[{TableOfContents }] !!!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| ---- ![Notes|Edit:Internal.Tax Reporting - NY] [{InsertPage page='Internal.Tax Reporting - NY' default='Click to create a new notes page'}]