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!!!US W2 ANNUAL AND QUARTERLY PROCESSING - NEW YORK
!!Set Up
This document contains abbreviated set up requirements for the State of New York 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|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: New York.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: New York.
*'W2 STATE MEDIA FILING' - Must be ‘02’ to generate NY state magnetic media file for state of NY only.
!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: New *The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: New York
*‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for State of New York
!!State File Procedures
*The state of New York Department of Revenue accepts filing of W-2s and Quarterly UI filing via magnetic media using the EFW2 file format.
*Records required for both the W2 and UI reporting are: Codes RA, RE, RS, RU and RF
* New York state requires to file the NY state file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of New York, the [IDGV Variables|IDGV#VariablesTab]:
***‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the NY state file
!!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run with the following report parameters and filters selected to generate the New York 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.
|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: New York, USA
!State Media Magnetic Media Reporting - EFW2 File Format
!Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
!Record Name: Code RS - State Wage Record (Specific to New York State)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code|Appropriate FIPS postal numeric code. Numeric code for New York is ‘36’ \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9 NY|Blank|Fill with blanks
|10-18|Social Security Number|Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeroes \\Omit hyphens \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|19-33|Employee First Name|Enter the employee's first name. Left justify and fill with blanks. \\Derived from [IDFDV] W2-EE-FIRST-NAME Field Identifier
|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’
|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|Enter the employee's alphabetical suffix, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’
|73-202 NY|Blank|Fill with blanks
|203-213 NY|State Quarterly UI Remuneration|Enter the total wages subject to UI in New York State \\Right justify and zero fill. Include dollars and cents. Omit decimals
|214-242|Blank|Fill with blanks
|243|Wage Type NY|Enter 'W' for regular wages or 'O' for other wages (see NYS-50 for more information) \\Applies only to quarterly wages
|244-275|Blank|Fill with blanks
|276-286|Gross Federal Wages or Distribution Subject to Withholding|Enter the total wages, tips, and other compensation subject to New York State withholding tax \\Right justify and zero fill. Include dollars and cents. Omit decimals
|287-297|Total NYS, NYC & Yonkers Tax Withheld|Enter the total NYS, NYC and Yonkers income tax withheld (lump sum) \\Right justify and zero fill. Include dollars and cents. Omit decimals
|298-512|Blank|Fill with blanks
;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 RU - Total Record (Specific to New York State)
||Column||Description||Source
|1-2|Record Identifier|Constant "RU"
|3-9|Number of RS Records|Enter the total number of RS records for this employer. \\Right justify and fill with zeroes
|10-512|Blank|Fill with blanks
!Record Name: Code RF - Final Record (Specific to New York State)
||Column||Description||Source
|1-2|Record Identifier|Constant "RF" \\ This record is only included to indicate end of file
|3-512 NY|Blank|Fill with blanks
\\
!!Quarterly UI Magnetic Media Wage Reporting – EFW2 Format
[RPYEU] must be run with the following report parameters and filters selected to generate the New York State file information: \\ \\
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY' \\The Variables will need to be entered in this Form Code specifically in the installation.
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|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: New York, USA
%%information NOTE: The following ‘Not Required’ fields may or may not always contain blanks.%% \\
%%information NOTE: Columns coded with NY indicate it is a New York specific requirement which is not the standard record format.%%
!Record Name: Code RA - Transmitter Record
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RA’
|3-13|Submitter’s Employer ID number (EIN)|Enter the submitter’s employer ID number (EIN) \\Numeric characters only \\Derived from [IDFDV] Field Identifier: ‘SUB-ER-EIN’
|14-216|Blank|Fill with blanks
|217-273|Submitter Name|Enter the name of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-NAME’
|274-295|Submitter Location Address|Enter the location address of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-LOCN’
|296-317|Submitter Delivery Address|Enter the delivery address of the organization submitting the file.Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-DELIV’
|318-339|Submitter City|Enter the City of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-CITY’
|340-341|Submitter State Abbreviation|Enter the standard two-character FIPS postal abbreviation of the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-STATE’
|342-346|Submitter ZIP Code|Enter a valid ZIP code. \\Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP’
|347-350|Submitter ZIP Code Extension|Enter the four-digit extension of ZIP code, if applicable \\Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP-EXT’
|351-395|Blank|Fill with blanks
|396-422|Contact Name|Enter the contact name from the organization submitting the file. \\Derived from [IDFDV] Field Identifier: ‘SUB-CONT-NAME’
|423-437|Contact Phone Number|Enter the contact's phone number \\Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL’
|438-442|Contact Phone Extension|Enter the contact's phone number extension \\Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL-EXT’
|443-445|Blank|Fill with blanks
|446-485|Contact E-mail|Enter the contact's email address \\Derived from [IDFDV] Field Identifier: ‘SUB-CONT-EMAIL’
|486-488|Blank|Fill with blanks
|489-512|Contact FAX|Enter the contact's fax number \\Derived from [IDFDV] Field Identifier: ‘SUB-CONT-FAX’
!Record Name: Code RE - Employer Record
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RE’
|3-7|Blank|Fill with blanks
|8-18|Employer/Agent EIN|Enter the Employer/Agent EIN \\System derived the applicable Federal reporting EIN, from [IDGV] or [IDGR]
|19-39|Blank|Fill with blanks
|40-118|Employer Name|Enter the employer's name submitting the file. \\Derived from [IDFDV] Field Identifier: ‘W2-ER-NAME’
|119-140|Employer Delivery Address|Enter the employer's delivery address \\Derived from [IDFDV] Field Identifier: ‘W2-ER-DELIV-ADDR’
|141-162|Employer City|Enter the employer's city \\Derived from [IDFDV] Field Identifier: ‘W2-ER-CITY’
|163-164|Employer State FIPS Postal Abbreviation|Enter the employer's postal abbreviation \\Derived from [IDFDV] Field Identifier: ‘W2-ER-STATE’
|165-169|Employer ZIP Code|Enter the employer's ZIP Code \\Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP’
|170-173|Employer ZIP Code Extension|Enter the employer's ZIP Code extension, if applicable. \\Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP-EXT’
|174-178|Quarter and Year|Enter the quarter number (1, 2, 3 or 4) and the tax year being reported \\Format should be QYYYY
|179-512|Blank|Fill with blanks
!Record Name: Code RS - Supplemental Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS postal numeric code. New York numeric code is "36" \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9|Blank|Fill with blanks
|10-18|Social Security Number|Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeroes \\Omit hyphens \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|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. 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|Enter the employee's alphabetical suffix, if applicable. Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’
|73-202 NY|Blank|Fill with blanks
|203-213 NY|State Quarterly Unemployment Insurance Total Wages|Enter the total quarterly wages subject to UI in New York State \\Right justify and zero fill. Include dollars and cents. Omit decimals \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’\\ \\NOTE: The [IDFDV] Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of this Identifier may already been capped by Symmetry during the US Tax calculation in the [UPCALC] process. Therefore, for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages. [RPYEU] uses the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee's Home GEO and Work GEO codes to report SUI Total Wages.
|214-242|Blank|Fill with blanks
|243-243 NY|Wage Type|Enter 'W' for regular wages or 'O' for other wages (see NYS-50 for more information) \\Applies only to quarterly wages \\Derived from [IDGV] setup (‘Variables’ tab).
|244-275|Blank|Fill with blanks
|276-286|Gross Wages subject to withholding|Enter the total gross wages subject to withholding. \\ Enter Enter the total annual amount for Quarter 4 only \\Enter zeroes for Quarter 1, Quarter 2 and Quarter 3 \\Right justify and zero fill. Include dollars and cents. Omit decimals \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ (seq 7020) plus ‘W2_ST_WAGE_WORK’ (sequence 7030)
|287-297|Total Tax Withheld|Enter the total NYS, NYC, and Yonkers income tax withheld (lump sum). \\Enter the total annual amount for Quarter 4 only \\Enter zeroes for Quarter 1, Quarter 2 and Quarter 3 \\Right justify and zero fill. Include dollars and cents. Omit decimals \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ (seq 7040) plus ‘W2_ST_TAX_WORK’ (sequence 7050)
|298-512 NY|Blank|Fill with blanks
;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 RU - Total Record
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RU’
|3-9|Number of RS Records|Enter the total number of code "RS" records reported for this employer
|10-512|Blank|
!Record Name: Code RF - Final Record
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RF’
|3-512 NY|Blank|
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![Notes|Edit:Internal.Tax Reporting - NY]
[{InsertPage page='Internal.Tax Reporting - NY' default='Click to create a new notes page'}]