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Ohio Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirement for the state of Ohio only, please refer to the general document (Tax Reporting - US General) 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 RITA code for Ohio (5 characters only)

IDFDV – City Tax Set Up#

If City tax is applicable, the ‘Field Variable’ column in IDFDV must be set up as appropriate. Note 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 (note: starting in 2016, OH requires the RITA code to be entered on the W2 form and EFW2 record instead of City Name, therefore a User Field 'OH RITA CODE' is required to attach to the corresponding DTX record)
• Identifier ‘W2-CI-WAGE-HOME’ must be set up
• Identifier ‘W2-CI-WAGE-WORK’ must be set up
• Identifier ‘W2-CI-TAX-HOME’ must be set up
• Identifier ‘W2-CI-TAX-WORK’ must be set up

State File Procedures#

• The Ohio Department of Taxation accepts filing of W-2s via magnetic media using the EFW2 format
• Record Codes required are: Code RA,RE,RW,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-W2-2017’)
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2016)
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 – Submitter Record (Same as the Federal Code RA)#

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

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

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	Filler
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

Not 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	Filler
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" record
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. For OH this should be the same as the RITA code.
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	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	Not required.
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 2016#

There are no noted changes in UI wage reporting for 2016.

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$US-W2-2017. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$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-2016
• 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 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	Constant ‘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	The number of weeks worked in the reporting period Derived from IDFDV, US Quarterly File definition Field sequence 3080 This value is determined in one of three ways (1)Be ‘plugged’ as a constant (2)Be picked up from a Pay Component that is previously populated by a UserCalc (3) Or if left as null, the P2K/eP system will compute the value
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 Were Paid During the Pay Period in Which the Tenth of the First Month in the Quarter Falls
234-240	Total Employees with Taxable Wages that Were Paid During the Pay Period in Which the Tenth of the Second Month in the Quarter Falls
241-247	Total Employees with Taxable Wages that Were Paid During the Pay Period in Which 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	The total number of ‘S’ records in the entire file
12-21	Total Number of Employers in File	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)

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Notes#

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