[{TableOfContents }]
!!!US W2 ANNUAL AND QUARTERLY PROCESSING - NEW YORK
!!Set Up
This document contains abbreviated set up requirement for the state of New York 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|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,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 Magnetic Media Wage Reporting – EFW2 Format
!RPYEU
[RPYEU] must be run and the following selected to generate New York state file information:
__Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Year
|Period End Date|Year End Date, such as 31-Dec-YYYY
|Media Format|State File Format
|Directory Name|__Must be defined or an output file will not be generated__
|Media File Name|__Must be defined or an output file will not be generated__
\\
__Report Filters__
|Select State|New York, USA
!Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Code RW - Employee Wage Record (Same as the Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\
!!State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting
!Record Name: Code RS - State Wage 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\\ \\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] 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] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|49-68|Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|69-72|Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
|73-94|Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|95-116|Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|117-138|Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|139-140|Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|141-145|Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|146-149|Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|150-154|Blank|
|155-177|Employee Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
|178-192|Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
|193-194|Employee Country Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
;Location 195 to 267: Applicable 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-2016’, then reporting period is ‘122016’
|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 have 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|This amount is 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|
|274-275|State code, appropriate FIPS postal numeric code|Derived from the State being reported\\ \\e.g. Numeric code for New York is "36"
|276-286|State Taxable Wages|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
|287-297|State Income Tax Withheld|Derived from [IDFDV] 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\\ \\[IDGV] must be set up 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.
\\
!Code RT - Total Record (Same as the Federal Code RT)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
!Code RF - Final Record (Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
!!Quarterly UI Magnetic Media Wage Reporting – EFW2 Format
!RPYEU
[RPYEU] must be run and the following selected to generate New York state file information:
|Annual Form Code|Use the standard supplied form code HL$US-W2-20YY. The ‘Variables’ will need to be entered in this Form Code specifically in the installation.
|Period Type|Quarter
|Period End Date|Enter the quarter end date. Example: DD-MMM-YYYY
|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.__
%%information Please note that the following ‘Not Required’ fields may or may not always contain blanks.%%
%%information 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||Source
|1-2|Record Identifier|Constant ‘RA’
|3-13|Submitter’s Employer ID number (EIN)|Numeric only\\ \\Derived from [IDFDV] Field Identifier: ‘SUB-ER-EIN’
|14-216|Blank|
|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’
|351-395|Blank|
|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|
|489-512|Contact FAX|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|
|8-18|Employer/Agent EIN|System derived the applicable Federal reporting EIN, from [IDGV] or [IDGR]
|19-39|Blank|
|40-118|Employer Name|Derived from [IDFDV] Field Identifier: ‘W2-ER-NAME’
|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 FIPS Postal 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|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|Blank|
!Record Name: Code RS - Supplemental 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\\ \\e.g. New York numeric code is "36"
|5-9|Blank|
|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’
|73-202 NY|Blank|
|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] would 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.
|214-242|Blank|
|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|Blank|
|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], 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], Annual Amount, Field Identifier: ‘W2-ST-TAX-HOME’ (seq 7040) plus ‘W2_ST_TAX_WORK’ (sequence 7050)
|298-512 NY|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 RU - Total Record
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RU’
|3-9|Number of RS Records|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|
----
![Notes|Edit:Internal.Tax Reporting - NY]
[{InsertPage page='Internal.Tax Reporting - NY' default='Click to create a new notes page'}]