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Nebraska Annual and Quarterly Wage Reporting#

Set Up#

This document contains abbreviated set up requirements for the State of Nebraska 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: Nebraska
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Nebraska
• ‘W2 STATE MEDIA FILING’ - The state of Nebraska 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 Nebraska only

IDGV - State SUI Registration#

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

State File Procedures#

The Nebraska Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format.

• Records required for the W2 reporting are: Codes RA, RE, RW, RS, RT, RV and RF.

The Nebraska Department of Labor accepts filing of Quarterly UI wages via magnetic media using the 512 Byte format.

• Records required for the UI wage reporting: Code RE and RS.
  
  

The State of Nebraska requires to file the Nebraska State file by itself, therefore IDGV must be set up as follows:

• for State Registration of Nebraska, the IDGV Variable:
  • 'W2 STATE MEDIA FILING' 02 - Nebraska state requires its own file, do not include other state information in the state file.

Annual W2 Wage Reporting - EFW2 File Format#

RPYEU must be run with the following report parameters and filters defined to generate the Nebraska 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-MMM-YYYY 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: Nebraska, USA

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 RW - Employee Wage Record (Same as Federal Code RW)#

Record Name: Code RS - State Record#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State code	Enter the appropriate FIPS postal numeric code Nebraska numeric code is “31” Derived from the State being reported, from IDFDV sequence 7000
5-9 NE	Taxing Entity Code	Fill with blanks
10-18	Social Security Number	Enter the employee's SSN 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	Enter the employee's first name. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68	Employee Last Name	Enter the employee's last name. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72	Employee Suffix	Enter the employee's alphabetical suffix, if applicable. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94	Employee Location Address	Enter the employee's location address Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116	Employee Delivery Address	Enter the employee's delivery address Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138	Employee City	Enter the employee's city Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140	Employee State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145	Employee ZIP Code	Enter the employee's ZIP Code Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2640)
146-149	Employee ZIP Code Extension	Enter the employee's ZIP Code extension, if applicable. Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154	Blank	Fill with blanks. Reserved for SSA use.
155-247 NE	Blank	Not required. Fill with blanks.
248-267	State Employer Account Number	Enter the employer's account number Left justify and fill with blanksDerived from IDFDV 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 for the SUI Registration of the State
268-273	Blank	Fill with blanks. Reserved for SSA use.
274-275	State Code	Enter the appropriate FIPS Postal Numeric Code Nebraska's numeric code is "31" Derived from the State being reported
276-286	State Taxable Wages	nter the total State taxable wages Enter dollar and cents Omit decimals Right justify and zero fill Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297	State Income Tax Withheld	Enter the total State income tax withheld Enter dollar and cents Omit decimals Right justify and zero fill Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-512 NE	Blank	Fill with blanks.

Record Name: Code RT - Total Record (Same as the Federal Code RT)#

Record Name: Code RV – State Total Record (Required by State of Nebraska)#

Column	Description	Source
1-2	Record Identifier	Constant "RV"
3-9	Total RS Records	Enter the total number of ‘RS’ records in file
10-24	Total State Taxable Wages	Enter the total State taxable wages Derived from the total as reported in all RS records positions 276-286 in this file
25-39	Total State Income Tax Withheld	Enter the total State income tax withheld Derived from the total as reported in all RS records positions 287-297 in this file
40-512	Blank	Fill with blanks

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

Quarterly UI Wage Reporting - 512 Byte Format#

RPYEU must be run with the following parameters and filters defined to generate the Nebraska State file information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-20YY'
Quarterly Form Code	Use the standard form code ‘HL$US-QTR-20YY. Must be entered in order to produce the UI wage file in ICESA format.
Govt Interface Format	Mandatory. Enter HL$US-QTR-MM20YY
Period Type	Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
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: Nebraska, USA

State Quarterly UI Wage Reporting – 512 Byte Format#

The Nebraska Department of Labor accepts filing of Quarterly UI wages via magnetic media using the 512 Byte format.

• Records required for the UI wage reporting: Code RE and RS.
  
  

Record Name: Code RE - Employer Record #

Column	Description	Source
1-2	Record Identifier	Constant ‘RE’
3-6 NE	Year	Enter the year that is being reported, in YYYY format
7 NE	Agent Indicator Code	If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Pay Master. Otherwise, fill with blanks
8-16	Employer/Agent Employer Identification Number	If an Agent Indicator Code was defined in position 7, enter the Agent's FEIN. Otherwise, enter the employer's FEIN Numeric characters only Derived from the IDGV State SUI Registration
17-25	Agent for EIN	If a “1” was entered in the Agent Indicator Code field, (position 7), enter the Employer’s EIN for which you are an Agent. Otherwise, fill with blanks
26 NE	Terminating Business Indicator	Enter '1' if you have terminated your business during this tax year. Otherwise, enter '0' (zero).
27-30 NE	Establishment Number	If this file contains multiple Code RE records with the same EIN, use this field to designate various store or factory locations or types of payroll. Otherwise, fill with blanks. Enter any combination of blanks, numbers or letters. Certain military employers must use this field.
31-39 NE	Other EIN	For this tax year, if you submitted Form 941 or 943 to the IRS or W-2 data to SSA and a different EIN was used from the positions 8-16, enter the other EIN. Otherwise, fill with blanks.
40-96	Employer Name	Enter the employer’s name. Derived from the Entity.
97-118	Location Address	Enter the employer's location address Derived from the Entity Location.
119-140	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	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	State Abbreviation	Enter the employer's State postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050).
165-169	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	ZIP Code Extension	Enter the employer's four-digit extension of the zip code, if applicable. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070).
174-178 NE	Blank	Fill with blanks
179-201	Foreign State/Province	Enter the employer's foreign State/Province, if applicable. 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	Enter the appropriate employment code. Options are: * 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. Options are: * 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)
221-512 NE	Blank	Fill with blanks

Record Name: Code RS – Employee Wage Record #

Column	Description	Source
1-2	Record Identifier	Constant ‘RS’
3-4	State code	Enter the appropriate FIPS postal numeric code Nebraska numeric code is “31” Derived from the State being reported, from IDFDV sequence 7000
5-9	Taxing Entity Code	Defined by State/Local Agency
10-18	Enter the employee's SSN 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	Enter the employee's first name Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial, if applicable. Leave blank if no middle initial Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68	Employee Last Name	Enter the employee's last name Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72	Employee Suffix	If applicable, enter the employee’s alphabetic suffix. Otherwise, fill with blanks Left justify and fill with blanks
73-94	Location Address	Enter the employee's location address Derived from the Entity Location.
95-116	Delivery Address	Enter the employee's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the 'W2-EE-DELIV-ADDR' IDFDV Field Identifier (seq 2030).
117-138	City	Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY' IDFDV Field Identifier (seq 2040).
139-140	State Abbreviation	Enter the employee's State postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050).
141-145	ZIP Code	Enter the employee's zip Code. For a foreign address, fill with blanks. Derived from the 'W2-EE-ZIP' IDFDV Field Identifier (seq 2060).
146-149	ZIP Code Extension	Enter the employee's four-digit extension of the zip code, if applicable. If not applicable, fill with blanks. Derived from the 'W2-EE-ZIP-EXT' IDFDV Field Identifier (seq 2070).
150-154 NE	Blank	Fill with blanks
155-177 NE	Foreign State/Province	Enter the employee's foreign State/Province, if applicable. 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.
195-196	Optional Code	Defined by State/Local Agency
197-202	Reporting Period	Enter the last month number and 4 digit year for the calendar quarter being reported, in MMYYYY format. Example: 0320YY for January-March of 20YY
203-213	State Quarterly Unemployment Insurance Total Wages	Enter the total State QTR wages Right justify and zero fill
214-224	State Quarterly Unemployment Insurance Total Taxable Wages	Enter the total State QTR taxable wages Right justify and zero fill
225-226	Number of Weeks Worked	Defined by State/Local Agency
227-234	Date First Employed	Enter the month, day, and four digit year the employee was first employed, in MMDDYYYY format
235-242	Date of Separation	Enter the month, day, and four digit year the employee separated from your organization, in MMDDYYYY format
243-247	Blank	Fill with blanks
248-267	State Employer Account Number	Enter the State UI employer account number Derived from the SUI Registration Number defined on IDGV
268-273	Blank	Fill with blanks
274-275	State Code	Enter the appropriate FIPS postal numeric code Nebraska numeric code is “31” Derived from the State being reported, from IDFDV sequence 7000
276-286	State Taxable Wages	Enter the total State taxable wages. Right justify and zero fill
287-297	State Income Tax Withheld	Enter the total State income tac withheld Right justify and zero fill
298-307	Other State Data	Defined by State/Local Agency
308	Tax Type Code	308	Tax Type Code	Enter the appropriate code for entries in fields 309-330: * C = City Income Tax * D = County Income Tax * E = School District Income Tax * F = Other Income Tax. Applies to income tax reporting.
309-319	Local Taxable Wages	Defined by State/Local Agency
320-330	Local Income Tax Withheld	Defined by State/Local Agency
331-337	State Control Number	Optional
338-341 NE	Employee Hours Paid	Optional. Enter the employee's total quarterly hours paid Include regular, vacation and sick hours paid If not applicable, zero fill. Right justify and zero fill
342-466 NE	Employee Job Title	Optional. Enter the employee's primary job title. If not applicable, fill with blanks
467-487 NE	Supplemental Data
488-512	Blank	Fill with blanks. Reserved for SSA use.

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Notes#

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