Wiki: Tax Reporting

WHAT’S NEW IN WAGE REPORTING FOR TAX YEAR 2011

There are no noted file format changes in state UI wage reporting for tax year 2011.

The state of Nevada has no state income tax.

SET UP IDGV - State Registration

- IDGV Definition Tab must be set up for ‘State Registration’ for State/Province: Nevada

- IDGV Variables Tab must be set up for ‘State Registration’ for State/Province: Nevada

‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate NV State magnetic media file for NV State only STATE FILE PROCEDURES

- Nevada does not have state personal income tax. - - The Nevada Department of Labor now accepts filing of UI quarterly wages via magnetic media using the EFW2 format only for all employers.

- The user must run RPYEU and select the following to generate Quarterly UI Wage Reporting for the state of Nevada:

- - You must select state NEVADA in the ‘Report List Filters’. - - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your 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-2011. - - Media File Format: 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 Format

Record name: Code RA - Transmitter Record

Column Description

1-2 - Record Identifier - Constant "RA"

3-11 - Submitter’s Employer ID number (EIN) - Numeric only - Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)

12-216 NV - Not Required

217-273 - Submitter Name - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)

274-295 - Submitter Location Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)

296-317 - Submitter Delivery Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)

318-339 - Submitter City - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)

340-341 - Submitter State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)

342-346 - Submitter ZIP code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)

347-350 - Submitter ZIP code extension - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)

351-355 NV - Blanks, not required.

356-378 - Submitter Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)

379-393 - Submitter Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)

394-395 - Submitter Country Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)

396-422 - Contact Name - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)

423-437 - Contact Phone Number - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)

438-442 - Contact Phone Extension - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)

443-445 NV - Blanks. Not required.

446-485 - Contact E-mail - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

486-488 NV - Blanks, Not required.

489-498 - Contact FAX - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)

499-499 - Preferred Method of Problem Notification Code - Not Required.

500-500 - Preparer Code - Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)

501-512 NV - Not required.

Record name: Code RE - Employer Record

Column Description

1-2 - Record Identifier - Constant "RE"

3-25 NV - Not Required.

26 - Terminating Business Indicator - Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)

27-39 NV - Not Required.

40-96 - Employer Name - Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)

97-118 - Employer Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)

119-140 - Employer Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)

141-162 - Employer City - Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)

163-164 - Employer State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)

165-169 - Employer ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)

170-173 - Employer ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)

174-178 NV - Not required

179-201 - Employer Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)

202-216 - Employer Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)

217-218 - Employer Country Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)

219-512 NV - Not Required.

Record name: Code RS - State Wage Record

Column Description

1-2 - Record Identifier - Constant "RS"

3-4 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported, from IDFDV sequence 7000. - e.g. Nevada is code "32"

5-8 - Taxing Entity Code - Constant ‘WAGE’.

9-9 - Blank.

10-18 - Social Security Number - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

34-48 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

49-68 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

69-72 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

73-196 NV - Not Required.

197-202 - Reporting Period MMCCYY - From user specified Period End Date converted to MMCCYY for the quarter - e.g. Period End Date = ‘31-Dec-2007’, then reporting period is ‘122007’

203-213 - State Quarterly Unemployment Insurance Total Wages - Derived from IDFDV screen, 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, therefore RPYEU is 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

214-247 NV - Not Required.

248-267 - State Employer Account Number - Derived from IDFDV screen, 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 screen for the SUI Registration of the State

268-337 NV - Not Required.

338-346 NV - Quarterly Tip Wages - State Specific Data. If not used, enter blanks.

347-350 NV - Hours Paid. Optional, not currently required.

347-512 NV - Zip Code of Work Site, Optional, not currently required.

347-512 NV - Not Required.

Record name: Code RS – State Summary Record (Nevada only)

Column Description

1-2 NV - Record Identifier - Constant ‘RS’

3-4 NV - State FIPS Code - Nevada = ‘32’.

5-8 NV -State Record Type - Constant ‘SUMM‘.

9-10 NV -NBlanks 11-19 NV - Federal Tax ID Number. - State Registration Nukber stored in the IDGV screen.

20-20 NV - Blank.

21-29 NV - State Employer Account Number - Derived from IDFDV screen, 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 screen for the SUI Registration of the State

30-30 NV - Blank.

31-36 NV - Reporting Period (MMCCYY). - From user specified Period End Date converted to MMCCYY for the quarter - e.g. Period End Date = ‘31-Dec-2008’, then reporting period is ‘122008’

37-37 NV - Blank.

38-44 NV - Number of RS Wage Records - Total number of code "RS" wage records reported since last code "RE" record

45-45 NV - Blank.

46-59 NV - Total Wages, Tips and Other Compensation this Quarter. - Total of all code ‘RS’ wage records since last ‘RE’ record

60-60 NV - Blank.

61-74 NV - Non-Taxable Wages Wages in excess of the Taxable wages portion paid during this quarter. Total of all code ‘RS’ wage records since last ‘RE’ record.

75-75 NV - Blank.

76-89 NV - Taxable Wages Paid this Quarter. - Total of all code ‘RS’ wage records since last ‘RE’ record

90-103 NV - Blanks

104-110 NV - Month-1 Employment for employer. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. - Total of all ‘S’ records after the last ‘E’ record.

111-111 NV - Blank.

112-118 NV - Month-2 Employment. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. - Total of all ‘S’ records after the last ‘E’ record.

119-119 NV - Blank.

120-126 NV - Month-3 Employment. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. - Total of all ‘S’ records after the last ‘E’ record.

127-127 NV - Blank.

128-128 NV - No Workers/No Wages indicator. - Enter a ‘Y’ if there were no workers/wages for the Quarter being reported, otherwise leave blank.

129-512 NV - Not Required.

Record name: Code RF - Final Record

Column Description

1-2 - Record Identifier - Constant "RF"

3-512 NV - Not Required, enter blanks.