[{TableOfContents }]

!!!Oklahoma Annual and Quarterly Wage Reporting

!!Set Up
This document contains abbreviated set up requirements for the state of Oklahoma only.  Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.

!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for 'State Registration' for State/Province: Oklahoma.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Oklahoma.
*'W2 STATE MEDIA FILING' - OK state accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to '01', which will include state information in the Federal File.  (However it must be set to '02' if a W2 magnetic media file is required for the state of OK only.)

!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with 'State SUI Registration' for State/Province: Oklahoma.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: Oklahoma.
**'W2 STATE MEDIA FILING' - Must be '02' to generate State UI wage file for state of Oklahoma.

!!State File Procedures
*The Oklahoma Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages via magnetic media using the ICESA format.
*Records required for the W2 reporting are: Codes RA, RE, RW, RO, RS, RT, RV, RU and RF.
*The State of Oklahoma requires to file the OK State file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of Oklahoma, the IDGV Variable:
***'W2 STATE MEDIA FILING' 01 - Federal File Format to include Federal Record Types.

!Annual W2 Wage Reporting - EFW2 File Format
\\
[RPYEU] must be run with the following report parameters and filters defined to generate the Oklahoma State File information: \\ \\

__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type.  Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory.  Defines the end date of the reporting period.
|Media Format|Mandatory.  Set to Federal File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory.  Defines the name of the government Magnetic Media file.  Must be defined or an output file will not be produced
|Media File Name|Mandatory.  Defines the media file name of the data being uploaded.  Must be defined or an output file will not be produced

__RPYEU Report Filters__
|Select State: Oklahoma, USA

!!State Magnetic Media Reporting - EFW2 File Format
STATE MAGNETIC MEDIA REPORTING – EFW2 File Format

!Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\ 
!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\ 

!Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]

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


!Record Name: Code RS - State Record (Specific to the State of Oklahoma only)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code|Required. Enter the appropriate FIPS postal numeric code. Oklahoma numeric code is “40”  \\Derived from the State being reported, from [IDFDV] sequence 7000  
|5-9|Taxing Entity Code|Defined by State/local agency \\Derived from [IDGV] 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
|10-18|Social Security Number|Enter the employee's SSN.\\If an invalid SSN is encountered, this field is entered with zeroes. \\Derived from [IDFDV] W2-EE-SSN Field Identifier 
|19-33|Employee First Name|Enter the employee's first name. Left justify and fill with blanks.\\Derived from [IDFDV] W2-EE-FIRST-NAME Field Identifier
|34-48|Employee Middle Name or Initial|Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|Enter the employee's last name. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|69-72|Suffix|If applicable, enter the employee's alphabetic suffix. Example: SR, JR. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|73-94|Employee Location Address|Enter the employee’s location address (Attention, Suite, Room Number, etc.).\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|95-116|Employee Delivery Address|Enter the employee’s delivery address\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|117-138|Employee City|Enter the employee’s city \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|139-140|Employee State Abbreviation|Enter the employee’s State \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|141-145|Employee ZIP Code|Enter the employee’s zip code\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|146-149|Employee ZIP Code Extension|If applicable, enter the four digit extension of ZIP code.  \\Derived from IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|150-154|Blank|Fill with blanks. Reserved for SSA use
|155-177|Employee Foreign State/Province|Enter the employee's foreign State/Province, if applicable. \\Left justify and fill with blanks. Otherwise, fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’
|178-192|Employee Foreign Postal Code|Enter the employee's foreign postal code, if applicable. Left \\justify and fill with blanks. Otherwise, fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’
|193-194|Employee Country Code|If one of the following applies, fill with blanks: \\ \\* One of the 50 States of the U.S.A. \\* District of Columbia \\* Military Post Office (MPO) \\* American Samoa \\* Guam \\* Northern Mariana Islands \\* Puerto Rico \\* Virgin Islands \\ Otherwise, enter the applicable Country Code. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’
|195-247|Blank|Fill with blanks. Reserved for SSA use
|248-267|State Employer Account Number|Applies to unemployment reporting
|268-273|Blank|Fill with blanks. Reserved for SSA use
|274-275|State code|Enter the appropriate FIPS postal numeric code.  Oklahoma numeric code is “40” \\Derived from the State being reported
|276-286|State Taxable Wages|Right justify and zero fill. \\ Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ [IDFDV] Field Identifiers.  \\Applies to income tax reporting. 
|287-297|State Income Tax Withheld|Right justify and zero fill. \\Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ [IDFDV] Field Identifiers.  \\Applies to income tax reporting.
|298-307|Other State Data|To be defined by each State.  \\Applies to income tax reporting. 
|308|Tax Type Code|Enter the appropriate code for entries in fields 309-330: \\* C = City Income Tax \\* D = County Income Tax \\* E = School District Income Tax \\* F = Other Income Tax. \\ Applies to income tax reporting.
|309-319|Local Taxable Wages|To be defined by State/local agency. \\ Applies to income tax reporting.
|320-330|Local Income Tax Withheld|To be defined by State/local agency. \\ Applies to income tax reporting.
|331-337|State Control Number|Optional. \\ Applies to income tax reporting.
|338-352|Oklahoma Withholding (WTH) Account Number|Required.  Enter the Oklahoma Withholding (WTH) Account Number \\Leave blank if reporting for a State other than Oklahoma
|353-412|Supplemental Data 1|To be defined by user
|413-487|Supplemental Data 2|To be defined by user
|488-512|Blank|Fill with blanks. Reserved for SSA use


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

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

!Record Name: Code RV - Final Record (Specific to the State of Oklahoma only)

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


!State Quarterly UI Wage Reporting - ICESA File Format
The required records are code E, S and T.  (Note: The optional code 'P' record is not supported.) \\ \\

[RPYEU] must be run with the following report parameters and filters defined to generate the Oklahoma State UI Wage file information: \\ \\

__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-20YY'.  The Variables need to be entered in this form code for specific use in the installation.
|Quarterly Form Code|Required.  Use standard form code, such as 'HL$US-QTR-20YY'. \\Must be entered to generate the UI wage file in the [ICESA] format. 
|Period Type|Mandatory. Defines the period type.  Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory.  Defines the end date of the reporting period.
|Media Format|Mandatory.  Set to State SUI File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory.  Defines the name of the government Magnetic Media file.  Must be defined or an output file will not be produced
|Media File Name|Mandatory.  Defines the media file name of the data being uploaded.  Must be defined or an output file will not be produced

__RPYEU Report Filters__
|Select State: Oklahoma, USA


!Record Name: Code E - Employer Record 	
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Payment Year|Enter the year the report is being prepared for
|6-14|Federal EIN|Enter the Employer's Federal EIN \\Numeric values only \\Derived from [IDFDV] Field Identifier: ‘SUB-ER-EIN’ 
|15-23|Blank|Fill with blanks
|24-73|Employer Name|Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency\\ \\Derived from the Entity 
|74-159	OK|Not Required|Fill with blanks
|160-160|Type of Employment|Enter: ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military), ‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad)\\ Derived from [IDFDV] Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
|161-162|Blocking Factor|Enter blocking factor of the file.  Not to exceed 85.  Enter blanks for diskette\\Derived from [IDFDV] Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
|163-166|Establishment Number or Coverage Group/PRU|Enter either the establishment number of the coverage group/PRU, or fill with blanks \\Derived from [IDFDV] Field Identifier: ‘ESTABLISHMENT NUMBER’ (seq 3030)
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Identifier Code|Enter the state FIPS postal numeric code for the State the wages are being reported for   \\State of Oklahoma is '40’  
|173-187|State Unemployment Insurance Account Number|Enter the state UI employer account number \\Derived from the IDGV State SUI Registration
|188-189|Reporting Period|Enter the last month of the reporting periodm such as 03, 06, 09 or 12
|190-190|No Workers/No Wages|Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record \\Enter ‘1’ to indicate otherwise
|191-275 OK|Not Required|Fill with blanks

!Record Name: Code S - State Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s social security number.  If not known, enter ‘I’ in position 2 and blanks in positions 3-10.  \\Enter the employee's SSN.\\If an invalid SSN is encountered, this field is entered with zeroes. \\Derived from [IDFDV] W2-EE-SSN Field Identifier 
|11-30|Employee Last Name|Enter the employee's last name. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|31-42|Employee First Name|Enter the employee's first name. Left justify and fill with blanks.\\Derived from [IDFDV] W2-EE-FIRST-NAME Field Identifier
|43-43|Employee Middle Initial|Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|44-45|State Code|Enter the State FIPS postal numeric code for the State wages are being reported.  The Numeric Code for Oklahoma is ‘40’
|46-63 OK|Blank|Fill with blanks
|64-77 OK|State QTR Unemployment Insurance Total Wages|Enter the State quarterly Unemployment Insurance Total Wages \\Omit decimals. \\Right justify and zero fill. \\Applies to unemployment reporting 
|78-91 OK|Not Required|Fill with blanks
|92-105	OK|State QTR Unemployment Insurance Taxable Wages|Enter the State quarterly wages subject to unemployment taxes.  \\Omit decimals. \\Right justify and zero fill. \\Applies to unemployment reporting 
|106-142 OK|Not Required|Fill with blanks
|143-146 OK|Constant ‘UTAX’
|147-161 OK|State Unemployment Insurance Account Number|Enter the 9 digit Oklahoma account number.  \\Omit hyphens \\Derived from the SUI Registration Number on IDGV
|162-214 OK|Not required|Fill with blanks
|215-220|Reporting Period (Month/Year)|Enter the last month and year of the quarter this report applies to.  Example: 0620YY for 2nd quarter of 20YY
|221-275 OK|Not required|Fill with blanks

!Record Name: Code T - Total Record 	
||Column||Description||Source
|1-1|Record Identifier|Constant "T"
|2-8|Number of employees|Enter the total number of employees (S Records) since the last E record
|9-12|‘UTAX’|
|13-26|Not Required|Fill with blanks
|27-40|State QTR UI Total Wages for Employer|
|41-54|Blank|Fill with blanks
|55-68|State QTR UI Taxable Wages for Employer|
|69-81|Blank|Fill with blanks
|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|From the Identifier (TAXES DUE)
|101-226|Blank|Fill with blanks
|227-233|Total Employees with Taxable Wages|Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period.
|234-240|Total Employees with Taxable Wages|Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period.
|241-247|Total Employees with Taxable Wages| Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period.
|248-275|Blank|Fill with blanks
 
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![Notes|Edit:Internal.Tax Reporting -  OK]
[{InsertPage page='Internal.Tax Reporting -  OK' default='Click to create a new notes page'}]