Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING - NEW YORK
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting - EFW2 File Format
- State Media Magnetic Media Reporting - EFW2 File Format
- Code RA – Submitter Record (Same as the Federal Code RA)
- Code RE – Employer Record (Same as the Federal Code RE)
- Record Name: Code RS - State Wage Record (Specific to New York State Only)
- Code RT - Total Record (Same as the Federal Code RT)
- Code RU - Total Record (Specific to New York State Only)
- Code RF - Final Record (Specific to New York State Only)
- Quarterly UI Magnetic Media Wage Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record
- Record Name: Code RE - Employer Record
- Record Name: Code RS - Supplemental Record
- Record Name: Code RU - Total Record
- Record Name: Code RF - Final Record
- Notes
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 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 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:
- ‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the NY state file
- for State Registration of New York, the IDGV Variables:
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#
Code RA – Submitter Record (Same as the Federal Code RA)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RA - Submitter Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RA" |
| 3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
| 12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
| 20-23 | Software Vendor Code | Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks. |
| 24-28 | Blank | Fill with blanks. Reserved for SSA use. |
| 29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
| 30-35 | Resub Wage File Identifier (WFID) | If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks. |
| 36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
| 38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
| 95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
| 117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
| 139-160 | City | Enter the company's city. Left justify and fill with blanks |
| 161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
| 163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
| 168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
| 172-176 | Blank | Fill with blanks. Reserved for SSA use. |
| 177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 215-216 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 217-273 | Submitter Name | Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150). |
| 274-295 | Submitter Location Address | Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160). |
| 296-317 | Submitter Delivery Address | Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170). |
| 318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
| 340-341 | Submitter State Abbreviation | Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190). |
| 342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
| 347-350 | Submitter ZIP Code extension | Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210). |
| 351-355 | Blank | Fill with blanks. Reserved for SSA use |
| 356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 394-395 | Country Code | If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 396-422 | Contact Name | Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250). |
| 423-437 | Contact Phone Number | Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260). |
| 438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
| 443-445 | Blank | Fill with blanks. Reserved for SSA use. |
| 446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
| 486-488 | Blank | Fill with blanks. Reserved for SSA use. |
| 489-498 | Contact Fax | If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290). |
| 499 | Blank | Fill with blanks. Reserved for SSA use. |
| 500 | Preparer Code | Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other If more than one code applies, use the code that best describes who prepared this file. |
| 501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RE – Employer Record (Same as the Federal Code RE)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
| 7 | Agent Indicator Code | If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank. |
| 8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
| 17-25 | Agent for EIN | If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks. |
| 26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
| 27-30 | Establishment Number | For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks. |
| 31-39 | Other EIN | For this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks. |
| 40-96 | Employer Name | Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010). |
| 97-118 | Employer Location Address | Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020). |
| 119-140 | Employer Delivery Address | Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030). |
| 141-162 | Employer City | Enter the employer's city. Left justify and fill with blanks. Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040). |
| 163-164 | Employer State Abbreviation | Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050). |
| 165-169 | Employer ZIP Code | Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060). |
| 170-173 | Employer ZIP Code Extension | Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070). |
| 174 | Kind of Employer | Required. Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c * T = 501c non-government * Y = State/local 501c * N = None apply NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico). |
| 175-178 | Blank | Fill with blanks. Reserved for SSA use. |
| 179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 202-216 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 217-218 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
| 219 | Employment Code | Required. Enter the appropriate employment code: * A = Agriculture (Form 943) * H = Household (Schedule H) * M = Military (Form 941) * Q = Medicare Qualified Government Employment (Form 941) * X = Railroad (CT-1) * F = Regular (Form 944) * R = Regular (all others) (Form 941). NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers. |
| 220 | Tax Jurisdiction Code | Required. Enter the code that identifies the type of income tax withheld from the employee's earnings: * Blank (W-2) * V = Virgin Islands (W-2VI) * G = Guam (W-2GU) * S = American Samoa (W-2AS) * N = Northern Mariana Islands (W-2CM) * P = Puerto Rico (W-2PR/499R-2) |
| 221 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
| 222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
| 249-263 | Employer Contact Phone Number | Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks. |
| 264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
| 269-278 | Employer Contact Fax Number | If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only |
| 279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
| 319-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RS - State Wage Record (Specific to New York State Only)#
| 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.
Code RT - Total Record (Same as the Federal Code RT)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RT - Total Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RT" |
| 3-9 | Number of RW Records | Total number of "RW" records reported since last "RE" record. Right justify and zero fill. |
| 10-24 | Wages, Tips and Other Compensation | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ |
| 25-39 | Federal Income Tax Withheld | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ |
| 40-54 | Social Security Wages | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ |
| 55-69 | Social Security Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ |
| 70-84 | Medicare Wages and Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ |
| 85-99 | Medicare Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ |
| 100-114 | Social Security Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ |
| 115-129 | Blank | Fill with blanks. Reserved for SSA use. |
| 130-144 | Dependent Care Benefits | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ |
| 145-159 | Deferred Compensation Contributions to Section 401(k) (Code D) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-D’ |
| 160-174 | Deferred Compensation Contributions to Section 403(b)(Code E) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-E’ |
| 175-189 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-F’ |
| 190-204 | Deferred Compensation Contributions to Section 457(b) (Code G) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-G’ |
| 205-219 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-H’ |
| 220-234 | Blank | Fill with blanks. Reserved for SSA use. |
| 235-249 | Nonqualified Plan Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ |
| 250-264 | Employer Contribution to a Health Savings Account (Code W) | Total of all "RW" records since last "RE" record. No negative amounts. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-W’ |
| 265-279 | Nonqualified Plan Not Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ |
| 280-294 | Nontaxable Combat Pay (Code Q) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 295-309 | Cost of Employer-Sponsored Health Coverage (Code DD) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 310-324 | Employer Cost of Premiums for Group Term Life Insurance over $50,000 (Code C) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-C’ |
| 325-339 | Income Tax Withheld by Payer of Third-Party Sick Pay | Total of all "RW" records since last "RE" record. Total Federal Income Tax withheld by third-parties (generally insurance companies) from sick or disability payments made to your employees. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’ |
| 340-354 | Income from the Exercise of Non-statutory Stock Options (Code V) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-V’ |
| 355-369 | Deferrals Under a Section 409A Nonqualified Deferred Compensation Plan (Code Y) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 370-384 | Designated Roth Contributions to a Section 401(k) Plan (Code AA) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
| 385-399 | Designated Roth Contributions to a Section 403(b) Salary Reduction Agreement (Code BB) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
| 400-414 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | Total of all "RW" records since last "RE" record. Right justify and zero fill. |
| 415-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RU - Total Record (Specific to New York State Only)#
| 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 |
Code RF - Final Record (Specific to New York State Only)#
| 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 |
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 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 | 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 zeroes for Quarter 1, Quarter 2 and Quarter 3 Enter the total annual amount for Quarter 4 only 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 zeroes for Quarter 1, Quarter 2 and Quarter 3 Enter Enter the total annual amount for Quarter 4 only 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 |
