - Type of Information. - ‘W’ if file contains wage info only. ‘T’ if file contains tax info only. ‘B’ if file contains both wage and tax info. - Constant ‘B’.

258-266 MT - Other EIN. - Not Required.

267-275 - Blanks.

Record name: Code S – Employee Wage Record

Column Description

1-1 - Record Identifier. - Constant ‘S’

2-10 - Social Security Number - Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10

11-30 - Employee Last Name. - Enter employee last name.

31-42 - Employee First Name. - Enter employee first name

43-43 - Employee Middle Initial. - Enter employee middle initial. Leave blank if no middle initial

44-45 - State Code - Enter the state FIPS postal numeric code for the state to which wages are being reported - Montana Code is ‘30’.

46-49 - Reporting Quarter and Year. - Enter the last month and year for the calendar period for which this report applies (i.e. 0613 for Apr-June 2013).

50-63 MT - State QTR Total Gross Wages. - Not Required.

64-77 - State QTR Unemployment Insurance Total Wages. - Enter quarterly wages subject to unemployment taxes.

78-91 - State QTR Unemployment Insurance Excess Wages - Quarterly wages in excess of the state UI taxable wage base

92-105 - State QTR Unemployment Insurance Taxable Wages. - State QTR UI total wages less state QTR UI excess wages.

106-120 MT - Quarterly State Disability Insurance Taxable Wages. - Not Required, enter zeros.

121-142 MT - Not Required.

143-146 - Taxing Entity Code. - Constant ‘UTAX’.

147-161 - State Unemployment Insurance Account Number. - Enter state UI employer account number - SUI Registration Number from IDGV

162-211 MT - Not Required.

212-212 - Month-1 Employment. - Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month, else enter ‘0’.

213-213 - Month-2 Employment. - Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month, else enter ‘0’.

214-214 - Month-3 Employment. - Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’.

215-220 MT - Not Required.

221-232 MT - Not Required.

233-275 - Blanks.

Record name: Code T - Total Record

Column Description

1-1 - Record Identifier. - Constant ‘T’

2-8 - Total Number of Employees. - The total number of ‘S’ records since the last ‘E’ record

9-12 - Taxing Entity Code. - Constant ‘UTAX’.

13-26 MT - State QTR Total Gross Wages for employer - Not Required.

27-40 - State QTR Unemployment Insurance Total Wages for employer. - QTR wages subject to state unemployment taxes. Total of this field on all ‘S’ records since the last ‘E’ record.

41-54 - State QTR Unemployment Insurance Excess Wages for employer. - QTR wages in excess of the state UI taxable wage base Total of all ‘S’ records since the last ‘E’ record.

55-68 - State QTR Unemployment Insurance Taxable Wages for employer. - QTR UI total wages less state QTR UI excess wages. Total of all ‘S’ records since the last ‘E’ record.

69-81 MT - Quarterly tip wages for employer. - Not Required.

82-87 - UI tax rate this quarter. - The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 2.8%=’.02800’.

88-100 - State QTR UI taxes due - UI taxes due. QTR state UI taxable wages times UI tax rate.

101-111 - Previous Quarter(s) underpayment. - Enter any adjustments or amendments to previous quarter report. Enter zero if not applicable

112-122 - Interest. - Interest is computed at 0.05% of the ‘State UI taxes due’. If not used, enter zero.

123-133 - Penalty. - The penalty is 10% of ‘State UI Taxes Due’, or the greater of $10, if late 30 or fewer days. - The penalty is 15% of ‘State UI Taxes Due’, or the greater of $15, if late more than 30 days.

134-144 - Credit/Overpayment. - Enter here any overpayment existing on your account on the date this report was generated for mailing.

145-148 MT - Not Required. Enter blank.

149-159 MT - Not Required. Enter zero.

160-163 MT - Not Required. Enter blank.

164-174 MT - Not Required. Enter zero.

175-185 - Total Payment Due. - Enter the total tax due.

186-198 MT - Not Required. Enter zero.

199-212 MT - Wages subject to State Income Tax. - Optional. If not used, enter zero.

213-226 MT - State Income Tax withheld. - Optional. If not used, enter zero.

227-233 - Month-1 Employment for employer. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. - Total of all ‘S’ records after the last ‘E’ record.

234-240 - Month-2 Employment. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. - Total ofo all ‘S’ records after the last ‘E’ record.

241-247 - Month-3 Employment. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. - Total of all ‘S’ records after the last ‘E’ record.

248-275 MT - Not Required. Enter blank.

Record name: Code F - Final Record

Column Description

1-1 - Record Identifier. - Constant ‘F’.

2-85 MT - Optional Fields. - Not Required.

86-100 MT - Quarterly State Disability Insurance Taxable Wages in File. - Not Required. Enter zero.

101-139 MT - Optional Fields. - Not Required.

140-275 MT - Blanks.

This particular version was published on 26-Nov-2021 10:22 by jmyers.Top