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US W2 ANNUAL AND QUARTERLY PROCESSING - NEW HAMPSHIRE#

What's New for Tax Year 2012?#

The following changes have been noted for reporting Wages to the Government using the EFW2 file format:

• (W2 File) The 'Preferred Method of Problem Notification Code' field inthe 'RA' record (position 499) has been removed and now shown as filler.
• (W2 File) The 'Military Employee Basic Quarters, Subsistence and Combat Pay' field in the 'RW' record (positions 342-352) has been removed.
• (W2 File) The 'Military Employee Basic Quarters, Subsistence and Combat Pay' field in the 'RT' record (positions 220-234) has been removed.

The state of New Hampshire has no state income tax.

Set Up#

This document contains abbreviated set up requirement for the specific state 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: New Hampshire.
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: New Hampshire.
• 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate NH State magnetic media file for NH State only.

State Quarterly UI Wage Reporting – EFW2 File Format#

RPYEU must be run and the following selected to generate the Quarterly UI Wage Reporting file for state of New Hampshire.

Media Format	State SUI File Format
Select State	New Hampshire, USA

• Annual Form Code’ – use the standard supplied form code HL$US-W2-2013. You will have to enter The ‘Variables’ needs to be entered into this Form Code for specific use in the installation.
• The ‘Quarterly Form Code’ must be left blank in order to produce UI wage file in EFW2 format
• 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.

State UI Wage Magnetic Media Reporting - EFW2 File Format#

Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns with NH indicates it is a New Hampshire specific requirement which is not the standard record format.

Record Name: Code RA - Transmitter Record (Same as Federal Code RA) #

Column	Description	Source
1-2	Record Identifier	Constant "RA"
3-11	Submitter’s Employer ID number (EIN) Numeric only	Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’
12-28	Personal Identification Number (PIN) and Software Vendor Code	Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010) Please note that this field consists of an eight character PIN code in positions 12-19, a four character Software Vendor Code in positions 20-23, and five blanks in positions 24-28.
29	Resub Indicator	Derived from IDFDV Field Identifier: ‘SUB-RESUB-IND’
30-35	Resub WFID	Derived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’
36-37	Software Code	Derived from IDFDV Field Identifier: ‘SUB-SOFTWARE’
38-94	Company Name	Derived from IDFDV Field Identifier: ‘SUB-COMP-NAME’
95-116	Location Address	Derived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’
117-138	Delivery Address	Derived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’
139-160	Company City	Derived from IDFDV Field Identifier: ‘SUB-COMP-CITY’
161-162	Company State Abbreviation	Derived from IDFDV Field Identifier: ‘SUB-COMP-STATE’
163-167	Company ZIP Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’
168-171	Company ZIP code extension	Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’
172-176	Blank
177-199	Company Foreign State/Province	Derived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’
200-214	Company Foreign Postal Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’
215-216	Company Country Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’
217-273	Submitter Name	Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’
274-295	Submitter Location Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’
296-317	Submitter Delivery Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’
318-339	Submitter City	Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’
340-341	Submitter State Abbreviation	Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’
342-346	Submitter ZIP Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’
347-350	Submitter ZIP Code Extension	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’
351-355	Blank
356-378	Submitter Foreign State/Province	Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’
379-393	Submitter Foreign Postal Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’
394-395	Submitter Country Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’
396-422	Contact Name	Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’
423-437	Contact Phone Number	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’
438-442	Contact Phone Extension	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’
443-445	Blank
446-485	Contact E-mail	Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’
486-488	Blank
489-498	Contact FAX	Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’
499-499	Filler
500-500	Preparer Code	Derived from IDFDV Field Identifier: ‘SUB-PREPARER’
501-512	Blank

Record Name: Code RE - Employer Record (Same as Federal Code RE)#

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’
8-16	Employer/Agent EIN	System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25	Agent for EIN	Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’
26	Terminating Business Indicator	Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’
27-30	Establishment Number	Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’
31-39	Other EIN	Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’
40-96	Employer Name	Derived from IDFDV Field Identifier: ‘W2-ER-NAME’
97-118	Employer Location Address	Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’
119-140	Employer Delivery Address	Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’
141-162	Employer City	Derived from IDFDV Field Identifier: ‘W2-ER-CITY’
163-164	Employer State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-ER-STATE’
165-169	Employer ZIP Code	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’
170-173	Employer ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’
174-178	Blank
179-201	Employer Foreign State/Province	Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’
202-216	Employer Foreign Postal Code	Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’
217-218	Employer Country Code	Derived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’
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 A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment
220	Tax Jurisdiction Code	Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’
221	Third-Party Sick Pay Indicator	Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’
222-512	Blank

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 New Hampshire numeric code is "33"
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’ \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’
34-48	Employee Middle Name or Initial	Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68	Employee Last Name	Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72	Employee Suffix	Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94	Employee Location Address	Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116	Employee Delivery Address	Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138	Employee City	Derived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140	Employee State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145	Employee ZIP Code	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149	Employee ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-154	Blank
155-177	Employee Foreign State/Province	Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’
178-192	Employee Foreign Postal Code	Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’
193-194	Employee Country Code	Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’

Location 195 to 267

Applied to Quarterly Unemployment Reporting

Column	Description	Source
195-196	Optional Code State Specific Data If not used, enter blanks
197-202	Reporting Period MMCCYY	From user specified Period End Date converted to MMCCYY for the quarter e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213	State Quarterly Unemployment Insurance Total Wages	Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages. RPYEU will then be using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224	State Quarterly Unemployment Insurance Taxable Wages	Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government Please see Tax Reporting - US General for detail for quarterly reporting
225-226	Number of Weeks Worked	From system derived number of Weeks Worked for the Reporting State The system reads all pay headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date If the Pay Header’s Work State or Home State is the same as the reporting state, then the Pay Header Tax Weeks is accumulated
227-234	Date First Employed MMDDCCYY	From system derived latest Employment Hired Date
235-242	Date of Separation MMDDCCYY	From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247	Blank
248-267	State Employer Account Number	Derived 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

Location 274 to 337 are applied to Income Tax Reporting (not applicable for New Hampshire reporting).

Column	Description	Source
274-275	State code, appropriate FIPS postal numeric code	Derived from the State being reported e.g. California is code "06"
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’
298-308	Not Required
309-319	Local Taxable Wages	If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ If County Tax is reported, this field is derived from Identifier ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’ If City Tax is reported, this field is derived from ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330	Local Income Tax Withheld	If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ If County Tax is reported, this field is derived from Identifier ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’ If City Tax is reported, this field is derived from ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-487 NH	Not Required
488-512	Blank

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 RF - Final Record#

Column	Description	Source
1-2	Record Identifier	Constant "RF"
3-7	Blank
8-16 NH	Number of RS Records Total number of code "RS" records on file
17-512	Blank

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Notes#

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