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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 Definitiontab must be set up for 'State Registration' for State/Province: Oklahoma.
• The IDGV Variables 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 Definitiontab must be set up with 'State SUI Registration' for State/Province: Oklahoma.
• The IDGV Variables 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)#

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

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

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

Record Name: Code RU - Total Record (Same as Federal Code 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)#

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#

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