[{TableOfContents }]

!!!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|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Ohio
*The [IDGV Variables|IDGV#VariablesTab] 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:
#Once to generate a State Magnetic Media file for State of Ohio 
#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|Tax Reporting - OH#IDGV - Local Registration] for more information.)

!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with 'State SUI Registration' for State/Province: Ohio
*The [IDGV Variables|IDGV#VariablesTab] 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|IDGV#DefinitionTab] tab must be set up for ‘US School Registration’ for each school district.
*The [IDGV Variables|IDGV#VariablesTab] 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. \\
%%information 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|IDGV#DefinitionTab] tab must be set up with ‘US Local Registration’ for each city in the Jurisdiction field.
*The [IDGV Variables|IDGV#VariablesTab] 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. 
%%Information 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)
[{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 RW - Employee Wage Record (Same as Federal Record RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\ 

!Record Name: Code RO - Employee Wage Record (Optional, Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\ 

!Record Name: Code RS - State Record (Same as Federal Record RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
\\ 

!Record Name: Code RT - Total Record  (Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\ 


!Record Name: Code RU - Total Record (Optional, Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RU'}]
\\ 

!Record Name: Code RF - Final Record (Same as Federal Record)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
\\ 

!!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
%%information NOTE: The following ‘Not Required’ fields may or may not always contain blanks.%% \\

%%information 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|Edit:Internal.Tax Reporting - OH]
[{InsertPage page='Internal.Tax Reporting - OH' default='Click to create a new notes page'}]