[{TableOfContents }]
!!!Ohio Annual and Quarterly Reporting
!!What's New for Tax Year 2011
There are no noted file format changes in wage reporting for tax year 2011.
The following changes have been noted for reporting W2 wages to the Federal Government:
*(W2 Form) The ‘Advance Earned Income Credit Payment’ field 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 Ohio 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|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; it must also setup ‘W2 State Media Filing’ with value 02.
*'W2 STATE MEDIA FILING'- Must be ‘02’ to generate Ohio State magnetic media file for Ohio State only.
[RPYEU] needs to be run twice to generate a State Magnetic Media file for State of Ohio and [RPYEU] then needs to be run again 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|IDGV#DefinitionTab] tab must be set up with 'State SUI Registration' for State/Province: North Dakota.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: North Dakota.
**'W2 STATE MEDIA FILING' - Must be ‘02’ to generate State UI wage file for state of North Dakota.
!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 ‘02’ to generate school district tax in 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 length of 7 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 elements ‘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 ‘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 City code for Ohio (3 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 that 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
*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,RO,RS,RT,RU,RF
*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’ 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’ - The school district code to be reported on magnetic media file
*For 2005 reporting, 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,F
!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run and the following selected to generate Ohio state file information:
|Report List Filters, Select State:|Ohio, 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 Media Magnetic Media Reporting - EFW2 File Format
!Record Name: Code RA - Transmitter Record (same as Federal record)
||Position||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 record)
||Position||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 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 screen
- 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 Record)
||Position||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)
386-396 - Non-taxable combat pay|Derived from [IDFDV] Field Identifier: ‘W2-CODE-Q’ (seq 4140)
397-407|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)
430-440 - Deferrals under a Non-qualified plan (section 409A)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-Y’ (seq 4200)
441-451 - Designated Roth Contribution 401(k) plan|Derived from [IDFDV] Field Identifier: ‘W2-CODE-AA’ (seq 4220)
452-462 - Designated Roth Contribution 403(b) plan|Derived from [IDFDV] Field Identifier: ‘W2-CODE-BB’ (seq 4230)
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 RO - Employee Wage Record (Optional, same as Federal record)
||Position||Description||Source
1-2 - Record Identifier
- Constant ‘RO’
3-11|Blank|
Location 12 to 264 do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands Employees.
12-22 - Allocated Tips|Derived from [IDFDV] Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33 - Uncollected Employee Tax on Tips
- combined the uncollected social security tax and the uncollected medicare tax|Derived from [IDFDV] Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44 - Medical Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55 - Simple Retirement Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66 - Qualified Adoption Expenses|Derived from [IDFDV] Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77 - Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88 - Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110|Blank|
111-121 - Designated Roth Contribution under section 457(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264|Blank|
Location 265 to 362 are for Puerto Rico Employees only.
265 - Civil Status
266-274 - Spouse’s SSN
- blank
275-285 - Wages Subject to Puerto Rico Tax
- stored as zeroes
286-296 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
297-307 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
308-318 - Tips Subject to Puerto Rico Tax
- stored as zeroes
319-329 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
330-340 - Puerto Rico Tax Withheld
- stored as zeroes
341-351 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
352-362|Blank|
Location 363 to 384 are for Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
363-373 - Total wages, tips and other compensation subject to Virgin Islands, … income tax
- stored as zeroes
374-384 - Virgin Islands, etc… Income Tax Withheld
- stored as zeroes
385-512|Blank|
!Record Name: Code RS - State Record
||Position||Description||Source
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Ohio is code "39"
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’
73-94 - Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116 - Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138 - Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’
139-140 - Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’
141-145 - Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’
146-149 - Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’
150-154|Blank|
155-177 - Employee Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’
178-192 - Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’
193-194 - Employee Country Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’
Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.
For quarterly reporting only, if the user specifies ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled, otherwise spaces are filled.
195-196 - Optional code
- blank
197-202 - Reporting Period MMCCYY
203-213 - State Quarterly Unemployment Insurance Total Wages
214-224 - State Quarterly Unemployment Insurance Total Taxable Wages
225-226 - Number of Weeks Worked
227-234 - Date First Employed MMDDCCYY
235-242 - Date of Separation MMDDCCYY
243-247|Blank|
248-267 - State Employer Account Number|Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
268-273|Blank|
Location 274 to 337 apply to INCOME TAX REPORTING.
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Ohio is code "39"
276-286 - State Taxable Wages|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 - State Income Tax Withheld|Derived from [IDFDV] Field Identifier:: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-307 - Total Wages, Tips and other Compensation|Derived from [IDFDV] Field Identifier: ‘W2-FIT-WAGE’
308 - Tax Type Code
- this field is used to report School district tax
- if the School district requires to report taxes along with the State Tax information, then the following values are used for this field:
E – School District Income Tax
- the user must set up IDGV screen for the School Registration by 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 School should report taxes with the State
- 'W2 TAX TYPE CODE' must contain the valid Tax Type Code ‘E’
- 'W2 TAXING ENTITY' contains the School District Number
309-319 - Total Taxable Wages Per School District
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’
320-330 - School District Tax Withheld Per School District
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’
331-337 - School District Number
- derived from IDGV ‘W2 TAXING ENTITY’
- the user must enter the four digit School District Number, right justify and fill with blanks
338-412 - Supplemental Data 1
- blank
413-487 - Supplemental Data 2
- blank
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 record)
||Position||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 fo 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 - Non-taxable Combat Pay|Derived from [IDFDV] Field Identifier: ‘W2-CODE-Q’, total of all code "RW" records since last "RE" record
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
355-369 - Deferrals under a Non-qualified Plan (section 409A)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-Y’, total of all code "RW" records since last "RE" record
370-384 - Designated Roth Contribution 401(k) Plan|Derived from [IDFDV] Field Identifier: ‘W2-CODE-AA’, total of all code "RW" records since last "RE" record
385-399 - Designated Roth Contribution 403(b) Plan|Derived from [IDFDV] Field Identifier: ‘W2-CODE-BB’, total of all code "RW" records since last "RE" record
400-512|Blank|
!Record Name: Code RU - Total Record (optional, same as Federal record)
||Position||Description||Source
1-2 - Record Identifier
- Constant "RU"
3-9 - Number of RO Records
- Total number of code "RO" records reported since last code "RE" reocrd
10-24 - Allocated Tips|Derived from [IDFDV] Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39 - Uncollected Employee Tax on Tips|Derived from [IDFDV] Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54 - Medical Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69 - Simple Retirement Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84 - Qualified Adoption Expenses|Derived from [IDFDV] Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99 - Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114 - Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-144|Blank|
145-159 - Designated Roth Contribution under section 457(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
160-354|Blank|
355-369 - Wages Subject to Puerto Rico Tax
- stored as zeroes
370-384 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
385-399 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
400-414 - Tips Subject to Puerto Rico Tax
- stored as zeroes
415-429 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
430-444 - Puerto Rico Tax Withheld
- stored as zeroes
445-459 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
460-474 - Total wages, tips and other compensation subject to Virgin Islands, … income tax
- stored as zeroes
475-489 - Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld
- stored as zeroes
490-512|Blank|
!Record Name: Code RF - Final Record (same as Federal record)
||Position||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|
!!Ohio City (Cleveland) File Procedures
*The Ohio City Tax Magnetic Media reporting is reported 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
||Position||Description||Source
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the state being reported
- e.g. Ohio is code "39"
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 screen, 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’
73-94 - Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116 - Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138 - Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’
139-140 - Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’
141-145 - Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’
146-149 - Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’
150-154|Blank|
155-177 - Employee Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’
178-192 - Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’
193-194 - Employee Country Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’
Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.
For quarterly reporting only, if the user specifies ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled, otherwise spaces are filled.
195-196 - Optional code
- blank
197-202 - Reporting Period MMCCYY
203-213 - State Quarterly Unemployment Insurance Total Wages
214-224 - State Quarterly Unemployment Insurance Total Taxable Wages
225-226 - Number of Weeks Worked
227-234 - Date First Employed MMDDCCYY
235-242 - Date of Separation MMDDCCYY
243-247|Blank|
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
268-273|Blank|
Location 274 to 337 apply to INCOME TAX REPORTING.
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Ohio is code "39"
276-286 - State Taxable Wages
- if State IDGV ‘W2 STATE MEDIA FILING’ = ‘03’, then State Taxable Wages is reported|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 - State Income Tax Withheld
- if State IDGV ‘W2 STATE MEDIA FILING’ = ‘03’, then State Taxable Wages is reported|Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-304|Blank|
305-307 - Local City Code|Derived from [IDFDV] Field Identifier: 'W2 TAXING ENTITY'
e.g. ‘200’ for Cleveland
308 - Tax Type Code|Derived from [IDFDV] Field Identifier: 'W2 TAX TYPE CODE'
309-319 - Local Taxable Wages|Derived from [IDFDV] Field Identifier: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330 - Local Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337|Blank|
338-412 - Supplemental Data 1
- blank
413-487 - Supplemental Data 2
- blank
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 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
!!What's New for Quarterly UI Wage Reporting for Tax Year 2011
|Record Code A, positions 144-153|Employer SEAN-Enter the 10 digit State Employer Account Number if the transmitter is an Ohio employer.
|Record Code A, positions 266-275|Third Party Administration ID – Enter the 10 digit TPA ID if the transmitter has been assigned a number from the Unemployment Compensation.
|Record Code E, position 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 UI.
|Record Code E, positions 173-177|Filler
|Record Code E, positions 178-187|State Employer Account Number – Enter the 10 digit Ohio Employer Account Number.
|Record Code T, positions 55-68|Ohio Taxable Wages. If position 15 of the E record = Y (Out of State Wages) for this or prior quarter in this calendar year, enter Total Ohio taxable wages for employer.
|Record Code T, positions 186-198|Payment Allocation Amount.
|Record Code F, positions 140-148|Routing Number, enter the routing number of the bank account.
|Record Code F, positions 153-169|Bank Account Number.
|Record Code F, positions 170-181|Total Amount Paid – Enter the sum of allocation for all employers.
|Record Code F, position 182|Account Type – Enter 1 for Savings, 2 for Personal Checking, 3 for Corporate Checking.
|Record Code F, position 183-175|Name on bank account.
!Quarterly UI Wage Reporting - ICESA Format
*The Ohio Department of Labor accepts filing of Quarterly UI wage via magnetic media using the [ICESA] format, required record codes are: Code A,E,S,T,F
[RPYEU] must be run and the following selected to generate Ohio Quarterly UI Wage Reporting:
|Media Format:|State SUI File Format
|Select State:|Ohio, USA
*The state of Ohio must be selected in the 'Report List Filters'.
*Annual Form Code - Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
*The 'Quarterly Form Code' must be entered in order to produce the UI wage file in [ICESA] format.
*Use the supplied form code 'HL$US-QTR-2012'. The Variables need to be entered in this form code for specific use in the installation.
*Period Type:Quarter
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
*Media File Type:State SUI File Format
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
!State Quarterly UI Wage Magnetic Media Reporting – ICESA Format
(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns with OH indicates it is a Ohio specific requirement which is not the standard record format For more information, please refer to the state web site http://jfs.ohio.gov/ouc/uctax
!Record Name: Code A - Transmitter Record
||Position||Description||Source
1-1 - Record Identifier
- Constant "A"
2-5 - Payment year YYYY
- From user specified FROM-TO period converted to YYYY
6-14 - Transmitter's Employer ID number (EIN)
- Numeric only|Derived from [IDFDV] Field Identifier: ‘TRAN-EIN’
15-18 - Taxing Entity Code
- Constand ‘UTAX’
19-23|Blank|
24-73 - Transmitter name|Derived from [IDFDV] Field Identifier: ‘TRAN NAME’
74-113 - Street address|Derived from [IDFDV] Field Identifier: ‘TRAN ADDRESS’
114-138 - City|Derived from [IDFDV] Field Identifier: ‘TRAN CITY’
139-140 - State
- Standard FIPS postal abbreviation|Derived from [IDFDV] Field Identifier: ‘TRAN STATE’
141-143|Blank|
144-153 - State Employer Account Number|Derived from [IDFDV] Field Identifier: ‘EMPLOYER SEAN’
154-158 OH - ZIP code|Derived from [IDFDV] Field Identifier: ‘TRAN ZIP’
159-163 OH - ZIP code extension|Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’
164-193 - Contact|Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’
194-203 - Contact Telephone Number|Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’
204-207 - Contact Telephone Number Extension|Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT EXTN’
208-265 - Not Required.
266-275 - Third Party Administrator ID|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 ‘YYYY’
6-14 - Transmitter's Employer ID number
- Numeric only
- Derived from the IDGV State SUI Registration
15-15 - Out of State Wages|Derived from [IDFDV] Field Identifier: ‘OUT OF STATE WAGES’
16-23|Blank|
24-73 - Employer name
- Derived from the Entity
74-113 - Street address
- Derived from the Entity Location
114-138 - City
- Derived from the Entity Location
139-140 - State (use a standard FIPS postal abbreviation)
- Derived from the Entity Location
141-148|Blank|
149-153 - ZIP code extension Derived from the Entity Location
154-158 - ZIP code
- Derived from the Entity Location
159-160 OH|Blank|
161-162 OH - Blocking Factor
163-166 OH - Blanks for Diskettes.
167-170 - ‘UTAX’
171-172 - OHIO FIPS Code ‘39’
173-177 OH - Filler, Not Required.
178-187 - Unemployment Insurance Account Number
- Derived from the IDGV State SUI Registration
188-189 - Reporting Period 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|
!Record Name: Code S - Supplemental Record
||Position||Description||Source
1-1 - Record Identifier
- Constant ‘S’
2-10 - Employee SSN Number
11-30 - Employee Last Name
31-42 - Employee First Name
43-43 - Employee Middle Initial
44-45 - State Code
- Constant ‘39’ for Ohio
46-49|Blank|
50-63 - State Quarter Total Gross Wages
64-77 - State Quarter UI Total Wages
78-91 - State Quarter UI Excess computed by P2k
92-105 - State Qtr UI Taxable Wages
- State Quarter UI Total Wages LESS State Quarter UI Excess Wages
106-129 OH|Blank|
130-131 - Number of Weeks Worked
This value is determined in on e of three ways
(1) If the identifier WEEKS WORKED is a constant, then the constant is used
(2) If the identifier
132-142|Blank|
143-146 - Taxing Entity Code
- Constant ‘UTAX’
147-161 - State UI Account Number
- Derived from the IDGV State SUI Registration
162-176 - Unit/Division/Location/Plant Code
- Presently P2K inserts all zeroes, if a client want otherwise, then this can be enhanced to pick up a ‘User Field’
attached to the location
177-211 OH|Blank|
212-212 - Month 1Employment
’1’ if the employee received pay (TAXABLE WAGES) in the pay period that spans the 12th of the first month in the Quarter
213-213 - Month 2 Employment
’1’ if the employee received pay (TAXABLE WAGES) in the pay period that spans the 12th of the second month in the Quarter
214-214 - Month 3 Employment
’1’ if the employee received pay (TAXABLE WAGES) in the pay period that spans the 12th of the third month in the Quarter
215-220 - Reporting Quarter and Year (QQYYYY)
221-275 OH|Blank|
!Record Name: Code T - Total Record
||Position||Description||Source
1-1 - Record Identifier
- Constant "T"
2-8 - Number of employees (S Records) since the last E Record
9 -12 - ‘UTAX’
13-26 - State QTR Total Gross Wages for Employer
27-40 - State QTR UI Total Wages for Employer
41-54 - State QTR UI Excess Wages for Employer
55-68 - State QTR UI Taxable Wages for Employer
69-81 OH|Blank|
82-87 - UI Tax Rate for the Quarter
- Derived from the State SUI Employer SUI Rate (IDGV)
- (Decimal followed by 5 digits i.e. enter 2.8% as .02800)
88-100 - State Qtr UI Taxes Due
Derived from the Identifier (TAXES DUE)
101-111 OH - Zeros.
112-122 - Interest
From the Identifier (INTEREST)
- Decimal followed by 5 digits (i.e. 1.267%=00000.01267)
123-133 - Penalty
From the Identifier (PENALTY)
- Decimal followed by 4 digits (i.e. 0.25%=000000.0025)
134-174 OH - Zeros
175-185 OH - State UI taxes due, plus interest and penalty
186-198 OH - Payment Allocation Amount.
From the Identifier (ALLOCATION AMOUNT)
199-226 OH - Filler, Not Required.
227-233 - Total Employees with TAXABLE Wages that where paid during the Pay Period in with the Tenth of the first month in the Quarter falls
234-240 - Total Employees with TAXABLE Wages that where paid during the Pay Period in with the Tenth of the second month in the Quarter falls
241-247 - Total Employees with TAXABLE Wages that where paid during the Pay Period in with the Tenth of the third month in the Quarter falls
248-275 OH|Blank|
!Record Name: Code F - Final Record
||Position||Description||Source
1-1 - Record Identifier.
- Constant ‘F’.
2-11 - Total Number of Employees in File
- Enter the total number of ‘S’ records in the entire file
12-21 - Total Number of Employers in File
- Enter the total number of ‘E’ records in the entire file
22-25 - Taxing Entity Code.
- Constant ‘UTAX’
26-40 - Quarterly Total Gross Wages in File
- QTR gross wages subject to all taxes. Total of this field for all ‘S’ records in the file
41-55 - Quarterly State Unemployment Insurance Total Wages in File
- QTR wages subject to state UI tax. Total of this field for all ‘S’ records in the file
56-70 - Quarterly State Unemployment Insurance Excess Wages in File
- QTR wages in excess of the state UI taxable wage base. Total of this field for all ‘S’ records in the file
71-85 - Quarterly State Unemployment Insurance Taxable Wages in File
- State UI gross/total wage less quarterly state UI excess wages. Total of this field for all ‘S’ records in the file
86-139 OH - Filler.
- Not Required.
140-148 - Routing Number.
Derived from the Identifier (ROUTING NUMBER)
149-152 OH - Filler.
- Not Required.
153-169 OH - Bank Account Number.
Derived from the Identifier (BANK ACCOUNT NUMBER)
170-181 OH - Total Amount Paid.
Derived from the Identifier total (ALLOCATION AMOUNT)
182-182 OH - Account Type.
Derived from the Identifier (ACCOUNT TYPE)
183-275 OH - Name on Bank Account.
Derived from the Identifier (NAME ON BANK ACCOUNT)
----
![Notes|Edit:Internal.Tax Reporting - OH]
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