Table of Contents
- Oklahoma Annual and Quarterly Reporting
- What's New for Tax Year 2011
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting - EFW2 File Format
- State Magnetic Media Reporting - EFW2 File Format
- Record Name: Code RA - Transmitter 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
- 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 RF - Final Record (same as the Federal code RF)
- State Quarterly UI Wage Reporting - NASWA/ICESA File Format
- Record Name: Code E - Employer Record
- Record Name: Code S - State Record
- Record Name: Code T - Total Record
- Notes
Oklahoma Annual and Quarterly Reporting#
What's New for Tax Year 2011#
There are no noted file format changes in wage reporting for the state of Oklahoma for tax year 2011.Set Up#
This document contains abbreviated set up requirement for the state of Oklahoma 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 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#
- For 2008 reporting, 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 NASWA/ICESA format.
- Records required for the W2 reporting are: Codes RA,RE,RW/RO,RS,RT/RU,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.
- for State Registration of Oklahoma, the IDGV Variable:
Annual W2 Wage Reporting - EFW2 File Format#
RPYEU must be run and the following selected to generate Oklahoma state file information:| Report List Filters, Select State: | Oklahoma, 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: | Federal File Format |
The Directory and Media File Name parameters must be populated or an output file will not be produced.
State Magnetic Media Reporting - EFW2 File Format#
STATE MAGNETIC MEDIA REPORTING – EFW2 File FormatRecord Name: Code RA - Transmitter Record (same as the Federal code RA)#
| Column | 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 the Federal code RE)#
| Column | 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 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) |
| 174-178 | 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 | 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 code RW)#
| Column | 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) |
| 386-407 | 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) |
| 430-485 | 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 (same as Federal code RO)#
| Column | Description | Source |
|---|
1-2 - Record Identifier - Constant ‘RO’
3-11|Blank|
12-22 - Allocated Tips|Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33 - Uncollected Employee Tax on Tips - combined the uncollected social security tax and the uncollected medicare tax|Derived from IDFDV Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44 - Medical Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55 - Simple Retirement Account|Derived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66 - Qualified Adoption Expenses|Derived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77 - Uncollected SSA tax on Group Ins > 50000|Derived from IDFDV Field Identifier:‘W2-CODE-M’ (seq 4110)
78-88 - Uncollected Medicare tax on Group Ins > 50000|Derived from IDFDV Field Identifier:‘W2-CODE-N’ (seq 4120)
89-264|Blank|
Location 265 to 362 are for Puerto Rico Employees only.
265 - Civil Status
266-274 - Spouse’s SSN - blank
275-285 - Wages Subject to Puerto Rico Tax
Stored as zeroes|
286-296 - Commissions Subject to Puerto Rico Tax
Stored as zeroes|
297-307 - Allowances Subject to Puerto Rico Tax
Stored as zeroes|
308-318 - Tips Subject to Puerto Rico Tax
Stored as zeroes|
319-329 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
Stored as zeroes|
330-340 - Puerto Rico Tax Withheld
Stored as zeroes|
341-351 - Retirement Fund Subject to Puerto Rico Tax
Stored as zeroes|
352-362|Blank| Location 363 to 384 are for Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
363-373 - Total wages, tips and other compensation subject to Virgin Islands income tax
Stored as zeroes|
374-384 - Virgin Islands, etc… Income Tax Withheld
Stored as zeroes|
385-512|Blank|
Record Name: Code RS - State Record#
| Column | Description | Source |
|---|
3-4 - State code, appropriate FIPS postal numeric code
- Derived from the State being reported, from IDFDV sequence 7000
e.g. Georgia numeric code is “13”
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’ (seq 2500) - 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’ (seq 2510)
34-48 - Employee Middle Name or Initial|Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name|Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix|Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address|Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address|Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City|Derived from IDFDV Field Identifier:‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation|Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154|Blank|
155-177 - Employee Foreign State/Province|Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code|Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Employee Country Code|Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
195-196 - Optional code - State Specific Data. If not used, enter blanks.
197-202 - Reporting Period MMCCYY - From user specified Period End Date converted to MMCCYY for the quarter - e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213 - State Quarterly Unemployment Insurance Total Wages|Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
- note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224 - State Quarterly Unemployment Insurance Taxable Wages - this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government - please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting
225-226 - Number of Weeks Worked - From system derived number of Weeks Worked for the Reporting State - the system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date - if the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234 - Date First Employed MMDDCCYY - From system derived latest Employment Hired Date
235-242 - Date of Separation MMDDCCYY - From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247|Blank| 248-267 - State Employer Account Number|Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State - When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-273|Blank|
274-275 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported - e.g. Connecticut is code "09"
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 - Other State Data, to be defined by each State
State: California 298-302 - State data SUI Tax|Derived from IDFDV Field Identifier: ‘W2-SUI-TAX-ER’ (seq 7230)
303-307 - State data SDI Tax|Derived from IDFDV Field Identifier: ‘W2-SDI-TAX-EE’ (seq 7240)
308 - Tax Type Code
- this field is used to report County, City or School district tax - if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field: C – City Income Tax D – County Income Tax E – School District Income Tax F – Other Income Tax
- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab: - 'W2 STATE MEDIA FILING' - 'W2 TAX TYPE CODE' - 'W2 TAXING ENTITY'
- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not - 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above - 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field
309-319 - Local Taxable Wages - if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500) - if County Tax is reported, this field is derived from Identifier ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’ - if City Tax is reported, this field is derived from : ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330 - Local Income Tax Withheld - if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510) - if County Tax is reported, this field is derived from Identifier ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’ - if City Tax is reported, this field is derived from : ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337 - State Control Number (optional) - blank
338-412 - Supplemental Data 1 - State Specific Data. If not used, enter blanks.
413-487 - Supplemental Data 2 - State Specific Data. If not used, enter blanks.
488-512|Blank|
Record Name: Code RT - Total Record (same as the Federal code RT)#
| Column | 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 screen, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249 - Non-Qualified Plan Section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264 - Employer Contribution to a Health Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record
265-279 - Non-Qualified Plan Not Section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-309|Blank| 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
355-512|Blank|
Record Name: Code RU - Total Record (same as Federal code RU)#
| Column | 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
115-354|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 the Federal code RF)#
| Column | 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|
State Quarterly UI Wage Reporting - NASWA/ICESA File Format#
RPYEU must be run and the following selected to generate Oklahoma state UI Wage file information:| Media Format: | State SUI File Format |
| Select State: | Oklahoma, USA |
- The state of Oklahoma 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.
- To produce a SUI file format in the NASWA/ICESA file format, the Quarterly Form code must be entered. The required records are code 'E', 'S', and 'T'. (Note, the optional code 'P' record is not supported.)
Record Name: Code E - Employer Record #
| Column | Description | Source |
|---|
1-1 - Record Identifier. - Constant ‘E’.
2-5 - Payment Year. - Enter the year for which the report is being prepared
6-14 - Federal EIN - Enter only numeric characters of the Federal EIN
15-23|Blank|
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. - enter blanks.
160-160 - Type of Employment. - ‘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 blank|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 to which wages are being reported. - Enter ‘40’ for the state of Oklahoma.
173-187 - State Unemployment Insurance Account Number. - Enter state UI employer 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 the ‘E’ record will not be followed by the ‘S’ record. Enter ‘1’ to indicate otherwise.
191-275 OK - Not Required. - enter blanks.
Record Name: Code S - State Record#
| Column | Description | Source |
|---|
1-1 - Record Identifier. - Constant ‘S’
2-10 - Social Security Number - Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30 - Employee Last Name. - Enter employee last name.
31-42 - Employee First Name. - Enter employee first name
43-43 - Employee Middle Initial. - Enter employee middle initial. Leave blank if no middle initial
44-45 - State Code - Enter the state FIPS postal numeric code for the state to which wages are being reported - The Numeric Code for Oklahoma is ‘40’.
46-63 OK|Blank|
64-77 OK - State QTR Unemployment Insurance Total Wages. - Enter total quarterly wages, omit decimal.
78-91 OK - Not Required
Enter blanks|
92-105 OK - State QTR Unemployment Insurance Taxable Wages. - Enter quarterly wages subject to unemployment taxes, omit decimal.
106-142 OK - Not Required
Enter blanks|
143-146 OK - Constant ‘UTAX’.
147-161 OK - State Unemployment Insurance Account Number. - Enter the 9 digit Oklahoma account number, omit hyphen. - SUI Registration Number from IDGV
162-214 OK - Not required
Enter blanks|
215-220 - Reporting Period (Month./Year) - Enter the Last Month End Date of the Quarter for which this report applies (i.e. 062008 for 2nd quarter of 2008).
221-275 OK - Not required
Enter blanks|
Record Name: Code T - Total Record #
Column Description
1-1 - Record Identifier - Constant "T"
2-8 - Number of employees (S Records) since the last E Record
9 -12 - ‘UTAX’
13-26 - Not Required
27-40 - State QTR UI Total Wages for Employer
41-54|Blank| 55-68 - State QTR UI Taxable Wages for Employer
69-81|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 From the Identifier (TAXES DUE)
| 101-226 | Blank | |
| 227-233 | Total Employees with Taxable Wages That Were Paid During the Pay Period in Which the 12th of the 1st Month in the Quarter Falls | |
| 234-240 | Total Employees with Taxable Wages That Were Paid During the Pay Period in Which the 12th of the 2nd Month in the Quarter Falls | |
| 241-247 | Total Employees with Taxable Wages That Were Paid During the Pay Period in Which the 12th of the 3rd Month in the Quarter Falls | |
| 248-275 | Blank |
Notes#
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