Table of Contents
- Montana Annual and Quarterly Reporting
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting – EFW2 File Format
- State Media Magnetic Media Reporting – EFW2 File Format
- Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
- Record Name: Code RE – Employer Record (Same as the Federal Code RE)
- Record Name: Code RS - State Wage Record (Same as the Federal Code RS)
- Record Name: Code RV - State Total Record (Same as the Federal Code RV)
- Record Name: Code RF - Final Record (Same as the Federal Code RF)
- Quarterly UI Magnetic Media Wage Reporting – ICESA Format
- ICESA Repoting for the State of Montana
- Record Name: Code A - Transmitter Record
- Record Name: Code B - Authorization Record
- Record Name: Code E - Employer Record
- Record Name: Code S - Employee Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Notes
Montana Annual and Quarterly Reporting#
Set Up#
This document contains abbreviated set up requirements for the State of Montana 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: Montana.
- The IDGV Variables tab must be set up for ‘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#
- The IDGV Definition tab must be set up with ‘State SUI Registration’ for State/Province: Montana.
- The 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 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.
- The State of Montana requires to file the MT state file by itself, therefore IDGV must be set up as follows:
- for State Registration of Montana, the IDGV Variable:
- ‘W2 STATE MEDIA FILING’ 02 – Montana state requires its own file, do not include other state information in the state file.
- for State Registration of Montana, the IDGV Variable:
Annual W2 Wage Reporting – EFW2 File Format#
RPYEU must be run with the following report parameters and filters selected to generate the Montana 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. Enter in DD-MM-YYY format |
| 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: Montana, USA |
State Media Magnetic Media Reporting – EFW2 File Format#
Record Name: Code RA – Submitter 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 RS - State Wage 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 RV - State Total Record (Same as the Federal Code RV)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RV - State Total Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Indentifier | Constant "RV" |
| 3-512 | Supplemental Data | To be Defined by user |
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 |
Quarterly UI Magnetic Media Wage Reporting – ICESA Format#
RPYEU must be run with the following report parameters and filters selected to generate the Montana State 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 in this form code for specific use in the installation. |
| Quarterly Form Code | Required. 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 | 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: Montana, USA |
ICESA Repoting for the State of Montana#
The format details are found at the State of Montana Department of Labor and Industry website athttp://uid.dli.mt.gov/Portals/55/Documents/Contributions-Bureau/dli-uid-ui009.pdf
. Record Name: Code A - Transmitter Record #
| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant “A” |
| 2-5 | Year | Enter the year this report is prepared for |
| 6-14 | Transmitter’s Federal Employer Identification Number (FEIN) | Enter the transmitter’s Federal Employer ID number. Enter only numeric characters. Omit hyphen, prefixes & suffixes. |
| 15-18 | Taxing Entity Code | Constant “UTAX” |
| 19-23 | Blank | Fill with blanks |
| 24-73 | Transmitter Name | Enter the name of the organization submitting the file. Enter the name exactly as the Employer is registered with the state Unemployment Insurance agency. |
| 74-113 | Transmitter Street | Enter the street address of the organizationsubmitting the file. |
| 114-138 | Transmitter City | Enter the city of the organization submitting the file. |
| 139-140 | Transmitter State | Enter the standard two character FIPS postal abbreviation. |
| 141-153 | Blank | Fill with blanks |
| 154-158 | Transmitter Zip Code | Enter a valid zip code |
| 159-163 | Transmitter Zip Code Extension | Use this field as necessary for the four digit extension of the zip code. Include hyphen in position 159. If unknown, fill with blanks. |
| 164-193 | Transmitter Contact | Enter the title of individual from transmitter's organization who is responsible for the accuracy and completeness of the wage report. |
| 194-203 | Transmitter Contact Telephone Number | Enter the telephone number where the transmitter's contact can be reached |
| 204-207 | Telephone Extension/Box | Enter transmitter's telephone extension or message box. |
| 208-213 | Tape Transmitter/Authorization Number | Not required by the State of Montana. Fill with blanks |
| 214 | C-3 Data | Not required by the State of Montana. Fill with blanks |
| 215-219 | Suffix Code | Not required by the State of Montana. Fill with blanks |
| 220 | Allocation Lists | Not required by the State of Montana. Fill with blanks |
| 221-229 | Service Agent ID | Not required by the State of Montana. Fill with blanks |
| 230-242 | Total Remittance Amount | Not required by the State of Montana. Fill with blanks |
| 243-248 | Media Creation Date | Enter date in MMDDYY format |
| 249-275 | Blank | Will with blanks |
Record Name: Code B - Authorization Record #
| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant “B”. |
| 2-5 | Payment Year | Enter the year this report is being prepared for. |
| 6-14 | Transmitter’s Federal EIN | Enter the transmitter’s Federal Employer ID number. Enter only numeric characters. Omit hyphens, prefixes & suffixes. |
| 15-22 | Computer | Enter the manufacturer’s name. |
| 23-24 | Internal Label | Not required by the State of Montana. Fill with blanks |
| 25 | Blank | Fill with blanks |
| 26-27 | Density | Not required by the State of Montana. Fill with blanks |
| 28-30 | Recording Code (Character Set) | Constant "ASC" |
| 31-32 | Number of Tracks | Not required by the State of Montana. Fill with blanks |
| 33-34 | Blocking Factor | Not required by the State of Montana. Fill with blanks |
| 35-38 | Taxing Entity Code | Constant “UTAX” |
| 39-146 | Blank | Fill with blanks |
| 147-190 | Organization Name | Not required by the State of Montana. Fill with blanks |
| 191-225 | Street Address | Not required by the State of Montana. Fill with blanks |
| 226-245 | City | Not required by the State of Montana. Fill with blanks |
| 246-247 | State | Not required by the State of Montana. Fill with blanks |
| 248-252 | Blank | Enter blanks |
| 253-257 | Zip Code | Not required by the State of Montana. Fill with blanks |
| 258-262 | Zip Code Extension | Not required by the State of Montana. Fill with blanks |
| 263-275 | Blank | Fill with blanks |
Record Name: Code E - Employer Record #
| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant “E” |
| 2-5 | Year | Enter the year this report is being prepared for. |
| 6-14 | Employer’s Federal EIN | Enter the employer’s Federal Employer ID number. Enter only numeric characters. Omit hyphens, prefixes & suffixes. |
| 15-23 | Blank | Fill with blanks |
| 24-73 | Employer Name | Enter the name of the Employer reporting wage and tax data. Enter the name Exactly as the employer is registered with the state Unemployment Insurance agency. |
| 74-113 | Employer Street Address | Enter the street address of the Employer |
| 114-138 | Employer City | Enter the city of the Employer’s mailing address. |
| 139-140 | Employer State | Enter the standard two character FIPS postal abbreviation. |
| 141-148 | Blank | Fill with blanks |
| 149-153 | Employer Zip Code Extension | Enter four-digit extension of zip code. Include the hyphen in position 149. If unknown, fill with blanks. |
| 154-158 | Employer Zip Code | Enter a valid zip code |
| 159 | Name Code | Not required by the State of Montana. Fill with blanks |
| 160 | Type of Employment | Not required by the State of Montana. Fill with blanks |
| 161-162 | Blocking Factor | Not required by the State of Montana. Fill with blanks |
| 163-166 | Establishment Number or coverage Group/PRU | Not required by Montana. |
| 167-170 | Taxing Entity Code | Constant “UTAX” |
| 171-172 | State Identifier Code | Enter the state FIPS postal numeric code for the State the wages are being reported for. Montana is "30". |
| 173-187 | State UI Employer Account Number | Enter the State UI employer account number |
| 188-189 | Reporting Period | Enter the last month of the calendar quarter the report applies to. Enter “03”= 1st Quarter, “06”= 2nd Quarter, “09”= 3rd Quarter or “12”= 4th Quarter |
| 190 | No Workers/No Wages | Enter '0' to indicate that the E record will not be followed by S records (employee records). Enter '1' to Indicate that the E record will be followed by S records (employee records). |
| 191 | Tax Type Code | Not required by the State of Montana. Fill with blanks |
| 192-196 | Taxing Entity Code | Not required by the State of Montana. Fill with blanks |
| 197-203 | State Control Number | Not required by the State of Montana. Fill with blanks |
| 204-208 | Unit Number | Not required by the State of Montana. Fill with blanks |
| 209-255 | Blank | Not required by the State of Montana. Fill with blanks |
| 256 | Foreign Indicator | Not required by the State of Montana. Fill with blanks If data in positions 74-158 is for a foreign address, enter the letter “X”. Otherwise, fill with a blank. |
| 257 | Type of Information | If file contains only tax information, enter a “T”. If file contains both wage and tax information, enter a “B”. |
| 258-266 | Other EIN | Not required by the State of Montana. Fill with blanks |
| 267-275 | Blank | Fill with blanks |
Record Name: Code S - Employee Record #
| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant “S”. |
| 2-10 | Social Security Number | Enter the employee’s Social Security number. If not known, enter “I” in position 2 and blanks in positions 3-10. If an invalid SSN is encountered, this field is filled with zeroes |
| 11-30 | Employee Last Name | Enter the employee’s last name. |
| 31-42 | Employee First Name | Enter the employee’s first name |
| 43 | Employee Middle Initial | Enter the employee’s middle initial. If no middle initial, enter a blank. |
| 44-45 | State Code | Enter the state FIPS postal numeric code for the State the wages are being reported for. Montana is "30" |
| 46-49 | Reporting Quarter and Year | Enter the last month and year for the quarter this report applies to. Example “03YY” Jan-March of 20YY. |
| 50-63 | State Quarter Total Gross Wages | Not required by the State of Montana. Fill with blanks |
| 64-77 | State Quarter UI Total Gross Wages | Enter the total quarterly gross wages subject to Unemployment taxes. Include all tip income. Right justify and zero fill all money fields. |
| 78-91 | State Quarter UI Excess Wages | Enter the Quarterly wages in excess of the State UI taxable wage base. For Governmental or Reimbursable accounts, excess must be zeros. Right justify and zero fill all money fields. |
| 92-105 | State Quarter UI Taxable Wages | Enter the State quarterly UI total wages minus State quarterly UI excess wages. For Governmental and Reimbursable employers, must be equal to the “State Quarter UI Total Gross Wages”. Right justify and zero fill all money fields. |
| 106-142 | Not Required | Not required by the State of Montana. Fill with blanks |
| 143-146 | Taxing Entity Code | Constant “UTAX” |
| 147-161 | State UI Employer Account Number | Enter the State account number assigned for unemployment insurance reporting purposes. |
| 162-211 | Not Required | Not required by the State of Montana. Fill with blanks |
| 212 | Month 1 Employment | Enter “1” if employee covered by UI worked during or received pay for the pay period including the 12th day of the 1st month of the reporting period. Enter “0” if employee covered by UI did not work and received no pay for the pay period including the 12th day of the 1st month of the reporting period. Enter blanks if not available. |
| 213 | Month 2 Employment | Enter “1” if employee covered by UI worked during or received pay for the pay period including the 12th day of the 2nd month of the reporting period. Enter “0” if employee covered by UI did not work and received no pay for the pay period including the 12th day of the 2nd month of the reporting period. Enter blanks if not available. |
| 214 | Month 3 Employment | Enter “1” if employee covered by UI worked during or received pay for the pay period including the 12th day of the 3rd month of the reporting period. Enter “0” if employee covered by UI did not work and received no pay for the pay period including the 12th day of the 3rd month of the reporting period. Enter blanks if not available. |
| 215-220 | Blanks | Fill with blanks |
| 221-232 | Not Required | Not required by the State of Montana. Fill with blanks |
| 233-275 | Blank | Fill with blanks |
Record Name: Code T - Total Record #
| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant “T” |
| 2-8 | Total Number of Employees | Enter the total number of “S” records reported since the last “E” record. Right justify and zero fill. |
| 9-12 | Taxing Entity Code | Constant “UTAX” |
| 13-26 | State Quarter Total Gross Wages for Employer | Not required by Montana. |
| 27-40 | State Quarter UI Total Gross Wages for Employer | Enter the Quarterly Gross Wages subject to State UI Tax. Include all tip income. Total of this field on all “S” records since the last “E” record. Right justify and zero fill all money fields. |
| 41-54 | State Quarter UI Excess Wages for Employer | Enter the Quarterly Wages in excess of the state UI Taxable wage base. Total of this field on all “S” records since the last “E” record. For Governmental or Reimbursable Employers, excess must be zeros. Right justify and zero fill all money fields. |
| 55-68 | State Quarterly UI Taxable Wages for Employer | Enter the State quarterly UI Total Gross Wages minus State quarterly UI Excess Wages. Total of this field on all “S” records since the last “E” record. For Governmental and Reimbursable Employers, must be equal to “State Quarter UI Total Gross Wages”. Right justify and zero fill all money fields. |
| 69-81 | Quarterly Tip Wages for Employer | Not required by the State of Montana. Fill with blanks |
| 82-87 | Total UI Tax Rate this Quarter | Enter the employer’s Total UI Tax rate for this reporting period. Decimal point followed by 5 digits. Example: 3.1% = .03100. For Regular and Governmental employers it is equal to the UI Contribution Rate plus the Administrative Fund Tax Rate as shown on the yearly rate notice covering this reporting period. |
| 88-100 | State Quarterly UI Taxes Due | Enter the UI taxes due. Quarterly state UI taxable wages multiplied by the total UI tax rate. Right justify and zero fill all money fields. |
| 101-111 | Previous Quarter(s) Adjustments | Enter any adjustments or amendments to previous quarter reports. Enter zeros if not applicable. Right justify and zero fill all money fields. |
| 112-122 | Interest on Late Payments | Interest is computed at the rate of 1.5% per month or 18% per year of the amount in “State Quarterly UI Taxes Due” field. Enter zeros if not applicable. Right justify and zero fill all money fields. |
| 123-133 | Penalty | The penalty for being late is $25.00. Enter zeroes if not applicable. Right justify and zero fill all money fields. |
| 134-144 | Credit\Overpayment | Enter any overpayment existing on your account on the date this report was generated. Overpayments (credits) are subject to prior usage. Enter zeros if not applicable. Right justify and zero fill all money fields. |
| 145-174 | Not Required | Not required by the State of Montana. Fill with blanks |
| 175-185 | Total Payment Due | Enter the total of “State Quarterly UI Taxes Due” plus “Previous Quarter(s) Adjustments” plus “Interest” plus “Penalty”, minus any amount in “Credit/Overpayment”. Enter zeros if not applicable. Right justify and zero fill all money fields. |
| 186-226 | Not Required | Not required by the State of Montana. Fill with blanks |
| 227-233 | Month 1 Employment | Total number of employees covered by UI who worked on or received pay for the pay period including the 12th day of the first month of the reporting period. Enter blanks if not available. |
| 234-240 | Month 2 Employment | Total number of employees covered by UI who worked on or received pay for the pay period including the 12th day of the second month of the reporting period. Enter blanks if not available. |
| 241-247 | Month 3 Employment | Total number of employees covered by UI who worked on or received pay for the pay period including the 12th day of the third month of the reporting period. Enter blanks if not available. |
| 248-267 | Not Required | Not required by the State of Montana. Fill with blanks |
| 268-275 | Blanks | Fll with blanks |
Record Name: Code F - Final Record #
| Column | Description | Source |
|---|---|---|
| 1 | Record Identifier | Constant “F” |
| 2-139 | Not Required | Not required by the State of Montana. Fill with blanks |
| 140-275 | Blank | Fill with blanks |
Notes#
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