Tax Reporting - PA
Back to current versionRestore this version

Pennsylvania Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirement for the state of Pennsylvania only, please refer to the general document (Tax Reporting - US General) for other setup procedure that may also be required.

IDGV - State Registration#

IDGV - State SUI Registration#

IDGV - Local Registration#

To report Philadelphia city file:
W2 STATE MEDIA FILINGMust be '03' to generate City tax information in Local File format
W2 TAX TYPE CODEMust enter 'C' for City Tax
W2 TAXING ENTITYMust be 'PHILA' to generate Philadelphia City File

IDFDV - City Tax Set Up#

If there is applicable city tax, the 'Field Variable' column in IDFDV must be set up appropriately. Note that all other columns are pre-defined in IDFD and may not be altered in the IDFDV screen.
SeqIdentifierDescriptionLevelO/R PromptField SourceField 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 ElementW2-CI-WAGE-RES
8520 W2-CI-WAGE-WORKLocal Wage, Work city Local 18-WORK CITY WAGE ElementW2-CI-WAGE-WORK
8530 W2-CI-TAX-HOME Local Tax, Home city Local 19-HOME CITY TAX ElementW2-CI-TAX-RES
8540 W2-CI-TAX-WORK Local Tax, Work city Local 19-WORK CITY TAX ElementW2-CI-TAX-WORK

State File Procedures#

Annual W2 Wage Reporting - EFW2 File Format#

RPYEU must be run and the following selected to generate Pennsylvania state file information:
Media Format:State File Format
Select State:Pennsylvania, USA
Report List Filters, Select State:Pennsylvania, USA
Parameters, Annual Form Code:(example: use standard form code 'HL$US-W2-2017')
Parameters, Period Type:Year
Parameters, Period End Date:Year End Date (i.e. 31-Dec-2016)
Parameters, Media Format:State File Format

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

State Media Magnetic Media Reporting - EFW2 File Format#

Record Name: Code RA - Transmitter Record#

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

Numeric only
Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-19User Identification (User ID)Required.
Eight character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeNumeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP), or fill with blanks.
24-28BlankFill with blanks. Reserved for SSA use only.
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.
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 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 only.
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 NameDerived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP Code extensionDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-395 PAVariety

Not Required by the state of Pennsylvania
396-422Contact NameDerived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
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.
501-512 PABlankFill with blanks. Reserved for SSA use.

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user defined FROM-TO period converted to CCYY
7 PAAgent 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 EINSystem 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.
26Terminiating 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 Record. Otherwise, fill with blanks.
31-39Other EINFor 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.
40-96Employer NameDerived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174Kind of EmployerEnter the appropriate kind of employer:
* F = Federal Government
* State/local non-501c.
* T = 501c non-government
* Y = State/local 501c
* N = None apply
175-178Fill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province. Left justofy 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 CodeEnter 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)
220Tax Jurisdiction CodeEnter 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 record.
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.
319-512 PAFill with blanks. Reserved for SSA use.

Record Name: Code RS - State Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State code, appropriate FIPS postal numeric codeDerived from the State being reported

Pennsylvania numeric code is "42"
5-9Taxing Entity Code

Not read by PA Revenue
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’

If an invalid SSN is encountered, this field is entered with zeroes
19-33Employee First NameDerived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier
34-48Employee Middle Name or InitialDerived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier
49-68Employee Last NameDerived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier
69-72Employee SuffixDerived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier
73-94Employee Location AddressDerived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier
95-116Employee Delivery AddressDerived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier
117-138Employee CityDerived from the 'W2-EE-CITY’ IDFDV Field Identifier
139-140Employee State AbbreviationDerived from the ‘W2-EE-STATE’ IDFDV Field Identifier
141-145Employee ZIP CodeDerived from the ‘W2-EE-ZIP’ IDFDV Field Identifier
146-149Employee ZIP Code ExtensionDerived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier:
150-154BlankFill with blanks. Reserved for SSA use.
155-177Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province. Left justofy and fill with blanks. Otherwise, fill with blanks.
178-192Foreign Postal CodeIf applicable, enter the company'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.
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 for which 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 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 NumberApplies to unemployment reporting.
268-273BlankFill with blanks. Reserved for SSA use.
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. Applies to income tax reporting.
Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers
287-297PA State Income Tax WithheldRight justify and zero fill. Applies to income tax reporting.
Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers
298-307Other 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 defned by user.
413-487Supplemental Data 2To be defned by user.
488-512Fill with blanks. Reserved for SSA use.

Record Name: Code RT - Total Record#

New for 2018. This record is no longer required.

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-339 PAVariety

Not read by PA Revenue
340-475 PABlank
476-482Number of Code RS Record when State Code equals ‘42’ in previous Code RE RecordsSystem derived number of all Code RS records in previous Code RE record
483-497Total PA Taxable Wages when State Code equals ‘42’ in previous Code RE RecordsSystem derived Total PA Taxable Wages of all Code RS records in previous Code RE record
498-512Total PA Taxes Withheld when State Code equals ‘42’ in previous Code RE RecordsSystem derived Total PA Taxes of all Code RS records in previous Code RE record

Record Name: Code RF - Final Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-7BlankFill with blanks. Reserved for SSA use.
8-16Number of RW RecordsEnter the total number of RW (Employee) Records reported on the entire file. Right justify and zero fill.
17-512BlankFill with blanks. Reserved for SSA use.

Philadelphia City#

Philadelphia City Website#

Philadelphia City File Procedures#

Philadelphia City Wage Reporting#

RPYEU must be run and the following selected to generate Philadelphia city file information:
Media Format:Local File Format
Select State:Pennsylvania, USA
Select City:Philadelphia, PA, USA

Philadelphia City Magnetic Media Reporting - EFW2 Format#

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

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

Numeric only
Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28Personal Identification Number (PIN) and Software Vendor CodeDerived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)

Please note that this field consists of an eight character PIN code in positions 12-19, a four character Software Vendor Code in positions 20-23, and five blanks in positions 24-28.
29Resub IndicatorDerived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from IDFDV Field Identifier:‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512Blank

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

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

If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting, otherwise the W2 Type of employment is derived from IDGR

A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment
220Tax Jurisdiction CodeDerived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

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

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

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

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from IDFDV Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512Blank

Record Name: Code RS – Philadelphia City Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State Code, Appropriate FIPS Postal Numeric CodeDerived from the State being reported, from IDFDV sequence 7000

Pennsylvania numeric code is “42"
5-9Taxing Entity CodeIf County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes.
19-33Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154Blank
155-177Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192Employee Foreign Postal CodeDerived from IDFDV Field Identifier:‘W2-EE-F-POSTAL’ (seq 2670)
193-194Employee Country CodeDerived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
Location 195 to 267
Apply to Quarterly Unemployment Reporting
If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.
Please read document Tax Reporting - US General for detail for quarterly reporting.
ColumnDescriptionSource
195-196Optional Code

State Specific Data

If not used, enter blanks
197-202Reporting Period MMCCYYFrom user specified Period End Date converted to MMCCYY for the quarter

e.g. Period End Date = ‘31-Dec-2016’, then reporting period is ‘122016’
203-213State Quarterly Unemployment Insurance Total WagesDerived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’

Note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC Therefore, for employees who exceed the maximum wage base, this identifier will contain no SUI Insurance wages. This means RPYEU will be using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224State Quarterly Unemployment Insurance Taxable WagesThis amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government

Please read document Tax Reporting - US General for detail for quarterly reporting
225-226Number of Weeks WorkedFrom system derived number of Weeks Worked for the Reporting State

The system reads all pay headers with pay category = ‘Regular Pay’ that are not reversed with a Pay Issue Date that falls within the user specified Quarter begin and end date

If the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234Date First Employed MMDDCCYYFrom system derived latest Employment Hired Date
235-242Date of Separation MMDDCCYYFrom system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247Blank
248-267State Employer Account NumberDerived from IDFDV, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State

When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV for the SUI Registration of the State
268-273Blank
Location 274 to 337
Apply to Income Tax Reporting

If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
ColumnDescriptionSource
274-275State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. California is code "06"
276-286State Taxable WagesDerived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297State Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307Other State Data, to be Defined by Each State
308Tax Type CodeDerived from IDFDV Field Identifier:'W2 TAX TYPE CODE'

Must be ‘C’ for Philadelphia City Tax
309-319Local Taxable WagesDerived from IDFDV Field Identifier:‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330Local Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337Philadelphia Business Tax Account numberDerived from IDGV Registration number with ‘US Local Registration’ for Philadelphia City
338-512Blank

State Quarterly UI Wage Reporting - ICESA Format#

RPYEU must be run and the following selected to generate Pennsylvania state file information:
Media Format:State SUI File Format
Select State:Pennsylvania, USA

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

Please note that 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 Year

Enter year for which this report is being prepared
From user specified FROM-TO period converted to YYYY
6-14Transmitter’s Federal EIN

Enter only numeric characters; omit hyphens, prefixes and suffixes
Derived from IDFDV Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18Taxing Entity CodeConstant ‘UTAX’
19-23Blank
24-73Transmitter Name

Enter the transmitter name of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113Transmitter Street Address

Enter the street address of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138Transmitter City

Enter the city of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140Transmitter State

Enter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153Report Type

Constant 'ORIGINAL'
154-158Transmitter ZIP Code

Enter a valid ZIP code
Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163Transmitter ZIP Code extension

Use this field as necessary for the four digit extension of ZIP code

A hyphen is included in position 159
Derived from IDFDV Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include hyphen in position 159)
164-193Transmitter Contact

Title of individual from transmitter organization responsible for the accuracy of the wage report
Derived from IDFDV Field Identifier: ‘TRAN CONTACT’ (seq 1090)
194-203Transmitter Contact Telephone Number

Telephone number at which the transmitter contact can be telephoned
Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’(seq 1100)
204-207Telephone Extension/Box

Enter transmitter telephone extension or message box
Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213 PATape Transmitter Authorization Number
214-248 PANot Required
249-275 PATransmitter Contact PersonDerived 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 Year

Enter the year for which this report is being prepared
6-14Transmitter’s Federal EIN

Enter only numeric characters
Derived from IDFDV Field Identifier: BASIC EIN (seq 2010)
15-22Computer

Enter the manufacturer’s name
Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24Internal Label

‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25Blank
26-27Density

‘16’, ‘62’, ‘38’, or blank for diskette
Derived from IDFDV Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30Recording Code (Character Set)

“EBC’, or ‘ASC’. Always ‘ASC’ for diskette
Derived from IDFDV Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
31-32Number of Tracks

‘09’, or ‘18’, or blanks for diskette
Derived from IDFDV Field Identifier:‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character)
33-34Blocking Factor

Enter the blocking factor of the file, not to exceed 85

Enter blanks for diskette
Derived from IDFDV Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38Taxing Entity CodeConstant ‘UTAX’
39-96Blank
97-146 PAIndividual Name

Enter Blank
147-190Organization Name

The name of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225Street Address

The street address of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245City

The city of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247State

Enter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252Blank
253-257ZIP Code

Enter a valid ZIP code
Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262ZIP Code extension

Enter four digit extension of ZIP code, including the hyphen in position 258
Derived from IDFDV Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)

Client must include the hyphen (‘-‘) when defining the IDFDV Seq 2080
263-275Blank

Record Name: Code E - Employer Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘E’
2-5Payment Year

Enter the year for which the report is being prepared
6-14Federal EIN

Enter only numeric characters of the Federal EIN
15-23Blank
24-73Employer Name

Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency
Derived from the Entity
74-113Employer Street AddressDerived from the Entity Location
114-138Employer CityDerived from the Entity Location
139-140Employer State

Enter the standard two character FIPS postal abbreviation of the employer’s address
Derived from the Entity Location
141-148Blank
149-153ZIP code extension

Enter four digit extension of ZIP code, including the hyphen in position 149
Derived from the Entity Location
154-158ZIP codeDerived from the Entity Location.
159-159Blank
160-160Type of Employment

‘A’, “H’, ‘M’, ‘Q’, ‘R’, or ‘X’
Derived from IDFDV Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162 PABlocking Factor

Not Required
163-166 PAEstablishment Number Coverage Group/PRU

Not Required
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State Identifier Code

Enter the state FIPS postal numeric code for the state to which wages are being reported
173-187State Unemployment Insurance Account NumberDerived from the IDGV State SUI Registration
188-189Reporting Period

‘03’, ‘06’, ‘09’, or ‘12’
190-190 No Workers/No Wages

Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record

Enter ‘1’ to indicate otherwise
191-208 PANot required
209-210 PAPlant Number

Enter blanks
211-275 PANot required

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security Number

Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30Employee Last Name
31-42Employee First Name
43-43Employee Middle Initial

Enter employee middle initial

Leave blank if no middle initial
44-45State Code

Enter the state FIPS postal numeric code for the state to which wages are being reported
46-49 PAReporting Quarter and Year

Enter the last month and year for the quarter for which this wage report applies (i.e. 0603 for Apr-June 2003)
50-63 PAState QTR Total Gross Wages

Not required
64-77State QTR Unemployment Insurance Total Wages

Enter quarterly wages subject to unemployment taxes
Derived from IDFDV Field Identifier: 7200
78-91State QTR Unemployment Insurance Excess Wages

Not required
92-105State QTR Unemployment Insurance Taxable Wages

Not required
121-129State QTR Tip Wages

Not required
130-131Number of Weeks Worked.

The number of weeks worked in the reporting period
Derived from IDFDV Field Identifier: 3080

This can either be ‘plugged’ as a constant, be picked up from a pay component that is previously populated by a UserCalc, or if left null the P2K will compute the value
132-134Number of Hours Worked

Not required
135-138Date First Employed

Not required
139-142Date of Separation

Not required
143-146Taxing Entity CodeConstant ‘UTAX’.
147-161State Unemployment Insurance Account Number

Enter state UI employer account number
SUI Registration Number from IDGV
162-275 PANot required

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘T’
2-8Total Number of Employees

The total number of ‘S’ records since the last ‘E’ record
9-12Taxing Entity CodeConstant ‘UTAX’
13-26 PANot required
27-40State QTR Unemployment Insurance Total Wages for employer

QTR wages subject to state unemployment taxes

Total of this field on all ‘S’ records since the last ‘E’ record
41-54 PANot required
55-68QTR Taxable Wages
69-148 PANot required
149-159QTR ER contributions due
160-163 PANot required
164-174QTR EE withholding amount due
175-275 PANot required

Record Name: Code F - Final Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘F’
2-11Total Number of Employees in File

Enter the total number of ‘S’ records in the entire file
12-21Total Number of Employers in File

Enter the total number of ‘E’ records in the entire file
22-25Taxing Entity Code

Constant ‘UTAX’
26-275 PANot required

Notes#

Click to create a new notes page