Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - NEW HAMPSHIRE
- What's New for Tax Year 2013
- 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 – Submitter Record (Same as the Federal Code RA)
- Record Name: Code RE – Employer Record (Same as the 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 2013#
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)
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-W2-2014. 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-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.
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 – Submitter Record (Same as the Federal Code RA)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RA - Submitter Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RA" |
| 3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
| 12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
| 20-23 | Software Vendor Code | Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks. |
| 24-28 | Blank | Fill with blanks. Reserved for SSA use. |
| 29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
| 30-35 | Resub Wage File Identifier (WFID) | If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks. |
| 36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
| 38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
| 95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
| 117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
| 139-160 | City | Enter the company's city. Left justify and fill with blanks |
| 161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
| 163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
| 168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
| 172-176 | Blank | Fill with blanks. Reserved for SSA use. |
| 177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 215-216 | 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. |
| 217-273 | Submitter Name | Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150). |
| 274-295 | Submitter Location Address | Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160). |
| 296-317 | Submitter Delivery Address | Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170). |
| 318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
| 340-341 | Submitter State Abbreviation | Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190). |
| 342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
| 347-350 | Submitter ZIP Code extension | Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210). |
| 351-355 | Blank | Fill with blanks. Reserved for SSA use |
| 356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 394-395 | 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. |
| 396-422 | Contact Name | Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250). |
| 423-437 | Contact Phone Number | Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260). |
| 438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
| 443-445 | Blank | Fill with blanks. Reserved for SSA use. |
| 446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
| 486-488 | Blank | Fill with blanks. Reserved for SSA use. |
| 489-498 | Contact Fax | If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290). |
| 499 | Blank | Fill with blanks. Reserved for SSA use. |
| 500 | Preparer Code | Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other If more than one code applies, use the code that best describes who prepared this file. |
| 501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RE – Employer Record (Same as the Federal Code RE)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
| 7 | Agent Indicator Code | If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank. |
| 8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
| 17-25 | Agent for EIN | If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks. |
| 26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
| 27-30 | Establishment Number | For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks. |
| 31-39 | Other EIN | For this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks. |
| 40-96 | Employer Name | Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010). |
| 97-118 | Employer Location Address | Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020). |
| 119-140 | Employer 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 | Employer 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 | Employer State Abbreviation | Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050). |
| 165-169 | Employer 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 | Employer ZIP Code Extension | Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070). |
| 174 | Kind of Employer | Required. Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c * T = 501c non-government * Y = State/local 501c * N = None apply NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico). |
| 175-178 | Blank | Fill with blanks. Reserved for SSA use. |
| 179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. 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 | Required. Enter the appropriate employment code: * 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: * 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 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
| 222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
| 249-263 | Employer Contact Phone Number | Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks. |
| 264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
| 269-278 | Employer Contact Fax Number | If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only |
| 279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
| 319-512 | Blank | Fill with blanks. Reserved for SSA use. |
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 |
