Table of Contents
- Ohio Annual and Quarterly Reporting
- What's New for Tax Year 2011
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- IDGV - School Registration
- IDFDV – School Set Up
- IDGV - Local Registration
- IDFDV – City Tax Set Up
- State File Procedures
- Annual W2 Wage Reporting - EFW2 File Format
- State Media Magnetic Media Reporting - EFW2 File Format
- Record Name: Code RA - Transmitter Record (same as Federal record)
- Record Name: Code RE - Employer Record (same as Federal record)
- Record Name: Code RW - Employee Wage Record (same as Federal Record)
- Record Name: Code RO - Employee Wage Record (Optional, same as Federal record)
- Record Name: Code RS - State Record
- 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
- 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
- Record Name: Code RT - Total Record
- Record Name: Code RU - Total Record (optional)
- Record Name: Code RF - Final Record
- What's New for Quarterly UI Wage Reporting for Tax Year 2011
- Quarterly UI Wage Reporting - ICESA Format
- State Quarterly UI Wage Magnetic Media Reporting – ICESA Format
- Record Name: Code A - Transmitter Record
- Record Name: Code E - Employer Record
- Record Name: Code S - Supplemental Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Notes
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 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; 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 tab must be set up with 'State SUI Registration' for State/Province: North Dakota.
- The IDGV Variables 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 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 ‘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. 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 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 ‘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. 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
“ 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.
- for State Registration of Ohio, the IDGV Variable:
- 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 all School Registration of Ohio State, the IDGV Variables:
- 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 | Derived from the applicable Federal reporting EIN, from IDGV or IDGR |
| 17-25 | Agent for EIN | Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510) |
| 26 | Terminating Business Indicator | Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520) |
| 27-30 | Establishment Number | Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530) |
| 31-39 | Other EIN | Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540) |
| 40-96 | Employer Name | Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010) |
| 97-118 | Employer Location Address | Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020) |
| 119-140 | Employer Delivery Address | Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030) |
| 141-162 | Employer City | Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040) |
| 163-164 | Employer State Abbreviation | Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050) |
| 165-169 | Employer ZIP Code | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060) |
| 170-173 | Employer ZIP Code Extension | Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070) |
| 174-174 | Kind of Employer | Derived from IDFDV Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120) |
| 175-178 | Blank | |
| 179-201 | Employer Foreign State/Province | Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080) |
| 202-216 | Employer Foreign Postal Code | Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090) |
| 217-218 | Employer Country Code | Derived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100) |
| 219 | Employment Code | From IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting, otherwise the W2 Type of employment is derived from IDGR. A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment |
| 220 | Tax Jurisdiction Code | Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110) |
| 221 | Third-Party Sick Pay Indicator | Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480) |
| 222-512 | Blank |
Record Name: Code RW - Employee Wage Record (same as Federal 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
- No applicable to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
| Position | Description | Source |
|---|---|---|
| 12-22 | Allocated Tips | Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |
| 23-33 | Uncollected Employee Tax on Tips The combination of 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
- For Puerto Rico employees only.
| Position | Description | Source |
|---|---|---|
| 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
- For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
| Position | Description | Source |
|---|---|---|
| 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 | 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 ‘Period Type’ = ‘Quarter’ is specified, then Location 195 to 267 will be filled, otherwise spaces are filled.
| Position | Description | Source |
|---|---|---|
| 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
| Position | Description | Source |
|---|---|---|
| 274-275 | State code, appropriate FIPS postal numeric code | 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 the 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 IDGV must be set up for the School Registration by school district for the following fields on the Variables tab: *'W2 STATE MEDIA FILING'- Indicates that the 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 four digit School District Number must be entered, 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 of all code ‘RW’ records since last ‘RE’ record |
| 265-279 | Non-Qualified Plan Not Section 457 | Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record |
| 280-294 | 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 | 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 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
| Position | Description | Source |
|---|---|---|
| 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
| Position | Description | Source |
|---|
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 RTRecord Name: Code RU - Total Record (optional)#
- Same as State Record: Code RURecord Name: Code RF - Final Record#
- Same as State Record: Code RFWhat'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
| 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 |
|---|
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)
