Ohio Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirements for the State of Ohio 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: Ohio
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Ohio
• 'W2 STATE MEDIA FILING'- Must be ‘02’ to generate Ohio State magnetic media file for State of Ohio only.

RPYEU needs to be run twice:

1. Once to generate a State Magnetic Media file for State of Ohio
2. Second to generate the city file for Ohio Cities.

• After the Ohio State Magnetic media file has generated the Ohio City File, if the State Earnings and Taxes are to be included in the Ohio City File, the following must be changed:
• ‘W2 STATE MEDIA FILING’ - change to ‘03’ to include state information when the City file is run (see IDGV-Local Registration for more information.)

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with 'State SUI Registration' for State/Province: Ohio
• The IDGV Variables tab must be set up with 'State SUI Registration' for State/Province: Ohio
  • 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate the State UI wage file for the State of Ohio

IDGV - School Registration#

• If there is applicable school district tax, the IDGV Definition tab must be set up for ‘US School Registration’ for each school district.
• The IDGV Variables tab must be set up for ‘US School Registration’ for each school district

‘W2 STATE MEDIA FILING’	Must be set to ‘02’ to generate the school district tax in the Ohio State File
‘W2 TAX TYPE CODE’	Must enter ‘E’ for School district tax
‘W2 TAXING ENTITY’	Enter Ohio School district number assigned by Ohio The Ohio EFW2 file format requires a length of 7 characters and right justify. Please enter in format of: ‘bbb2309’ where 'b' is one space

IDFDV – School Set Up#

If there is applicable school district tax, the ‘Field Variable’ column in IDFDV must be set up appropriately.
NOTE: The following example shows the variables ‘W2-SCHL-WAGE’ and ‘W2-SCHL-TAX’ being used to populate Box 14. All other columns are pre-defined in IDFD and may not be altered in the IDFDV screen.

Seq	Identifier	Description	Level	O/R Prompt	Field Source	Field Variable
6500	W2-SCHL-WAGE	School Taxable Wages	School District	14-SCHOOL WAGE	Element	W2-SCHL-WAGE
6510	W2-SCHL-TAX	School Tax	School District	14-SCHOOL TAX	Element	W2-SCHL-TAX

• Identifier ‘W2-SCHL-WAGE’ must be set up
• Identifier ‘W2-SCHL-TAX’ must be set up

IDGV - Local Registration#

• To report the Ohio City tax, the IDGV Definition tab must be set up with ‘US Local Registration’ for each city in the Jurisdiction field.
• The IDGV Variables tab must be set up for ‘US Local Registration’ for each city:
  • ‘W2 STATE MEDIA FILING’ must be set to ‘03’ to generate City tax information in Local File format
  • ‘W2 TAX TYPE CODE’ must enter ‘C’ for City Tax
  • ‘W2 TAXING ENTITY’ enter the RITA code for Ohio (5 characters only)

IDFDV – City Tax Set Up#

If City tax is applicable, the ‘Field Variable’ column in IDFDV must be set up as appropriate. NOTE: All other columns are pre-defined in IDFD and may not be altered in the IDFDV screen.

Seq	Identifier	Description	Level	O/R Prompt	Field Source	Field Variable
8500	W2-CITY-NAME	City Name	Local	20-CITY NAME	DB column	DTX.JURISDICTION_NAME
8510	W2-CI-WAGE-HOME	Local Wage, Home city	Local	18-HOME CITY WAGE	Element	W2-CI-WAGE-RES
8520	W2-CI-WAGE-WORK	Local Wage, Work city	Local	18-WORK CITY WAGE	Element	W2-CI-WAGE-WORK
8530	W2-CI-TAX-HOME	Local Tax, Home city	Local	19-HOME CITY TAX	Element	W2-CI-TAX-RES
8540	W2-CI-TAX-WORK	Local Tax, Work city	Local	19-WORK CITY TAX	Element	W2-CI-TAX-WORK

• Identifier ‘W2-CITY-NAME’ must be set up
  • NOTE: Starting in 2016, OH requires the RITA code to be entered on the W2 form and EFW2 record instead of City Name, therefore a User Field 'OH RITA CODE' is required to attach to the corresponding DTX record)
• Identifier ‘W2-CI-WAGE-HOME’ must be set up
• Identifier ‘W2-CI-WAGE-WORK’ must be set up
• Identifier ‘W2-CI-TAX-HOME’ must be set up
• Identifier ‘W2-CI-TAX-WORK’ must be set up

State File Procedures#

The Ohio Department of Taxation accepts filing of W-2s via magnetic media using the EFW2 format.

• Record Codes required are: Code RA, RE, RW, RS, RT and RF. Optional Records Codes are RO, RU and RV

The Ohio Department of Labor accepts filing of Quarterly UI wage via magnetic media using the ICESA format.

• Record Codes required are: Code A, E, S, T and F
  

Ohio school district tax information are printed on the W2 form Box 14 with 4 entries

• “SCHL 02309 WAGE”
• “ 3844.28”
• “SCHL 02309 TAX”
• “ 38.07”
  

There will be as many Code RS records as needed per employee for each School District that has tax information for the State of Ohio.

Ohio State only accepts the State File with its own Code RS records, therefore IDGV must be set up as follows:

• • for State Registration of Ohio, the IDGV Variable:
  • ‘W2 STATE MEDIA FILING’ - set to '02' – State File Format, do not include other State W2 information in the file for OHIO state.
    

Since the State of Ohio requires that the school district tax is reported along with the Code RS record, all Ohio school districts must be set up as follows:

• for all School Registration of Ohio State, the IDGV Variables:
  • ‘W2 TAX TYPE CODE’ - Constant ‘E’ for school district tax
  • ‘W2 TAXING ENTITY’ - Enter the school district code to be reported on magnetic media file

Annual W2 Wage Reporting - EFW2 File Format#

RPYEU must be run with the following report parameters and filters defined to generate the Ohio 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. Enter in DD-MMM-YYYY format
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: Ohio, USA

State Media Magnetic Media Reporting - EFW2 File Format#

Record Name: Code RA – Submitter Record (Same as the Federal Code RA)#

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

Record Name: Code RW - Employee Wage Record (Same as Federal Record RW)#

Record Name: Code RO - Employee Wage Record (Optional, Same as Federal Record)#

Record Name: Code RS - State Record (Same as Federal Record RS)#

Record Name: Code RT - Total Record (Same as Federal Record)#

Record Name: Code RU - Total Record (Optional, Same as Federal Record)#

Record Name: Code RF - Final Record (Same as Federal Record)#

Ohio City (Cleveland) File Procedures#

The Ohio City Tax accepts filing of Ohio City information via Magnetic Media reporting using the EFW2 file format.

• Record Codes required are: Code RA, RE, RW, RO, RS, RT, RU, RF
• There will be as many Code RS records as needed per employee for each city that has tax information for the state of Ohio.

City Magnetic Media Reporting - EFW2 File Format#

Record Name: Code RA - Transmitter Record (Same as State Record Code RA)#

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

Record Name: Code RW - Employee Wage Record (Same as State Record Code RW)#

Record Name: Code RO - Employee Wage Record (Optional, Same as State Record Code RO)#

Record Name: Code RS - State Record (Same as State Record Code RS)#

Record Name: Code RT - Total Record (Same as State Record Code RT)#

Record Name: Code RU - Total Record (optional, Same as State Record Code RU)#

Record Name: Code RF - Final Record (Same as State Record Code RF)#

Quarterly UI Wage Reporting - ICESA Format#

The Ohio Department of Labor accepts filing of Quarterly UI wage information via Magnetic Media reporting using the ICESA format

• Required record codes are: Code A, E, S, T and F

RPYEU must be run with the following report parameters and filters defined to generate the Ohio Quarterly UI Wage Reporting:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'. The Variables need to be entered in this form code for specific use in the installation.
Quarterly Form Code	Required. Use the supplied form code ‘HL$US-QTR-2012’.
Period Type	Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
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: Ohio, USA

State Quarterly UI Wage Magnetic Media Reporting – ICESA Format#

NOTE: The following ‘Not Required’ fields may or may not always contain blanks.
NOTE: Columns with 'OH' indicate an Ohio specific requirement which is not the standard record format. For more information, please refer to the State of Ohio's web site.

Record Name: Code A - Transmitter Record #

Position	Description	Source
1-1	Record Identifier	Constant "A"
2-5	Blank	Fill with blanks
6-14	Transmitter's Employer ID number (FEIN)	Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes. Derived from the IDGV State SUI Registration
15-23	Blank	Fill with blanks
24-73	Transmitter name	Enter the name of the organization submitting the file. Derived from IDFDV Field Identifier: ‘TRAN NAME’
74-113	Transmitter Street address	Enter the street address of the organization submitting the file. Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’
114-138	Transmitter City	Enter the city of the organization submitting the file. Derived from IDFDV Field Identifier: ‘TRAN CITY’
139-140	Transmitter State	Enter the standard two character FIPS postal abbreviation. Derived from IDFDV Field Identifier: ‘TRAN STATE’
141-143	Blank	Fill with blanks
144-153	State Employer Account Number	Enter the employer's SEAN NOTE: It is mandatory that either the employer SEAN (positions 144-153) or the TPA ID (positions 266-275) be provided. If positions 266-275 are defined, zero fill positions 144-153 Derived from IDFDV Field Identifier: ‘EMPLOYER SEAN’
154-158 OH	Transmitter ZIP code	Enter a valid zip code Derived from IDFDV Field Identifier: ‘TRAN ZIP’
159-163 OH	Transmitter ZIP code extension	Enter the four digit extension of the zip code, if applicable. Derived from IDFDV Field Identifier: ‘TRAN ZIP EXTN’
164-193	Transmitter Contact Person	Enter the name of individual from transmitter's organization who is responsible for the accuracy and completeness of the wage report. Derived from IDFDV Field Identifier: ‘TRAN CONTACT’
194-203	Transmitter Contact Telephone Number	Enter the transmitter's contact telephone number. Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’
204-207	Contact Telephone Number Extension	Enter transmitter's contact telephone extension number. Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’
208-265	Blank	Fill with blanks
266-275 OH	Third Party Administrator ID	Enter the 10 digit TPA ID assigned by the Office of Unemployment Insurance Operations. NOTE: It is mandatory that either the employer SEAN (positions 144-153) or the TPA ID (positions 266-275) be provided. If positions 144-153 are defined, zero fill positions 266-275 Derived from IDFDV Field Identifier: ‘THIRD PARTY ADMIN ID’

Record Name: Code E - Employer Record #

Position	Description	Source
1-1	Record Identifier	Constant "E"
2-5	Payment Year	Enter the reporting year in YYYY format
6-14	Federal Employer's ID number	Enter the employer's FEIN Numeric values only Derived from the IDGV State SUI Registration
15-15	Out of State Wages	Enter "Y" if the employer paid wages to any of the same employees for work in another State and reported the wages to the other State for unemployment insurance purposes Derived from IDFDV Field Identifier: ‘OUT OF STATE WAGES’
16-23	Blank	Fill with blanks
24-73	Employer Name	Enter the employer’s name Derived from the Entity
74-113	Employer Street Address	Enter the employer's street address Derived from the Entity Location
114-138	Employer City	Enter the employer's city Derived from the Entity Location
139-140	Employer State	Enter the appropriate FIPS postal numeric code. Derived from the Entity Location
141-153	Blank	Fill with blanks
154-158	ZIP code	Enter a valid ZIP code Derived from the Entity Location
159-170 OH	Blank	Fill with blanks
171-172	State Identifier	Enter the appropriate FIPS postal numeric code. Ohio's Code is 39
173-177 OH	Blank	Fill with blanks
178-187	State Employer Account Number	Enter the 10 digit Ohio employer account number Derived from the IDGV State SUI Registration
188-189	Reporting Period	Enter the last month of the quarter that is being reported Options are: 03, 06, 09 or 12
190-190	No Workers/No Wages	Enter ‘0’ to indicate that no ‘S’ records follow the ‘E’ record. Otherwise enter ‘1’
191-275 OH	Blank	Fill with blanks

Record Name: Code S - Supplemental Record #

Position	Description	Source
1-1	Record Identifier	Constant ‘S’
2-10	Employee's Social Security Number	Enter the employee’s full nine-digit SSN. If not known, enter ‘I’ in position 2 and fill with blanks If an invalid SSN is encountered, this field is entered with zeroes Derived from IDFDV Field Identifier: ‘W2-EE-SSN’
11-30	Employee Last Name	Enter the employee's last name. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
31-42	Employee First Name	Enter the employee's first name. Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
43-43	Employee Middle Initial	Enter the employee's middle initial, if applicable. Leave blank if no middle initial Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
44-63	Blank	Fill with blanks
64-77	State QTR Unemployment Insurance Total Wages	Enter the total quarterly gross wages paid. Include all tip income. Derived from the 7200 IDFDV Field Identifier.
78-129 OH	Blank	Fill with blanks
130-131	Number of Weeks Worked	Enter the number of weeks worked in the reporting period. Derived from IDFDV, Field sequence 3080 This value is determined in one of three ways: #Be ‘plugged’ as a constant #Be picked up from a Pay Component that is previously populated by a UserCalc #If left as null, the system computes the value
132-161	Blank	Fill with blanks
162-176	Plant Code	Optional. This field is coded to fill with zeroes. If a value is required, this field can be enhanced to pick up a ‘User Field’ attached to the location
177-275 OH	Blank	Fill with blanks

Record Name: Code T - Total Record #

Position	Description	Source
1-1	Record Identifier	Constant "T"
2-8	Number of employees	Enter the total number of ‘S’ records reported since the last ‘E’ record
9-26	Blank	Fill with blanks
27-40 OH	Total Quarterly Wages for Employer	Enter the total quarterly gross wages. The total of this field on all ‘S’ records since the last ‘E’ record
41-54	Blank	Fill with blanks
55-68 OH	Ohio State Taxable Wages	Enter the total State taxable wages
69-185 OH	Blank	Fill with blanks
186-198 OH	Payment Allocation Amount	Enter the payment allocation amount Derived from the Identifier 'ALLOCATION AMOUNT'
199-226 OH	Blank	Fill with blanks
227-233	Month 1 Employment for Employer	Enter the total number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period.
234-240	Month 2 Employment for Employer	Enter the total number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period.
241-247	Month 3 Employment for Employer	Enter the total number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period.
248-275 OH	Blank	Fill with blanks

Record Name: Code F - Final Record#

Position	Description	Source
1-1	Record Identifier	Constant ‘F’
2-139	Blank	Fill with blanks
140-148	Routing Number	Enter the routing number of the bank account Derived from the Identifier (ROUTING NUMBER)
149-152 OH	Blank	Fill with blanks
153-169 OH	Bank Account Number	Blank fill positions 153-168 and enter the last digit of the employer's account number in position 169 Derived from the Identifier (BANK ACCOUNT NUMBER)
170-181 OH	Total Amount Paid	Enter the sum of allocations for all employers Derived from the Identifier total (ALLOCATION AMOUNT)
182-182 OH	Account Type	Enter 1 for Savings, 2 for Personal checking or 3 for Corporate checking Derived from the Identifier (ACCOUNT TYPE)
183-275 OH	Name on Bank Account	Derived from the Identifier (NAME ON BANK ACCOUNT)

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Notes#

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