[{TableOfContents }]

!!!Pennsylvania Annual and Quarterly Reporting

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

!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Pennsylvania.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Pennsylvania.
*'W2 STATE MEDIA FILING' - Enter '02' to generate PA State magnetic media file, then change to '03' for City file.
*[RPYEU] needs to be run twice; once to generate the file for the State of Pennsylvania and again to generate the City file for Philadelphia.  \\ \\After the State Magnetic media file is generated, if the State Earnings and Taxes need to be included in the Philadelphia City File, the following must be changed:
**'W2 STATE MEDIA FILING' - change to '03' to include the State information in the City file when Philadelphia file is run.

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

!IDGV - Local Registration
To report the Philadelphia City file:
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with 'US Local Registration' for each City in the Jurisdiction field.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'US Local Registration' for Philadelphia:
|W2 STATE MEDIA FILING|Enter '03' to generate City tax information in the Local File format
|W2 TAX TYPE CODE|Enter 'C' for City Tax
|W2 TAXING ENTITY|Enter 'PHILA' to generate the Philadelphia City File

!IDFDV - City Tax Set Up
If there is applicable City tax, the 'Field Variable' column on [IDFDV] must be set up appropriately.  The following Identifiers __must be__ set up:

||Seq||Identifier||Description||Level||O/R Prompt||Field Source||Field Variable						
|8500|W2-CITY-NAME|City Name|Local|20-CITY NAME|DB column|DTX.JURISDICTION_NAME
|8510|W2-CI-WAGE-HOME|Local Wage, Home city|Local|18-HOME CITY WAGE|Element|W2-CI-WAGE-RES
|8520|W2-CI-WAGE-WORK|Local Wage, Work city|Local|18-WORK CITY WAGE|Element|W2-CI-WAGE-WORK
|8530|W2-CI-TAX-HOME|Local Tax, Home city|Local|19-HOME CITY TAX|Element|W2-CI-TAX-RES
|8540|W2-CI-TAX-WORK|Local Tax, Work city|Local|19-WORK CITY TAX|Element|W2-CI-TAX-WORK

%%information: Note that all other columns are pre-defined in [IDFD] and may not be altered on the [IDFDV] form.%%


!!State File Procedures
*The Pennsylvania Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format.
*Records required are: Code RA, RE, RS, RF (other record codes are not required but can be included).\\__NEW FOR 2018:__  RT Record is not required.
*The State of Pennsylvania requires the PA state account number to be filed on the Code RE record, therefore [RPYEU] must be run to generate PA State File for its own state.  [IDGV] must be set up as follows:
**For State Registration of Pennsylvania, the 'W2 STATE MEDIA FILING' IDGV Variable must be set to "2".  Pennsylvania State requires its own file.  Do not include other State information in the State file.

!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Pennsylvania State file information: \\
__Report Parameters__
|Annual Form Code|(example: use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Year
|Period End Date|Year End Date, such as 31-Dec-YYYY
|Media Format|State File Format
|Directory Name|Must be defined or an output file will not be generated
|Media File Name|Must be defined or an output file will not be generated

\\
__Report Filters__
|Select State|Pennsylvania, USA


!!State Media Magnetic Media Reporting - EFW2 File Format
!Record Name: Code RA - Transmitter Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RA"
|3-11|Submitter’s Employer ID Number (EIN)|Derived from the ‘SUB-ER-EIN’ [IDFDV] Field Identifier (seq 1000).  \\Numeric only.
|12-19|User Identification (User ID)|Required.\\Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
|20-23|Software Vendor Code|Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP).  \\If "99 (Off-the-Shelf Software) is entered in the Software Code field (positions 36-37) enter the Software Vendor Code.  Otherwise, fill with blanks.
|24-28|Blank|Fill with blanks.  Reserved for SSA use.
|29|Resub Indicator|Enter "1" if this file is being resubmitted.  Otherwise, enter "0" (zero).
|30-35|Resub Wage File Identifier (WFID)|If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent.  Otherwise, fill with blanks.
|36-37|Software Code|Enter "99" to indicate 'Off-the-Shelf Software'
|38-94|Company Name|Enter the Company Name.  \\Left justify and fill with blanks
|95-116|Location Address|Enter the company's location address (Attention, Suite, Room Number, etc.)
|117-138|Delivery Address|Enter the company's delivery address (Street or Post Office Box).\\Example: 123 Main Street.\\Left justify and fill with blanks
|139-160|City|Enter the company's city.  Left justify and fill with blanks
|161-162|State Abbreviation|Enter the company's State or commonwealth/territory.  \\Use a postal abbreviation.  For a foreign address, fill with blanks
|163-167|ZIP Code|Enter the company's ZIP code.  For a foreign address, fill with blanks
|168-171|ZIP Code Extension|Enter the company's four-digit extension of the ZIP code.  If not applicable, fill with blanks
|172-176|Blank|Fill with blanks.  Reserved for SSA use.
|177-199|Foreign State/Province|If applicable, enter the company's foreign State/Province.  Left justify and fill with blanks. Otherwise, fill with blanks.
|200-214|Foreign Postal Code|If applicable, enter the company's foreign postal code.  Left justify and fill with blanks. Otherwise, fill with blanks.
|215-216|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.
|217-273|Submitter Name|Required.  Enter the name of the organization's submitter to receive error notification if this file cannot be processed.  Left Justify and fill with blanks. \\ Derived from the ‘SUB-SUBM-NAME’ [IDFDV] Field Identifier (seq 1150).
|274-295|Submitter Location Address|Enter the submitter's location address (Attention, Suite, Room Number, etc.)  \\Left justify and fill with blanks. \\Derived from the ‘SUB-SUBM-LOCN’ [IDFDV] Field Identifier (seq 1160).
|296-317|Submitter Delivery Address|Required.  Enter the submitter's delivery address (Street or Post Office Box).  \\Left justify and fill with blanks.  \\Derived from the ‘SUB-SUBM-DELIV’ [IDFDV] Field Identifier (seq 1170).
|318-339|Submitter City|Required. Enter the submitter's city.  \\Left justify and fill with blanks.  \\Derived from the ‘SUB-SUBM-CITY’ [IDFDV] Field Identifier (seq 1180).
|340-341|Submitter State Abbreviation|Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\  Derived from the ‘SUB-SUBM-STATE’ [IDFDV] Field Identifier (seq 1190).
|342-346|Submitter ZIP Code|Required.  Enter the submitter's ZIP Code.  \\For a foreign address, fill with blanks. \\Derived from the ‘SUB-SUBM-ZIP’ [IDFDV] Field Identifier (seq 1200).
|347-350|Submitter ZIP Code extension|Enter the submitter's four-digit extension of the ZIP code.  If not applicable, fill with blanks.  \\Derived from the ‘SUB-SUBM-ZIP-EXT’ [IDFDV] Field Identifier (seq 1210).
|351-355|Blank|Fill with blanks.  Reserved for SSA use
__IMPORTANT NOTE:__ If using a foreign address, the foreign State/Province (postions 356-378), foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
|356-378|Foreign State/Province|If applicable, enter the submitter's foreign State/Province.  Left justify and fill with blanks.  Otherwise, fill with blanks.
|379-393|Foreign Postal Code|If applicable, enter the submitter's foreign Postal Code.  Left justify and fill with blanks.  Otherwise, fill with blanks.
|394-395|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.
|396-422|Contact Name|Required.  Enter the name of the person to be contacted by SSA concerning processing problems.  \\Left justify and fill with blanks.  \\Derived from the ‘SUB-CONT-NAME’ [IDFDV] Field Identifier (seq 1250).
|423-437|Contact Phone Number|Required.  Enter the contact's phone number with numeric valies only (including area code).  Do not use any special characters.  \\Left justify and fill with blanks.  \\ \\__NOTE:  It is imperative that the contact's telephone number be entered in the appropriate positions.  Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file.__ \\ \\Derived from the ‘SUB-CONT-TEL’ [IDFDV] Field Identifier (seq 1260).
|438-442|Contact Phone Extension|Enter the contact's telephone extension. \\Left justify and fill with blanks.\\ Derived from the ‘SUB-CONT-TEL-EXT’ [IDFDV] Field Identifier (seq 1270).
|443-445|Blank|Fill with blanks.  Reserved for SSA use.
|446-485|Contact E-mail/Internet|Enter the contact's e-mail/internet address.  \\Derived from the ‘SUB-CONT-EMAIL’ [IDFDV] Field Identifier (seq 1280).
|486-488|Blank|Fill with blanks.  Reserved for SSA use.
|489-498|Contact Fax|If applicable, enter the contact's fax number (including area code).  Otherwise, fill with blanks.  \\Derived from the ‘SUB-CONT-FAX’ [IDFDV] Field Identifier (seq 1290).
|499|Blank|Fill with blanks.  Reserved for SSA use.
|500|Preparer Code|Enter one of the following codes to indicate who prepared this file: \\* A = Accounting Firm \\* L = Self Prepared \\* S = Service Bureau \\* P = Parent Company \\* O = Other.\\ \\If more than one code applies, use the code that best describes who prepared this file.
|501-512 PA|Blank|Fill with blanks.  Reserved for SSA use. 

!Record Name: Code RE - Employer Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RE"
|3-6|Tax year|Required.  Enter the tax year for this report (CCYY).  Derived from the user defined FROM-TO period, converted to CCYY.
|7 PA|Agent Indicator Code|If applicable, enter one of the following codes:\\* 1 = 2678 Agent \\* 2 = Common Paymaster \\* 3 = 3504 Agent\\If more than one code applies, use the one that best describes your status as an agent.\\Otherwise, fill with a blank.
|8-16|Employer/Agent EIN|Required.  Derived from the applicable Federal reporting EIN, from [IDGV] or [IDGR].
|17-25|Agent for EIN|If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent.  Otherwise, fill with blanks.
|26|Terminiating Business Indicator|If this is the last tax year that W-2s will be filed under this EIN, enter "1".  Otherwise, enter 0 (zero).
|27-30|Establishment Number|For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record.  Otherwise, fill with blanks.
|31-39|Other EIN|For this tax year, if you submiited tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN.  Otherwise, fill with blanks.
__IMPORTANT NOTE:__The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
|40-96|Employer Name|Required.  Enter the name associated with the EIN entered in positions 8 - 16. \\Left justify and fill with blanks.  \\Derived from the ‘W2-ER-NAME’ [IDFDV] Field Identifier (seq 2010).
|97-118|Employer Location Address|Enter the employer's location address (Attention, Suite, Room Number, etc.)  \\Left justify and fill with blanks. \\Derived from the ‘W2-ER-LOCN-ADDR’ [IDFDV] Field Identifier (seq 2020).
|119-140|Employer Delivery Address|Enter the employer's delivery address (Street or Post Office Box).  \\Left justify and fill with blanks. \\Derived from the ‘W2-ER-DELIV-ADDR’ [IDFDV] Field Identifier (seq 2030).
|141-162|Employer City|Enter the employer's city.  \\Left justify and fill with blanks.  \\Derived from the ‘W2-ER-CITY’ [IDFDV] Field Identifier (seq 2040).
|163-164|Employer State Abbreviation|Enter the employer's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-ER-STATE’ [IDFDV] Field Identifier (seq 2050).
|165-169|Employer ZIP Code|Enter the employer's ZIP Code.  \\For a foreign address, fill with blanks. \\Derived from the ‘W2-ER-ZIP’ [IDFDV] Field Identifier (seq 2060).
|170-173|Employer ZIP Code Extension|Enter the employer's four-digit extension of the ZIP code.  If not applicable, fill with blanks.  \\Derived from the ‘W2-ER-ZIP-EXT’ [IDFDV] Field Identifier (seq 2070).
|174|Kind of Employer|Required. Enter the appropriate kind of employer: \\* F = Federal Government \\* State/local non-501c \\* T = 501c non-government \\* Y = State/local 501c \\* N = None apply
|175-178|Blank|Fill with blanks.  Reserved for SSA use.
|179-201|Foreign State/Province|If applicable, enter the employer's foreign State/Province.  Left justify and fill with blanks.  Otherwise, fill with blanks.
|202-216|Foreign Postal Code|If applicable, enter the company's foreign postal code.  Left justify and fill with blanks. Otherwise, fill with blanks.
|217-218|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.
|219|Employment Code|Required.  Enter the appropriate employment code: \\* A = Agriculture (Form 943)\\* H = Household (Schedule H)\\* M = Military (Form 941) \\* Q = Medicare Qualified Government Employment (Form 941)\\* X = Railroad (CT-1) \\* F = Regular (Form 944)\\* R = Regular, all others (Form 941)
|220|Tax Jurisdiction Code|Required.  Enter the code that identifies the type of income tax withheld from the employee's earnings: \\* Blank (W-2) \\* V = Virgin Islands (W-2VI) \\* G = Guam (W-2GU) \\* S = American Samoa (W-2AS) \\* N = Northern Mariana Islands (W-2CM) \\* P = Puerto Rico (W-2PR/499R-2)
|221|Third Party Sick Pay Indicator|Enter "1" for a sick pay indicator.  Otherwise, enter "0" (zero).
|222-248|Employer Contact Name|Enter the name of the employer's contact. \\Left justify and fill with blanks.
|249-263|Employer Contact Phone Number|Enter the employer's contact telephone number with __numeric values only__ (including area code).  Do not use any special characters.\\Left justify and fill with blanks.
|264-268|Employer Contact Phone Extension|Enter the employer's contact telephone extension with __numeric values only__.  Do not use any special characters.\\Left justify and fill with blanks.
|269-278|Employer Contact Fax Number|If applicable, enter the employer's contact fax number with __numeric values only__ (including area code).  Do not use any special characters.\\Otherwise, fill with blanks. \\ __For US and US Territories only.__
|279-318|Employer Contact E-Mail/Internet|Enter the employer's contact e-mail/internet address.  
|319-512 PA|Blank|Fill with blanks.  Reserved for SSA use.


!Record Name: Code RS - State Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS postal __numeric__ code.  \\Derived from the State being reported.\\Pennsylvania numeric code is "42"
|5-9|Taxing Entity Code|Defined by State/local agency.
|10-18|Social Security Number|Enter the employee's SSN.  __If no SSN is available, enter zeroes.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|19-33|Employee First Name|Enter the employee's first name, as shown on the SSN card. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-FIRST-NAME’ [IDFDV] Field Identifier.
|34-48|Employee Middle Name or Initial|If applicable, enter the employee's middle name or initial, as shown on the SSN card. \\Left justify and fill with blanks.  Otherwise, fill with blanks. \\Derived from the ‘W2-EE-MIDDLE’ [IDFDV] Field Identifier.
|49-68|Employee Last Name|Enter the employee's last name, as shown on the SSN card. \\Left justify and fill with blanks. \\ Derived from the ‘W2-EE-LAST-NAME’ [IDFDV] Field Identifier.
|69-72|Employee Suffix|If applicable, enter the employee's alphabetic suffix. \\Left justify and fill with blanks.  Otherwise, fill with blanks. \\Derived from the ‘W2-EE-SUFFIX’ [IDFDV] Field Identifier.
|73-94|Employee Location Address|Enter the employee's location address (Attention, Suite, Room Number, etc.)  \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LOCN-ADDR’ [IDFDV] Field Identifier.
|95-116|Employee Delivery Address|Enter the employee's delivery address. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-DELIV-ADDR’ [IDFDV] Field Identifier.
|117-138|Employee City|Enter the employee's city. \\Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ [IDFDV] Field Identifier.
|139-140|Employee State Abbreviation|Enter the employee's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-STATE’ [IDFDV] Field Identifier.
|141-145|Employee ZIP Code|Enter the employee's ZIP Code.  \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-ZIP’ [IDFDV] Field Identifier.
|146-149|Employee ZIP Code Extension|Enter the employee's four-digit extension of the ZIP code.  If not applicable, fill with blanks. \\Derived from the ‘W2-EE-ZIP-EXT’ [IDFDV] Field Identifier.
|150-154|Blank|Fill with blanks.  Reserved for SSA use.
|155-177|Foreign State/Province|If applicable, enter the employee's foreign State/Province.  \\Left justify and fill with blanks.  \\Otherwise, fill with blanks.
|178-192|Foreign Postal Code|If applicable, enter the employee's foreign postal code.  \\Left justify and fill with blanks. \\Otherwise, fill with blanks.
|193-194|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.
|195-196|Optional Code|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|197-202|Reporting Period|Enter the last month and four-digit year for the calendar quarter that this report applies to.\\  __Applies to unemployment reporting.__
|203-213|State Quarterly Unemployment Insurance Total Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|225-226|Number of Weeks Worked|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|227-234|Date First Employed|Enter the month, day and four-digit year.\\  __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year.\\  __Applies to unemployment reporting.__
|243-247|Blank|Fill with blanks.  Reserved for SSA use.
|248-267|State Employer Account Number|Enter the employer's State Account Number.\\__Applies to unemployment reporting.__
|268-273|Blank|Fill with blanks.  Reserved for SSA use.
|274-275|State code|Enter the appropriate numeric FIPS code.  \\Derived from the State being reported\\Pennsylvania is code "42".  \\__Applies to income tax reporting.__
|276-286|PA State Taxable Wages|Right justify and zero fill. \\__Applies to income tax reporting.__ \\ Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ [IDFDV] Field Identifiers
|287-297|PA State Income Tax Withheld|Right justify and zero fill. \\__Applies to income tax reporting.__ \\Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ [IDFDV] Field Identifiers
|298-307|Other State Data|Defined by State/local agency. \\ __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.__
|338-412|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
__New for 2018.  This record is no longer required.__

	
!Record Name: Code RF - Final Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RF"
|3-7|Blank|Fill with blanks.  Reserved for SSA use.
|8-16|Number of RW Records|Enter the total number of RW (Employee) Records reported on the entire file.  Right justify and zero fill.
|17-512|Blank|Fill with blanks.  Reserved for SSA use.


!!Philadelphia City
!Philadelphia City Website
For W2 City filing: https://www.revenue.pa.gov/GeneralTaxInformation/Tax%20Types%20and%20Information/EmployerWithholding/Documents/2018_w-2_and_1099_reporting_inst_and_specs.pdf


!Philadelphia City File Procedures
*The Philadelphia City Tax Magnetic Media reporting is reported using the EFW2 format
*Record Codes required are: Code RA, RE, RF, RV

!Philadelphia City Wage Reporting
[RPYEU] must be run with the following report parameters and filters selected to generate the Pennsylvania City file information:\\
__Report Parameters__
|Media Format|State File Format

\\
__Report Filters__
|Select State|Pennsylvania, USA
|Select City|Philadelphia, PA, USA

\\
When RPYEU generates the PHILA Local file, RPYEU will pick up more than one dtx from YTD because Philadelphia has multiple jurisdictions that are for PHILA. 
*RPYEU supports the lexicon X_W2_MEDIA_FORMAT for a value of: \\
   **21 - PA PHILA format

*When RPYEU is run, select the followng report parameters and filters: \\
__Report Parameters__
|Media Format|PA PHILA File Format 

\\
__Report Filters__
|Select City|ALL

\\

To generate the PHILA file, users must select one City or ALL City on the City field. 
#IDGV: US Local Regist 1 must be set up with Registration # to be reported on the Code RS record
#IDGV UDF:  
*W2 State Media Filing = 03, 
*W2 Tax Type Code = C, 
*W2 Taxing Entity = PHILA  


!Philadelphia City Magnetic Media Reporting - EFW2 Format
!Record Name: Code RA - Transmitter Record (Same as Federal Code RA)
||Column||Description||Source
|1-2|Record Identifier|Constant "RA"
|3-11|Submitter’s Employer ID Number (EIN)|Derived from the ‘SUB-ER-EIN’ [IDFDV] Field Identifier (seq 1000).  \\Numeric only.
|12-19|User Identification (User ID)|Required.\\Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
|20-23|Software Vendor Code|Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP).  \\If "99" is entered (Off-the-Shelf Software) in the Software Code field (positions 36-37) enter the Software Vendor Code.  Otherwise fill with blanks.
|24-28|Blank|Fill with blanks.  Reserved for SSA use.
|29|Resub Indicator|Enter "1" if this file is being resubmitted.  Otherwise, enter "0" (zero).
|30-35|Resub Wage File Identifier (WFID)|If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent.  Otherwise, fill with blanks.
|36-37|Software Code|Enter "99" to indicate 'Off-the-Shelf Software'
|38-94|Company Name|Enter the Company Name.  Left justify and fill with blanks
|95-116|Location Address|Enter the company's location address (Attention, Suite, Room Number, etc.)
|117-138|Delivery Address|Enter the company's delivery address (Street or Post Office Box).\\Example: 123 Main Street.\\Left justify and fill with blanks
|139-160|City|Enter the company's city.  Left justify and fill with blanks
|161-162|State Abbreviation|Enter the company's State or commonwealth/territory.  \\Use a postal abbreviation.  For a foreign address, fill with blanks
|163-167|ZIP Code|Enter the company's ZIP code.  For a foreign address, fill with blanks
|168-171|ZIP Code Extension|Enter the company's four-digit extension of the ZIP code.  If not applicable, fill with blanks
|172-176|Blank|Fill with blanks.  Reserved for SSA use.
|177-199|Foreign State/Province|If applicable, enter the company's foreign State/Province.  Left justify and fill with blanks. Otherwise, fill with blanks.
|200-214|Foreign Postal Code|If applicable, enter the company's foreign postal code.  Left justify and fill with blanks. Otherwise, fill with blanks.
|215-216|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.
|217-273|Submitter Name|Required.  Enter the name of the organization's submitter to receive error notification if this file cannot be processed.  Left Justify and fill with blanks. \\ Derived from the ‘SUB-SUBM-NAME’ [IDFDV] Field Identifier (seq 1150).
|274-295|Submitter Location Address|Enter the submitter's location address (Attention, Suite, Room Number, etc.)  \\Left justify and fill with blanks. \\Derived from the ‘SUB-SUBM-LOCN’ [IDFDV] Field Identifier (seq 1160).
|296-317|Submitter Delivery Address|Required.  Enter the submitter's delivery address (Street or Post Office Box).  \\Left justify and fill with blanks.  \\Derived from the ‘SUB-SUBM-DELIV’ [IDFDV] Field Identifier (seq 1170).
|318-339|Submitter City|Required. Enter the submitter's City.  \\Left justify and fill with blanks.  \\Derived from the ‘SUB-SUBM-CITY’ [IDFDV] Field Identifier (seq 1180).
|340-341|Submitter State Abbreviation|Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\  Derived from the ‘SUB-SUBM-STATE’ [IDFDV] Field Identifier (seq 1190).
|342-346|Submitter ZIP Code|Required.  Enter the submitter's ZIP Code.  \\For a foreign address, fill with blanks. \\Derived from the ‘SUB-SUBM-ZIP’ [IDFDV] Field Identifier (seq 1200).
|347-350|Submitter ZIP Code extension|Enter the submitter's four-digit extension of the ZIP code.  If not applicable, fill with blanks.  \\Derived from the ‘SUB-SUBM-ZIP-EXT’ [IDFDV] Field Identifier (seq 1210).
|351-355|Blank|Fill with blanks.  Reserved for SSA use
__IMPORTANT NOTE:__ If using a foreign address, the foreign State/Province (postions 356-378), foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
|356-378|Foreign State/Province|If applicable, enter the submitter's foreign State/Province.  Left justify and fill with blanks.  Otherwise, fill with blanks.
|379-393|Foreign Postal Code|If applicable, enter the submitter's foreign Postal Code.  Left justify and fill with blanks.  Otherwise, fill with blanks.
|394-395|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.
|396-422|Contact Name|Required.  Enter the name of the person to be contacted by SSA concerning processing problems.  \\Left justify and fill with blanks.  \\Derived from the ‘SUB-CONT-NAME’ [IDFDV] Field Identifier (seq 1250).
|423-437|Contact Phone Number|Required.  Enter the contact's phone number with numeric valies only (including area code).  Do not use any special characters.  \\Left justify and fill with blanks.  \\ \\__NOTE:  It is imperative that the contact's telephone number be entered in the appropriate positions.  Failure to include correct and complete submiiter contact information may, in some cases, delay the timely processing of your file.__ \\ \\Derived from the ‘SUB-CONT-TEL’ [IDFDV] Field Identifier (seq 1260).
|438-442|Contact Phone Extension|Enter the contact's telephone extension. \\Left justify and fill with blanks.\\ Derived from the ‘SUB-CONT-TEL-EXT’ [IDFDV] Field Identifier (seq 1270).
|443-445|Blank|Fill with blanks.  Reserved for SSA use.
|446-485|Contact E-mail/Internet|Enter the contact's e-mail/internet address.  \\Derived from the ‘SUB-CONT-EMAIL’ [IDFDV] Field Identifier (seq 1280).
|486-488|Blank|Fill with blanks.  Reserved for SSA use.
|489-498|Contact Fax|If applicable, enter the contact's fax number (including area code).  Otherwise, fill with blanks.  \\Derived from the ‘SUB-CONT-FAX’ [IDFDV] Field Identifier (seq 1290).
|499|Blank|Fill with blanks.  Reserved for SSA use.
|500|Preparer Code|Enter one of the following codes to indicate who prepared this file: \\* A = Accounting Firm \\* L = Self Prepared \\* S = Service Bureau \\* P = Parent Company \\* O = Other.\\ \\If more than one code applies, use the code that best describes who prepared this file.
|501-512 PA|Blank|Fill with blanks.  Reserved for SSA use. 



!Record Name: Code RE - Employer Record (Same as Federal Code RE)
||Column||Description||Source
|1-2|Record Identifier|Constant "RE"
|3-6|Tax year|Required.  Enter the tax year for this report (CCYY).  Derived from the user defined FROM-TO period, converted to CCYY.
|7 PA|Agent Indicator Code|If applicable, enter one of the following codes:\\* 1 = 2678 Agent \\* 2 = Common Paymaster \\* 3 = 3504 Agent\\If more than one code applies, use the one that best describes your status as an agent.\\Otherwise, fill with a blank.
|8-16|Employer/Agent EIN|Required.  Derived from the applicable Federal reporting EIN, from [IDGV] or [IDGR].
|17-25|Agent for EIN|If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent.  Otherwise, fill with blanks.
|26|Terminiating Business Indicator|If this is the last tax year that W-2s will be filed under this EIN, enter "1".  Otherwise, enter 0 (zero).
|27-30|Establishment Number|For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record.  Otherwise, fill with blanks.
|31-39|Other EIN|For this tax year, if you submiited tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN.  Otherwise, fill with blanks.
__IMPORTANT NOTE:__The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
|40-96|Employer Name|Required.  Enter the name associated with the EIN entered in positions 8 - 16. \\Left justify and fill with blanks.  \\Derived from the ‘W2-ER-NAME’ [IDFDV] Field Identifier (seq 2010).
|97-118|Employer Location Address|Enter the employer's location address (Attention, Suite, Room Number, etc.)  \\Left justify and fill with blanks. \\Derived from the ‘W2-ER-LOCN-ADDR’ [IDFDV] Field Identifier (seq 2020).
|119-140|Employer Delivery Address|Enter the employer's delivery address (Street or Post Office Box).  \\Left justify and fill with blanks. \\Derived from the ‘W2-ER-DELIV-ADDR’ [IDFDV] Field Identifier (seq 2030).
|141-162|Employer City|Enter the employer's City.  \\Left justify and fill with blanks.  \\Derived from the ‘W2-ER-CITY’ [IDFDV] Field Identifier (seq 2040).
|163-164|Employer State Abbreviation|Enter the employer's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-ER-STATE’ [IDFDV] Field Identifier (seq 2050).
|165-169|Employer ZIP Code|Enter the employer's ZIP Code.  \\For a foreign address, fill with blanks. \\Derived from the ‘W2-ER-ZIP’ [IDFDV] Field Identifier (seq 2060).
|170-173|Employer ZIP Code Extension|Enter the employer's four-digit extension of the ZIP code.  If not applicable, fill with blanks.  \\Derived from the ‘W2-ER-ZIP-EXT’ [IDFDV] Field Identifier (seq 2070).
|174|Kind of Employer|Required. Enter the appropriate kind of employer: \\* F = Federal Government \\* State/local non-501c \\* T = 501c non-government \\* Y = State/local 501c \\* N = None apply
|175-178|Blank|Fill with blanks.  Reserved for SSA use.
|179-201|Foreign State/Province|If applicable, enter the employer's foreign State/Province.  Left justify and fill with blanks.  Otherwise, fill with blanks.
|202-216|Foreign Postal Code|If applicable, enter the company's foreign postal code.  Left justify and fill with blanks. Otherwise, fill with blanks.
|217-218|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.
|219|Employment Code|Required.  Enter the appropriate employment code: \\* A = Agriculture (Form 943)\\* H = Household (Schedule H)\\* M = Military (Form 941) \\* Q = Medicare Qualified Government Employment (Form 941)\\* X = Railroad (CT-1) \\* F = Regular (Form 944)\\* R = Regular, all others (Form 941)
|220|Tax Jurisdiction Code|Required.  Enter the code that identifies the type of income tax withheld from the employee's earnings: \\* Blank (W-2) \\* V = Virgin Islands (W-2VI) \\* G = Guam (W-2GU) \\* S = American Samoa (W-2AS) \\* N = Northern Mariana Islands (W-2CM) \\* P = Puerto Rico (W-2PR/499R-2)
|221|Third Party Sick Pay Indicator|Enter "1" for a sick pay indicator.  Otherwise, enter "0" (zero).
|222-248|Employer Contact Name|Enter the name of the employer's contact. \\Left justify and fill with blanks.
|249-263|Employer Contact Phone Number|Enter the employer's contact telephone number with __numeric values only__ (including area code).  Do not use any special characters.\\Left justify and fill with blanks.
|264-268|Employer Contact Phone Extension|Enter the employer's contact telephone extension with __numeric values only__.  Do not use any special characters.\\Left justify and fill with blanks.
|269-278|Employer Contact Fax Number|If applicable, enter the employer's contact fax number with __numeric values only__ (including area code).  Do not use any special characters.\\Otherwise, fill with blanks. \\ __For US and US Territories only.__
|279-318|Employer Contact E-Mail/Internet|Enter the employer's contact e-mail/internet address.  
|319-512 PA|Blank|Fill with blanks.  Reserved for SSA use.


!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|Required.  Enter the employee's SSN. \\If an invalid SSN is encountered, this field is filled with zeros.  \\Derived from the ‘W2-EE-SSN’ (seq 2500) [IDFDV] Field Identifier.
|12-26|Employee First Name|Required.  Enter the employee's first name.  \\Left justify and fill with blanks.  \\Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) [IDFDV] Field Identifier.
|27-41|Employee Middle Name or Initial|If applicable, enter the employee's middle name or initial.  \\Left Justify and fill with blanks.  Otherwise, fill with blanks.  \\Derived from the ‘W2-EE-MIDDLE’ (seq 2520) [IDFDV] Field Identifier.
|42-61|Employee Last Name|Required.  Enter the employee's last name.  \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) [IDFDV] Field Identifier.
|62-65|Employee Suffix|If applicable, enter the employee's alphabetic suffix. \\ Left justify and fill with blanks.  Otherwise, fill with blanks. \\Derived from the ‘W2-EE-SUFFIX’ (seq 2540) [IDFDV] Field Identifier.
|66-87|Employee Location Address|Enter the employee's location address (Attention, Suite, Room Number, etc.)  \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) [IDFDV] Field Identifier.
|88-109|Employee Delivery Address|Enter the employee's delivery address (Street or Post Office Box). \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) [IDFDV] Field Identifier.
|110-131|Employee City|Enter the employee's City. \\Left justify and fill with blanks.  \\Derived from the ‘W2-EE-CITY’ (seq 2620) [IDFDV] Field Identifier.
|132-133|Employee State Abbreviation|Enter the employee's State or commonwealth/territory.  For a foreign address, fill with blanks.  \\Derived from the ‘W2-EE-STATE’ (seq 2630) [IDFDV] Field Identifier.
|134-138|Employee ZIP Code|Enter the employee's ZIP code.  For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-ZIP’ (seq 2640) [IDFDV] Field Identifier.
|139-142|Employee ZIP Code Extension|Enter the employee's four-digit ZIP code extension.  If not applicable, fill with blanks. \\Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) [IDFDV] Field Identifier.
|143-147|Blank|Fill with blanks.  Reserved for SSA use.
|148-170|Employee Foreign State/Province|If applicable, enter the employee's foreign State/Province. \\ Left justify and fill with blanks. \\Derived from the ‘W2-EE-F-STATE’ (seq 2660) [IDFDV] Field Identifier.
|171-185|Employee Foreign Postal Code|If applicable, enter the employee's foreign postal code.  \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) [IDFDV] Field Identifier.
|186-187|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 the ‘W2-EE-COUNTRY’ (seq 2680) [IDFDV] Field Identifier.
|188-198|Wages, Tips and Other Compensation|No negative amounts. \\ Right justify and zero fill.  \\ \\__Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.__  \\Derived from the ‘W2-FIT-WAGE’ (seq 3000) [IDFDV] Field Identifier.
|199-209|Federal Income Tax Withheld|No negative amounts.  \\Right justify and zero fill. \\Derived from the ‘W2-FIT-TAX’ (seq 3010) [IDFDV] Field Identifier.
|210-220|Social Security Wages|No negative amounts.  \\Right justify and zero fill. \\Derived from the ‘W2-SSN-WAGE’ (seq 3020) [IDFDV] Field Identifier.
|221-231|Social Security Tax Withheld|No negative amounts. \\ Right justify and zero fill. \\Derived from the ‘W2-SSN-TAX’ (seq 3030) [IDFDV] Field Identifier.
|232-242|Medicare Wages and Tips|No negative amounts.  \\Right justify and zero fill. \\Derived from the ‘W2-MEDI-WAGE’ (seq 3040) [IDFDV] Field Identifier.
|243-253|Medicare Tax Withheld|No negative amounts. \\ Right justify and zero fill. \\Derived from the ‘W2-MEDI-TAX’ (seq 3050) [IDFDV] Field Identifier.
|254-264|Social Security Tips|No negative amounts. \\ Right justify and zero fill. \\Derived from the ‘W2-SSN-TIP’ (seq 3060) [IDFDV] Field Identifier.
|265-275|Blank|Reserved for SSA use.
|276-286|Dependent Care Benefits|No negative amounts.  \\Right justify and zero fill. \\Derived from the ‘W2-DEP-CARE’ (seq 3090) [IDFDV] Field Identifier.
|287-297|Deferred Compensation Contributions to Section 401(k) (Code D)|No negative amounts.  \\Right justify and zero fill. \\ __Does not apply to Puerto Rico.__ \\Derived from the ‘W2-CODE-D’ (seq 4030) [IDFDV] Field Identifier.
|298-308|Deferred Compensation Contributions to Section 403(b) (Code E)|No negative amounts.  \\Right justify and zero fill. \\ __Does not apply to Puerto Rico.__  \\Derived from the ‘W2-CODE-E’ (seq 4040) [IDFDV] Field Identifier.
|309-319|Deferred Compensation Contributions to Section 408(k)(6) (Code F)|No negative amounts. \\ Right justify and zero fill. \\ __Does not apply to Puerto Rico.__  \\Derived from the ‘W2-CODE-F’ (seq 4050) [IDFDV] Field Identifier.
|320-330|Deferred Compensation Contributions to Section 457(b) (Code G)|No negative amounts. \\ Right justify and zero fill. \\ __Does not apply to Puerto Rico.__  \\Derived from the ‘W2-CODE-G’ (seq 4060) [IDFDV] Field Identifier.
|331-341|Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H)|No negative amounts. \\ Right justify and zero fill. \\ __Does not apply to Puerto Rico employees.__ \\Derived from the ‘W2-CODE-H’ (seq 4070) [IDFDV] Field Identifier.
|342-352|Blank|Reserved for SSA use.
|353-363|Non-qualified Plan Section 457 Distributions or Contributions|No negative amounts. \\ Right justify and zero fill.\\  __Does not apply to Puerto Rico.__  \\Derived from the ‘W2-NQUAL-457’ (seq 3102) [IDFDV] Field Identifier.
|364-374|Employer Contributions to a Health Savings Account (Code W)|No negative amounts. \\ Right justify and zero fill. \\ __Does not apply to Puerto Rico or Noerthern Mariana Islands employees.__  \\Derived from the ‘W2-CODE-W’ (seq 4190) [IDFDV] Field Identifier.
|375-385|Non-qualified Plan Not section 457 Distributions or Contributions|No negative amounts. \\ Right justify and zero fill. \\Derived from the ‘W2-NQUAL-N457’ (seq 3104) [IDFDV] Field Identifier.
|386-396|Nontaxable Combat Pay (Code Q)|No negative amounts. \\ Right justify and zero fill. \\ __Does not apply to Puerto Rico or Northern Mariana Islands employees.__  
|397-407|Blank|Fill with blanks.  Reserved for SSA use.
|408-418|Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C)|No negative amounts.  \\Right justify and zero fill. \\ __Does not apply to Puerto Rico.__ \\Derived from the ‘W2-CODE-C’ (seq 4020) [IDFDV] Field Identifier.
|419-429|Income from the Exercise of Non-Statutory Stock Options (Code V)|No negative amounts.  \\Right justify and zero fill. \\ __Does not apply to Puerto Rico.__  \\Derived from the ‘W2-CODE-V’ (seq 4180) [IDFDV] Field Identifier.
|430-440|Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y)|No negative amounts. \\ Right justify and zero fill. \\ __Does not apply to Puerto Rico or Northern Mariana Islands employees.__ 
|441-451|Designated Roth Contributions to a Section 401 (k) Plan (Code AA)|No negative amounts. \\ Right justify and zero fill. \\ __Does not apply to Puerto Rico employees.__
|452-462|Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB)|No negative amounts.  \\Right justify and zero fill. \\ __Does not apply to Puerto Rico employees.__
|463-473|Cost of Employer-Sponsored Health Coverage (Code DD)|No negative amounts.  \\Right justify and zero fill. \\ __Does not apply to Puerto Rico or Northern Mariana Islands employees.__  
|474-484|Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)|No negative amounts. \\ Right justify and zero fill.
|485|Blank|Fill with blanks.  Reserved for SSA use.
|486|Statutory Employee Indicator|Enter "1" for statutory employee.  Otherwise, enter "0" (zero).  \\Derived from the ‘W2-STAT-EE’ (seq 6000) [IDFDV] Field Identifier.
|487|Blank|Fill with blanks.  Reserved for SSA use.
|488|Retirement Plan Indicator|Enter "1" for a sick pay indicator.  Otherwise, enter "0" (zero).  \\ Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) [IDFDV] Field Identifier.
|489|Third-Party Sick Pay Indicator|Enter "1" for a retirement plan.  Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) [IDFDV] Field Identifier.
|490-512|Blank|Fill with blanks.  Reserved for SSA use.


!Record Name: Code RS – Philadelphia City Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS postal __numeric__ code.  \\Pennsylvania numeric code is "42".  \\Derived from the State being reported.
|5-9|Taxing Entity Code|Defined by State/local agency.
|10-18|Social Security Number|Enter the employee's SSN.  __If no SSN is available, enter zeros.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|19-33|Employee First Name|Enter the employee's first name, as shown on the SSN card. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-FIRST-NAME’ [IDFDV] Field Identifier.
|34-48|Employee Middle Name or Initial|If applicable, enter the employee's middle name or initial, as shown on the SSN card. \\Left justify and fill with blanks.  Otherwise, fill with blanks. \\Derived from the ‘W2-EE-MIDDLE’ [IDFDV] Field Identifier.
|49-68|Employee Last Name|Enter the employee's last name, as shown on the SSN card. \\Left justify and fill with blanks. \\ Derived from the ‘W2-EE-LAST-NAME’ [IDFDV] Field Identifier.
|69-72|Employee Suffix|If applicable, enter the employee's alphabetic suffix. \\Left justify and fill with blanks.  Otherwise, fill with blanks. \\Derived from the ‘W2-EE-SUFFIX’ [IDFDV] Field Identifier.
|73-94|Employee Location Address|Enter the employee's location address (Attention, Suite, Room Number, etc.)  \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LOCN-ADDR’ [IDFDV] Field Identifier.
|95-116|Employee Delivery Address|Enter the employee's delivery address. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-DELIV-ADDR’ [IDFDV] Field Identifier.
|117-138|Employee City|Enter the employee's city. \\Left justify and fill with blanks. \\ Derived from the 'W2-EE-CITY’ [IDFDV] Field Identifier.
|139-140|Employee State Abbreviation|Enter the employee's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-STATE’ [IDFDV] Field Identifier.
|141-145|Employee ZIP Code|Enter the employee's ZIP Code.  \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-ZIP’ [IDFDV] Field Identifier.
|146-149|Employee ZIP Code Extension|Enter the employee's four-digit extension of the ZIP code.  If not applicable, fill with blanks. \\Derived from the ‘W2-EE-ZIP-EXT’ [IDFDV] Field Identifier.
|150-154|Blank|Fill with blanks.  Reserved for SSA use.
|155-177|Foreign State/Province|If applicable, enter the employee's foreign State/Province.  \\Left justify and fill with blanks.  Otherwise, fill with blanks.
|178-192|Foreign Postal Code|If applicable, enter the employee's foreign postal code.  \\Left justify and fill with blanks. Otherwise, fill with blanks.
|193-194|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.

;Locations 195 to 267:Apply to Quarterly Unemployment Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.\\Please read document [Tax Reporting - US General] for detail for quarterly reporting.

|195-196|Optional Code|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|197-202|Reporting Period|Enter the last month and four-digit year for the calendar quarter that this report applies. \\ __Applies to unemployment reporting.__
|203-213|State Quarterly Unemployment Insurance Total Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|225-226|Number of Weeks Worked|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|227-234|Date First Employed|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|243-247|Blank|Fill with blanks.  Reserved for SSA use.
|248-267|State Employer Account Number|Enter the State's Employer Account Number.  \\__Applies to unemployment reporting.__
|268-273|Blank|Fill with blanks.  Reserved for SSA use.

;Locations 274 to 337:Apply to Income Tax Reporting\\   \\If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.

|274-275|State code|Enter the appropriate numeric FIPS code.  \\Derived from the State being reported\\Pennsylvania is code "42".  \\__Applies to income tax reporting.__
|276-286|PA State Taxable Wages|Right justify and zero fill. \\__Applies to income tax reporting.__ \\ Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ [IDFDV] Field Identifiers
|287-297|PA State Income Tax Withheld|Right justify and zero fill. \\__Applies to income tax reporting.__ \\Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ [IDFDV] Field Identifiers
|298-307|Other State Data|Defined by State/local agency. \\ __Applies to income tax reporting.__
|308|Tax Type Code|Enter the appropriate code for entries in fields 309-330: \\* C = City Income Tac \\* 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.__
|338-412|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.


!!State Quarterly UI Wage Reporting - ICESA Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Pennsylvania City file information: \\
__Report Parameters__
|Annual Form Code|Use the annually provided form code, such as HL$US-W2-YYYY. The Variables need to be entered on this form code for specific use in the installation.
|Quarterly Form Code|Must be defined in order to produce the UI file in the [ICESA] format.
|Period Type|Select Quarter
|Period End Date|Enter the quarter end date, such as 30-Jun-YYYY
|Media Format|State SUI File Format
|Directory Name|Must be defined or an output file will not be generated.
|Media File Name|Must be defined or an output file will not be generated.
\\
__Report Filters__
|Select State|Pennsylvania, USA



!!Quarterly UI Wage Magnetic Media Reporting - ICESA Format
__NOTE:__ The following ‘Not Required’ fields may or may not always contain blanks.
__NOTE:__ Columns marked with  PA  indicates it is a Pennsylvania specific requirement which is not the standard record format.%%

!Record Name: Code A - Transmitter Record 	
||Column||Description||Source
|1-1|Record Identifier|Constant ‘A’
|2-5|Payment Year|Enter the year this report is being prepared for.  Derived from the user defined FROM-TO period, converted to YYYY
|6-14|Transmitter’s Federal Identification Number|Enter the tranmitter's FEIN.  Only numeric characters.  Omit hyphens, prefixes and suffixes.  \\Derived from the ‘TRAN EIN’ (seq 1010) [IDFDV] Field Identifier.
|15-18|Taxing Entity Code|Constant ‘UTAX’
|19-23|Blank|Fill with blanks.
|24-73|Transmitter Name|Enter the name of the organization submitting the file.  \\Derived from the ‘TRAN NAME’ (seq 1030) [IDFDV] Field Identifier.
|74-113|Transmitter Street Address|Enter the street address of the organization submitting the file.  \\Derived from the ‘TRAN ADDRESS’ (seq 1040) [IDFDV] Field Identifier.
|114-138|Transmitter City|Enter the City of the organization submitting the file.  \\Derived from the ‘TRAN CITY’ (seq 1050) [IDFDV] Field Identifier.
|139-140|Transmitter State|Enter the standard two-character FIPS postal abbreviation of the organization submitting the file. \\Derived from the ‘TRAN STATE’ (seq 1060) [IDFDV] Field Identifier.
|141-153|Report Type|Enter 'ORIGINAL' or 'AMENDED'
|154-158|Transmitter ZIP Code|Enter blanks
|159-163|Transmitter ZIP Code Extension|Enter blanks
|164-193|Transmitter Contact Title|Enter the title of the individual from the transmitter's organization that is responsible for the accuracy and completness of the file. \\Derived from the ‘TRAN CONTACT’ (seq 1090) [IDFDV] Field Identifier.
|194-203|Transmitter Contact Telephone Number|Enter the telephone number where the transmitter contact can be contacted.  \\Derived from the ‘TRAN CONTACT PHONE’(seq 1100) [IDFDV] Field Identifier.
|204-207|Telephone Extension|Enter the telephone extension for the transmitter's contact telephone number.  \\Derived from the ‘TRAN CONTACT EXTN’ (seq 1110) [IDFDV] Field Identifier.
|208-213 PA|Transmitter Authorization Number|Enter blanks.
|214-248 PA|Not Required|
|249-275 PA|Transmitter Contact Person|Enter the name of the individual from the transmitter's organization that is responsible for the accuracy and completness of the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’ (seq 1090)

!Record Name: Code B - Authorization Record (Optional record, not read by PA)
||Column||Description||Source
|1-1|Record Identifier|Constant ‘B’
|2-5|Payment Year|Enter the year this report is being prepared for
|6-14|Transmitter’s Federal EIN|Enter only numeric characters.  \\Derived from the BASIC EIN (seq 2010) [IDFDV] Field Identifier.
|15-22|Computer|Enter the manufacturer’s name.  \\Derived from the ‘BASIC COMPUTER’ (seq 2020) [IDFDV] Field Identifier.
|23-24|Internal Label|‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette.  \\Derived from the ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters) [IDFDV] Field Identifier.
|25-25|Blank|Enter blanks
|26-27|Density|Enter ‘16’, ‘62’, ‘38’, or blank for diskette.  \\Derived from the ‘BASIC DENSITY’ (seq 2110) [IDFDV] Field Identifier.
|28-30|Recording Code (Character Set)|Enter “EBC’, or ‘ASC’.  \\Always ‘ASC’ for diskette.  \\Derived from the ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters) [IDFDV] Field Identifier.
|31-32|Number of Tracks|Enter ‘09’, or ‘18’, or blanks for diskette.  \\Derived from the ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character) [IDFDV] Field Identifier.
|33-34|Blocking Factor|Enter the blocking factor of the file.  Not to exceed 85. \\Enter blanks for diskette.  \\Derived from the ‘BLOCKING FACTOR’ (seq 3050) [IDFDV] Field Identifier.
|35-38|Taxing Entity Code|Constant ‘UTAX’
|39-96|Blank|Enter blanks
|97-146	PA|Individual Name|Enter Blanks
|147-190|Organization Name|Enter the name of the organization who the media should be returned to.  \\Derived from the ‘BASIC NAME’ (seq 2040) [IDFDV] Field Identifier.
|191-225|Street Address|Enter the street address of the organization who the media should be returned to.  \\Derived from the ‘BASIC ADDRESS’ (seq 2050) [IDFDV] Field Identifier.
|226-245|City|Enter the City of the organization who the media should be returned to.  \\Derived from the ‘BASIC CITY’ (seq 2060) [IDFDV] Field Identifier.
|246-247|State|Enter the standard two-character FIPS postal abbreviation.  \\Derived from the ‘BASIC STATE’ (seq 2070) [IDFDV] Field Identifier.
|248-252|Blank|Enter blanks
|253-257|ZIP Code|Enter a valid ZIP code.  \\Derived from the ‘BASIC ZIP CODE’ (seq 2090) [IDFDV] Field Identifier.
|258-262|ZIP Code extension|Enter the four-digit extension of ZIP code, including the hyphen, in position 258.  \\Derived from the ‘BASIC ZIP EXTN’ (seq 2080) [IDFDV] Field Identifier.\\   \\Clients must include the hyphen (‘-‘) when defining the [IDFDV] Seq 2080
|263-275|Blank|Enter blanks

!Record Name: Code E - Employer Record 	
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Reporting Year|Enter the year the report is being prepared for
|6-14|Federal Identification Number (FEIN)|Enter the tranmitter's FEIN.  Only numeric characters.  Omit hyphens, prefixes and suffixes. 
|15-23|Blank|Enter 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.
|74-113|Employer Street Address|Enter the street address of the employer's mailing address.  \\Derived from the Entity Location.
|114-138|Employer City|Enter the City of the employer's mailing address.  \\Derived from the Entity Location
|139-140|Employer State|Enter the appropriate FIPS postal __numeric__ code.  \\Pennsylvania numeric code is "42".  \\Derived from the Entity Location
|141-166|Blank|Enter blanks
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Code|Enter the appropriate FIPS postal __numeric__ code.  \\Pennsylvania numeric code is "42".
|173-181|State Unemployment Compensation Account Number|Enter the UC employer account number, without spaces or hyphens, no R or M indicators and no check digits.  Do not drop the leading zero, if applicable. \\ Left justify and right fill with spaces.  \\Derived from the IDGV State SUI Registration.
|182-187|Blank|Enter blanks
|188-189|Reporting Period|Enter the last month of the calendar quarter the report applies to.  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’ employee records.  \\Enter ‘1’ to indicate that the E record will be followed by ‘S’ employee records.
|191-275 PA|Not required|Enter blanks


!Record Name: Code S – Employee Wage Record 
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s full nine-digit SSN. Do not drop the leading zeros. \\If not known, enter blanks.  
|11-30|Employee Last Name|Enter the employee's last name.
|31-42|Employee First Name|Enter the employee's first name.
|43-43|Employee Middle Initial|Enter the employee's middle initial.  Leave blank if no middle initial
|44-45|State Code|Enter the appropriate FIPS postal __numeric__ code.  \\Pennsylvania numeric code is "42".
|46-49 PA|Reporting Quarter and Year|Enter the last month and year for the calendar quarter that this wage report applies to (in MMYY format).  
|50-63 PA|State QTR Total Gross Wages|Enter zeros
|64-77|State QTR Unemployment Compensation Total Wages|Enter the quarterly gross wages paid.  Include all tip income.  \\Derived from 7200 [IDFDV] Field Identifier.
|78-91|State QTR Unemployment Compensation Excess Wages|Enter zeros
|92-105|State QTR Unemployment Compensation Taxable Wages|Enter quarterly taxable wages.
|106-120|Quarterly State disability Insurance Taxable Wages|Enter zeros
|121-129|State QTR Tip Wages|Enter zeros
|130-131|Number of Weeks Worked|Enter the number of weeks in the reporting period in which $116 or more was earned, regardless of when paid.  Valid values are 0 through 14 only.  \\Derived from 3080 [IDFDV] Field Identifier.\\   \\This can either be ‘plugged’ as a constant, be picked up from a pay component that is previously populated by a UserCalc. \\ If left null, the the system will compute the value.
|132-134|Number of Hours Worked|Enter blanks
|135-138|Date First Employed|Enter blanks
|139-142|Date of Separation|Enter blanks
|143-146|Taxing Entity Code|Constant ‘UTAX’.
|147-155|State Unemployment Compensation Account Number|Enter the UC employer account number, without spaces or hyphens, no R or M indicators and no check digits.  Do not drop the leading zero, if applicable. \\ Left justify and right fill with spaces. \\Derived from the SUI Registration Number defined on [IDGV].
|156-161|Blank|Enter blanks
|162-275 PA|Not required|

!Record Name: Code T - Total Record	
||Column||Description||Source
|1|Record Identifier|Constant ‘T’
|2-8|Total Number of Employees|Enter the total number of ‘S’ records reported since the last ‘E’ record
|9-12|Taxing Entity Code|Constant ‘UTAX’
|13-26 PA|Not required|Enter zeros
|27-40|State QTR Unemployment Compensation Total Wages for Employer|Enter the quarterly gross wages subject to State unemployment tax.  Include all tip income.  \\ \\The total of this field on all ‘S’ records since the last ‘E’ record for original file.
|41-54 PA|Not required|Enter zeros
|55-68|State QTR Unemployment Compensation Taxable Wages for Employer|Enter quarterly taxable wages subject to Unemployment taxes. 
|69-81|Not required|Enter zeros
|82-87|Not required|Enter blanks
|88-144|Not required|Enter zeros
|145-148|Not required|Enter blanks
|149-159|Employer Contribution Amount|Enter employer contributions due
|160-163 PA|Not required|Enter blanks
|164-174|QTR Employee Withholding Amount|Enter employee withholding due
|175-226 PA|Not required|Enter zeros
|227-233|Month 1 Employment for Employer|Original Report Type - Enter blanks.  \\ \\Amended Report Type - Enter number of covered employees who worked or received pay for the pat period inclusing the 12th day of the 1st month of the reporting period.
|234-240|Month 2 Employment for Employer|Original Report Type - Enter blanks.  \\ \\Amended Report Type - Enter number of covered employees who worked or received pay for the pat period inclusing the 12th day of the 2nd month of the reporting period.
|241-247|Month 3 Employment for Employer|Original Report Type - Enter blanks.  \\ \\Amended Report Type - Enter number of covered employees who worked or received pay for the pat period inclusing the 12th day of the 3rd month of the reporting period.
|248-275|Not required|Enter blanks


!Record Name: Code F - Final Record	
||Column||Description||Source
|1|Record Identifier|Constant ‘F’
|2-11|Total Number of Employees in File|Enter the total number of ‘S’ records in the entire file
|12-21|Total Number of Employers in File|Enter the total number of ‘E’ records in the entire file
|22-25|Taxing Entity Code|Constant ‘UTAX’
|26-115 PA|Not required|Enter zeros
|116-275|Not required|Enter blanks
 
 
 
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![Notes|Edit:Internal.Tax Reporting -   PA]
[{InsertPage page='Internal.Tax Reporting -   PA' default='Click to create a new notes page'}]