Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - NEW HAMPSHIRE
- What's New for Tax Year
- Set Up
- IDGV - State Registration
- State Quarterly UI Wage Reporting – EFW2 File Format
- State UI Wage Magnetic Media Reporting - EFW2 File Format
- Record Name: Code RA - Transmitter Record (Same as Federal Code RA)
- Record Name: Code RE - Employer Record (Same as Federal Code RE)
- Record Name: Code RS - State Record
- Record Name: Code RF - Final Record
- Notes
US W2 ANNUAL AND QUARTERLY PROCESSING - NEW HAMPSHIRE#
What's New for Tax Year#
There are no noted file format changes in wage reporting for tax year 2011.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-W2-2012. 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 EFW2format
- Period Type: Quarter.
- Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
- 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 | Preferred Method of Problem Notification Code | Derived from IDFDV Field Identifier: ‘SUB-CONT-METH’ |
| 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 read document US_ANNUAL_QTRLY_REPORTING_GEN 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 |
