Tax Reporting - PA

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#

IDGV - State SUI Registration#

IDGV - Local Registration#

To report the Philadelphia City file:
W2 STATE MEDIA FILINGEnter '03' to generate City tax information in the Local File format
W2 TAX TYPE CODEEnter 'C' for City Tax
W2 TAXING ENTITYEnter '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:

SeqIdentifierDescriptionLevelO/R PromptField SourceField Variable
8500W2-CITY-NAMECity NameLocal20-CITY NAMEDB columnDTX.JURISDICTION_NAME
8510W2-CI-WAGE-HOMELocal Wage, Home cityLocal18-HOME CITY WAGEElementW2-CI-WAGE-RES
8520W2-CI-WAGE-WORKLocal Wage, Work cityLocal18-WORK CITY WAGEElementW2-CI-WAGE-WORK
8530W2-CI-TAX-HOMELocal Tax, Home cityLocal19-HOME CITY TAXElementW2-CI-TAX-RES
8540W2-CI-TAX-WORKLocal Tax, Work cityLocal19-WORK CITY TAXElementW2-CI-TAX-WORK
Note that all other columns are pre-defined in IDFD and can not be altered on the IDFDV form.

State File Procedures#

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:

RPYEU Report Parameters

Annual Form CodeUse standard form code, such as 'HL$US-W2-YYYY'
Period TypeMandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period.
Media FormatMandatory. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File NameMandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Pennsylvania, USA

State Media Magnetic Media Reporting - EFW2 File Format#

Record Name: Code RA – Transmitter Record (Required)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RA - Submitter Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter 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.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub 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.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf 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.
217-273Submitter NameRequired.
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).
274-295Submitter Location AddressEnter 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).
296-317Submitter Delivery AddressRequired.
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).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
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).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter 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).
351-355BlankFill 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.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf 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.
396-422Contact NameRequired.
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).
423-437Contact Phone NumberRequired.
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).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf 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).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter 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.
501-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RE – Employer Record (Required)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf 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.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "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.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor 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.
31-39Other EINFor this tax year, if you submitted 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.
40-96Employer NameRequired.
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).
97-118Employer Location AddressEnter 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).
119-140Employer Delivery AddressEnter 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).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter 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).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter 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).
174Kind of EmployerRequired.
Enter the appropriate kind of employer:

* F = Federal Government
* State/local non-501c
* T = 501c non-government
* Y = State/local 501c
* N = None apply

NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf 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.
219Employment CodeRequired.
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).
NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers.
220Tax Jurisdiction CodeRequired.
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)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter 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.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf 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
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RS - State Record#

NOTE: Positions 1- 247 and 268-337 follow SSA requirements. All other positions are State of Pennsylvania specific

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State CodeEnter the appropriate postal numeric code.
Derived from the State being reported.
5-9Taxing Entity CodeDefined by State/local agency.
10-18Social Security NumberEnter the employee's SSN. If no SSN is available, fill with zeros.
Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
19-33Employee First NameEnter the employee's first name. Left justify and fill with blanks.
Derived from IDFDV W2-EE-FIRST-NAME Field Identifier
34-48Employee Middle Name or InitialEnter the employee's middle name or initial, if applicable. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68Employee Last NameEnter the employee's last name. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72Employee SuffixEnter the employee's alphabetical suffix, if applicable. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94Employee Location AddressEnter the employee's location address. Include suite, room number, etc. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116Employee Delivery AddressEnter the employee's delivery address. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138Employee CityEnter the employee's city. Left justify and fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140Employee State AbbreviationEnter the employee's State postal abbreviation. Left justify and fill with blanks. For a foreign address, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145Employee ZIP CodeEnter the employee's zip code. For a foreign address, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149Employee ZIP Code ExtensionEnter the employee's four-digit zip code extension. If not applicable, fill with blanks.
Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-154BlankFill with blanks. Reserved for SSA use.
155-177Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
178-192Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
193-194Country CodeIf 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 the document Tax Reporting - US General for details on quarterly reporting.

195-196Optional CodeDefined by State/local agency.
Applies to unemployment reporting.
197-202Reporting PeriodEnter the last month and four-digit year for the calendar quarter that this report applies.
Applies to unemployment reporting.
203-213State Quarterly Unemployment Insurance Total WagesRight justify and zero fill.
Applies to unemployment reporting.
214-224State Quarterly Unemployment Insurance Total Taxable WagesRight justify and zero fill.
Applies to unemployment reporting.
225-226Number of Weeks WorkedDefined by State/local agency.
Applies to unemployment reporting.
227-234Date First EmployedEnter the month, day and four-digit year.
Applies to unemployment reporting.
235-242Date of SeparationEnter the month, day and four-digit year.
Applies to unemployment reporting.
243-247BlankFill with blanks. Reserved for SSA use.
248-255 PA Employer Withholding Account NumberEnter 8-digit employer withholding account number
256-267Blank
268-273BlankFill 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.

274-275State codeEnter the appropriate postal numeric code.
Derived from the State being reported.
Applies to income tax reporting.
276-286State Taxable WagesRight justify and zero fill.
Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
287-297State Income Tax WithheldRight justify and zero fill.
Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
298-307Other State DataDefined by State/local agency.
Applies to income tax reporting.
308Tax Type CodeEnter 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.
309-319Local Taxable WagesTo be defined by State/local agency.
Applies to income tax reporting.
320-330Local Income Tax WithheldTo be defined by State/local agency.
Applies to income tax reporting.
331-337State Control NumberOptional.
Applies to income tax reporting.
338-346 PAIndividual Taxpayer Identification Number (ITIN)Enter the employee's ITIN as shown on the card issued by SSA.
347-512 PABlankFill with blanks. Reserved for SSA use.

Record Name: Code RV - State Total Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RV"
3-4State CodeMust be "42" for PA State Wages and Withholding
5-8Tax YearRequired. Enter the tax year being reported.
9-16PA 8 digit Account NumberRequired. Enter the PA 8-digit Account Number.
17-25Employer EINRequired
26-32Number of RS RecordsRequired. Enter the total Number of RS Records when State Code equals '42'
33-47Total PA Taxable WagesRequired. Enter the total of PA Taxable Wages when State Code equals '42'
48-62Total PA Taxable WithheldRequired. Enter the total of PA Taxable Withheld when State Code equals '42'
63-512BlankFill with blanks. Reserved for PADOR use



Record Name: Code RF - Final Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-475BlankFill with blanks. Reserved for SSA use.
476-482Number of RS records when State Code equals '42'Required
483-497Total PA Taxable Wages of RS records when State Code equals '42'Required
498-512Total PA Taxable Withheld of RS records when State Code equals '42'Required

Philadelphia City File Procedures#

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#

Philadelphia City Wage Reporting#

RPYEU must be run with the following report parameters and filters defined to generate the Pennsylvania City file information:

RPYEU Report Parameters
Media Format:State File Format

RPYEU 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"

RPYEU Report Parameters
Media Format: PA PHILA File Format

RPYEU Report Filters
Select City: All


To generate the PHILA file, users must select one City or ALL Cities on the City field.

  1. IDGV: US Local Regist 1 must be set up with Registration # to be reported on the Code RS record
  2. IDGV UDF:



Philadelphia City Magnetic Media Reporting - EFW2 Format#

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

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RA - Submitter Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter 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.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub 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.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf 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.
217-273Submitter NameRequired.
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).
274-295Submitter Location AddressEnter 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).
296-317Submitter Delivery AddressRequired.
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).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
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).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter 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).
351-355BlankFill 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.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf 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.
396-422Contact NameRequired.
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).
423-437Contact Phone NumberRequired.
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).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf 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).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter 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.
501-512BlankFill with blanks. Reserved for SSA use.

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

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf 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.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "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.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor 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.
31-39Other EINFor this tax year, if you submitted 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.
40-96Employer NameRequired.
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).
97-118Employer Location AddressEnter 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).
119-140Employer Delivery AddressEnter 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).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter 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).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter 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).
174Kind of EmployerRequired.
Enter the appropriate kind of employer:

* F = Federal Government
* State/local non-501c
* T = 501c non-government
* Y = State/local 501c
* N = None apply

NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf 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.
219Employment CodeRequired.
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).
NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers.
220Tax Jurisdiction CodeRequired.
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)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter 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.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf 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
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill with blanks. Reserved for SSA use.

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

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RW - Employee Wage Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberRequired.
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.
12-26Employee First NameRequired.
Enter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier.
27-41Employee Middle Name or InitialIf 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.
42-61Employee Last NameRequired.
Enter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier.
62-65Employee SuffixIf 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.
66-87Employee Location AddressEnter 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.
88-109Employee Delivery AddressEnter 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.
110-131Employee CityEnter the employee's City.
Left justify and fill with blanks.
Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier.
132-133Employee State AbbreviationEnter 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.
134-138Employee ZIP CodeEnter the employee's ZIP code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier.
139-142Employee ZIP Code ExtensionEnter 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.
143-147BlankFill with blanks. Reserved for SSA use.
148-170Employee Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier.
171-185Employee Foreign Postal CodeIf 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.
186-187Employee Country CodeIf 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.
188-198Wages, Tips and Other CompensationNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
199-209Federal Income Tax WithheldNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
210-220Social Security WagesZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros.

The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier.
221-231Social Security Tax WithheldZero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'.

If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier.
232-242Medicare Wages and TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier.
243-253Medicare Tax WithheldZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier.
254-264Social Security TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier.
265-275BlankFill with blanks. Reserved for SSA use.
276-286Dependent Care BenefitsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
287-297Deferred Compensation Contributions to Section 401(k) (Code D)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
298-308Deferred Compensation Contributions to Section 403(b) (Code E)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
309-319Deferred Compensation Contributions to Section 408(k)(6) (Code F)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
320-330Deferred Compensation Contributions to Section 457(b) (Code G)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
331-341Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
342-352BlankFill with blanks. Reserved for SSA use.
353-363Nonqualified Plan Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
364-374Employer Contributions to a Health Savings Account (Code W)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
375-385Nonqualified Plan Not Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
386-396Nontaxable Combat Pay (Code Q)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
397-407BlankFill with blanks. Reserved for SSA use.
408-418Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
419-429Income from the Exercise of Non-Statutory Stock Options (Code V)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
430-440Deferrals 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.
441-451Designated 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.
452-462Designated 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.
463-473Cost 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.
474-484Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)No negative amounts.
Right justify and zero fill.
485BlankFill with blanks. Reserved for SSA use.
486Statutory Employee IndicatorEnter "1" for statutory employee. Otherwise, enter "0" (zero).
Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier.
487BlankFill with blanks. Reserved for SSA use.
488Retirement Plan IndicatorEnter "1" for a retirement plan. Otherwise, enter "0" (zero).
Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier.
489Third-Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier.
490-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RS – Philadelphia City Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State CodeEnter the appropriate FIPS postal numeric code.
Pennsylvania numeric code is "42".
Derived from the State being reported.
5-9Taxing Entity CodeDefined by State/local agency.
10-18Social Security NumberEnter the employee's SSN. If no SSN is available, fill with zeros.
Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
19-33Employee First NameEnter 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.
34-48Employee Middle Name or InitialIf 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.
49-68Employee Last NameEnter 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.
69-72Employee SuffixIf 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.
73-94Employee Location AddressEnter 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.
95-116Employee Delivery AddressEnter the employee's delivery address.
Left justify and fill with blanks.
Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier.
117-138Employee CityEnter the employee's city.
Left justify and fill with blanks.
Derived from the 'W2-EE-CITY’ IDFDV Field Identifier.
139-140Employee State AbbreviationEnter 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.
141-145Employee ZIP CodeEnter the employee's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier.
146-149Employee ZIP Code ExtensionEnter 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.
150-154BlankFill with blanks. Reserved for SSA use.
155-177Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
178-192Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
193-194Country CodeIf 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 the document Tax Reporting - US General for details on quarterly reporting.

195-196Optional CodeDefined by State/local agency.
Applies to unemployment reporting.
197-202Reporting PeriodEnter the last month and four-digit year for the calendar quarter that this report applies.
Applies to unemployment reporting.
203-213State Quarterly Unemployment Insurance Total WagesRight justify and zero fill.
Applies to unemployment reporting.
214-224State Quarterly Unemployment Insurance Total Taxable WagesRight justify and zero fill.
Applies to unemployment reporting.
225-226Number of Weeks WorkedDefined by State/local agency.
Applies to unemployment reporting.
227-234Date First EmployedEnter the month, day and four-digit year.
Applies to unemployment reporting.
235-242Date of SeparationEnter the month, day and four-digit year.
Applies to unemployment reporting.
243-247BlankFill with blanks. Reserved for SSA use.
248-267State Employer Account NumberEnter the State's Employer Account Number.
Applies to unemployment reporting.
268-273BlankFill 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.

274-275State codeEnter the appropriate numeric FIPS code.
Derived from the State being reported
Pennsylvania is code "42".
Applies to income tax reporting.
276-286PA State Taxable WagesRight justify and zero fill.
Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
287-297PA State Income Tax WithheldRight justify and zero fill.
Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
298-307Other State DataDefined by State/local agency.
Applies to income tax reporting.
308Tax Type CodeEnter 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.
309-319Local Taxable WagesTo be defined by State/local agency.
Applies to income tax reporting.
320-330Local Income Tax WithheldTo be defined by State/local agency.
Applies to income tax reporting.
331-337State Control NumberOptional.
Applies to income tax reporting.
338-412Supplemental Data 1To be defined by user.
413-487Supplemental Data 2To be defined by user.
488-512BlankFill 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:

RPYEU Report Parameters

Annual Form CodeUse the current annual form code, HL$US-W2-YYYY, provided by High Line. The Variables must be entered on this form code for specific use in the installation.
Quarterly Form CodeMust be defined in order to produce the UI file in the ICESA format.
Period TypeSelect Quarter
Period End DateEnter the quarter end date, such as 30-Jun-YYYY
Media FormatState SUI File Format
Directory NameMust be defined or an output file will not be generated.
Media File NameMust be defined or an output file will not be generated.

RPYEU 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 #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5Payment YearEnter the year this report is being prepared for. Derived from the user defined FROM-TO period, converted to YYYY
6-14Transmitter’s Federal Identification NumberEnter the transmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes.
Derived from the ‘TRAN EIN’ (seq 1010) IDFDV Field Identifier.
15-18Taxing Entity CodeConstant ‘UTAX’
19-23BlankFill with blanks
24-73Transmitter NameEnter the name of the organization submitting the file.
Derived from the ‘TRAN NAME’ (seq 1030) IDFDV Field Identifier.
74-113Transmitter Street AddressEnter the street address of the organization submitting the file.
Derived from the ‘TRAN ADDRESS’ (seq 1040) IDFDV Field Identifier.
114-138Transmitter CityEnter the City of the organization submitting the file.
Derived from the ‘TRAN CITY’ (seq 1050) IDFDV Field Identifier.
139-140Transmitter StateEnter the standard two-character FIPS postal abbreviation of the organization submitting the file.
Derived from the ‘TRAN STATE’ (seq 1060) IDFDV Field Identifier.
141-153Report TypeEnter 'ORIGINAL' or 'AMENDED'
154-158Transmitter ZIP CodeFill with blanks
159-163Transmitter ZIP Code ExtensionFill with blanks
164-193Transmitter Contact TitleEnter 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.
194-203Transmitter Contact Telephone NumberEnter the telephone number where the transmitter's contact can be contacted.
Derived from the ‘TRAN CONTACT PHONE’(seq 1100) IDFDV Field Identifier.
204-207Telephone ExtensionEnter the telephone extension for the transmitter's contact telephone number.
Derived from the ‘TRAN CONTACT EXTN’ (seq 1110) IDFDV Field Identifier.
208-213 PATransmitter Authorization NumberFill with blanks
214-248 PANot RequiredFill with blanks
249-275 PATransmitter Contact PersonEnter 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)#

ColumnDescriptionSource
1-1Record IdentifierConstant ‘B’
2-5Payment YearEnter the year this report is being prepared for
6-14Transmitter’s Federal EINEnter only numeric characters.
Derived from the BASIC EIN (seq 2010) IDFDV Field Identifier.
15-22ComputerEnter the manufacturer’s name.
Derived from the ‘BASIC COMPUTER’ (seq 2020) IDFDV Field Identifier.
23-24Internal LabelEnter ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette.
Derived from the ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters) IDFDV Field Identifier.
25-25BlankFill with blanks
26-27DensityEnter ‘16’, ‘62’, ‘38’, or blank for diskette.
Derived from the ‘BASIC DENSITY’ (seq 2110) IDFDV Field Identifier.
28-30Recording 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.
31-32Number of TracksEnter ‘09’, or ‘18’, or blanks for diskette.
Derived from the ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character) IDFDV Field Identifier.
33-34Blocking FactorEnter the blocking factor of the file. Not to exceed 85.
Enter blanks for diskette.
Derived from the ‘BLOCKING FACTOR’ (seq 3050) IDFDV Field Identifier.
35-38Taxing Entity CodeConstant ‘UTAX’
39-96BlankFill with blanks
97-146 PAIndividual NameFill with blanks
147-190Organization NameEnter the name of the organization who the media should be returned to.
Derived from the ‘BASIC NAME’ (seq 2040) IDFDV Field Identifier.
191-225Street AddressEnter the street address of the organization who the media should be returned to.
Derived from the ‘BASIC ADDRESS’ (seq 2050) IDFDV Field Identifier.
226-245CityEnter the City of the organization who the media should be returned to.
Derived from the ‘BASIC CITY’ (seq 2060) IDFDV Field Identifier.
246-247StateEnter the standard two-character FIPS postal abbreviation.
Derived from the ‘BASIC STATE’ (seq 2070) IDFDV Field Identifier.
248-252BlankFill with blanks
253-257ZIP CodeEnter a valid ZIP code.
Derived from the ‘BASIC ZIP CODE’ (seq 2090) IDFDV Field Identifier.
258-262ZIP Code extensionEnter 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
263-275BlankFill with blanks

Record Name: Code E - Employer Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘E’
2-5Reporting YearEnter the year the report is being prepared for
6-14Federal Identification Number (FEIN)Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes.
15-23BlankFill with blanks
24-73Employer NameEnter the first 50 positions of the employer’s name, exactly as registered with the state UI agency.
Derived from the Entity.
74-113Employer Street AddressEnter the street address of the employer's mailing address.
Derived from the Entity Location.
114-138Employer CityEnter the City of the employer's mailing address.
Derived from the Entity Location
139-140Employer StateEnter the appropriate FIPS postal numeric code.
Pennsylvania numeric code is "42".
Derived from the Entity Location
141-166BlankFill with blanks
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State CodeEnter the appropriate FIPS postal numeric code.
Pennsylvania numeric code is "42".
173-181State Unemployment Compensation Account NumberEnter 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.
182-187BlankFill with blanks
188-189Reporting PeriodEnter the last month of the calendar quarter the report applies to. Such as: 03, 06, 09, or 12
190-190 No Workers/No WagesEnter ‘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 PANot requiredFill with blanks

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security NumberEnter the employee’s full nine-digit SSN. Do not drop the leading zeros.
If not known, fill with blanks.
11-30Employee Last NameEnter the employee's last name.
31-42Employee First NameEnter the employee's first name.
43-43Employee Middle InitialEnter the employee's middle initial. Leave blank if no middle initial
44-45State CodeEnter the appropriate FIPS postal numeric code.
Pennsylvania numeric code is "42".
46-49 PAReporting Quarter and YearEnter the last month and year for the calendar quarter that this wage report applies to (in MMYY format).
50-63 PAState QTR Total Gross WagesFillwith zeros
64-77State QTR Unemployment Compensation Total WagesEnter the quarterly gross wages paid. Include all tip income.
Derived from the 7200 IDFDV Field Identifier.
78-91State QTR Unemployment Compensation Excess WagesFill with zeros
92-105State QTR Unemployment Compensation Taxable WagesEnter quarterly taxable wages.
106-120Quarterly State disability Insurance Taxable WagesFill with zeros
121-129State QTR Tip WagesFill with zeros
130-131Number of Weeks WorkedEnter 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 the 3080 IDFDV Field Identifier.

This can either be defined as a constant, or be picked up from a pay component that is previously populated by a UserCalc.
If left null, the the system will compute the value.
132-134Number of Hours WorkedFill with blanks
135-138Date First EmployedFill with blanks
139-142Date of SeparationFill with blanks
143-146Taxing Entity CodeConstant ‘UTAX’.
147-155State Unemployment Compensation Account NumberEnter 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.
156-161BlankFill with blanks
162-275 PANot required

Record Name: Code T - Total Record #

ColumnDescriptionSource
1Record IdentifierConstant ‘T’
2-8Total Number of EmployeesEnter the total number of ‘S’ records reported since the last ‘E’ record
9-12Taxing Entity CodeConstant ‘UTAX’
13-26 PANot requiredFill with zeros
27-40State QTR Unemployment Compensation Total Wages for EmployerEnter 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 PANot requiredFill with zeros
55-68State QTR Unemployment Compensation Taxable Wages for EmployerEnter quarterly taxable wages subject to Unemployment taxes.
69-81Not requiredFill with zeros
82-87Not requiredFill with blanks
88-144Not requiredFill with zeros
145-148Not requiredFill with blanks
149-159Employer Contribution AmountEnter employer contributions due
160-163 PANot requiredFill with blanks
164-174QTR Employee Withholding AmountEnter employee withholding due
175-226 PANot requiredFill with zeros
227-233Month 1 Employment for EmployerEnter number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period.
234-240Month 2 Employment for EmployerEnter number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period.
241-247Month 3 Employment for EmployerEnter number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period.
248-275Not requiredFill with blanks

Record Name: Code F - Final Record #

ColumnDescriptionSource
1Record IdentifierConstant ‘F’
2-11Total Number of Employees in FileEnter the total number of ‘S’ records in the entire file
12-21Total Number of Employers in FileEnter the total number of ‘E’ records in the entire file
22-25Taxing Entity CodeConstant ‘UTAX’
26-115 PANot requiredFill with zeros
116-275Not requiredFill with blanks

Notes#

Click to create a new notes page