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US W2 ANNUAL AND QUARTERLY PROCESSING - NEW YORK#

What's New 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#

• The IDGV Definition tab must be set up for 'State Registration' for State/Province: New York.
• The IDGV Variables 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 tab must be set up with ‘State SUI Registration’ for State/Province: New *The 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 Variables:
    • ‘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 (formerly MMREF1) format#

RPYEU must be run and the following selected 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	Source
1-2	Record Identifier	Constant "RA"
3-11	Submitter’s Employer ID number (EIN) Numeric only	Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28	Personal Identification Number (PIN)	Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
29	Resub Indicator	Derived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35	Resub WFID	Derived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37	Software Code	Derived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94	Company Name	Derived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116	Location Address	Derived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138	Delivery Address	Derived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160	Company City	Derived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162	Company State Abbreviation	Derived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167	Company ZIP Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171	Company ZIP Code Extension	Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176	Blank
177-199	Company Foreign State/Province	Derived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214	Company Foreign Postal Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216	Company Country Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273	Submitter Name	Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295	Submitter Location Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317	Submitter Delivery Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339	Submitter City	Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341	Submitter State Abbreviation	Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346	Submitter ZIP Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350	Submitter ZIP Code Extension	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355	Blank
356-378	Submitter Foreign State/Province	Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393	Submitter Foreign Postal Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395	Submitter Country Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422	Contact Name	Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437	Contact Phone Number	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442	Contact Phone Extension	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445	Blank
446-485	Contact E-mail	Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488	Blank
489-498	Contact FAX	Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499	Preferred Method of Problem Notification Code	Derived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500	Preparer Code	Derived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512	Blank

Record Name: Code RE - Employer Record (Same as Federal Code RE)#

Column	Description	Source
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 Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16	Employer/Agent EIN	System derived from the applicable Federal reporting EIN, from IDGV or IDGR
17-25	Agent for EIN	Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26	Terminating Business Indicator	Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30	Establishment Number	Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39	Other EIN	Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96	Employer Name	Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118	Employer Location Address	Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140	Employer Delivery Address	Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162	Employer City	Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164	Employer State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169	Employer ZIP Code	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173	Employer ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174	Kind of Employer	Derived from IDFDV Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178	Blank
179-201	Employer Foreign State/Province	Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216	Employer Foreign Postal Code	Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218	Employer Country Code	Derived from IDFDV 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 A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment
220	Tax Jurisdiction Code	Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221	Third-Party Sick Pay Indicator	Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512	Blank

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

Column	Description	Source
1-2	Record Identifier	Constant "RW"
3-11	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
12-26	Employee First Name	Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41	Employee Middle Name or Initial	Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61	Employee Last Name	Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65	Employee Suffix	Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87	Employee Location Address	Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109	Employee Delivery Address	Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131	Employee City	Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133	Employee State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138	Employee ZIP Code	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142	Employee ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147	Blank
148-170	Employee Foreign State/Province	Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185	Employee Foreign Postal Code	Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187	Employee Country Code	Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198	Wages, Tips and Other Compensation	Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209	Federal Income Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220	Social Security Wages	Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231	Social Security Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242	Medicare Wages & Tips	Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253	Medicare Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264	Social Security Tips	Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275	Advanced Earned Income Credit	Derived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)
276-286	Dependent Care Benefits	Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297	Deferred Compensation contribution to Section 401(k)	Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308	Deferred Compensation contribution to Section 403(b)	Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319	Deferred Compensation contribution to Section 408(k)(6)	Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330	Deferred Compensation contribution to Section 457(b)	Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341	Deferred Compensation contribution to Section 501(c)(18)(D)	Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352	Military Employee’s Basic Quarters and Combat Pay	Derived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363	Non-qualified Plan section 457	Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374	Employer Contribution to a Health Savings Account	Derived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385	Non-qualified Plan Not section 457	Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407	Blank
408-418	Employer cost of premiums for Group Term Life insurance over $50000	Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429	Income from Non-statutory Stock Options	Derived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462	Blank
463-473	Cost of Employer-Sponsored Health Coverage	Derived from IDFDV Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485	Blank
486	Statutory Employee Indicator	Derived from IDFDV 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 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 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	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 apply 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-2003’, then reporting period is ‘122003’
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 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	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.

Record Name: Code RT - Total Record (same as federal code RT)#

Column	Description	Source
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 Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39	Federal Income Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54	Social Security Wages	Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69	Social Security Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84	Medicare Wages and Tips	Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99	Medicare Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114	Social Security Tips	Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129	Advanced Earned Income Credit	Derived from IDFDV Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144	Dependent Care Benefits	Derived from IDFDV Field 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 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 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 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 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 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 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 Field 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 Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279	Non-Qualified Plan Not Section 457	Derived from IDFDV Field 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 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 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 Field 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 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	Source
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#

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-W2-2012. The ‘Variables’ will need to be entered in this Form Code for specific specifically in the 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	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

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Notes#

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