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)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28Personal Identification Number (PIN)Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
29Resub IndicatorDerived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FaxDerived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7Agent Indicator CodeDerived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16Employer/Agent EINSystem derived applicable federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26Terminating Business IndicatorDerived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30Establishment NumberDerived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39Other EINDerived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96Employer NameDerived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-178Blank
179-201Employer Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216Employer Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218Country CodeDerived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219Employment CodeFrom 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
220Tax Jurisdiction CodeDerived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes.
12-26Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131Employee CityDerived from IDFDV Field Identifier: 'W2-EE-CITY’ (seq 2620)
132-133Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147Blank
148-170Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185Employee Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187Employee Country CodeDerived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198Wages, Tips and Other CompensationDerived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209Federal Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220Social Security WagesDerived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231Social Security Tax WithheldDerived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242Medicare Wages & TipsDerived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253Medicare Tax WithheldDerived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264Social Security TipsDerived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275Advanced Earned Income CreditDerived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)
276-286Dependent Care BenefitsDerived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297Deferred Compensation Contribution to Section 401(k)Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308Deferred Compensation Contribution to Section 403(b)Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330Deferred Compensation contribution to Section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352Military Employee’s Basic Quarters and Combat PayDerived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363Non-qualified Plan section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374Employer Contribution to a Health Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385Non-qualified Plan Not section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407Blank
408-418Employer cost of premiums for Group Term Life insurance over $50000Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429Income from Non-statutory Stock OptionsDerived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-485Blank
486Statutory Employee IndicatorDerived from IDFDV Field Identifier: ‘W2-STAT-EE’ (seq 6000)If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from IDFDV Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant ‘RO’
3-11Blank
12-22Allocated TipsDerived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33Uncollected Employee Tax on Tips

A combination of 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)
34-44Medical Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55Simple Retirement AccountDerived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66Qualified Adoption ExpensesDerived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77Uncollected SSA tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-264Blank
Location 265 to 362
For Puerto Rico employees only.
ColumnDescriptionSource
265Civil Status
266-274Spouse’s SSN

Blank
275-285Wages Subject to Puerto Rico Tax

Stored as zeroes
286-296Commissions Subject to Puerto Rico Tax

Stored as zeroes
297-307Allowances Subject to Puerto Rico Tax

Stored as zeroes
308-318Tips Subject to Puerto Rico Tax

Stored as zeroes
319-329Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax

Stored as zeroes
330-340Puerto Rico Tax Withheld

Stored as zeroes
341-351Retirement Fund Subject to Puerto Rico Tax

Stored as zeroes
352-362Blank
Location 363 to 384
For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
ColumnDescriptionSource
363-373Total wages, tips and other compensation subject to Virgin Islands income tax

Stored as zeroes
374-384Virgin Islands, etc… Income Tax Withheld

Stored as zeroes
385-512Blank

Record Name: Code RS - State Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State Code

Appropriate FIPS postal numeric code
Derived from the State being reported, from IDFDV sequence 7000

e.g. Oregon numeric code is “41”
5-9Taxing Entity CodeIf 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
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes
19-33Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154Blank
155-177Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192Employee Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194Employee Country CodeDerived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
195-226Not applicable for the state of Oregon

Fill with Blanks
227-234Date First Employed

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

Month, Day, 4-digit Year (MMDDYYYY)
243-247Blank
248-267State Employer Account Number (20 characters, no hyphens, right justified and left fill with zeros)Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
268-273Blank
274-275State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. Oregon code is "41"
276-286State Taxable WagesDerived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297State Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-512Fill with Blanks

Record Name: Code RV - State Total Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RV"
3-9Number of RS Records

Total number of code "RS" records reported since last code "RE" record
10-24State Taxable Wages
25-39State Income Tax Withheld
40-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW Records

Total number of code "RW" records reported since last code "RE" record
10-24Wages, Tips and Other CompensationDerived from IDFDV Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39Federal Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54Social Security WagesDerived from IDFDV Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69Social Security Tax WithheldDerived from IDFDV Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84Medicare Wages and TipsDerived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99Medicare Tax WithheldDerived from IDFDV Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114Social Security TipsDerived from IDFDV Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129Advanced Earned Income CreditDerived from IDFDV Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144Dependent Care BenefitsDerived from IDFDV Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159Deferred Compensation Contributions to Section 401(k)Derived from IDFDV Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174Deferred Compensation Contributions to Section 403(b)Derived from IDFDV Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189Deferred 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
190-204Deferred Compensation Contributions to Section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219Deferred 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
220-234Military Employee’s Basic Quarters and Combat PayDerived from IDFDV Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249Non-Qualified Plan Section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264Employer Contribution to a Health Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279Non-Qualified Plan Not Section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-309Blank
310-324Employer Cost of Premiums for Group Term Life Insurance over $50000Derived from IDFDV Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339Income Tax Withheld by Third-Party PayerDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354Income from Non-statutory Stock optionsDerived from IDFDV Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RU"
3-9Number of RO Records

Total number of code "RO" records reported since last code "RE" record
10-24Allocated TipsDerived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39Uncollected Employee Tax on TipsDerived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54Medical Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69Simple Retirement AccountDerived from IDFDV Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84Qualified Adoption ExpensesDerived from IDFDV Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99Uncollected SSA tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-354Blank
355-369Wages Subject to Puerto Rico Tax

Stored as zeroes
370-384Commissions Subject to Puerto Rico Tax

Stored as zeroes
385-399Allowances Subject to Puerto Rico Tax

Stored as zeroes
400-414Tips Subject to Puerto Rico Tax

Stored as zeroes
415-429Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax

Stored as zeroes
430-444Puerto Rico Tax Withheld

Stored as zeroes
445-459 Retirement Fund Subject to Puerto Rico Tax

Stored as zeroes
460-474Total wages, tips and other compensation subject to Virgin Islands income tax

Stored as zeroes
475-489Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld

Stored as zeroes
490-512Blank

Record Name: Code RF - Final Record (Same as the Federal Code RF)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-7Blank
8-16Number of RW Records

Total number of code "RW" records on file
17-512Blank

Quarterly UI Wage Reporting – EFW2 (Formerly MMREF-1) Format#

RPYEU must be run and the following selected to generate Oregon state UI Wage file information:
  • The state OREGON must be selected in the ‘Report List Filters’.
  • Annual Form Code – use the standard supplied form code HL$US-W2-2012. The ‘Variables’ will need to be entered in this form code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. Use the supplied form code ‘HL$US-QTR-2012’. The ‘Variables’ will need to be entered in this form code for specific use in the installation.
Period TypeQuarter
Period End DateEnter the quarter end date, i.e. 30-Jun-2011
Media File TypeState SUI File Format
If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting – EFW2 File Format#

Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns with 'OR' indicates that they are an Oregon specific requirement which is not the standard record format.%

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-39 ORNot Required
40-96Employer NameDerived from IDFDV Field Identifier: ‘W2-ER-NAME’
97-118 OREmployer Location Address

Not Required
119-140Employer Delivery AddressDerived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’
141-162Employer CityDerived from IDFDV Field Identifier: ‘W2-ER-CITY’
163-164Employer State AbbreviationDerived from IDFDV Field Identifier: ‘W2-ER-STATE’
165-169Employer ZIP CodeDerived from IDFDV Field Identifier: ‘W2-ER-ZIP’
170-173Employer ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’
174-512 ORNot Required

Record Name: Code RS - Supplemental Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State Code

Appropriate FIPS postal numeric code
Derived from the State being reported, from IDFDV sequence 7000

Oregon is code ‘41’
5-9Taxing Entity Code

Not Required
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’

If an invalid SSN is encountered, this field is entered with zeroes
19-33Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
34-48Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-94 ORNot Required
95-116Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-196 ORNot Required
197-202Reporting Period MMCCYYFrom user specified Period End Date converted to MMCCYY for the quarter

e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213State Quarterly Unemployment Insurance Total WagesDerived 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. RPYEU will then be 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 ORNot Required
248-267State Employer Account Number (20 characters, no hyphens, right justified and left fill with zeros)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 for the SUI Registration of the state
268--512 ORNot Required

Notes#

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