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North Carolina Annual and Quarterly Reporting#

What's New for Tax Year 2013#

There are no file format changes in wage reporting for the state of North Carolina in tax year 2012.

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:

The following changes have been noted for reporting W2 wages to the Federal government:

• W2 File - RA Record – Submitter Record: New specifications have been added to the ‘Contact E-Mail/Internet’ (positions 446-485) field.
• W2 File - RE Record – Employer Record: The ‘Other EIN’ (positions 31-39) is now applicable to all tax jurisdiction codes.
• W2 File - RE Record – Employer Record: Five new fields have been added to the RE Employer Record (position 222-318)
  o Employer Contact Name (positions 222-248)
  o Employer Contact Phone Number (positions 249-263)
  o Employer Contact Phone Extension (positions 264-268)
  o Employer Contact Fax Number (positions 269-278)
  o Employer Contact E-Mail/Internet (positions 279-318)

Set Up#

This document contains abbreviated set up requirement for the state of North Carolina only, please refer to the general document (Tax Reporting - US General) for other setup procedure that may also be required.

IDGV - State Registration#

• The IDGV Definition tab must be set up for'State Registration' for State/Province: North Carolina.
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: North Carolina.
• 'W2 STATE MEDIA FILIN'- North Carolina 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 North Carolina only.)

IDGV - State SUI Registration#

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

State File Procedures#

• The North Carolina 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 RE,RW,RS; and for the UI wage reporting: Code 'E' and Code 'S'.
• The State of North Carolina requires to file the NC state file by itself, therefore IDGV must be set up as follows:
  • for State Registration of North Carolina, the IDGV Variable:
    • 'W2 STATE MEDIA FILING' 02 - North Carolina 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 North Carolina state file information:

Report List Filters, Select State:	North Carolina, USA
Parameters, Annual Form Code:	(example: use standard form code 'HL$US-W2-2014')
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2013)
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 RE - Employer Record #

Column	Description	Source
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 Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16	Employer/Agent EIN	System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-39 NC	Not Required
40-96	Employer Name	Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118	Employer Location Address	Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140	Employer Delivery Address	Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162	Employer City	Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164	Employer State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169	Employer ZIP Code	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173	Employer ZIP Code Extension, If Available	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174	Kind of Employer	Derived from IDFDV Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178	Blank
179-512 NC	Not Required

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
12-26	Employee First Name	Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41	Employee Middle Name or Initial	Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61	Employee Last Name	Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-187 NC	Not Required
188-198	Wages, Tips and other compensation	Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209	Federal Income Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-512 NC	Not Required

Record Name: Code RS - State Record#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State code, appropriate FIPS postal numeric code	Derived from the State being reported, from IDFDV sequence 7000 e.g. North Carolina is “37”
5-9	Taxing Entity Code	If County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18	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
19-33	Employee First Name	Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48	Employee Middle Name or Initial	Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68	Employee Last Name	Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-247 NC	Not Required
248-267 NC	State ER Number	Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
276-286	State Taxable Wages	Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297	State Income Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-512 NC	Not Required

Quarterly UI Wage Reporting - ICESA Format#

RPYEU must be run and the following selected to generate North Carolina state file information:

• The state of North Carolina must be selected in the 'Report List Filters'.
• Annual Form Code - Use the standard supplied form code HL$US-W2-2014. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$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-2013
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Record Name: Code E - Employer Record#

Column	Description	Source
1-1	Record Identifier	Constant "E"
2-23	Various items	Not Required
24-73	Employer name	Derived from the Entity
74-113	Street address	Derived from the Entity Location
114-138	City	Derived from the Entity Location
139-140	State (use a standard FIPS postal abbreviation)	Derived from the Entity Location
141-148	Blank
149-153	ZIP code extension	Derived from the Entity Location
154-158	ZIP code	Derived from the Entity Location
159-166	Not Required
167-170	‘UTAX’
171-275	Not Required

Record Name: Code S - State Record#

Column	Description	Source
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
31-42	Employee First Name
43-43	Employee Middle Initial	Leave blank if no middle initial
44-45	State Code The state FIPS postal numeric code for the state to which wages are being reported North Carolina is ‘37’
46-49	Blank
50-63	State QTR Total Gross Wages	Quarterly wages subject to all taxes Not Required Derived from IDFDV, Field sequence 3090
64-77	State QTR Unemployment Insurance Total Wages	Quarterly wages subject to unemployment taxes Derived from IDFDV, Field sequence 7200
78-91	State QTR Unemployment Insurance Excess Wages	Quarterly wages in excess of the state UI taxable wage base Not required
92-105	State QTR Unemployment Insurance Taxable Wages	State QTR UI total wages less state QTR UI excess wages Not required
106-120	Quarterly State Disability Insurance Taxable Wages	State Specific Data If not used, enter zero Not required
121-129	Quarterly Tip Wages	Include all tip wages Not required
130-131	Number of Weeks Worked	The number of weeks worked in the reporting period Not required Derived from IDFDV, Field sequence 3080 This can either be ‘Plugged’ as a constant, be picked up from a Pay Component that is previously populated by a UserCalc, or if left null the P2K will compute the value
132-134	Number of Hours Worked	The number of hours worked in the reporting period Not required Derived from IDFDV, Field sequence 3300
135-142	Blank
143-146	Taxing Entity Code	Constant ‘UTAX’
147-161	State Unemployment Insurance Account Number	SUI Registration Number from IDGV
162-176	Unit/Division Location/Plant Code	The ID assigned to identify wages by work site Not required
177-190	State Taxable Wages	Not required
191-204	State Income Tax withheld	Enter wages subject to state income tax Not required
205-206	Seasonal Indicator	State Specific Data If not used, enter blanks Derived from IDFDV, Field sequence 3270
207-207	Employer Health Insurance Code	State Specific Data If not used, enter blank Not required
208-208	Employee Health Insurance Code	State Specific Data If not used, enter blank Not required
209-209	Probationary Code	State Specific Data If not used, enter blank Not required
210-210	Officer Code	Enter ‘1’ for officers of the corporation, else enter ‘0’ Not required
211-211	Wage Plan Code	State Specific Data If not used, enter blank 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’ Not required
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’ Not required
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’ Not required
215-220	Reporting Quarter and Year	The last month and year for the calendar period for which this report applies (i.e. 062003 for Apr-June 2003)
221-226	Date First Employed	Enter the month and year (i.e. 072003) Not required
227-232	Date of Separation	Enter the month and year (i.e. 112003) Not required
233-275	Blank
276-276	Blank (For systems that cannot produce an odd number record length file only)

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Notes#

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