WHAT’S NEW FOR W2 WAGE REPORTING FOR TAX YEAR 2011

The following changes have been noted for reporting W2 wages to the Federal Government using the standard EFW2 file format:

-	(W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for tax year beginning after December 31, 2010.  Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
-	
-	(W2 Form) Code DD is added to box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage.  However, this reporting will not be mandatory for 2011.
-	
-	(W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in box 12 of Form W2.
-	
-	(W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
-	
-	(W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
-	
-	(W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159) 


 
SET UP

This document contains abbreviated set up requirement for the state of New York only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration

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


- IDGV Variables Tab must be set up with ‘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

- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: New York


- IDGV Variables 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 (formerly MMREF1) file format.

- Records required for both the W2 and UI reporting are: Codes RA,RE,RS,RU,RF; 
 
- New York state requires to file the NY state file by itself, therefore the user must set up IDGV as follows:
	- for State Registration of New York, the IDGV Variable:
		‘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

- Client must run RPYEU and select the following to generate New York state file information:

		Report List Filters, Select State:			- New York, USA
		Parameters, Annual Form Code:			- (example: use standard form code‘HL$US-W2-2012’)
		Parameters, Period Type:				- Year
		Parameters, Period End Date:			- Year End Date (i.e. 31-Dec-2011)
		Parameters, Media Format:			- State File Format

		The Directory and Media File Name parameters must be populated or an output file will not be produced.


 
STATE MAGNETIC MEDIA REPORTING – EFW2 (formerly MMREF-1) Format

Record name: Code RA - Transmitter Record (same as the federal code RA)	

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)

12-28		- Personal Identification Number (PIN)
		- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)

29		- Resub Indicator
		- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)

30-35		- Resub WFID
		- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)

36-37		- Software Code
		- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)

38-94		- Company Name
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)

95-116		- Location Address
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)

117-138		- Delivery Address
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)

139-160	 	- Company City
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)

161-162		- Company State Abbreviation
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)

163-167		- Company ZIP code
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)

168-171		- Company ZIP code extension
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)

172-176		- Blanks

177-199		- Company Foreign State/Province
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)

200-214		- Company Foreign Postal Code
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)

215-216		- Company Country Code
		- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)

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		- Blanks.

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		- Blanks

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

486-488		- Blanks

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

499-499		- Preferred Method of Problem Notification Code
		- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)

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

501-512		- Blanks

Record name: Code RE - Employer Record (same as federal code RE)

Column		Description

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 screen, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)

8-16		-Employer/Agent EIN
		- System derived the applicable Federal reporting EIN, from IDGV or IDGR

17-25		- Agent for EIN
		- Derived from IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)

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

27-30		- Establishment Number
		- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)

31-39		- Other EIN
		- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)

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)

174-174		- Kind of Employer
		- Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)

175-178		- Blanks

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		- 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 screen

		- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment

220		- Tax Jurisdiction Code
		- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)

221		- Third-Party Sick Pay Indicator
		- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)

222-512		- Blanks.

Record name: Code RW - Employee Wage Record (same as federal code RW)

Column		Description

1-2		- Record Identifier
		- Constant "RW"

3-11		- 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.

12-26		- Employee First Name
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

27-41		- Employee Middle Name or Initial
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

42-61		- Employee Last Name
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

62-65		- Employee Suffix
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

66-87		- Employee Location Address
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

88-109		- Employee Delivery Address
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

110-131		- Employee City
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)

132-133		- Employee State Abbreviation
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)

134-138		- Employee ZIP Code
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

139-142		- Employee ZIP Code Extension
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

143-147		- Blanks

148-170		- Employee Foreign State/Province
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

171-185		- Employee Foreign Postal Code
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

186-187		- Employee Country Code
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

188-198		- Wages, Tips and other compensation
		- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)

199-209		- Federal Income Tax Withheld
		- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)

210-220		- Social Security Wages
		- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)

221-231		- Social Security Tax Withheld
		- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)

232-242		- Medicare Wages & Tips
		- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)

243-253		- Medicare Tax Withheld
		- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)

254-264		- Social Security Tips
		- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)

265-275		- Advanced Earned Income Credit
		- Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)

276-286		- Dependent Care Benefits
		- Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)

287-297		- Deferred Compensation contribution to Section 401(k)
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)

298-308		- Deferred Compensation contribution to Section 403(b)
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)

309-319		- Deferred Compensation contribution to Section 408(k)(6)
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)

320-330		- Deferred Compensation contribution to Section 457(b)
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)

331-341		- Deferred Compensation contribution to Section 501(c)(18)(D)
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)

342-352		- Military Employee’s Basic Quarters and Combat Pay
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)

353-363		- Non-qualified Plan section 457
		- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)

364-374		- Employer Contribution to a Health Savings Account
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)

375-385		- Non-qualified Plan Not section 457
		- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)

386-407		- Blanks

408-418		- Employer cost of premiums for Group Term Life insurance over $50000
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)

419-429		- Income from Non-statutory Stock Options
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)

430-462		- blank

463-473		- Cost of Employer-Sponsored Health Coverage
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)

474-485		- blank

486		- Statutory Employee Indicator
		- Derived from IDFDV screen, Field Identifier: ‘W2-STAT-EE’ (seq 6000)
		- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

487		- blank

488		- Retirement Plan Indicator
		- Derived from IDFDV screen, Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)
		- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

489		- Third-Party Sick Pay Indicator
		- Derived from IDFDV screen, Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)
		- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

490-512		- blank

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.
		- Numeric code for New York is ‘36’

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 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)

73-94     	- Employee Location Address
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

95-116     	- Employee Delivery Address
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

117-138     	- Employee City
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)

139-140     	- Employee State Abbreviation
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)

141-145     	- Employee ZIP Code
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

146-149     	- Employee ZIP Code Extension
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

150-154     	- Blanks.

155-177     	- Employee Foreign State/Province
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

178-192     	- Employee Foreign Postal Code
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

193-194     	- Employee Country Code
		- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.

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 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

214-224		- State Quarterly Unemployment Insurance Taxable Wages
	- this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government
		- please read document PR_US_QTR_MMREF_Generic.doc 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		- Blanks

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

268-273		- Blanks

274-275		- State code, appropriate FIPS postal numeric code
		- system Derived from the State being reported
		- e.g.  Numeric code for New York is "36"

276-286		- State Taxable Wages
		- Derived from IDFDV screen,
- Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)

287-297		- State Income Tax Withheld
		- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)

298-307		- Other State Data, to be defined by each State

308		- Tax Type Code

		- this field is used to report County, City or School district tax
	- if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field:
			C – City Income Tax
			D – County Income Tax
			E – School District Income Tax
			F – Other Income Tax

	- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab:
	- 'W2 STATE MEDIA FILING'
	- 'W2 TAX TYPE CODE'
	- 'W2 TAXING ENTITY'

		- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the state or not
		- 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above
		- 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet

		- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field

309-319		- Local Taxable Wages
		- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500)
	- 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’ (seq 6510)
	- 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’

331-337		- State Control Number (optional)
		- blank

338-412		- Supplemental Data 1
		- State Specific Data.  If not used, enter blanks.

413-487		- Supplemental Data 2
		- State Specific Data.  If not used, enter blanks.

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 RT - Total Record (same as federal code RT)

Column		Description

1-2		- Record Identifier
		- Constant "RT"

3-9		- Number of RW Records
		- Total number of code "RW" records reported since last code "RE" record

10-24		- Wages, Tips and Other Compensation
		- Derived from IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-39		- Federal Income Tax Withheld
		- Derived from IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record

40-54		- Social Security Wages
		- Derived from IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record

55-69		- Social Security Tax Withheld
		- Derived from IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record

70-84		- Medicare Wages and Tips
		- Derived from IDFDV screen,
- Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record

85-99		- Medicare Tax Withheld
		- Derived from IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record

100-114		- Social Security Tips
		- Derived from IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record

115-129		- Advanced Earned Income Credit
		- Derived from IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record

130-144		- Dependent Care Benefits
		- Derived from IDFDV screen, Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record

145-159		- Deferred Compensation Contributions to Section 401(k)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-D’, total of all code "RW" records since last "RE" record

160-174		- Deferred Compensation Contributions to Section 403(b)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-E’, total of all code "RW" records since last "RE" record

175-189		- Deferred Compensation Contributions to Section 408(k)(6)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-F’, total of all code "RW" records since last "RE" record

190-204		- Deferred Compensation Contributions to Section 457(b)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-G’, total of all code "RW" records since last "RE" record

205-219		- Deferred Compensation Contributions to Section 501(c)(18)(D)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-H’, total of all code "RW" records since last "RE" record

220-234		- Military Employee’s Basic Quarters and Combat Pay
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record 

235-249		- Non-Qualified Plan Section 457
		- Derived from IDFDV Identifier ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record

250-264		- Employer Contribution to a Health Savings Account
		- Derived from IDFDV screen,
- Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record

265-279		- Non-Qualified Plan Not Section 457
		- Derived from IDFDV Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record

280-294		- blank

295-309		- Cost of Employer-Sponsored Health Coverage
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record

310-324		- Employer Cost of Premiums for Group Term Life Insurance over $50000
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record

325-339		- Income Tax Withheld by Third-Party Payer
		- Derived from IDFDV Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record

340-354		- Income from Non-statutory Stock options
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record

355-512		- blank

Record name: Code RF - Final Record (same as federal code RF)

Column		Description

1-2		- Record Identifier
		- Constant "RF"

3-7		- blank

8-16		- Number of RW Records
		- Total number of code "RW" records on file

17-512	- blank


 
Quarterly UI Wage Reporting – EFW2 (formerly MMREF-1) format

- Client must run RPYEU and select the following to generate New York state file information:

- 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.
- Period Type: Quarter.
- Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
- Select State:	- New York, USA
- Media File Type: State SUI File Format.

- If the Directory Name/Media File Name is not supplied, an output file will not be produced.



 
QUARTERLY 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 coded with  NY  indicates it is a New York specific requirement which is not the standard record format
Record name: Code RA -  Transmitter Record	

Column		Description

1-2		- Record Identifier
		- Constant ‘RA’

3-13		- Submitter’s Employer ID number (EIN)
		- Numeric only
		- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’

14-216		- Blanks

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

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

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

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

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

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

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

351-395		- Blanks.

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

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

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

443-445		- Blanks

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

486-488		- Blanks

489-512		- Contact FAX
		- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’

Record name: Code RE - Employer Record

Column		Description

1-2		- Record Identifier
		- Constant ‘RE’

3-7		- Blanks

8-18		-Employer/Agent EIN
		- System derived the applicable Federal reporting EIN, from IDGV or IDGR

19-39		- Blanks

40-118		- Employer Name
		- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’

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

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

163-164		- Employer State FIPS postal Abbreviation
		- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’

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

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

174-178		- Quarter and Year being reported
		- Format should be QYYYY with Q values of 1,2,3, or 4. and YYYY values being the tax year.

179-512		- Blanks.

Record name: Code RS - Supplemental 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.  New York numeric code is "36"

5-9		- Blanks

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

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

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

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

73-202	NY     	- Blanks

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

214-242		- Blanks

243-243	NY	- Wage Type
		- Wages type Identifier.  ‘W’ for regular wages, and ‘O’ for other wages.
		- Derived from IDGV setup (‘Variables’ tab).

244-275		- Blanks

276-286		- Gross Wages subject to withholding
		- Enter zeros for Quarter 1, Quarter 2, and Quarter 3.  Enter Annual Amount for Quarter 4 only.
- Derived from IDFDV screen, Annual Amount, Field Identifier: ‘W2-ST-WAGE-HOME’ (seq 7020) plus ‘W2_ST_WAGE_WORK’ (sequence 7030)

287-297	- Total tax withheld
	- NYS, NYC, and Yonkers income tax withheld (lump sum).
		- Enter zeros for Quarter 1, Quarter 2, and Quarter 3.  Enter Annual Amount for Quarter 4 only.
- Derived from IDFDV screen, Annual Amount, Field Identifier: ‘W2-ST-TAX-HOME’ (seq 7040) plus ‘W2_ST_TAX_WORK’ (sequence 7050)

298-512	NY	- 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

1-2		- Record Identifier
		- Constant ‘RU’

3-9		- Number of RS Records
		- Total number of code "RS" records reported for this employer

10-512		- Blanks

Record name: Code RF - Final Record

Column		Description

1-2		- Record Identifier
		- Constant ‘RF’

3-512	NY	- Blank.