Table of Contents
- North Carolina 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 RE - Employer Record
- Record Name: Code RW - Employee Wage Record
- Record Name: Code RS - State Record
- Quarterly UI Wage Reporting - ICESA Format
- Record Name: Code E - Employer Record
- Record Name: Code S - State Record
- Notes
North Carolina Annual and Quarterly Reporting#
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.
- for State Registration of North Carolina, the IDGV Variable:
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-W2-2017') |
| Parameters, Period Type: | Year |
| Parameters, Period End Date: | Year End Date (i.e. 31-Dec-2016) |
| 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-W2-2017. 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-2016
- 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. 062016 for Apr-June 2016) |
| 221-226 | Date First Employed | Enter the month and year (i.e. 072016) Not required |
| 227-232 | Date of Separation | Enter the month and year (i.e. 112016) Not required |
| 233-275 | Blank | |
| 276-276 | Blank (For systems that cannot produce an odd number record length file only) |
Notes#
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