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US W2 ANNUAL AND QUARTERLY PROCESSING - OREGON#

What's New for Tax Year 2011#

There are no noted file format changes in Wage Reporting for tax year 2011:

Set Up #

This document contains abbreviated set up requirement for the state of Oregon only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration#

• The IDGV Definition tab must be set up for 'State Registration' for State/Province: Oregon.
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Oregon.
• 'W2 STATE MEDIA FILING' - Must be set to ‘02’ for the state of Oregon file only.

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with ‘State SUI Registration’ for State/Province: Oregon
• The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Oregon
• ‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate State UI wage file for state of Oregon.

State File Procedures #

• The state of Oregon 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 also using the EFW2 file format.
• Oregon state requires to file the OR state file by itself, therefore, IDGV must be set up as follows:
  • for State Registration of Oregon, the IDGV Variables:
    • ‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the state file

Annual W2 Wage Reporting – EFW2 Format#

RPYEU must be run and the following selected to generate Oregon state file information:

Report List Filters, Select State:	Oregon, USA
Parameters, Annual Form Code:	(example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format:	State File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

State Magnetic Media Reporting – EFW2 Format#

Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)#

1-2 - Record Identifier - Constant "RA"

3-11 - Submitter’s Employer ID number (EIN) - Numeric only - Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)

12-28 - Personal Identification Number (PIN) - Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)

29 - Resub Indicator - Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)

30-35 - Resub WFID - Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)

36-37 - Software Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)

38-94 - Company Name - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)

95-116 - Location Address - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)

117-138 - Delivery Address - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)

139-160 - Company City - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)

161-162 - Company State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)

163-167 - Company ZIP code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)

168-171 - Company ZIP code extension - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)

172-176 - Blanks

177-199 - Company Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)

200-214 - Company Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)

215-216 - Company Country Code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)

217-273 - Submitter Name - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)

274-295 - Submitter Location Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)

296-317 - Submitter Delivery Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)

318-339 - Submitter City - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)

340-341 - Submitter State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)

342-346 - Submitter ZIP code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)

347-350 - Submitter ZIP code extension - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)

351-355 - Blanks.

356-378 - Submitter Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)

379-393 - Submitter Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)

394-395 - Submitter Country Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)

396-422 - Contact Name - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)

423-437 - Contact Phone Number - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)

438-442 - Contact Phone Extension - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)

443-445 - Blanks

446-485 - Contact E-mail - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

486-488 - Blanks

489-498 - Contact FAX - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)

499-499 - Preferred Method of Problem Notification Code - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)

500-500 - Preparer Code - Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)

501-512 - Blanks

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

Column Description

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 screen, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)

8-16 -Employer/Agent EIN - System derived the applicable Federal reporting EIN, from IDGV or IDGR

17-25 - Agent for EIN - Derived from IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)

26 - Terminating Business Indicator - Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)

27-30 - Establishment Number - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)

31-39 - Other EIN - Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)

40-96 - Employer Name - Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)

97-118 - Employer Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)

119-140 - Employer Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)

141-162 - Employer City - Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)

163-164 - Employer State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)

165-169 - Employer ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)

170-173 - Employer ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)

174-178 - Blanks

179-201 - Employer Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)

202-216 - Employer Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)

217-218 - Country Code - Derived from IDFDV screen, 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 screen

- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment

220 - Tax Jurisdiction Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)

221 - Third-Party Sick Pay Indicator - Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)

222-512 - Blanks.

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

Column Description

1-2 - Record Identifier - Constant "RW"

3-11 - Social Security Number - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

27-41 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

42-61 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

62-65 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

66-87 - Employee Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

88-109 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

110-131 - Employee City - Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)

132-133 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)

134-138 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

139-142 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

143-147 - Blanks

148-170 - Employee Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

171-185 - Employee Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

186-187 - Employee Country Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

188-198 - Wages, Tips and other compensation - Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)

199-209 - Federal Income Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)

210-220 - Social Security Wages - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)

221-231 - Social Security Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)

232-242 - Medicare Wages & Tips - Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)

243-253 - Medicare Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)

254-264 - Social Security Tips - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)

265-275 - Advanced Earned Income Credit - Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)

276-286 - Dependent Care Benefits - Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)

287-297 - Deferred Compensation contribution to Section 401(k) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)

298-308 - Deferred Compensation contribution to Section 403(b) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)

309-319 - Deferred Compensation contribution to Section 408(k)(6) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)

320-330 - Deferred Compensation contribution to Section 457(b) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)

331-341 - Deferred Compensation contribution to Section 501(c)(18)(D) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)

342-352 - Military Employee’s Basic Quarters and Combat Pay - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)

353-363 - Non-qualified Plan section 457 - Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)

364-374 - Employer Contribution to a Health Savings Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)

375-385 - Non-qualified Plan Not section 457 - Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)

386-407 - Blanks

408-418 - Employer cost of premiums for Group Term Life insurance over $50000 - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)

419-429 - Income from Non-statutory Stock Options - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)

430-485 - blank

486 - Statutory Employee Indicator - Derived from IDFDV screen, 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 screen, 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 screen, 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 the Federal Code RO)#

Column Description

1-2 - Record Identifier - Constant ‘RO’

3-11 - blank

12-22 - Allocated Tips - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)

34-44 - Medical Savings Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’ (seq 4150)

45-55 - Simple Retirement Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’ (seq 4160)

56-66 - Qualified Adoption Expenses - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’ (seq 4170)

67-77 - Uncollected SSA tax on Group Ins > 50000 - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’ (seq 4110)

78-88 - Uncollected Medicare tax on Group Ins > 50000 - Derived from IDFDV screen, 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 - Blanks.

Record Name: Code RS - State Record#

Position Description

1-2 - Record Identifier - Constant "RS"

3-4 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported, from IDFDV sequence 7000. - e.g. Oregon numeric code is “41”

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 screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

34-48 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

49-68 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

69-72 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

73-94 - Employee Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

95-116 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

117-138 - Employee City - Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)

139-140 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)

141-145 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

146-149 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

150-154 - Blanks.

155-177 - Employee Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

178-192 - Employee Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

193-194 - Employee Country Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

195-226 - Not applicable for the state of Oregon - Fill with Blanks.

227-234 - Date first employed - Month, Day, 4-digit Year (MMDDYYYY)

235-242 - Date of Separation - Month, Day, 4-digit Year (MMDDYYYY)

243-247 - Blanks.

248-267 - State Employer Account Number (20 characters, no hyphens, right justified and left fill with zeros) - Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State

268-273 - Blanks.

274-275 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported - e.g. Oregon code is "41"

276-286 - State Taxable Wages - Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’

287-297 - State Income Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’

298-512 - Fill with Blanks

Record Name: Code RV - State Total Record#

Position Description

1-2 - Record Identifier - Constant "RV"

3-9 - Number of RS Records - Total number of code "RS" records reported since last code "RE" record

10-24 - State Taxable Wages - Derived from

25-39 - State Income Tax Withheld - Derived from

40-512 - Blanks

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

Column Description

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 screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-39 - Federal Income Tax Withheld - Derived from IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record

40-54 - Social Security Wages - Derived from IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record

55-69 - Social Security Tax Withheld - Derived from IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record

70-84 - Medicare Wages and Tips - Derived from IDFDV screen, Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record

85-99 - Medicare Tax Withheld - Derived from IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record

100-114 - Social Security Tips - Derived from IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record

115-129 - Advanced Earned Income Credit - Derived from IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record

130-144 - Dependent Care Benefits - Derived from IDFDV screen, 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 screen, 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 screen, 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 screen, 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 screen, 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 screen, 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 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 screen, 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 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 screen, 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 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 screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record

355-512 - blank

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

Column Description

1-2 - Record Identifier - Constant "RU"

3-9 - Number of RO Records - Total number of code "RO" records reported since last code "RE" reocrd

10-24 - Allocated Tips - Derived from IDFDV screen, Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record

25-39 - Uncollected Employee Tax on Tips - Derived from IDFDV ‘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 screen, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record

55-69 - Simple Retirement Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record

70-84 - Qualified Adoption Expenses - Derived from IDFDV screen, 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 screen, 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 screen, 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

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

- The user must run RPYEU and select the following to generate Oregon state UI Wage file information:

- You must select state OREGON in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - Period Type: Quarter. - Period End Date: Enter the quarter end date, i.e. 30-Jun-2011. - Media File Type: State SUI File Format.

- If the Directory Name/Media File Name is not supplied, an output file will not be produced.

State Quarterly UI Wage Reporting – EFW2 Format#

(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).

Note: Columns with OR indicates it is a Oregon specific requirement which is not the standard record format

Record Name: Code RE - Employer Record#

Column Description

1-2 - Record Identifier - Constant "RE"

3-39 OR - Not Required.

40-96 - Employer Name - Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’

97-118 OR - Employer Location Address - Not Required.

119-140 - Employer Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’

141-162 - Employer City - Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’

163-164 - Employer State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’

165-169 - Employer ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’

170-173 - Employer ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’

174-512 OR - Not Required

Record Name: Code RS - Supplemental Record#

Column Description

1-2 - Record Identifier - Constant "RS"

3-4 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported, from IDFDV sequence 7000. - Oregon is code ‘41’

5-9 - Taxing Entity Code - Not Required

10-18 - Social Security Number - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’

34-48 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’

49-68 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’

69-94 OR - Not Required

95-116 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’

117-138 - Employee City - Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’

139-140 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’

141-145 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’

146-149 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’

150-196 OR - Not Required.

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 screen, 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

214-247 OR - Not Required

248-267 - State Employer Account Number (20 characters, no hyphens, right justified and left fill with zeros) - Derived from IDFDV screen, 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--512 OR - Not Required

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Notes#

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